Bees United conflict of interest policy

This policy applies to Directors and staff.

Why Bees United has a policy

Directors have a legal obligation to act in the best interests of the organisation, and in accordance with the constitution. Staff and members also have similar obligations.

Conflicts of interests may arise where an individual’s personal or family interests and/or loyalties conflict with those of Bees United. Such conflicts may create problems; they can:

  • Inhibit free discussion
  • Result in decisions or actions that are not in the interests of Bees United and create the impression that Bees United has acted improperly

The aim of this policy is to protect both the organisation and the individuals involved from any appearance of impropriety.The declaration of interests

Accordingly, we are asking Directors to declare their interests, and any gifts or hospitality received in connection with their role in Bees United. A declaration of interests form is provided for this purpose, listing the types of interest you should declare.

To be effective, the declaration of interests needs to be updated at least annually, and also when any changes occur.

If you are not sure what to declare, or whether/when your declaration needs to be updated, please err on the side of caution. If you would like to discuss this issue, please contact the secretary for confidential guidance.

Interests will be recorded on the register of interests, which will be maintained by the secretary.

Data Protection

The information provided will be processed in accordance with data protection principles as set out in the Data Protection Act 1998. Data will be processed only to ensure that Directors act in the best interests of Bees United. The information provided will not be used for any other purpose.

What to do if you face a conflict of interest

If you have an employment or any other contract with Brentford Football Club you should not be involved in any decision of the Society board that directly affects your contract with the club. You should declare your interest at the earliest opportunity and withdraw from any subsequent discussion. The same applies if you face a conflict for any other reason.

You may, however, participate in discussions from which you may indirectly benefit, for example where the benefits are universal, or where your benefit is minimal.

If you fail to declare an interest that is known to the Secretary and/or the Chairman of the Board, the Secretary or Chairman will declare the interest.

Decisions taken where a Director or member of staff has an interest

In the event of the board having to decide upon a question in which a Director or member of staff has an interest, all decisions will be made by vote, with a two thirds majority required. A quorum must be present for the discussion and decision; interested parties will not be counted when deciding whether the meeting is quorate. Interested Board members may not vote on matters affecting their own interests.

All decisions under a conflict of interest will be recorded by the Secretary and reported in the minutes of the meeting. The report will record:

  • The nature and extent of the conflict
  • An outline of the discussion
  • The actions taken to manage the conflict

Independent external moderation will be used where conflicts cannot be resolved through the usual procedures.

Managing Contracts

If you have a conflict of interest, you must not be involved in managing or monitoring a contract in which you have an interest. Monitoring arrangements for such contracts will include provisions for an independent challenge of bills and invoices, and termination of the contract if the relationship if unsatisfactory.

Adapted from ‘Managing Conflicts of interest in the Not-for-Profit Sector’, ICSA Best Practice Guide, ICSA

Click here to download the complete "Conflict of Interests" Policy form (this is in Microsoft Word format)