Resolution - 2014 - 14-16 - Establishing Social Media Policy - 11/25/2014 RESOLUTION NO. 14-16
A RESOLUTION OF THE CITY OF EAGLE, IDAHO, ESTABLISHING A POLICY
REGARDING OFFICIAL CITY USE OF SOCIAL MEDIA; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the City Council desires for the City of Eagle to have a presence on social
media websites and platforms to provide an additional method for the City to engage with
interested citizens; and
WHEREAS, the City Council recognizes that social media can be a valuable tool, and an
efficient method to deliver information to the public; and
WHEREAS, the City Council also recognizes that there are risks involved in the use of
social media; and
WHEREAS, the City Council desires to encourage the use of social media to further the
goals of the City and the missions of its departments and affiliated boards, commissions and
employees.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL
OF THE CITY OF EAGLE, IDAHO as follows:
Section 1: That the City of Eagle hereby establishes a Social Media Use Policy,
Standards and Procedures, which policy is attached hereto as Exhibit A and incorporated herein
by reference as if set forth in full.
Section 2: That this resolution shall be in full force and effect immediately upon its
adoption and approval.
ADOPTED by the Eagle City Council, Eagle, Idaho, this o2$may of November, 2014.
APPROVED:
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James D. Reyno ds� yor ••`�ti'� «•••••.ti<
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Bergmann •.,, OF �•••••
Sharon . Ber
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City Clerk/Treasurer
RESOLUTION No. 14-16
PAGE 1
CITY OF EAGLE/EAGLE LIBRARY
SOCIAL MEDIA USE POLICY, STANDARDS AND PROCEDURES AND USE OF
NON-CITY SOCIAL MEDIA SITES
(Adopted November 25, 2014)
I. POLICY STATEMENT
A. Purpose. To address the fast-changing landscape of the Internet and the way
residents and businesses communicate and obtain information about the City of Eagle online, the
City of Eagle and Eagle Library (collectively, "City") departments may consider using social
media tools to reach a broader audience. The City encourages the use of social media to further
the goals of the City and the missions of its departments, where appropriate.
The City has an overriding interest and expectation in deciding what is "announced" or
"spoken" on behalf of the City on social media sites. This policy establishes internal procedures
for the use of social media by the City, its departments and employees.
B. General.
1. All of the City's social media sites that are posted by City departments,
boards, commissions, and offices will be subject to approval by the Communications Specialist,
the Mayor and the City Clerk's Office.
2. The City's website (www.cityofeagle.org) will remain the City's primary
and predominant internet presence. Wherever possible, content posted to the City's social media
sites will also be made available on the City's website. Wherever possible, content posted to the
City's social media sites must contain hyperlinks directing users back to the City's official
website for in-depth information, forms, documents or online services necessary to conduct
business with the City of Eagle.
3. The most appropriate uses of social media tools are (a) as informational
channels to increase the City's ability to broadcast its messages to the widest possible audience;
and (b) as channels for disseminating time-sensitive information as quickly as possible (e.g.
emergency information).
4. The City's social media sites are subject to the Idaho Public Records Act.
Any content posted or maintained in a social media format that is related to City business,
including a list of subscribers, posted communication, and communication submitted for posting,
may be a public record subject to public disclosure. All public records requests for information
contained in City social media sites must be in writing to the City Clerk's office or through the
City's website (www.cityofeagle.org). The City Clerk's office shall be responsible for
responding completely and accurately to any public records request for public records on social
media; provided, however, such requests shall be handled in collaboration with the City
Attorney's office. Content related to City business shall be maintained in an accessible format
and so that it can be produced in a response to a request. Wherever possible, such sites shall
CITY OF EAGLE/EAGLE LIBRARY SOCIAL MEDIA USE POLICY,
STANDARDS AND PROCEDURES AND USE OF NON-CITY SOCIAL MEDIA SITES - 1
(Adopted November 25, 2014)
clearly indicate that any articles and any other content posted or submitted for posting may be or
are subject to public disclosure upon request. Users shall be notified that public disclosure
requests must be directed to the City Clerk's office or the City's website (www.cityofeagle.org).
5. Idaho law and the City of Eagle's Record Retention Manual shall apply to
social media formats and social media content. Unless otherwise addressed in a specific social
media standards document, the department, board, commission or office maintaining a site shall
preserve records required to be maintained pursuant to a relevant records retention schedule for
the required retention period on a City server in a format that preserves the integrity of the
original record and is easily accessible. Appropriate retention formats for specific social media
tools will be detailed in standards established by the Communications Specialist for each type of
social media site, including but not limited to: Twitter, Facebook and Video Posting.
6. Wherever possible, the following information must be displayed to users,
or made available by hyperlink, on each City social media site:
Terms of Use of [Name of Site]: This [type of social media] is intended to
[description of purpose]. Any comment or materials posted by a user of this site
may be attributed only to that user, and does not necessarily reflect the opinions
or ideals of the City of Eagle, its employees, or elected or appointed officials.
The City of Eagle does not warrant the accuracy of any statement or claim made
here, is not responsible for any user-generated content, and does not endorse any
opinion expressed here. Users who wish to appear before the City Council or
desire a response to a comment or complaint must go to the City's website and fill
out an official complaint form. All users must comply in all respects with [name
of social media site]'s terms of use and the City of Eagle's Social Media Policy,
found at [link].
7. The City reserves the right to restrict or remove any content that is deemed
in violation of this Social Media Policy or any applicable law.
8. The City will approach the use of social media tools as consistently as
possible, enterprise wide.
9. All City social media sites shall adhere to applicable federal, state and
local laws, regulations and City policies and site specific terms of use and privacy policy.
II. TERMS OF PUBLIC'S USE OF SOCIAL MEDIA SITES.
A. General. The City seeks to serve all its constituents by hosting an open but civil
dialogue. Reasonable arguments for opposing views are encouraged.
B. Compliance with Applicable Social Media Terms and Conditions. All comments
posted to a City social media site shall be bound by the terms and conditions of use of such
social media site. Where appropriate, the City may report any violation of such terms and
conditions to the respective social media site.
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(Adopted November 25,2014)
C. Acceptance. A user's submission, posting, or other publication of a comment
constitutes acceptance of the City's Social Media Policy.
D. Prohibited Content. Users and visitors to social media sites shall be notified that
the intended purpose of the site is to serve as a means of communication between City
departments and members of the public. The City's social media site articles, posts and
comments containing any of the following forms of content shall not be allowed and shall be
removed as soon as possible by the Site Administrator upon approval by the Mayor or
appropriate department head:
1. Profane language or content;
2. Content that promotes, fosters, or perpetuates discrimination on the basis
of race, creed, color, age, religion, marital status, status with regard to
public assistance, national origin or physical or mental disability;
3. Sexual content or links to sexual content;
4. Solicitations of commerce;
5. Conduct or encouragement of illegal activity;
6. Information that may compromise the safety or security of the public or
public systems;
7. Content that violates a legal ownership interest of any other party;
8. Comments in support of or opposition to political campaigns or ballot
measures.
These guidelines must be displayed to users or made available by hyperlink. Any content
removed based on these guidelines must be retained, including the time, date and identity of the
poster when available.
E. Definition of User. As used in this policy, a "user" is any person who accesses,
views, follows, likes, links to in any manner, and/or posts comments on a City social media site.
F. Definition of Site Administrator. As used in this policy, "Site Administrator"
means the City employee, director, board member, commission member or other designee
responsible for establishing, monitoring and maintaining a City social media site.
III. PROCEDURES.
A. Social Media Site Standards. The Communications Specialist shall establish
standards of use for each type of social media site proposed for use by City departments,
commissions, or boards, including but not limited to: Facebook, Twitter, Instagram, Flicker,
Pinterest, YouTube, etc.
B. Establishment of City Social Media Sites. No City department, commission,
board, committee, employee or any other person shall establish a City social media site without
prior approval by the Communications Specialist. Persons seeking to establish a City social
CITY OF EAGLE/EAGLE LIBRARY SOCIAL MEDIA USE POLICY,
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media site shall submit to the Communications Specialist a written proposal, which shall include
the following information:
1. The mission, vision and objectives of the proposed site;
2. The City employee(s) designated to establish, monitor and maintain the
site;
3. Design, content and features of the proposed site;
4. Whether users may post comments or messages on or through the site, and
if so the schedule and plan for reviewing and following up on such
comments; and
5. The proposed approach for removal of any comments pursuant to this
policy.
C. Maintenance of Social Media Sites. All City social media sites shall make clear
that they are maintained by the City and that they follow the City's Social Media Policy.
1. The Site Administrator or designee shall make a good faith effort to
respond within three (3) working days, or as otherwise defined in the proposal described in
Section III(A) herein, to all comments or posts in which a user asks a question or requests
feedback. When the Site Administrator responds to a comment, in his/her capacity as a City
employee, the employee's name and title should be made available, and the employee shall not
share personal information about himself or herself, or other City employees.
2. All City social media sites shall be administered or overseen by a Site
Administrator designated by the director of the department, board or commission creating the
new social media site. Upon creation of the site, the Site Administrator shall provide to the
Communications Specialist, the Mayor and the City Clerk's Office all login information and
passwords necessary to administer the social media site, and shall provide any updated login or
password information to the Communications Specialist, the Mayor and the City Clerk's Office.
Upon separation from City employment, the Site Administrator shall provide to the
Communications Specialist all login information and passwords necessary to administer the
social media site, and shall relinquish and transfer all administrator rights to the Communications
Specialist and the Communications Specialist shall immediately change the password necessary
to administer the social media site.
3. As is the case for the City's website, the department's director or designee
will be responsible for the content and upkeep (including maintenance and monitoring) of any
social media site that department may create.
4. The Communications Specialist, the Mayor and the City Clerk's Office
will monitor content on all City social media sites to ensure adherence to the City's Social Media
Policy, consistency with the interest and goals of the City of Eagle, and enterprise-wide
consistency in messaging and information across platforms and Site Administrators.
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5. City employees or officials using or administering City social media sites
shall conduct themselves at all times as a representative of the City and in accordance with all
City policies. A failure to do so may result in disciplinary action.
6. The City must be able to immediately edit or remove content from social
media sites.
7. For each social media tool approved for use by the City the following
documentation will be developed and adopted:
• Operational and use guidelines;
• Standards and processes for managing accounts on social media sites;
• City and departmental branding standards;
• Enterprise-wide design standards; and
• Standards for the administration of social media sites.
IV. CITY EMPLOYEES' AND OFFICIALS' USE OF NON-CITY SOCIAL MEDIA
SITES.
A. Prohibited Conduct. City employees or officials using personal or non-City social
media sites should be aware that all social media sites are or may be accessible by the public,
including by other City employees and officials. City employees or officials shall not use
personal or non-City social media sites in any way that may adversely affect his or her
employment, workplace and/or that of other City employees, including but not limited to:
bullying, gossiping, sexual harassment, abuse of City or other public resources, violation of City
policies, or illegal activity. Such use of a personal or non-City social media site may result in
disciplinary action as provided in the Eagle City/Library Personnel Policy.
B. Personal Use. Where a City employee or official wishes to use or comment on a
non-City social media site in his/her personal capacity regarding work or subjects associated
with the City, or where such employee is or would reasonably be believed to be speaking in
his/her professional capacity as a representative of the City, the provisions of this and other City
policies shall apply and where necessary, the following disclaimer should be used: "The
postings on this site are my own and do not necessarily represent the City's positions or
opinions."
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