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3.1 Given the stated purpose of this Policy, we are asking: (a) Management Committee and management members to declare their interests, and any gifts or hospitality received in connection with their role in the Charity; and (b) Staff and volunteer members to declare when the transaction to be effected may result in a conflict of interest. 3.2 A declaration of interests form is provided for this purpose. The types of interest to be declared will include, but not limited to the following: a. Members who have friends or other personal or business relationships must carefully consider whether those relationships create conflicts of interest with their entrusted role in the Charity. Examples include: i) Hiring a relative or friend as an employee or vendor, ii) Buying or selling goods or services from / to a family business for which others might compete, iii) Having a personal relationship where there is an immediate reporting relationship, iv) Volunteering and / or having memberships in any other charities, or v) Receiving goods / services as beneficiaries. b. Members must disclose any outside activities, financial interest or relationship that may pose a real, potential or perceived conflict of interest. Disclosures are to be made to the Management Committee / Senior Management / Supervisors and Head of the Human Resources Department, with the required approval obtained before accepting any position as an officer or director of an outside business. 3.3 To be effective, the declaration of interests needs to be updated in written form at least annually and also when any changes occur. 3.4 In situations where members are not sure what to declare, or whether / when your declaration needs to be updated, they are strongly encouraged to err on the side of caution or seek advice from the Management Committee / Senior Management / Supervisors. 3.5 All disclosure of interest made by members and decisions made by the Management Committee / Senior Management of the charity on such matters must be recorded, updated and filed with the Head of the Human Resource or his or her designated. 3. DECLARATION OF INTERESTS4.1 If the Management Committee needs to make a decision on an issue where the Management Committee member(s) has / have an interest, it is the responsibility of the Management Committee member(s) to: a) Identify the potential conflict of interest; b) Not participate in discussion of the program or motion being considered; and c). Not vote on the issue. 4.2 If the Management Committee needs to make a decision on an issue where the Management Committee member(s) has / have an interest, it 4. OPERATING PROCEDURES3825TH ANNUAL REPORT | 2023 - 2024