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Communicating on Behalf of the City <br />The Mayor, City Administrator, or his/her designee are authorized to communicate on behalf <br />of the city in interviews, publications, news releases, on social media sites, and related <br />communications. Other employees may represent the city if approved by one of these <br />individuals to communicate on a specific topic. <br />^ Employees must identify themselves as representing the city. <br />^ All information must be respectful, professional, truthful, and accurate. <br />^ Mistakes: If an error is made in a communication, corrections should be upfront and <br />as timely as possible. <br />^ Do not engage in speculation. <br />^ Do not speak critically about the city or others involved in a matter. <br />^ Do not speak on topics you are not designated to speak upon. <br />^ In case of emergency situations such as fixes, accidents, or other public safety <br />emergencies, the Fire or Police Chief will be the spokesperson for that event unless <br />notified by the Mayor or City Administrator to the contrary. <br />^ Personal opinions generally don't belong in official city statements. One exception is <br />communication related to promoting a city service. For example, if an employee <br />posted on the city's Facebook page, "My family visited Woodland Trails this weekend <br />and really enjoyed the ski trails." <br />For additional policy for expected behavior by staff charged with using social media on behalf <br />of the city, see Exhibit A. <br />GUIDELINES FOR PERSONAL COMMUNICATIONS <br />It is important for employees to remember that the personal communications of employees <br />may reflect on the city, especially if employees are commenting on city business. The <br />following guidelines apply to personal communications including various forms such as social <br />media, letters to the editor of newspapers, and personal endorsements. <br />^ Remember that what you write is public and will be for a very long time. It may also <br />be spread to large audiences. Use common sense when using email or social media <br />sites. It is a good idea to refrain from sending or posting information that you would <br />not want your supervisor or other employees to read, or that you would be <br />embarrassed to see in the newspaper. <br />^ The city expects its employees to be truthful, courteous, and respectful towards <br />supervisors, co-workers, citizens, customers, and other persons associated with the <br />city. Do not engage in name-calling or personal attacks. <br />^ If you publish something related to city business, identify yourself and use a disclaimer <br />such as, "I am an employee of the City of Elk River. However, these are my own <br />opinions and do not represent those of the City of Elk River." <br />^ City resources, working time, or official city positions cannot be used for personal <br />profit or business interests, or to participate in personal political activity. For example, <br />a building inspector could not use the city's logo, email, or working time to promote <br />his/her side business as a plumber. <br />^ Personal social media account names or email names should not be tied to the city. <br />For example, E1kRiverCop. <br />Adopted: <br />S:\Administration\Communicadons\Branding Program\Communications Policy.doc <br />