U3A Ararat and District Inc Conflict of Interest Policy
This policy will apply to situations where the personal interests of an individual or group of individuals directly conflict with the best interests of U3A Ararat and District Inc, its members or clients or where the decisions or actions of individuals may be influenced by their personal interest rather than those of the organisation.
This will include situations in which:
• Close personal friends or family members are involved, such as decisions about employment, discipline or dismissal, service allocation or awarding of contracts
• An individual or their close friends or family members may make a financial gain or gain some other form of advantage
• An individual is involved with another organisation that is in a competitive relationship with U3A
Ararat and District Inc and therefore may have access to our plans or financial information
• An individual is bound by prior agreements or allegiances to other individuals or agencies that require them to act in the interests of that person or agency or to take a particular position on an issue
Actions and decisions taken at all levels in U3A Ararat and District Inc need to be informed, objective and fair. A conflict of interest may affect the way a person acts, decisions they make, or the way they vote in group decisions. Conflicts of interest need to be identified and action taken to ensure that personal or individual interests do not affect the services, activities or decisions of U3A Ararat and District Inc.
1. U3A Ararat and District Inc is committed to ensuring that personal or individual interests that conflict with the interests of the organisation are identified and managed so that they do not affect the services, activities or decisions of the organisation. Specifically we will –
(a) Require those members with a conflict (or those who think they may have a conflict) to disclose the conflict /potential conflict, and
(b) Prohibit those members from voting on any matter in which they are in conflict.
2. Often people are unaware that their activities or personal interests are in conflict with the best interests of the organisation so a necessary goal is to simply raise awareness, encourage disclosure and discussion of anything that may be a conflict, and constantly encourage a “culture of candor.”
U3A Policy Guideline 08 – Conflict of Interest V.1 Page 1 of 2
3. 3.U3A Ararat and District Inc will make it a regular practice to take time at a Committee Meeting at least once a year to discuss the types of hypothetical situations that could result in a conflict of interest, and then discuss how the Committee would manage that potential conflict so that when a real conflict arises, the Committee will be ready to handle it with more ease. The minutes of that Committee Meeting should briefly indicate that the matter of conflict of interest was raised and discussed.
4. All members will be made aware of this policy.
5. The Committee of Management of U3A Ararat and District Inc will establish, implement, publicise and review this policy.
6. This Conflict of Interest Policy was adopted by the Committee of Management of U3A [Name of Group], and minuted as such, on 30 Novmber 2015
8. This policy will be published by the Committee of Management of U3A [Name of Group] on its website within 4 weeks of the date of this authorisation.
Code of Conduct
1. Ararat and District U3A Inc commits itself to operating in accordance with this Code of Conduct for the benefit and protection of the organization and of members’ personal rights.
2. Every member of U3A Ararat and District has the right to:
• feel safe and respected
• a supportive and positive learning environment
• participate in learning, social and recreational activities
• receive services fully compliant with U3A norms
• make a complaint and receive prompt and fair resolution of the issue
• have access to guidelines, policies and procedures adopted by U3A Ararat and District
3. Every member of U3A Ararat and District has the responsibility to:
• respect the beliefs, needs and background of others
• act and speak respectfully
• understand and follow the organisation’s guidelines, policies and procedures
• carry out all activities in an appropriate manner
• work cooperatively for the benefit of all members
• maintain positive relationships
• care for the property and possessions of the organization and members
• help create an inclusive environment
• report actual or potentially unsafe situations or conduct
4. The principles set out in this code are intended to apply to any U3A related context, including classes, activities, social functions, meetings, conferences and holiday trips.
5. The principles set out in this code apply equally to all members and volunteers.
6. A breach of this code of conduct will result in disciplinary action.
7. Where a person believes they have been subject to treatment or conduct that is in breach of this code they may lodge a complaint with the President or Secretary.
8. Any complaint of a breach of this code will be handled in accordance with U3A Ararat and District Grievance Policy, as found in the Model Rules.
9. This code of conduct was adopted by Ararat and District U3A Committee of Management on November 3rd, 2014