Conflicts of Interest Policy and Register
A conflict of interest does not have to be a problem. The problem is a conflict that is not declared. This template gives your board a simple policy and a one-page register so every conflict is named, recorded, and managed before decisions are made.
This is an example for reference. Download the editable Word document below to make it your own. We will email you a copy too.
What counts as a conflict
A conflict of interest arises when a board member's personal, financial, or family interests could influence, or appear to influence, their decisions in their role as an officer. Conflicts can be actual, potential, or perceived. All three matter.
- A board member's family member works for or supplies the organisation
- A board member stands to gain financially from a decision the board is making
- A board member sits on the board of another organisation that competes for the same funding
- A board member has a close personal relationship with a staff member or a funding decision-maker
The policy
- 1
Declare at the start of every meeting
Each board member declares any conflicts, new or existing, before the agenda begins. If the chair has a conflict, the deputy chair or another officer takes the chair's role for that item.
- 2
Record in the register
Every declared conflict is written in the register: who, what the conflict is, when it was declared, and how it was managed.
- 3
Manage the conflict
The chair decides whether the conflict is material enough that the member should withdraw. If so, the member leaves the room for the discussion and vote, and the minutes record the withdrawal. If the conflict is potential or perceived only, the member may stay and take part, with the conflict noted in the minutes.
- 4
Check quorum
If a withdrawal means the board loses quorum for a decision, the board cannot vote on that item. Either defer the decision to a meeting where enough non-conflicted members are present, or follow the process in your rules for making decisions outside a meeting.
- 5
Review annually
The board reviews the register at least once a year to check it is current and complete.
The register
| Date | Board member | Nature of conflict | Item discussed | How managed |
|---|---|---|---|---|
| ____ | ____ | ____ | ____ | Declared / withdrew / stayed |
| ____ | ____ | ____ | ____ | Declared / withdrew / stayed |
| ____ | ____ | ____ | ____ | Declared / withdrew / stayed |
The test
If a reasonable person would think a board member's judgment could be swayed, it is a conflict. When in doubt, declare it. A register full of declarations is a sign of a healthy board, not a troubled one.
Get the printable version
Download this as a Word document
Pop in your details and we will email you a copy and give you the printable version to hand out at your next board or team meeting.
We respect your privacy. Your details are used to send you this resource and relevant follow-up content. See our privacy policy.