Volunteer Policies

Code of Conduct

• Support the mission, goals and efforts of Independent Animal Rescue, Inc. (IAR) with a positive, cooperative attitude. Promote goodwill by handling contacts with volunteers and others in a spirit of respect, courtesy and cooperation.
• Approach volunteerism with responsibility and professionalism.
• Treat all animals with kindness and respect.
• Exercise caution and common sense when interacting with IAR foster, feral and community-owned animals.
• Be responsive, courteous and timely in all IAR related communications.
• Provide appropriate notice of unavoidable absences or lateness.
• Maintain thorough and accurate records of medical care, adoptions and other information relating to the care of animals entrusted to your care by IAR.
• Maintain and safeguard the confidentiality of all IAR business, donor, volunteer and animal records, credit and financial information and/or any information relating to the operation of IAR that is not readily available to the general public.
• Follow IAR procedures and observe all safety precautions in the performance of volunteer duties. Avoid engagement in any conduct that is, or could be perceived to be, a conflict of interest.
• Ensure that IAR’s supplies and assets are protected from damage and theft.

Volunteer Dismissal Policy

Independent Animal Rescue is a 100% volunteer run and directed organization. IAR expects all volunteers to be responsible and accountable. All volunteers deserve to be part of a work environment that values good performance and addresses problematic situations. Based on our commitment to providing the best care possible to the animals and communities we serve, IAR reserves the right to terminate a volunteer’s involvement with our organization when the actions (or non-actions) of a volunteer jeopardize the safety of an animal, adversely affect other volunteers or negatively affect the sustainability or reputation of the organization. All volunteer roles are important to the mission of the organization, and if the job isn't getting done or if a volunteer is lowering the morale of the other volunteers, we have a responsibility to correct the situation.

Our goal is to give all IAR volunteers the opportunity to succeed and be effective. Dismissal of a volunteer will occur only as a last resort. With the exception of a severe infraction, guidance will be given to volunteers who are at risk for dismissal with the hope that the volunteer may continue to help us achieve our mission.

Grounds for immediate volunteer dismissal include, but are not limited to, the following:

• Animal abuse, cruelty or neglect
• Physical violence or threats of physical violence
• Illegal or unsafe acts
• Gross misconduct
• Theft of property or misuse of IAR funds, equipment or materials

Conflict of Interest

A conflict of interest occurs when an employee, director/officer or volunteer under a primary obligation (hereinafter an “obligated individual”) to promote the interests of Independent Animal Rescue acts to promote a competing interest instead. Obligated individuals include all IAR volunteers, directors and officers. Undisclosed or unresolved conflicts of interest are a breach of your obligation to act in the best interests of IAR and not to work to its detriment.

All conflicts of interest must be disclosed to the Board of Directors. After disclosure is made, the obligated individual with a conflicting interest must not participate in judging the merits of that interest. That is, the obligated individual must abstain from voting on, or recommending a course of action with respect to, the situation giving rise to the conflict. When these are done, the conflict of interest has been properly discharged.

IAR strongly encourages all obligated individuals to prevent conflicts of interest where possible.

• Obligated individuals should refuse to enter into self-dealing relationships with IAR as a vendor.
• Obligated individuals should avoid direct or indirect financial conflicts. An obligated individual has a financial interest if he or she has, directly or indirectly, through business, investment, or family, an ownership or investment interest, or potential ownership or investment interest, in any entity with which IAR has a transaction or arrangement.
• Obligated individuals should not accept direct or indirect remuneration, or substantial gifts or favors from vendors.
• Obligated individuals should refrain from any involvement with any potential or actual grant recipient in which the obligated individual has an economic interest.

Whistleblower Protection

Independent Animal Rescue is committed to providing the best possible environment for its volunteers, directors and officers. Part of this commitment is encouraging an open and frank atmosphere in which any problem, complaint, suggestion or question receives a timely response. In that spirit, volunteers should report any violations of laws, rules or regulations, gross mismanagement, gross waste of funds, inappropriateness within the Organization’s financial management, abuse of authority and any substantial specific danger to public health of safety.

Volunteers are encouraged to report any activities that they believe to be illegal or improper directly to the President or Board of Directors and are protected against retaliatory actions resulting from reporting unethical or illegal conduct. Any volunteer who feels that adverse actions has been taken toward him or her due to a report of improper activity should notify the Board of Directors as soon as possible.

Policy on Retention of Records Relevant to Audits and Reviews

Retention of Records Relevant to Audits and Reviews: The Sarbanes-Oxley Act of 2002 (hereinafter “the Act”) addresses the destruction of litigation-related documents. The law makes it a crime to alter, cover up, falsify, or destroy any documents (or persuade someone else to do so) to prevent its use in an official proceeding (e.g. federal investigation, financial audit, or bankruptcy proceedings.) This includes retention of records relevant to audits or reviews of companies’ financial statements, including work papers and other documents that form the basis of the audit or review, and memoranda, correspondence, communications, other documents and records (including electronic and voicemail records) which are created, sent or received related to the audit or review that contain conclusions, opinions, analyses or financial data.

The Act turns intentional document destruction into a process that must be monitored, justified and carefully administered. The Act requires that these records, as described above, be retained for a minimum of seven years after the auditor concludes the audit or review of the financial statements. In addition, if an official investigation is underway or even suspected, management must stop any and all document purging in order to avoid criminal obstruction charges.

It is the responsibility of all board members to ensure that all employees, team leaders and volunteers under their supervision/guidance, are aware of, and comply with, these requirements.