HomeMy WebLinkAboutCity Council Packet 02-11-2014 SpecialCITY OF PLYMOUTH
AGENDA
SPECIAL COUNCIL MEETING
FEBRUARY 11, 2014, 5:30 p.m.
MEDICINE LAKE CONFERENCE ROOM
1. CALL TO ORDER
2. TOPICS
A. Update from WestHealth
B. Social Media Policy
C. Set Future Study Sessions
D. Quarterly City Manager Update
3. ADJOURN
Special Council Meeting 1 of 1 February 11, 2014
rp)City of Agenda 2BPlymouthNumber:
Adding Quality to Life
To: Dave Callister, City Manager
SPECIAL
COUNCIL MEETING Prepared by: Helen LaFave, Communications Manager
February 11, 2014 Reviewed by: Luke Fischer, Administrative Services Director
Item: Consideration of Draft Social Media Policy
1. ACTION REQUESTED:
Provide feedback on the draft social media policy.
2. BACKGROUND:
Social media has become a tool commonly used by government to distribute information and
engage the public. Government, like other entities, has adopted social media because it increases
transparency, extends the reach of marketing efforts and adds immediacy to communications.
The City of Plymouth is currently sharing information via three social media platforms —
Twitter, YouTube and LinkedIn. Information shared via Twitter largely mirrors that which is on
the website. Our YouTube channel serves as a repository for the videos that Northwest
Community Television produces on our behalf, as well as for the Police Department -produced
program, Along for the Ride. Videos posted on our YouTube channel are typically also posted
on the city website and played on cable channel 16. LinkedIn has been used to share city job
postings, which also reflect what is posted on the website.
The communications staff has followed conservative practices as it has used social media. That
said, to date we have not had a formal policy. However, as our use of social media grows, it is
important to have a policy that more formally guides the City of Plymouth's use of social media.
A policy will help clarify which staff members are responsible for managing and administering
social media platforms. It will also address how the city will respond to public feedback via
social media.
After reviewing policies from other cities and information from the League of Minnesota Cities,
communications staff has developed a draft policy that protects the city's brand, reflects what
we consider best practices and utilizes a relatively conservative approach to the use of social
media.
The draft policy:
Emphasizes that the primary purpose of social media is to drive people to the City of
Plymouth website.
Unifies the management of social media platforms in the Communications Division.
Limits public comments on social media platforms to those that are on -topic only.
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Provides some flexibility going forward as the social media landscape evolves, while
also including a process that ensures city manager involvement and review of any new
initiatives.
3. BUDGET IMPACT:
None.
4. ATTACHMENTS:
Draft Social Media Policy
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1'.Op City of Plymouth
Social Media Policy
Guidelines
The City of Plymouth will determine, at its discretion, how its web -based social media sites will be
designed, implemented and managed as part of its overall communications and marketing strategy.
City -related social media sites administered by the Communications Division may be modified or
removed by the city at any time and without notice as further described in this document.
II. Purpose
The City of Plymouth wishes to represent itself appropriately and consistently on social media platforms.
The purpose of these guidelines is to define social media, as well as establish procedures for creating an
overall social media presence. As a general philosophy, the City of Plymouth will manage its online social
media presence in a centralized manner. Departments, facilities and individual employees shall not
create social media accounts themselves that are intended to represent the City of Plymouth, but must
follow the guidelines in Section VI — General Conditions and Restrictions, found later in this document.
A social media presence is another way government can communicate to the broadest possible
audience of those it serves — without relying on news media to relay the message — and residents can
communicate with their government. The City of Plymouth's intent is to increase transparency, reach,
immediacy and stakeholder feedback. The ultimate goal of social media will be to drive residents and
visitors to the City of Plymouth website.
The City of Plymouth will use social media platforms, as appropriate, to distribute time -sensitive
information and news to the public about its programs, events and services. However, the city's official
website, www.plymouthmn.gov, will remain the city's primary online medium for communicating
information to the public. The city's "eNotify" email notification system, available via the city website,
will remain the city's primary email notification tool.
The best, most appropriate, use of social media for the City of Plymouth is as follows:
1. As channels for disseminating time -sensitive information as quickly as possible (ex:
emergency information).
2. As marketing/promotional channels that increase the city's ability to broadcast its messages
to the widest possible audience.
III. Scope
The City of Plymouth has an overriding interest and expectation in deciding what is communicated on
behalf of the city on social media sites. To protect the city's image and maintain a consistent voice, this
policy applies to any pre-existing or proposed city social media/networking platforms.
The following guidelines establish best practices for the use of social media for the City of Plymouth:
1. The City of Plymouth website, www.plymouthmn.gov, will remain the city's primary and
predominant Internet presence.
2. Wherever possible, content posted to the City of Plymouth social media sites should contain
links directing users back to the city's official website.
3. All City of Plymouth social media sites must comply with all appropriate city policies and
standards. Exceptions must be approved by the city manager.
City of Plymouth Social Media Policy I Updated December 6, 2013
Page 3
4. All City of Plymouth social media sites are subject to the State of Minnesota public records
laws. Any content maintained in a social media format that is related to city business,
including posted communication, is a public record. Content related to city business must be
maintained in an accessible format so that it can be produced in response to a request.
Wherever possible, such sites should clearly indicate that any articles and any other content
posted or submitted for posting are subject to public disclosure. Users should be notified
that public disclosure requests must be directed to the Plymouth City Clerk.
5. Minnesota state law and relevant City of Plymouth records retention schedules apply to
social media formats and social media content as reflected in the city's record retention
policy.
6. Any content or comments removed based on the guidelines in Section V—
Disclaimer/Content Removal, must be retained, including the time, date and identity of the
poster, when available.
IV. Definitions
Social media platforms — Social media platforms focus on creating and fostering online social
communities for a specific purpose and connect users from varying locations and interest areas.
Employees/staff—The term "employees" or "staff," referred to in this document, is defined as all full-
time, part-time, paid -on-call, temporary and seasonal employees; volunteers; and all elected and
appointed officials of the City of Plymouth.
Blog (abbreviation of "web log") — A blog is a website where a blog author posts information about a
specific topic, targeted to a specific audience. A blog, if commenting is enabled, allows registered
members of the public (called "blog commentators") to post comments about posts by the blog author.
V. Disclaimer/Content Removal
Wherever possible, the following disclaimer should be posted on social media sites maintained by the
city:
The purpose of the site is to share information about City of Plymouth news, events, services and
programs with our many residents, businesses and visitors. This is not a public forum.
The City ofPlymouth reserves the right to remove inappropriate comments, including those that:
Are not topically related to the particular posting
Contain offensive or vulgar language or photos
Are associated with unlawful activity
Personal attacks
Threaten or defame any person or organization
Violate the legal ownership interest of another party
Contain political endorsements or oppositions of any kind
Contain links to outside websites or are spam
Are commercial advertisements or solicitation
Are harassing
Target or disparage any group protected by anti -discrimination laws
City of Plymouth Social Media Policy I Updated December 6, 2013
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In addition, all content or comments posted during an election season by anyone who has filed
for office will be removed.
The City of Plymouth 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. The City of Plymouth has the right to
quote any comments or suggestions left by users. The city will not accept requests to post events,
videos or photos on any of the city's social networking sites.
The City of Plymouth does not endorse any product, service, company or organization advertising
on its social media pages. Please note that comments expressed on this site do not reflect the
opinions and position of the City of Plymouth or its elected officials and employees. The City of
Plymouth does not share information gathered through this site with third parties for
promotional purposes. However, any information you provide to the city is subject to the
Minnesota Government Data Practices Act. This law classifies certain information as available to
the public on request.
If you have any questions concerning the operation of this site, please email
communications@plymouthmn.gov.
If a post or comment on one of the city's social media platforms is deemed inappropriate based on the
standards stated above, the information will be collected and then the post or comment will be
removed. In its place, an explanation for the removal will be provided.
VI. General Conditions and Restrictions
1. General Standards
City of Plymouth social media platforms and their associated content act as a reflection of the city's
website and, whenever possible, are used as tools to direct traffic back to the city's website. They must
be organized in a congruent manner to maintain consistent city branding and messaging across all
platforms. All approved social media platforms will be linked with the official city website.
The City of Plymouth does not take requests from outside organizations or individuals for images,
events, videos or pictures to be posted to any of its social media platforms, or to the city's official
website. The city has the right, at its sole discretion, to accept or deny any such requests.
2. Employee Use
City social media platforms may not be used by any city employee, elected official or appointed
representative for private or personal purposes or for the purpose of expressing private or personal
views on personnel, political or policy issues.
City social media platforms may not be used to express personal views or concerns pertaining to city
labor relations matters. A social media website account may not be used by the city or by any city
employee, elected official or appointed representative to disclose sensitive or not public data, such as
personal or private information about city employees, without express written approval of the city
manager or city attorney.
As related to City of Plymouth social media sites, only designated social media site moderators or
administrators should respond to direct questions or comments posted through city social networking
sites.
City of Plymouth Social Media Policy I Updated December 6, 2013
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For additional detail on employee use, see the Electronic Communications Policy.
3. Process for Creating and Maintaining a Social Media Presence
The city will approach the use of social media tools as consistently as possible. All social media platforms
will be managed by staff of the Communications Division, unless expressly delegated by
Communications staff to a specific department, division or staff member.
Any new social media platform will be developed by the Communications Division staff in consultation
with the city manager.
At this time, social media sites are not allowed for individual city departments or divisions, advisory
committees or commissions, or for city -sponsored events, programs or services. Individual city
departments should instead take a more active role in providing timely, newsworthy content to the
Communications Division for posting on the city's official website and social media platforms.
VII. Exceptions/Change
Any exception to these guidelines may be granted only by the city manager. These guidelines may be
reviewed and changed at any time. Communications staff continues to monitor social media
developments and will make changes to these guidelines as needed. Any revisions to these guidelines
must be approved by the city manager.
City of Plymouth Social Media Policy I Updated December 6, 2013
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rp)City of
Plymouth
A,Wi,,3 Q,.01, to Life
SPECIAL
COUNCIL MEETING
February 11, 2014
Agenda 2CNumber: v
To: Mayor and City Council
Prepared by: Dave Callister, City Manager
Item: Set Future Study Sessions
1. ACTION REQUESTED:
Review the list of pending study sessions and set meetings as desired. Calendars are attached to
assist with scheduling.
PENDING STUDY SESSION TOPICS
at least 3 Council members have approved the following study items on the list):
OTHER REQUESTS FOR STUDY SESSION TOPICS
Status update on TMDLs(total maximum daily loads)
Re-evaluate Comprehensive Plan update process
City's role in economic development and redevelopment
Quarterly Update with City Manager (spring)
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Fire It Ice
Festival
Parkers Lake
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SPECIAL COUNCIL PLANNING Skate with the
MEETING COMMISSION Mayor
Hilde Performance Cen MEETING Parkers Lake
ter Improvements and Council Chambers
Veteran's
Memorial Update
Medicine Lake Room
Ash Wednesday
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SPECIAL COUNCIL ENVIRONMENTAL PARK 8 RECMEETING
Social Media Policy, QUALITY ADVISORY
pdate from WestHealth COMMITTEE COMMISSION
Ft City Manager Update EQC) MEETING PRAC) MEETING
Medicine Lake Room Medicine Lake Room Council Chambers
7:00 PM
REGULAR COUNCIL
MEETING
Council Chambers
16 17 18 19 20 21 226:00 PM CANCELLED
COUNCIL TOUR PLANNING
PRESIDENTS Tour of Maple Grove COMMISSION
DAY Shooting Range MEETING
11390 89th Ave N Council Chambers
Maple Grove
CITY OFFICES
CLOSED
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ISD 284 HRA MEETING
ELECTION DAY Medicine Lake Room
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REGULAR COUNCIL
MEETING
Council Chambers
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MEETING Medicine Lake Room
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Discuss Modification to MN Agreement to
Allow Councilmem ers to Contribute to
Social Security and Medicare
and
Suburban Tran it Authority Update
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Adding Quality to Life
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at Sunset Good Friday
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Easter Sunday
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Date to be determined
May 2014
6:00 PM
Walk with the Mayor 1 2 3
Plymouth Creek 7:30 AM -2:00 PM
Special
Date to be determined Drop Off Day
Public Works
Maintenance Facility8:00 AM -1:00 PM
Plymouth
Fire Department
Annual Waffle Breakfast
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MEETING COMMISSION
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CLOSED Medicine Lake Room
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