Communications Policy

Communication is vitally important to the mission and vision of the Land and Energy Management Association of Canada (LEMAC). This policy ensures that LEMAC’s communication is consistent, coordinated, effectively managed, and responsive to the diverse needs of our members and stakeholders. This approach will help us provide timely, accurate, and high-quality information about our policies, programs, services, and initiatives.

The Communications Policy ensures we are visible, accessible, and accountable to our service members. Our communication initiatives will include a variety of communication methods and will engage members and stakeholders in meaningful two-way communication. LEMAC communication will always strive to enhance our organization’s profile and preserve the integrity and respect that our organization has established.

Effective procedures and processes will be established at all levels to standardize the format, recording, and archiving of all LEMAC communications and promote effective planning and evaluation at all communication levels. Training and support may be provided to assist volunteers and staff in developing better communication skills and abilities.

Media and Public Relations

This guideline aims to ensure that information about LEMAC is communicated consistently and reported accurately in the media and to the public in general. LEMAC’s goal is to present a favourable public image of the land asset management discipline that will enhance our ability to advocate and work on behalf of our members. LEMAC is responsive to requests for information from the media and the public and chooses to provide information proactively in response to formal and informal requests.

Only the LEMAC Executive Director or the President are authorized to speak to media representatives on behalf of the organization to provide accurate and timely information. The Executive Director or President may appoint a spokesperson on specific issues. Staff or volunteers will not speak to the media on the organization’s behalf without the Executive Director’s or the President’s prior authorization.

Communication with the public in general will take place at all levels within LEMAC. Individuals who communicate to the public on behalf of LEMAC will make every effort to ensure that the information they provide is accurate and, in instances of uncertainty, will refer the query to the Executive Director, President or Communications Specialist. LEMAC’s key messages, as outlined in the association’s authorized communications plan, will form the foundation and be the starting point for all communication. At all times, communication with the public, either verbally, written, electronically, or promotional materials, will comply with the Communications Policy.

Under no circumstances will the phone number or email address of any staff, volunteer or board member be given to the public without specific authorization from the individual.

Government Relations

This guideline provides a foundation for communicating with government bodies at the civic, provincial, and federal levels. Activities that involve planning, negotiating, partnering, or collaborating will be done in a fair and equitable manner. It is important that LEMAC maintain and nurture its long-standing relationship of trust and respect at all government levels. This will enable LEMAC to continue to become involved on the frontline of emerging issues and to facilitate collaboration between government bodies and other associations.

LEMAC representatives are available for consultation on various initiatives and topics and will make recommendations that benefit all stakeholders involved. However, LEMAC will not become involved in lobbying the government at any level.

The Government Relations Committee will be the key contact for authorizing and reviewing any news or articles written on government projects.

Staff or volunteers will not speak on behalf of the Government Relations portfolio without prior consent of the Government Relations Committee.

Internal Communications

Internal communication within LEMAC includes but is not limited to communication between the LEMAC staff, the LEMAC Board of Directors, LEMAC committees and the LEMAC membership. Internal communication will be respectful, open and collaborative while considering the confidential nature of specific matters. The responsibility to ensure adequate internal communication is a part of LEMAC’s day-to-day operations, and it lies with all individuals who initiate or participate in communication on behalf of LEMAC.

LEMAC is a customer service organization, both internally to its members and externally to its stakeholders. To facilitate effective and constructive communication that everyone understands, LEMAC will focus on using plain language to provide clear, consistent, objective, and easy-to-understand communication. In addition, communication will encourage two-way, participatory involvement that emphasizes inclusion and considers a range of thoughts and ideas. Feedback solicited through various means will be used to improve LEMAC’s overall functioning and operation.

LEMAC will create an effective internal communication network and develop strategies to encourage upward, downward and lateral involvement at all levels. Internal communication is managed through various vehicles, including the strategic plan, e-Bulletins, brochures, documentation and reports, meetings, meeting minutes, the website, social media and by telephone. Internal communication will be governed by the parameters in LEMAC’s Communications Policy, communication plans and communication procedures.

Internal communications never stop. It is a continuous interactive process. When information is necessary, we should always say it more than once.

Sponsorships, Partnerships and Advertising

LEMAC’s participation in sponsorship opportunities, partnerships, and advertising is essential to its promotion of LEMAC as an organization and its ability to undertake various initiatives on behalf of its membership. Before forming relationships with organizations, LEMAC evaluates each opportunity to ensure that the goals, standards, and contracting guidelines align with LEMAC’s vision and mission. In addition, each relationship will be assessed to ensure there is no conflict of interest, the relationship fits within LEMAC’s strategic direction, and value will be realized from the relationship.

LEMAC will always consider the message the relationship will communicate to the membership and our stakeholders. Every effort will be made to acknowledge the individuals involved in these relationships and strive for positive and productive opportunities that will benefit all participants.

LEMAC’s Executive Director will be consulted on any new initiatives and on questions that may arise regarding existing relationships to provide advice and direction.

Electronic Communication

Electronic communication through vehicles such as e-mail, the Internet, websites and social media provide opportunities for interactive, two-way communication and dramatically increases the response time for the distribution of information and for receiving feedback. Members and stakeholders who utilize these forms of communication must do so responsibly and respectfully to promote and maintain professionalism within LEMAC and with our stakeholders.

LEMAC will strive to standardize these vehicles’ look, feel, and operation to ensure ease of use, confidentiality, and compliance with the Communication Policy, procedures, and processes.

Copyright

“Copyright is a legal concept enacted by governments, giving the creator of an original work of authorship exclusive rights, usually for a limited time, after which the work enters the public domain. Generally, it is “the right to copy.” Still, it usually provides the author with other rights, such as the right to be credited for the work, to determine who may adapt the work to other forms, who may perform the work, who may financially benefit from it, and other related rights. It is an intellectual property form (like the patent, the trademark, and the trade secret) applicable to any expressible form of an idea or information that is substantive and discrete.”

(Wikipedia http://en.wikipedia.org/wiki/Copyrights)

All LEMAC communications shall comply with the Copyright Act as outlined on the Department of Justice Canada website. The owner of works subject to copyright shall be formally contacted for permissions, which shall be received in writing prior to the use of any material subject to copyright. Written permissions are to be forwarded to the LEMAC Executive Director for storage and archiving.

Individuals responsible for media communications within LEMAC shall take a conservative approach to the interpretation of the Copyright Act and make every reasonable effort to confirm the copyright status of the material to be used and diligently obtain permissions when required. Where permissions are not forthcoming, alternatives will be sought to revise the communication to avoid any infringement of copyright.

The LEMAC Executive Director, Board, and Communications Specialist can, at any time, withdraw a LEMAC media communication until any questions about copyright have been satisfied. Legal counsel may be consulted as required.

Privacy

LEMAC is committed to protecting the privacy and security of its member’s personal information obtained because of their relationship with LEMAC. The Privacy Policy explains the types of personal data that is collected, how it is used, and the steps that can be taken to ensure personal information is handled appropriately. The Privacy Policy applies to all member personal information in LEMAC’s possession, including personal information collected before the Policy’s enactment.

There may be circumstances where LEMAC may be under a legal duty to disclose personal information without member consent. Only information that is required by law will be disclosed.

Our policies and practices have been designed to comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and corresponding Provincial privacy acts.

All questions relating to the Privacy Policy should be directed to the Executive Director, who is also the designated Compliance Officer for LEMAC.

Privacy Policy