Conflict of Interest Policy

Panditarama Sydney

Purpose

Panditarama Sydney Meditation Centre (PSMC) is committed to maintaining the highest standards of integrity, transparency, and accountability in all its activities.

The purpose of this policy is to ensure that actual, potential, or perceived conflicts of interest are identified, disclosed, and managed appropriately so that decisions are made in the best interests of PSMC and its charitable purposes.

Scope

This policy applies to all individuals involved with PSMC, including:

Monastics
Executive Committee members
Office bearers
Volunteers
Contractors and advisors (where relevant)

Definition of Conflict of Interest

A conflict of interest arises when a person’s personal, financial, professional, or other interests could improperly influence, or be perceived to influence, their duties or decision-making at PSMC.

Conflicts may be:

Actual– a real conflict exists
Potential– a conflict may arise in the future
Perceived– a reasonable person could believe a conflict exists

Policy Statement

PSMC requires that all decisions and actions be made:

In good faith
In the best interests of the organisation
In accordance with Buddhist ethical principles and charitable obligations

All conflicts of interest must be declared, recorded, and appropriately managed.

Examples of Conflicts of Interest

Conflicts of interest may include, but are not limited to:

Financial interests in suppliers, contractors, or service providers
Family or close personal relationships affecting decisions
Acceptance of gifts or benefits that could influence judgment
Use of PSMC resources for personal benefit
Employment or business relationships that conflict with PSMC duties

Disclosure of Conflicts

All relevant individuals must:

Declare any actual, potential, or perceived conflict of interest as soon as it arises
Disclose conflicts at meetings where relevant matters are discussed
Update disclosures if circumstances change

Disclosures must be made to:

The Chair or President, or
The Executive Committee

Management of Conflicts

Where a conflict of interest is identified, PSMC will manage it by one or more of the following actions:

Requiring the person to abstain from discussion or decision-making
Excluding the person from relevant meetings or agenda items
Appointing an independent decision-maker
Recording the conflict and management actions in meeting minutes
In serious cases, requiring resignation from a role

Gifts and Benefits

Individuals must not accept gifts, benefits, or hospitality that:

Could influence, or be perceived to influence, their decision-making
Are inconsistent with PSMC’s ethical standards

Any gifts or benefits must be declared to the Executive Committee.

Record-Keeping

PSMC will:

Maintain a Register of Interests
Record all disclosed conflicts and how they were managed
Retain records in accordance with governance and audit requirements

Breach of Policy

Failure to disclose or appropriately manage a conflict of interest may result in:

Disciplinary action
Removal from duties or roles
Termination of volunteer or committee appointment

Referral to external authorities if required

Revision History

This policy will be reviewed at least every two (2) years, or earlier if required by changes in legislation, ACNC guidance, or organisational circumstances.

Version	Date Issued	Next Review Date	Approved By
V.1.0	10 Jan 2026	10 Jan 2028	Executive Committee

Panditarama Sydney

Meditation Centre

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Panditarama Sydney