Conflict of Interest Policy

Approved by the Board on: 19th January 2026

Next Review: January 2027

1. Purpose

To ensure all decisions are made in the best interests of Richmond Volleyball, avoiding undue influence or private benefit.

2. Definition

A conflict of interest arises when a trustee’s personal interests (or those of someone connected to them) could interfere with their duty to act in the charity’s best interests.

3. Key Principles

  • Trustees must act only in the CIO’s interests, not their own or others’.
  • All actual or potential conflicts must be declared.

4. Process

  1. Declare: Before any relevant discussion or decision, the trustee must declare the nature and extent of the interest.
  2. Withdraw: The trustee must leave the meeting for that agenda item and not participate in discussion or decision-making.
  3. Record: The declaration, withdrawal, and decision must be recorded in the minutes.
  4. Review: The board will review the conflict annually if ongoing.

5. Register of Interests

The Club maintains a Register of Interests, which is maintained by the Secretary. Trustees must declare interests on appointment and update them as circumstances change. Other Club members will be added to the register as required.  The register is reviewed at least annually.

6. Examples

  • Providing paid coaching or admin services.
  • Family member receiving payments from the CIO.
  • Personal financial stake in a supplier to the CIO.

7. Breach

Failure to follow this policy may lead to removal as a trustee or a referral to the Charity Commission.