EACC Policies & Procedures

2026 EACC ETHICS POLICY

EDUCATION ASSOCIATION OF CHARLES COUNTY

ETHICS POLICY FOR EACC OFFICERS, MEMBERS OF THE BOARD OF DIRECTORS, COMMITTEE MEMBERS, AND ASSOCIATION REPRESENTATIVES

Adopted by the EACC Board of Directors ________9/2/2026___________

The EACC Board of Directors have adopted the following Ethics Policy for its officers, board members, committee members, and elected association representatives. This policy is intended to clarify the standards of conduct by providing guidance with ethical issues that would arise under the Conflict of Interest policy as well as a mechanism for addressing unethical conduct.

RESPONSIBILITIES OF EACC OFFICERS, BOARD OF DIRECTORS MEMBERS, COMMITTEE MEMBERS AND ASSOCIATION REPRESENTATIVES

The general duties for EACC officers, members of the board of directors, committee members, and association representatives are to enforce and comply with the Association’s governing documents, collect and preserve the Association’s financial resources, insure the Association’s assets against loss, and faithfully carry out responsibilities in the interest of the Association. To fulfill that responsibility, it is expected that members must:

Regularly attend board meetings, committee meetings, and representative meetings;
Review material provided in preparation for the meetings;
Review the Association’s financial reports;
Make reasonable inquiry before making decisions; and
Conduct all Association affairs with integrity and without deception.

PROFESSIONAL CONDUCT

In general, and as more specifically described in the Conflict of Interest Policy, EACC officers, members of the board of directors, committee members, and representatives must conduct all dealings with vendors, employees, and public officials with honesty and fairness, and safeguard information that belongs to the Association.

Self-Dealing. Self-dealing occurs when EACC officers, members of the board of directors, committee members, or representatives make decisions that materially benefit themselves or their immediate family at the expense of the Association. “Immediate family” includes a member’s parent, spouse or spouse equivalent, child, grandparent, grandchild, sibling, mother- or father-in-law, sister- or brother-in-law, or daughter- or son-in-law of the EACC officer, board member, committee member, or association representative. Benefits include money, privileges, special benefits, gifts, or other items of value that exceeds in the aggregate $150 in value during the membership year. Accordingly, no director, committee members, or association representative may:
1. Solicit or receive any compensation from the Association for serving on the board, committee, or Representative Assembly (RA);
2. Make promises to vendors or public officials unless with prior approval from the Conflict of Interest/Ethics Officer or at the direction of the Board;
3. Solicit or receive any gift, gratuity, favor, entertainment, loan, or any other thing of value for themselves or their family members from a person, public official, or vendor who is seeking a business or financial relationship with the Association;
4. Seek preferential treatment for themselves or their immediate family members;
5. Foster relationships with public officials as an EACC officer, members of the board of directors, committee members, or representative without the express prior approval of the President, EACC Board of Directors, or Conflict of Interest/Ethics Officer;
6. Use Association property, services, equipment or business for the gain or benefit of themselves or their immediate family, except as is provided for all members of the Association.

Confidential Information. EACC officers, members of the board of directors, committee members, and representatives are responsible for protecting the Association’s confidential information. As such, they may not use confidential information for the benefit of themselves or their immediate family members. Except when disclosure is duly authorized or legally mandated, no director, committee member, or representative may disclose confidential information. Confidential information includes, without limitation:
1. Private personal information of members of the Association;
2. Private personnel information of the Association’s employees;
3. Disciplinary actions against members of the Association;
4. Assessment collection information of members of the Association;
5. Information obtained by reason of position that is not available to the general membership of the Association; and
6. Negotiations and legal disputes in which the Association is or may be involved – EACC officers, members of the board of directors, committee members, and representatives may not discuss such matters with persons, including public official such as County employees or Board of Education members, without the prior approval of the Association’s Conflict of Interest/ Ethics Officer or legal counsel. Failure to follow these restrictions could constitute a breach of the attorney-client privilege and loss of confidential information.

Misrepresentation, EACC officers, members of the board of directors, committee members, and representatives may not knowingly misrepresent facts about the Association or their position in the Association. All Association data, records, and reports must be accurate and truthful and prepared in a proper manner.

Interaction with Employees and Public Officials. To ensure efficient operations, avoid conflicting public messages, and avoid potential liability, EACC officers, members of the board of directors, committee members, and representatives shall observe the following guidelines:
1. The President of the Association shall serve as the spokesperson for the Association as well as liaison between the Board and CCPS employees to provide direction on day-to-day matters.
2. Except for the President, EACC officers, members of the board of directors, committee members, and association representatives may not give direction or confidential information to vendors, CCPS employees, or public officials.
3. If EACC officers, members of the board of directors, committee members, or association representatives are contacted by public officials, the public official shall be instructed to contact the President of the Association, or the EACC office.
4. If EACC officers, members of the board of directors, committee members, or association representatives are contacted by rank-and-file members with complaints, the rank and file members shall be instructed to contact the President or the EACC office.
5. If EACC officers, members of the board of directors, committee members, or association representatives are contacted by rank and file members with representation issues related to the contract or discipline, the rank and file members shall be instructed to contact their EACC UniServ Director.
6. No EACC officer, members of the board of directors, committee member, or representative may threaten or retaliate against a member who brings information to the Board or Conflict of Interest Officer regarding improper actions of an EACC Executive Board member, committee member, or representative.
7. EACC officers, members of the board of directors, committee members, and representatives are prohibited from harassing or threatening employees, vendors, EACC officers, members of the board of directors, committee members, and representatives, whether verbally, physically or otherwise.

Proper Decorum. EACC officers, members of the board of directors, committee members, and representatives are obligated to act with proper decorum. Although they may disagree with the opinions of others on the board, committee or RA or they may disagree with adopted positions of the Association, they must act with respect and dignity and not make personal attacks on others in the Association. Accordingly, EACC officers, members of the board of directors, committee members, and representatives must focus on issues, not personalities, and conduct themselves in accordance with the Association’s adopted position and with courtesy toward each other and toward employees, management, vendors, and members of the Association. EACC officers, members of the board of directors, and representatives shall act in accordance with Board decisions and shall not act unilaterally or contrary to the Board’s decision.

WHEN CONFLICTS OF INTEREST ARISE

Situations may arise that are not expressly covered by this policy or where the proper course of action is unclear. EACC officers, members of the board of directors, committee members, and representatives should immediately raise such situations with the Conflict of Interest/Ethics Officer. If appropriate, the Conflict of Interest/ Ehtics Officer will seek guidance from the Association’s legal counsel.

Disclosure & Recusal. EACC officers, members of the board of directors, committee members, and representatives must immediately disclose the existence of any conflict of interest, whether their own or others. EACC officers, members of the board of directors, committee members, and representatives must withdraw from participation in decision in which they have a material interest as defined in the Conflict of Interest Policy.

Violations of Policy. EACC officers, members of the board of directors, committee members, and representatives who violate the Association’s Ethic’s Policy or Conflict of Interest Policy are deemed to be acting outside the course and scope of their authority. Anyone in violation of this policy may be subject to disciplinary action, including but not limited to:
1. Censure;
2. Removal from committees or the RA;
3. Removal as an officer of the Board;
4. Request for resignation from the Board or as representative;
5. Recall by the membership, and
6. Legal proceedings.

Prior to taking any of the actions described above, the Board shall require the Conflict of Interest/Ethics Officer to investigate the violation. The Conflict of Interest/Ethics Officer shall review the evidence, meet with the officer/board member/committee member/representative believed to be in violation, confer with the Association’s legal counsel, and present his/her findings and recommendations to the EACC Board of Directors for appropriate action. The EACC Board of Directors shall endeavor to meet with officer/bord member/committee member/representative in executive session prior to imposing disciplinary action against that person.

EDUCATION ASSOCIATION OF CHARLES COUNTY (EACC)

BOARD OF DIRECTORS

CONFIDENTIALITY AGREEMENT

Updated September 2, 2026

FOR GOOD CONSIDERATION, and in consideration of being elected by the members of EACC as a member of the EACC Board of Directors, I hereby agree and acknowledge:

That as part of my duties as a Board of Directors Member for the Association, I have been granted access to certain confidential information of bargaining unit members; said confidential information consists of, but is not necessarily limited to:

(a) Business information: Membership lists and records, including personal email addresses and personnel information, generally.

I understand that I may only use personal emails to distribute minutes from meetings or other correspondence as directed by the EACC Board of Directors or the by the EACC President.
I agree that I shall not during, or at any time after the termination of my elected term. use for myself or others, or disclose or divulge to others including fellow employees designated as part of the collective bargaining unit any confidential information or any other proprietary data in violation of this Agreement.
It is expressly understood and agreed that any work product or database remains the exclusive property of EACC and shall be used solely in pursuit of responsibilities associated with my elected position.
That upon conclusion of my term of office:

(a) I shall return to the Association all confidential information, including but not necessarily limited to: reports, personnel files, financial records, manuals, correspondence, member lists, computer programs, and all other materials and all copies thereof relating in any way to the Association’s business, or in any way obtained by me or created by me during the course of my assignment. I further agree that I shall not retain copies, notes or abstracts of the foregoing.

(b) This agreement shall be binding upon me and shall inure to the benefit of the Association, its successors and assigns.

FY27 -CONFLICT OF INTEREST POLICY FOR EACC OFFICIALS

EACC officials have an obligation to act in the best interest of EACC. The purpose of the Conflict of Interest Policy for EACC officials (CI Policy) is to provide guidance to EACC officials in complying with fiduciary obligation.

Definitions: As used in the CI Policy, the following terms have the meanings indicated.

EACC official: An EACC executive officer, a member of the EACC board of directors, a member of the EACC Representative Assembly, a member of an EACC committee, and any other person designated by EACC governance to represent EACC. The term does not mean an employee of, or a consultant retained by EACC.

Immediate family of an EACC official: The parent, spouse or spouse equivalent, child, grandparent, grandchild, sibling, mother- or father-in-law, sister- or brother-in-law, or daughter- or son-in-law of the EACC official.

Directly or indirectly: An action taken by an EACC official in his/her name (directly) or through a member of the immediate family or a business associate of an EACC employee (indirectly).

Participate in an EACC decision: The authority to approve, disapprove, recommend, or otherwise influence the position taken by EACC.

Conflict of Interest officer: The Vice-President is responsible for the implementation of the CI Policy.

Statement of Principle: No EACC official shall, directly or indirectly, have any interest or relationship, take any action or engage in any transaction, or incur any obligation which is in conflict with, or gives the appearance of a conflict with, the proper and faithful performance of his/her EACC responsibilities.

Prohibited Activities: The following activities are explicitly prohibited.

No EACC official shall, without the advance written approval of the CI officer, have a direct or indirect financial or personal interest in or relationship with any business, firm, person, or entity that does or seeks to do business with EACC. This prohibition shall not apply to investments in a business, firm, or other entity through the purchase of securities that are traded on a registered national securities exchange, or utilizing any services that the business, firm, person, or entity makes available to the general public in the normal course of business.

No EACC official shall receive any compensation, gift, gratuity, loan or other thing of value from any business, firm, person, or other entity which does or seeks to do business with EACC, or which has financial or other interests that may be affected by the performance or nonperformance of the EACC officials. The term business, firm, person, or other entity does not include member benefits providers recognized by EACC and the term compensation, gift, gratuity, loan, or any other thing of value does not include an item or items received during an NEA membership year with an aggregate value of $150 or less, or loan that is available to the general public on similar terms. The prohibition in this section shall not apply if the EACC official receives the item in question in order to perform his or her EACC responsibilities.

No EACC official shall, (1) except in the performance of his or her EACC responsibilities or in response to a legal mandate, disclose any information obtained by reason of his or her EACC position that is not otherwise available to the general membership of EACC, and that could be used to the detriment of EACC; or (2) use or permit others to use information obtained by reason of his or her EACC position that is not otherwise available to the general membership of EACC to directly or indirectly further the EACC official’s financial or personal interest.

No EACC official shall, without the advance written approval of the CI officer, directly or indirectly sell goods or services to EACC. This prohibition shall not apply to the payment of compensation to an EACC official for carrying out his/her EACC responsibilities.

No EACC official shall hold any other position or assignment which would conflict with his or her obligation to carry out his/her EACC responsibilities in a manner that advances the interests of EACC or interferes with the EACC official’s ability to properly carry out those responsibilities.

No EACC official shall use or permit others to use his/her position with EACC to create the impression that EACC endorses or has endorsed a product, service or program when that is not in fact the case, or to otherwise directly or indirectly further the EACC official’s financial or personal interest.

Implementation Procedures

The EACC vice president shall serve as the Conflict of Interest officer (CI officer), and shall, in the capacity, be responsible for the implementation of the CI Policy. In the event that the CI officer is allegedly involved then the Secretary will become the CI officer, unless they too are allegedly involved. In the event that the Secretary is allegedly involved, then the Treasurer will become the CI officer, unless they too are allegedly involved. In that case, the most senior elected Executive Board member will act as the CI officer. The CI officer shall monitor the implementation of the CI Policy and recommend to the EACC Executive Board modifications in the Policy. The EACC Executive Board shall make such modifications in the Policy as it may from time to time deem appropriate.

(1) If an EACC official believes that he/she may be engaged or about to become engaged in an activity that is prohibited by the CI Policy, he/she shall consult with the CI officer. The EACC official and the CI officer shall attempt to deal with the matter informally. If they are unable to do so, the CI officer shall submit to the EACC official a written opinion indicating whether the activity in question is prohibited by the CI Policy and, if so, what should be done to correct the situation. (2) If the EACC official disagrees, in whole or in part, with the conclusions of the CI officer, he or she may appeal to the EACC board of directors by filing a written notice of appeal with the EACC president within thirty (30) calendar days after receiving the opinion of the CI officer. The EACC board of directors shall decide the appeal as expeditiously as possible, and the decision of the EACC board of directors shall be final and binding. If the EACC official files a timely appeal, he or she need not comply with the opinion of the CI officer pending the outcome of the appeal. If the EACC official does not file a timely appeal, he/she shall comply with the opinion of the CI officer.

(1) If an EACC member or employee believes that an EACC official is engaged or is about to become engaged in an activity that is prohibited by the CI Policy, the member or employee may file a written complaint with the CI officer. The complainant shall identify him/herself to the CI officer, but the CI officer shall, if requested to do so by the complainant, treat the complaint as confidential and not reveal the complainant’s name. (2) Upon receiving a complaint, the CI officer shall consult with the complainant and the EACC official in question. Based on the information received from the complainant and the EACC official, and/or other relevant information, the CI officer shall decide whether the EACC official is engaged or is about to become engaged in an activity that is prohibited by the CI Policy, and, if so, what should be done to correct the situation. The CI officer shall submit to the EACC official and the complainant a written opinion setting forth his/her conclusions. (3) If the EACC official disagrees, in whole or in part, with the conclusions of the CI officer, he/she may appeal to the EACC Executive Board by filing a written notice of appeal with the EACC president within thirty (30) calendar days after receiving the opinion of the CI officer. The EACC board of directors shall decide the appeal as expeditiously as possible, and the decision of the EACC board of directors shall be final and binding. If the EACC official files a timely appeal, he/she need not comply with the opinion of the CI officer pending the outcome of the appeal. If the EACC official does not file a timely appeal, he or she shall comply with the opinion of the CI officer.

In implementing the CI Policy, the CI officer and the EACC board of directors shall consider all relevant factors, including the specific EACC responsibilities of the EACC official and the nature of the allegedly prohibited activity, and shall interpret and apply the CI Policy in a manner that furthers its intended purpose.

Miscellaneous

Nothing in the CI Policy shall be interpreted or applied to deprive an EACC official of any right that he/she may have under the EACC governing documents. To the extent that the CI Policy is inconsistent with any such right, the right in the EACC governing document, contract with EACC, or statute shall take precedence.

If a question arises as to whether the CI officer or another member of the EACC board of directors has engaged, may be engaged, or is about to become engaged in an activity that is prohibited by the CI Policy, the matter shall be dealt with by other members of the EACC Executive Board.

All information and documents involved in the implementation of the CI Policy shall be treated as confidential, and the CI officer shall make such information and documents available to others only on an as needed basis.

Effective Date and Amendment; Distribution

The CI Policy shall become effective on the date that it is adopted by the EACC board of directors and shall supersede all prior EACC policies dealing with the same subject. The EACC board of directors may amend the CI Policy from time to time as it deems appropriate.

The CI Policy shall be included in the EACC Policy and Procedures Manual, and a copy of the Policy shall be distributed to all EACC officials.

Adopted by the EACC Board of Directors: _____9/2/2026_______

EACC Conflict of Interest Disclosure Form for 2026-2027

Name: Date:

Position:

Please complete the survey below. These disclosures will be used for Form 990 for the year ended June 30, 2027.

Yes No

____ ____ 1. Did you loan or receive any money from EACC, other than reimbursements for expenses?

Did you have a family or business relationship with another Officer of EACC?
Did EACC provide a grant or other assistance to you or a person related to you?
Did you or a member of your family own more than 35% of another entity that did business with EACC?
Did you serve as an officer, director, trustee, key employee, partner or a member of a business entity doing business with EACC? (Does not include being a local officer)

Did a member of your family receive compensation or other material financial benefit from EACC?

When checking your status below please consider any relationships, transactions, positions you hold (volunteer or otherwise), websites, chat rooms or other modes of social media in which you actively participate, or other circumstances that you believe could contribute to a conflict of interest between EACC and your personal interests, financial or otherwise.

I have no conflict of interest to report.

I have the following conflict of interest to report (please specify).

I hereby certify that the information set forth above is true and complete to the best of my knowledge. I have reviewed, and agree to abide by, the Policy of Conflict of Interest of EACC.

Signature: Date:

CI Officer Signature: ___________________________________ Date: _________________