Roseland Surgeries Patient Group (RSPG) is committed to ensuring its decisions and decision-making processes are, and are seen to be, free from personal bias and do not unfairly favour any individual connected with RSPG.
It is the policy of the RSPG to:
- Ensure that every Trustee / member of the management committee understands what constitutes a conflict of interest and that they have a responsibility to recognise and declare any conflicts that might arise for them.
- Have a register of interests for Trustee / members of the management committee and this is to be reviewed annually.
- Document the conflict and the action(s) taken to ensure that the conflict does not affect the decision making of the organisation.
Procedure
- When a trustee / member of the management committee identifies that they have a potential conflict of interest they must:
- Ensure that it is entered in the conflict of interest register (ongoing conflicts), and or documented in the minutes.
- Not take part in any discussions relating to the matter.
- Declare it as soon as they become aware of it.
- Not be part of any decision making related to the matter.
- Not be counted in the quorum for decision making related to the matter.
In the interests of open discussion, a trustee / member of the management committee affected by the conflict of interest must leave the room while related discussion / decision making is taking place, unless there is a good reason for them to stay.
The minutes should state:
- The declared conflict.
- Whether the trustee / member of the management committee left the room, or the reason they were asked to stay.
- That the trustee / member of the management committee took no part in discussion or decision making on the matter.
- That the meeting was quorate (not counting the affected trustee / member of the management committee).
- Any other actions taken to manage the conflict.
Dated: October 2025
Review date: October 2027