Official Spokesperson Policy: Difference between revisions
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==Policy== | ==Policy== | ||
#The President of | #The President of Bike Edmonton's Board of Directors shall be Bike Edmonton's primary spokesperson and, when available, is responsible for making statements on behalf of Bike Edmonton, and handling media inquiries. | ||
#The President and staff of | #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. | ||
#If the President is not available, the Vice-President shall assume spokesperson responsibilities until the President is once again available. | #If the President is not available, the Vice-President shall assume spokesperson responsibilities until the President is once again available. | ||
#For anyone other than the President or the Vice-President to officially speak on behalf of | #For anyone other than the President 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 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 Vice-President (in the absence of the president), or by majority board approval, with written notice to follow. | ||
#Written permission to speak on behalf of | #Written permission to speak on behalf of Bike Edmonton must include: | ||
#:a. The time-frame for which the spokesperson may represent | #: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 | #: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 | #:c. If applicable, the venue or event at which the spokesperson may represent Bike Edmonton. | ||
#All written documents must be stored according to [[Document Storage Policy|''Policy (Operational): Document Storage'']]. | #All written documents must be stored according to [[Document Storage Policy|''Policy (Operational): Document Storage'']]. | ||
Revision as of 18:38, 29 May 2023
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
- The President of Bike Edmonton's Board of Directors shall be Bike Edmonton's primary spokesperson and, when available, is responsible for making statements on behalf of Bike Edmonton, and handling media inquiries.
- 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.
- If the President is not available, the Vice-President shall assume spokesperson responsibilities until the President is once again available.
- For anyone other than the President 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 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 Vice-President (in the absence of the president), or by majority board approval, with written notice to follow.
- 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.
- 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.