McKinney Ice Hockey Club maintains a Conflict of Interest & Related‑Party Transactions Policy that applies to all board members, officers, committee members, coaches, team managers, and key volunteers who can influence club decisions. A conflict of interest may arise when a person’s personal, professional, or financial interests or those of a family member or business associate could reasonably appear to affect their independent judgment on behalf of the club.

Covered individuals are required to act in the best interests of the club’s mission and may not use their position to secure special benefits, preferential contracts, or financial gain for themselves, their families, or related businesses. When a potential conflict exists, the individual must disclose it, may provide relevant information, and then is recused from deliberations and voting on that matter.

All board members and key volunteers complete an annual written conflict‑of‑interest and related‑party disclosure form, identifying any roles, relationships, or financial interests that could intersect with club business. These disclosures help the club identify and manage situations involving vendors, coaches, service providers, and apparel or equipment suppliers where a board or volunteer relationship may exist.

Disclosure forms are kept in the club’s governance records and may be reviewed in connection with financial oversight, independent reviews, or required IRS reporting such as Form 990. Individuals are expected to promptly update their disclosure if a new potential conflict arises during the year.

The club may at times consider transactions with “related parties,” such as a company owned by a board member or family member that provides coaching, training, apparel, equipment, or other services. Any such arrangement is subject to enhanced review to ensure it is fair, reasonable, and in the best interests of McKinney Ice Hockey Club and its participants.

Disinterested board members or the appropriate committee evaluate proposed related‑party transactions, consider alternatives when appropriate, and may approve an arrangement only if it is on terms no more favorable than those available from an unrelated provider. If the board determines that a proposed or existing arrangement creates unacceptable conflict, private benefit, or reputational risk, it may be modified or declined.

Decisions involving conflicts of interest or related‑party transactions are documented in meeting minutes, including the nature of the relationship, information reviewed, recusal of the interested individual, and the final decision and rationale. This documentation supports regulatory reporting and demonstrates to families and donors that the club handles coach, vendor, and service‑provider relationships in a disciplined and transparent way.

Failure to disclose a conflict, to follow required recusal procedures, or to comply with the club’s conflict‑of‑interest policy may result in corrective action, up to and including removal from board, coaching, or volunteer roles under the club’s bylaws and disciplinary processes. The Board reviews conflict‑of‑interest practices periodically and updates them as needed to align with IRS guidance and nonprofit best practices for youth sports organizations.