Corporate Responsibility

Corporate Responsibility


Ethical Codes of Conduct & Accountability

Goodwill Industries of the Chesapeake, Inc. (GIC) demonstrates its ethical, social, and environmental values through the implementation of this policy. GIC commits to its corporate responsibility by: • Advocating for persons served; • Promoting ethical business practices; • Developing efficiency as an organization; and • Considering the impact of organizational activities on persons served, personnel, contractual relationships, other stakeholders, and the environment. .

ETHICAL CODES OF CONDUCT

We affirm our commitment to the following Ethical Codes of Conduct based on the values of Goodwill Industries of the Chesapeake, Inc. As officers, employees or volunteers we pledge to follow both the letter and the spirit of the following code:

Business Practices:
A. We agree to engage in and promote honest and ethical conduct.
B. We will avoid the actual or appearance of conflicts of interest.
C. We will comply with applicable laws, rules, and regulations of federal, state, and local governments. D. We will responsibly use and control all assets, resources, and information in our possession.
E. We will encourage the prompt reporting of any violations of these Ethical Codes of Conduct or other governing documents to our Compliance Officer, President/CEO, Board of Directors, or other so designated entity.
F. We will use restricted monies for its requested specific purpose. We will be able to account for its activity and show how the funds were used.
G. We commit to operate by the principles of corporate citizenship. H. We will advocate for full program and service access for all persons.

Marketing and Communications Activities:
A. We will practice honest, transparent and timely communication to facilitate the free flow of essential information in accord with the public interest.
B. We will ensure that all services and products are promoted in a manner that promotes respect for our employees and the people receiving services, as well as sensitivity to cultural values and beliefs.
C. We will protect confidential information and comply with all legal requirements for disclosure of information affecting the welfare of others.
D. We will protect the privacy of our employees and disclose information about them as permitted or required by law and/or only with their expressed, written permission.
E. We will protect the privacy of people served and use their stories only with their expressed and written permission.
F. We will disseminate accurate information and promptly correct any erroneous communication for which we may be responsible.
July 2018 2
G. We acknowledge the risks associated with social media and have taken steps to protect our assets through the implementation of a social media policy.

Professional Responsibilities:
A. We are committed to continually improving our relationship with our publics, employees and people we serve.
B. We will respect the tools and resources provided to meet the needs of the organization and those that we serve.
C. We will not discriminate because of race, color, creed, sexual orientation, disability or national origin, and we shall endeavor to eliminate or prevent discrimination in rendering services.
D. We will treat one another, persons served, customers and donors with dignity and respect.

Service Delivery:
A. We will maintain the confidentiality of information regarding persons served. We will not discuss confidential company, employee or information on persons served unless related to job responsibilities. B. We will strive to provide quality services at all times.
C. We will strive to avoid any real or perceived conflicts of interest and will make arrangements for alternative services, as needed.
D. We will prohibit the exchange of gifts, monies, loans, and gratuities between employees and persons served and discourage same among persons served.
E. We will discourage personal fundraising in the workplace other than campaigns to support the needs of employees or persons served who have been adversely impacted by disasters.
F. We strongly support the setting of professional boundaries between employees and persons served; while honoring a friendly and respectful provider/customer relationship.
G. We limit and vest authority of witnessing documents pursuant to persons served to those designated by the President and Chief Executive Officer.

Human Resources:
A. Through on-going professional development and continuing education, we will strive to remain current with our skills and abilities relevant to the services we offer.
B. We are committed to diversity within our workforce to effectively meet the needs of the people we serve.
C. We are committed to providing a safe, drug-free and healthy working environment.
D. We will prohibit the exchange of gifts, monies, loans, and gratuities between employees and supervisors; vendors and employees without written consent of President/CEO.

FINANCIAL REPORTING AND BUSINESS MANAGEMENT PRACTICES

We recognize that financial reporting and an integrated system of internal controls are key responsibilities of our President/CEO and the Chief Financial Officer. We believe that periodic review of our financial status by our Board of Directors is essential and an integral part of their duties. We further recognize that an annual independent examination and assessment of our finances under the supervision of our Board of Directors is a key element in maintaining our credibility and ensuring the safeguarding of our assets. Financial Statements: We reaffirm our responsibility to report the financial position and results of operations and cash flow of the organization in accordance with generally accepted accounting principles to our Board of Directors at least quarterly.

Internal Controls: We have an integrated system of internal control, designed to provide reasonable assurances that we will attain the following: – Effectiveness and efficiency of operation, including the safeguarding of assets – Reliable financial statements – Compliance with applicable laws and regulations We will provide an annual assessment of the internal control system to our Board of Directors.

Annual Audit:
We will engage an independent accounting firm to conduct an examination of our financial statements. The independent accounting firm will conduct its audit in accordance with generally accepted accounting and auditing standards. The auditors will examine our financial statements and internal control assessment and report on their examination and recommendations for changes in the financial statements, reporting practices, or internal controls. This report will be provided directly to our Finance/Audit Committee and Board of Directors.

Finance/Audit Committee:
We have a Finance/Audit Committee of at least three volunteers minimally, one of whom is a member of our Board of Directors. One of the three qualifies as a “financial expert.” Our Finance/Audit Committee is directly responsible for the appointment, compensation and oversight of the independent accounting firm we employ to conduct our annual audit. Our Finance/Audit Committee will issue a Request for Proposals minimally every five years to select the independent accounting firm. If the same firm is selected for more than a five-year period, the engagement partner of the independent accounting firm should be changed. Our Finance/Audit Committee will also establish procedures for the receipt, retention and treatment of complaints regarding accounting, internal controls and auditing. Our Finance/Audit Committee will report at least annually to the full Board of Directors.

Whistleblower Protection:
In accordance with laws governing both profit and nonprofit corporations, we have adopted a whistleblower policy and procedures, which will encourage employees to report any financial improprieties or ethical violations. GIC is committed to ensuring that an environment exists for employees to report suspected violations of these Ethical Codes, the law, or fraud. The whistleblower protection includes the appointment of the Finance/Audit Committee that will receive and investigate complaints and the development of a confidential system to report violations. Reports of improprieties by employees or persons served will be taken seriously and investigated promptly. Employees or persons served bringing such reports will not be subject to retaliation or adverse action based on the disclosure of the complaint.

Procedures for Filing a Complaint
Any employee who has complaints or concerns they believe violate the spirit or intent of the Ethical Codes of Conduct & Accountability is strongly encouraged to report such a complaint. If an employee has already filed a complaint with management and believes it was not addressed or feels that he or she is being retaliated against because of the complaint, the employee encouraged to file the complaint with Good-Call, Compliance Officer, or Chair of the Finance/Audit Committee. Complaints and/or concerns can be submitted in writing, Good-Call, or Good-Call web portal. Contact information can be obtained from the Good-Call Posters, Compliance Officer, or Assistant to the President.

As many details as possible should be included with the complaint, such as a description of the questionable activity, the names of the individuals involved, the names of possible witnesses, dates, times, places, and any other available details. GIC encourages any employee to come forward with information. Retaliation is prohibited against the individual bringing the complaint or concern. Confidentiality will be protected. Complaints may be submitted anonymously.

Investigating a Complaint
The Compliance Officer or Finance/Audit Chair will oversee the receipt, investigation, and response to complaints. The Compliance Officer will fully evaluate the allegations of misconduct as expeditiously as possible. All investigations will be conducted as outlined in the Corporate Compliance Program. Individuals must avoid making false statements and not engage in any activity that is either unlawful or unreasonable. If the Compliance Officer determines the complaint is outside the scope of their responsibility, they will refer the complaint to the Finance/Audit Committee Chair or other appropriate party for investigation.

Responding to a Complaint
Complaints will be addressed in a timely manner. The Compliance Officer or Finance Committee Chair will maintain a record of all such complaints and concerns, along with the investigative outcomes, on a confidential basis. Individuals bringing a complaint should in good faith participate in any subsequent procedures necessary to investigate the complaint. At the conclusion of any investigation or proceeding, the outcome will be communicated to the individual bringing the complaint.

Ensuring a Non-Retaliation Policy
GIC will not retaliate or take part in any form of reprisal against the individual bringing the complaint. Employees who believe they may have been subject to retaliation should report such suspected retaliation to the Chair of the Finance/Audit Committee in the same manner described above for the purpose of reporting questionable activity.

Any questions about this policy should be directed to the Chair of the Finance/Audit Committee. Nothing in this policy pre-empts applicable state or federal statutes governing whistleblowers.

Conflict of Interest:
We have adopted a conflict of interest policy governing our officers, employees and volunteers. We agree that a conflict of interest arises when an officer, volunteer, or employee is influenced by personal considerations, including but not limited to financial considerations, in the course of performing work for Goodwill Industries of the Chesapeake, Inc. All officers, employees, and volunteers should disclose any activity or relationship which may be perceived as a conflict of interest, and a record of that disclosure should be maintained. Document Destruction: We have a written, mandatory document retention and destruction policy based on legal requirements. By law, certain documents such as, financial records, contracts, real estate, employee records must be archived according to specific guidelines. The policy also states it is illegal to alter, cover up, falsify, or destroy any document to prevent its use in an official proceeding such as a federal investigation. The policy includes guidelines for electronic mail and voice mail.

Certification of Form 990:
We agree that both the President/CEO and the Chief Financial Officer of Goodwill Industries of the Chesapeake, Inc. will sign Internal Revenue Service Form 990 to attest to the accuracy and completeness of its contents as well as to the accuracy of financial reports utilized during the year and in preparation of the Form 990. The Financial Statements and Form 990 will not contain any untrue material statements or facts and will not be misleading in their presentation.

CONDUCT IN REGARD TO FISCAL MANAGEMENT

The conduct of all employees, volunteers and officers of Goodwill Industries of the Chesapeake, Inc. impacts our ability to manage our financial resources and serve the community. In order to strengthen our ability to comply with the Ethical Codes of Conduct and principles in this document, we will ask each member of the staff, board, or other volunteer groups to agree to conduct him or herself in a manner that promotes essential values and ethical behaviors that include:
• Operating in a manner that upholds the integrity of the movement and ensures public trust.
• Upholding all applicable laws and regulations, and furthering the ability of Goodwill to accomplish our mission.
• Being a responsible steward of the resources of our Goodwill.
• Reviewing consistently ethical decision-making.
• Recognizing if you are being asked to do something that might be illegal.
• Consulting others if you are presented with a dilemma on an issue.
• Deciding on a course of action, determining your responsibility, reviewing all relevant facts and information, and referring to all applicable Goodwill policies or professional standards.
• Considering whether an action goes against ethical, moral, and professional standards.

Training/Education: 
Employee:
Each employee will receive initial training on the Ethical Codes of Conduct as part of his or her orientation process. They will be encouraged to ask questions throughout the training to ensure that they understand the Codes. Each employee will complete and sign the Ethical Codes of Conduct policy. A copy will be maintained in their personnel file.

Board:
Each Board member will be provided with a copy of the Ethical Codes of Conduct policy at the time of their initial orientation to the Board. A copy of the Ethical Codes of Conduct will be maintained in the Board manual.

Public:
A copy of the Ethical Codes of Conduct will be maintained in all offices for public review. Reference to the Codes and how to access it will be included in the Annual Report and posted on the agency web site.

Procedures to Deal with Allegations of Code Violations:
Employees:
Employees have the responsibility to report violations of the Ethical Codes of Conduct. We strongly encourage the employee to inform their supervisor as the first option for reporting, unless the supervisor is directly involved in the misconduct.
The following circumstances may be considered:
• The employee has promptly reported his/her own violation.
• The employee cooperates fully in the investigation and correction of the violation.

Board:
Board members should report any suspected violation of the Code to the Board Chair who will discuss the matter with the CEO. The Board Chair will discuss the issue with the individual Board member and interview other appropriate parties. The issues and recommendations will be brought forth to the Executive Committee.

The community and people we serve trust Goodwill based on its long-established reputation and integrity. In order to maintain that trust, Goodwill Industries of the Chesapeake, Inc. commits to the principles and guidelines set forth in these ethical codes.