HomeMy WebLinkAboutCouncil Policy No. 400-13 - Social Media Policy
CITY OF LAKE ELSINORE, CALIFORNIA
COUNCIL POLICY MANUAL
SUBJECT: Social Media Policy Policy No. 400-13
Effective Date: 12/13/11
Page No. 1 of 5
PURPOSE
To address the fast-changing landscape of the Internet and the way residents and
businesses communicate and obtain information about the City of Lake Elsinore (“City”)
online, the City’s departments may consider using social media tools to reach a broader
audience and increase citizen engagement. The City encourages the use of social media to
further the goals of the City and its departments, where appropriate, through
dissemination of information about the City’s mission, meetings, activities and current
issues to members of the public.
The City has an overriding interest and expectation in deciding what is “announced” or
“spoken” on behalf of the City on social media sites. The purpose of this policy is to set
forth the City’s policies and procedures regulating the City’s presence on social media
websites and regulating employees who are responsible for maintaining the City’s
presence on social media websites. This policy does not govern or regulate the use of
social media sites by City employees or the privacy rights associated therewith.
“Social media” and “Web 2.0” are terms used interchangeably to refer to activities that
integrate technology, social interaction and content creation. This media allows people to
generate, organize, share, edit and comment on web content. Examples of social media
include, but are not limited to, Facebook, Twitter, YouTube, Blogs, Really Simple
Syndication (“RSS”), LinkedIn, and Flickr.
The goals of City of Lake Elsinore social media sites are to:
• Increase the public’s knowledge, trust, and use of City services
• Promote the value and importance of City services among and between
governing officials, civic leaders, and the general public
• Maintain open, professional and responsive communication with members of
the public and the news media
OWNERSHIP
All social media communications composed, sent, or received on City equipment are the
property of the City. While the social media sites are administered by the City, the
content on the sites is not entirely controlled by the City. The City does not endorse any
links or advertisements on its social media sites placed by the site owners or their vendors
or partners.
CITY OF LAKE ELSINORE, CALIFORNIA
COUNCIL POLICY MANUAL
SUBJECT: Social Media Policy Policy No. 400-13
Page No. 2 of 5
POLICY
A. All of the City’s social media sites that are created by departments will be subject
to approval by the City Manager or designee. All City of Lake Elsinore social
media sites shall be administered by the City of Lake Elsinore Information
Technology Division (“IT”) staff.
B. City social media sites should make clear that they are maintained by the City of
Lake Elsinore and that they follow the City’s Social Media Policy.
C. The most appropriate uses of social media tools are as informational channels to
increase the City's ability to broadcast its messages to the widest possible
audience.
D. The City's website (http://www.lake-elsinore.org) will remain the City's primary
and predominant internet presence.
E. Wherever possible, content posted to the City’s social media sites must first be
made available on the City's website by the department’s website content
manager.
F. Wherever possible, content posted to the City’s social media sites must contain
hyperlinks directing users back to the City’s official website for in-depth
information, forms, documents or online services necessary to conduct business
with the City of Lake Elsinore.
G. Social media will not be the primary tool used for disseminating emergency
information. The City’s PEG Channels, Time Warner Channel 29 and Verizon
FIOS Channel 31, will remain the primary source of that information. Emergency
information may be released on social media sites, but not before release on
City’s PEG Channels or other emergency information systems.
H. The Public Information Officer or designee will monitor content on City social
media sites to ensure adherence to both the City’s Social Media Policy and the
interest and goals of the City of Lake Elsinore.
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CITY OF LAKE ELSINORE, CALIFORNIA
COUNCIL POLICY MANUAL
SUBJECT: Social Media Policy Policy No. 400-13
Page No. 3 of 5
I. Wherever possible, the City’s social media sites must comply with all appropriate
City of Lake Elsinore policies and procedures, including but not limited to:
1. Internet, Electronic Mail and Software Policy.
2. City Information Technology (IT) security policies and guidelines.
3. City of Lake Elsinore anti-harassment and anti-discrimination policies.
Any exceptions will be approved by the City Manager or designee dependent on
the policy. Any exceptions must be in writing.
J. All employees who utilize social media concerning the City shall also comply
with this policy. This includes social media use on and off City-compensated
time. Therefore, employees utilizing social media on their own time, but on
topics concerning the City, are expected to comply with this policy.
K. Employees are not to access social media sites on City time for any purpose not
work-related. Employees with business reasons to access social media sites or
use social media tools must have their Department Head send an e-mail to the
Information Technology Supervisor and the City Manager authorizing such
access so that network security can be modified to allow access.
L. The City’s social media sites are subject to California’s civil discovery statutes
and the California Public Records Act. Any content maintained in a social media
format that is related to City business, including a list of subscribers and posted
communication (with certain exceptions), is a public record. The Department
maintaining the site is responsible for responding to any public records request for
public records on social media; provided, however, such requests must be handled
in collaboration with the City Clerk’s Office and the City Attorney’s Office.
Content related to City business must be maintained in an accessible format and
so that it can be produced in response to a request. Wherever possible, such sites
must clearly indicate that any articles and any other content posted or submitted
for posting may be or are subject to public disclosure upon request.
M. California law and relevant City records retention schedules apply to social media
formats and social media content. Unless otherwise addressed in a specific social
media standards document, the department maintaining a site must preserve
records required to be maintained pursuant to an applicable records retention
schedule for the required retention period in a format that preserves the integrity
of the original record and is easily accessible.
CITY OF LAKE ELSINORE, CALIFORNIA
COUNCIL POLICY MANUAL
SUBJECT: Social Media Policy Policy No. 400-13
Page No. 4 of 5
N. City social media sites shall be managed consistent with the Brown Act. Members
of the City Council and City advisory bodies should refrain from responding to
any published postings, or from using the site to respond to, blog, engage in serial
meetings, or otherwise discuss, deliberate, or express opinions on any issue within
the subject matter jurisdiction of the body.
COMMENT POLICY
A. Users and visitors to the City’s social media sites must be notified that the
intended purpose of the site is to serve as a means of communication between
City departments and members of the public. All comments posted to the City’s
social media sites will be monitored. The City’s social media site articles, posts
and comments containing any of the following forms of content will not be
allowed and must be removed as soon as possible:
1. Profane language or content;
2. Content that promotes, fosters, or perpetuates discrimination on the basis of
race, creed, color, age, religion, gender, marital status, status with regard to
public assistance, national origin, physical or mental disability, sexual
orientation or any other basis protected by state or federal law;
3. Sexual content or links to sexual content;
4. Solicitations of commerce and other pure commercial speech
5. Conduct or encouragement of illegal activity;
6. Comments in support of or opposition to political campaigns or ballot
measures;
7. Information that may compromise the safety or security of the public or public
systems or employees;
8. Content that violates a legal ownership interest of any other party.
B. Users and visitors to the City’s social media sites must also be notified that:
1. A comment posted by a member of the public on any City of Lake Elsinore
social media site is the opinion of the commentator or poster only, and the
publication of a comment does not imply endorsement of, or agreement by,
the City of Lake Elsinore, nor do such comments necessarily reflect the
opinions or policies of the City of Lake Elsinore.
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CITY OF LAKE ELSINORE, CALIFORNIA
COUNCIL POLICY MANUAL
SUBJECT: Social Media Policy Policy No. 400-13
Page No. 5 of 5
2. The City reserves the right to restrict or remove any content that is deemed in
violation of this policy or any applicable law. Notwithstanding the foregoing,
the City of Lake Elsinore is not obligated to take such actions, and the City
disclaims any and all responsibility and liability for any materials that the City
deems inappropriate for posting, which cannot be removed in an expeditious
and otherwise timely manner.
3. By posting a comment, users agree to indemnify the City of Lake Elsinore, its
officers and employees from and against all liabilities, judgments, damages,
and costs (including attorney’s fees) incurred by any of them which arise out
of or are related to content posted by users. If a user does not agree to these
terms, the individual should not use the City of Lake Elsinore’s social media
sites as a violation of these terms may lead to legal liability.
4. The City neither guarantees the authenticity, accuracy, appropriateness nor
security of external links, websites or content linked thereto.
C. The above comment guidelines and disclaimers (“Terms of Use”) must be
displayed to users or made available by hyperlink. Any content removed based on
these guidelines must be retained, including the time, date and identity of the
poster in accordance with the City’s policy on the retention of such information.
D. When a City of Lake Elsinore employee responds to a comment, in his/her
capacity as a City of Lake Elsinore employee, the employee’s name and title
should be made available, and the employee shall not share personal information
about himself or herself, or other City employees.
HISTORY
Adopted by Resolution No. 2011-068 12/13/11