Manitoba Liberal Party Code of Conduct April 2008 Contents MESSAGE ON PERSONAL RESPONSIBILITY 2 VOLUNTEERS/EMPLOYEES 3 Personal Conduct 3 Volunteers 3 Conduct in the Community 3 Proprietary Information 3 Communications 3 Unauthorized Use of MLP Assets 4 Financial Reporting 4 Suppliers 5 Personal Gifts and Entertainment 5 Doing Business with Others 6 THE WIDER COMMUNITY 6 Public Image 6 Political Contributions 6 Communicating to External Audiences 6 COMPLIANCE WITH LAW 7 CONFLICT OF INTEREST 7 IMPLEMENTATION 8 DECLARATION OF COMPLIANCE 8
MESSAGE ON PERSONAL RESPONSIBILITY The Manitoba Liberal Party is dedicated to the principles of individual freedom, responsibility and human dignity in the framework of a just society, and political freedom in the framework of meaningful participation by all persons. It is the expectation of the Party that all members of the Executive and the Office staff, at all times, conduct themselves in accordance with these ideals and with regard for the history and traditions of the Party. Principles of Integrity Competing for Public Support Responsibly: We compete vigorously for public support, but we do not disparage those competing against us. Instead, we present our own strengths. We respect our confidential information. We never engage in illegal conduct. We will work with other Liberals on party matters for the benefit of the Party and the public good. Working with others: We choose those with whom we work, keeping in mind our commitment to honour the public trust. We do not work with people or businesses whose values are incompatible with ours. Where a volunteer or an outside service provider will gave a significant role in Party activities, we make sure that they follow this Code of Conduct. Donations and Fundraising: We strive to keep accurate reports of who is providing financial and other support for the Manitoba Liberal Party. We do this so we can have sufficient funds to carry on the business of the party. We report actual contributions and incur and report expenses only in accordance with Party policies and the rules and regulations of the Manitoba Elections Act and Manitoba Elections Finances Act. Using Information Responsibly: We protect confidential information obtained as well as private personal information about our people and others. We safeguard such information vigilantly. We use and disclose such information only for appropriate purposes and in accordance with law and personal standards. Consistent with our confidentiality obligations, we use and share our insights and knowledge within the Manitoba Liberal Party for the purpose of enhancing our ability to serve our members. Documenting Our Business: We maintain appropriate documentation of business transactions in accordance with all legal and personal requirements. We never destroy or alter, or counsel the destruction or alteration of, documents for any illegal or improper purpose. We formulate our document retention policies with these requirements in mind. Employing Legally Protected Resources: We use a wide variety of resources, such as personal information and online resources that are developed through the hard work of persons inside and outside the Party. We respect the restrictions on use and reproduction that are a condition of our access to such information.
VOLUNTEERS/EMPLOYEES Personal Conduct: The Manitoba Liberal Party expects the highest levels of personal conduct by all of us. Honesty and integrity form the cornerstones of relationships inside and outside the Manitoba Liberal Party. Volunteers: Volunteers play a vital role in the fulfillment of many of our goals. In some cases, the volunteer is highly visible. In other cases, volunteer activities are not well formalized or widely recognized. It is therefore very important to ensure our volunteers preserve and strengthen the reputation of the Manitoba Liberal Party by acting consistently with this Code of Conduct. Conduct in the Community: Everyone has the right to work in an environment free of harassment. Harassment creates an intimidating or hostile work environment and disrupts or interferes with another s work. Ethical personal conduct while doing Manitoba Liberal Party activities means treating oneself and others with respect and fairness. Harassment is any unwelcome or unwanted attention or discriminatory conduct based on an individual s race, colour, religion, sex, national origin, age, medical condition or disability, sexual orientation, or any illegal or inappropriate basis. It can include other verbal, nonverbal, or physical abuse. Something that is considered harmless by on individual may be perceived at harassment by another. The Manitoba Liberal Party expects all of us to conduct ourselves in an appropriate manner and to conduct Party business with appropriate behaviour and integrity. If harassment does occur, we should report incidents as proscribed by the Harassment Policy adopted by the Executive. Each member of the Executive and Office should familiarize themselves with the Harassment Policy. Proprietary Information: We will safeguard all proprietary information by marking information accordingly, keeping it secure and limiting access to those who have a need to know in order to do their work. Proprietary information includes any information that is not generally known to the public and is helpful to the Manitoba Liberal Party. It also includes information that others have entrusted to us. The obligation to preserve proprietary information continues even after relationships with Manitoba Liberal Party end. Communications: The Manitoba Liberal Party recognized the vital role that clear and effective communication plays in sustaining relationships and safeguarding public confidence in its activities. Openness and transparency of operations are a key goal, subject to the demands of political confidentiality. Effective internal communication is of vital importance to the success of the Manitoba Liberal Party, and open and honest twoway communication is encouraged.
All records and communications should be clear, truthful and accurate. Political and business records and communications often become public through litigation, government investigations and the media. We will avoid exaggeration, colourful language, guesswork, legal conclusions or derogatory remarks or characterizations of people. This applies to communications of all kinds, including e-mail and informal notes or memos. Records should always be retained and destroyed according to the standard record retention policies. Media communications and enquiries should be referred to the appropriate Manitoba Liberal Party spokespersons. No volunteer or staff may represent themselves as official spokespeople of the Manitoba Liberal Party unless they have been so designated by the President or Management Committee of the Manitoba Liberal Party. Unauthorized Use of Assets We are obligated to protect the assets of the Manitoba Liberal Party. Party property, such as cash or other party funds, database information, or office equipment, may not be used for personal or any other reason other than party business. Any misuse or misappropriation of Manitoba Liberal Party funds, information, equipment, facilities or other assets may be considered criminal behaviour and can bring severe consequences. Expenses may not be charged to the Manitoba Liberal Party unless they are for Manitoba Liberal Party purposes within our expense report guidelines. All expenses must be accompanied by the appropriate authorizations and in the process set out by the Chief Financial Officer in consultation with the party s Treasurer. Manitoba Liberal Party computers may not be used to access inappropriate Internet sites or to obtain or store unauthorized software (i.e. Pirated or unlicensed). Assigned Manitoba Liberal Party property must be maintained in good condition. Financial Reporting The Manitoba Liberal Party s financial, accounting and ay other reports and records will accurately and fairly reflect the transactions of the Manitoba Liberal Party in reasonable detail and in accordance with approved accounting practices. Transactions of the Manitoba Liberal Party will be executed only in accordance with the Manitoba Elections Finances Act. Administrative and accounting controls will be in place to assure financial and other reports are accurately and reliably prepared and fully and fairly disclose pertinent information. The Manitoba Liberal Party prohibits false or misleading entries in its books and records for any reason and will not condone any undisclosed or unrecorded bank accounts or assets established for any purpose.
None of us will authorize payment knowing any part of the payment will be used for any purpose other than what is described in documents supporting the payment. Expenses incurred in performing Manitoba Liberal Party activities will be reimbursed through the filing of expense reports, which must be documented accurately and completely in compliance with the Manitoba Elections Finances Act. Suppliers We are fair in our choice of suppliers and contractors and honest in all activities with them. We make decisions involving the purchase of goods and services on the basis of price, quality, quantity, delivery, service, and reputation, as well as the ethical, environmental and safety record of suppliers. We expect our suppliers and contractors to abide by the Code of Conduct; they should be invited to review the Code of Conduct at the onset of a relationship. Lack of compliance should be discussed fully with suppliers or contractors and failure to improve should result in the severance of the relationship. We should ensure the Manitoba Liberal Party gets the best value while all suppliers and contractors are treated fairly. When it is necessary to engage the services of an individual or firm to consult for or otherwise represent the Manitoba Liberal Party, special consideration must be given to avoid any situation that may create, or appear to create, a conflict of interest between the Manitoba Liberal Party and the person or firm employed. The Manitoba Liberal Party will enter into service agreements only with consultants and other suppliers which have demonstrated a record of and commitment to the highest ethical standards. Personal Gifts and Entertainment It is essential to efficient practices that all those who work have access to us on equal terms. We, including members of our families, must not accept entertainment, gifts or favours that compromise, or even appear to compromise our integrity. Similarly, none of us may offer gifts or favours that might be perceived as influencing integrity. Gifts and entertainment may be accepted or offered by us only in the normal exchanges common to relationships. Fees, commissions or payments of any kind shall be paid or received only for clearly stated purposes. All required government reporting forms shall be completed and filed for any such payments. Bribes, kickbacks, extraordinary commissions, payments or other considerations for the purchase of favoured treatment by governments, other organizations, or individuals are prohibited. Political and business lunches, the exchange of modest items between associates, presentation of small tokens of appreciation at public functions or an inexpensive memento would be acceptable.
Entertainment, such as lunches, should be reasonable and never lead to a sense of obligation. As a rough guide, we should not accept any entertainment or invitation that would not be consistent with the principles outlined by the Manitoba Liberal Party Inappropriate gifts we receive should be refused or returned to the donor. In the case that the return of a gift or refusal of a favour would be offensive, the best practice is usually to accept the gift on behalf of the Manitoba Liberal Party, disclose it to the Executive and turn it over to the Manitoba Liberal Party. Full and immediate disclosure is necessary to ensure good faith compliance with the Code. Anything that contravenes the Manitoba Elections Act or the Manitoba Elections Finances Act is not permitted, and if reporting is required to comply with legislation, then full disclosure will be required for all donations and donations in kind. Doing Business with Others We will not do business with others who are likely to harm the Manitoba Liberal Party s reputation. All arrangements with third parties must comply with the Manitoba Liberal Party Procurement and Contracting Policy (to be developed). We will not use a third Party to perform any act prohibited by law or by the Code of Conduct of the Manitoba Liberal Party. THE WIDER COMMUNITY Public image Our reputation and identity are among the Manitoba Liberal Party s most valuable assets. No one should act in a way, or make any statement in any media, including Internet chat rooms and our internal electronic media, that adversely affects the reputation or image of the Manitoba Liberal Party in the community at large. Only those designated by the Executive may act as official spokespersons for the Manitoba Liberal Party. Political Contributions The Manitoba Liberal Party seeks financial support for the Party and its candidates, who stand behind the principles of a strong private sector and democratic government. Financial support shall only be given as permitted by The Manitoba Elections Act and The Manitoba Elections Finances Act and in accordance with ethical fundraising guidelines approved by the Executive or Senior Management of the Manitoba Liberal Party. The Party will undertake its fundraising activities with the same high ethical standards and accountability that it holds for all its operations. These standards will respect the donor s privacy with respect to solicitation and ensure that our fundraising staff and
volunteers adhere to applicable professional codes of ethics and standards of practices. Communicating to External Audiences We are expected to cooperate with reasonable requests for information from government agencies and regulators. All information provided must be truthful and accurate. We will not alter or destroy documents or records in response to an investigation or other lawful request. The Manitoba Liberal Party encourages us to contribute to our communities through involvement with other charitable, political, community service and personal organizations. We are free to do so as long as we make it clear that our views and actions are not those of the Manitoba Liberal Party. COMPLIANCE WITH LAW We act at all times in full compliance with both the letter and the spirit of legislative and regulatory requirements. We are not expected to commit or condone an unethical or illegal act or to instruct others to do so. We benefit from and comply with Canadian laws. We are expected to be sufficiently familiar with any laws that apply to our work to recognize potential dangers and to know when to seek legal advice. If in doubt, we should seek the guidance of the Manitoba Liberal Party s legal counsel. CONFLICT OF INTEREST A conflict of interest arises when we put our personal interests in conflict with the interests of the Manitoba Liberal Party. We take care to ensure we identify and avoid any situation of actual or apparent conflict of interest. The Manitoba Liberal Party recognizes we have perfectly legitimate outside interests; however, there may also be situations that could be seen as a conflict of interest no matter how innocent our intentions. For that reason, we must fully disclose to the President or their designate all circumstances that could be construed or perceived as a conflict of interest. Full disclosure enables us to resolve unclear situations and creates an opportunity to dispose of conflicting interests before any difficulty can arise. If a conflict of interest arises, the member shall remove his/herself from any discussion or decision-making (including a vote) immediately. Where necessary, the designee may refer an individual situation to a legal counsel, which may recommend any actions needed to eliminate a conflict of interest. The following situations may involve conflicts of interest: Substantial personal or family financial interests in a contractor or supplier of a Manitoba Liberal Party member;
Conduct of Manitoba Liberal Party business with a firm owned or controlled by a Manitoba Liberal Party member, employee/subcontractor/consultant, a friend or a family member. Confidential information includes proprietary, technical, political and business, financial, supplier, customer and employee/volunteer information that we treat as confidential. We do not disclose or use such information other than in the necessary course of the business of the Manitoba Liberal Party. Similarly, we do not use confidential information obtained by virtue of our employment or contractual arrangements with the Manitoba Liberal Party. Proprietary information belonging to others must be given the same protection against unauthorized disclosure and use as we give to our own. IMPLEMENTATION We shall comply with the letter and spirit of this Code of Conduct and with the policies and procedures of the Manitoba Liberal Party, and we shall communicate any suspected violations promptly to the Management. DECLARATION OF COMPLIANCE I have read and agree to comply with the Code of Conduct of the Manitoba Liberal Party. I have communicated the contents of the Code of Conduct to those who I work with on Manitoba Liberal Party activities. I have no knowledge of any violation. I agree that if I come into knowledge of any violation under this Code of Conduct, I shall promptly inform the President or the Management of the Manitoba Liberal Party. Date Signature (Print Name)