The Whistleblower Program (WBP) will stay in contact with the whistleblower as the concern moves through the program process, as outlined below.
Reporting a Concern
When a concern is reported to the Whistleblower Program (WBP), the person submitting it will receive confirmation that the report was received. This confirmation is sent within 30 days.
You may choose to report anonymously or with your name and contact information. If you report anonymously, you will not receive updates about the investigation.
Reports can be submitted in the following ways to the third-party whistleblower service provider (MNP LLP):
- Phone
- Via the portal
If you choose to use your name, your identify will only be shared on a need-to-know basis, when required to resolve the matter or when required by law. The investigator will take all reasonable steps to protect the identity of the person who made the report.
The WBP or the Hotline Service Provider will review the report, decide where it should be sent, and complete an initial assessment of the concern.
- Concerns about County administration will be sent to the Chief Administration Officer (CAO).
- Concerns involving the CAO will be sent to the Mayor or Deputy Mayor.
Assessment
Each concern is carefully reviewed to make sure it meets the WBP reporting requirements and includes enough information to move forward with an investigation.
The purpose of the initial assessment is not to decide whether the concern is true or false. Instead, it helps determine whether an investigation is needed, what level of investigation is appropriate, and how it should be handled, based on the information provided, risk, credibility, and jurisdiction.
After the assessment, the concern may be:
- Investigated internally,
- Investigated by an independent third party, or
- Closed if no further action is required.
No Further Action:
The CAO, Mayor, or Deputy Mayor may decide not to move forward with an investigation if:
- The concern has already been addressed through another policy, directive, or an employment or contract process.
- The concern would be better handled under a different policy, directive, or employment or contract process.
- The concern was not reported in good faith.
- The concern does not meet the definition of wrongdoing under the Whistleblower Program (WBP).
- The concern does not meet the WBP reporting requirements, including situations where the information provided makes a fair and effective investigation difficult.
- There is another valid reason not to investigate the concern.
If no investigation will take place, the CAO, Mayor, or Deputy Mayor will provide a written notice to the person who reported the concern.
The notice will explain:
- What the concern was about, and
- The outcome of the investigation, including the reasons for the decision.
This written notice will respect confidentiality as much as possible and will follow the law and principles of fairness.
Investigation
After a concern is assessed, it may be investigated internally or by an independent third‑party investigator.
If more than one report relates to the same concern or wrongdoing, a single investigation may be completed instead of separate investigations.
If needed, the investigator may recommend temporary or immediate actions to prevent further wrongdoing or retaliation while the investigation is ongoing.
At the end of the investigation, the investigator will prepare a final report.
The investigator will:
- Set clear goals, timelines, and resources for the investigation.
- Identify the documents, data, and people needed for the review.
- Share the investigation timeline with the involved parties, along with general information about the status and nature of the concern within 30 days.
- If the investigation takes longer than expected, all involved parties will be notified of the extended timeline.
During the investigation, the investigator will:
- Collect and review documents and evidence.
- Conduct interviews as needed.
- Maintain confidentiality throughout the process.
- Document all steps taken, evidence reviewed, and decisions made.
Reporting
The final report will summarize the findings and may include recommendations for corrective action. The allegations and findings will be shared with the appropriate people so they can take action and consider any recommended changes.
All information collected or shared during the investigation is used only to document the investigation, its results, and conclusions. This information is not shared with anyone unless it is directly related to the investigation or any corrective actions.
Investigation Concludes
After the investigation is complete, the Whistleblower Program (WBP) will confirm whether the concern was substantiated or unsubstantiated. All investigations are confidential, and sensitive or personal information is shared only on a need‑to‑know basis.
The CAO, Mayor, or Deputy Mayor will provide written notice to the person who reported the concern. This notice will explain the outcome of the investigation, the decision made, and the reasons for that decision.