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As adopted
April 01, 2004

Statement of Business Ethics

The Wainwright & District Chamber of Commerce recognizes that in order to maintain a strong unified membership, the organization must conduct its affairs in a manner, which will promote the interests of its membership without preference or prejudice. In order to accomplish this goal, the Chamber adopts the following statements:

  1. It shall be the policy of the Wainwright & District Chamber of Commerce to conduct its affairs with honesty and integrity. The Chamber shall endeavor to foster a competitive business climate among its membership and to avoid assisting any individual member from gaining unfair advantage of a competitive member.
  2. When purchasing goods and services required for the operations of the organization, Chamber members will have priority over non-members. If more than one member provides a required and acceptable product or service, preference shall be given to the member with the lowest price. If all things are equal, the purchase of products and services shall rotate among the membership.
  3. When requested for information about the providers of products and services, Chamber members shall have priority over non-members. If more than one member provides the requested product or service, the Chamber shall furnish information about the entire member providers without preference or prejudice.
  4. The Chamber shall keep all information it may receive about the future plans of members and non-members confidential until such time as the affected individual or business elect to make the information public. In no instance should the Chamber assist one member to profit over another member from advance or insider business knowledge.
CODE OF ETHICS & CONDUCT

Ethical Guidelines for Members of the
Executive Board of Directors

The Wainwright & District Chamber of Commerce and each of its Executive & Board of Directors and staff are committed to a code of ethics and conduct and have formally adopted the following guidelines as a standard.

In order to maintain the confidence of the membership and the public, Executive & Board of Directors need to demonstrate ethical and professional conduct. This includes proper use of authority and appropriate actions in-group and individual behavior when acting as Chamber representatives.

  1. Executive & Board of Directors and staff must be loyal to the interests of the membership over and above any:
    • Loyalty to advocacy or interest groups and membership on other boards and staffs.
    • Personal interests as a client of this organization.
  2. Executive & Board of Directors and staff are trustees of public confidence and funds. They must avoid any conflict of interest:
    • There must be no self-dealing or any conduct of private business or personal services between any Board Member/Executive and the organization.
    • Exceptions can occur only when there is openness, competitive opportunity and equal access to information.
    • Board Members/Executives must not use their positions to obtain employment within the organization for themselves or their family members.
    • If a Board Member/Executive is considered for employment, he or she must withdraw from deliberation, voting, and access to applicable information.
    • Board Members/Executives must not use their positions to obtain special services, favors, or exemptions from the organization that are not available to the rest of the membership.
    • Board Members/Executives will not communicate confidential information to anyone not entitled to receive it, or use confidential information for personal profit.
  3. Executive & Board of Directors and staff must not exert any individual authority over the organization except as stated in the organization’s policies:
    • Individual Board Members/Executives do not have the authority to speak for the organization when they interact with staff, the public, the press, and other entities unless granted this authority by the Board/Executive.
  4. Executive & Board of Directors and staff deal with outside entities or individuals, with members and staff and with each other using fair play, ethics and straightforward communication.

* The Code of Ethics and Conduct shall apply to all members of the Chamber’s Committees and all employees of the Wainwright & District Chamber of Commerce.

Confidentiality

Since the Chamber is an institution to which many matters of a confidential nature are entrusted, each Board/Executive and employees are required to keep in confidence, matters discussed in private at a Board meeting and shall not disclose any knowledge gained through their involvement in the Chamber. They must keep this confidence until the matter is discussed at a General Membership meeting.

Accordingly Board/Executive, employees and committees must keep in strictest confidence whatever information he or she may otherwise acquire and be discreet concerning the matters being handled and discussed, which they acquire in the course of duties.

If in doubt about the confidentiality of any given subject you should discuss it with the President and Executive Director before disclosing any information to anyone outside the Chamber’s Board or employ.

Conflict of Interest

A conflict of interest arises when a Board/Executive, employee and committee members personal affairs or interests, usually of, but not restricted to, a financial or material nature, conflicts or appear to conflict with his/her public duties and responsibilities to the Chamber, or which could affect their judgement to act in the best interest of the Chamber, its programs, members, participants, or patrons. It is not sufficient for a Board/Executive, employee and committee member to act within the law, but must also act in a manner so scrupulous as to withstand the closest public scrutiny.

To protect their honesty and impartiality, Board/Executive, employee and committee members should not be or place themselves or their families in situations where they might benefit personally, or they may be obligated to any person who might benefit from special consideration or favour on their part.

All Board/Executive, employee and committee members must exercise care in the management of their private affairs so as not to benefit, or appear to benefit, from the use of information acquired during the course of their official duties, which is not generally available to the public.

All Board/Executive, employee and committee members shall not place themselves in a position where they could derive any direct or indirect benefit from any of the Chamber’s contracts or transactions.

As a Board/Executive, employee and committee members you must not participate in decision-making on any matter in which you have a pecuniary interest to a greater extent than your fellow Chamber members.

When any situation arises that pertains to ethics, the position taken by a Board/Executive, employee and committee member of the Wainwright & District Chamber of Commerce must not only be legally correct but should also be a position that will stand the test of public scrutiny if necessary. If such public scrutiny could result in allegations which would likely harm or embarrass the Chamber member, the Chamber organization or any third party, then it is not the correct position to be taken.

The onus for identifying a potential conflict of interest is always on the individual.

Any individual faced with a situation concerning ethics or conduct about which they are uncertain shall consult with the President or Executive Director to determine the course of action, which is appropriate.

All Board/Executive, employee and committee members shall disclose to the President or Executive Director all business, commercial or financial interests where such interest might be construed as being in actual or potential conflict with their official duties.

Definition: A pecuniary interest is something that could monetarily affect you, your spouse, or children, your parents or the parents of your spouse, or a business, which employs you or any organization in which you have an interest.

* These policies apply at all meetings of the Chamber Board and its Committees, and at all meetings of any Board, Committee or Agency to which you are appointed as a representative of the Chamber Board.

* Annually at the first meeting of the new Chamber Board the Code of Ethics and Conduct shall be reviewed to ensure that it remains relevant and foremost in the minds of all participants.

Administrative Policies & General Procedures

Participation in Campaign and Community Events

The Chamber cannot serve as a co-sponsor, donate to nor endorse programs or events initiated and controlled by other organizations. This does not preclude the Chamber from supporting and publicizing through membership communications and/or events that benefit the community.

Purchasing of Supplies and Equipment

The Executive Director has the primary responsibility for making purchases on behalf of the Chamber. As much as possible, the Chamber will purchase its supplies, equipment, and services from Chamber-members. All business will be divided as equally as possible; price and quality considered. Executive Committee approval is required for all unbudgeted supplies and equipment costing over $250. To assure fairness in the purchasing process, bids are to be solicited for the purchase of most major supplies and services. If the product or service cannot be purchased from a Chamber member, the staff is authorized to purchase at the best price. Any employee, member, committee, officer or agent may not incur any debt, of the Chamber unless authorized by the budget and/or specifically approved by the Executive Committee. No purchase will be made for any purpose, which is not authorized in the budget unless the Executive Director obtains prior approval from the Executive Committee.

Reimbursement of Funds

All travel for the Chamber must be approved in advance. Receipts must support all expense items. When receipts for travel expense/mileage on Chamber business will be paid at 30 cents a km. The Chamber will reimburse in full for all direct travel & accommodation expenses relating to the trip. Travel will be reimbursed for the least expensive and most direct method and route. Accommodations will be reimbursed for the least expensive available. An expense voucher must be completed listing in detail, expenses to be reimbursed. Receipts must be attached to the voucher. After completing the report, it must be approved by the Board if more than $100.00.