CONFLICT OF INTEREST, ETHICAL CONDUCT & MEMBER DISCIPLINE

(Applicable to Khidmat-e-Khalq Foundation)

4.1 Objective

To promote ethical conduct, prevent conflict of interest, and maintain discipline among members and office bearers, while safeguarding the integrity, reputation, and lawful functioning of the Foundation.

4.2 Definition of Conflict of Interest

A conflict of interest may arise when a member or office bearer has a personal, financial, professional, or familial interest that could influence, or reasonably appear to influence, the decisions or activities of the Foundation.

4.3 Disclosure of Conflict of Interest

Office bearers and members are expected to disclose any actual or potential conflict of interest to the Foundation.

This is particularly applicable to:

• President – Mohd Hammad Mohd Saee Khan
• Secretary – Khan Shamshuddin
• Treasurer – Khan Ajaz Ahmad Mohd Baqirdi

Disclosures should, as appropriate:

• Be made in writing or digital form
• Be recorded in the minutes
• Be updated if circumstances change

4.4 Recusal from Decision-Making

Where a conflict of interest exists, the concerned member or office bearer shall:

• Refrain from participating in discussion or decision-making on the matter
• Avoid influencing the outcome, directly or indirectly
• Such recusal shall be noted in the minutes for transparency.

4.5 Prohibited Conduct

The following actions are not permitted and may attract disciplinary review:

• Use of Foundation funds or resources for personal benefit
• Acceptance of personal benefits, commissions, or favors linked to Foundation work
• Granting benefits or contracts to self, relatives, or associates without disclosure and approval
• Misrepresentation of the Foundation for personal gain
• Fundraising or external representation without authorization

4.6 Ethical Conduct Standards

All members and office bearers are expected to:

• Act in good faith and in the best interest of the Foundation
• Maintain honesty, transparency, and accountability
• Respect confidentiality, including donor and beneficiary information
• Uphold the mission, values, and reputation of the Foundation

4.7 Disciplinary Authority

The Managing Committee, under the guidance of the:

• President – Mohd Hammad Mohd Saee Khan
• Secretary – Khan Shamshuddin
• Treasurer – Khan Ajaz Ahmad Mohd Baqirdi
• may review matters relating to misconduct or ethical concerns and initiate appropriate action.

4.8 Disciplinary Measures

Depending on the nature and seriousness of the issue, the following measures may be considered:

1. Advisory or written warning

2. Temporary suspension of role or responsibilities

3. Removal from office bearer position

4. Termination of membership

5. Recovery of misused funds, if any

6. Legal action, where required

All actions shall follow principles of natural justice, including:

• Opportunity to present an explanation
• Proper documentation of proceedings

4.9 Protection for Good-Faith Reporting

Members, volunteers, or stakeholders reporting genuine concerns or misconduct in good faith shall be protected from retaliation.

Knowingly false or malicious complaints may be reviewed separately.

4.10 Applicability

This policy shall apply to all members and office bearers during the period of their association with the Foundation.

Internal Adoption Note

This framework forms part of the internal governance and ethics system of Khidmat-e-Khalq Foundation and shall remain operative unless modified or amended through an appropriate resolution passed in a duly convened meeting.