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City of Elk River <br />Communications Policy for Employees <br />The city strives to provide the public accurate and timely information, communicated in a <br />professional manner, and in accordance with the laws regarding public information, records <br />retention, and data practices. The intent is to ensure all communications accurately reflect the <br />facts of a matter and the City Council's position or goals on a matter. <br />This policy provides guidelines for all external communications from the city using various <br />mediums including: <br />Printed materials such as newsletters, articles, and brochures. <br />Electronic materials such as email, postings to websites, or social media sites. <br />Media relations such as requests for interviews, news releases, and media inquiries. <br />The city also recognizes that employees may sometimes comment on city matters outside of <br />their official roles as an employee of the city. Therefore, this policy provides guidelines for <br />employees when communicating as a private citizen on matters pertaining to city business. <br />GUIDELINES FOR OFFICIAL CITY COMMUNICATIONS <br />Handling General Requests <br />All staff is responsible for communicating routine information to the public in relation to their <br />specific job duties. Requests for private data or information outside the scope of an <br />individual's job duties should be routed to the appropriate department head or to the data <br />practices authority. <br />Handling Media Requests <br />With the exception of routine events and basic information that is readily available to the <br />public, all requests for interviews or information from the media are to be routed through the <br />City Administrator or his/her designee. Media requests include anything intended to be <br />published or viewable to others such as via television, radio, newspapers, newsletters, and <br />websites. <br />Kesponding to Media Requests <br />If the request is regarding information about city personnel, potential litigation, controversial <br />issues, an opinion on a city matter, or if you are unsure if it is a "routine" question, forward <br />the request to the City Administrator. <br />An appropriate response would be, "I'm sorry, I don't have the full information regarding that <br />issue. Let me take some basic information and submit your request to the appropriate person <br />who will get back to you as soon as he/she can." <br />Ask the media representative for the follozving; <br />1. Name <br />2. Questions <br />3. Deadline <br />4. Contact information <br />Adopted: <br />S:\Administration\Communications\Branding Program\Communications Policy.doc <br />