Loading...
Resolution - 2018 - 18-30 - Communications Policy. - 08/28/2018RESOLUTION NO. 18-30 A RESOLUTION OF THE CITY OF EAGLE, IDAHO, ESTABLISHING A COMMUNICATION POLICY FOR THE CITY OF EAGLE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Mayor and City Council of the City of Eagle, Idaho ("City") find that communication takes on many forms and is fundamental to the effective functioning of the City; and WHEREAS, the Mayor and City Council find that it would promote the public interest for the City to have a coherent and consistent strategic communications policy to promote open, honest communication with residents, businesses, elected and appointed City officials, City employees, and visitors. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF EAGLE, Ada County, Idaho, as follows: Section 1: The City hereby adopts the Communications Policy attached and incorporated herein by reference Section 2: This resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the Eagle City Council, Eagle, Idaho, this ,- day of August, 2018. APPROVED: Stan Ridgeway, Mayor ATTEST: Sharon K. Bergmann, MMC City Clerk/Treasurer RESOLUTION No. 18-30 PAGE 1 CITY OF EAGLE COMMUNICATIONS POLICY Communication Mission Statement In order to meet the needs and expectations of our community, the City of Eagle is committed to facilitating effective communication with its city staff, elected official, appointed board and committee members, citizens, and business community. Communication Vision A. The communications policy has been developed with the following assumptions: 1. Communication should be a priority in the development and planning of programs and services and is necessary to the successful completion and implementation of such activities. 2. All City of Eagle personnel are involved in communication efforts on a daily basis, whether it is dealing one-on-one with customers and/or the general public; working with one another; or responding to the media. 3. Due to the complexity and volume of City of Eagle communication activities, and the interest in the City of Eagle by both internal and external sources, an organized and formal plan is necessary to track, monitor and access messages that are being sent and to identify additional communication tools needed to adequately inform customers, the general public, and the media. B. The communications policy has been developed to accomplish the following: 1. Increase awareness, interest and participation of the citizens of Eagle in city governmental affairs; 2. Build community interest among citizens and positive attitude toward their city; 3. Eliminate any possible barriers that the community may feel in communicating with city staff and elected officials; 4. Provide the community and employees with the information they may desire in the manner they most convenient to them; 5. Foster positive relationships between city officials, staff and the news media to ensure fair, accurate and comprehensive coverage of city government activities; 6. Create a stronger connection between communication and technology by using the city website and social media platforms in the most effective manner Targeted Audiences This communication policy focuses the City of Eagle's communication efforts on three primary audiences: (1) community and media (external); (2) economic development initiatives; (external); (3) employees, elected and appointed officials (internal). RESOLUTION No. 18-30 PAGE2 External Communication A. Guidelines for Informing Citizens. Information on the city's policies, programs, services and initiatives should be generally available to the public in a variety of formats, subject to the availability of resources. Official positions or policy statements of the City, including correspondence of such official policy, news releases, and the like should be communicated through the Mayor's office, the City Clerk's office and/or the Communications Specialist. B. Guidelines for City Departments. City staff should use the following guidelines in communication with the general public: 1. Provide information to the public by knowledgeable staff. 2. Provide service in a timely, courteous and efficient manner. 3. Provide a prompt and clear explanation of available information. 4. Clearly identify information in all formats as being from the City of Eagle. 5. Publish information in plain language. 6. Maintain a record of all published information in accordance with the City's records retention policy and the Idaho Public Records Act. 7. Inform the public of the standard of service a department provides, including timelines for response to inquiries, mail and complaints. 8. Provide information on the city's website: (a) services available; (b) public health or safety announcements; (c) new city policies, programs, services or initiatives; (d) how to obtain public records; (e) meeting dates, agendas (including updated agendas that identify the status of each agenda item), and minutes; and (f) forms, fees, applications, etc. related to licensing, land use development, building permits, etc. 9. Provide information on how to obtain copies of public records. 10. When speaking to or otherwise providing information to the public for which an official City position has not been adopted, employees should acknowledge that such information and any opinions expressed are not those of the City but of the individual. C. Social Media Platforms. City staff should be aware of the city's social media policy and approved social media platforms and how to utilize such platforms to communicate information to the public. D. Internet/City Website. The City's goal is to provide accurate, consistent and timely information on its website and to ensure that information published is accessible by people with a minimal level of technology. The following policies will govern the City's website: 1. The Communications Specialist, in consultation with the Mayor and department heads, will determine what information is highlighted on the City's homepage. RESOLUTION No. 18-30 PAGE 3 2. The Communications Specialist, in consultation with the Mayor and department heads, will determine which outside news, websites, business or other sources, if any, will be linked to the City's website. The city Web site or publications must not include pictures or other materials that tend to attribute the Web site or publication to an individual or group of individuals instead of to the city. a. Linking is generally allowed for co-sponsored events and other City or government agencies, boards and commissions. b. Outside websites are defined as any website that is not maintained by the City of Eagle or that the City of Eagle lacks control over any part, including but not limited to content or security of the website. The following outside websites are permissible for the City of Eagle to link to: • Regionally or state recognized organizations or companies with a focus on tourism or economic development. • Federal, state and local government economic development partner agencies • Websites of organizations or companies, whether for-profit or not-for-profit for the purpose of providing certain information related to economic development initiatives, such as; marketing, tourism, existing industry examples., large employers, etc. Disclaimer: Links to federal, state, and local government agencies, and websites of other organizations or companies, whether for-profit or non- profit, does not constitute an endorsement of the content, viewpoint, accuracy, opinions, policies, products, services, or accessibility of that website. Once you link to another website from this website, you are subject to the terms and conditions of that website, including, but not limited to, its privacy policy. 3. Information posted on the City's website should include a contact name with a phone number and e-mail address, where appropriate. The identified contact person should be in a position to respond to requests for additional information in a timely manner. 4. The Communications Specialist is responsible for determining what graphics standards might be appropriate for the City's website. 5. The Communications Specialist, in consultation with the Mayor and department heads, will promptly remove out of date content from the website as soon as practicable and include uploading and removal dates in communications planning. 6. The Communications Specialist is responsible for maintaining a record of information posted to the City's website in accordance with the city's records retention schedule and Idaho law. 7. The City's website (ww .cityofea$1.1e.ort.0 will remain the City's primary and predominate interne presence. All press releases, news articles, newsletters, articles and other public documents prepared by City staff or elected or appointed RESOLUTION No. 18-30 PAGE 4 officials, in their official capacity, shall be placed on the city's website as soon as possible after distribution to the public or media. E. Crisis Communication. In situations including, but not limited to, floods, fires, terrorism, legal actions, and employee accidents, employees should first notify the department head, who in turn should notify the Mayor, Communications Specialist and City Attorney. A crisis communications team will then be designated to address the crisis with citizens, employees and the media. Internal Communication Open, two-way communication between the Mayor, Council, appointed board, commission and committee members, department heads and employees is vital to the effective operation of the City and to achieve the mission and goals of the City. Internal communication is an integral part of the City's communication policy. A. Council Member Inquiries and Communication. Council member inquiries to City staff, whether by phone, e-mail, letter or in person, must be addressed promptly. Where a response is provided to an inquiry that is expected to attract media attention or become part of a council agenda, the response shall be provided to all members of the Council, the City Attorney, the City Clerk and the Mayor. Public announcements must be distributed concurrently to members of Council, except in urgent situations affecting public health, safety or danger to persons or property, where every attempt will be made to distribute information as soon as possible. B. Mayor, Department Heads and Employees. Effective internal communication is a shared management responsibility, led by the Mayor with support from department heads. Department heads must communicate with employees openly, often and, wherever possible, before information is made public. To inform and engage employees, a variety of formats may be used, as appropriate and as resources permit, to reach the diverse audiences This may include a City Intranet, a mix of published materials including but not limited to, memoranda, notices, employee newsletters and electronic bulletins, oral presentations and staff meetings. The needs of all employees should be considered, including outside workers who do not have access to electronic information and employees who work in the field. To ensure consistency and effective use of city communication channels and formats, department heads may consult with the Communications Specialist, Mayor and City Clerk's office for support and advice before undertaking city-wide communications initiatives. C. Confidential Information. There may be circumstances when information should not be released internally because such release may be subject to an exception from disclosure under the Idaho Public Records Act or federal privacy laws. The Mayor's office and the Communications Specialist, in consultation with the City Clerk and the City Attorney, shall be responsible for ensuring confidential information is disseminated in compliance with applicable state and federal public records and privacy laws. Media Relations RESOLUTION No. 18-30 PAGE 5 To better serve the community, the City of Eagle should inform the public as to its functionality. That message is often conveyed through the news media. City employees should be aware of how the City can cooperate with the media to better serve the public. A. Goals. The City suggests the following goals relating to media relations: 1. Establish a uniform procedure for working with the media that will help ensure accuracy, City-wide coordination and a timely response to media deadlines. 2. Maintain a good working relationship with the media. B. General Guidelines. 1. All media contacts should be reported to the Communications Specialist. 2. Members of the City Council are entitled to learn about proposed policy initiatives or major new programs, services or initiatives before information about them is released to the media. 3. Consult with the Mayor and City Clerk's office when preparing campaigns or strategies that involve interaction with the public and/or require participation by the mayor or members of the City Council, or when preparing a response to a media inquiry that could have implications for the Mayor or City Council. 4. Do not disclose confidential information. 5. Media inquiries regarding pending litigation or exposure to litigation should be directed to the Mayor and City Attorney. 6. Media inquiries regarding personnel matters, reductions in force, or other City administration matters should be referred to the Mayor and the City Clerk, who should consult with the City Attorney prior to providing any information. 7. Department Head review and approval is required on all material to be published by city staff except for routine notices. (See number 9 below) 8. Although the City is not obligated to make any employee available to the media for an interview, every effort will be made to respond in a timely manner to media requests. 9. Department heads and designated employees within departments may provide routine information, as defined herein, without prior consultation with the Mayor or Communications Specialist and without Department Head review and approval. As used herein, the term "routine information" includes, but is not limited to: (a) general questions about a department's function; (b) items listed on a City Council agenda or board/commission agenda; (c) meeting times and locations; (d) special events or news conferences planned by a department; and (e) questions about a particular program offered by a department. RESOLUTION No. 18-30 PAGE 6 10. Articles or other public documents prepared by City employees outside of their duties as a City employee, containing personal opinions, subjective content, or speculative statements, or oral statements containing such opinions, shall be recognized strictly as those of the person making them and that such statements do not represent the position of the City. City employees shall be prohibited from writing such documents during work hours and using City resources. C. Designated Spokespersons. Department heads may designate departmental spokespersons on an assignment -by -assignment basis, including technical experts, to communicate about policies, programs, services and initiatives they are familiar with and for which they have responsibility. Designated department spokespersons should coordinate media and other inquiries, except inquiries for routine information as defined herein, with the Communications Specialist. City Council members respond to media inquiries at their own discretion. Council members are strongly encouraged to notify the Mayor and Communications Specialist when they have had contact with the media. D. Distribution of Press Releases and other Public Information. The Communications Specialist is responsible for distributing press releases, newsletters, articles or other public documents prepared by City employees to media outlets. City Council members are required to; utilize the Communications Specialist for distribution of official articles prepared by them in their official capacity as a City Council member. All media representatives will be afforded the same access. Media representatives may access or download information and public documents directly from the City's website. E. Elected Officials. Articles or other documents prepared by elected officials and not approved by a vote of the council, containing personal opinions, subjective content, or forward/speculative statements, or oral statements containing such opinions, shall be recognized strictly as those of the person making them and that such statements do not represent the position of the City. Elected officials shall not use City resources for such activities. F. Media Training. The Communications Specialist may work with any employee, City Council member, or other City representative regarding obtaining media training. G. Nothing in this policy shall be interpreted as preventing City staff or elected or appointed officials from writing, contributing or publishing materials or articles only in specific media sources, provided this is done in a non -official capacity and without using City resources. Administration A. Employees. Employees shall follow guidelines in the Communications Policy and shall abide by all applicable ethics laws, rules regulations or policies. Repeated or willful violations of this policy will be addressed in accordance with the City's Personnel Policy. B. Officials. Elected and appointed officials shall follow the guidelines in the Communications Policy and shall abide by all applicable ethics laws, rules, regulations or policies. RESOLUTION No. 18-30 PAGE 7 memo To: City Council From: Mayor's Office CC: Recipient names Date: August 23, 2018 Re: Communication Policy Resolution Council, History: "Resolution No. 14-14 Communication Policy" was introduced to Council and discussed. On 1/13/15, a council member made a motion to pass the policy, however, the motion itself lacked the adoption of the Resolution. In July 2018, the Policy was revisited by the Mayor, Economic Development Director, and the Communication Specialist to amend the Policy allowing for provisions of economic development. During that review, it became apparent that the Policy had not been properly adopted. Solution: Mayor Ridgeway requests the Communication Policy be adopted in the proper fashion. Because of the economic development amendments, he requests a new resolution number be assigned to the Policy. "Resolution No. 18-30 Communication Policy" has been itemized on the August 28, 2018 City Council agenda.