Conflict of Interest Policy for Assessment Committee Members
The Conflict of Interest policy is in place to ensure that any adjudication process utilized by Cultural Services, on behalf of the City, is transparent and equitable. It is recognized that members of the Assessment Committee have extensive connections to the community which are valued, but may result in a conflict of interest situation.
The following policies and principles must be followed by Assessment Committee members:
- Members are expected to make decisions that benefit the community. They are to be free from undue influence and not act or appear to act in order to gain financial or other benefits for themselves, family, friends, or business interests.
- A conflict exists when an individual is, or could be, influenced, or appear to be influenced, by a personal interest, financial (pecuniary) or otherwise, when carrying out their public duty. Personal interest can include direct or indirect pecuniary interest, bias, pre-judgement, close mindedness or undue influence. Examples of situations considered by the City to be conflicts of interests, include but are not limited to:
- Where a member has a working relationship with any of the proponents submitting an application and will benefit from the proponent receiving assistance (e.g. paid staff, board member, key artistic personnel);
- Where a member’s organizational or personal interests impair their ability to be unbiased and objective in their assessment and recommendation of a proponent’s application;
- Where a member, or a family member or a friend may have a close personal relationship with any proponent submitting an application;
- Where a member may be under obligation to someone who has business dealings with the City, and who could benefit from special consideration or treatment;
- Where a member can gain special advantage because of their position or when the City could be disadvantaged as a result of the other interests of the member.
- Where a member may be party to any litigation against or involving the City.
- Members must appropriately resolve any conflict or incompatibility between their personal interests and the impartial performance of their public or professional duties in accordance with statutory requirements. When considering whether or not a conflict of interest exists, it is important to consider whether there are any grounds for a reasonable person to think that a conflict exists.
- Members who are uncertain whether a conflict exists, must immediately present the potential conflict to the Director, Grants, Awards and Support Programs, Cultural Services, for guidance.
- Members must fully disclose to the Director, Grants, Awards and Support Programs, Cultural Services, any conflict of interest with respect to any matter they are dealing with immediately.
- Members must not use confidential information gained through their participation for the purpose of securing a private benefit for themselves or for any other person.
Resolution of Conflict of Interest
When a conflict of interest has been disclosed and declared, the Assessment Committee member must not:
(a) remain or attend at any part of a meeting during which the matter is under consideration,
(b) participate in any discussion of the matter at such a meeting,
(c) vote on a question in respect of the matter at such a meeting, or
(d) attempt in any way, whether before, during or after such a meeting, to influence the voting on any question in respect of the matter.
Interactions of Council, Staff and Assessment Committee members
- Members must not inappropriately direct or influence, or attempt to direct or influence, any staff in the exercise of their duties or functions except where such direction or influence is necessary to fulfill the specific mandate of the Assessment Committee.
- Members must not make public statements unfairly attacking or reflecting negatively on the City of Vancouver, individual staff or Council officials.
Handling of Information
When reviewing applications, supporting documents and materials, Assessment Committee members must:
- Protect information that is specifically marked confidential and other material understood to be confidential in nature;
- Refrain from discussing/disclosing any confidential information with/to other staff, or with persons outside the organization except as authorized;
- Take reasonable care to prevent the examination of confidential material by unauthorized individuals;
- Only use confidential information for the purpose it is intended to be used
Confidentiality
Applications are submitted to the City of Vancouver/Cultural Services for the use of staff and Assessment Committee members to review applications and make recommendations to Council for support. The Assessment Committee’s recommendations must not be released prior to the consideration and approval of City Council. In order to ensure transparency, we seek permission to release the names of the Assessment Committee members to the public, in the Council Report with recommendations.
All documents submitted by proponents to the City become the property of the City. The City will make every effort to maintain the confidentiality of each application and the information contained within except to the extent necessary to communicate information to staff and peer assessment committee members for the purposes of evaluation and analysis. The City will not release any of this information to the public except as required under the Province of British Columbia Freedom of Information and Protection of Privacy Act or other legal disclosure process.
