Pillar Kincardine Policy   -  Protection of Whistle Blowers   -  Adopted 21 June 2011

Protection of Whistle Blowers

Pillar Kincardine requires Board members, employees and volunteers to observe high standards of business and personal ethics in the conduct of their duties and responsibilities.  As employees and representatives of Pillar Kincardine we must practise honesty and integrity in fulfilling our responsibilities and comply with all applicable laws and regulations.

Reporting Responsibility

This Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns internally so that Pillar Kincardine can address and correct inappropriate conduct and actions.  It is the responsibility of all Board members, employees and volunteers to report concerns over Pillar Kincardine services or governance.

No Retaliation

It is contrary to the values of Pillar Kincardine for anyone to retaliate against any Board member, employee or volunteer who in good faith reports a concern such as a complaint of discrimination, or suspected fraud, or suspected governance malpractice at Pillar Kincardine.  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.

Reporting Procedure

Pillar Kincardine has an open door policy and employees, Board members and volunteers should share any concerns or complaints with the Service Manager in the first instance.  If they are not comfortable speaking with the Service Manager or are not satisfied with her/his response, they should speak with the Chair of Pillar Kincardine.  Employees, Board members and volunteers may also submit their concerns in writing directly to the Chair of Pillar Kincardine, who will notify the Service Manager that a complaint has been received.

Handling of Reported Violations

The Service Manager is required to record all complaints or concerns and to report these to the Chair of Pillar Kincardine.  The Chair will notify the person who submitted the complaint and acknowledge receipt of their concerns, and will advise the Board of the complaint and its resolution.

Compliance Officer

The Chair of Pillar Kincardine is responsible to the Board for ensuring that all complaints are promptly and adequately investigated, and that appropriate corrective action has been taken if warranted by the investigation.

Accounting and Auditing Matters

The Pillar Kincardine Service Manager and/or Office Manager shall immediately notify the Chair and Treasurer of any concerns or complaint regarding accounting practices, internal controls or auditing, and work with the Chair and Treasurer 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 allegation that proves not to be substantiated and which proves to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offence.

Confidentiality

Concerns may be submitted on a confidential basis by the complainant.  Reports of concerns will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation and keep the Board informed.

Pillar Kincardine Policy   -   Protection of Whistle Blowers   -  Adopted 21 June 2011