CONFLICT OF INTEREST POLICY


PREAMBLE:

Members of the Board of Directors and staff of the Saskatchewan Writers Guild are required to reveal any personal, family or business interests that they have, that, by creating a divided loyalty, could influence their judgment and hence the wisdom of decisions.  A conflict of interest exists wherever an individual could benefit, disproportionally from others, directly or indirectly, from access to information or from a decision over which they might have influence, or, where someone might reasonably perceive there to be such a benefit and influence.

Examples of possible conflict of interest situations with respect to the Saskatchewan Writers Guild include:

A Board member, or a member of his or her family, is applying for a staff or contract position with the Guild.

A staff member is contracting with the Guild to provide goods or services.

A Board member is submitting work to a Guild publication.

A Colony Committee member is applying for colony.

Conflicts of interest (real and perceived) are unavoidable.  They should not, in general, prevent an individual from serving as a director or staff member.  However, if the conflict is present in a large number of situations, or is so fundamental as to prevent the individual from carrying out any duties at all, then obviously the person should not serve on the board or work for the Guild. 

PROCEDURE FOR HANDLING A CONFLICT OF INTEREST
  1. Members of the Board and staff have a duty to disclose any personal, family, or business interests that may, in the eyes of a reasonable person, influence their judgment.
  2. The Board as a whole has a duty to disclose specific conflicts of interests to Guild members, staff, and external stakeholders where that interest may, in their judgment, affect the reputation or credibility of the organization, and to disclose the Board’s procedure for operating in the presence of such conflicts.
  3. Board members and staff have a duty to exempt themselves from participating in any discussion and voting on matters where they have, or may be perceived as having, a conflict of interest.  Such exemptions must be recorded in the minutes of the meeting.
  4. Any business relationship between an individual (or a company where the individual is an owner or in a position of authority) and the Guild, outside of their relationship as a Board or staff member must be formalized in writing and approved by the Board.
  5. Anyone concerned about a staff member’s conflict of interest may report it orally or in writing to the Executive Director.  The Executive Director shall decide whether a conflict of interest exists, and, if so, what course of action to take.  If not satisfied with the Executive Director’s decision, the concerned party may appeal in writing to the Board.  The Board shall place the issue on the agenda of the next regularly scheduled meeting.  The decision of the Board shall be final.
  6. Anyone concerned about a Board member’s or the Executive Director’s conflict of interest may report it orally or in writing to any other Board member.  The issue shall be placed on the agenda of the next regularly scheduled Board meeting.  The member complained about shall exempt him- or herself from all discussion of the issue.  The Board shall decide whether a conflict of interest exists, and, if so, what course of action to take.  If not satisfied with the Board’s decision, the concerned party may cause the issue to be added to the agenda of the next Annual General Meeting of the Guild, along with a motion as to the course of action to be taken.  The decision of the membership is final.
Adopted: July 2004