Official Spokesperson Policy

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Policy (Political): Official Spokesperson

This policy is effective as of November 14, 2009.

Purpose

This policy is designed to ensure that all communications that occur on behalf of the EBC are approved by the organization.

Philosophy

This policy will help to promote the EBC as a single "voice" characterized by consistent, knowledgeable, fair, and professional statements. By restricting communication privileges to specific individuals, the EBC will ensure that all statements are made by a person with the skills and knowledge necessary to effectively communicate on the EBC's behalf. By providing effective and knowledgeable information, the EBC will better be able to achieve its goals. Conversely, this policy will restrict the potential for ineffective, inappropriate, incorrect, or misguided information being disseminated on behalf of the EBC. In doing so, the EBC will be better able to address issues of liability, which will thereby ensure the maintenance of financial security and the EBC’s good reputation in the Edmonton area.

Policy

  1. The President of the EBC's Board of Directors shall be the EBC's primary spokesperson and, when available, is responsible for making statements on behalf of the EBC, and handling media inquiries.
  2. The President and staff of the EBC will share responsibility in dealing with outgoing communications of a sensitive nature. This specifically includes email inquiries, however may include any medium in which the communication has been received.
  3. If the President is not available, the Vice-President shall assume spokesperson responsibilities until the President is once again available.
  4. For anyone other than the President or the Vice-President to officially speak on behalf of the EBC, he/she must be given written permission to do so by the President, the Vice-President (in the absence of the president), or by majority board approval. The staff of EBC may delegate their responsibility to respond to communications of a sensitive nature. This permission may be revoked by the President, the Vice-President (in the absence of the president), or by majority board approval, with written notice to follow.
  5. Written permission to speak on behalf of the EBC must include:
    a. The time-frame for which the spokesperson may represent the EBC (including both start and end dates).
    b. The topic(s) on which the spokesperson is able to represent the EBC.
    c. If applicable, the venue or event at which the spokesperson may represent the EBC.
  6. All written documents must be stored according to Policy (Operational): Document Storage.

Definitions

  • A spokesperson is any person who issues statements on behalf of the EBC.
  • A statement can include, but is not limited to: advice, concern, advocacy, intent, statistics/figures, financial information, etc..
  • sensitive nature will include any communication received by the EBC that requires tact; and political, cultural, age, or gender awareness in an official response from our organization.

Scope

This policy applies to all members of the EBC.

Exceptions

None.

Implementation and Monitoring