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Terms & Conditions

1.0.1 The purpose of this policy is to establish the Chaguaramas Development Authority's "the Authority' principles, guide lines and terms and conditions of communication for the Authority with the public and external agencies,

2.0 POLICY

2.1.1   The Authority will comply with all laws and regulations regarding public disclosure of information, financial results and operations of the Authority;

2.1.2    The Authority is committed to the fair disclosure of information about itself and to the avoidance of selective disclosure that would advantage or disadvantage any of its stakeholders;

The Authority will voluntarily disclose any information determined by senior management to be in the interest of stakeholders, the investment community and the public which is not the subject of a confidentiality agreement;

All disclosure to the media will be, communicated by the Communications Officer or designate, except as otherwise outlined in Guidelines for Interacting with Media during a crisis/emergency;

2.1.3    All disclosure to the financial community, including investment analysts and current or potential investors will be communicated by the General Manager or Manager Finance & Accounting as designated by the General Manager; and all information, which emanates from the Authority shall be consistent, accurate and bona fide and shall be disseminated in a timely manner.

2.1.4   All the Authority's media releases, information prepared for government agencies, and all other related information for public disclosure must follow the procedures for review and approval outlined herein.

2.1.5 This policy shall be binding on all employees of the Authority.

2.1.6    Management will be responsible for ensuring that this policy and related procedures are communicated and followed consistently in their operations.

2.2    Questions of interpretation should be directed to the General Manager

3.0   POLICY PROCEDURES AND GUIDELINES

3.1   The procedures and guidelines set out below shall be followed in the Implementation of this policy.

4.0      DISCLOSURE GUIDELINES

4.1      Compulsory Disclosure      The Authority will comply with all laws and regulations regarding public disclosure of material information, financial information and operations including, without limitation, the Freedom of Information Act.

4.2 Voluntary Disclosure

4.2.1    The Authority may disclose any information determined by the General Manager, to be in the interest of stakeholders, the investment community and the public that is not the subject of a confidentiality agreement.

In addition, Environmental/Safety Incident Investigation by Regulatory Bodies - Environment, Health & Safety Incident Reporting, all written reports considered to be privileged information may be released only on the advice of the Authority's counsel.

4.3    News Releases, Teleconferences, News Conferences & Briefings

4.3.1    News Releases

(i)        General Type and Presentation Format - The General Manager shall review the general types and the presentation format of news releases or other documentation provided to the public.

(ii)        Preparation - All news releases must be prepared in consultation with the General Manager.

(iii)     Review and Approval  - All news releases must be reviewed for materiality and accuracy and approved by the General Manager prior to issuance.

The Communications Officer is responsible for obtaining this approval following the General Manager's review and approval.

(iv)     Review - All quarterly and annual reports will be reviewed by the Manager Finance and Accounting.

(v)    Distribution  - All news releases shall be distributed by the Communications Department through a widely circulated news or electronic service.

4.3.2    Teleconferences, News Conferences and Briefings

(i)         All external teleconferences involving public audiences, teleconferences, news conferences and briefings must be arranged in consultation with the General Manager or his or her designate.

 (ii)       Approval

The General Manager must approve all external conferences, teleconferences, news conferences and briefings and modifications to the websites.

5.1   ALL media inquiries or requests for interviews, statements or information must be forwarded to the Communications Officer for action. In the event an initial statement to the media is required from the Authority's personnel responding to an emergency or crisis event, this statement will be provided by the designated on-site Media Spokesperson and will be immediately reported by telephone to the General Manager or designate.

5.2   Guidelines for Interacting with Media during a Crisis I Emergency

5.2.1    Trained Media Spokesperson shall be made available during any crisis or ONLY Trained Media Spokesperson should respond to Media inquiries or requests.

5.2.2    Regardless of whether the media has been involved, the General Manager and Communications Officer must be contacted by a representative and informed of details as soon as possible after activation of any Emergency Plan.

5.2.3    During any crisis or emergency situation contact must be maintained with the General Manager and the Communications Officer. This will allow the Communications Officer to prepare statements or briefings, respond to any follow up calls and provide support for the Authority's employees on the scene.

5.3       Media Preparedness

5.3.1   For any event, which involves media coverage, department personnel will assist

the Communications Department to develop and review key messages and questions and answers (Q & A's) to ensure the following:

·  Consistency in information reported

·  Consideration to both local and corporate issues

·  Compliance with public disclosure requirements

·  Accuracy and bona fides of information

    6.0       Guidelines to Publications, Seminars or Presentations

   Authority-related subject matter to be presented in external seminars open to public attendance, general corporate presentations to governments or partners and publication of papers or articles in journals or other media and public communications (which include advertisements, marketing-oriented communications, pamphlets, brochures, internet information, handbooks, appointment notices, speech or audio-visual presentations produced by or on behalf of the Authority, the Annual Report, and corporate profiles) fall under the following guidelines:

  6.1   Pre-Clearance Review and Approval

   6.1.1    The Communications Department shall review and approve of communications to ensure corporate consistency and branding.

  6.1.2   Communications Department will, upon request, assist in the preparation of communication materials.

  6.1.3    The Communications Department shall maintain general information on the Authority, which can be provided on request.

7.0    Public Use of Corporation Name I Logo

7.1       All requests involving the use of the Authority's name or logo (or the logos of any of the Authority's divisions) are to be pre-cleared with the Communications Department.

8.0       Legal Compliance

8.1       The Authority will comply with all laws and regulations regarding public disclosure of material information, financial results and operations including, without limitation, and the rules made under the Freedom of Information Act.

8.2       Breaches of this Policy will be regarded very seriously and could be grounds for disciplinary action, including immediate dismissal.

8.3       No employee of the Authority is authorized to communicate business or financial information about the Authority that is non-public, material information, except through public disclosure sanctioned by the Authority.

8.4      All inquiries as to the performance or status of the Authority's business operations are to be directed to the General Manager or Communications Officer or designate.

 9.0       Posting on Website

The External Communications Policy will be posted on the Authority's website.