Conflicts of Interest and Conduct of Members Policy

Introduction

The Co-operative shall ensure that this policy is included in the Members' Handbook, the Staff Handbook, and that a copy is given to each Co-ordinator, Management Committee Member and member of staff.
All members and staff of the Co-op must ensure that their conduct when making decisions on behalf of the Co-op is of the highest order. There must be no personal gain when making decisions on behalf of the Co-op.
All gratuities and gifts offered by contractors, potential tenants etc. shall be refused, and the offer reported to the Co-op Secretary.
The Co-op will have the power to remove a Co-op Co-ordinator, or take disciplinary action against a member of staff, where there has been a conflict of interest, and the provisions of this policy have not been operated.
A copy of Schedule 1 of the 1996 Housing Act, with any guidance to its operation by housing co-operatives, shall be given to all Co-ordinators, Management Committee Members and members of staff. It shall also be included in the Co-op Members Handbook, and the Staff Handbook.
The Co-op Secretary shall be responsible for recording all matters relating to potential conflicts of interest, and similar matters, and shall report on them to the Management Committee.

All Co-ordinators and Management Committee members shall declare any potential conflicts of interest in their activities on behalf of the Co-op. These shall include:
- Any personal relationships within the Co-op that could influence a decision or result in co-op services being allocated unfairly.
- Any work responsibilities or business involvement with companies supplying, or tendering to supply services for the Co-op.
- Any personal relationships with people applying to be members or staff of the Co-op.
Relatives of members of the Co-op Management Committee shall not be eligible to apply for paid permanent employment with the Co-op.
The member involved shall make such a relationship known to the Co-op Secretary, and shall not take part in any meeting, or in any vote where there is a potential conflict of interest.
The Co-operative shall not use any company where a co-op member, or member of staff is the owner, a director or a partner.

All members of the Co-op, when taking part in Co-op General Meetings, other meetings or selection panels for jobs or places within the Co-op, shall declare any potential conflicts of interest in their activities on behalf of the Co-operative.

All staff shall declare any potential conflicts of interest in their activities on behalf of the Co-operative. These shall include:
- Any personal relationships within the Co-op that could influence a decision or result in co-op services being allocated unfairly.
- Any work responsibilities or business involvement with companies supplying, or tendering to supply services for the Co-op.
- Any personal relationships with people applying to be members or staff of the Co-op.
The member of staff involved shall make such a relationship known to the Co-op Secretary, and shall ensure that this does not influence any decision taken in allocating services provided by the Co-op.
Staff shall not apply to be housed by the Co-op while employed by the Co-op.

Any education and training provided for Co-op members and staff shall only be to facilitate their work on behalf of the Co-op, and to provide them with knowledge and skills to carry out their work for the Co-op.

The Co-operative shall not give loans to any members or staff under any circumstances, unless provided for in the terms and conditions for staff (i.e. a season ticket loan).

The only payments that may be made to members of the Co-op when undertaking work on behalf of the Co-op are legitimate expenses, such as travel, accommodation and subsistence. The Co-op will also consider reimbursement for members who have to take time off from work to carry out essential work for the Co-op. Such payments shall be agreed by the Management Committee in advance.