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ROTARY CLUB OF STEAMBOAT SPRINGS
POLICY
POLICY NAME: Conflict of Interest
DATE APPROVED BY BOARD: February 10, 2025
EFFECTIVE DATE: February 10, 2025
NEXT SCHEDULED REVIEW DATE: April 2027
REPLACES POLICY DATED: March 8, 2023
PURPOSE: To describe circumstances where a Club Officer or Committee Chair has a potential conflict of interest with their Rotary obligation and personal activities, a means to declare those potential conflicts and manner of resolving these situations.
POLICY STATEMENT:
1. Definition of conflicts. A Conflict of Interest arises when a person in a position of authority over the organization may benefit financially or directly from a decision he or she could make in that capacity, including indirect benefits such as to family members or businesses with which the person is closely associated. This policy is focused upon material financial interest of, or benefit to, such persons.
2. Individuals covered. Persons covered by this policy are the Rotary Club of Steamboat Springs (RCSS) Officers, Directors, Committee Chairs and any member doing work that is compensated by the RCSS.
3. Disclosure. Persons covered by this policy will annually disclose or changes during the year, on the form provided as part of this policy, their interests that could give rise to conflicts of interest, such as a list of family members, membership and leadership in related organizations, substantial business or investment holdings, and other transactions or affiliations with businesses and other organizations or those of family members. The form will be submitted to the RCSS President and be forwarded to the committee for review.
The RCSS President will convene the executive committee to review completed forms and determine if conflicts need to be addressed. Any recommended actions based on conflict or potential conflicts will be presented to the full board for determination if action is required.
If a covered individual has an unreported conflict with any item on a meeting agenda, the individual will declare that conflict and physically recuse themselves from the meeting while that agenda item is discussed and decided. The minutes of the meeting will reflect the individuals declaration and departure from the meeting.
4. Managing Conflicts. The RCSS Treasurer and employed financial firm will monitor proposed or ongoing transactions for conflicts of interest and disclose them to the RCSS President in order to deal with potential or actual conflicts, whether discovered before or after the transaction has occurred. In the occurrence that the RCSS President is believed to be in a conflict of interest, the Treasurer and financial firm shall report directly to the President-Elect.
For each interest disclosed, the Executive Committee will determine a recommended course of action and make their recommendation to the full board which will determine whether to:
- Take no action;
2. Ask the person to recuse himself/herself from participation in related discussions or decisions within the organization; or
- Ask the person to resign from his or her position in the organization or, if the person refuses, to resign, become subject to possible removal in accordance with organizations removal procedures.
Determinations made regarding potential conflicts of interest will be documented and maintained in a continuous log maintained by the club.
Rotary Club of Steamboat Springs
Conflict of Interest
Annual Disclosure Form
I, ______________________________________________________________
Name
Serve as a: ________________________________________________________
Board Member ~ Committee Chairperson
- Employment - List the individuals or entities for which you are now or about to be employed, or for which you have been employed in the past two years.
___________________________________________________________________
___________________________________________________________________
- Membership or Leadership in Other Organizations – Do you belong or do you serve in a leadership role (i.e. board, committee, advisor) for any organization with which Rotary Club of Steamboat Springs (RCSS) conducts business?
No_________ Yes_________ Please List: ______________________________________________________________________________________________________________________________________________________________________________________________________________________________
- Family Interests - Identify family members who may have interests in organizations that might impact your work or voting on the Board.
___________________________________________________________________
___________________________________________________________________
- Consulting Fees, Gifts and Special Considerations - List any consulting engagements scheduled for the future, currently underway or in the past two years in which you were paid fees, gifts or considerations that may impact RCSS.
___________________________________________________________________
___________________________________________________________________
- Ownership and Investment Interests - Do you have any ownership interests or investments in a company that would create a perceived conflict with your position and work with RCSS?
No_________ Yes_________ Please List:_________________________________
Please return this Annual Disclosure Form to the President of RCSS. While you have completed the form on this date, if real or perceived conflicts arise during your term of office, please advise the President of the RCSS as soon as possible.
I represent that the information is accurate. I understand that, where appropriate, this information may be disclosed. If you feel you cannot complete the disclose form, please address your concerns to the President prior to the due date. Thank you for serving.