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The city strives to openly provide accurate and timely information in a professional manner in accordance <br />with the laws regarding public information, records retention, and data practices. The intent is to ensure all <br />communications accurately reflects factual information and City Council’s positions. <br />This policy provides guidelines for all external city communications 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 employees may sometimes comment on city matters outside of their official roles as <br />an employee of the city. Therefore, this policy provides guidelines for employees when communicating as a <br />private citizen on matters pertaining to city business. <br /> <br />Guidelines for Official City Communications <br /> <br />General Requests <br />All staff is responsible for communicating routine information to the public in relation to their specific job <br />duties. Requests for private data or information outside the scope of an individual’s job duties should be <br />routed to the appropriate department head or to the data practices authority. <br /> <br />Media Requests <br />With the exception of routine events and basic information that is readily available to the public, all requests <br />for interviews or information from the media are to be routed through the city administrator or his/her <br />designee. Media requests include anything intended to be published or viewable to others such as television, <br />radio, newspapers, newsletters, and websites. <br /> <br />Responding to Media Requests <br />If the request is regarding information about city personnel it is to be directed to the human resources <br />representative. Other requests such as potential litigation, controversial issues, an opinion on a city matter, <br />or if you are unsure if it is a “routine” question, forward to the city administrator. <br />An appropriate response would be, “I’m sorry, I don’t have the full information regarding that issue. Let me <br />take some basic information and submit your request to the appropriate person who will get back to you as <br />soon as he/she can.” <br />Ask the media representative for the following: <br />1. Name and organization they are representing <br />2. Questions <br />3. Deadline <br />4. Contact information <br /> <br />Communicating on Behalf of the City <br />Only the mayor, city administrator, or his/her designee are authorized to communicate on behalf of the city <br />in interviews, publications, news releases, on social media sites, and related communications. If designated <br />to communicate on behalf of the city: <br /> Employees shall identify themselves as a city representative of the city. <br /> All information must be respectful, professional, truthful, and accurate. <br /> Mistakes: If an error is made, corrections should be sincere and 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 /> <br /> <br />2 <br />