Conflict of Interest Policy

This policy applies to board members, staff and certain volunteers of the Norman Arts Council. A volunteer is covered under this policy if that person has been granted significant independent decision-making authority with respect to financial or other resources of the organization. Persons covered under this policy are hereinafter referred to as “interested parties.”

Conflict of Interest

A conflict may exist where an interested party, or a relative or business associate of an interested party, directly or indirectly benefits or profits as a result of a decision made or transaction entered into by the organization.

A conflict may also exist where an interested party, or a relative or business associate of an interested party, obtains a non-financial benefit or advantage that he would not have obtained absent his/her relationship with the organization, or where his/her duty or responsibility owed to the organization conflicts with a duty or responsibility owed to some other organization.

An interested party is under a continuing obligation to disclose any actual or potential conflict of interest as soon as it is known, or reasonably should be known. 

NAC Board will be made up of people from various sectors of the Norman Community, including artists and arts administrators. Occasionally, these board members may have perceived conflicts of interest when the NAC offers opportunities such as exhibits, awards, grants, and other special programming for which they would like to be considered. The NAC does allow for board members to apply for these opportunities, but the board member must revise their conflict of interest disclosure to indicate potential benefit from said opportunities. Should a board member apply, they must abstain from any discussion/board action related to that particular program/opportunity. 

Specific Conflicts of Interest

The following are specific conflicts of interest that would preclude an individual from serving on the Norman Arts Council Board of Directors, Standing Committees, or Selection Panels:

  • A spouse, partner, or close family member also serves on the same board of directors, standing committee, or selection panel
  • A spouse, partner, or close family member is on NAC Staff
  • Said individual is an elected official that has direct influence over public funding for the NAC

Disclosure

An interested party shall complete a questionnaire, to fully and completely disclose the material facts about any actual or potential conflicts of interest. The disclosure statement shall be completed upon his/her association with the organization, and shall be updated annually thereafter. An additional disclosure statement shall be filed at such time as an actual or potential conflict arises.

The Executive Committee shall review disclosure statements. Copies shall also be provided to the Executive Director.

Disclosure statements are kept with other official document of the organization on an electronic server.

Procedures for Review of Actual or Potential Conflicts

Whenever there is reason to believe that an actual or potential conflict of interest exists between the NAC and an interested party, the Board of Directors shall determine the appropriate organizational response. 

Where the actual or potential conflict involves an employee of the organization other than the Executive Director, the Executive Director shall, in the first instance, be responsible for reviewing the matter and may take appropriate action as necessary to protect the interests of the organization. The Executive Director shall report to the President the results of any review and the action taken. The President, in consultation with the Executive Committee, shall determine if any further board review or action is required. 

Violations of Conflict of Interest Policy

If the board of directors has reason to believe that an interested party has failed to disclose an actual or potential conflict of interest, it shall inform the person of the basis for such belief and afford the person an opportunity to explain the alleged failure to disclose.

If, after hearing the response of the interested party and making such further investigation as may be warranted in the circumstances, the board determines that the interested party has in fact failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action. 

We use Submittable to accept and review our submissions.