Introduction

Pickleball England is committed to the highest possible standard of openness, probity and accountability as well as conducting our business in a manner that ensures business judgement and decision making is not influenced by undue personal interests.

It is recognised that it is natural for conflicts of interest to occur, but that they need to be identified and managed effectively within an organisation such as pickleballEngland.

This Conflicts of Interest Policy aims to limit the possibility and/or opportunity for an individual in a senior role within the organisation (either Board or paid staff) to exploit their position e.g. influencing the outcome of a decision for his/her benefit.

This policy explains the relevant principles and rules for preventing or managing conflicts of interest and how such principles and rules are to be implemented.

Why have a policy?

Board members of pickleballEngland have an obligation to act in the best interests of the organisation and the sport, in accordance with the constitution.

This policy explains pickleballEngland’s position regarding conflicts and potential conflicts of interest that may arise during the course of our business. It also serves to raise awareness with all colleagues about conflicts and to provide guidance on how to manage them so that colleagues can act in the bests interests of the organisation and the sport as a whole.

The aim of this policy is to protect the organisation and the individuals involved from any appearance or accusation of impropriety.

What is a Conflict of Interest?

Conflicts of interest may arise where an individual’s personal, family or business interests and/or loyalties conflict with those of pickleballEngland.

Examples could include (but are not limited to):

• Awarding a contract to an organisation in which the individual has a financial interest or personal connection
• Having personal or business dealings with organisations which detract from the aims of pickleballEngland
• Personal or close-family involvement in an organisation that is attempting to obtain a contract or business with pickleballEngland and you are involved in the pricing or placing of the contract.

Such conflicts have the potential to create problems including:

• Inhibiting open discussion on a topic or issue
• Impairing the ability to act or think objectively
• Result in influence, decisions or actions not in the best interests of PbE
• Risk the impression that PbE have not acted properly.

All Board members and any paid staff working on key projects, procurements or sponsorships should be asked for declarations of any conflicts of interest at the outset. ‘Nil’ declarations should be made where there are none, with both positive and negative declarations recorded in the relevant system.

Declaration of Interests

PickleballEngland recognises that as we undertake our business, conflicts of interest will arise. We need to be able to identify and manage these conflicts to reduce the risk of any actual or perceived wrongdoing.

The onus is upon each of us to declare any actual or potential conflict of interest at the earliest opportunity. It is not the responsibility of pickleballEngland to seek this out.

We are requesting Board members to declare their interests, and any gifts or hospitality received in connection with the role at pickleballEngland. A Declaration of Interests form is provided for this purpose, listing the types of interest members should declare. This should be reviewed and updated on an annual basis.

Data Protection

The information provided will be processed in accordance with the Privacy Policy of pickleballEngland, in compliance with and beyond the General Data Protection Regulation (commonly known as the GDPR).

Data will be processed only to ensure that Board members act in the best interests of the organisation, and will not be used for any other purpose.

What to do if you are faced with a conflict of interest

Addressing a conflict of interest is the process of identifying and implementing practices to minimise the associated risk. Board members should not be involved in decisions that directly affect the NGB and relate to personal, family or business connections and those that could bring a direct benefit to you or to those parties. You should declare your interest at the earliest opportunity and withdraw from any subsequent discussion. You may, however, participate in discussions from which you may indirectly benefit, for example where the benefits are universal to all, or where your benefit is minimal.

If you fail to declare an interest that is known to the Board and/r the Chair of the Board, the Chair will declare that interest to members.

Decisions involving a Board or staff member’s interest

In the event that the Board has to decide upon a question in which a Board member of member of staff has an interest, all decisions will be made by vote, with a simple majority required. A quorum must be present for the discussion and decision, minus the interested party.

Interested Board members may not vote on matters affecting their own interests – they must absent themselves from the discussion.

All decisions under a conflict of interest will be recorded by the Board and reported in the minutes of the meeting. The report will record:

• The nature and extent of the conflict
• An overview of the discussion
• The actions taken to manage the conflict effectively.

The Chair will proactively address and manage conflicts of interest amongst the Directors.

Managing Contracts

If you have a conflict of interest, you must not be involved in managing or monitoring a contract in which you have an interest. Monitoring arrangements for such contracts will include provision of disclosure of agreements and financial arrangements (e.g. invoices) and termination of the contract should the relationship be deemed to be unsatisfactory.

Monitoring and Review

All new appointees will be asked upon joining pickleballEngland to complete a declaration of conflicts of interest form, which will be forwarded to the Chair for review and sign off.

Additionally, on an annual basis, each Board member and member of staff will be required to review and update the declaration of interests relating to them.

Policy Contact

For more information on this policy, please contact karen@pickleballengland.org