HomeMy WebLinkAbout2010-02-03 PACKET 04.N.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING ITEM # n �
DATE 2/3/2010
PREPARED BY Administration Ryan Schroeder
ORIGINATING DEPARTMENT DEPARTMENT HEAD
COUNCIL ACTION REQUEST
Consider approving Social Media Policy.
STAFF RECOMMENDATION
Adopt Resolution amending the Personnel Policy adding Section 21.12 on Social Media
Policy.
SUPPORTING DOCUMENTS
® MEMO /LETTER: Memo from Ken Smith, Community Services and Communications
Coordinator
® RESOLUTION:
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
❑ OTHER:
ADMINISTRATORS COMMENTS
City Date'
COUNCIL ACTION TAKEN: APPROVED ❑ DENIED
❑ OTHER
G: \clerk \Templates \Caron \City Council Action Form.doc
City of Cottage Grove m
Finance & Administrative Services Department
TO: Cottage Grove City Council
FROM: Kenneth L. Smith, Community Services and Communications Coordinator
Ryan Schroeder, City Administrator
DATE: January 26, 2010
RE: City of Cottage Grove Social Media Policy
Attached, please find the City of Cottage Grove Social Media Policy. Social Media sites for networking
have become an important way for residents and visitors to find out what's happening in Cottage Grove.
However, with any communications system it is important to establish guidelines and checks and
balances to make sure our messages are uniform, fact -based and non offensive. Therefore, we have
come up with a social media policy to answer questions and to give staff direction when posting to any
of our sites.
Currently the City is maintaining 4 web sites and 6 social media web sites: This could change at any
time because we are constantly finding new ways to advertise City events and attract attention to our
businesses. Currently, we are looking into providing promotional notification sites that highlight sales
and special promotions that our local businesses might be having. Thank you.
City Web Sites
City of Cottage Grove web site www.cottage-grove.org
ve.org
City of Cottage Grove Economic Development web site www. rg owthpartnerscg com
City of Cottage Grove River Oaks Golf Course web site www.riveroaksmunigol£ com
City of Cottage Grove River Oaks Golf Course wedding site www.riveroaksweddings.com
City Social Media Web Sites
City of Cottage Grove Facebook site- http: / /www.facebook.com/pages /Cottage- Grove -MN /Cites
Cottage- Grove- MN/136890553483 ?v= wall &viewas=0
City of Cottage Grove Public Safety Facebook site - http: / /www.facebogk.com/pages /Cottage - Grove-
MN/ Cottage - Grove- Minnesota -Po lice- Department/ i 47704903 882
City of Cottage Grove River Oaks Facebook site - http: / /www.facebook.com/paaes /Cottage - Grove-
MN /River -Oaks- Golf - Course /47983194682 ?ref =s
City of Cottage Grove Parks and Recreation Facebook site -
httn:// www.facebook.com/posted.DhhD ?id= 136890553483 &share id =1 80440327611 &comments= 1 As 180
440327611
City of Cottage Grove YouTube channel -
http: / /www.voutube,com/profile ?user =CityOfCottageGroveMN #g/u
Cottage Grove Public Safety Nixle notification service -
http: / /Iocal.nixle.com /cottage- rg ove-pub e- safety/
Council Action Requested: Please adopt resolution approving policy
Resolution No. 2010 -XXX 1
Social Networking Policy
RESOLUTION NO. 2010 -XXX
A RESOLUTION AMENDING THE PERSONNEL POLICY
ADDING SECTION 21.12, SOCIAL MEDIA POLICY
BE IT RESOLVED, by the City Council of the City of Cottage Grove, County of
Washington, State of Minnesota, to amend the personnel policy, adding Section 21.12 as
follows:
SECTION 21.12. SOCIAL MEDIA POLICY
21.12.1. Policy
The City of Cottage Grove will determine, at its discretion, how its web -based social media and
online community presence will be designed, implemented and managed as part of its overall
communications and information technology strategies and functions. City government social
media and other web -based resources may be modified or removed by the City at any time and
without notice, as necessary to maintain the integrity of both communications and information
technology functions.
21.12.2 Purpose
It is the intent of the City of Cottage Grove to represent itself appropriately, consistently and
positively on the internet. Collaborative technologies are fundamentally changing how
information is provided, received and how the City can engage its citizens. To aid in meeting the
goals of the City, the purpose of this policy is to establish procedures for creating and
maintaining a social media and online community presence which is in accord with policies and
directives established by City management. It also provides guidelines and standards for
individual employees regarding the use of social media for communication with citizens,
colleagues and the world at large.
21.12.3. Scope
This policy applies to any existing or proposed social media web sites and online community
accounts created by City employees during the course and scope of their employment, and
includes all sites and accounts described in Section 21 Electronic Media Usage Policy. This
policy does not govern personal use of social media web sites during work hours. Section 21.4
Personal Use Limitations in the City's Personnel Policy governs personal use of social media.
21.12.4. Definitions
"City Social Media" — Those social media web sites established for the benefit of the City of
Cottage Grove with authority granted as outlined in this policy. Includes all employee social
media accounts established at the request of or with the approval of City management. City
Social Media does not include employee's personal social media accounts.
Resolution No. 2010 -XXX 2
Social Networking Policy
"Social Media Web Sites" — Focus on creating and fostering online social communities for a
specific purpose and connect users from varying locations and interest areas.
"Social Networking" — Offer a way for registered users to communicate with each other on the
internet, usually offering many ways to connect to other registered users. These websites fall
under four categories:
• Conversation — blogs, message boards, twitter
• Social Networking — Facebook, Myspace, Linkedln
• Content Sharing — YouTube, Flickr, Digg, Delicious
• Collaboration — Wikipedia, Micropublishing
These web sites can offer many different ways for users to interface such as instant messaging,
blogging and commenting, microblogging, status updates, online forums, web site link sharing,
video conferencing, sharing photos, videos, etc.
"Microblogging (Twitter)" — This is a form of blogging that allows registered users to post
short updates (140 characters or less) about themselves and their activities.
21.12.5. General Standards
The City of Cottage Grove social media web sites and online community accounts and their
associated content should focus on significant City interest areas and be organized in a manner
that avoids duplication, ambiguities and /or conflicting information.
1) Currently the City is maintaining 4 web sites and 4 distinct, authorized social media web
sites:
City Web Sites
City of Cottage Grove web site www.cottage- pyove.org
City of Cottage Grove Economic Development web site www.growthpailnerseg.com
City of Cottage Grove River Oaks Golf Course web site www.riveroaksmunigolf.corn
City of Cottage Grove River Oaks Golf Course wedding site www.riveroaksweddin sg com
City Social Media Web Sites
City of Cottage Grove Facebook site - http: / /www.facebook.com /pages /Cottage - Grove -MN /City-
of- Cottage- Grove -MN /136890553483 ?v= wall &viewas=0
City of Cottage Grove Public Safety Facebook site - http://www.facebook,com/pages/Cottage-
Grove -MN /Cottage- Grove - Minnesota - Police- Department /147704903882
City of Cottage Grove River Oaks Facebook site - http: / /www.facebook.com /pages /Cottage-
Grove -MN /River- Oaks - Golf- Course/47983194682 ?ref —s
Resolution No. 2010 -XXX 3
Social Networking Policy
City of Cottage Grove Parks and Recreation Facebook site -
http:// www.facebook.com /posted.php ?id= 136890553483 &share id= 180440327611 &comments
= 1
21.12.6. Social Media Web Site Responsibility
It is the responsibility of the Department Director to ensure all City policies are followed when
employees are establishing a City of Cottage Grove social media site or interacting with social
media sites in the course of the employee's scheduled work.
1) All postings to City of Cottage Grove social media sites may be subjected to review by
the MIS Coordinator, Community Services Coordinator and /or the City Administrator and may
be deleted without notice.
2) Additional or significantly amended Social Media Web sites, intended to be established
for the benefit of the City of Cottage Grove via individual employees or departments, must be
approved by the Community Services Coordinator and /or the City Administrator. The employee
is responsible for providing documentation on the benefits of using social media networks for
their specific job functions as justification for approval of the additional or significantly amended
social media sites. It is the responsibility of the employee's supervisor to review work impacts
to assure that using social media does not negatively affect the employee's day -to -day job
performance.
3) Administration of all social media web sites and online community accounts must
comply with applicable laws, regulations and policies as well as proper business etiquette.
4) City social media accounts accessed and utilized during the course and scope of an
employee's performance of his /her job duties may not be used for private or personal purposes or
for the purpose of expressing private or personal views on personal, political or policy issues or
to express personal views or concerns pertaining to City employment relations matters.
5) As set forth in other City policies, City employees are blocked from accessing social
media sites and other online communities such as Craigslist on their City of Cottage Grove
computers, except where an employee administers a site or under other circumstances where the
employee has been granted permission by their Department Director, the Community Services
Coordinator or City Administrator and has obtained access from the MIS Coordinator.
6) City of Cottage Grove social media and online community web site accounts are
considered a City asset and logins to these accounts must be securely administered in accordance
with City computer security policies. The MIS Coordinator must be an Admin on all City web
site accounts. The City reserves the right to shut down any of its social media sites or
accounts for any reason without notice.
7) A social media web site and online community accounts sball not be used by the City or
any City employee or representative to disclose sensitive and/or confidential information without
the prior written approval of the City Administrator.
3
Resolution No. 2010 -XXX 4
Social Networking Policy
8) All social media web sites and online community accounts created and utilized
during the course and scope of an employee's performance of his/her job duties will be
identified as belonging to the City of Cottage Grove, including the City logo, as well as a link to
the City's official web site.
9) Inclusion of the following disclaimer, as approved by the City Administrator, is required
on all social media sites.
"The City of Cottage Grove's use of external social media web sites is provided as a
public service. The City of Cottage Grove disclaims liability for ads, videos, promoted
content or comments accessible from any external web site. The responsibility for external
content or comments rests with the organizations or individuals providing them. Any
inclusion of external content or comments does not imply endorsement by the City of
Cottage Grove. The City reserves the right to delete any postings that are obscene, vulgar,
threatening, contain profanities or show the City or its residents in a negative manner."
21.12.7. Social Media Guidelines
1) Adhere to your area of business expertise and provide information on your current
activities and those of your industry.
2) Post meaningful, respectful comments that promote collaboration and sharing. Do not
spam, inflame or make comments that are offensive.
• Posting may include:
a. City events
b. City partner events (i.e. Strawberry Fest, Crime Board Breakfast,
Holiday Train, etc.)
c. Not - for - profit fundraisers held in the City (hockey breakfast, etc)
• Posting not allowed:
a. Sales at retail stores
b. Garage sales, etc, for individual profit
e. Events hosted entirely or primarily for a private gain
d. Political Commentary
3) Always think before posting; if it causes you to pause or question if it is appropriate, it
most likely should not be posted.
4) Respect proprietary information, content and confidentiality. Give credit to
appropriate persons when required or appropriate.
5) Reply to comments in a timely manner, when a response is appropriate. Understand that
quality communication is important, so engage appropriately.
6) Be transparent as to who you are and who you represent. Be clear about your role for the
City of Cottage Grove so as to indentify your vested interest in the information you share.
4
Resolution No. 2010 -XXX 5
Social Networking Policy
7) Be aware that just by identifying yourself as a City of Cottage Grove employee you are
creating perceptions about yourself and about the City. Be sure all content associated with you is
consistent with your work and the City's professional standards.
8) Know and follow the City's rules for conduct, Internet Policy and the Social Media
Policy.
9) Be aware that some information is confidential and/or sensitive until deemed available
for public release. Employees are expected to maintain this confidentiality.
10) Add value and excitement to the online community. Your statements and posts should
provide the community with information to improve their knowledge, skills, solve problems, or
to understand City government and community activities better.
11) Social media is a conversation, so talk to the community as you would a real person in
professional situation. Be a leader while communicating and do not create
incendiary statements to inflame others. Be careful and considerate of other points of view.
• Posting guidelines:
a. No more than 1 or 2 posts per day on the site
b. Please keep sites updated
c. Posts should include a colorful picture or link if possible to another
site to promote interest
d. Post events close to the event, or people will forgot it. At the very
least, post a reminder close to the event.
Guidelines for responses to posts:
a. The City will delete any responses containing profanity, vulgarity, or
which are demeaning or inflammatory to other people
b. Document deleted posts (save thread to a file), along with specific
reason for deleting
• Use Facebook as a photo repository for City events —gives fans a reason to
join and something to look at.
21.12.8. Violations of the Poho
1) Violations of this Policy shall be reported to the Department Director, the Community
Services Coordinator and or the City Administrator. Employees violating this policy may be
disciplined in accordance with the provisions of the City of Cottage Grove's Personnel Policy or
employee's labor contract.
21.12.9. Exceptions /Changes
1) This policy replaces all previous policies covering the same or similar topics except as
provided for in Cottage Grove's Personnel Policy. Exceptions to this policy may be granted only
by the City Administrator. This policy may be reviewed and changed at any time.
Resolution No. 2010 -XXX 6
Social Networking Policy
Adopted this __ day of 2010.
Myron Bailey, Mayor
Attest:
Caron M. Stransky, City Clerk