POLICY PURPOSE:
The purpose of this policy is to ensure that confidential information will not be divulged to anyone other than those who are authorized to receive such information.
POLICY SCOPE:
This policy applies to the Board of Directors and committee members of the Rajasthan Association of North America (RANA).
POLICY STATEMENT:
It is the policy of RANA that Board and committee members will not disclose confidential information belonging to or obtained through their affiliation with RANA to any person, including relatives, friends, and business and professional associates, unless RANA has authorized disclosure. Board and committee members shall use confidential information solely for the purpose of performing services as a Board or committee member for RANA. This policy is not intended to prevent disclosure where disclosure is required by law.
Board and committee members must demonstrate professionalism, good judgment, and care to avoid unauthorized or inadvertent disclosures of confidential information. Reasonable measures must be taken to protect confidential Information and in the event that confidential information is lost, stolen, or otherwise compromised; it must be reported immediately to RANA President.
Guidelines:
a) All matters that are the subject of any ‘in camera’ portion of any meeting are confidential until disclosed in an open meeting.
b) All matters that are before a committee are confidential unless they have been determined not to be confidential by the Chair of the relevant committee following consultation with the RANA President.
c) Confidential information is the exclusive property of RANA and any writing, document or other material containing confidential information shall be returned to RANA upon completion of an individual’s or group’s engagement with the organization.
Failure to adhere to this policy may result in disciplinary measures as outlined in RANA’s Discipline Policy. This Confidentiality Policy complements RANA’s Privacy Policy, ensuring all information is handled according to relevant legislation.
Confidentiality Policy – Draft, March 12, 2023
Policy Statement:
The purpose of this policy is to safeguard the organization’s integrity, image and branding. All representatives of Rajasthan Association of North America (RANA) are required to exercise good judgment in their use of social media and conduct themselves in a responsible and respectful manner when contributing and interacting in online spaces.
Application:
This policy is applicable to all RANA stakeholders. This policy is not intended to interfere with the private lives of our volunteers, Board of Directors or members or to impinge on the right to freedom of speech.
Definitions:
Social media
Should be understood in its broadest interpretation to include but is not limited to Facebook, Twitter, Instagram, YouTube, blogs, electronic newsletters, online forums and other sites and services that permit users to share information with others in a contemporaneous matter.
Official use
Refers to anyone posting on behalf of the organization, with any form of Rajasthan Association of North America (RANA) in their username or description.
Personal use
Refers to posts about RANA through a personal, non-affiliated account of a volunteer, Board or member. RANA volunteers, board and members are free to publish or comment via social media in accordance with this policy.
Guidelines:
• The purpose of using social media channels on behalf of RANA is to support the organization’s mission, goals, programs, efforts and events, including news, information, content and objectives
• When posting on behalf of RANA, refrain from reporting, speculation, discussion or giving opinions on RANA topics or personalities that could be considered sensitive, confidential or disparaging
• Confidential or proprietary information that has been shared with you should not be publicized on social media channels
• As in all communications, volunteers, board and members should be consistent in their message when posting about RANA. Users are not permitted to post information, photos or other representations of inappropriate behaviour, or items that could be interpreted as demeaning or inflammatory
• All communications will be respectful of others. This includes the obvious (no ethnic slurs, offensive comments, defamatory comments, personal insults and obscenity) but also proper consideration of privacy of objectionable topics, such as politics and religion
• Posters are encouraged to tag the accounts of athletes and coaches, along with images, provided the action does not release any personal information the subject does not already have on their account/handle
• RANA’s social media channels are to be used for positive interaction. Refrain from posting negative or critical comments about or relating to members, Board members or volunteers.
• When posting on behalf of RANA, professionalism and quality must be maintained. This includes the use of proper grammar, syntax, style and accuracy of information in all posts.
• Posters will not use social media to promote goods or services not affiliated with RANA.
• Material posted on RANA media platforms that does not follow the Social Media Policy, will be promptly removed or the individual who posted on an affiliated account will be asked to remove said post. It is not the intent of RANA to police accounts, so please, stay positive, humble and professional.
Guidelines for posting:
If you see a misrepresentation of RANA in the media, you may report it to RANA at president@rana.ca. Conversations are encouraged, but if you feel the values of RANA are being contradicted, please address the issue immediately.
If an error is made, correct it quickly and if you modify an earlier post, make it known that you have done so. If accused of posting something incorrect, seek official response from RANA and correct immediately.
Recommendations to effectively promote RANA across social platforms:
• Encourage others to share RANA content
• Use relevant hashtags
• Keep content fresh
• Use photos and videos to increase interaction on posts
• Include links to websites or other external posts
• Respond to comments in a timely manner and in a positive fashion
• Pose questions to stimulate discussions
• Commenting and retweeting is important, but don’t flood timeline
• Send messages to multiple channels (e.g. an Instagram post to Twitter)
Policy adherence:
This policy has been written to complement the RANA Code of Conduct and breach of its guideline may be subject to disciplinary action.
Social Media Policy – Draft, March 12, 2023
GENERAL
1. The Rajasthan Association of North America (RANA) supports the principles of dispute resolution and is committed to the techniques of negotiation, facilitation, mediation, and arbitration as effective ways to resolve disputes with and among members.
2. In case of a conflict between RANA members, the individuals involved in the dispute must make every effort to resolve the conflict amongst themselves.
3. All registrants of RANA, including the Respondent, must cooperate with an investigation under this section.
4. RANA follows all guidelines per constructive social aspect of Rajasthan and the Canada Not-For-Profit Corporations Act S.C. 2009, c. 23 including the Regulations made pursuant to the Act, and any statute or regulations that may be substituted, as amended from time to time.
SCOPE AND APPLICATION
1. This policy applies to all disputes with and among members or individuals engaged in activities with or contracted by RANA.
2. A dispute is characterized by a disagreement between two or more parties and may consist of single or multiple incidents. The gravity of a dispute may vary significantly and may be characterized by a range of actions, implications, or consequences. Examples include:
• A complaint alleging that a board member, volunteer or guest is guilty of misconduct.
• A dispute relating to award selection.
• Any other request for resolution of a dispute arising from or relating to the activities of RANA.
REPORTING A DISPUTE
1. Any individual subject to this policy may report a dispute.
2. After making every effort to resolve the conflict amongst themselves, a complaint can then be made to the President (president@ranacanada.ca) in writing (signed and dated by the complainant) as soon as reasonably possible and within seven (7) business days as set by this policy. Should the report involve the President, the report will be subsequently managed by the RANA Patrons.
REFERRAL AND REVIEW OF COMPLAINTS AND INCIDENTS
1. The President will immediately advise the Board and the Respondent(s) named in the complaint that a complaint has been filed and, within ten (10) business days, provide each with a copy of the complaint.
2. If the dispute is considered to be trivial, frivolous or vexatious in nature, the President will advise complainant and thereafter shall take no further action in relation to that dispute.
3. The President may extend the time for submission of a complaint notwithstanding the expiration of the time set by this policy.
INVESTIGATION COMMITTEE
This committee will consist of three (3) or more representatives: one non-executive board member as the Chairperson and two or more Senior Members of RANA, to be selected upon report of a dispute. Should the report involve President, the investigation will be subsequently managed by a member of Board, ensuring there is no conflict of interest from either party, as per RANA Conflict of Interest policy.
INVESTIGATION PROCEDURE
1. Disputes will be first referred to the President for consideration, clarification, and possible resolution.
2. The Investigation Committee will:
a. Provide a copy of the complaint to the Respondent within ten (10) business days,
b. Gather information from the Respondent and any witnesses in regard to the dispute,
c. Facilitate a meeting between the parties and/or make recommendations for resolution.
d. A recommendation will be made to the President and this recommendation may include:
i. That the matter has been resolved between the parties and no further action should be taken,
ii. That no further action is warranted based on the facts of the case, or
iii. That the issue needs to be escalated to SGM for resolution.
e. Upon completion of the investigation, the Chairperson shall make a written report to the President, which will include the decision and any matters disclosed during the investigation.
3. The President shall notify the parties of the investigation findings and provide a written report.
RECORDS AND USE OF DECISIONS
1. The President shall maintain a record of all decisions of investigations.
2. The Investigation Committee and Board may consider the decisions of previous investigations but are not bound by the precedent.
APPEAL PROCESS
1. If the dispute is not resolved to the satisfaction of both parties at Investigation Committee level, it may be referred to the Skate Ontario office through methods that may include: communication with individual(s); early resolution facilitation; mediation; and/or arbitration.
2. If the RANA’s Dispute Resolution Process has been exhausted, either party may direct their concern through legal resolution.
3. The fee or charges for legal resolution shall be borne by parties involved.
CONFIDENTIALITY
In order to demonstrate respect for all parties, RANA shall abide by principles of confidentiality in implementing the Dispute Resolution Policy.
GOOD FAITH
No Retaliation for Good Faith Reports
Retaliation against an individual who has reported an incident in good faith will not be tolerated and one who retaliates is subject to discipline up to and including expulsion.
Acting in Good Faith
Anyone reporting a concern must be acting in good faith and have reasonable grounds for believing the information being reported is true and accurate. Any allegations that prove not to be substantiated and prove to have been malicious or intentionally false will be viewed as a serious offence, subject to disciplinary action.
Dispute Resolution Policy – Draft, March 12, 2023
Purpose:
The purpose of this Code of Conduct is to outline the expectations of RANA with regards to providing a safe sport environment in which all individuals and groups are treated with respect and dignity with the expectation of appropriate behaviour consistent with the values of RANA.
Definition of Applicable Stakeholders:
Stakeholders included in this policy include but are not limited to: members of the RANA Board of Directors; committee members; volunteers; members and all contractors.
Application of this Code:
This RANA Code applies to conduct of its stakeholders as defined, that may arise during the course of RANA business and activities including but not limited to its meetings; events as RANA member or Board of Director. RANA may also consider activities outside of those listed if there is conduct that is deemed to be detrimental to the image or reputation of RANA and/or its stakeholders.
Responsibilities:
It is expected that all stakeholders as defined, have a responsibility to:
a) demonstrate respect to all individuals and groups:
i. act when appropriate, to prevent or correct practices that are unjustly discriminatory
ii. avoid public criticism and promote the event in a positive, constructive manner
b) refrain from any behaviour that constitutes harassment, where harassment is defined as negative comment or conduct directed towards an individual or group which is offensive, abusive, racist, sexist, degrading or malicious
c) respect the property of others and not willfully cause damage
d) adhere to all federal, provincial, municipal laws
e) comply at all times with RANA by-laws, policies, procedures, rules and regulations as adopted and amended from time to time
RANA Board and Committee Members:
In addition to the responsibilities defined above, Board and committee members are obligated to:
a) be familiar with RANA Mission Statement and values
b) be familiar with RANA By-laws
c) be aware of any conflicts of interest and place the interests of RANA ahead of any interest they may have in any individual
d) respect and support all decisions made by the Board/committee whether or not they may have had a dissenting opinion
e) unless otherwise authorized by the President, refrain from speaking publicly in a manner which may be perceived as a formal representation of the organization
f) maintain confidentiality on all matters discussed during meetings (including votes) except as disclosed in the minutes of any such meeting or otherwise made public
g) not engage in activities or accept appointments or elections to an office in any organization whose activities are likely to be in conflict with RANA
Code of Conduct – Draft, March 13, 2023
The Rajasthan Association of North America (RANA) respects and protects your privacy. This means that:
• RANA will not sell, exchange, loan or make available to other organizations any personal information that you have provided to us
• RANA will keep all personal information confidential and we will have safeguards to protect that information whether in print, electronic or other form
• RANA will make available to you upon request, your personal information that we have on file and we will correct, amend or delete information at your request
Personal Information and Purpose of Collection:
The Personal Information Protection and Electronic Documents Act (PEPEDA) governs privacy of information.
Personal information is the information that relates to you as an individual.
RANA will only collect personal information to meet and maintain the highest standard of organizing and programming the cultural, heritage and social events. RANA collects personal information from members, officials, contractors, employees, and volunteers (collectively “individuals”) for purposes that include but are not limited to the following:
1. Registration for programs, activities and events; administration and purchasing equipment, and other products.
2. Receiving communications from RANA in regards to fundraising, programs, events, and activities.
3. Determining eligibility, age group and appropriate level of event.
4. Criminal record checks and related personal reference material for implementing RANA’s screening policies.
5. Award nominations, biographies, published articles and media relations.
6. Outfitting uniforms and various components of event objectives.
7. Data to determine level of certification, qualifications and selection.
8. Credit card information for purchasing products and for registration at events and activities.
9. Technical monitoring, RANA consultation, member training, education, media publications and posting on RANA’s website, event videos, event photographs, displays or posters.
10. Name and contact information for the purpose of communication within and between Board, Committees, volunteers, etc.
11. Determining membership demographic structure, and program wants and needs.
Consent:
1. Consent is required to be obtained by lawful means from individuals at the time of collection, prior to the use and disclosure of the personal information. If the consent to the collection, use of disclosure was not obtained upon receipt of the information, consent will be obtained prior to the use or disclosure of that information. RANA may collect personal information without consent where reasonable to do so and where permitted by law.
2. By providing personal information to RANA, individuals are consenting to the use of information for the purposes identified in this policy.
3. In determining of the form of consent to use, RANA will take into account the sensitivity of the information.
4. RANA will not, as a condition of a product or service, require an individual to consent to the collection, use, and disclosure of information beyond that required to fulfill the specified purpose.
5. An individual may withdraw consent to the collection, use, or disclosure of personal information at any time, subject to legal or contractual restrictions, providing the individual gives one week of notice of such withdrawal to RANA.
Limited Collection:
All personal information will be collected fairly, by lawful means, and for the purposes as specified in this policy. RANA will not use any form of deception to obtain personal information.
Limiting Use, Disclosure and Retention:
1. Personal information will not be used or disclosed by RANA for purposes other than those for which it was collected as described herein, except with the consent of the individual or as required by law.
2. Information may be forwarded to volunteers of the organization (such as Committee Members, Board of Directors and Officials), other parties with whom RANA deals.
3. Information disclosed to a third party with consent from the individual shall be protected by a third-party agreement to limit use and disclosure.
Accuracy:
RANA will use up-to-date information as is necessary for the purposes for which it is to be used, to minimize the possibility that inappropriate information may be used to make a decision about an individual.
Website:
When you visit the RANA website, we take steps to respect and protect your privacy. We automatically collect generic, non-personal information about visits to our website. RANA does not collect personal information such as names, ages, phone numbers, addresses or email addresses from visitors to our website.
We do collect selected visitor information such as IP addresses, return visits from past guests, referring pages, pages visited and time spent on the website. This non-personally identifiable information is collected in order to obtain statistical analysis of website traffic patterns, administer our website and servers, and improve our services. We collect data in aggregate form and data is not recorded or stored about individual visitors.
Cookies are small text files that a web browser transfers to and from your hard drive for record keeping purposes. The use of cookies is an Internet standard. We do use cookies to serve you better. We do not use cookies to retrieve personal data from your hard drive or to obtain your email address or other personal information. A cookie is information about how and when you use a site and it is created at the time you visit a site. Rather than retain this data, the Association’s cookie is a small text file sent to your
computer hard drive to record your preference information on your own computer. Most of our cookies are “session cookies” used only for the time you stay on the website each visit.
If you do not wish to accept cookies, you may choose not to by setting your browser options to inform you when cookies are being sent or to deny cookies altogether. Please note, however, that by not accepting cookies, you may limit the functionality that we can provide to you when you visit our site. The information on the website is provided as a resource to those interested in skating. RANA disclaims any representation, or warranty, express, or implied, concerning the accuracy, completeness or fitness for a particular purpose of the information. Persons accessing this information assume full responsibility for the use of the information and understand and agree that RANA is not liable for any claim, loss or damage arising from the use of this information. Reference to specific products, processes, or services does not constitute or imply recommendation or endorsement by RANA. RANA also reserves the right to make changes at any time without notice.
Links to other Internet sites made available through the RANA website are not under the control of RANA, and are provided for your convenience only. RANA, therefore does not guarantee these links and the material available on said sites, nor is RANA responsible for privacy practices by other organizations or websites.
The website is created and controlled by XXXX and RANA in the province of Ontario. As such, the laws in the province of Ontario will govern these disclaimers, terms and conditions, without giving effect to any principles of conflict of laws.
Contact Us:
If you have questions or comments about our policy or about the personal information we have about you, you may contact us and we will do our best to answer your questions. The Board of Directors can be reached at the following address:
Rajasthan Association of North America
29 Ballyshire Drive,
Brampton L6P 2V7
Privacy Policy – Draft, March 13, 2023
For President, Directors and Members
This Policy has been developed to avoid conflicts of interest at all levels of operation, including in the actions of RANA, in decisions of committees and the Board, and in the work of the professional staff.
The RANA Conflict of Interest Policy is part of the overall code of ethics and position descriptions for the president, directors and committee members who are involved in RANA activities.
APPLICATION OF THE POLICY
This Policy applies to:
• every member of the Board of Directors (“Board”), including the President
• every member of any committee established at any level
• every member of the organization including patrons, honorary members or volunteers
This Policy applies regardless of whether the president, director or committee member is a patron, member or volunteer.
GENERAL OBLIGATIONS OF THE BOARD
Understanding conflict of interest requires some understanding of the general duties of president, directors and committee members.
President and Directors are fiduciaries, meaning that they owe a duty of good faith, skill, and care.
Generally, president or directors must, at all times:
• act honestly and in good faith, in the best interests of the organization
• exercise their powers properly, and their discretion reasonably
• exercise their powers and discretion for the purpose for which they are conferred
• avoid conflict of interest.
While committee members are not always fiduciaries, the organization still requires that its committee members, at all times:
• act honestly and in good faith, in the best interests of the organization
• exercise their powers properly, and their discretion reasonably
• exercise their powers and discretion for the purpose for which they are conferred
• avoid conflict of interest.
The Duty to Act Honestly and in Good Faith - Acting honestly and in good faith means that the Board or committee member is not seeking to gain an advantage for him/herself/themselves, or for someone else; is not intending to deceive anyone, and is not blindly following the lead of others on the Board or the committee.
The Duty to Properly Exercise Powers - Properly exercising powers conferred on the Board or committee member, means the person is not acting upon some personal “hidden agenda”, but is exercising his/her/their powers for legitimate purposes which serves the best interests of the organization.
The Duty to Avoid Conflicts of Interest - Conflict of interest arises when a person has (or could have) divided loyalties. Board and committee members owe the organization their undivided loyalty. Therefore, they need to be conscious of the potential for conflict of interest, and they need to act with candour and care in those situations.
“Avoiding” conflict of interest does not mean that a Board or committee member will never be in a conflict of interest position - it means that when the person is (or could be) in a conflict of interest position, the situation is recognized and properly handled.
It is important to remember that conflicts of interest arise naturally, and often, in ordinary circumstances. There is nothing inherently wrong or illegal about the mere existence of a conflict of interest involving a Board or committee member. The mere existence of a conflict of interest does not automatically reflect badly on the integrity of the Board or committee member, or the integrity of the Board or the committee.
Conflicts of interest only become problematic if the Board or committee member, or the Board or committee, fail to recognize the conflict of interest, or fail to deal with the situation properly.
Avoiding conflict of interest, in the narrow sense, means putting the duty to the organization ahead of any other interest or duty.
Generally, conflict of interest in this narrow sense arises when the Board or committee member (or a person, company, or group associated with the Board or committee member) wants to obtain some benefit (financial, professional, personal, or otherwise) from the organization.
Avoiding conflict of interest, in the broader sense, means that the Board or committee member must assess his/her/their views and proposals in light of their benefit to the organization. Every Board or committee member should contribute his/her/their unique skills and perspective, and his/her/their honest views, to any Board or committee discussion. However, when it comes to decision-making, the person’s actions will be judged in terms of the benefit to the organization as a whole.
For example, a committee member who is a representative is entitled and expected to bring their perspective to the committee table. However, when that member is called upon to make a committee decision, he/she/they must give priority to the best interests of the organization as a whole, even if that means the decision being made is not in their own best interests.
Need to Avoid both Actual and Perceived Conflicts of Interest - A conflict of interest may be actual and obvious. Most commonly, this will arise when the Board or committee member has a material interest in a proposed contract or transaction to which the organization may be a party.
This material interest may arise directly because the Board or committee member is personally involved with the contract or transaction. Or, the material interest may arise more indirectly, because the director or committee member has an employment or investment relationship with the entity dealing with the organization, or because of some family or other personal relationship.
Material interest is generally interpreted to mean an interest which is sufficient to result in some benefit, even a minimal one, to the Board or committee member. Usually, although not always, that benefit is (directly or indirectly) a financial one.
The Not-For-Profit laws which govern RANA impose certain disclosure obligations on a Board member who is in any way, whether directly or indirectly, interested in any contract or proposed contract with the organization. Those same laws require the Board member abstain from any discussion, debate and vote related to the contract or proposed contract.
There can be serious legal consequences when such “legal” conflicts of interest are not properly handled. For example, the decision about the contract may be vulnerable to court challenge, and insurance protection under Directors and Officers (D&O) insurance may be placed in jeopardy, if an undeclared conflict leads to a lawsuit.
Sometimes, even though there may be no “legal” conflict of interest, there is still potential for the reasonable perception of a conflict of interest, when viewed from the perspective of an objective outside observer.
For example, if a committee is considering which event venue to be chosen from a list of locations, and one of the committee members could be the owner or have vested interest in one of the proposed locations, an objective outside observer might expect the committee member to be biased towards that venue. In that case, even if the committee member in fact has no actual bias, there is a potential for the perception of a conflict of interest. Whether the perception is reasonable or not in a given situation will depend on the facts and circumstances, including what is “at stake” in the decision being considered.
Again, there can be serious consequences when a reasonable perception of a conflict of interest exists, and the situation is not properly handled. The integrity of the Board or committee may be undermined, and their decision may also be vulnerable to court challenge, if the conflict is not properly handled.
For all of these reasons, the rules set out below for awareness, disclosure, objective review, and resolution of disputes must be followed by all Board or committee members.
AWARENESS
All Board and committee members must be vigilant to identify:
• whether they have any material interest in the contract or transaction which is being considered by the Board or the committee (“legal conflict of interest”)
• whether, even if there is no legal conflict of interest, there is some other factor which does, or could, prevent them from exercising objective judgment (“potential conflict of interest”)
• whether, even if there is no potential conflict of interest, there is some other factor which might give an objective outside observer a reasonable basis to perceive that the director or committee member might not exercise objective judgment (“reasonably perceived conflict of interest”).
DISCLOSURE
A Board or committee member who is employed by, performing services for or has a financial interest in any business enterprise doing business with or seeking to do business with RANA has a general and ongoing duty to disclose that interest in writing to RANA.
Legal Conflict of Interest - Where a director or committee member has a legal conflict of interest, the person must disclose that interest as soon as possible to RANA by completing a Declaration of Conflict of Interest in the form set out in Appendix “A” to this Policy, and submitting it to:
• the President of the Board or his/her/their designate (in the case of directors)
• the Committee Chair (in the case of committee members)
• the Executive Committee (in the case of a President of the Board).
The nature of the interest must be disclosed in sufficient detail to allow the other Board or committee members to understand what the interest is and how far it goes.
Potential or Perceived Conflict of Interest - Where a Board or committee member has a potential conflict of interest, or there is some basis for a perceived conflict of interest, the person must at least disclose that interest to the Board or the committee, in sufficient detail to allow the other Board or committee members to understand what the interest is and how far it goes.
OBJECTIVE REVIEW
Objective review means that only those Board or committee members who are objective and disinterested can participate in a decision being made by the Board or committee.
When a Board or committee member:
• has disclosed a conflict of interest in a matter
• is found, as a result of the Resolution Process, to have a legal, potential or reasonably perceived conflict of interest in a matter, then that Board or committee member is not “disinterested” and must not participate in or influence the discussion, debate, or vote relating to the matter.
Where a decision/direction regarding the conflict of interest is obtained under the Resolution Process, the decision/directions must be implemented.
In many circumstances, it will be appropriate that the Board or committee member who has the conflict of interest physically removes himself/herself/themselves from the room, while the particular matter is being discussed, debated and voted upon.
The minutes of the Board or committee meeting should record the Board’s or committee member’s absence from the discussion and debate, and his/her/their abstention or reclusion from any related votes (or compliance with the decision/direction obtained under the Resolution Process, as the case may be).
RESOLUTION OF DISPUTES
Once a dispute about a possible conflict of interest arises, the applicable Resolution Process should be initiated as soon as possible to determine what actions should be taken to address the possible conflict. The time frames to be followed must be reasonable, in all circumstances.
RESOLUTION PROCESS
For disputes which arise within RANA, the Board or committee member must first seek the assistance of the President or his/her/their designate to resolve the dispute. If a resolution is not possible, then the Resolution Process below will apply.
a) The recipient of the Declaration of Conflict of Interest form shall consult with the Investigative Committee consisting of maximum 5 members (President or Vice-President, one non-executive board member, and the senior members) with respect to the nature of the possible conflict, and what actions should be taken to address it. If the President or a Board member have the conflict of interest then he/she/they would be replaced by either VP Finance or Secretary.
b) As part of this consultation process, the director or committee member may be required to provide additional information concerning the nature of the conflict of interest.
c) If the Board or committee member, or the Chair of the Board or committee in question, objects to the decision/direction, then a written letter stating the reasons for the objection must be delivered to the President or Vice-president.
d) The President, or his/her/their designate, shall communicate a decision/direction regarding the conflict of interest, in writing, to the Board or committee member, and to the Chair of the Board or committee in question, within 30 days of receiving the recommendations of the Investigative Committee.
BREACH OF THIS POLICY
Any breach of this policy (including the failure to abide by any final decision/direction obtained under the Resolution Process) is a disciplinary matter to be dealt with under the RANA Discipline Policy.
Conflict of Interest Policy – Draft, March 13, 2023
Appendix “A” to MFSC Conflict of Interest Policy
Declaration of Conflict of Interest Form
Pursuant to the RANA Conflict of Interest Policy, I wish to declare the following legal, potential, or reasonably perceived conflict(s) of interest, which arises under the following circumstances:
a) This conflict of interest arises with respect to my position as a [specify Director, Committee Member]
___________________________________________ on the [specify name of Board or committee]
___________________________________________.
b) The conflict of interest relates to the following matter [set out the nature of the interest in sufficient detail to enable the recipient of this form to understand what the interest is and how far it goes]:
_________________________________________________________________________
Name Signature
_________________________________
Date