Internal Communications Policy

1. Authority

   This policy is in all respects subordinate to the articles of incorporation, by- laws and standing rules of the corporation.

2. General

   This policy is designed to facilitate good communication within the organization and encourage board members, volunteers, and staff to keep one another informed.

3. Responsibilities & Duties

   1. The Board President shall:
      1. Keep all other Board members informed of matters of importance and material developments in programs between board meetings.
      2. Act as point person for all communication with general members of the corporation other than routine requests.
      3. Keep the Executive Director informed in a timely fashion of any material developments or changes in policy of the board which may affect the operation of the corporation.
   2. The Executive Director shall:
      1. Contact Maintain regular contact withby the Board President by telephone on a daily basis (on weekdays) in order to check in and advise the Board President of regarding any material information of which impacts the operation of the corporation and should include an update to the which the Board President should be aware as it affects the operation of the corporation. If the Board President shall not be available at the time of the call is not available, then the Executive Director shall leave a message and the Board President shall be responsible for contacting the Executive Director.
      2. Ensure that copies of any press releases are both emailed to and hard copy placed in the internal mail slots of all directors. within three hours of release.
      3. Ensure that all relevant members of the organization are informed of developments which affect them and their role(s) in a timely fashion.
      4. Keep a written record of official engagements at which a representative of the corporation was present. The Executive Director and the Board President are the only representatives who are authorized to speak on behalf of the organization. Other Board members or staff persons may request authorization to speak on behalf of the organization, and may only do so when they have been given explicit authorization to do so by the Board President or Executive Director. together with a note of whether the representative spoke publicly.
      5. Send out to the Board, via email, a weekly calendar of forthcoming events at which it is anticipated that the organization may have a presence PROVIDED that where a board member shall not have access to email the calendar shall be faxed or a phone call made to the board member(s) in question.
   3. Committee Co-Chairs shall:
      1. Ensure that there are regular meetings of their committee.
      2. An annual calendar of their committee meetings for the forthcoming production cycle is given to the Production Manager by January 1 at the latest.
      3. Ensure that written minutes of all committee meetings are delivered to the Office within 7 days of the meeting.
      4. Ensure that the Production Manager is informed in a timely fashion of all material developments in relation to the work and responsibilities of their committee.
   4. Board Members shall:
      1. Communicate with the Board President on a regular basis and respond to all communications from the board president, other board members, staff and committee members in a timely fashion.
      2. Inform the Board President and Executive Director of matters of import to the organization of which they may become aware.
      3. Advise the Executive Director by 5 p.m. each Friday of events the following week which they plan to attend in some capacity relative to their membership of the Board of the organization.
   5. The Production Manager shall:
      1. Ensure that the Executive Director and, where appropriate, individual board members and other staff are kept informed in a timely fashion of the status of the committees in achieving their objectives.
   6. Staff shall:
      1. Ensure that each other are aware of all material developments in relation to their own work and responsibilities.
      2. Ensure that the Executive Director is kept fully briefed in relation to all aspects of their work program.
   7. Venue Managers shall:
      1. Ensure that the Executive Director is kept fully briefed in relation to all aspects of the program and preparations relative to their venue and provide written reports to the Executive Director on a monthly basis in good time prior to each monthly meeting of the Board.

Approved: by the Board 02.01.99