PURPOSE
This Conflict-of-Interest Policy protects the integrity and reputation of Henry's Home, Horse, and Human Sanctuary (the “Sanctuary”) by ensuring transparency, fairness, and ethical decision-making in all aspects of its operations. This policy establishes clear guidelines for identifying, disclosing, and addressing conflicts of interest among board members, staff, volunteers, vendors, and independent contractors.
DEFINITIONS
For this policy, a conflict of interest occurs when the personal, financial, or professional interests of an individual participating in Sanctuary operations interfere with or have the potential to interfere with the interests or mission of the Sanctuary. Examples of potential conflicts include but are not limited to:
- Personal or financial gain resulting from decisions made on behalf of the Sanctuary.
- Employment, directorships, or consulting roles with entities dealing with the Sanctuary.
- Family or close personal relationships influence Sanctuary contracts, hiring, or partnership decisions.
- Receipt of gifts, favors, or services exceeding reasonable value from vendors, donors, or partners associated with the Sanctuary.
APPLICABILITY
This policy applies to all board members, staff, volunteers, vendors, and independent contractors.
RESPONSABILITIES OF INDIVIDUALS
All individuals covered under this policy are responsible for:
- Recognizing situations where a conflict or potential conflict of interest arises.
- Fully disclosing conflicts or potential conflicts per the procedures in this policy.
- Avoiding participation in discussions, deliberations, or decisions where a conflict of interest exists or may exist unless authorized otherwise.
DISCLOSURE REQUIREMENTS
Initial Disclosure
All board members, staff, volunteers, vendors, and contractors must complete a Conflict-of-Interest Disclosure Form upon assuming a role at the Sanctuary. This form identifies any potential conflicts based on the individual’s current personal or professional circumstances.
Ongoing Disclosure
Conflicts of interest may arise unexpectedly or change over time. Individuals must promptly disclose any new or unforeseen potential conflicts of interest to the appropriate leadership, including the CEO, Program Manager, or Board Chair, as soon as they are identified.
Conditional Disclosure
If specific circumstances or relationships necessitate, individuals may submit additional details through a written disclosure form, which will be reviewed by the appropriate reviewing body (e.g., the Board of Directors or designated Conflict of Interest Committee).
CONFLICT RESOLUTION PROCESS
Review of Disclosure
Any disclosed conflict will be reviewed by a designated person or body, such as the Board Chair, CEO, or Conflict of Interest Committee, to determine if it constitutes an actual or potential conflict.
1. Decision-Making Process
If a conflict of interest is confirmed, one or more of the following actions may be taken to resolve the situation:
- Recusal of the individual from discussions and decisions related to the conflict.
- Restriction of the individual’s access to certain confidential information.
- Restructuring or reassignment of duties to eliminate the conflict.
- Termination of business relationships or contracts contributing to the conflict.
2. Documentation
All disclosures, conflict reviews, discussions, and resolution actions will be documented and maintained in an organizational record.
Failure to Disclose or Resolve Conflicts
Failure to disclose a conflict of interest or abide by the resolution measures may result in disciplinary action, including dismissal from board service, employment, or contractual agreements with the Sanctuary. Legal action may also be pursued if a breach of fiduciary responsibility or willful misconduct is determined.
ANNUAL REVIEW & ACKNOWLEDGMENT
All board members and staff must review and reaffirm their compliance with this policy annually by completing a Conflict-of-Interest Disclosure Form. Volunteers, contractors, and vendors may also be asked to reaffirm compliance as deemed necessary.