Policy
1. All employees, directors, officers, volunteers must refrain from conflicts of interest (real, potential or perceived).
2. All employees, directors, officers and volunteers must disclose any real, potential or perceived conflicts of interest immediately to their supervisor (employees and volunteers) or to the Board (Directors).

Definitions
Conflict of Interest: Conflict of Interest is any situation where an individual’s personal or private interests (or those of a family member, friend, close associate or business partner) could influence the performance of his/her duties, bias their decisions, or undermine the public’s trust and confidence in the organization.

Procedures

General
1. Individuals have the right to act as private citizens in the community, but actions must be separate and distinct from their Galiano Club role.
2. Members of an individual’s family may participate as staff or volunteers for the Galiano Club.
3. Individuals may engage in remunerative work for another employer, carry on a business or engage in other volunteer activities, so long as doing so does not:
a. interfere with their role with the Galiano Club;
b. constitute a real, potential or perceived conflict of interest;
c. involve the unauthorized use of Galiano Club work time, services or property,
d. appear to represent the Galiano Club.
4. The fact that one of the situations described below exists does not necessarily mean that a conflict exists, or that the conflict is material enough to be of importance or that it is necessarily adverse to the interests of the Galiano Club.
5. Where an employee or volunteer is believed to be in a conflict of interest, their supervisor will meet with them to determine the circumstances and seek resolution. Such a review will begin as soon as possible after becoming aware of the possible conflict of interest and a determination will be made no later than a month.
6. If a conflict is perceived or raised, the matter shall be discussed by the Governance Committee and the Board as a whole, if necessary.

Directors
7. If a conflict is perceived or raised by directors, the matter shall be discussed by the Board Executive and the Board as a whole if necessary, and the director concerned will recuse themselves from any related Board discussion and decision.
8. The primary concern should always be the best interests of the Galiano Club and the advancement of its purposes, and upholding the Galiano Club’s best interests and its charitable purposes and status

Employees
9. If employees are or might be in a conflict of interest (real, potential or perceived) they must immediately seek the advice and direction of their supervisor.

Volunteers
10. If volunteers are or might be in a conflict of interest (real, potential or perceived) they must immediately seek the advice and direction of their supervisor.

Examples of Conflict of Interest:
1. Examples of conflict of interest include situations where an individual:

  • Is a volunteer at the Food Bank and also a client and makes a decision for their own benefit.
  • Uses, discloses or takes advantage of, for personal benefit, information acquired through the course of their employment which is not generally available to the public;
  • Directly or indirectly uses, or allows use of time, personnel, equipment or supplies other than for approved Galiano Club purposes;
  • Supervises or influences job duties or benefits of a related person or close friend;
  • Solicits or accepts personal gifts (except gifts of minor value which could not be refused without discourtesy);
  • Accepts remuneration for services provided by involving the Galiano Club

2. Conflicts of interests may also arise with third parties (persons or organizations):

  • supplying goods and services to the Galiano Club;
  • competing or affinity organizations;
  • donors and others supporting the Galiano Club;
  • that affect the operations of the Galiano Club.

3. Conflict of interest with third parties may arise where an individual:

  • Has a financial interest that conflicts with their role in the Galiano Club or with the Galiano Club’s interests, such as involvement in a competing organization;
  • Owns stock, holds debt or has other proprietary interests in any third party dealing with the Galiano Club.
  • Holds office, serves on the board, participates in management or is otherwise employed (or formerly employed) by any third party dealing with the Galiano Club.
  • Encourages Galiano Club participants to be involved in a business that they or their family members or close friends have an interest in or are employed by;
  • Assists family members or close friends in their dealings with the Galiano Club where this could result in preferential treatment such as access to services, resources or favours.

Approved: October 30, 2024