Association of Washington Cities Employee Benefit Trust

“At the board of trustees meeting, cpa firm presents form 990 allowing the board to review, ask questions, and comment.”

“1. Procedures. A. Prior to awc trust board of trustees or committee action on a contract or transaction involving a conflict of interest, a "responsible person having a conflict of interest and who is in attendance at the meeting shall disclose all facts material to the conflict of interest. Such disclosure shall be reflected in the minutes of the meeting. B. A responsible person who plans not to attend a meeting at which he or she has reason to believe that the awc trust board of trustees or committee will act on a matter in which the responsible person has a conflict of interest shall disclose to the chair of the meeting all facts material to the conflict of interest. The chair shall report the disclosure at the meeting and the disclosure shall be reflected in the minutes of the meeting. C. A responsible person who has a conflict of interest shall not participate in or be permitted to hear the awc trust board of trustees or committee's discussion of the matter except to disclose material facts and to respond to questions. Such person shall not attempt to exert his or her personal influence with respect to the matter, either at or outside the meeting. D. A responsible person who has a conflict of interest with respect to a contract or transaction that will be voted on at a meeting shall not be counted in determining the presence of a quorum for purposes of the vote. The person having a conflict of interest may not vote on the contract or transaction and shall not be present in the meeting room when the vote is taken, unless the vote is by secret ballot. Such person's ineligibility to vote shall be reflected in the minutes of the meeting. E. Responsible persons who are not members of the awc trust board of trustees, or who have a conflict of interest with respect to a contract or transaction that is not the subject of awc trust board of trustees or committee action, shall disclose to the awc trust chair or the association of washington cities ceo, as applicable, or the association of washington cities ceo's designee, any conflict of interest that such responsible person has with respect to a contract or transaction. Such disclosure shall be made as soon as the conflict of interest is known to the responsible person. The responsible person shall refrain from any action that may affect the awc trust's participation in such contract or transaction. In the event it is not entirely clear that a conflict of interest exists, the individual with the potential conflict shall disclose the circumstances to the awc trust chair or the association of washington cites ceo, as applicable, or the association of washington cities ceo's designee, who shall determine whether there exists a conflict of interest that is subject to this policy. 2. Confidentiality. Each responsible person shall exercise care not to disclose confidential information acquired in connection with such status or information the disclosure of which might be adverse to the interests of the awc trust. Furthermore, a responsible person shall not disclose or use information relating to the business of the awc trust for the personal profit or advantage of the responsible person or a family member. Note: a "responsible person" is any awc trust party or person serving as an officer, employee or member of the board of directors of the association of washington cities.”

“The organization's governing documents, conflict of interest policy and financial statements are available upon request.”

“Board member related party compensation is from organizations that are contributing employers to the trust. The compensation is for the board member's position and duties with the contributing employer organization and not for their position or duties with the trust. The trust made a reasonable effort to collect related party compensation via email requests including follow up. The information the trust was able to collect is reported on part vii, section a.”