Conflict of Interest Policy
Preamble – Why This Policy Matters
The Mapleton Education Foundation exists to nurture the greatness in every student, and that work depends on trust—trust from our donors, our community, and the families we serve. This Conflict of Interest Policy protects that trust. It ensures that every decision we make is guided by integrity, transparency, and our mission, never by personal gain. By holding ourselves to the highest ethical standards, we safeguard both the public’s confidence and the future of the students who count on us.
Policy Statement
The Mapleton Education Foundation, as a non-profit, tax-exempt organization, depends on charitable contributions from the public. Maintaining our tax-exempt status is essential for both our financial stability and the continued receipt of contributions. Our operations must comply with all legal requirements and maintain the public’s trust, which means we are subject to accountability and scrutiny from government authorities and the community.
Our board members, officers, and management employees have a fiduciary duty to act with loyalty, honesty, and the highest level of care in all decisions, always for the sole benefit of the Foundation. Personal benefit, whether financial or otherwise, must never outweigh the interests of the organization.
A. Persons Concerned
This policy applies to:
Board members and officers
All employees who influence decisions (including those who make purchasing decisions, manage proprietary information, or direct programs)
B. Key Areas in Which Conflicts May Arise
Conflicts of interest may occur in relationships with:
Vendors or suppliers
Current or potential business partners
Competing or affiliated organizations
Donors and supporters
Grant recipients
Agencies or organizations that influence our work
Family members, friends, or other employees
C. Nature of Conflicting Interest
A material conflict of interest may occur when a board member, officer, or employee has a direct or indirect interest, such as:
Owning stock or holding a financial stake in a vendor or partner
Serving as an employee, officer, or board member for a related organization
Receiving payment for services connected to Foundation activities
Using Foundation resources for non-approved purposes
Accepting personal gifts or loans from vendors or partners (other than nominal, non-cash items that cannot be refused without discourtesy)
D. Interpretation
The examples above are not exhaustive. It is the responsibility of each board member, officer, and management employee to recognize potential conflicts and disclose them promptly. Not all disclosed relationships are necessarily prohibited, but they must be reviewed and managed appropriately to protect the Foundation.
E. Disclosure Policy and Procedure
Transactions with related parties may only proceed if:
The material relationship is fully disclosed in the organization’s audited financial statements.
The related party is excluded from discussion and decision-making on the matter.
A competitive bid or comparable valuation exists.
The Board determines the transaction is in the Foundation’s best interest.
Disclosures involving directors should be made to the Board, which will decide whether the conflict exists, whether it is material, and whether the proposed transaction can move forward.
