CAA Conflicts of Interest Policy

This policy aims to protect the integrity of the Commonwealth Association of Architects (the Association) decision-making processes and ensure that decisions are made in the best interests of the charity. The policy applies to all trustees, staff, and volunteers of the Association.

Definition of Conflict of Interest

A conflict of interest arises when an individual’s personal interests, or interests they owe to another body, could interfere with their duty to act in the best interests of the charity.

Policy Statement

1. Identification: All individuals must declare any potential conflicts of interest as soon as they arise.

2. Management

• Conflicts will be managed by excluding the individual from discussions and decisions where the conflict exists

• In cases of significant conflict, the individual may be asked to step down from their role.

2. Documentation: All conflicts and their resolutions will be documented in meeting minutes and the conflict of interest register

Procedure

1. Declaration

• Trustees, staff, and volunteers must complete a declaration of interests form annually.

• Any changes must be reported immediately.

2. Handling Conflicts

• The individual must not participate in discussions or decisions where the conflict exists

• The remaining trustees will decide on the appropriate course of action.

3. Recording

• All conflicts and their resolutions will be documented in meeting minutes and the conflict of interest register

Monitoring and Review

This policy has been approved by CAA Council. It will be reviewed annually to ensure its effectiveness and compliance with legal requirements.

• Date of last review : 10 April 2025

• Next review due : 09 April 2026

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