A member who encounters a conflict of interest should act as follows:

1. Disclose the conflict to the group.
2. Leave the meeting and remain absent until the agenda item has been concluded.  This will ensure that the member’s presence will not stifle discussions or influence the decision-making process in any way.
3. Avoid any attempt to influence the decision at a meeting or away from it,

The minutes should show the full sequence of events, including the member’s declaration and his or her absence from the meeting.  For example:

“Under agenda item 5, Cleaning Contract, Board member John Doe declared that he had a conflict of interest, since he and his wife owned a cleaning company that was bidding on the cleaning contract.  He then left the meeting.

Discussion of various proposals ensued.  It was then moved and seconded that the proposal by ABC Cleaning (as per document number 5.6) be accepted, and that the CEO be instructed to so notify the company. The motion was adopted.

John Doe then returned to the meeting.”