Mapoon Aboriginal Shire Council

Corporate Communication Policy

Head of Power

Local Government Act 1993

Objective

To determine the objectives of the Councils internal and external communication and to establish a process for preparing and maintaining a communication plan.

Definitions/Application

Definitions

Application

This policy applies to all internal and external communications of the Council including:

·         Correspondence inwards and outwards

·         Telephone communication

·         Email

·         Internet

·         Intranet

·         Media contact including Press Releases

·         Direct discussion by staff or Councillors with external persons

·         Representation and speaking at official functions.

·         Public speaking engagements

Policy Statement

Context

The Council’s Communication Policy is an integral element in the Council’s planning and performance framework.

The Communications Policy is an essential element of the Council’s Governance.  It is linked to all other significant communication plans and documents for the Council, such as the Corporate Plan, Business Plans, Budgets, Performance Reports, Risk Management Plan, and its Business Continuity and Succession Plan.

The Council’s Communication Policy is intended to ensure that –

(a)                important information external to the Council is promptly received, considered, and communicated to the Council’s internal stakeholders,

(b)               important internal information is promptly identified, considered, and communicated to the Council’s internal stakeholders,

(c)                important internal information is promptly identified, considered, and communicated to the Council’s external stakeholders.

The Council’s Stakeholders

The Council’s stakeholders are –

Internal stakeholders:

·                     The Councillors

·                     The Chief Executive Officer

·                     The Directors and Managers

·                     All other employees

·                     Consultants and Contractors acting on behalf of the Council

External stakeholders:

·                     Residents of the Council area

·                     Visitors to the area

·                     Other local governments

·                     State and Federal governments

·                     Regulatory authorities

·                     Funding authorities

·                     Businesses the Council deals with

Communication Plan

The Council shall prepare and maintain a Communication Plan

Hierarchy of the Council’s Management Plans

For the Council’s Communication Policy to be effective, it is essential that the supporting management Plans are consistent with the Communication Plan.

Responsibilities for Council Communication Policy and Plan

The Councillors are responsible for the development and maintenance of the Council’s Communication Policy. The CEO prepares the Communication Plan for consideration and approval by the Council.

Purpose of the Council Communication Policy & Plan

The overall purpose of the Council Communication Policy & Plan is –

·                     to promote an awareness, externally and internally, of the Mission of the Council, and how the Council is structured to provide its services to its various external and internal stakeholders,

·                     to encourage continuous improvement in the performance of the Council, and to promote a better understanding of the Council’s achievements,

·                     to encourage the timely and effective internal and external communication of relevant and useful information to stakeholders.

Objectives of the Council Communication Policy & Plan

1.                   To ensure all stakeholders receive relevant external and internal information and messages –

·         which are timely

·         which help them to perform their roles

·         which help them to anticipate and understand the impact of externally or internally generated changes at the Council

·         which help them to understand how their roles contribute to the purpose and direction of the Council –

                                                               i.      when they are first involved with the Council

                                                             ii.      when a new Council Business Plan is introduced

                                                            iii.      when there is a change in their roles

·         from Council people in positions of leadership and influence

·         through communication channels to which they have easy and timely access

·         which maintain a feeling of belonging and trust in the Council

2.                   To ensure all stakeholders can research and access more information on the Council if they choose to do so, via easily accessible channels, which help them to develop their knowledge, skills and experience to perform their roles.

3.                   To ensure all stakeholders have easy access to the Council’s policies and procedures which allow them to give feedback to the Council on issues which are important to them and the Council, and enable them

·         to feel confident to give feedback to the Council and ask questions

·         to receive acknowledgement from the Council of their feedback

·         where appropriate, to see action taken by the Council as a result of their feedback.

4.                   To ensure all stakeholders send information and messages, externally and internally, which are timely, relevant, reliable, consistent, understandable and useful.

Communications Channels

The channels of communication, or the method or process by which information may be communicated internally and externally to the Council, may include –

·         Verbal – meetings, telephone, interviews, seminars, workshops, conferences etc.

·         Written – Handbooks, Manuals, letters, memos, newsletters, publications, seminars, workshops, conferences etc

·         IT – intranet and internet, emails, etc

·         Media – newspapers, radio, television

Content of the Council Communication Plan

The content and presentation of the Council Communication Plan might consider –

·         Introduction

·         Council Objectives

·         Key Priority Areas

·         SWOT Analysis

·         Strategic Communication Objectives

·         Key Stakeholders

·         Target Communication Audiences

·         The Major Communication Activities for the Year

·         Strategies and Tactics for Achieving the Communication Objectives

·         Performance Measures for Achieving the Communication Strategies

·         Targets for Achieving the Communication Strategies

·         Method and Frequency of Reporting Progress with the Achievement of the Communication Strategies

·         How and When the Achievement of the Council’s Communication Plan will be Evaluated

·         Method and Timing for the Revision of the Council’s Communication Plan.

Availability and Access to the Council’s Communication Policy & Plan

The Council’s Communication Policy & a high level summary of the Communication Plan are publicly available on the internet or in printed copy.

The comprehensive Council Communication Policy & Plan is available to all stakeholders by email or in printed copy.

Effectiveness of the Council Communication Policy & Plan

The effectiveness of the plan will be reviewed by the Council at least annually.

All stakeholders are encouraged to ensure the effective implementation and maintenance of the Council’s Communication Policy & Plan.

This includes internal and external initiators and receivers of communication taking care to ensure the volume of communication is neither too much nor too little, and that the tone, quality, content, presentation and understandability of communication are appropriate.

Related Policies

Review Triggers

This Policy is reviewed internally for applicability, continuing effect and consistency with related documents and other legislative provisions when any of the following occurs:

1.       The related documents are amended.

2.       The related documents are replaced by new documents.

3.       Amendments which affect the allowable scope and effect of a Policy of this nature are made to the head of power.

4.       Other circumstances as determined from time to time by a resolution of Council.

Notwithstanding the above, this Policy is to be reviewed at least once every year for relevance and to ensure that its effectiveness is maintained.

Responsibility

This Policy is to be:

1.       implemented by the Chief Executive Officer and senior managers; and

2.       reviewed and amended in accordance with the "Review Triggers" by the Chief Executive Officer.