Transparency and Integrity at the Core: Our Partnership and Conflict of Interest Policies
At The Collective Empowerment Foundation (CEF), we are committed to creating meaningful impact through partnerships while upholding the highest standards of integrity and governance. To ensure our actions always align with our mission and values, we’ve developed two key policies that guide our operations: our Partnership Process and our Conflict of Interest Policy.
These policies are not just internal guidelines—they are a public commitment to transparency, accountability, and ethical practice in everything we do. Here’s what they involve and why they matter.
1. Our Partnership Process: Building Relationships That Empower
Partnerships are vital to expanding the reach and impact of our programs. Our partnership process ensures that every collaboration is strategic, values-driven, and thoroughly evaluated from start to finish.
Purpose and Scope
The policy guides how we establish, manage, and review all partnerships. It applies to our staff, board, and volunteers—anyone involved in building or managing a relationship on behalf of CEF.
Our Objectives for Partnerships
We partner to:
- Enhance the reach and effectiveness of our programs.
- Leverage mutual strengths, resources, and networks.
- Stay aligned with our mission and values at all times
From Idea to Agreement: The Partnership Journey
1. Identifying Potential Partners
We seek partners whose missions and principles resonate with our own. Prospects are sourced through referrals, events, research, and networking.
2. Initial Contact
We begin with open communication—usually via email or meeting—where we share information about who we are and explore shared goals.
3. Co-Creating the Proposal
We collaborate with the potential partner to design a proposal that clearly outlines roles, responsibilities, goals, and expected outcomes.
4. Internal and Board Review
Every proposal undergoes internal review and must be approved by our Board of Directors before moving forward. The Board also signs off on all partnership agreements and any significant changes to existing ones.
Formalising and Managing the Partnership
Once a partnership is approved, we:
- Draft a formal agreement with clear terms and deliverables.
- Ensure legal compliance through legal review.
- Conduct a kickoff meeting to align expectations and communication plans.
We manage the partnership through:
- Regular check-ins and reporting.
- Transparent internal and external communication.
- Monitoring and performance evaluations.
At the conclusion of a partnership, we:
- Review obligations and document outcomes.
- Acknowledge our partner’s contributions.
- Gather feedback to improve future collaborations.
Accountability Built In
Our process includes annual reviews of our partnership policy to ensure it remains effective and up to date. Any changes require Board approval, reinforcing our commitment to accountability and good governance.
2. Our Conflict of Interest Policy: Putting Integrity First
Integrity is the backbone of ethical leadership. Our Conflict of Interest Policy ensures that all members of our organisation—from board members to volunteers—act in CEF’s best interests at all times.
What Is a Conflict of Interest?
A conflict of interest arises when someone’s personal interests could improperly influence their professional duties. This includes:
- Financial interests (personal or those of family/friends).
- Loyalties to other organisations.
- Perceptions of divided loyalty, even if no actual conflict exists.
Our Approach to Managing Conflicts
We understand that conflicts are sometimes unavoidable—but they must be declared, recorded, and managed transparently.
Our policy requires everyone involved with CEF to:
- Avoid conflicts wherever possible.
- Disclose them promptly when they arise.
- Actively manage and mitigate them.
- Follow our internal procedures and address any breaches seriously.
How Disclosures Are Handled
All disclosures are recorded in our official Register of Interests, maintained securely by our General Secretary. This register documents the nature of the conflict and the steps taken to address it.
Only authorized personnel—such as the General Secretary and Board Chair—can access this register. In sensitive cases, an independent disclosure route is available to protect privacy while maintaining transparency.
What Happens When a Conflict Is Disclosed?
When a board member discloses a conflict:
- The non-conflicted members of the board decide whether the conflicted individual can vote, participate in discussion, or remain in the room.
- In serious cases, the board may suggest resignation if the conflict significantly interferes with governance.
These decisions are always documented in both the board minutes and the Register of Interests.
Enforcement and Accountability
Failure to disclose a conflict can result in:
- Formal warnings.
- Mandatory training.
- Removal from position.
- Reporting to regulatory authorities in cases of fraud or serious breaches.
Anyone at CEF can report suspected undisclosed conflicts in confidence. Whistleblowers are protected under our policies and applicable laws.
Why These Policies Matter
These policies don’t just protect the Foundation—they build trust with our partners, donors, and the communities we serve. By being transparent about how we form partnerships and manage ethical risks, we demonstrate our commitment to responsible leadership.
Through clear processes and open disclosure, we ensure that our actions speak as powerfully as our mission: empowering communities through collective action, integrity, and collaboration.
For any questions about these policies or to request a copy, please contact our General Secretary, Ben Imbardelli, at 0477 146 591.
