OLD MASSETT VILLAGE COUNCIL Governance Policies COMMUNICATIONS POLICY Purpose: The purpose of this policy is to ensure that internal and external OMVC communications are well coordinated, effectively managed and responsive to the information needs of the membership. Communicating with OMVC members is a key function of the Old Massett Village Council, involving elected leaders and employees at all levels. This policy serves as a guide for Chief and Council, administrators and employees. The policy is administered by the Band Administrator in conjunction with Department Managers. Chief and Council and the administrative team are responsible for determining appropriate protocols for all internal and external communications. Policy Statement: It is the policy of the Old Massett Village Council to: Provide the membership with timely, clear and accurate information about Council’s priorities, policies, programs and services Consider members’ interests and concerns when establishing priorities, developing policies, and planning and delivering programs and services Ensure that Old Massett Village Council is identified in a clear and consistent way in communications, including signage, telephone, mail, print and multimedia materials, advertising and the internet Employ a variety of ways and means to communicate, and provide information in the most appropriate formats to accommodate diverse needs Deliver prompt, courteous and responsible communications that are sensitive to the needs and concerns of the public, and respect privacy and individual rights Use funds responsibly in all communication activities Keep OMVC employees informed about Old Massett Village Council priorities, policies, programs and services Respect the integrity and impartiality of the OMVC employees in keeping with the OMVC Employee Code of Ethics and Personal Conduct Ensure that all departments of the OMVC administration work collaboratively to achieve clear and effective communications with the membership Created June 2010 Due for Review June 2011 Approved by Council: ______________________________Date: ____________________ Communications Policy Chief and Council provide leadership in establishing the principles and overall themes of OMVC communications and are the principal spokespersons for Old Massett Village Council. They are supported in the delivery of these communications by the Band Administrator and staff. The OMVC Communications Policy provides guidance in the following areas: 1. Informing and Serving the Membership To assure quality service that meets the information needs of the members, Old Massett Village Council strives to ensure that: Trained and knowledgeable staff provide information services to the members Service is timely, courteous, fair, efficient and offered with respect A variety of new and traditional methods of communication are used to accommodate the needs of a diverse membership Programs and services are clearly listed and distributed to the members Information requests or inquiries from the members are responded to promptly 2. Listening to the Members Chief and Council are committed to consultation and provide opportunities for members to provide feedback and input on issues that concern them. 3. Communicating Clearly Information about policies, programs and services must be clear, relevant, accurate, easy to understand and useful. 4. Meeting Diverse Audience Needs Chief and Council and the administration ensure equitable access to information. Information is provided in the most appropriate format possible to meet the communications needs of the members. 5. Clearly Identifying OMVC Facilities and Programs To maintain a recognizable and unified corporate identity, clear and consistent signage will be used to identify all OMVC assets, programs and services, correspondence and publications. Page | 2 OMVC Governance Communications Policy 6. Delivering Coordinated Communications Communications is a shared responsibility that is coordinated within and across departments. Departments are expected to integrate communications priorities into their annual planning processes. Departments support Old Massett Village Council’s communications efforts by: Reflecting OMVC priorities, key themes and messages in communication plans and strategies Working collaboratively with one another to develop joint communication plans and strategies in areas of mutual interest Providing communication plans as part of proposals for new initiatives Coordinating communications efforts and announcements through the Band Administrator’s office Sharing materials and information on key programs to maintain awareness and support OMVC’s messages Using established templates and material formats 7. Communicating with Employees Effective internal communication is a shared management responsibility. The Band Administrator and the department managers will promote open and collaborative internal communications. Recognizing the importance of regular interaction, managers and supervisors are expected to communicate with employees openly and frequently. To support managers in this role, OMVC will provide training in supervisory competencies, including communications. To promote two-way communication, OMVC encourages regular interaction between employees and supervisors/managers. 8. Making Information Available Electronically Electronic communications, including the internet and e-mail, are tools for building and sustaining effective communication within the OMVC organization, with members and with other governments, agencies and partners. Electronic technologies help to provide information and services to the members and to facilitate interactive, two-way communication and feedback. They provide opportunities to connect with members wherever they reside. The Band Administrator and the Department Managers will ensure that electronic communications, including those via the internet, conform to OMVC policies and standards listed in the OMVC Administrative Policy Manual. Page | 3 OMVC Governance Communications Policy Communication technologies should serve to: Enhance member access to information, programs and services Achieve efficiencies in the preparation, accessibility and dissemination of information, while preserving its availability to members Foster interactive communications with members and facilitate public consultation in the development and delivery of policies, programs and services Improve service performance and/or integrate service delivery 9. Communicating through the Media Old Massett Village Council may approve a variety of communication tools to engage the media, including interviews, news conferences, background or technical briefings, and news releases. 10. Government Spokespersons The Chief and Councillors are the principal spokespersons for Old Massett Village Council and are supported in this role by the Band Administrator and senior administrative staff. 11. Communicating in Emergencies Effective communication is key in times of crisis or emergency. The OMVC Chief and Council and the Band Administrator’s priority is to communicate information that will protect the health, safety, security and property of the OMVC members. The goal is to ensure that members receive accurate, timely and relevant information to prevent, mitigate, respond to or recover from an emergency. The lead responsibility for public communication will be identified in the OMVC Emergency Response Plan. Page | 4 OMVC Governance Communications Policy