This policy applies to all Trustees and Committee members of Abingdon Concert Band.
A ‘conflict of interest’ arises when the best interests of an individual Trustee or Committee Member are, or could be, different from the best interests of the charity itself. In this case, the charity is Abingdon Concert Band.
The Trustees and Committee for Abingdon Concert Band 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 charity and the Trustee or Committee member from any impropriety or appearance of impropriety.
Statement of intent
Abingdon Concert Band 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 charity.
Policy
It is the policy of Abingdon Concert Band to:
- Ensure every Trustee and 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 Abingdon Concert Band.
Abingdon Concert Band will adhere to the Charity Commission’s guidance on where and how conflicts of interest arise. Conflicts of interest usually arise where either:
- There is a potential financial or measurable benefit directly to a Trustee or Committee Member, or indirectly through a connected person
- A Trustee or Committee Member’s duty to the charity may compete with a duty or loyalty they owe to another organisation or person.
Procedure
Abingdon Concert Band Trustees and Committee members will follow this three step process:
- Identify
The Committee and Trustees as a whole are responsible for thinking about what potential conflicts might occur and identifying them as they make decisions. However it is also up to individuals to declare when a conflict occurs that relates to them, either directly or through a person connected to them.
All conflicts of interests will be declared using the conflict of interest declaration form (appendix A).
- Manage or remove
Manage: when a Trustee or 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 (one-off conflicts).
- Not take part in any Trustee or 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 or 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 or Committee Member left the room, or the reason they were asked to stay.
- That the Trustee or Committee Member took no part in discussion or decision making on the matter.
- That the meeting was quorate (not counting the affected Trustee or Committee Member).
- Any other actions taken to manage the conflict.
Remove: if a conflict of interest is serious then the Trustees and Committee may consider finding a way to remove it. Such as:
- not pursuing a course of action that led to the conflict occurring or proceed in a different way so the conflict does not occur
- Trustee resigning – or not appointing a Trustee – to avoid the conflict.
3. Record: Conflicts of interest and action taken is recorded in the conflict of interest register (appendix B)
If a Trustee or Committee member is unsure what to declare, they should err on the side of caution and discuss the matter with the Chair of Abingdon Concert Band for confidential guidance.
It is up to individual Trustees and Committee members to determine whether any aspect of their involvement on the Committee constitutes a declarable interest for their employer, or any other relevant body, and for ensuring that any required notifications are made.
Version history
| Author | Version | Effective date | Changes from previous version |
|---|---|---|---|
| Abingdon Concert Band Committee | 1.0 | 31May2026 | n/a |
Appendix A
ANNUAL TRUSTEE AND COMMITTEE MEMBER CONFLICT OF INTEREST DECLARATION
Name of charity: Abingdon Concert Band
Name of trustee or committee member:
Date conflict of interest identified (put n/a if no conflict identified):
Details of conflict:
E.g.
- being paid to carry out work or services for Abingdon Concert Band
- being the direct or indirect beneficiary of a contract entered into by Abingdon Concert Band (e.g. your partner works for the charity)
- other directorships or trusteeships which could create a conflict of loyalty (e.g. trustee of a community building used for rehearsals)
- being the recipient of a gift in excess of £50, from an individual or organisation Abingdon Concert Band deals with.
This is not an exhaustive list, but just gives some examples. Essentially conflicts of interests can be summarised as: benefits to trustees or a person connected to them; or conflicts of loyalty. For more information, please see the Charity Commission’s guidance.
Who does it relate to? (e.g. self, connected person – please specify)
How was it notified? (e.g. verbal at Board meeting, letter, annual declaration)
Trustee or Committee Member signature:
Date of signature:
Appendix B
CONFLICT OF INTEREST REGISTER
Abingdon Concert Band Trustees and Committee Members
| Date identified | Name | Details of conflict | Who does it relate to? | How notified* | Action taken** | Follow up needed? (Y/N) | End date conflict / current | Reason for resolution*** |
|---|---|---|---|---|---|---|---|---|
| 1 June 2016 [Example] | Ann Person | Person connected to trustees (partner) is being paid to for providing service of leaflet design | Brian Person | Discussion at board meeting and written declaration by Claudia Craig | Trustee withdrawn from any discussion and decision making process relating to | N | 1 August 2016 | Engagement with connected person to provide a service ended |
| 1 Sep 2016[Example] | Chris Example | Trustee is paid for providing service | Chris Example | Verbal discussion of management meeting | Trustee withdrawn from any discussion and decision making process relating to this | N | Current | |
*e.g. verbal declaration at Board meeting, written declaration etc.
**e.g. trustee withdrawing from a decision making process: disclosure in Annual Report to members etc.
***e.g. conflict of interest ceased, trustee resigned or end of term etc.