Conflict of Interest
Version: 1.0
Effective Date: 18th October 2026
Review Date: Annually
Approved By: Benjamin Smith
1. Purpose
This policy ensures that decisions made by Wymondham Town United Football Club are taken fairly and in the best interests of the Club, its players and members.
The Club recognises that Committee Members, Officers, coaches and volunteers may have personal, professional, financial or family connections that overlap with Club activities.
Such connections are common in community youth football. They must be identified and managed appropriately so that decisions remain fair and accountable.
2. Scope
This policy applies to:
Committee Members
Club Officers
Co-opted and Sub-Committee Members
Coaches and Team Managers
Volunteers involved in decisions
Employees, where appointed
Contractors acting on behalf of the Club
It also applies to Directors or Trustees where those roles formally exist within the Club’s confirmed legal structure.
3. Principles
Individuals covered by this policy shall:
Act honestly and in good faith.
Put the Club’s objectives and participant welfare first.
Avoid improper personal gain.
Declare relevant interests promptly.
Follow agreed arrangements for managing conflicts.
Respect confidentiality.
Protecting the Club’s reputation must never take priority over safeguarding, fair treatment or reporting wrongdoing.
4. What is a Conflict of Interest?
A conflict arises when a personal interest or another responsibility could influence, or reasonably appear to influence, someone’s judgement on a Club matter.
Conflicts may be:
Actual: A conflict exists in a current decision.
Potential: Circumstances could create a conflict in a future decision.
Perceived: A reasonable observer could believe that someone’s judgement may be affected.
Having a conflict does not automatically mean someone has acted improperly. Failing to declare or manage it can create a problem.
5. Examples of Conflicts
Examples relevant to WTUFC include:
Financial and Business Interests
A Committee Member’s business supplying equipment or services.
A volunteer seeking a paid contract with the Club.
A sponsorship agreement involving a connected business.
Family and Personal Connections
Taking part in an appointment involving a relative.
Deciding a complaint involving a close friend.
Making a decision about fees or financial assistance for one’s own family.
Football Responsibilities
Decisions affecting a coach’s own child.
Disputes involving players with whom a decision-maker has a close connection.
Holding a role at another club that creates competing responsibilities.
Venues and Suppliers
Negotiating venue hire with an organisation in which an officer has an interest.
Selecting a supplier connected to a Committee Member.
These examples are not exhaustive.
6. Duty to Declare
Committee Members and Officers shall declare relevant interests:
Upon appointment.
During the annual review of declarations.
Whenever circumstances change.
Before taking part in a decision involving that interest.
Others covered by this policy must disclose a conflict as soon as it becomes relevant to their responsibilities.
If unsure, the individual should seek advice from the Secretary or an uninvolved senior Club officer before proceeding.
7. Register of Interests
The Secretary, or another designated officer, shall maintain a Register of Interests.
It shall record relevant:
Business and financial connections.
Roles with other clubs or organisations.
Family or personal connections affecting Club decisions.
Supplier or sponsorship interests.
Agreed measures for managing ongoing conflicts.
Only information needed to manage the conflict should be recorded. The register shall be held securely and reviewed annually.
8. Declaring a Conflict
The individual shall:
Declare the interest before the relevant discussion or decision.
Explain its nature and how it relates to the matter.
Avoid influencing the decision while management arrangements are considered.
Follow the arrangements agreed by the unconflicted decision-makers.
The declaration and response shall be recorded in the meeting minutes or relevant decision record.
9. Managing a Conflict
Unconflicted Committee Members shall determine how a conflict is managed, consistently with the Club’s adopted Constitution.
Depending on the circumstances, the individual may:
Provide factual information before withdrawing.
Be excluded from relevant documents or negotiations.
Withdraw from discussion and voting.
Have the matter transferred to an independent or uninvolved decision-maker.
A person must not approve a payment, contract, appointment or disciplinary outcome benefiting themselves or a connected person.
A conflicted person shall not count towards the quorum for the affected decision. If insufficient unconflicted members remain, the decision must be referred through an appropriate alternative process.
10. Quotations and Procurement
Connected individuals or businesses may offer goods or services to the Club, provided the relationship is declared and the process is fair.
The Club shall:
Use competitive quotations where proportionate.
Consider quality, suitability and value for money.
Record reasons for selecting the supplier.
Ensure the connected person does not approve the appointment or payment.
Where competitive quotations are impractical, the reasons and alternative checks shall be recorded.
11. Coaches, Parents and Team Decisions
The Club recognises that many coaches and volunteers are parents of players.
This does not automatically prevent them from coaching or managing a team. However, they must follow consistent football principles and avoid favouritism.
A coach or volunteer shall not determine a complaint, disciplinary matter or individual financial concession involving their own child or close relative.
Concerns about fairness shall be referred to an uninvolved Club officer.
12. Safeguarding and Complaints
Anyone with a personal connection to a safeguarding concern or complaint must declare it promptly.
An individual who is the subject of a concern must not investigate it, choose its outcome or control its referral.
Where the Club Welfare Officer has a conflict, the matter shall be referred to another appropriate safeguarding contact or directly to Norfolk FA.
Managing a conflict must not delay urgent protective action or an external safeguarding referral.
13. Sponsorship Arrangements
Committee Members, coaches and volunteers may introduce potential sponsors.
Any connection with the sponsor or personal benefit must be declared.
Sponsorship terms shall:
Benefit the Club.
Be recorded clearly.
Be suitable for youth football.
Be approved by authorised, unconflicted individuals.
Sponsorship must not influence player selection, complaints or safeguarding decisions.
14. Appointments
Appointments to volunteer, coaching, paid or contracted roles shall use fair and appropriate criteria.
Where a candidate is connected to someone involved in the process:
The connection must be disclosed.
Selection shall be handled by unconflicted individuals.
Required checks and qualifications must still be completed.
The reasons for appointment shall be recorded.
15. Grants and Funding
Anyone involved in a funding application or funded activity must declare a relevant personal or business interest.
Grant conditions shall be followed, including any requirements concerning connected suppliers, procurement or permitted expenditure.
Funding must not be diverted for unauthorised personal benefit.
16. Gifts and Hospitality
Gifts or hospitality must not influence Club decisions.
Offers linked to favourable treatment must be declined.
Any offer that could reasonably affect impartiality shall be declared to the Chairperson or Secretary, or another uninvolved officer where either has a connection.
Significant offers and the action taken shall be recorded.
17. Confidential Information
Individuals shall not use confidential Club information for personal gain or to benefit a connected person.
This includes:
Player and family information.
Financial records.
Sponsorship discussions.
Complaints and safeguarding information.
Supplier quotations.
Funding applications.
These responsibilities continue after leaving a role.
Confidentiality does not prevent appropriate safeguarding referrals or lawful reporting of concerns.
18. Failure to Comply
Failure to declare or manage a conflict may be addressed through the Club’s applicable procedures.
Action may include:
Guidance or training.
A formal warning.
Removal from a particular decision or responsibility.
Suspension or removal from a role, where authorised.
Referral to an appropriate external body.
The person concerned shall normally have an opportunity to respond. Decisions must be made fairly by individuals without a relevant conflict.
Any removal from an elected or statutory position must follow the applicable governing procedures.
19. Reviewing Affected Decisions
If an undeclared or improperly managed conflict is discovered, the Club shall review the affected decision.
This may involve reconsideration by unconflicted decision-makers, independent advice or corrective action.
Recording a declaration does not, by itself, make a decision valid. The proper authority, process and applicable rules must also have been followed.
20. Annual Declaration and Policy Review
Committee Members and Officers shall confirm annually that:
Their relevant interests have been disclosed.
Their register entry is accurate.
They will report changes promptly.
They understand their responsibilities under this policy.
The policy shall be reviewed annually and amended through WTUFC’s agreed approval procedures.
Approved by Wymondham Town United Football Club
Date of Approval: 18th October 2026
Version: 1.0
Together We Move. The Rebels.