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Citv of Pequot Lakes Citv of Pequot Lakes Personnel Policies <br /> Title: Communications,Privacy and Security Effective Date: [date adopted] <br /> Effective Date(s)of Amendment(s): <br /> Media requests include anything intended to be published or viewable to others in some form <br /> such as television, radio, newspapers,newsletters,and web sites. When responding to media <br /> requests,employee should follow these steps: <br /> 1. If the request is for routine or public information (such as a meeting time or agenda) <br /> provide the information and notify the City Administrator of the request. <br /> 2. If the request is regarding information about the official City response to non-routine or <br /> nonpublic information, or if an employee is unsure if the request is a "routine" or <br /> "public" question,forward the request to the City Administrator. An appropriate <br /> response would be, "I'm sorry, I don't have the full information regarding that issue. Let <br /> me take some basic information and submit your request to the appropriate person <br /> who will get back to you as soon as he/she can." Then ask the media representative's <br /> name, questions, deadline and contact information. <br /> All news releases concerning the official City response on City personnel will be the <br /> responsibility of the City Administrator. When/if the City Administrator authorizes a stafF <br /> person to communicate on behalf of the City in interviews,publications, news releases,on <br /> social media sites, and related communications, employees must: <br /> • Identify themselves as representingthe City. Account names on social media sites must <br /> be clearly connected to the City and approved by the City Council. <br /> • All information must be respectful, professional and truthful. Corrections must be <br /> issued when needed. <br /> • Personal opinions generally don't belong in official City statements. One exception is <br /> communications related to promoting a City service. For example,if an employee � <br /> posted on the City's Facebook page, "My family visited Hill Park this weekend and really � <br /> enjoyed the new band shelter." Employees who have been approved to use social <br /> media sites on behalf of the City should seek assistance from the City Administrator on <br /> this topic. <br /> • Employees need to notify and receive approval from the City Administrator if they will <br /> be using their personal technology(cell phones, home computer,cameras,etc.)for City <br /> business. Employees should be aware that the data transmitted or stored may be subject <br /> to the Data Practices Act. <br /> It is important for City employee to remember that the personal communications of employees <br /> may reflect on the City, especially if employees are commenting on City business. The following <br /> guidelines apply to personal communications including various forms such as social media <br /> (Facebook,Twitter, blogs, YouTube, etc.), letters to the editor of newspapers,and personal <br /> endorsements. <br /> 56 <br />