1) RESPONSIBILITIES

2-6 BVC Confidentiality Procedure

  1. a)  It is the responsibility of the Board Chair to ensure that Board materials are appropriately classified as confidential or open to release.

  2. b)  The President or Chair is responsible for bringing this policy to the attention of prospective Board members.

  3. c)  All Board members are responsible for respecting this policy.

2) PROCEDURES

  1. a)  The Board shall review and approve the confidentiality policy of the organization as a whole.

  2. b)  The Board shall decide from time to time whether any or all of its agendas, minutes, or papers, or those of its sub-committees (not otherwise required by legislation, regulation, or its rules to be made public) shall be made public. Where no express decision has been recorded, the assumption shall be that the material is not confidential.

  3. c)  Where release of any material would involve the unreasonable release of personal information regarding any person, the Board may:

    1. i)  declare that material to be confidential, or

    2. ii)  if appropriate, remove identifying material from the material before release.

  4. d)  For those matters that the Board elects not to make public, Board members shall respect the confidentiality of those documents and of any deliberations in the Board on those matters. In particular, Board members shall not:

    1. i)  disclose to any member of the public any confidential information acquired by virtue of their position as a Board member;

    2. ii)  use any confidential information acquired by virtue of their position on the Board for their personal financial or other benefit or for that of any other person;

  1. iii)  disclose to any member of the public any confidential information related to the interests of individuals, groups or organizations acquired by virtue of their position on the Board;

  2. iv)  make statements to the media in the name of the organization except as specified in the Board’s Media Relations Policy; or

  3. v)  permit any unauthorized person to inspect or have access to any confidential documents or other information.

  1. e)  The obligation to protect such confidential matters from disclosure continues even after the individual Board member is no longer serving on the Board.

  2. f)  The Board shall decide from time to time whether any observers shall be permitted to attend any or all of its meetings. Where appropriate, observers may be admitted subject to their undertaking to maintain confidentiality.

  3. g)  Where appropriate, information identifying individuals may, with the consent of the Board, be removed by the Chair from material before its consideration by the Board, or may be removed from material before it is released.

REVIEW AND APPROVAL
This procedure was approved ___ day of ______________, ______.

_____________________________ BVC Secretary

_____________________________ BVC President