TO:
FROM:
DATE:
CITY COUNCIL
CITY ADMINISTRATOR
FEBRUARY 1, 2022
Placentia City Council
AGENDA REPORT
SUBJECT: AMENDMENT TO CITY COUNCIL POLICY NO. 370 REGARDING THE CITY'S
USE OF SOCIAL MEDIA
FISCAL
IMPACT: There is no fiscal impact associated with the recommended action.
SUMMARY:
On March 15, 2011, the City Council adopted an administrative policy for social media use that was intended to ensure the proper use of the City's social media technologies by City employees and City Council. Over the past ten (10) years, social media has expanded significantly, as has the City's use and the complexity of available web -based technologies. To ensure the continued proper use of the City of Placentia's Official social media sites by the City Council and City employees, an amended policy is necessary.
Social media sites such as Facebook, Twitter, YouTube, Instagram, and others have created channels for any individual or any organization, including municipal government, to share information, network, socialize, and report on events as they happen. Through social media channels, government agencies have efficient, cost-effective methods to reach citizens directly and encourage instantaneous feedback. While the use of social media provides government agencies various avenues to communicate with citizens, it may also present risk to the City. In consultation with the City Attorney's Office and in an effort to minimize the risks of using social media, an updated policy governing the uses of social media sites has been prepared. This action will amend the previously adopted social media policy to include this new policy related to the use of social media.
RECOMMENDATION:
It is recommended that the City Council take the following action:
Adopt the amended City Council Policy No. 370 related to the City's use of social media and amend the City's Policy Manual to include said policy.
DISCUSSION:
The popularity of social media has transformed the way in which government agencies communicate. Governmental entities use social media to promote transparency, for citizen
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Feb. 1, 2022
City Council Agenda
February 1, 2022
engagement, to understand residents' interests and concerns, and to inform and educate the public. The City of Placentia uses several social media platforms, including Facebook, Twitter, YouTube, and Instagram.
The City Council adopted Policy No. 370 in 2011, however social media and technology has drastically evolved since that time. The updated policy is necessary to address issues such as assigning designated City employees that are preapproved to use the City's official social media accounts, records retention of social media posts, what is permitted to be posted, etc. The use of technology and social media poses particular challenges for the public sector and raises liability concerns, as well as legal issues concerning state and federal laws, such as the Public Records Act and Brown Act. Cities must also be mindful that any forays into social media — whether as an official voice of the City, voice for elected officials, or as personally used by Staff — could create concerns by the City. In some instances, the City could face legal challenges if incorrect, false, or non-public information is posted on a site used officially by the City or personally by employees or elected officials. In other settings, the City may face public records requests that could include content posted to Social media sites upon City and/or personal computers, depending upon who and where the content was posted. If approved, this amended policy will pertain to all social media and networking activities conducted upon behalf of the City of Placentia.
The proposed amended Social Media Policy was prepared in consultation with the City Attorney's Office, with a review of other organizations' policies, as well as input from City staff. Upon City Council approval, the City's Policy Manual will be amended to include the updated Policy No. 370.
Prepared by:
fN
Reviewed and approved:
Nicolette Drulias can ety�cega
Communications and Marketing As tanto ty Administrator
Management Analyst
Reviewed and approved:
Damien R. Arrula
City Administrator
Attachments:
1. Amended Social Media Policy No. 370
2. Original Social Media Policy No. 370 – Adopted March 15, 2011