Policies

Conflict of Interest Policy

Purpose:
The purpose of this policy is to protect the interests of Suzy’s Senior Companionship Services (“the Organization”) when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an employee, board member, or key volunteer. This policy is intended to supplement but not replace any applicable state and federal laws governing conflicts of interest applicable to nonprofit organizations.

1. General Conflict of Interest Statement

All employees, board members, contractors, and volunteers must avoid situations where personal interests conflict, or appear to conflict, with those of the Organization. A conflict of interest may arise when a person has a financial, personal, or professional interest that could compromise their objectivity or loyalty to the Organization.

2. Private Care Arrangements Prohibited

Suzy’s Senior Companionship Services prohibits all employees from providing care to clients privately or “on the side” outside the scope of their official duties. This applies to:

  • Any current client of Suzy’s
  • Any client who has received services from Suzy’s within the past 12 months (as of 1/16/2024)

This restriction ensures that all care remains under organizational oversight to protect client safety, maintain service quality, and reduce liability risks.

Key Provisions:

  • The Organization will not be liable for any incidents (accidents, injuries, property damage, etc.) arising from private care arrangements.
  • Employees involved in private care are not covered under company insurance or workers’ compensation.
  • Use of company resources (including vehicles, gas cards, or time) for private care is strictly prohibited.

3. Disclosure and Recusal

All board members, employees in leadership, and anyone involved in decisions about hiring, contracts, or client services must annually disclose any potential conflicts of interest. If a potential conflict arises, the individual must:

  • Disclose it in writing to their supervisor or the Executive Director
  • Recuse themselves from related decision-making

4. Enforcement and Discipline

Any employee or representative of the Organization who knowingly violates this policy may be subject to disciplinary action, up to and including termination. The goal is to ensure ethical operations, transparency, and protection of both clients and staff.

5. Policy Review and Acknowledgment

This policy will be reviewed annually by the board of directors. All staff and board members are required to sign an acknowledgment form confirming they have read, understand, and agree to comply with this policy.

Whistle Blower Policy

Whistleblower policies are critical tools for protecting individuals who report activities believed to be illegal, dishonest, unethical, or otherwise improper. 

  • Suzy’s Senior Companionship Services will not retaliate against a whistleblower. This includes but is not limited to, protection from retaliation in the form of an adverse employment action such as termination, compensation decreases, or poor work assignments, and threats of physical harm. Any whistleblower who believes he/she is being retaliated against must contact the Human Resources Director immediately. The right of a whistleblower for protection against retaliation does not include immunity for any personal wrongdoing that is alleged and investigated.
  •  Whistleblower protections are provided in two important areas: confidentiality and retaliation. Insofar as possible, the confidentiality of the whistleblower will be maintained. However, identity may have to be disclosed to conduct a thorough investigation, to comply with the law, and to provide accused individuals their legal rights of defense.
  • Individuals protected include
    • the employee, or a person acting on behalf of the employee, who reports to a public body or is about to report to a public body a matter of public concern; or 
    • the employee who participates in a court action, an investigation, a hearing, or an inquiry held by a public body on a matter of public concern. 
    • Suzy’s Senior Companionship Services may not discharge, threaten, or otherwise discriminate against an employee regarding the employee’s compensation, terms, conditions, location, or privileges of employment. 
    • Suzy’s Senior Companionship Services may not disqualify an employee or other person who brings a matter of public concern, or participates in a proceeding connected with a matter of public concern, before a public body or court, because of the report or participation, from eligibility to bid on contracts with the organization; receive land under a district ordinance; or receive another right, privilege, or benefit.
  • The provisions of this policy do not
    • require Suzy’s Senior Companionship Services to compensate an employee for participation in a court action or an investigation, hearing, or inquiry by a public body.
    • prohibit Suzy’s Senior Companionship Services from compensating an employee for participation in a court action or an investigation, hearing, or inquiry by a public body; 
    • authorize the disclosure of information that is legally required to be kept confidential; or diminish or impair the rights of an employee under a collective bargaining agreement. 
  • Limitation to protections
    • A person is entitled to the protections under this policy if he or she reasonably believes that the information reported is, or is about to become a matter of public concern; and reports the information in good faith. 
    • A person is entitled to the protections under this policy only if the matter of public concern is not the result of conduct by the individual seeking protection unless it is the result of conduct by the person that was required by his or her employer. 
    • Before an employee initiates a report to a public body on a matter of public concern under this policy, the employee shall submit a written report concerning the matter to the organization’s Chief Executive Officer. However, the employee is not required to submit a written report if he or she believes with reasonable certainty that the activity, policy, or practice is already known to the Chief Executive Officer; or that an emergency is involved. 
  • Relief and penalties
    • A person who alleges a violation of this policy may bring a civil action and the court may grant appropriate relief.
    •  A person who violates or attempts to violate this policy is also liable for a civil fine of not more than ten thousand dollars ($10,000.00). 
  • Procedures
    • If an employee has knowledge of or is concerned about illegal or dishonest/fraudulent activity, the employee is to contact his/her immediate supervisor or the Human Resources Director. All reports or concerns of illegal and dishonest activities will be promptly submitted by the receiving supervisor to the Human Resources Director, who is responsible for investigating and coordinating any necessary corrective action. Any concerns involving the Human Resource Director should be reported to the Chief Executive Officer. 
    • The whistleblower is not responsible for investigating the alleged illegal or dishonest activity, or for determining fault or corrective measures; appropriate management officials are charged with these responsibilities. 
    • Examples of illegal or dishonest activities include violations of federal, state, or local laws; billing for services not performed or for goods not delivered; and other fraudulent financial reporting. The employee must exercise sound judgment to avoid baseless allegations. An employee who intentionally files a false report of wrongdoing will be subject to disciplinary action. 
  • Supplemental information Definitions
    •  “Whistleblower” is defined by this policy as an employee who reports, to one or more of the parties specified in this policy, an activity that he/she considers to be illegal, dishonest, unethical, or otherwise improper. 
    • “Employee,” or “public employee,” means a person who performs a service for wages or other remuneration under a contract of hire, written or oral, express, or implied, for the district. “Matter of public concern” means a violation of a state, federal, or municipal law, regulation, or ordinance, a danger to public health or safety; and/or gross mismanagement, substantial waste of funds, or a clear abuse of authority.
  • “Public body” includes an officer or agency of a. the federal government; b. the state; c. a political subdivision of the state including a municipality or a school district; and d. a public university in the state.