CONFLICT OF INTEREST POLICY

KINDRED SPIRITS (IRELAND)

Last Updated: 2-Feb-2025

CONFLICT OF INTEREST POLICY FOR KINDRED SPIRITS

At Kindred Spirits, we are committed to ensuring the highest standards of transparency, integrity, and ethical behavior in all aspects of our operations. As an unincorporated association dedicated to representing indigenous voices, fostering dialogue, and promoting inclusivity, it is essential that we avoid conflicts of interest that may compromise the trust placed in us by our community, partners, and supporters. 

This Conflict of Interest Policy outlines our commitment to identifying, addressing, and preventing any real or perceived conflicts of interest involving our members, volunteers, and other stakeholders. The goal is to ensure that all decisions made within Kindred Spirits Ireland are based solely on the best interests of the organization and its mission.

1. DEFINITION OF CONFLICT OF INTEREST

A conflict of interest  arises when an individual involved with Kindred Spirits ( Ireland) has personal, professional, or financial interests that may interfere with their ability to act in the best interest of the organization. These conflicts may be actual, potential, or perceived, and they can arise in various situations, including but not limited to:

– Personal interests: Where personal, family, or business relationships could influence decision-making.

– Financial interests: In cases where an individual stands to gain financially from a decision made by the organization (e.g., through sponsorships, partnerships, or business dealings).

– Competing interests: When an individual’s loyalty to another organization, business, or cause may conflict with their duties to Kindred Spirits.

– Family relationships: When an individual’s family members hold positions of influence within the organization or with external partners, creating the potential for biased decision-making.

2. RESPONSIBILITIES OF MEMBERS AND VOLUNTEERS

All members, volunteers, board members, and any individuals engaged in the activities of Kindred Spirits are expected to:

– Disclose any potential conflicts of interest as soon as they arise, whether they are direct or indirect.

– Act with honesty and transparency in all decisions related to the organization, ensuring that personal interests do not unduly influence their actions.

– Avoid participating in decisions where they have a direct personal, financial, or professional interest, or where they believe their involvement may not be impartial.

3. DISCLOSURE OF CONFLICTS OF INTEREST

– Any member, volunteer, or other individual involved in Kindred Spirits who believes they may have a conflict of interest must promptly disclose the conflict to the leadership of the organization.

– Disclosure should be made in writing (via email or formal document) and should include a description of the nature of the conflict and any relevant relationships or financial interests.

– The leadership team, or designated committee, will review the disclosure and determine whether a conflict exists and what action, if any, should be taken.

4. PROCEDURES FOR ADDRESSING CONFLICTS OF INTEREST

Upon disclosure of a conflict of interest, Kindred Spirits will take the following steps to address the issue:

– Evaluation: The leadership or designated committee will assess the nature of the conflict and determine whether it is significant enough to require action. This may include a discussion with the individual involved to better understand the situation.

– Recusal: If a conflict of interest is identified, the individual may be asked to recuse themselves  from any decision-making process related to the issue at hand. For example, they may be excluded from voting on matters where their personal or financial interests are at stake.

– Ongoing Monitoring: In cases where a conflict of interest is determined to be minor or temporary, the leadership may monitor the situation and take steps to ensure that it does not impact future decisions or actions within the organization.

In cases of more serious conflicts that cannot be mitigated by recusal or transparency, Kindred Spirits may consider whether the individual should remain involved with the organization in any decision-making capacity.

5. AVOIDANCE OF CONFLICTS OF INTEREST

While we encourage all individuals involved with Kindred Spirits to disclose any potential conflicts, we also emphasize the importance of avoiding situations that may create a conflict. This includes:

– Avoiding financial relationships with individuals, businesses, or entities that could create a conflict of interest with the organization’s mission.

– Ensuring that personal or familial connections with other organizations or individuals do not unduly influence decisions or actions within Kindred Spirits.

– Maintaining the organization’s commitment to inclusivity, neutrality, and fairness, particularly in situations where financial or personal relationships could give the appearance of bias or favoritism.

6. MAINTAINING TRANSPARENCY AND ACCOUNTABILITY

Kindred Spirits values transparency and accountability in all of its activities. To promote this:

– All conflict of interest disclosures and resolutions will be documented and maintained on file.

– We will ensure that the process for addressing conflicts is fair, open, and transparent to all stakeholders.

– At Kindred Spirits Ireland events, activities, or board meetings, any conflicts of interest must be declared before decision-making processes take place.

7. ENFORCEMENT AND CONSEQUENCES

Failure to disclose a conflict of interest or to adhere to the principles outlined in this policy may result in disciplinary action, up to and including removal from a leadership position, exclusion from certain activities, or termination of involvement with the organization. The severity of the consequences will depend on the nature of the conflict and its impact on the organization.

8. REVIEW OF THE CONFLICT OF INTEREST POLICY

To ensure that the Conflict of Interest Policy remains relevant and effective, Kindred Spirits will review and update this policy as needed. We encourage all members, volunteers, and other participants to regularly familiarize themselves with the policy and to act in accordance with its principles.

9. CONTACT FOR QUERIES

If you have any questions or concerns about potential conflicts of interest or need assistance in making a disclosure, please contact the leadership team of Kindred Spirits Ireland at:

Email: contact@kindredspirits.earth 

We are committed to resolving any conflicts swiftly and fairly, always prioritizing the best interests of our community and mission.

CONCLUSION

This Conflict of Interest Policy ensures that Kindred Spirits (Ireland) remains true to its mission as a not-for-profit organization committed to facilitating dialogue, representing indigenous voices, and building bridges. By maintaining transparency and ethical conduct, we can create a space where decisions are made impartially, and everyone’s contributions are valued fairly. Thank you for your ongoing commitment to upholding the integrity of our work.