The Society for Ethnobotany

Fostering research and education on the past, present, and future uses of plants by people.

Conflict-of-Interest Policy

Conflict-of-Interest Policy
The Society for Ethnobotany
Adopted March 26, 2024

A fiduciary obligation of a Society officer, elected leader, Council member and committee member is to avoid "conflicts of interest". A "conflict of interest" is generally defined as a transaction in which, because the individual is, either directly or indirectly, a party to the transaction or possible beneficiary of the transaction, there is or may be a conflict between the individual's fiduciary obligations to the Society and the individual's personal or business interests. These conflicts may result from dual membership in nonprofit organizations where the individual has an interest in a transaction that involves both organizations. Additionally, a "conflict of interest" exists in instances where an immediate family member “is, either directly or indirectly, a party to the transaction or a possible beneficiary of the transaction” and/or when "an organization to which an individual belongs will be a direct or indirect beneficiary of the transaction." Council members must avoid conflict-of-interest actions that violate the nonprofit status, ethics, and principles of The Society for Ethnobotany. To avoid potential conflict of interest problems, the Society implements the following procedures for disclosing, addressing, and documenting a conflict of interest:

  1. In any transaction involving the Society and a Society officer, council member or committee member, or the Society and any corporation, partnership or other entity in which such an individual is an officer or director or has or expects or intends to have a financial or other beneficial interest, such individual, prior to any discussion or decision concerning the transaction, shall fully disclose to the Society council or the Society committee considering the transaction the material facts of the transaction and the individual's interest or relationship.
  2. Upon such disclosure, the council shall determine if a conflict of interest exists that requires the individual to be removed from the discussion and the individual is ineligible to vote on the matter under consideration.
  3. If the council determines a conflict of interest exists, the individual shall take no further part in the meeting during the time in which the proposal is considered and voted upon. The individual shall not attempt to improperly influence the deliberation or voting on the matter related to the conflict of interest.
  4. After receiving such disclosure, prior to approving the transaction, the Society council or Society committee must conclude that the transaction is "fair to the Society" and must approve the transaction without the participation or the vote of the interested individual. The minutes shall record the existence and resolution of the conflict of interest.
  5. The interested individual's presence at the meeting may be counted in determining whether a quorum of the council or committee is present, but that individual shall not vote on the transaction or resolution.
  6. At the start of each term of office and annually thereafter, council members will review and sign the acknowledgement that they are in compliance with the COI policy for the Society. This form is supplied as an appendix at the end of this document.

Conflict-of-Interest Annual Acknowledgement Form
The Society for Ethnobotany

By signing below, I affirm that:

  1. I have received and read a copy of the Conflict-of-Interest Policy;
  2. I agree to comply with the policy;
  3. I have no actual or potential conflicts as defined by the policy or if I have, I have previously disclosed them as required by the policy or am disclosing them below.

Disclose here, to the best of your knowledge:

  1. any entity in which you participate (as a director, officer, employee, or owner) with which the Society has a relationship;
  2. any transaction in which the Society is a participant as to which you might have a conflicting interest; and
  3. any other situation which may pose a conflict of interest.