1. Purpose
HMPL is committed to maintaining the highest standards of honesty, integrity, and
accountability in its operations. This policy encourages the reporting of any suspected
illegal, unethical, or improper conduct and protects individuals from retaliation when
they do so in good faith.
2. Scope
This policy applies to:
Library employees
Volunteers
Board members
Contractors and vendors doing business with the library
3. Definitions
• Whistleblower – Any person covered by this policy who reports a concern in
good faith.
• Good Faith Report – A report based on reasonable belief that a violation has
occurred, is occurring, or is likely to occur.
• Retaliation – Any adverse action taken against a whistleblower because they
made a report, including dismissal, demotion, harassment, threats, or
discrimination.
4. Reportable Concerns
Concerns that should be reported include (but are not limited to):
Violations of laws, rules, or regulations
Fraud, theft, or misuse of public/library funds or property
Conflicts of interest not properly disclosed
Abuse of authority or position
Serious violations of library policies
Public safety hazards
Gross mismanagement
5. Reporting Procedures
a) Primary Reporting – Reports should be made to the Library Director or the
Board Chair.
b) Alternate Reporting – If the concern involves the Director or Board Chair, the
report should be made to the Vice Chair of the Board or the appropriate
municipal oversight authority.
c) Anonymous Reports – Reports may be made anonymously, but sufficient detail
must be provided to allow investigation.
d) Format – Reports can be made in writing, via email, or verbally. A dated, written
record will be created for verbal reports.
6. Investigation Process
a) The designated recipient will promptly acknowledge receipt (unless the report is
anonymous) and begin an impartial investigation.
b) The whistleblower will be informed of the general outcome, where appropriate
and lawful.
c) Findings will be reported to the Library Board or relevant municipal authorities
when necessary.
7. Protection from Retaliation
• Retaliation against anyone who, in good faith, reports a concern or participates in
an investigation is strictly prohibited.
• Any person who engages in retaliation will be subject to disciplinary action, up to
and including termination of employment or removal from the Board.
• This protection does not extend to individuals who knowingly make false or
malicious reports.
8. Confidentiality
• All reports and investigations will be handled with the highest possible
confidentiality consistent with the need to investigate and comply with applicable
law.
• The identity of the whistleblower will not be disclosed unless required by law.
9. False or Bad Faith Allegations
Making a report that the individual knows to be false or misleading is a serious
violation of this policy and may result in disciplinary action.
10. Policy Review
This policy will be reviewed at least every three years and updated as needed to
ensure compliance with laws and best practices.
Adopted by the Henderson Memorial Library Board of Trustees on: 08/12/2025
Board Chair Signature: ___________________________
Board Secretary Signature: ________________________