Conflict of Interest Policy

One Familee is committed to maintaining transparency and ethical decision-making in all organizational activities. This policy ensures that conflicts of interest are identified, disclosed, and managed appropriately.

Effective Date: September 20, 2025

Article I - Purpose

1.1 Mission Alignment

One Familee is committed to maintaining the highest standards of integrity and transparency in all activities. As a non-profit organization dedicated to direct individual support with radical transparency, we must ensure that decisions are made solely in the best interests of our beneficiaries and mission.

1.2 Policy Objectives

This Conflict of Interest Policy is designed to:

Identify and manage potential conflicts of interest
Protect the organization's tax-exempt status
Ensure compliance with IRS regulations
Maintain public trust and donor confidence
Support our commitment to transparency and ethical operations

Article II - Definitions

2.1 Interested Person

Any director, principal officer, member of a committee with Board-delegated powers, or key employee who has a direct or indirect financial interest, as defined below.

2.2 Financial Interest

A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:

An ownership or investment interest in any entity with which One Familee has a transaction or arrangement
A compensation arrangement with One Familee or with any entity or individual with which One Familee has a transaction or arrangement
A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which One Familee is negotiating a transaction or arrangement

2.3 Compensation

Direct and indirect remuneration, including gifts or favors that are not insubstantial.

2.4 Family

Spouse, domestic partner, parents, siblings, children, grandchildren, great-grandchildren, and spouses of siblings, children, grandchildren, and great-grandchildren.

2.5 Beneficiary

An individual or family receiving direct support from One Familee.

Article III - Covered Persons

This policy applies to:

All members of the Board of Directors
Officers (President, Vice President, Secretary, Treasurer)
Executive Director and senior management
Key employees with decision-making authority
Committee members with Board-delegated powers
Major donors (contributing over $10,000 annually)
Volunteers involved in beneficiary selection or fund distribution

Article IV - Types of Conflicts

4.1 Financial Conflicts

Personal financial benefit from organizational transactions
Business dealings between the organization and covered persons
Ownership interest in vendors or suppliers
Competition with the organization for opportunities

4.2 Beneficiary-Related Conflicts

Given our direct support model, special attention to:

Personal relationships with potential beneficiaries
Financial interests in regions where we operate
Business relationships in beneficiary communities
Compensation from beneficiary referrals

4.3 Vendor and Supplier Conflicts

Ownership or financial interest in service providers
Family relationships with contractors
Acceptance of gifts from vendors
Preferential treatment in vendor selection

4.4 Donation-Related Conflicts

Donor-restricted gifts benefiting related parties
Quid pro quo arrangements with donors
Personal benefit from donation solicitation
Competing charitable interests

Article V - Procedures

5.1 Duty to Disclose

Any covered person must disclose:

Existence of a financial interest
All material facts related to the interest
Nature of relationships that might appear as conflicts
Updates when circumstances change

5.2 Determining Whether a Conflict Exists

Step 1: Disclosure

Interested person discloses potential conflict to Board Chair or Executive Director
Disclosure made before any related discussion or decision
Written disclosure preferred but verbal acceptable if documented

Step 2: Discussion

Board or committee discusses the potential conflict
Interested person may provide information
Interested person leaves during deliberation and vote

Step 3: Determination

Remaining Board/committee members decide if conflict exists
Decision based on best interests of organization
Determination documented in minutes

5.3 Procedures for Addressing Conflicts

If conflict exists:

Option 1: Recusal

Interested person abstains from discussion and vote
May not attempt to influence decision
Absence from meeting during relevant portions

Option 2: Competitive Process

Organization seeks competitive bids or comparables
Ensures fair market value
Documents basis for decision

Option 3: Alternative Arrangement

Board seeks arrangements without conflict
Considers alternatives that serve organizational interests
Documents rationale if proceeding despite conflict

Article VI - Annual Disclosure Requirements

6.1 Disclosure Form Contents

Annual disclosure must include:

Current employer and business affiliations
Board service for other organizations
Significant financial interests (over $10,000)
Family relationships with other covered persons
Relationships with current or potential beneficiaries
Gifts received related to One Familee position

6.2 Timing

Initial disclosure upon joining organization
Annual renewal by January 31
Updates within 30 days of material changes

6.3 Review Process

Executive Director reviews staff disclosures
Board Chair reviews Board disclosures
Governance Committee reviews all disclosures annually

Article VII - Implementation and Training

7.1 Distribution

Policy provided to:

All Board members upon election
New employees and volunteers during orientation
Annually to all covered persons
Posted on organizational website

7.2 Training

Annual training for Board and senior staff
Orientation for new covered persons
Scenario-based examples relevant to operations
Updates on regulatory changes

Contact Information

For questions about this policy, please contact us at info@onefamilee.org

Last updated: October 4, 2025