1. Purpose

The purpose of this Conflict of Interest Policy is to protect the interests of the nonprofit organization Woodley Park Archers (hereinafter, the “Organization”) when it is considering entering into a transaction or arrangement that might result in a personal benefit to a board member, officer, or key volunteer, or otherwise create a potential conflict between personal interests and duties owed to the Organization.

This policy supplements, but does not replace, any applicable federal or state laws governing conflicts of interest applicable to nonprofit and charitable organizations.

2. Definitions

Interested Person — Any board member, officer, or key volunteer who has, directly or indirectly, a financial or other personal interest in a matter under consideration by the Organization.

Financial Interest — A person has a financial interest if the person, or a close family member:

• owns an investment in, or has a business relationship with, any individual or organization using the archery range, offering instruction there, or deriving financial benefit from it;

• receives or may receive compensation from the Organization or from any individual or organization with which the Organization is considering a relationship;

• may gain personal advantage as a result of decisions made by the Organization.

• A financial interest is not necessarily a conflict of interest. The Board of Directors shall determine whether a conflict of interest exists in accordance with the procedures below.

3. Special Provision: Use of the Archery Range

To protect the mission, reputation, and nonprofit status of Woodley Park Archers, all board members, officers, and volunteers agree to:

• not use their position within the Organization to create the impression that private lessons or events held at the public range are part of the official activities of Woodley Park Archers unless authorized by a board resolution;

• not present private activities (including lessons, events, or service offerings) as part of Woodley Park Archers programs unless formally approved;

• not use the name, status, or branding of the Organization to promote private services in any way that may mislead others regarding affiliation with Woodley Park Archers;

• disclose any private activity conducted at the range if there is a risk it could be perceived as being under the Organization’s name or endorsement;

• clearly separate private endeavors from the Organization’s work, especially in interactions with community members, students, and other users of the range;

• if using club equipment (bows, arrows, protective gear, or other items — excluding bales), make monetary contributions to the club according to fee schedules separately approved by the Board of Directors;

• not use their position within the Board or governing body to pressure, hinder, or damage the reputation of other private instructors or community members, including — but not limited to — competitive situations involving teaching services at the range.

4. Procedures in the Event of a Potential Conflict

a. Initial Review

If the Board of Directors (or designated committee) becomes aware of a potential conflict of interest, the person involved shall be invited to clarify the situation. They will have the opportunity to present relevant information, explain the context, and respond to questions.

b. Determination

After discussion with the individual, the Board (excluding the person in question) shall vote to determine whether a conflict of interest exists.

c. Action upon Determination of a Conflict

If a conflict is confirmed, the Board shall:

• exclude the interested person from voting and from further decision-making on the matter;

• document the individual’s explanation in the meeting minutes;

• assess whether the proposed transaction or arrangement is permissible;

• propose adjustments, if necessary, to eliminate or mitigate the conflict;

• consult external advisors if appropriate.

5. Violations of the Policy

If the Board of Directors has reason to believe that a member has violated this policy or acted contrary to its spirit:

• The individual will be given an opportunity to explain and provide relevant context;

• If a violation is confirmed, the Board may impose disciplinary actions, including a formal warning, temporary suspension from activities, removal from a position, or revocation of delegated authority;

• In the case of repeated or serious violations, the Board may initiate exclusion from the Organization and/or permanent removal from leadership or representative roles, if necessary to protect the interests and reputation of Woodley Park Archers.

6. Documentation

Minutes of all relevant Board or committee meetings must include:

• Names of individuals with a potential or confirmed conflict;

• Description of the matter under consideration;

• Any explanations provided by the individual;

• The final decision and rationale;

• Voting results, if applicable.

7. Review of Policy

This policy shall be reviewed at least once every two years, or more frequently as needed, to ensure compliance with evolving laws and the operational needs of the Organization.