Policies & Ethics
The Clara White Mission maintains written policies to ensure ethical conduct, legal compliance, and accountability.
Organizational Policies
Conflict of Interest Policy.
All covered persons must disclose in writing any actual or potential conflicts of interest annually and as they arise. Disclosure must occur prior to Board or committee consideration of any matter in which a conflict may exist. The purpose of this Conflict of Interest Policy is to protect the interests of the Clara White Mission when it is contemplating entering into a transaction or arrangement that might benefit the private interest of a Board member, officer, key employee, or committee member.
A conflict of interest arises when a covered person has a direct or indirect financial, personal, or professional interest that could influence—or appear to influence—decision-making on behalf of the Clara White Mission. All covered persons must disclose in writing any actual or potential conflicts of interest annually and as they arise. Disclosure must occur prior to Board or committee consideration of any matter in which a conflict may exist. Failure to disclose a conflict may result in corrective action, including removal from position, as determined by the Board.
Procedures
The interested person must disclose the conflict and leave the room during discussion and voting. The remaining Board or committee members will determine whether a conflict exists. If a conflict is confirmed, the Board may: Approve the transaction if it is fair, reasonable, and in the best interest of the Mission; or Reject or modify the transaction.
Records of Proceedings
Minutes of meetings shall document: The nature of the conflict, The names of persons present for discussion and voting. The final decision.
Annual Statements
Each board member shall sign an annual statement affirming: Receipt and understanding of this policy, and agreement to comply.
Violations
Failure to disclose a conflict may result in corrective action, including removal from position, as determined by the Board.
Whistleblower Policy
The Clara White Mission is committed to lawful, ethical, and transparent operations. This Whistleblower Policy encourages individuals to report suspected misconduct without fear of retaliation. This policy applies to: Employees, Volunteers, Board members, Contractors and Partners, Reportable Concerns. Reportable activities include: Financial misconduct or fraud, Violations of laws or regulations, Abuse of authority, Conflicts of interest, Unsafe or unethical practices. Reporting Procedure: Reports may be made in writing to the President & CEO, Directly to the Board Chair and or Governance Committee, through an anonymous reporting method if available. Confidentiality: All reports will be handled confidentially to the extent possible, consistent with the need to conduct a fair investigation. No Retaliation.
The Clara White Mission strictly prohibits retaliation against any individual who, in good faith, reports a concern or participates in an investigation. Investigation & Response: All reports will be promptly reviewed. The Board or its designee will determine appropriate action, which may include corrective measures or referral to legal authorities.
Document Retention & Destruction Policy
This policy establishes guidelines for the retention and destruction of records to ensure compliance with legal, regulatory, and operational requirements. Records shall be retained for the period required by law or operational necessity. Records shall be disposed of securely when no longer required. Destruction of records is suspended during audits, investigations, or litigation. Records shall be destroyed in a manner that protects confidentiality, including shredding of paper documents and permanent deletion of electronic files. The President & CEO, in coordination with the Board, is responsible for implementing and monitoring compliance with this policy. Record Retention Schedule (Summary) Record Type Retention Period, IRS Form 990-Permanent, Audited Financial Statements-Permanent, Board Minutes-Permanent, Articles of Incorporation & Bylaws-Permanent, Tax Records-7 years, Grant Agreements -7 years, Payroll Records-7 years, Personnel Files-7 years after separation, Contracts-7 years after expiration, and Secure Destruction.