Conflict of interest & Sensitive Expenditure

Outcome statement

The board effectively manages actual, potential, and perceived conflicts of interest while ensuring the integrity of board decisions and the reputation of board members. Additionally, the board ensures that all expenditure is clearly linked to the business of the school, adhering to ethical standards and maintaining the ideals of the Seventh-day Adventist Church in matters of faith, conduct, and morals.

Scoping

The board shall create a register of all board members detailing any interests, relationships or holdings that could potentially result in a conflict of interest. This register shall be updated whenever a board member’s circumstances change or a new member joins the board. It should be reviewed at the start of each school year and following trustee elections.

Board members who have a conflict of interest shall be excluded from relevant board meetings (or relevant parts of board meetings). Additionally, any expenditure that could result in personal or financial gain for an individual or group will be carefully scrutinised to ensure transparency and accountability.

Expectations and limitations

All staff and board members will effectively manage conflicts of interest between the interests of Southland Adventist Christian School on one hand and personal, professional and business interests on the other. This includes managing potential and actual conflicts of interest as well as perceptions of conflicts of interest.

Any trustee who has a pecuniary interest or any other interest that may influence them in carrying out their duties and responsibilities as a trustee must be excluded from any meeting while the board discusses, considers, considers anything relating to or decides on the matter.

Any trustee who is a member of the board’s staff must be excluded from any meeting while the board discusses, considers, considers anything relating to or decides on any matter relating to their own employment or a complaint received against them.

In the course of board meetings, board members will disclose any interests in a transaction or decision where their family and/or partner, employer or close associate will receive a benefit or gain. After disclosure, the person making the disclosure will be asked to leave the meeting for the discussion and will not be permitted to vote on the question.

Sensitive Expenditure

The board ensures that all expenditure of board funds is clearly linked to the business of Southland Adventist Christian School, and that no individual or group (staff, students, or board members) gains unreasonable or personal benefit. All money received or controlled by the board including fundraising or locally raised funds is considered public funds.

At times, there may be expenses that benefit individuals or small groups, such as travel expenses (especially international travel), gifts/koha, or other payments to individuals. Any such expenditure is carefully scrutinised by the board before approval and may require specific fundraising.

Authorising Sensitive Expenditure

The board requires the principal to consider the following before approving any expenditure that could be perceived as inappropriate or not in the best interests of the school:

• Would the expenditure benefit student outcomes?

• Is it the best value for money?

• Is it within the budget?

• Could the board justify this expenditure to a taxpayer, parent, or other stakeholder?

• How would the public react if this expenditure was reported in the media?

• Does this expenditure result in any personal gain?

• Does this expenditure occur frequently?

All expenditure on behalf of individuals or groups must be fully transparent, justified, and aligned with the mission and ethical standards of the school. The board will take necessary measures to ensure that financial decisions reflect integrity, accountability, and fairness.