Conflict of Interest

Policy

Hockey Saskatchewan Board of Directors shall create policy that is committed to removing conflict of interests.  In some cases, it may be necessary to restrict the activities of the individuals serving as volunteers, board members, contractors or employees.

Procedure

a) Definitions:

• Volunteer   –      Refers to any member of the Hockey Saskatchewan’s Board of Directors.
• Employee   –      Refers to any person employed by Hockey Saskatchewan

Conflict of Interest – Any situation in which an Individual’s decision-making, which should always be in the best interest of the Association, is influenced or could be influenced by a personal, family, financial, business or other private interests.

b) General Statement:

Due to the nature of volunteer’s or employee’s responsibilities, it may be, in some cases, necessary to restrict the activities of the individuals serving as volunteers or employees to ensure that a conflict of interest does not or does not appear to exist.

Volunteers on the Board of Directors shall not be allowed to serve as Sask First Director of Operations or Coach of a Sask First Team if they have a child participating within that Sask First Program age group.

Member of the Board of Directors who wishes to volunteer their time to serve in any capacity within an Association, Team or League must make the Board of Directors aware of those desires and the Board will assess if a conflict of interest, or potential conflict of interest, will exist.

c) Applications:

These guidelines are applicable to all volunteers and employees of Hockey Saskatchewan.

d) Authorization:

All employees must have a written authorization of the General Manager prior to taking employment outside Hockey Saskatchewan.

The following criteria should be used to determine whether an employee is involved in an activity which constitutes outside employment:

• Self-employment.
• Activities from which there is a monetary reward.
• Activities where a service or advice is provided, and an honorarium is received.

If one or more criteria are characteristic of the employee’s activity, the activity is defined as outside employment. The General Manager shall decide regarding the potential for perceived Conflict of Interest and respond accordingly following the options available in section l) below.

e) Management of Affairs:

If a volunteer/employee perceives that a conflict of interest exists, or has the potential to develop, as the result of their financial dealings or the financial dealings of a relative or associate, they must inform the Chairperson of the Board of Hockey Saskatchewan/General Manager of Hockey Saskatchewan who shall decide if a conflict of interest situation actually exists.

Volunteers have a duty to report the potential for a conflict of interest during discussions at committee meetings or during board meetings. Any member may challenge the participation of another member as to the appropriateness of their involvement regarding the perception of Conflict of Interest.

The Chairperson of the Board or the Chairperson of a Committee can ask the member in question to:

• Participate fully in the discussion and vote if the Board of Directors/Committee members are satisfied that there is limited risk.
• Remain in the meeting and act as a possible resource if there are any questions if the member agrees there is a conflict of interest and is willing to not vote on the matter.
• Be asked if the member is willing to be excused during the part of the meeting that will involve the topic that contains a high risk or perceived conflict of interest and be invited back into the meeting after the discussion is completed.

The members declaring a conflict of interest and the resulting action taken by the Chairperson will be recorded in the minutes.

Any Board Member may report to the Chairperson of the Board or the Chairperson of a Committee a potential conflict of interest. They may also report to the Chairperson if there is a perceived conflict of interest for an employee and the Chairperson would communicate this concern to the General Manager.

Any employee may report to the General Manager a potential conflict of interest for a Board member and the General Manager would communicate this concern to the Chair. They may also report to the General Manager if there is a perceived conflict of interest for another employee.

f) Acceptance of Gifts:

An employee or volunteer shall never accept any gift or service which could be viewed as payment for services rendered through their position in Hockey Saskatchewan.  Any payments, gifts or services accepted would conflict with this guideline.

An employee or volunteer may accept any gift which is:

• The normal exchange between friends.
• The normal exchange of hospitality between persons doing business together.
• Tokens exchanged as part of protocol.

g) Arms-length Dealings:

Employees or volunteers who exercise regulatory, pecuniary and/or discretionary control over others must not give or appear to give preferential treatment to:

• family members, friends, business associates and/or former business associates.
• a private or public body such as a municipal council, school board or volunteer organization of which they are a member.

h) Use of Information:

Employees or volunteers must manage their private affairs so that neither they nor their relatives, friends, business associates or former business associates benefit from information to any unauthorized individual prior to its public release date.

 i) Future Employment:

An employee should not let themself be influenced in the carrying out of their responsibilities by the prospect of employment elsewhere.

 j) Interaction with Family Members:

The Chairperson and/or General Manager shall use their discretion in determining whether a conflict of interest situation exists due to the interaction of a volunteer and/or employee with a family member.

k) Action Taken if Conflict of Interest for a Board Member/Employee:

After a conflict of interest and/or violation of the preceding guidelines occurs the Chairperson of the Board/General Manager has the following options for action available to him/her.

i.) instruct the volunteer/employee to divest themself of their financial interests.

ii.) instruct the volunteer/employee to transfer their financial interest to a blind trust.

iii.) remove the volunteer/employee from the responsibilities which are causing conflict.

iv.) accept the volunteer’s/employee’s resignation.

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