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Original Policy: Revised Policy: May 6, 1999 Governing Board Approval: October 15, 1999
Background An IBAC Communications Policy 40-2 was established in June of 1991, the purpose of which was to describe the process by which members and the secretariat were to communicate with each other. The terms of the policy remain valid; however, as there was a need to expand the scope of the policy to more clearly define communications responsibilities and methodologies, a revised policy was presented at the 29th meeting of the Governing Board in May 1999. The revised policy proposal incorporates the original Policy 40-2 recognizing the objective of, and priority for, good external and internal communications. Modern technology has resulted in vast amounts of information being made available, resulting in rapidly expanding communications demands. IBAC is challenged to ensure that the significant amount of information impacting business aviation is effectively reduced to meaningful intelligence that members can effectively use in building consensus and for their responsibility in representing the interests of their business aviation communities.
Policy It is IBAC policy that: A. Contact With State Authorities – IBAC positions will be established through building consensus. Good communication linkages are necessary. Given that some communication with State Authorities will be necessary, the Secretariat will follow a communications protocol as follows: When the Secretariat has a need to approach authorities in a specific State in which there is a national or regional member, it will work with and as appropriate, through that member. When the Secretariat has a need to approach authorities in a State, which is one of those comprising a defined geographic region in which there is a regional and/or a national member, it will work with and through, the appropriate Member organization(s). Should there be neither a national nor a regional member for the State in question, the Secretariat will request the assistance of all members who have reasonable access to the agencies concerned by the issue at hand. B. Communication Between Members - Should a member wish to communicate with a number of other members, a copy of the communication should be sent to the Secretariat. C. Representation at International Meetings - When a member attends a meeting which solely concerns that member, representation is to be in the name of the member concerned. When a member attends an ICAO meeting, registration and representation must be in the name of and on behalf of IBAC. Meetings - Technical Reports will be prepared for all meetings and submitted to the secretariat. Copies will be made available to all interested parties in accordance with the provisions of this policy. E. Meeting Minutes - Minutes of meetings will be used to record decisions and also to serve as a primary means of communicating ongoing issues to members. A draft of the minutes of Governing Board meetings will be distributed by e-mail within 3 weeks of completion of each meeting. A hard copy (paper) of the final minutes will be distributed to members. Draft minutes of the Planning and Operations Committee meetings will be sent to meeting participants for comment within three weeks of each meeting. Final minutes will be sent to all P.O.C. and Governing Board members via e-mail for information. F. Electronic Communications - The primary means of routine correspondence will be via e-mail. The IBAC web site will be used as the principal means of posting information. All members of the Governing Board and the Planning and Operations Committee are encouraged to establish an e-mail address. G. Electronic library - The IBAC web site will be used to consolidate all information. The following design principles will be applied: 1. The web site will be divided into two principal sectors, the first being for general reference and public access (General Access), and the second being a ‘member’ only sector, requiring a password for secure access (Secure Access).
2. The General Access sector will contain information on the establishment of the Council, the Bylaws, the organizational structure, promotional material, aircrew identification card material, announcements of meetings, etc. 3. The Secure Access sector will contain information on IBAC policy, position papers, meeting reports, technical contact information, etc.. H. Policy Manual - The IBAC Policy Manual will be retained in both hard and electronic copy. New and revised policies are to be approved by the Governing Board. The policies will be drafted in a concise manner with a maximum of approximately three pages exclusive of attachments. Where possible, and when considered necessary, due to complex subject matter, discussion papers or position papers will be prepared to support the policy proposal. I. Technical Report Format - Reports will be completed for all technical meetings for which IBAC representation is made. For each technical report, a one page summary page will be produced in a standard format. The format for the summary is illustrated in Attachment 40-2-A. E-mail Notification of Technical Reports - The IBAC secretariat will provide all members (via e-mail) with a brief summary of each technical report. The e-mail message will be limited to a few lines, summarizing the significance to business aviation. The full report will be recorded in the Secure Access file on the IBAC web page. The e-mail to members will contain a URL address to facilitate quick access if desired. K. Distribution Lists - the IBAC secretariat will maintain a master list of names of persons to receive e-mail technical report summaries on a regular basis. The lists will be posted on the Secure Access sector of the web page. Each member organization will provide the secretariat with changes to the list. L. IBAC Publication - a publication will be developed and distributed to members. The primary purpose of the publication will be to provide a summary of international events and programmes of interest to business aviation.
Source of Policy Original Policy 40-2 Governing Board Meeting May, 1999
Attachments: 1.
40-2-A - Format for Technical Report Summary |
 
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Policy
40-2
