Conflict of Interest Policy

  • Roles and Responsibilities
    • The rules and examples of conflict of interest that follow do not exhaust the possibilities for conflict of interest, but they identify obvious situations covered by the policy. Conflicts might arise in other areas or through other relations. It is assumed that Board members will recognize such areas and relations by analogy.
      • Board members are not allowed to use their positions to give anyone special treatment that would advance their own interests or that of any member of their family, friends or associates.
      • Board members may not accept gifts, money, discounts or favours including a benefit to family members, friends or associates. The exceptions to this are invitations to events and ceremonial gifts of nominal value.
      • Board members may not use, or permit the use of, Saskatchewan Arts Board property, facilities, equipment, supplies or other resources for activities not associated with their responsibilities.
      • Board members may not disclose confidential or privileged information about the affairs of the organization or use confidential information to advance personal or others' interests.
      • Board members may not serve on the Board of Directors of any organization that receives funding from the Agency while serving as a Board member of the Agency, with the exception of organizations that only receive funding from programs where all grants are considered pre-authorized by the Boardunder the Agency’s Grants Programs and Adjudication Policy.
      • No Board member shall directly or indirectly receive any profit from his/her position as such, provided that, notwithstanding anything herein contained to the contrary, Board members may receive reimbursement for reasonable expenses incurred by them in the performance of their duties as permitted in the Act, bylaws and approved by the Board. The pecuniary interests of immediate family members (including the immediate family members of a Board member’s partner) or close business associates of a Board member are considered to also be the pecuniary interests of the Board member.
    • Requirement to Report Conflict of Interest
      • If Board members or their family members, friends or associates have a personal or financial interest that might present a conflict or bias in connection with the Board member’s duties, they must report this conflict to the Board Chair in writing. In the case where the Chief Executive Officer has a potential conflict of interest, he/she will report to the Board Chair. In the case where the Board Chair has a potential conflict of interest, he/she will inform the Vice Chair.
      • Disclosure of a conflict of interest, whether real, potential, or apparent, must take place as soon as the individual becomes aware of the conflict.
    • Process for Dealing with Conflict of Interest
      • During their term of office Board members must openly disclose a potential, real, or perceived conflict of interest as soon as the issue arises and before the Board or its committees deal(s) with the matter at issue.  If the Board member is not certain whether he/she is in a conflict of interest position the matter may be brought before the Chair of the Board or committee for advice and guidance.  If there is any question or doubt about the existence of a real or perceived conflict the Board or committee will determine by majority vote if a conflict exists. The Board member potentially in conflict of interest shall be absent from the discussion and shall not vote on the issue.
      • It is the responsibility of other Board members who are aware of a real, potential or perceived conflict of interest on the part of a fellow Board member to raise the issue for clarification, first with the Board member in question and, if still unresolved, with the Board Chair.
      • The Board member must abstain from participation in any discussion on the matter, shall not attempt to personally influence the outcome, shall refrain from voting on the matter and, unless otherwise decided by the Board, must leave the meeting room for the duration of any such discussion or vote.
      • The disclosure and decision as to whether a conflict exists shall be duly recorded in the minutes of the meeting. The time the Board member left and returned to the meeting shall also be recorded.
      • Board members shall be ineligible to apply for any grant from the Agency, on their own behalf or on behalf of any organization or person, during the course of their term as Board members and for six (6) months following the end of the term, with the exception of grants from programs where all grants are considered pre-authorized by the Board under the Agency’s Grants Programs and Adjudication Policy.
      • This Conflict of Interest Policy does not limit the Board member, if he/she is a working artist, from secondary benefits from organizations and activities funded by the Agency, provided that such benefits reflect the typical arrangements between that organization and other artists, do not result from an advantage held by virtue of that Board member’s position with the Agency, and are disclosed to the Board of the Agency.
    • Eligibility
  • The Agency recognizes the small size of the Saskatchewan arts community and the need to have qualified and representative Board members.  Board members are eligible, therefore, to apply for grants individually or on behalf of an organization of which they are an employee or Board member provided that the Board member meets all other eligibility criteria for the specific grant program and that all grants considered and/or awarded under that program are considered pre-authorized under the Agency’s Grants Programs and Adjudication Policy.
  • No Board member is permitted to sit on or influence in any way a jury process constituted under the authority of the Chief Executive Officer.
  • All reference to the results of a jury in which a Board member has a conflict of interest are to be redacted from that Board member’s meeting package.

Code of Conduct

  • Roles and Responsibilities
    • Board members will act within The Arts Board Act, 1997 and other laws and abide by the policies and procedures of the organization. This includes having an understanding of the contents of The Arts Board Act, 1997, the Agency’s governance policies and procedures.
    • Board members will support the objectives and mission of the Saskatchewan Arts Board, championing it, using any skills or knowledge they have, to further that mission, and seeking expert advice where appropriate.  They will also seek to do what additional work they can outside of Board meetings, including sitting on Board committees.
      • Board members will attend, in-person or electronically, all appropriate meetings and other appointments at the Saskatchewan Arts Board as required in their position on the Board of Directors and as Board committee members. Board members shall not be absent for more than two meetings without valid reason acceptable to the Chair of the Board.
      • Board members will prepare fully for all meetings and work in the best interest of the organization. This will include reading papers, questioning anything they do not understand, and thinking through issues before meetings.
      • Board members will actively engage in discussion, debating and voting in meetings, contribute in a considered and constructive way, listen carefully, challenge sensitively and avoid conflict.
    • Board members will participate in collective decision-making, accept a majority decision of the Board, and will not act individually unless specifically authorized to do so by a Board motion.
    • Board members will respect organizational, Board, and individual confidentiality while never using confidentiality as an excuse not to disclose matters that should be transparent and open.
    • Board members will develop and maintain a sound and up-to-date knowledge of the Saskatchewan Arts Board and its environment. This will include an understanding of how the Agency operates, the social, political and economic environment in which it operates, and the nature and extent of its work.
    • Board members will use Saskatchewan Arts Board’s resources responsibly, and when claiming expenses will do so in line with the Agency’s procedures.
    • Board members will seek to be accountable for their actions as a Board member of the Agency, and will submit themselves to whatever scrutiny is appropriate.
    • Board members accept responsibility to ensure that the Agency is well run and will raise issues and questions in an appropriate and sensitive way to ensure that this is the case.
    • Board members will act in the best interests of the Saskatchewan Arts Board as a whole, and not as a representative of any group or cause, considering what is best for the Agency and its present and future beneficiaries, and avoiding bringing the Agency into disrepute.
    • Board members will not put themselves in a position where their personal interests conflict with their duty to act in the interests of the organization. Where there is a conflict of interest, they will ensure that this is managed effectively in line with Agency’s conflict of interest policy. Board members understand that a failure to declare a conflict of interest shall be considered a breach of this code.
    • Board members will actively contribute towards improving the governance of the Board of Directors, participating in orientation and training and sharing ideas for improvement with the Board.
    • Board members will endeavour to work considerately and respectfully with all those they come into contact with at the Agency. Board members will respect diversity, different roles and boundaries, and avoid giving offence.
    • Consistent with the Communications Policy, Board members will not make public comments about the organization unless authorized by a Board motion. Any public comments Board members make about the Agency will be considered and in line with organizational policy, whether Board members make them as an individual or as a Board member.
    • Board members understand that a substantial breach of any part of this code may result in procedures being put in motion that may result in their being asked to resign from the Board of Directors.
    • Should this happen, the Board member will be given the opportunity to be heard. In the event that the Board member is asked to resign from the Board, he/she will accept the majority decision of the Board in this matter and resign at the earliest opportunity.
    • If a Board member wishes to cease being a Board member of the Saskatchewan Arts Board at any time, he/she will inform the Board Chair and the Minister in advance in writing, stating his/her reasons for leaving.