Vaughan pilot project reveals staff misconduct
Of 35 complaints from staff over two years, nine were “substantiated.”

TheStar.com
June 9, 2016
Noor Javed

A two-year pilot project that allowed employees in the City of Vaughan to anonymously report staff misconduct and unethical behaviour led to 35 complaints — a quarter of which were verified, according to an internal audit conducted at the city.

But the report also found that despite the anonymity granted by the anonymous reporting system, many employees said they were still reluctant to speak up for fear their anonymity “may be compromised or their report will not be kept confidential.”

Over 90 per cent of Vaughan staff chose to stay anonymous, much higher than the average of 60 per cent in other municipalities, the report says.

“The preference for anonymity illustrates that without access to an Anonymous Reporting System, there is increased risk that staff may not report unethical workplace behaviour,” wrote Kevin Shapiro, the director for internal audit, in a report to the finance committee.

“This increases the risk that any unethical practices that may be occurring may not be detected,” he said.

Of the 35 complaints over two years, five cases related to business integrity including conflict of interest and contracts; nineteen cases were related to human resources issues such as hiring irregularities, discrimination, harassment and favouritism; eight cases related to the misuse or misappropriation of corporate assets including theft and time abuse; one related to financial misconduct; and one related to environment, health and safety.

Shapiro said nine of the complaints were “substantiated,” though it wasn’t clear which ones. He would not comment if any of the complaints led to terminations or reprimand.

Shapiro said not all “substantiated reports reflect unethical conduct,” but could reflect the absence of a policy. He also said that an “unsubstantiated report does not necessarily mean that the report was without merit” but could simply mean there was insufficient detail or evidence.

The City of Vaughan has been working to improve morale, transparency and accountability within the organization. In June 2013, an internal report on corporate governance suggested work was needed to improve accountability and the pilot project was suggested.

Mayor Maurizio Bevilacqua said in a statement that “trust and accountability are key priorities at the city.”

The report suggests there is more work to be done.

“The city will begin to develop formal policies, procedures and training programs while furthering education and communication efforts to increase employee confidence in the anonymous reporting system,” said Shapiro in an interview.

Council approved the report’s recommendations to continue the program for staff.