• Introductory Statement
• Disclosure of Potential Conflicts of Interest Policy
• Disclosure Form

Introductory Statement to the Disclosure of Potential Conflicts of Interest Policy
Submitted by: Karl Gruben, Secretary September 10, 1999

Election to office in the American Association of Law Libraries is considered by most members to be an honor. Along with the honor, however, comes responsibility and duty. The elected individual has a duty to the Association - a fiduciary duty - which requires the individual not to advance personal interests in ways that injure or take advantage of the Association. Elected individuals are required to exercise strict standards of honesty and good faith, as well as reasonable care and good business judgment when acting on behalf of the Association, and to put personal interests aside when making decisions involving the Association.

Certain committees, the Government Relations Committee, Copyright Committee, and Committee on Relations with Information Vendors, as well as one individual, the Washington Affairs Representative, are burdened with duties and responsibilities similar to those of elected officers, because they may speak on behalf of the Association where other committees and individuals cannot.

Recognizing these duties and the need for elected officials and certain appointed committee members to avoid even the hint of impropriety, the Executive Board has developed a policy regarding conflicts of interest and a form to be signed annually by the officers, the members of the Executive Board, the Washington Affairs Representative and the members of the Government Relations, Copyright and Relations with Information Vendors committees. The policy outlines the various types of relationships that must be disclosed and to whom they must be disclosed and leaves to the individual the decision of whether to vote on a topic or not. The form reiterates the points in the policy and requires the individual to declare any interest which might be adverse to the interests of the Association. The form also serves as a reminder to the signing individual, of the fiduciary duty owed to the Association.

Disclosure of Potential Conflicts of Interest Policy

1. The Disclosure of Potential Conflicts of Interest Policy form will be signed annually by the officers, members of the Executive Board, the Washington Affairs Representative, the members of the Relations with Information Vendors (CRIV), Government Relations (GRC) and Copyright Committees, and other groups as required, typically at the first meeting of that group. Any relevant change in personal status during the year should be reflected by the completion of a new form, shortly after the change occurs, sent to the President or relevant committee chair. In the case of mid-term appointments, the form shall be signed and sent to the President, or relevant committee chair, upon accession to the position. The President or relevant committee chair shall review the forms and forward them to the Executive Director for retention.
   
   
2. The statement will disclose current relationships and known significant stock holdings with vendors and publishers, professional associations and any other relationships that might pose a potential conflict of interest. Compensation received from AALL will be included in the disclosure. The relationships will be disclosed; not exact dollar amounts received.
   
   
3. Disclosure will only relate to the individual, not to any family member or significant other.
   
   
4. Relationships will be disclosed whether or not there was financial compensation.
   
   
5. The individual will bring to the attention of the President or the committee chair, any potential conflict of interest at such time as the conflict of interest is related to a topic under consideration or vote by the Executive Board or such committee. If asked by the President or committee chair, the individual will not participate in the discussion or vote.
   
   
6. Questions about potential conflicts involving members of the Executive Board or the Washington Affairs Representative should be brought to the attention of the AALL President while questions about potential conflicts involving members of the CRIV, GRC or Copyright Committees should be brought to the attention of the Chair of the committee. Updated forms should be forwarded to the President or relevant committee chair who, after reviewing, will forward to the Executive Director for retention.
   
   
7. The annual disclosure forms will be sent to and retained by the Executive Director of AALL for one year.
   
   
8. The Executive Director will provide all nominees to the Executive Board and potential appointees to the Relations with Information Vendors (CRIV), Copyright and Government Relations (GRC) committees, with a copy of this policy and form at the time of their appointment or nomination, for information purposes only.