Embedded Files
Conflict of Interest Policy
(Approved by the Board of Directors on 11/06/25)
Purpose
The purpose of this Policy is to protect the integrity and reputation of FandomForge Collective (the “Organization”) by ensuring that decisions and actions of its Directors, Officers, staff, and volunteers are made in the best interests of the Organization, free from actual, potential, or perceived conflicts of interest.
The Organization relies upon the good faith, honesty, and judgment of all those who act on its behalf to maintain public trust and fulfill its not-for-profit mission.
Scope
This Policy applies to all members of the Board of Directors, Officers, employees, contractors, and volunteers of the Organization (collectively, “Representatives”) who participate in decision-making or carry out duties on behalf of the Organization.
Definition of Conflict of Interest
A conflict of interest arises when a Representative’s personal, financial, or professional interests—or those of a family member, close associate, or business partner—could improperly influence or appear to influence the impartial performance of their duties to the Organization.
Conflicts may be:
Actual: a direct conflict currently exists.
Potential: a conflict could arise in the future.
Perceived: an observer could reasonably believe a conflict exists, even if it does not.
Examples include, but are not limited to:
Personal or financial interest in a contract, supplier, or sponsor being considered by the Organization;
Receiving gifts, favors, or benefits from individuals or businesses seeking advantage with the Organization;
Using confidential information gained through one’s role for personal benefit or to benefit another party;
Participating in decisions that directly affect oneself, family members, or affiliated organizations.
Duty to Disclose
All Representatives have a continuing duty to disclose any situation that may give rise to a conflict of interest as soon as they become aware of it.
Disclosures must be made in writing to the President or Secretary of the Board.
Directors must also declare conflicts verbally at the beginning of any meeting where the matter is discussed.
The disclosure will be recorded in the minutes of the meeting and the Director shall abstain from voting on or influencing the matter.
Procedures for Managing Conflicts
Assessment: Upon disclosure, the Board (or its designated committee) shall review the nature of the conflict.
Recusal: The individual with the conflict shall withdraw from any discussion, deliberation, or vote on the matter.
Documentation: All declared conflicts and decisions on management shall be recorded in the official meeting minutes.
Corrective Action: Failure to disclose or manage a conflict appropriately may result in disciplinary action, up to and including removal from office, termination of engagement, or other remedies permitted by law.
Gifts, Benefits, and Hospitality
Representatives shall not accept gifts, hospitality, or other benefits that could influence or appear to influence their objectivity, except for nominal items of appreciation (e.g., small tokens, promotional merchandise, or customary hospitality).
Any gift or benefit exceeding $100 CAD in value must be declared to the President or Treasurer.
Confidential Information
All Representatives must safeguard confidential information obtained through their involvement with the Organization.
Such information may not be disclosed or used for personal gain, or for the benefit of any other organization or individual, either during or after the period of service.
Annual Disclosure
Each Director and Officer shall complete and sign a Conflict of Interest Declaration Form annually, confirming awareness of this Policy and disclosing any potential conflicts known at that time.
The Secretary shall maintain all signed declarations in the Organization’s corporate records.
Review and Enforcement
This Policy shall be reviewed by the Board of Directors at least once every two (2) years or more frequently as required.
The Board reserves the right to interpret, amend, or supplement this Policy at its discretion in accordance with the Ontario Not-for-Profit Corporations Act, 2010.
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