Conflict of Interest Policy

Reach Out America Conflict of Interest Policy Effective October 27, 2026

Reach Out America International, Inc. ("Reach Out America," "ROA," "we," "us") is a 501(c)(3) nonprofit disaster-relief organization (EIN 76-0494578) at 1108 Soldiers Field Court, Suite 800, Sugar Land, TX 77479. This policy helps make sure that decisions at ROA are made in the best interest of our mission and the people we serve, not for anyone's personal benefit.

Purpose

Our donors, partner churches, and communities trust us to use every gift for disaster relief. This policy protects that trust and our tax-exempt status by requiring that possible conflicts of interest are disclosed and handled openly before ROA acts.

Who this policy covers

  • Members of the Board of Directors

  • Officers, including the President

  • Key staff, meaning employees or contractors who have significant influence over ROA's finances, contracts, purchasing, or programs

  • Members of any Board committee with Board-delegated authority

What is a conflict of interest

A conflict of interest exists when a covered person, or a family member or business they are connected to, could gain financially or otherwise from an ROA decision, contract, or transaction. Examples include:

  • ROA buying goods or services from a business you or a relative own, work for, or invest in

  • Receiving gifts, loans, or favors from a vendor or anyone seeking business with ROA

  • Serving on the board of, or being paid by, another organization that does business with or competes with ROA

  • Using ROA property, information, or relationships for personal benefit

Having a possible conflict is not wrong in itself. Failing to disclose it is.

Key rules

  • Disclose. Tell the Board Chair or President about any actual or possible conflict as soon as you are aware of it, and before ROA makes the related decision.

  • Step aside. Do not vote on, approve, or try to influence any decision in which you have a conflict. You may answer factual questions if the Board asks, then leave the discussion.

  • Board decides. The disinterested members of the Board (those without a conflict) decide whether a conflict exists and whether the transaction is fair, reasonable, and in ROA's best interest. Where appropriate, they may compare alternatives before approving.

  • Record it. The minutes of the meeting record the disclosure, who stepped aside, and the decision made.

  • Gifts. Covered persons should not accept gifts, entertainment, or favors from vendors or others doing business with ROA beyond items of nominal value.

  • Fair pay. Compensation for officers and key staff is reviewed and approved by disinterested Board members using reasonable comparable information.

Ongoing disclosure

Covered persons are expected to disclose possible conflicts whenever they arise, and to update or confirm their disclosures whenever the Board asks. New Board members, officers, and key staff receive a copy of this policy when they begin serving. The Board reviews this policy periodically.

How to raise a concern

If you believe a conflict has not been disclosed, contact the Board Chair or the President, or email Mark.johnson@reachoutamerica.org. You may also use our Whistleblower Policy (https://www.reachoutamerica.org/whistleblower). We will not retaliate against anyone who raises a concern in good faith.

Enforcement and Board role

The Board of Directors oversees this policy. If the Board finds that a covered person failed to disclose a conflict, it will give the person a chance to explain and may then take appropriate corrective action, which can include removal from a role, ending a contract or employment, or other steps allowed by our bylaws and the law.

Changes

We may update this policy from time to time. The effective date above shows when it was last changed.

Contact us

Reach Out America International, Inc. 1108 Soldiers Field Court, Suite 800, Sugar Land, TX 77479 Email: Mark.johnson@reachoutamerica.org · Phone: (574) 214-9477