It is decided by the Executive Committee of the Board of Directors after an annual review of what is standard and normal for the Atlanta market.
Whistle Blower Policy
This policy is intended to encourage Board Members, Staff (paid and volunteer) and others to report suspected or actual occurrence(s) of illegal, unethical or inappropriate events (behaviors or practices) without retribution.
The Whistleblower should promptly report the suspected or actual event to his/her supervisor. If the Whistleblower would be uncomfortable or otherwise reluctant to report to his/her supervisor, then the Whistleblower could report the event to the next highest or another level of management, including to an appropriate Board committee or member.
The Whistleblower can report the event with his/her identity or anonymously.
The Whistle blower shall receive no retaliation or retribution for a report that was provided in good faith – that was not done primarily with malice to damage another or the organization.
A Whistleblower who makes a report that is not done in good faith is subject to discipline, including termination of the Board or employee relationship, or other legal means to protect the reputation of the organization and members of its Board and staff.
Anyone who retaliates against the Whistleblower (who reported an event in good faith) will be subject to discipline, including termination of Board or employee status.
Crimes against person or property, such as assault, rape, burglary, etc., should immediately be reported to local law enforcement personnel.
Supervisors, managers and/or Board members who receive the reports must promptly act to investigate and/or resolve the issue.
The Whistleblower shall receive a report within five business days of the initial report, regarding the investigation, disposition or resolution of the issue.
If the investigation of a report, that was done in good faith and investigated by internal personnel, is not to the Whistleblower’s satisfaction, then he/she has the right to report the event to the appropriate legal or investigative agency.
The identity of the Whistleblower, if known, shall remain confidential to those persons directly involved in applying this policy, unless the issue requires investigation by law enforcement, in which case members of the organization are subject to subpoena.
The organization’s staff, volunteers, members of the Board of Directors, and outsiders (i.e., independent contractors via agreements with them) are required to honor these rules:
Paper or electronic documents indicated under the terms for retention below will be transferred and maintained by the legal or administrative staff or their equivalents.
All other paper documents will be destroyed after three years.
All other electronic documents will be deleted from all individual computers, databases, networks, and backup storage after one year.
No paper or electronic documents will be destroyed or deleted if pertinent to any ongoing or anticipated government investigation or proceeding or private litigation.
2. Terms for Retention
Governance records: Charter and amendments, by-laws, other organization documents, governing board and board committee minutes.
Tax records: filed federal tax returns/reports and supporting records, tax-exemption determination letter and related correspondence, files related to tax audits.
Intellectual property records: copyright and trademark registrations and samples of protected works.
Financial records: audited financial statements, attorney contingent liability letters.
Retain for Ten Years
Pension and benefit records: Pension (ERISA) plan participant/beneficiary records, actuarial reports, related correspondence with government agencies, and supporting records.
Government relations records: state and federal lobbying and political contribution reports and supporting records.
Retain for Three Years
Employee/employment records: Employee names, addresses, social security numbers, dates of birth, resume/application materials, job descriptions, dates of hire and termination/separation, evaluations, compensation information, promotions, transfers, disciplinary matters, time/payroll records, leave/comp time, engagement and discharge correspondence, documentation of basis for independent contractor status.
Lease, insurance, and contract/license records: software license agreements, vendor, hotel and service agreements, independent contractor agreements, employment agreements, consultant agreements, and all other agreements.
Retain for One Year
All other electronic records, documents, and files.
Exceptions to these rules and terms for retention may be granted only by the organization’s chief staff executive or the President of the Board.
Confidential information includes any information concerning Safe America Foundation or developed by Safe America which is useful in the conduct of Foundation business and the disclosure of which could potentially harm Foundation relationships.
Confidential information therefore includes not only recorded information such as financial results, donor gift records, correspondence, business plans and projections, the minutes of meetings but also conversations and speeches.
As an employee, contractor or volunteer of the Foundation, you will be exposed to a great deal of confidential information and may assist in the development of some of this information.
Unauthorized disclosure of confidential information will most likely cause the Foundation business to suffer, employees therefore have a responsibility to safeguard confidential information, not only while working for the Foundation but also after leaving the company. Because of severe consequences, which would ensue from disclosure of confidential information, any violation of this policy will result in the immediate imposition of appropriate disciplinary procedures up to and including immediate termination of employment.
Furthermore, an employee will be held liable to the Foundation for any benefit derived from the improper use of this confidential information or any damage sustained by the Foundation as a result of the unauthorized disclosures.
Conflict of Interest
A conflict of interest occurs when an employee, contractor or volunteer engages in any activity, whether or not for profit, or develops any relationship, which is, or may reasonably be considered to be, in conflict with the legitimate business interests of the Foundation. An example of such a conflict is having an interest in a company with which the Foundation is doing or may be doing business.
Because a conflict of interest will most likely affect an individual’s performance of his/her Foundation duties or influence his or her independent business judgment, any such conflict must be avoided or discontinued as soon as possible.
If for some reason, a potential or actual conflict of interest is unavoidable or may not be immediately discontinued, the nature of the conflict must be reported to the President as soon as possible.