Friends of the Domes Whistleblower Protection Policy
The Friends of the Domes, Inc. (the “Friends”) requires directors, officers and employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. As employees and representatives of the Friends, we must practice honesty and integrity in fulfilling our responsibilities and comply with all applicable laws and regulations.
This Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns internally so that the Friends can address and correct inappropriate conduct and actions. It is the responsibility of all board directors, officers, employees and volunteers to report concerns about violations of the Friends code of ethics or suspected violations of law or regulations that govern the Friends operations.
It is contrary to the values of the Friends for anyone to retaliate against any Director, officer, employee or volunteer who in good faith reports an ethics violation, or a suspected violation of law, such as a complaint of discrimination, or suspected fraud, or suspected violation of any regulation governing the operations of the Friends. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment.
The Friends has an open-door policy and suggests that employees share their questions, concerns, suggestions or complaints with their supervisor. If you are not comfortable speaking with your supervisor or you are not satisfied with your supervisor’s response, you are encouraged to speak with the Executive Director or the Board of Directors’ Governance Chair, who has the responsibility to investigate all reported complaints or direct the complaint to the appropriate superior. Employees with concerns or complaints may also submit their concerns in writing directly to their supervisor or the Executive Director, or the Board’s Governance Chair.
Concerns or complaints involving the Governance Chair or Governance Committee may be directed to the Board’s President.
The Friends Board of Directors Governance Chair is responsible for ensuring that all complaints about unethical or illegal conduct are investigated and resolved. The Governance Committee Chair will advise the Executive Director and/or Board of Directors of all complaints and their resolution and will involve the Finance Chair on compliance activity related to accounting or alleged financial improprieties.
If any member of the Governance Committee is the subject of the complaint, the Board President shall appoint a special ad-hoc committee (herein the “special committee”) to investigate and advise the Executive Director and/or Board of Directors in place of the Governance Committee. This special committee may be comprised of one or more members of the Governance Committee, but may not be comprised of any party that is subject to the complaint under investigation.
Accounting and Auditing Matters
The Friends Board of Directors Governance Chair shall immediately notify the Finance Chair of any concerns or complaint regarding accounting practices, internal controls or auditing, and work with the Board’s Finance Chair until the matter is resolved.
Acting in Good Faith
Anyone filing a written complaint concerning a violation or suspected violation must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.
Violations or suspected violations may be submitted on a confidential basis by the complainant. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.
Handling of Reported Violations
The Friends Board of Directors Governance Chair will notify the person who submitted a complaint and acknowledge receipt of the reported violation. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.
Annual Training and Communication Process
The Friends Board of Directors Governance Chair, or delegate, will ensure that all board directors, officers, employees or volunteers are trained and aware of this Whistleblower Policy by:
- Distributing the policy to board directors annually and allowing time during a board meeting for questions, examples and discussion.
- Distributing the policy to all staff annually and allowing time during a staff meeting for questions, example and discussion.
- Including the policy in the new Director onboarding materials.
- Including the policy in the new employee onboarding materials.
- Including the policy in the volunteer training materials.
- Including the policy in a reasonably prominent place on the Friends website.