Conflict of Interest Policy

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Effective Date: November 12, 2023
Last Updated: March 20, 2026

1. Purpose and Commitment

Mentor Me Now Foundation is committed to maintaining the highest standards of integrity, transparency, and ethical conduct in all organizational activities. This Conflict of Interest Policy establishes guidelines to ensure that decisions are made in the best interest of the Foundation and the communities it serves.

All employees, volunteers, contractors, and members of the Board of Directors are expected to avoid situations where personal, financial, or professional interests could compromise — or appear to compromise — their objectivity, judgment, or responsibilities to the organization.

2. Definition of Conflict of Interest

A conflict of interest exists when an individual’s personal, financial, familial, or professional interests interfere with, influence, or appear to influence the ability to act in the best interest of Mentor Me Now Foundation.

Conflicts may arise in situations involving:

• Financial interests or business relationships
• Employment or consulting arrangements
• Relationships with family members, friends, or associates
• Participation in decisions involving organizations or vendors connected to the individual
• Use of organizational resources for personal benefit

Both actual conflicts and perceived conflicts must be disclosed and addressed.

3. Duty to Disclose

All individuals associated with Mentor Me Now Foundation have an ongoing responsibility to disclose any actual or potential conflict of interest.

Disclosure requirements include:

• Submission of written disclosure to the Executive Director or Board of Directors
• Description of the nature of the conflict and relevant relationships
• Timely disclosure as soon as the individual becomes aware of the potential conflict
• Annual conflict of interest acknowledgment or disclosure statement for board members and key personnel

Failure to disclose a known conflict may result in disciplinary action.

4. Evaluation and Management of Conflicts

The Board of Directors, or a designated committee, is responsible for reviewing disclosed conflicts of interest and determining appropriate action.

In evaluating a conflict, the Board may:

• Request additional information or documentation
• Seek guidance from legal or governance advisors
• Determine whether the conflict materially affects organizational decision-making

Individuals with a conflict of interest must recuse themselves from all related discussions, deliberations, and voting processes.

5. Resolution of Conflicts

When a conflict is identified, the Foundation may implement one or more of the following actions:

• Modification or limitation of the individual’s involvement in the relevant activity or decision
• Reassignment of responsibilities
• Termination or adjustment of contractual or business relationships
• Removal of the individual from the situation creating the conflict
• Any other action deemed appropriate by the Board to protect organizational integrity

All resolutions shall prioritize transparency, fairness, and the best interests of the Foundation.

6. Misuse of Organizational Assets

Use of Mentor Me Now Foundation property, funds, information, or opportunities for personal gain — or for the benefit of unauthorized individuals or entities — is strictly prohibited.

Such misuse may result in:

• Disciplinary action
• Termination of employment or volunteer engagement
• Removal from the Board of Directors
• Legal action where applicable

7. Enforcement and Accountability

Violations of this policy, including failure to disclose conflicts or refusal to comply with conflict management procedures, will be addressed promptly and appropriately.

The Foundation is committed to enforcing this policy consistently to uphold ethical governance and maintain the trust of donors, partners, participants, and the broader community.

8. Policy Review

This Conflict of Interest Policy shall be reviewed periodically to ensure alignment with nonprofit governance best practices, legal standards, and organizational growth.

Approved By:
Dr. LaTonya Miller
Executive Director
Mentor Me Now Foundation