Whistleblower Policy

Prairie Area Library System Whistleblower Policy

Section 1. General. The Prairie Area Library System (PALS), a regional library sys­tem organized and operating under the Illinois Library System Act (75 ILCS 10/), requires Board members, officers and employees to observe the highest standards of business and personal ethics in the conduct of their responsibilities. In fulfilling our duties as employees and representatives of PALS, we must practice honesty and integrity, and comply with all applicable laws and regulations.

Section 2. Reporting Responsibility. All Board members, officers and employees have the right and responsibility to report any concerns over fraudulent or unethi­cal behavior. Board members, officers and employees may report their concerns with anonymity to anyone in management or to the Board of Directors. All concerns will be taken seriously and confidentiality will be maintained, as allowed by federal and state regulations. Anonymous reports should contain sufficient information to allow initiation of an investigation.

Section 3. No Retaliation. This Whistleblower Policy is meant to encourage and enable employees and others to raise serious concerns within the Prairie Area Library System prior to seeking resolution outside PALS. A Board member, officer or employee who in good faith reports fraudulent or unethical behavior shall not suffer harassment, retalia­tion or adverse employment consequence. Any PALS employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment.

Section 4. Reporting Violations. PALS maintains an open-door policy, and suggests that employees share their concerns, suggestions or complaints with someone who can address them properly. In most cases, the PALS Executive Director is in the best position to address an area of concern. However, anyone who is uncomfortable about speaking with the Executive Director or dissatisfied with the Executive Director’s response is encouraged to speak with another PALS manager whom the person is comfortable approaching.

PALS management staff is required to report suspected violations to the President of the PALS Board, who has specific and exclusive responsibility to investigate all reported violations. For suspected fraud, or when an individual is dissatisfied or uncomfort­able with following PALS’ open-door policy, the individual should contact the Board President directly. Any allegation that proves to be unsubstantiated and that proves to have been made maliciously or with knowledge of its falsity will be reviewed as a serious disciplinary offense.

Section 5. Board. In partnership with the Ethics Officer, the PALS Board President is responsible for investigating and resolv­ing all reported complaints and allegations concerning violations. At her or his discretion, the Board President shall advise the Executive Director and/or the Board about any complaints. Each year at the July  meeting, the President shall make an annual report to the Board regard­ing com­pliance activity.

Section 6. Handling Reported Violations. Upon receiving a complaint, the PALS Board President will notify the sender and acknowledge receipt of the reported vio­lation or suspected violation within five business days. The PALS Board President and the PALS Ethics Officer shall promptly investigate all reports, and take appro­priate corrective action as warranted by the investigation.

PALS Board Approval: November 17 2009