Rocky Mountain Dachshund Rescue

Conflict of Interest Policy

Rocky Mountain Dachshund Rescue (RMDR)

Conflict of Interest Policy
Adopted: [Insert Date] – Approved by the RMDR Board of Directors

1. Purpose

This policy exists to protect RMDR’s integrity and ensure that decisions by our board, officers, volunteers, and staff are made solely in the best interest of the organization and the dachshunds we serve. It provides guidance on recognizing, disclosing, and managing situations where personal interests could interfere—or appear to interfere—with RMDR’s mission.

2. Scope

This policy applies to:

Volunteers or Fosters acting on behalf of RMDR
Contractors or Vendors
Board of Directors

3. Definition of Conflict of Interest

A conflict of interest exists when a person’s private interest—financial, personal, or relational—could compromise or influence their ability to act in RMDR’s best interest.

Examples relevant to RMDR include:

Financial Gain: Purchasing goods or services from a company owned by a board member without competitive bidding.
Family or Friends: Awarding contracts or adopting out dogs to relatives or close friends without following standard procedures.
Dual Roles: Serving on the board of another rescue or shelter where decisions could impact RMDR partnerships or adoptions.
Use of Information: Using confidential RMDR data (e.g., donor lists, adoption applications) for personal benefit.
Personal Benefit from Donations: Accepting gifts from vendors, adopters, or donors that could influence decision-making.

4. Disclosure Requirements

All covered individuals must immediately disclose any actual, potential, or perceived conflict to the Board President or designated Ethics/Conflict Officer.
Disclosures must be in writing and recorded in RMDR’s official records.
A Conflict of Interest Disclosure Form must be signed annually by all board members and key volunteers.

5. Review and Management of Conflicts

The Board of Directors (excluding anyone with the conflict) will review disclosures to determine if a conflict exists.

If confirmed, the board may:

Require the individual to remove themselves from related discussions or votes.
Implement measures to mitigate the conflict.
Terminate or alter arrangements if the conflict cannot be adequately managed.

6. Documentation

All disclosures, board determinations, and actions will be recorded in meeting minutes.
RMDR will maintain a Conflict of Interest Register for tracking and auditing.

7. Violations and Consequences

Failure to disclose a known conflict or comply with this policy may result in disciplinary action, including removal from the board, termination of volunteer duties, or termination of employment or contracts.

8. Annual Certification

By signing this form, I confirm that I:
Have received and read this policy.
Understand it and agree to comply.
Have disclosed any current conflicts and will disclose any that arise in the future.

Your Name
Purpose of The Conflict of Interest Disclosure form is used to confirm your understanding of RMDR's Conflict of Interest Policy and to disclose any actual, potential, or perceived conflicts.
Position/Role

A. Policy Acknowledgment

By signing below, I acknowledge that: I have received, read, and understand RMDR's Conflict of Interest Policy. I agree to comply with the policy and act in the best interest of RMDR at all times. I will promptly disclose any actual, potential, or perceived conflicts as they arise.

B. Conflict of Interest Disclosure

Please answer the following:
Do you, or a family member, have any financial or personal interest in a business or organization that may do business with RMDR?
Do you serve on the board or hold a leadership position in another animal rescue, shelter, or related organization?
Do you have any relationships, commitments, or activities that could be perceived as a conflict with RMDR's interests?
Digitally Sign Conflict of Interest Disclosure Policy
I confirm that the information I’ve provided is true and complete. I understand that my electronic signature is legally the same as my handwritten signature, and I agree to be bound by this agreement.
Please enter your name here to sign this hold harmless form.