This policy shall apply to all members of the Board of Directors, as well as to all members of PAEA committees, task forces, and others in the governance structure. It also applies to all PAEA employees with contracting or final decision-making authority. All references herein to “Leaders” shall be construed to refer to all of the foregoing individuals.
The Leaders of PAEA must act at all times in the best interest of PAEA and not for personal, family or third-party advantage or financial enrichment. When encountering potential conflicts of interest, Leaders shall identify the potential conflict to the chair/director/senior leadership team member of the initiative/project where the conflict is being considered (or in the case of employees, the CEO). If time does not permit, the individual with the COI should recuse themselves. The Chair or CEO shall decide if the conflict is minor enough that it can be waived or whether it is significant enough that the Leader should remove themselves from all discussion and voting on the matter. Even if a person has a significant conflict of interest warranting recusal, such person may still make a presentation on the matter at the board or committee meeting, but after such presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement that results in the conflict of interest.
A conflict of interest occurs when there is a divergence between an individual’s private interests and his/her professional obligations to PAEA and its members. This policy applies to both actual, apparent, or perceived conflicts of interest. Conflicts of interest arise in circumstances in which an independent observer might reasonably question whether the individual’s professional objectivity in that situation is affected by considerations of financial gain, personal or professional interests, or familial relationship. A conflict of interest also extends to any interest held by a family member. For this purpose, the term family member shall include a person’s spouse, life partner, parent, child, and grandchild, including step and in-law relationships.
The following is a non-exhaustive list of prohibitions. PAEA leaders shall:
- avoid placing (and avoid the appearance of placing) one’s own self-interest or any third-party interest above that of the Association;
- not abuse their position by using PAEA staff, services, equipment, materials, resources, or property for their personal or third-party gain or pleasure;
- not engage in any outside business, professional, or other activities that would directly or indirectly materially or ethically adversely affect PAEA;
- not use confidential information gained in the course of the relationship with PAEA for his or her own benefit or for the benefit of others whom the person is associated;
- provide goods or services to PAEA as a paid vendor only after full disclosure to, and advance approval by, the Board, and pursuant to any related procedures adopted by the Board;
- not promote, persuade, or attempt to persuade any member, exhibitor, advertiser, sponsor, supplier, program, university, or institutional representative, or any other person with an actual or potential relationship to or with PAEA to terminate, curtail, or not enter into its relationship to or with PAEA, or to in any way reduce the monetary or other benefits to PAEA of such relationship
In furtherance of this policy, PAEA requires that each Leader referenced above:
- disclose to PAEA any facts or circumstances which may constitute actual or potential conflicts between the personal or financial interest of the person to the detriment of PAEA’s interest;
- refrain from acting or debating on any actions or other decision in which the personal or financial interests of the Leader conflict with the interests of PAEA;
- acknowledge this policy and agree to all its terms and conditions by signing the attached Conflict of Interest Policy Disclosure Form.