BusinessAdvocacy

Committee

2016-2017 Committee Handbook

Helping to shape policy on a local, provincial and federal level to ensure Medicine Hat & District is a healthy business environment conducive to fostering growth and prosperity for a wide range of

industries within our region.

Contents

I. About the Medicine Hat & District Chamber of Commerce

II. Chamber Policy Process

III. Business Advocacy Committee

IV. Business Advocacy Committee Chair(s)

Appendix 1 – Definitions Appendix 2 – Policy Development Criteria Appendix 3 – Policy Timeline Appendix 4 – Volunteer Code of Conduct Appendix 5 – Oath of Confidentiality

I. About the Medicine Hat & District Chamber of Commerce For more than 100 years the Medicine Hat & District Chamber of Commerce has been our City’s main business association representing the interests of the business community to all levels of government. The Chamber is a member-driven, volunteer-led organization created to provide leadership and advocacy for a healthy business environment and we believe that collectively, we can accomplish what no one business could do alone. All of our programs are developed to promote and strengthen our local economy and foster opportunities for growth within a wide range of industries. The Chamber works with business and government to develop and implement policies to ensure Medicine Hat & District provides an atmosphere that is conducive to business and sustainable community growth. Values

• Member Driven • Open Minded • Proactive • Results Oriented • Opportunity Driven • Ethical

The Chamber represents over 675 businesses locally, over 23,000 businesses provincially and over 200,000 businesses federally through our partnerships with the Alberta Chambers of Commerce and the Canadian Chamber of Commerce respectively. What does this mean for our community? It means that the Chamber is the largest and most influential business association in our country and that our policy efforts DO make a difference to our business climate. The Business Advocacy Committee largely contributes to the Chamber profile and effectiveness. Through our policy and advocacy approach we develop and advocate for new and innovative solutions to improve the business climate on behalf of our members. The Business Advocacy Committee provides opportunities for members to become involved in the organization by contributing to the Chamber’s policy development and advocacy efforts. If you are interested in making a difference within the business community the Business Advocacy Committee may be the right fit for you.

II. Chamber Policy Process Criteria Issues must:

• be of significance to the Chamber's membership; • be timely; • be specific and actionable, (can be impacted by the actions and initiatives of the Chamber and its partners); • have a direct relationship to the Chamber's vision, mission, values, goals and priorities; • be clear and understandable.

2.1. Environmental Scan and Issue Identification

Emerging policy issues are identified by an environmental scan, which is a constant process that involves but is not limited to member input, media monitoring, board input, annual surveys, input from partner organizations, strategic planning sessions and dialogue with government and business.

2.2. Initial Assessment and Prioritization

Identified issues are constantly assessed by board and staff for their relevance to the business interest. If a clear connection cannot be made to the business community, the issue is not addressed further. The issue may be monitored or referred to other organizations but the Chamber will not pursue policy development. The Chamber prioritizes and develops policy positions based on a number of factors including membership priorities, strategic opportunities such as government priorities or consultation, issue leadership to capitalize on expertise, and department resources.

2.3. Initial Research

In the event an issue does affect business, initial research is conducted. This initial research normally involves contacting the party who drew attention to the issue and determining the scope of business affected. The complexity of the issue is estimated and a review of the issue is conducted.

2.4. Secondary Assessment

The information gathered during initial research is discussed and the following criteria are used to determine if further policy work should be conducted and resources committed to significant policy research. The criteria include considerations such as:

• fit with Chamber priorities; • fit with existing Chamber policy; • fit with business principles; • scope of businesses affected; • evaluation as to partner activity; • Is the Chamber the best organization to take on this issue? • complexity of the issue; • What resources are required to research a policy solution? • the likelihood of success.

2.5. Policy Research and Drafting The creation of a policy document requires considerable research and consultation with involved members, stakeholders and identifying possible solutions. The solutions are assessed and collateral effects of each solution considered. The Chamber policy will be focused on the best solution for the business community. Development of policy positions is led by staff and supported ad hoc task forces and committees, as well as external subject matter experts. Often committee meetings are used to host experts to educate members and staff about policy issues and potential recommendations and solutions.

2.6 Policy Review & Board Approval Policy review is conducted by the policy committee and the Board of Directors. The policy is amended until it is approved or rejected by the Board of Directors. Policies approved by the Board are kept in the electronic policy binder and posted to the Chamber website. The approval of policies will be listed as a motion in the board minutes. The policy remains in effect until rescinded by the Board of Directors.

2.7 Advocacy

Once the policy is approved, Chamber Board and staff advocates that policy on behalf of the membership. The process of advocacy will depend on the specifics of a policy and will relate to:

• who the decision making authority is; • who the affected stakeholders are; • the publicity value of the policy; and, • partners in support of our position.

These factors are considered by staff and the policy included in Chamber communication activities. These activities include but are not limited to:

• meetings with stakeholders and decision makers; • media releases; • news articles; • letter writing; • public / member information sessions; • political candidate forums; and, • media appearances.

2.8. Monitoring and Impact Assessment

The Chamber’s effectiveness to move policy positions forward is constantly monitored through issue tracking and strategies are adjusted based on external feedback. Once the initial communication process is conducted the situation is evaluated. In particular the response from the decision-making authority is considered as compared to the scope of businesses affected. The Chamber must manage its time and advocacy efforts and so the Board of Directors determines priorities which will undergo active advocacy. The circumstances regarding policies are monitored and if circumstances change, active advocacy may be reinitiated. A policy will continue to be part of the Chamber's policy portfolio until success is achieved or the policy is rescinded by the Board of Directors.

2.9. Reactivates of Process

In order for the Chamber to meet the needs of its members in a dynamic global economy the process must be capable of adapting quickly to changing circumstances. The time period involved in many of these steps can be reduced to a very short turnaround. The time from environmental scan to board approval can be measured in days. Dependent on changing circumstances an inactive policy can move to active lobbying very quickly if circumstances warrant.

2.10. Lobbying

The active advocacy of an issue includes lobbying government to take particular action. The Provincial Lobbyists Act requires that someone who annually spends more than 100 hours of their time actually lobbying must register under the Act. The Medicine Hat & District Chamber of Commerce is a registered lobbyist. Lobbying by persons who are not employees of the Chamber falls under different sections of the Act and should be considered on an individual basis. It is essential that the Executive Director be informed of lobbying that takes place on behalf of the Chamber of Commerce.

Summary: The advocacy process is designed to identify issues of concern to the business community and allow for informed review and decision making by the Board of Directors. Once the Board has decided to adopt a policy the Chamber advocates for changes to be made.

III. Business Advocacy Committee Process for joining the Business Advocacy Committee The following guidelines must be met to be considered for the Business Advocacy Committee:

• The applicant must be a Chamber member in good standing; • The applicant can provide meaningful contribution to the committee; • The applicant should represent a beneficial skills/industry/expertise combination in order to contribute to the committee

and/or subcommittee(s); • Only one representative per organization is permitted on the committee.

The process for joining a Chamber committee is as follows:

1. The interested individual is encouraged to contact Chamber staff to review current committee openings. Staff will provide the individual with information and materials which should be reviewed. This will help to determine the committee of greatest interest or relevance to the applicant.

2. Applicants are then asked to send an email, expressing their interest in joining a particular committee, to the Chamber’s

committee coordinator. The following pieces of information should be included: a. The committee the individual would like to join; b. Brief summary of what the applicant thinks s/he can contribute to the committee; c. The business name with which the individuals membership is associated; d. A brief biography outlining the individuals work and volunteer experience; e. A statement that the individual has read and will adhere to the Chamber’s Volunteer Code of Conduct, as well

as a signed Oath of Confidentiality.

3. On receipt of each application the Chamber’s committee coordinator will undertake an initial review of the application in consultation with the Committee Chair to see if their skills and expertise align with the committee’s guidelines, goals and responsibilities.

4. Once these guidelines are met an invitation to join the committee will be issued by the committee coordinator, on behalf

of the Committee Chair, or by the Committee Chair. Process for departure from the Business Advocacy Committee A committee member can resign from their committee at any time. Members may also be removed from the committee, after review from the committee chair, should the member be underperforming or not able to provide meaningful contribution to the committee. Roles & Responsibilities

• Adheres to the spirit and intent of the Volunteer Code of Conduct and the Oath of Confidentiality; • Contributes and remains engaged in committee work; • Acts as a steward of the Chamber in the community; • RSVPs regrets or attends all regularly scheduled meetings

Time Commitment The Chamber’s Business Advocacy Committee meets once every other month, from September to June, on the first Wednesday of each month at 8:00 am. Committee meetings are typically between 1.5 and 2 hours in duration. In addition to contribution at committee meetings members may be asked to conduct research, provide input, meet with appropriate representatives and/or attend sub-committee meetings depending on their involvement with a certain policy topic. Volunteer hours with the Business Advocacy may reach, but should not exceed, 5 hours per month.

IV. Business Advocacy Committee Chair(s) The Committee Chair will be appointed by the President of the Chamber Board of Directors and ratified by the Chamber Board at its September meeting each year. The Business Advocacy Chair will be an elected Chamber Board member. The Committee Chair is responsible for the following:

• Works with Chamber staff to plan meeting agendas, including the overall implementation of the annual strategic direction and priorities set by the Board of Directors, and the guest speaker line-up;

• Presides over monthly committee meetings and ensures they are conducted professionally; • Motivates, leads and acts as the committee spokesperson at meetings; • Reviews meeting minutes for accuracy; • Represents the committee at the Chamber Board meetings, and external non-media events as opportunity and

availability permits; • Screens and assists with the recruitment of potential new members to the committee in collaboration with

Chamber policy staff; • Advises and provides expertise to Chamber policy staff on key issues related to the Committee; • Acts as a positive advocate for the Chamber in the community.

For the purposes of nomination, recommendation and ratification of appointments to the position of Business Advocacy Committee Chair, the Chamber of Commerce Board of Directors should consider and evaluate each candidate against a set of established criteria that includes, but is not limited to:

• Strong interpersonal and communications skills; • Demonstrated leadership and strong performance at the committee level; • Commitment to the overall Chamber vision and strategic plan; • Ability to be flexible and receptive to the changing business climate; • Demonstrated positive promotion of the Chamber; • Ability to delegate tasks and work cooperatively and effectively with Chamber staff; • Well connected to the business community; and • No apparent or actual conflicts of interest.

Appendix 1 – Definitions

Definitions

1.1. Advocacy Advocacy is a system of actions directed at changing attitudes, policies, positions, practices or programs in society. Advocacy refers to any activity that attempts to change mainly government policy, but also attitudes and perceptions within society.

1.2. Lobbying

Lobbying is a subset of advocacy that aims to influence specific legislation. Advocacy covers a much broader range of activities, which may or may not, include lobbying. Almost all social change has started with non-lobbying advocacy but ended with major lobbying efforts. Examples include the protection of women's rights and child labour laws. Each initially combined a broad spectrum of non-lobbying advocacy activities, with lobbying employed somewhat later to achieve the needed change.

1.3. Policy

Policy refers to the positions that define business issues and propose solutions. These policies are approved by the Chamber board and remain Chamber policy until amended or revoked by the Chamber Board of Directors. The majority of policy positions of the Chamber are available to the public. In very rare circumstances the Chamber board may create a policy in anticipation of events and those policies may not be made public unless the anticipated events materialize. Advocacy policy is distinctly separate from Chamber operational policies regarding the operation of the Chamber (harassment policies, privacy policies etc.)

1.4. Policy Development

The activity of developing policy generally involves problem definition, research, analysis, consultation and synthesis of information to produce recommendations. Chamber policy is designed to represent business interests and to that end the recommendations are largely outcome focused.

1.5. Consultation

Consultation refers to seeking input (i.e. advice, reactions, clarifications, etc.) during the policy development process. The amount of consultation will vary based on the policy and time available.

Appendix 2 – Policy Development Criteria Scope

• Specific, complete and relevant; • Reasonable and attainable; • Capable of being measured, assessed, or evaluated; and, • Of municipal, provincial, or national importance.

Basic Content Requirement

Policy title, preamble/executive summary, background, analysis and recommendations that accurately reflect the issue under consideration.

Factual account of the concern, issue or problem. Explain the context of the policy: Why is it an issue? How long has it been an issue? Who does it affect? Why is

the Chamber of Commerce the organization to bring this concern to? What are the arguments that would support a change to existing government policy? (e.g. Loss of new

investment, loss of jobs, etc.) Identify the stakeholders affected by the issue. What have they said? What have they done? Reference relevant research materials that support your arguments. Conjecture is not an acceptable approach

in policy development. Address any opposing points of view by other stakeholders when developing policy recommendations. (e.g. If

another organization has a sound, economic or scientific viewpoint that differs from the viewpoints being proposed in your policy, state that position and then defend your position with reasoned policy options.)

What is the specific course of action to be tendered to government? (e.g. Is the request clear? Is it clear who is expected to act on it and in what timeframe? Does it communicate what next steps should occur should the government fail to provide the desired response?)

Steps to Creating a Policy Resolution

1. Define the Issue – What is the problem or opportunity that needs to be addressed and what government action is required/desired?

2. Meet the six criteria: a) The issue is of municipal, provincial or national interest to the business community. b) The issue is current, timely and requires action. c) The policy resolution is complete, detailed and supported by factual information. d) The resolution deals with an issue that is under local, provincial or federal jurisdiction. e) The issue is important to community and business leaders within the affected region. f) The issue does not align one sector, industry or region against another.

Appendix 3 - Policy Timeline

• Business Advocacy Committee meetings are held once per month from September until June. • Municipal policy development and advocacy efforts are executed on a continuous and as-needed basis throughout the

year. • Alberta Chambers of Commerce policy committee teleconferences are participated in by staff on a monthly basis from

September to May. September

• Present CCC Policy Book to the Board for input and recommendations for co-sponsorship • Finalize CCC Policy matrix • Pre-meeting with CCC delegates to discuss policies and speaking notes • CCC Policy Conference

November

• Review provincial policies up for renewal, and determine those for renewal (policies stay on for 3 years) • Provincial Policy send out their timelines • Prepare AGM Agenda and Minutes for the 3rd Thursday of November

December

• Finalize provincial policies

January • Take policies to BAC • Submit provincial policies to the Board for approval at their January meeting

February

• Submit provincial policies to the ACC • Review federal policies up for renewal

April

• Finalize federal policies • Research provincial policy book to provide recommendations for co-sponsorship to the Board • Present ACC policy book to the Board for input and recommendations for co-sponsorship

May

• Submit federal policies to the Board for approval at their May meeting • Develop ACC policy matrix • Pre-meeting with ACC delegates to discuss policies and speaking notes • ACC Policy Conference

June

• Submission of CCC policies • Participate in CCC teleconferences to discuss submitted policies • Develop advocacy priorities for the next fiscal year

August

• Research federal policy book to provide recommendations for co-sponsorship to the Board • Participate in ACC – Prairie Caucus teleconferences to discuss the CCC proposed policy book • Develop CCC policy matrix

Appendix 4 – Volunteer Code of Conduct Objective The Medicine Hat & District Chamber of Commerce (herein referred to as ‘the Chamber’) values the contributions of all its volunteers. To support and enhance their experience, the Chamber has developed a Volunteer Code of Conduct based on the Canadian Code for Voluntary Involvement. All Chamber volunteers are required to read, honor and adhere to the Code, which reflects the mutually beneficial relationship between volunteers, staff members and the Chamber itself. While the Code does not cover the full spectrum of volunteer activities, it is indicative of the Chamber's commitment to maintain high standards of ethical conduct. It describes the behavior expected from volunteers in all circumstances, and is to be regarded as descriptive of minimum standards. A statement of adherence after review of all three sections needs to be submitted to the Chamber of Commerce as part of a member's application to join a committee. Basic Requirements & Responsibilities of Committee Volunteers

• Be a Chamber member in good standing. • Contribute during committee discussions. • Inform the committee Chair and staff in advance of potential conflicts of interest, or as issues arise, and if

appropriate, recuse themselves from committee meeting discussion items where a potential conflict of interest exists, or where their private interests may affect their judgment in acting on behalf of the Chamber.

Preamble The Volunteer Code of Conduct is a statement of the essential principles that govern the conduct of members of the Chamber's committees. Participants will, at all times, conduct themselves in a manner that serves the best interests of the Chamber, and in acting as a representative, or 'ambassador' of the Chamber, act in a manner that enhances the Chamber's reputation for honesty, integrity, objectivity, fairness, and reliability. In this regard, the Chamber and its committee members must not only conduct, but be seen to conduct, business in accordance with high ethical standards. Fundamental Principles

1. Definition of a Volunteer

The Medicine Hat & District Chamber, its staff, and its volunteers acknowledge that a "volunteer" is anyone who gives freely of his/her time, talents, skills and energy with no expectation of monetary compensation. A "volunteer" must be officially recognized, a member of the Medicine Hat & District Chamber, and submit the Volunteer Code Acceptance document prior to performance of any task on behalf of the Chamber.

2. Rights & Responsibilities Volunteers have the right to: • be given meaningful assignments; • be treated equitably; • receive effective and ongoing guidance; • full involvement as members of the organization; • ongoing support and recognition for their contribution to the Chamber; and,

• communicate concerns and suggestions to the Chamber.

In return, volunteers agree to: • actively perform their duties to the best of their abilities; • be accountable to the Chamber; • conduct themselves in a manner that reflects positively on the Chamber; and, • remain faithful to the ideals, policies and procedures of the organization.

3. Compliance with Laws The Chamber, its staff, and its volunteers shall conduct business in accordance with all applicable legislation, including without limitation, the following: Personal Information Protection Act: Rules and regulations to govern the collection, use and disclosure of personal information in a manner that balances privacy concerns of individuals with needs of organizations to collect, use and disclose personal information for purposes that are reasonable and in alignment with the original collection purpose. Human Rights, Citizenship and Multiculturalism Act: Requires the delivery of a harassment free workplace where all persons are equal without regard to race, creed, color, place of origin, ethnic origin, ancestry, citizenship, political or religious affiliation, gender, sexual orientation, age, marital status, family relationship, economic status, identity, or disability. Competition Act: Requires that individuals shall not engage in any discussion that could have the effect of influencing prices, supply or markets. 4. Confidentiality

The Chamber, its staff, and its volunteers are responsible for maintaining the confidentiality of all proprietary or privileged information to which they are exposed. This applies to the dissemination of information both within and outside the Chamber. Staff, volunteers and committee members are required to sign an Oath of Confidentiality prior to working for/with the Chamber. 5. Copyright/Ownership Materials produced by volunteers for the Chamber that include the name, or portion thereof, of the Medicine Hat & District Chamber of Commerce and/or include the Chamber's logo, including but not limited to graphic materials, web page designs, narratives, research, and compilations, become the property of the Chamber upon submission. Joint ownership will be discussed on a case-by-case basis. 6. Volunteer/Staff Relations The Chamber, its staff, and its volunteers are committed to providing an environment that respects all aspects of diversity and is free of any form of discrimination or harassment. The Chamber defines harassment as any unwelcome or unsolicited behavior, either explicit or implicit that, on reasonable grounds, and by its nature has the effect of or is intended to: • interfere with volunteer and staff performance at the Chamber or with the Chamber's work performance; • create an intimidating, offensive, or hostile environment at the Chamber;

• result in adverse consequences or economic detriment to other volunteers or Chamber employees;

Sexual harassment is defined as any unwelcome, unsolicited physical or verbal behavior of a sexual nature that, on reasonable grounds, creates a hostile work environment or prevents a person from performing work. Such behavior may include, but is not limited to: • requests for sexual favors; • unwelcome remarks; • physical contact such as patting, pinching, touching; • display of offensive, demeaning objects, pictures or jokes.

Harassment is considered to have taken place if a person knows or ought to reasonably have known the behavior is unwelcome, offensive or intimidating. It includes, but is not limited to: • embarrassing, suggestive or threatening language; • unwelcome physical contact and/or persistent invitations or requests; • displays of pornographic, racist, sexist, or other derogatory materials; • persistent and unwelcome remarks pertaining to a person's body, attire, age, gender, marital or family status,

disability, race, color, sexual orientation, national or ethnic origin or religion; • sexual harassment; • verbal threats and abuse, taunting or teasing,

7. Conflict of Interest The Chamber, its staff, and volunteers must act honestly, in good faith, and in the best interest of the Chamber. In particular, volunteers and staff should identify when they may be in an actual or perceived conflict and refrain from participation in any decision (vote) on such matter. 8. Safety The Chamber, its staff, and its volunteers are committed to providing a safe work and volunteer environment. 9. Complaint Procedure In the event that a volunteer would like to address a complaint towards a fellow volunteer, a fellow member, or a Chamber staff member, the following approach should be used to address the complaint based on the situation and the volunteer's comfort level: a) Discuss the situation with the individual with whom there is an issue. b) Discuss the situation with the Committee Chairperson or the staff liaison. c) Discuss the situation with the appropriate Chamber Director. d) Present the Committee Chairperson, staff liaison or Chamber Director with a written description of the

situation and, if applicable, desired solution.

10. Compliance In the event that a volunteer is unable to fulfill his or her commitments as outlined in the committee roles and responsibilities, a conversation between the volunteer and the Committee Chair and/or the staff liaison and/or the appropriate Chamber staff member will take place.

Grounds for severing the volunteer relationship may include, but are not limited to, gross misconduct; theft of property or misuse of agency materials; abuse or mistreatment of clients, staff, or volunteers; failure to abide by Chamber policies and procedures; knowingly failing to adhere to the Code; and/or failing to perform assigned duties.

Code of Conduct 1. Committee members shall respect and support the Chamber's by-laws, policies, Code of Conduct, and the

decisions of the Board and staff. 2. The Chamber and its committee members will conduct all business in compliance with all applicable laws,

regulations and legal requirements. 3. Committee members shall exercise their responsibilities honestly and in good faith, as representatives of the

Medicine Hat & District Chamber of Commerce at large. They shall do so with due diligence, in a reasonable and prudent manner, and without prejudice to personal or professional interests of involvements.

4. At all times, committee members will represent loyalty to the best interest of the Chamber and its members, and shall not use their position to obtain benefits for themselves, their company, clients, third parties, or family members.

5. Committee members will honor the confidentiality of all committee discussions and presentations, or any other matter identified by the committee Chair as a matter of confidence. This duty remains after a member has left the committee, and extends to information or knowledge that has been acquired as a participant in a committee that may be of value to competitors, or damaging to the Chamber if improperly disclosed.

6. The Chamber will neither practice nor tolerate discrimination or harassment against any staff member or volunteer on the grounds of race, gender, sexual orientation, age, marital status, family relationship, economic status, identity or disability.

Appendix 5 – Oath of Confidentiality

CONFIDENTIALITY AGREEMENT

The Medicine Hat Chamber of Commerce (“Chamber”) recognizes the importance of Member and Employee (“individual”) confidentiality as more particularly described in the Personal Information Protection Act, (“The Act”). Any information provided to Staff/Directors/committee members or other volunteers of the Chamber including its members and employees must be kept confidential and the collection, use or disclosure of this information shall be only in accordance with Individual’s instructions or “The Act”. Any breach of confidentiality will be dealt with immediately and appropriately. As an Employee/Director/committee member or volunteer of the Chamber, I acknowledge the importance of the Individual’s confidentiality and shall:

(a) Ensure only sufficient Personal Information and/or Business Information of Individuals is obtained or collected to complete our services for the Individual.

(b) Ensure that the Individual’s Personal Information and/or Business Information is used and stored for

purposes necessary to our services performed and as authorized. (c) Ensure that where disclosure of Personal Information/and/or Business Information is given as above

noted, it shall be forwarded or duplicated to the correct parties intended, using specific information provided, such as correct fax number, e-mail address, postal address and similar.

(d) Not disclose, publish or otherwise disseminate Confidential Information of an Individual to anyone

other than Staff/Directors/committee members or other volunteers of the Chamber and as may be allowed by the Act or the Individual.

I acknowledge that I understand the above and agree to abide with this policy during my service to the Chamber and thereafter. Signed: ___________________________________________Date: ___________________________ Name: ____________________________________________ Date Approved: December 15, 2010 Date Reviewed/Revised: December 15, 2010