Conflicts of Interest Policy

Scope of policy:

Applies to Witherley and Atterton Neighbours Association (WANA) Officers, Steering Group Members and Volunteers.

Policy Statement

WANA is a neighbourhood association and requires its Officers and volunteers to act in the best interests of WANA.  They must not allow any personal interest of themselves (or persons connected with them) to influence any decisions which they may make as an Officer, Steering Group Member or Volunteer.

There are 2 common types of conflict of interest: financial conflicts and loyalty conflicts.

Financial Conflicts

Examples of financial conflicts of interest include:

• Paying an Officer for performing their role.

• Paying an Officer (or a closely connected company or family member of an Officer ) for supplying goods or services to the neighbour association.

• An Officer, Steering Group Member or Volunteer (or a closely connected company or family member of an Officer, Steering Group Member or Volunteer) entering into a property contract or other contract or other arrangement with the neighbour association.

• An Officer, Steering Group Member or Volunteer (or a closely connected company or family member of an Officer, Steering Group Member or Volunteer) buying, borrowing or leasing goods or property from WANA.

Loyalty Conflicts

These conflicts are not about money or other Officer, Steering Group Member or Volunteer benefits. They happen when, for other reasons, an Officer, Steering Group Member or Volunteer may not be able to make decisions that are best for the neighbour association.

• Loyalty conflicts can arise if the neighbour association’s decision involves a person or organisation linked to an Officer, Steering Group Member or Volunteer. For example:

• another neighbour association or organisation which an Officer, Steering Group Member or Volunteer is involved may benefit from or be adversely affected by a decision of WANA.

• another neighbour association or organisation with which an Officer, Steering Group Member or Volunteer is involved has competing interests to WANA.

• relatives or friends of an Officer, Steering Group Member or Volunteer may benefit from or be adversely affected by use of the playing field or a decision of WANA.

There can be a conflict because an Officer, Steering Group Member or Volunteer’s responsibility (or loyalty) to  another organisation or person could compete with their responsibility to WANA.

Any conflict of interest must be identified and dealt with properly.

Conflicts of interest are handled using the following steps:

1. IDENTIFY conflicts of interest

It is the individual responsibility of WANA  Officers, Steering Group Members or Volunteers  to declare any conflicts of interest – relating to themselves, their business interests and family/connected parties

2. RECORD conflicts of interest

• Annual Declaration of Conflicts of Interest by completion of a Register of Interests to be signed at or within 30 days of the AGM: mandatory for an Officer and  Steering Group Member.

• Review of Register of Interests at each Trust meeting, to record any conflicts of interest and related party transactions and gifts of a value over £100.

3. PREVENT the conflict of interest from affecting decision-making

An Officer, Steering Group Member or Volunteers to :-

• make decisions only in the best interests of the neighbour association.

• consider the issue of the conflict of interest so that any potential effect on decision-making is eliminated.

• a conflicted  Officer, Steering Group Member or Volunteer should not be party to discussions regarding the matter in question and may not take part in the decision or vote on the matter.

• Except for payment of reasonable expenses or refund of sums incurred) where a decision or procurement involves a potential benefit to an individual an Officer, Steering Group Member or Volunteer (or a connected party of that individual) the benefit must be properly authorised by advance approval of an Officer.

• WANA resources must not be used to further private interests.

4. A record of the following shall be kept (by way of meeting minutes or otherwise):-

• what the conflict was.

• who or what it affected.

• when it was declared.

• how the conflict was managed.

Key definitions:

Conflict of interest: a conflict of interest is any situation in which an Officer, Steering Group Member or Volunteer’s personal interests or loyalties could, or could be seen to, prevent them from making a decision only in the best interests of the neighbour association.

Related party transaction: refers to a deal or arrangement made between two parties who are joined by a business relationship or common interest.  If in doubt about whether a person or business is a related party, seek advice from an Officer, Steering Group Member or Volunteer lead for Conflicts of Interest.

An Officer, Steering Group Member or Volunteer lead for Conflicts of interest:

Name: Lynne Lainé

email:  secretary@wana.org.uk

Policy Review:

We are committed to reviewing our policy and good practice annually.

Document History

Agreed by the Steering Group DATE 23 June 2025 and minuted on 23 July 2025.

WANA REGISTER OF INTEREST

Name / Role / Interest(s) Declared / Date