Official Spokesperson Policy

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 Bike Edmonton are approved by the organization.

Philosophy

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

Policy

1. The President of Bike Edmonton's Board of Directors and the Executive Director shall be Bike Edmonton's primary spokespeople and, when available, are responsible for making statements on behalf of Bike Edmonton, and handling media inquiries.
2. The President and staff of Bike Edmonton 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 and Executive Director are not available, the Vice-President shall assume spokesperson responsibilities until the President and Executive Director are once again available.
4. For anyone other than the President, Executive Director, or the Vice-President to officially speak on behalf of Bike Edmonton, they must be given written permission to do so by the President, the Executive Director, or the Vice-President (in the absence of the president), or by majority board approval. The staff of Bike Edmonton may delegate their responsibility to respond to communications of a sensitive nature. This permission may be revoked by the President, the Executive Director, 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 Bike Edmonton must include:

   a. The time-frame for which the spokesperson may represent Bike Edmonton (including both start and end dates).

   b. The topic(s) on which the spokesperson is able to represent Bike Edmonton.

   c. If applicable, the venue or event at which the spokesperson may represent Bike Edmonton.

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 Bike Edmonton.

• 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 Bike Edmonton 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 Bike Edmonton.

Exceptions

None.

Policy Approval Date & Review Date

Date Approved, Revisioned and Active Approved: November 14, 2009 Revised: June 12th, 2023 [1]

Date Expired Enter Date Information

Related Policies: Official Spokesperson Policy Position Statement Policy