Conflict of Interest

Policy

Mosaic LGBT+ Young Persons’ Trust, Charity Number 1166676

 

Policy Owner: FRG Committee

Review Cycle: 36 Months

Next Review Date:  Oct 2029 (Updated and re-approved Oct 2026)

 

M Mindful

O Open

S Safe

A Agile

I Inclusive

C Community

""

1. Introduction

 

This policy sets out how Mosaic LGBT + Young Persons’ Trust (“Mosaic”) will manage conflicts of interest arising from trustees, staff, members of Board sub-committees and other volunteers.

 

The Charity Commission’s guidance publication, CC29, defines Conflicts of Interest as:   “any situation in which a trustee’s personal interests or loyalties could, or could be seen to prevent them from making a decision only in the best interests of the charity.”

 

2. Conflicts of interest: a guide for charity trustees

 

https://www.gov.uk/government/publications/conflicts-of-interest-a-guide-for-charity-trustees-cc29/conflicts-of-interest-a-guide-for-charity-trustees

 

At Mosaic we extended that definition to everyone involved in making decisions about any aspect of how we operate.   In simple terms, if you have any part in making decisions about Mosaic we expect you to take decisions in the best interests of the Charity.  

The Board understands they also have a legal obligation to act in the best interests of the Charity in accordance with their governing document.    This policy is in addition to that.

 

3. Declaration of Interests

 

When anyone involved in decision making at Mosaic is aware that they have an interest which is, or might appear to be, a conflict they should immediately say so, openly.   To keep this at the forefront of everyone’s mind those who regularly get involved in decision making, Trustees, Staff and Sub-Committee members, record their interests in a Register of Interests.   This is kept up to date by the Chair and reviewed at the start of every Board meeting.    However an entry in the Register of Interests does not absolve you from raising that you have an interest in a topic, even when it is detailed in the Register.    In addition, it is entirely feasible that a conflict of interest arises which the Register does not cover. 

 

The Register of Interests should include: your employment, any charities, membership organisations or professional bodies, any company in which you have a significant financial interest.   It should also include the employment of any close family member which could potentially create a conflict.

In addition to this you must declare, when we review conflicts of interest, any gifts or hospitality received in connection with your role at Mosaic.

 

4. Managing Conflicts of Interests during meetings

 

Anyone who has a financial interest in a matter under discussion, should declare the nature of their interest and withdraw from the room, unless they have a dispensation to speak. 

Anyone who has any interest in the matter under discussion, which creates a real danger of bias, that is, the interest affects them, or a member of their family or household, more than the generality affected by the decision, should declare the nature of the interest and withdraw from the room, unless they have a dispensation to speak. 

 

Anyone who has any other interest which does not create a real danger of bias, but which might reasonably cause others to think it could influence their decision, should declare the nature of the interest. They may choose to remove themselves.   If they prefer to remain the Chair (or, where appropriate, the other trustees) should determine how the conflict should be managed, which may include allowing the person to remain in the meeting and participate in the discussion and vote, or asking them to withdraw from the discussion and/or abstain from voting.

 

5. Recording conflicts of interest

 

When a conflict of interest occurs in a Board or sub-committee meeting the conflict, and action taken to mitigate it, should be recorded in the minutes.