West Australian Poets Inc.
Conflict of interest policy
- Purpose
The purpose of this policy is to help board members of West Australian Poets Inc. to effectively identify, disclose and manage any actual, potential or perceived conflicts of interest in order to protect the integrity of West Australian Poets Inc. and manage risk.
- Objective
The West Australian Poets Inc. committee (called the ‘board’ in this policy) aims to ensure that board members are aware of their obligation to disclose any conflicts of interest that they may have, and to comply with this policy to ensure they effectively manage those conflicts of interest as representatives of West Australian Poets Inc.
- Scope
This policy applies at all times to the board members of West Australian Poets Inc., and potentially to a person acting as a paid employee in either a casual or permanent capacity, including, but not limited to, organiser, producer, promoter, publicist, performer, MC, stage manager or front-of-house.
- Definition of conflicts of interests
A conflict of interest occurs when a person’s personal interests conflict with their responsibility to act in the best interests of the organisation.
Personal interests include direct interests, as well as those of family, friends, or other organisations a person may be involved with or have an interest in (for example, as a shareholder).
It also includes a conflict between a board member’s duty to West Australian Poets Inc. and another duty that the board member has (for example, to another organisation). A conflict of interest may be actual, potential or perceived and may be financial or non-financial.
These situations present the risk that a person will make a decision based on, or affected by, these influences, rather than in the best interests of the organisation.
Therefore these situations must be managed accordingly.
- Policy
This policy has been developed to address conflicts of interest affecting WA Poets Inc.
Conflicts of interest are common, and they do not need to present a problem to the organisation as long as they are openly and effectively managed.
It is the policy of West Australian Poets Inc., as well as a responsibility of the board, that ethical, legal, financial or other conflicts of interest be avoided and that any such conflicts (where they do arise) do not conflict with the obligations to West Australian Poets Inc.
West Australian Poets Inc. will manage conflicts of interest by requiring board members to:
- avoid conflicts of interest where possible
- identify and disclose any conflicts of interest
- carefully manage any conflicts of interest, and
- follow this policy and respond to any breaches.
5.1. Responsibility of the board
The board is responsible for:
- establishing a system for identifying, disclosing and managing conflicts of interest across the organisation
- monitoring compliance with this policy, and
- reviewing this policy on an annual basis to ensure that the policy is operating
The organisation must ensure that its board members are aware of the ACNC governance standards, particularly governance standard 5, and that they disclose any actual or perceived material conflicts of interests as required by governance standard 5.
5.2. Identification and disclosure of conflicts of interest
Once an actual, potential or perceived conflict of interest is identified, it must be entered into organisation’s register of interests, as well as being raised with the board.
Where every other board member shares a conflict, the board should refer to ACNC Governance Standard 5 to ensure that proper disclosure occurs.
The register of interests must be maintained by The Secretary. The register must record information related to a conflict of interest (including the nature and extent of the conflict of interest and any steps taken to address it).
5.3 Confidentiality of disclosures
The register of interests is to be made available to any financial member of WA Poets Inc. by written request to the Secretary.
- Action required to manage conflicts of interest
6.1. Conflicts of interest of board members
Once the conflict of interest has been appropriately disclosed, the board (excluding the board member who has made the disclosure, as well as any other conflicted board member) must decide whether or not those conflicted board members should:
- vote on the matter (this is a minimum),
- participate in any debate, or
- be present in the room during the debate and the voting.
In exceptional circumstances, such as where a conflict is very significant or likely to prevent a board member from regularly participating in discussions, it may be worth the board considering if it is appropriate for the person conflicted to resign from the board.
6.2. What should be considered when deciding what action to take
In deciding what approach to take, the board will consider:
- whether the conflict needs to be avoided or simply documented
- whether the conflict will realistically impair the disclosing person’s capacity to impartially participate in decision-making
- alternative options to avoid the conflict
- the organisation’s objects and resources, and the possibility of creating an appearance of improper conduct that might impair confidence in, or the reputation of, the
The approval of any action requires the agreement of at least a majority of the board (excluding any conflicted board member/s) who are present and voting at the meeting.
The action and result of the voting will be recorded in the minutes of the meeting and in the register of interests.
- Compliance with this policy
If the board has a reason to believe that a person subject to the policy has failed to comply with it, it will investigate the circumstances.
If it is found that this person has failed to disclose a conflict of interest, the board may take action against them. This may include seeking to terminate their relationship with the organisation.
If a person suspects that a board member has failed to disclose a conflict of interest, they must notify the board.
Contacts
For questions about this policy, contact the WAPI Secretary by email <secretary@wapoets.com>.