4.0  CLUB POLICIES

4.1  Conflict of Interest Policy

4.1.1 Every Officer, Director or Employee of the Club is required to disclose to his/her Manager, and/or to the Board of Directors any conflict of interest that he/she has, or may have, in regard to the conduct of business by the Club.

4.1.2 A conflict of interest exists when:

• An Officer, Director or Employee has a private or personal interest sufficient to influence, or appear to influence, the objective exercise of their duties.

• The private interests of the Officer, Director or Employee are “at variance” or “in conflict” with their official duties and responsibilities to the Club.

• An Officer, Director or Employee gains, or appears to gain, an advantage (for self or others) by virtue of their position with the Club.

• A  Director or Officer is required to vote at a Board meeting on a matter in which he/she has, or appears to have, a conflict of interest.

• An “apparent conflict” is one which seems to exist based on its appearances or where there is reasonable apprehension or likelihood that a conflict exists.

4.1.3 Disclosure requirement:

4.1.4 Where an Officer, Director or Employee believes that there is, or may appear to be, a conflict of interest in some matter of material interest to the Club, such Officer, Director or Employee is required to bring this to the attention of:

• his/her immediate Manager or Committee Chair (in the case of an Employee), or

• to the Board of Directors (in the case of an Officer or Director).

4.1.5 The Board of Directors will deal with each such conflict situation, based upon the circumstances of the case, and provide direction to the Officer, Director or Employee in regard to their involvement with the conflict or apparent conflict.

4.2 Purchasing & Tendering Policy

4.2.1 The Club is committed to a policy of acquiring goods and services in a cost effective manner. In this regard, all of the Club’s business, for either operating purposes or capital expenditures, should be conducted with firms offering the best price consistent with specifications and required quality, delivery, and service.

4.2.2 As an integral part of the business community in the Town and County of Ponoka, given equal or equivalent price and/or quality considerations, the Club will have a “Ponoka first” purchasing priority.

4.2.3 For any purchase or project identified in the annual budget as a Capital Project, or presented at a Directors meeting as a previously unbudgeted Capital Expenditure, the following tendering guidelines are to be observed:

• For items under $5,000, the purchasing guidelines are to be generally consistent with paragraphs 4.2.1 & 4.2.2.

• For amounts from $5,000 to $25,000, where possible, a minimum of two written quotes are required prior to purchase.

• For purchases exceeding $25,000, where possible, a minimum of three public or invited tenders are required prior to purchase.

4.2.4 Exception(s): For any situation for the acquisition of goods or services exceeding $5,000 which does not, or cannot easily be made to conform to these guidelines, the purchase decision must be presented to and approved by the Board of Directors.