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Home My WebLink About2014-06-18 PACKET 04.J. REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # I..� DATE 06/18/14 ` . PREPARED BY: Administration Ryan Schroeder ORIGINATING DEPARTMENT DEPARTMENT HEAD ********************************************:�*,�* COUNCIL ACTION REQUEST: Consider adopting a resolution amending the Personnel Policy, updating section 21.12 Social Media Policy. . STAFF RECOMMENDATION: Adopt the resolution amending the Personnel Policy, updating section 21.12 Social Media Policy. BUDGET IMPLICATION: BUDGETED AMOUNT ACTUAL AMOUNT ADVISORY COMMISSION ACTION: DATE ❑ PLANNING ❑ PUBLIC SAFETY ❑ PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES/RIGHTS ❑ ECONOMIC DEV. AUTHORITY ❑ SUPPORTING DOCUMENTS: APPROVED ❑ ❑ ❑ ❑ ❑ ❑ ❑ DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ REVIEWED ❑ ❑ ❑ ❑ ❑ ❑ ❑ � MEMO/LETTER: Memo from Sharon Madsen dated 06/05/14 � RESOLUTION: 14- ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ❑ OTHER: ADMINISTRATORS COMMENTS � � , '-�-� � / / �1 � City Administrator Date ***************************�**:�*�*************** H:\Social Media\06 18 14 council-action-social-media-policy-update.doc Cottage � Grove � Pride andPrOSPerity Meet To: From: Date: Subject: Honorable Mayor and City Council Sharon Madsen, Communications Coordinator June 5, 2014 Amendment to the Personnel Policy Background The Social Media Policy section of the Personnel Policy is used to guide City Staff towards proper usage and consistency of the City's online presence. The Social Media Policy has not been revised since it was created in 2010. As social media continues to evolve, as well as the way residents communicate and obtain information online, it is important that the City's Social Media Policy be reviewed and updated to keep it current. With the recent addition of a BEC Facebook page and the merging of the River Oaks Golf and River Oaks Wedding websites into one, City Staff reviewed and updated the Social Media Policy. All of the revisions to the policy are highlighted in the resolution. Staff believes approving this policy change will help the organization continue to provide timely and accurate information to the public we serve by offering City Staff guidance in their participation of social media as a representative of the City. Action Consider adopting a resolution amending the Personnel Policy. RESOLUTION NO. 14-[Resolution Number] RESOLUTION REVISING SECTION 21.12 SOCIAL MEDIA POLICY TO THE PERSONNEL POLICY FOR THE CITY OF COTTAGE GROVE; AMENDING RESOLUTION 2014-011 ADOPTED February 19, 2014 21.12 Social Media Policy 21.12.1. Policy The City of Cottage Grove will provide timely and accurate communication on city services and news, thereby helping to advance the city's mission and inform and educate the public about the city's programs and services. In addition, the City will represent itself appropriately and consistently on the Internet. The City's website and social media websites are important tools for both conducting government business and for connecting City of Cottage Grove government with the public. 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 website 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 websites 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 websites 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. Social Media Websites — 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. Examples: blogs, message boards, Twitter • Social Networking. Examples: Facebook, nn Linkedln • Content Sharing. Examples: YouTube, Flickr ninn no�;,,;,,, ��, Pinterest, Instagram • Collaboration. Examples: Wikipedia, Micropublishing These websites can offer many different ways for users to interface such as instant messaging, blogging and commenting, microblogging, status updates, online forums, website 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 websites 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 #e� three websites and f^.,r ,�;�+;,,,,+ , � � i+h�ri-�orJ �„��-,� �,o�,;-, ,�,oh�,+o� six distinct Facebook pages and one active �, �,-r�� ,-,,, ��,--�� , Twitter account: City Websites City of Cottage Grove website www.cottaqe-qrove.orq City of Cottage Grove Economic Development website www.qrowthpartnerscq.com City of Cottage Grove River Oaks Golf Course website www. riveroaksmuniqolf.com f`i+�i .,f �`.,++ono l�rn�io C?i�ior (l�l�c (�_`nlf ('n� irco �nioiJrlinn i�o �nnnnni ri�iorn�Lc�niorJiJiriivo nnm City Social Media Websites City of Cottage Grove Facebook site- www.facebook. com/CottaqeG roveM i n nesota ��ri•!/�nnnnni forohnnl� nnm/r�orvoc/(`n}}ono_(_`rn�io_�AN/(�'i�v �f ('n+�r+no ('_rn�io City of Cottage Grove Public Safety Facebook site - http://www.facebook. com/paqes/Cottaqe-G rove-M N/Cottaqe-G rove-M i n n esota- Police-Department/147704903882 City of Cottage Grove Fire and EMS Facebook site - httas://www.facebook.com/CGPS. Fire City of Cottage Grove River Oaks Facebook site - http://www.facebook.com/pages/Cottaqe-Grove-MN/River-Oaks-Golf- Course/47983194682?ref=s City of Cottage Grove Parks and Recreation Facebook site - http://www.facebook.com/posted.php?id=136890553483&share id=1804403276 11 &comments=1 #s180440327611 BEC Facebook site — https://www.facebook. com/beccottageq rove City of Cottage Grove Twitter site — https: //twitter. com/cottageg rovem n The Twitter handle is @cottagegrovemn 21.12.6. Social Media Website 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. All postings to City of Cottage Grove social media sites may be subjected to review by the MIS Coordinator, Communications Coordinator r^m�� cor,,,�o� �r�nrrJino�nr and/or the City Administrator and may be deleted without notice. 2. Additional or significantly amended Social Media websites, intended to be established for the benefit of the City of Cottage Grove via individual employees or departments, must be approved by the �^mm �^�+„ c�� Communications 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 websites 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 Communications Coordinator or City Administrator and has obtained access from the MIS Coordinator. 6. City of Cottage Grove social media and online community website accounts are considered a City asset and logins to these accounts must be securely administered in accordance with City computer security policies. The Communications Coordinator and MIS Coordinator must be an Admin on all City website accounts. The City reserves the right to shut down any of its social media sites or accounts for any reason without notice. 7. Only City employees should have access to post on City of Cottage Grove social media and online community website accounts unless prior approval is provided by the City Administrator. 8. A social media website and online community accounts shall 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. 9. All social media websites 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, include the City logo, and a link to the City's official website. 10. 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 websites is provided as a public service. The City of Cottage Grove disclaims liability for ads, videos, promoted content or comments accessible from any external website. 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." The following statement will also be included on all City Facebook pages: The City Cottage Grove makes use of social media as a means to provide two- way communication between the City and members of the public. The City of Cottage Grove communicates via Facebook and Twitter. The City welcomes participation comments from the public on these sites. Once posted, the City reserves the right to delete comments that: • contain vulgar language • are personal attacks of any kind • are offensive • target or disparage any ethnic, racial or religious group • are spam • include sales/promotion of goods or services, or links to other sites • are clearly off-topic • conduct or encourage illegal activity • promote services, products or political organizations • infringe on copyrights or trademarks Please note that the comments expressed on City's social networking sites do not reflect the opinions or positions of the City of Cottage Grove, its employees or elected officials. . City of Cottage Grove has the right to reproduce any pictures or videos posted to this site in any of its publications or websites or any other media outlets. • City of Cottage Grove has the right to quote any comments or suggestions left by users. 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: o City events o Information about city services o City partner events (i.e. Strawberry Fest, Crime Board breakfast, Holiday Train, etc.) o Not-for-profit fundraisers held in the City (hockey breakfast, etc.) o Links to partner posts (SWCTC, Chamber of Commerce, etc.) o Links to positive stories from media outlets (Bulletin, Star Tribune, TV, etc.) o Photographs from community events • Posting not allowed: o Sales at retail stores o Garage sales, etc., for individual profit o Events hosted entirely or primarily for a private gain o 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. Not every comment requires a response. If you are unsure if a response is needed contact the Communications Coordinator and/or City Administrator for guidance. 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 identify your vested interest in the information you share. 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. Maintain your professional mindset and professional communication style. 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 a professional situation. 12. Be a leader while communicating and do not create incendiary statements to inflame others. Be careful and considerate of other points of view. 13. Consider open-ended content that invites response and comments. 14.A11 statements must be true and not misleading and all claims must be substantiated. What you publish will be around for a long time, so consider content carefully 15. Social media posting often take on the informality of a personal email. This must be avoided, especially in the area of fact-checking information posted to the social media sites. If a wrong date or time is given regarding a City event, for example, it will be difficult to remedy the information for all readers. Work diligently to present accurate information. 16. Posts are to be facts, not speculation. 17. Employees must not express personal opinion, assume, speculate or speak on behalf of the city as a whole or the Mayor and City Council. 18.An employee must alert the City Administrator immediately if they believe they may have made a mistake or shared non-public information. Delete the post, after taking a screen shot, or copying the text. Posting guidelines: o Try and post no more than two posts per day on Facebook o Please keep sites updated o Posts should include a picture or link if possible to another site to promote interest. Verify links are accurate and will lead users to intended information. o Post events close to the event, or people will forgot it. At the very least, post a reminder close to the event. For larger events, consider creating a Facebook event. o Use Facebook as a photo repository for ��+,��e�s –^�"°c f°^c ° roncnn +„ �,,;,, �n,� cnmo�hiniv +„ �,,,,U �+. giving fans a reason to like the page and share the photos with their own Facebook friends. o Twitter may be updated more frequently due to the nature of this communication tool. Guidelines for r°°^^n°° +^ r^°+° deleting comments or posts: o The City will delete any responses containing profanity, vulgarity, or which are demeaning or inflammatory to other people o Take a screen shot of comment before deleting the comment. o Document deleted posts (save thread to a file), along with specific reason for deleting Guidelines for specific Pavement Management project posts (applicable when a third-party posts project updates on behalf of the City): o Social media—including the Facebook page—will be promoted as a way for residents to get the most up-to-date information on the project o When deciding what to post, think about what information you would want to know if you needed to drive in the area. o Post as often as needed to keep people as up-to-date as possible keeping posts brief and to the point; use complete sentences o A post does not need to be made daily if nothing of significance is happening o Monitor the Facebook so comments/questions can be responded to in a timely manner; check two times per day at a minimum o Post road closures, including time estimates to help people plan accordingly o Add interesting photos of the construction o Double check spelling before posting o An example of a Facebook page from a 2012 Washington City road construction project: https://www.facebook.com/pages/BroadwayAveFL/1948211705387 39?ref=hl 21.12.8. Violations of the Policy 1. Violations of this Policy shall be reported to the Department Director, the Communications Coordinator, �"� �nmm� ini�v c r,,,,r,��n��- 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 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. (Rev. 6/2094) WHEREAS, [Argument] WHEREAS, [Argument] NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Cottage Grove, County of Washington, State of Minnesota, that the above listed section of the City of Cottage Grove Personnel Policy be amended. Passed this 18 day of June 2014. Myron Bailey, Mayor Attest: Caron M. Stransky, City Clerk