St. Vincent Taekwondo Federation – Conflict of Interest Policy

“Preserving Integrity and Trust in Every Decision”

1. Purpose

The purpose of this policy is to ensure that decisions made by the St. Vincent Taekwondo Federation (STF) are free from undue influence, favoritism, or personal gain. All STF Board members, officers, employees, contractors, and volunteers have an obligation to act in the best interest of the Federation and to avoid situations where their personal or financial interests conflict with those of STF.

This policy promotes transparency, accountability, and the highest ethical standards, ensuring that STF’s reputation and the trust of its members, partners, and the public remain intact.

2. Scope

This policy applies to:

• Board members and officers

• Employees and contractors

• Coaches, referees, and officials

• Committee members and volunteers

• Any person acting on behalf of STF in an official capacity

3. Definition of a Conflict of Interest

A conflict of interest occurs when a person’s personal, professional, or financial interests could reasonably be perceived as influencing their judgment or actions on behalf of STF.

Examples include (but are not limited to):

• Direct or indirect financial gain from STF decisions.

• Awarding contracts to family members or personal associates.

• Using STF resources for personal benefit.

• Serving on the board of an organization with competing interests.

• Favoritism in team selections, grading, or competition entries based on relationships rather than merit.

4. Duty to Disclose

All covered individuals must:

• Promptly disclose any actual, potential, or perceived conflicts of interest in writing to the STF President or Governance Committee.

• Update their Conflict of Interest Disclosure Form annually, or whenever circumstances change.

5. Procedures for Handling Conflicts

When a potential conflict is disclosed:

1. The Board (or designated committee) will review the disclosure.

2. The individual concerned will be given the opportunity to explain the situation.

3. The Board will decide whether a conflict exists and determine appropriate action.

4. The conflicted individual must recuse themselves from discussions and decisions on the matter.

6. Prohibited Actions

No covered individual may:

• Use STF funds, property, or confidential information for personal gain.

• Participate in the approval of any contract, payment, or decision that benefits themselves, their family, or business associates without full disclosure and Board approval.

• Accept gifts, favors, or hospitality that could influence decision-making, except for nominal items (e.g., small tokens under XCD $100 in value).

7. Recordkeeping

• All disclosures and actions taken regarding conflicts will be recorded in Board meeting minutes.

• Copies of Conflict of Interest Disclosure Forms will be maintained securely by the STF Secretary.

8. Enforcement

Violations of this policy may result in:

• Formal reprimand

• Removal from committees or official duties

• Termination of employment or volunteer role

• Referral to legal authorities if applicable

9. Training & Awareness

• All covered individuals will receive training on recognizing and managing conflicts of interest.

• This policy will be included in the STF Membership Handbook and distributed annually to Board members and staff.

10. Review of Policy

This policy will be reviewed at least every two (2) years by the STF Governance Committee to ensure it remains relevant and effective. Updates will be approved by the Board and communicated to all members.