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CONFIDENTIALITY POLICY |
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Confidentiality PolicyConfidentiality Policy
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PURPOSE OF THE POLICY
The purpose of this policy of The Morton Community Foundation (referred to as the "Foundation" in the following sections of this policy) is to guide the actions of the Board of Trustees, the Executive Director and such committee members and staff who may serve the Foundation regarding the confidentiality of information which they access in the conduct of their Foundation roles and responsibilities. The nature of the Foundation?s role in the community results in the acquisition of extensive information that is considered to be privileged. Much information is shared with the Foundation because of its reputation for trust and its ability to make fair decisions. To safeguard the Foundation's integrity as a responsible decision-maker, to protect its capacity to gather data necessary to make those decisions and to enable the Foundation responsibly to carry out its important duties in the community, the Foundation subscribes to the policy on confidentiality set forth below.
POLICY:
The Morton Community Foundation Board of Trustee members, Officers, Committee members, and staff shall not engage in private discussion of or otherwise disclose to third-parties information regarding Foundation matters (except when engaged in the conduct of the proper business of the Foundation). All information that is not a matter of public record, or not otherwise authorized by the appropriate authority (i.e., the Board, a Committee of the Board, the President of the Board of Trustees or the Executive Director) to be disclosed as public, shall be considered confidential. In furtherance, and not in limitation of this policy, the following shall apply:
- The positions or statements of individual Board, Committee members, Officers or Foundation staff shall not be discussed outside of official Foundation meetings and processes. Likewise, the decisions of the Board, Committees, Officers or the staff of the Foundation shall not be disclosed without appropriate authorization.
- Content of Foundation business, including documents, reports, records, data, minutes or analysis of such materials performed by the Foundation, should not be discussed or shared outside of official meetings and processes. This includes information regarding donors, donations, pending grants, investments, contracts and agreements entered into by the Foundation, financial information and business records of the Foundation and the like.
- All of the material provided to Trustees, Officers, Committee members and staff about an organization as part of the grant making process, and all discussion that takes place as part of the grant making process, whether an individual conversation with the representative of the grantee or Committee member, or the discussion at a Committee meeting, is confidential.
- All Trustees, Officers, Committee members and staff of the Foundation will acknowledge annually that they have read, understand and agree to comply with this policy. The file of such acknowledgements will be maintained by the Secretary of the Board of Trustees.
- If you have any questions about what is or is not appropriate to discuss outside of the Foundation or wish to seek permission to make a public disclosure of information that is otherwise confidential, please talk with the President or Secretary of the Board of Trustees.
ADOPTION:
This policy has been adopted by the Morton Community Foundation Board of Trustees at its meeting on February 8, 2008.
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