CODE OF CONDUCT POLICY

 Originally Adopted by MVRMA Board:  December 21, 2009

PURPOSE

The Association of Governmental Risk Pools (AGRiP) promotes excellence in the governance and management of governmental risk-sharing pools.  It encourages each member pool to adopt a code of conduct.  The purpose of this policy is to ensure that all individuals and firms associated with MVRMA conduct business activities with social responsibility in a manner that encourages public trust.  It also establishes standards that pool service providers should expect from MVRMA and its members. 

The Code of Conduct Policy is based upon a model provided by AGRiP.  MVRMA shares these same interests and objectives. 

POLICY STATEMENT

By adopting this Code of Conduct, the MVRMA Board of Trustees has established the following standards for MVRMA Board of Trustees and MVRMA staff:

1. Dedication to the highest ideals of honor, integrity and due diligence so that MVRMA may merit respect and public confidence in all its dealings.

2. Dedication to the concepts of democratic, effective and efficient governance by responsible, knowledgeable elected and appointed officials with an understanding that official decisions made and actions taken by the pool are always made in the best interest of MVRMA members, as opposed to the pool’s staff, service providers or other outside interests.

3. Commitment to the principle that the MVRMA Board of Trustees is ultimately responsible for establishing MVRMA’s goals and objectives in making policy decisions on behalf of the pool’s members.  This responsibility cannot be transferred or delegated.  The MVRMA Board of Trustees has established these written rules to specifically regulate its affairs and the conduct of its Board Members and staff.

4. Dedication to the principle that staff should consistently seek guidance and direction from the MVRMA Board of Trustees on matters of pool policy and refrain from promoting any candidate for election to an office and/or appointment to the MVRMA Board of Trustees.

5. Commitment to the principle that staff should be expected to provide policy proposals and recommendations to the MVRMA Board and provide Members of the Board of Trustees with information and advice on matters of policy as a basis for making decisions.  Once the MVRMA Board has acted, staff shall be responsible for implementing and upholding all official policies and decisions adopted by the MVRMA Board, without interference. 

6. Dedication to the continual improvement of the professional abilities and expertise of the individual Members of the Board of Trustees and staff in matters relating to pool governance and pool management and administration.

7. Dedication to the principle that MVRMA Board Members and staff share the responsibility to communicate with MVRMA members regarding MVRMA goals, objectives, activities and outcomes and should seek to improve the quality and image of MVRMA and, more generally, governmental risk-sharing pools, at all times.

8. Dedication to the principle that all matters of procurement, personnel administration and outside contracting are administered on the basis of merit so that fairness and impartiality govern all governance and management decisions.

9. Dedication to the principle that matters of pool governance and pool management/administration cannot be bought or sold.  Neither Board Members nor staff shall solicit a personal gift of any value from any third-party performing work on behalf or in any way associated with the pool. 

10. Commitment to the principle that conflicts of interest must be avoided.  MVRMA Board Members are appointed to make decisions that are in the best interest of the pool.  Similarly, staff is hired to act in the best interest of MVRMA.  If conflicts cannot be completely avoided, they must be disclosed, and the individual should avoid taking any action to ensure that MVRMA will not be compromised by the self-interest of an individual Board Member or staff person. 

11. Pool Service Providers (PSPs) have been and continue to be an integral part of MVRMA’s service delivery team.  PSPs shall be treated fairly, consistently, with dignity, respect and professionalism.  Specifically, PSPs:
1. Should not be expected to provide gifts, perks or other benefits to MVRMA, its members, individual Board Members or MVRMA staff as a condition of doing business with MVRMA.
2. Should expect fair and equitable treatment in the procurement process.  Every competitive bidding process should be open, well defined and transparent.  MVRMA recognizes there is a direct cost to the PSP in preparing every service proposal.
3. Should expect to have a written service agreement with MVRMA, specifying all terms and conditions of the contractual relationship.
4. Should only be expected to provide services contained within the scope of the service agreement.
5. Should be paid in a timely manner for services rendered in accordance with the provisions of the service agreement.