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9.4. SR 10-17-2016Request for Action To Item Number Mayor and City Council 9.4 Agenda Section Meeting Date Prepared by Work Session October 17, 2016 Cal Portner, City Administrator Item Description Reviewed by Social Media Policy Reviewed by Action Requested Discussion about Social Media for the city. Background/Discussion Councilmember Wagner asked for a discussion about social media. The city maintains numerous active social media accounts monitored by various departmental staff. The city communications coordinator facilitates and assists appointed department staff who manage their specific social media accounts. The communications coordinator also monitors other social media sites. Financial Impact N/A Attachments  Communications Policy Communications Policy 1 Communications Policy for Employees The city strives to provide the public accurate and timely information, communicated in a professional manner, and in accordance with the laws regarding public information, records retention, and data practices. The intent is to ensure all communications accurately reflect the facts of a matter and the City Council’s position or goals on a matter. This policy provides guidelines for all external communications from the city using various mediums including:  Printed materials such as newsletters, articles, and brochures.  Electronic materials such as email, postings to websites, or social media sites.  Media relations such as requests for interviews, news releases, and media inquiries. The city also recognizes that employees may sometimes comment on city matters outside of their official roles as an employee of the city. Therefore, this policy provides guidelines for employees when communicating as a private citizen on matters pertaining to city business. Guidelines for Official City Communications Handling General Requests All staff is responsible for communicating routine information to the public in relation to their specific job duties. Requests for private data or information outside the scope of an individual’s job duties should be routed to the appropriate department head or to the data practices authority. Handling Media Requests With the exception of routine events and basic information that is readily available to the public, all requests for interviews or information from the media are to be routed through the City Administrator or his/her designee. Media requests include anything intended to be published or viewable to others such as via television, radio, newspapers, newsletters, and websites. Responding to Media Requests If the request is regarding information about city personnel it is to be directed to the Human Resources Director. Other requests such as potential litigation, controversial issues, an opinion on a city matter, or if you are unsure if it is a “routine” question, forward to the City Administrator. An appropriate response would be, “I’m sorry, I don’t have the full information regarding that issue. Let me take some basic information and submit your request to the appropriate person who will get back to you as soon as he/she can.” Ask the media representative for the following: 1. Name and organization they are representing 2. Questions 2 3. Deadline 4. Contact information Communicating on Behalf of the City The Mayor, City Administrator, or his/her designee are authorized to communicate on behalf of the city in interviews, publications, news releases, on social media sites, and related communications. Other employees may represent the city only if approved by one of these individuals to communicate on a specific topic.  Employees must identify themselves as representing the city.  All information must be respectful, professional, truthful, and accurate.  Mistakes: If an error is made in a communication, corrections should be upfront and as timely as possible.  Do not engage in speculation.  Do not speak critically about the city or others involved in a matter.  Do not speak on topics you are not designated to speak upon.  In case of emergency situations such as fires, accidents, or other public safety emergencies, the Fire or Police Chief will be the spokesperson for that event unless notified by the Mayor or City Administrator to the contrary.  Personal opinions don’t belong in official city statements. For additional policy for expected behavior by staff charged with using social media on behalf of the city, see Exhibit A. Guidelines for Personal Communications It is important for employees to remember that the personal communications of employees may reflect on the city, especially if employees are commenting on city business. The following guidelines apply to personal communications including various forms such as social media, letters to the editor of newspapers, and personal endorsements.  Remember that what you write is public and will be for a very long time. It may also be spread to large audiences. Use common sense when using email or social media sites. It is a good idea to refrain from sending or posting information that you would not want your supervisor or other employees to read, or that you would be embarrassed to see in the newspaper.  The city expects its employees to be truthful, courteous, and respectful towards supervisors, co- workers, citizens, customers, and other persons associated with the city. Do not engage in name- calling or personal attacks.  If you publish something related to city business, identify yourself and use a disclaimer such as, “I am an employee of the City of Elk River. However, these are my own opinions and do not represent those of the City of Elk River.”  City resources, working time, or official city positions cannot be used for personal profit or business interests, or to participate in personal political activity. For example, a building inspector could not use the city’s logo, email, or working time to promote his/her side business as a plumber.  Personal social media account names or email names should not be tied to the city. For example, ElkRiverCop. 3 Exhibit A Additional Policy for Social Media 1. Must be approved by the City Administrator or his/her designee before implementing a social media site. 2. Must follow the Communication Strategy and Brand Plan. 3. Visitors to social media sites shall be notified that the intended purpose of the site is to serve as a communication tool with the public and that all information on the site and its list of fans are public records subject to the MN Government Data Practices Act. 4. Visitors to social media sites shall be notified that the city reserves the right to remove any comments that include offensive language. 5. Do not post photos or video of individuals without their permission. Do not post photos that infringe on trademark, copyright, etc. Do not post the name of any individual without permission from that person. Give credit to appropriate persons when required. 6. Do not post information that affiliates the city with or advocates for a political party or candidate running for office. 7. Where possible, content posted to social media sites should contain links directing users back to the city’s official website for in-depth information, forms, etc. 8. Departments shall use proper grammar. Social media sites are more casual than most other communication tools but still represent the city at all times. 9. The city reserves the right to shut down any social media account due to violations in any laws or city policies and/or termination of an employee. 10. Adhere to area of your business expertise and provide your perspective on your current activities and those of your industry. 11. Always think before posting; if it causes you to pause or question if it is appropriate, it most likely should not be posted. 12. Be aware that by identifying yourself as a city employee you are creating perceptions about yourself and about the city. Be sure all content associated with you is consistent with your work and the city’s professional standards. 13. Social media sites must be monitored on a daily basis. Records Retention Departmental staff shall be responsible for the content and upkeep of any social media sites their department may create. City social media sites are subject to the adopted General Records Retention Schedule for Minnesota Cities. Any department maintaining a social media site shall preserve records required to be maintained pursuant to the retention schedule for the required retention period in a format that preserves the integrity of the original record and is easily accessible. All city social media sites shall comply with all appropriate City of Elk River policies. Data Practices Non-public or confidential data shall not be posted per the data practices act. Any department maintaining a social media site is responsible for responding completely and accurately to any public records request on social media. Violations of the Policy and Discipline Employees may be disciplined in accordance with the city’s Personnel Manual for violations of this policy. 4 Exhibit B City of Elk River Official Internet/Social Media Sites Facebook Accounts Elk River City Government – www.facebook.com/CityofElkRiver Elk River Energy city – www.facebook.com/ERenergycity City of Elk River Fire Department – www.facebook.com/ElkRiverFire City of Elk River Police Department – www.facebook.com/ElkRiverPolice City of Elk River Farmers Market – www.facebook.com/ElkRiverFarmersMarket City of Elk River Parks and Recreation – www.facebook.com/elkriverpr Elk River Activity Center – www.facebook.com/ElkRiverActivityCenter Hillside City Park – www.facebook.com/HillsideCityPark In-Active Account – Pinewood Golf Course – www.facebook./ERPinewood Twitter Accounts Economic Development – www.twitter.com/elkrivered Parks and Recreation – www.twitter.com/elriverpr Environmental Division – www.twitter.com/energycity Emergency Management – www.twitter.com/ElkRiverEM Instagram – Not completely built – In process Emergency Management – www.instagram.com/EREMFD Websites City Website - www.ElkRiverMN.gov Economic Development - www.econdev.elkrivermn.gov/elk-river YouTube City page – www.youtube.com/CityofElkRiver 5