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STANDARDS OF CONDUCT AND CODE OF
ETHICS
FOR DIRECTORS AND OFFICERS
STATEMENT OF POLICY
In exercising their responsibilities at AJS
Bancorp. Inc. (the “Company”) and at its wholly owned subsidiary A.J. Smith
Federal Savings Company, directors and officers shall adhere to the highest
standards of honesty, integrity and impartiality. They shall diligently and
honestly administer the affairs of the Company in a reasonable manner that
both complies with the law and reflects proper business prudence. Directors
and officers must act in a loyal manner consistent with the interests of the
Company and put aside their own personal or business interests. The conduct
of Company directors and officers must be such so as to avoid even the
appearance of a conflict of interest. In the event an appearance of or
actual conflict of interest with the Company unavoidably arises, officers
and directors are expected to disclose it in full and recuse themselves from
any decision making processes in which the conflict arises and take such
other affirmative steps as may be appropriate. In order to assist the
directors and officers in meeting these standards, the following Standards
of Conduct and Code of Ethics (“Code”) are being adopted. This code is to
be closely adhered to by each director and officer in connection with all
matters involving the Company.
CONFLICTS OF INTEREST
For purposes of the Code, a “conflict of interest” shall be deemed to exist
where any director or officer or a related interest has any personal or
financial interest, direct or indirect, in any Company action, failure to
act, decision not to act or method of action, in connection with any
transaction relating to the Company’s internal or external operations. For
these purposes, “related interest” shall be any entity listed on or which
should be listed on the Related Interest Statement requested annually as a
part of Regulation “O” compliance.
Examples of conflicts of interest that would affect
directors and officers and the Company’s internal or external operations or
conduct may include, but are not limited to:
- loans which will directly or indirectly benefit
directors or officers or members of their immediate family or their
related interests;
- loans to competitors of directors or officers or
their related interests;
- the restructuring, modification, or renewal of
loans were such restructuring, modification or renewal will directly or
indirectly benefit directors or officers or their related interests;
- the determination of the Company to enter or not
enter into a contract or other business arrangement for the delivery of
goods or the performance of services with a director or officer or their
related interests and;
- the availability of a business opportunity for the
Company, where a director or officer, or their related interest might
compete for or otherwise seek this same opportunity.
Loans made to directors and officers in
accordance with Company policy and consistent with applicable regulatory
requirements will not in and of itself result in a conflict of interest.
Appearance of Conflict of Interest.
The term “conflict of interest” shall also include an appearance of a
conflict of interest. An appearance of a conflict of interest shall
arise where the facts and circumstances do not give rise to a full
conflict of interest, but are so similar in nature that they may create
doubt as to the impartiality or loyalty of a director or officer in
connection with the transaction where the appearance arises. Examples
of appearances of a conflict of interest include, but are not limited
to:
a.
a loan by the Company to the brother-in-law of a director may not
provide a direct or indirect benefit to that director or his/her immediate
family, and therefore an actual conflict of interest does not exist.
However, the existence of the relationship itself gives rise to the
appearance of such conflict and thus would require the director or officer
to recuse him/herself from any decision-making process relating to the
transaction.
b.
an officer who assumes responsibility for analyzing and recommending
approval of a loan to director, a major shareholder, or an employee of
another financial institution with which the officer has a personal loan or
an ongoing financial relationship, may not present a direct conflict of
interest. However, the existence of the relationship itself gives rise to
the appearance of a conflict and thus requires that the officer recuse
him/herself from any decision-making process relating to the loan and
abstain from any further action thereon. Also, the officer should make full
disclosure of the appearance of a conflict prior to the Company’s approval
of such a loan.
RECUSAL AND RECORDATION
Disclosure and Recusal.
Whenever a director or officer has a conflict of interest in connection
with an internal or external operation or other conduct of the Company,
the director or officer shall make a full disclosure of the nature of
the conflict of interest, recuse him/herself from the decision-making
process and abstain from any further action thereon
Recordation.
Whenever a director or officer has declared a conflict of interest in
connection with a transaction, such declaration and the director’s or
officer’s recusal and abstention from the decision-making process shall
be recorded in the minutes of the meeting of the Board of Directors.
ANNUAL REPORTING
REQUIREMENTS
Each director and
officer shall be required to file with the Company on an annual basis, a
Related Interest Statement in a form approved by the Board of
Directors. Said statement shall be due no later than January 31st
of each year, provided however, that each director and officer shall
file such a statement within thirty (30) days after having been
appointed to their position if they have not filed one previously. In
the event that any officer or director applies to the Company for an
extension of credit, the director or officer shall appropriately amend
or certify in writing that any existing related interests statement is
current. Such amendment or certification shall be maintained in the
appropriate loan file or in the files maintained by the Secretary to the
Board.
CORPORATE OPPORTUNITIES
General Prohibition.
Directors and officers and their related interests must not compete with
the Company, profit, or otherwise take advantage from inside
information, or take business opportunities which are within the line of
business conducted by the Company, or within a line of business that the
Company might reasonably be expected to enter in the future.
Notwithstanding the foregoing, this general prohibition shall not be
applicable to business opportunities outside the Company’s immediate or
contiguous market area, or business opportunities not set forth in the
Company’s most recent business plan. In evaluating whether a business
opportunity represents a corporate opportunity of the Company, a
director or officer may rely on the Company’s most current business
plan.
ACTION ON CORPORATE
OPPORTUNITIES
Disclosure. In
the event that a director or officer is presented with or otherwise
becomes aware of a corporate opportunity which is within the line of
business conducted by the Company, or a line of business that the
Company might be expected to enter in the future, the director or
officer shall fully disclose the opportunity to the Company and declare
his/her interest in the opportunity. Thereafter, the director or
officer shall abstain from discussion and voting on any approval or
disapproval thereof. Where it is unclear whether a business opportunity
would present a corporate opportunity to the Company based upon a review
of the business plan disclosure should be made to the entire board of
directors.
Recordation. A decision of the
Board approving or disapproving a corporate opportunity presented to
it by a director or officer shall be recorded in the minutes if the
Board, and shall reflect the nature of the opportunity and all
members who take action or abstain from taking action on its
consideration.
Further Action.
If, after full disclosure, the Company elects not to take a corporate
opportunity presented to it, to the extent it does not otherwise present
a conflict of interest with his/her position, or the Board does not rule
otherwise, the director or officer who presented the matter to the Board
is free to pursue the opportunity.
Constructive Trust.
In the event a director or officer usurps a corporate opportunity
without making full disclosure to the Company and permitting the Company
to decline the opportunity, the profits or proceeds arising from such
opportunity shall be subject to a constructive trust of which the
Company shall be the beneficiary. Thereafter, upon demand by the
Company, the proceeds or profits, if any, shall be distributed to the
Company.
INSIDER TRANSACTIONS
Disclosure. Officers and directors shall disclose all conflicts of
interest they may have with regard to any contract or other business arrangement
to be entered into by the Company. Contracts or other business arrangements
between the Company and its directors and officers, or between the Company and
related interests of the directors and officers, or between the Company and
other entities where a director or officer may have a personal or financial
interest, shall be approved by the Board only after full disclosure of the
conflict of interest by the interested director or officer who shall thereafter
recuse him/herself from the decision making process and abstain from voting on
the matter.
Recordation. A decision of the Board approving or disapproving a
contract or other business arrangement with a director or officer or their
related interests or where a director or officer otherwise has financial
interest, shall be recorded in the minutes of the Board which shall reflect the
nature of the contract or other arrangement and all members who take action or
abstain from taking action on its consideration.
Terms. Any contract or business arrangement entered into by the
Company with an officer or director or related interest shall be on such terms
and conditions, and at such costs as would be reasonable under the facts and
circumstances if entered into with an unrelated third party.
COMPLIANCE WITH LAW
General. All contracts or other business arrangements with any directors
or officers, or their related interests or entities in which the directors or
officers have a personal or financial interest, shall comply with any applicable
statutes, rules, or regulations.Payment of Fees. In paying any management or other fees to
shareholders, directors, officers, or their related interest or entities in
which the shareholders, directors, officers, or their related interests have a
personal or financial interest, the following criteria should be taken into
consideration.
a.
Management fees and other fees paid by the Company shall have a
direct relationship to and be based solely upon the fair market value of the
goods received or services rendered.
b.
Fees shall be paid only for goods which meet the legitimate needs of
the Company and which are actually rendered.
c.
Fees shall take into consideration the qualifications of the
individual(s) providing services.
d.
Reasonable fees may be based upon cost, plus a reasonable profit or
current fair market value of the services rendered and may take reasonable
overhead costs into consideration.
e.
No prepayment of fees for services shall be made
COMPETITIVE BIDS
Bids. When a contract or other business
arrangement for the provision of services or delivery of goods to the Company is
considered, the Company should make every reasonable attempt to obtain
competitive bids for such contract or arrangement. In the event a director or
officer has a personal or business interest in the contract or other
arrangement, he or she shall recuse him/herself from any discussion of the
competitive bid process and shall not have access to any documents relating to
the decision-making process or the bids themselves.
Documentation. All performance of any contract or other business
arrangement shall be documented, and the documents shall be retained by
the Company for a reasonable period of time. Such documentation shall
include, but not be limited to: the bids; evidence of payment;
documents reflecting the actual delivery of goods or performance of
services contracted for; and documents evidencing the review of the
performance of the contract or other business arrangement by the
appropriate Company officer(s) or the Board.
ACCEPTANCE OF
GIFTS AND OTHER GRATUITIES
General. Directors and
officers of the Company are prohibited from (a) soliciting for
themselves or a third party (other than the Company) anything of value
from anyone in return for any business, service, or confidential
information of the Company; or (b) accepting anything of value (other
than salary, wages, fees or other usual compensation) from anyone in
connection with the business of the Company, either prior to or after a
transaction.
Exceptions.
Exceptions to the general prohibition regarding acceptance of things of
value in connection with the Company’s business may include the
acceptance of:
a.
gifts, gratuities, amenities or favors based on obvious family or
personal relationships (such as those with the parents, children or
spouse of a Company official) where the circumstances make it clear that
it is those relationships rather than the business of the Company, which
are the motivating factors;
b.
meals, refreshments, entertainment, accommodations, or travel
arrangements, all of reasonable value, during the course of a meeting or
other occasion, the purpose of which is to hold bona fide
business discussions or to foster better business relations, provided
that the expense would be paid for by the Company as a reasonable
business expense, if not paid for by another party.
c.
loans from other companies or financial institutions on customary
terms to finance proper and usual activities of the directors or
officers, or employees, except where prohibited by law;
d.
advertising or promotional material of reasonable value, such as
pens, pencils, note pads, key chains, calendars, and similar items;
e.
discounts or rebates on merchandise or services that do not
exceed those available to other customers;
f.
Gifts of value (not to exceed $35.00) that are related to
commonly recognized events or occasions, such as a promotion, new job,
wedding, retirement, Christmas or bar mitzvah; or
g.
Civic, charitable, educational, religious organizational awards
for recognition service and accomplishment.
Notification and Approval. In the event a
director or officer is offered anything of value from anyone in return
for any business, service, or confidential information of the Company
and the item of value is not clearly subject to the exceptions in
Paragraph 2 above, the director or the officer should report it
immediately to the Chairman of the Board, or his or her supervisor as
the case may be. In the case of an officer, the supervisor shall report
it to the Secretary of the Board who will maintain contemporaneous
written reports of such disclosures and will make all final
determinations as to how the matter will be addressed. In the case of a
director, the Chairman of the Board will make all final determinations
as to how the matter will be addressed
TRADE SECRETS
Each director/officer hereby acknowledges that the
term “confidential information, trade secrets, and property” and all
variations of that term used herein, includes without limitation, current
and prospective client and customer lists, information with respect to
client and customer accounts, requirements and practices, sales methods and
ideas, employee lists and employment data, documents, books, records, data,
materials, supplies, contract forms, and other information relating to the
Company, its employees and its products, services, and operations,
regardless of whether similar to the foregoing, and regardless of whether
conceived by the director, officer or Company.
Unauthorized Use Prohibited. Each
director/officer agrees that he/she shall not, at any time (1) during
the term of his/her tenure or employment or (2) after the termination
therefore, disclose, use, or threaten to use, other than in the
performance of their duties for the Company, any confidential
information, trade secrets, or property of the Company, regardless of
whether acquired or conceived by the director or officer.
Director/officer hereby acknowledges that such confidential information,
trade secrets, and property are secret, confidential, and unique, that
they constitute the exclusive property of the Company, that such
confidential information, trade secrets or property will be made known
to director of officer in confidence in connection with their
professional duties, and that any use of such confidential information,
trade secrets or property by him/her, other than for the sole benefit of
the Company would be wrongful and would cause irreparable harm.
Solicitation of Clients. Without limiting
the generality of the preceding two paragraphs, but rather to implement
their provisions, each director/officer agrees that, during the 12 month
period commencing with the date of termination of the
director’s/officer’s tenure and/or employment, he/she will not, without
prior express written consent of the Company in each instance, directly
or indirectly, for the director/officer alone or for any other person or
for any organization in which he/she directly or indirectly has a
proprietary interest or by which he/she is employed or engaged in any
capacity, call upon, solicit, or cause to be solicited any person or
organization that was a client of the Company within the 12 month period
ending on the effective date of his/her termination of association or
employment. If the business in which the director/officer is engaged in
any way involves products or services directly competitive with those
sold, supplied, or performed by the Company at the time of termination
of the director’s/officer’s association with the Company.
Association with Others Possessing Confidential
Information. Director/officer further agrees that, during the 12
month period commencing with the date of termination of their
employment/association with the Company, they will not, without the
prior express written consent of the Company, directly or indirectly,
employ, offer to employ, be employed with, or otherwise participate in
business with any person who is or had been a director, officer, or
employee of, or consultant to the Company in any capacity at any time
within the 12 month period ending on the date that director’s/officer’s
employment or association with the Company was terminated, if such other
person possesses knowledge of the confidential information of the
Company that may be used in connection with such business or employment.
Return of Confidential Documents. Upon
termination of the director’s/officer’s association or employment with
the Company, he/she agrees to deliver promptly to the Company all books,
records, samples, business plans, manuals, blank forms, documents,
letters, notes, notebooks, reports, data, and all copies of the
foregoing, and all other confidential information, trade secrets, and
property of the Company; including, without limitation, all documents
that in whole or in part contain any trade secrets or confidential
information of the Company that are in his/her possession or under
his/her control, and director/officer shall not retain any such
materials or copies thereof without the prior express written consent of
the Company.
NOTIFICATION OF CODE
Board of Directors. Each director, on an
annual basis, shall be provided with a current copy of this Code and
shall confirm acknowledgement of its receipt in writing. At the time of
appointing a newly elected Director, he/she shall be provided with a
current copy of this Code at the first meeting of the Board of Directors
he/she attends, and shall acknowledge the same in writing. All
acknowledgements shall be maintained with the records held by the
secretary to the President.
Presentation to Officers. Officers, at the
time of appointment, who are not members of the Board, shall be provided
with a copy of this Code and shall acknowledge receipt of the same in
writing. Said acknowledgement shall be maintained in the personal file
of the officer.
NOTE: Whenever this Code is revised, a copy
will be provided to each Director and Officer, who will then acknowledge
the same in writing.
Reporting Violations of the Code. Acting
with the highest standards of ethics and integrity is critical to the
success of our Bank, and must be reflected in our daily decisions and
actions. It is the duty and responsibility of each employee to
understand and adhere to the principles provided in the Code so that
potential issues may be effectively and efficiently resolved and the
valuable reputation of the Bank preserved. Any known or suspected
violation of the Code must be promptly reported. This includes
violations or possible violations involving you, another employee,
including managers, or an agent acting on behalf of the Bank. Any
violation of law, rule or regulation applicable to the Bank and/or
corporate policy is also a violation of this Code. Violations of the
Code may result in disciplinary action including, in severe situations,
immediate termination of employment.
If you know or suspect a violation of the Code,
including actions or failures to act, immediately report the matter to your
manager. Concerns or complaints regarding accounting, internal accounting
controls or auditing matters that arise in the ordinary course of business
and that cannot be resolved with your immediate supervisor should be
directed to the Compliance Officer, Pamela Favero, in person, via phone at
708.687.7400 or via email at pfavero@ajsmithbank.com.
In addition, concerns regarding questionable
accounting, internal accounting controls or auditing matters may be made
directly to the Chairman of the Audit Committee, Raymond Blake, via email at
RJBlake@prodigy.net.
All concerns or complaints will be promptly
investigated and appropriate action taken. No person expressing concerns or
complaints will be subject to any disciplinary or other adverse action by
the Bank absent a knowingly false report. All concerns or complaints may be
made anonymously and will remain confidential. Please provide sufficient
information to allow parties to properly investigate your concerns or
complaints. The Bank will retain a record of all concerns and complaints,
and the results of its investigations, for five years.
It is the policy of AJS Bancorp, Inc. that the Chairman
of the Board and Chief Executive Officer (“CEO”), President and Chief
Financial Officer (“CFO”) of AJS Bancorp, Inc. (hereinafter referred to as
the “Company”) adhere to and advocate the following principles governing
their professional and ethical conduct in the fulfillment of their
responsibilities:
1.
Act with honesty and integrity, avoiding actual or apparent conflicts
between his or her personal, private interests and the interests of the
Company, including receiving improper personal benefits as a result of his
or her position
2.
Perform responsibilities with a view to causing periodic reports and
other documents filed with the SEC to contain information which is accurate,
complete, fair and understandable.
3.
Comply with laws of federal, state, and local governments applicable
to the Company, and the rules and regulations of private and public
regulatory agencies having jurisdiction over the Company.
4.
Act in good faith, responsibly, with due care, and diligence, without
misrepresenting or omitting material facts or allowing independent judgment
to be compromised.
5.
Respect the confidentiality of information acquired in the course of
the performance of his or her responsibilities except when authorized or
otherwise legally obligated to disclose. Do not use confidential
information acquired in the course of the performance of his or her
responsibilities for personal advantage.
6.
Proactively promote ethical behavior among subordinates and peers.
7.
Use corporate assets and resources employed or entrusted in a
responsible manner.
8.
Do not use corporate information, corporate assets, corporate
opportunities or one’s position with the Company for personal gain. Do not
compete directly or indirectly with the Company.
9.
Comply in all respects with the Company’s Standards of Conduct and
Code of Ethics, and this Code of Ethics.
10.
Advance the Company’s legitimate interests when the opportunity
arises.
It is also the Policy of AJS Bancorp, Inc. that the
Chairman and CEO, President and CFO of the Company acknowledge and certify
to the foregoing annually and file a copy of such certification with [each
of] the Audit Committee [and the Corporate Governance Committee of the
Board.]
The
Corporate Governance Committee shall have the power to monitor, make
determinations, and recommend action to the Board with respect to violations
of this Policy, except for paragraph 2, 3 and 4 with respect to which the
Audit Committee shall have such power. |