Beccles Choral Society Potential Conflict of Interest Policy (May 2026)
This policy applies to all trustees/committee members of the Society.
A ‘conflict of interest’ arises when the best interests of a trustee/committee member are, or could be, different from the best interests of the Society itself.
The trustees/committee members acknowledge that it is inevitable that conflicts of interest will occur. They are however committed to managing these potential conflicts in order to protect both the Society and the trustee/committee member from any impropriety or appearance of impropriety.
Statement of Intent
The Society is committed to ensuring its decisions and decision-making processes are, and are seen to be, free from personal bias and do not unfairly favour any individual connected with the Society.
Policy
It is the policy of the Society to:
• Ensure every trustee/committee member understands what constitutes a conflict of interest and that they have a responsibility to recognise and declare any conflicts that might arise for them.
• Document the conflict and the action(s) taken to ensure that the conflict does not affect the decision making of the organisation.
Procedure
When a trustee/committee member identifies that they have a potential conflict of interest they must:
• Declare it as soon as they become aware of it.
• Ensure it is entered in the conflict of interest register (ongoing conflicts), and/or appropriately minuted.
• Not take part in any trustee/committee discussions relating to the matter.
• Not take part in any decision making related to the matter.
• Not be counted in the quorum for decision making related to the matter.
In the interests of frank and open discussion, a trustee/committee member affected by a conflict of interest must leave the room while related discussion/decision making is taking place, unless there is good reason for them to stay.
The minutes should state:
• The declared conflict.
• That the trustee/committee member left the room, or the reason they were asked to stay.
• That the trustee/committee member took no part in discussion or decision on the matter.
• That the meeting was quorate (not counting the affected trustee/committee member).
• Any other actions taken to manage the conflict.
If a trustee/committee member is unsure what to declare, they should err on the side of caution and discuss the matter with the Chair for confidential guidance.
POLICY APPROVAL AND REVIEW
This policy will be reviewed annually, or sooner, if legislation, guidance or Beccles Choral Society’s activities change.