Conflict of Interest Policy

Purpose

Westman Volleyball Club requires people exercising Club authority to act in WVC’s best interests and to identify and manage personal interests that could improperly influence, or appear to influence, a Club decision.

This policy applies to the Club Director, coaches, assistant coaches, managers, evaluators, selectors, volunteers, contractors, and any other person acting on behalf of the Club or exercising Club authority (Representatives).

This policy supplements applicable law and mandatory Sport Manitoba, Volleyball Manitoba, and Volleyball Canada policies and rules. Those authorities prevail to the extent of a conflict.

Duties of Representatives

Act in WVC's best interests. Representatives must act honestly, in good faith, for proper Club purposes, and with the care reasonably expected of their role.

Avoid improper benefit. Representatives must not use Club authority, information, property, funds, contacts, or relationships to obtain an improper benefit for themselves or another person.

No preferential treatment. A private interest must not determine athlete selection, training or playing opportunities, discipline, hiring, contracting, purchasing, travel, awards, or another Club decision.

Gifts and benefits. A Representative must not request or accept a gift, payment, favour, discount, hospitality, or other benefit that could reasonably be understood as influencing a Club decision.

Outside roles and recruiting. Outside work, private coaching, business activity, volunteering, or affiliation with another volleyball organization must not interfere with Club duties or misuse Westman Volleyball Club information. Representatives must comply with all Volleyball Manitoba scouting, recruiting, blackout, signing, and communication rules.

Disclosure

A Representative must disclose a real, potential, or perceived conflict as soon as it becomes known and before participating in the affected evaluation, recommendation, discussion, approval, or decision. The disclosure must be made in writing to the Club Director, Jeff Werbowski, and describe the nature of the interest.

A conflict involving the Club Director must be documented by the Director. Where independent intake, facilitation, or review is reasonably necessary, it may be directed to the designated third-party liaison under the Complaint Resolution Policy. The Club Director remains the final decision-maker on ordinary Club business matters unless applicable law requires otherwise.

A coach having a child, family member, or close associate in the Club is not automatically prohibited. The relationship must be disclosed when it could materially affect a selection, discipline, financial assistance, award, or other decision. When uncertain, disclose.

Managing a Conflict of Interest

The Club Director decides whether a conflict exists and how it will be managed, except where a mandatory external process has authority. The response must be proportionate to the nature and seriousness of the conflict.

Disclosure. The interest and any management direction are recorded with the affected decision.

Recusal. The Representative does not receive unnecessary confidential information, participate in discussion or evaluation, influence others, or approve the affected matter.

Conflict-free participation. A second coach, evaluator, advisor, reviewer, or other person without the conflict may be used where reasonably available and appropriate.

Modified responsibility. Duties, access, reporting, or decision authority may be changed for the affected matter.

Removal or cessation. A Representative may be removed from the affected role or required to end the conflicting activity when the conflict cannot otherwise be managed.

Where recusal from routine day-to-day coaching judgment is impractical, the Club may use documented criteria or a second conflict-free coach or evaluator. A disclosed relationship never permits preferential treatment.

Reporting and Non-Compliance

A person who reasonably believes a conflict exists or was not disclosed may report it under the Dispute Resolution Procedure. A concern involving the Club Director may be submitted to the designated third-party liaison for intake and routing.

The Club may remove a Representative from an affected decision while a concern is reviewed. Failure to disclose, refusal to follow a management direction, retaliation, or obtaining an improper benefit may result in removal of decision authority or Club responsibilities, termination of a volunteer or contract role, repayment of an improper benefit, or referral to Volleyball Manitoba or another authority.

Confidentiality and Administration

Disclosures and concerns will be handled as confidentially as reasonably possible while allowing fair review and meeting legal or governing-body obligations. The Club will retain only a proportionate record of material disclosures and management decisions. Retaliation against a person who makes an honest disclosure or raises a concern is prohibited.

The Club Director administers this policy. This policy remains in effect until amended or replaced.