TO:
FROM:
DATE:
CITY COUNCIL
CITY ADMINISTRATOR
JANUARY 24, 2023
Placentia City Council
AGENDA REPORT
SUBJECT: STUDY SESSION: SOCIAL MEDIA BEST PRACTICES GUIDE TO SUPPLEMENT CITY COUNCIL POLICY NO. 370 REGARDING THE CITY'S USE
OF SOCIAL MEDIA
FISCAL
IMPACT: NONE
SUMMARY:
On February 1, 2022, the City Council adopted an amendment to Administrative Policy No. 370 related to the use of social media by City employees and the City Council. As social media continues to expand rapidly, so does the City's use and the complexity of available web -based technologies. An amended policy was necessary to ensure the continued proper use of the City of Placentia's Official social media sites by the City Council and City employees.
While the use of social media provides government agencies with various avenues to communicate with citizens, it may also present risks 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 use of social media sites was prepared, and the previous policy was amended. In response to the amended policy, City elected officials directed Staff to develop a more comprehensive best practices guide that could be presented in conjunction with Policy 370. This study session is for the City Attorney's Office to present the newly created social media best practices guide for future candidates and current elected officials.
RECOMMENDATION:
It is recommended that the City Council take the following action:
1. Conduct the study session and receive and file this presentation.
STRATEGIC PLAN STATEMENT:
This item is consistent with the City Council approved 5 -Year Strategic Goal to Improve City Governance, under Objective #8.1, which is to update all rules, policies, and procedures to be consistent with MOUs and State/Federal regulations.
3.a.
Jan 24, 2023
City Council Agenda
January 24, 2023
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 engagement, to understand residents' interests and concerns, and to inform and educate the public.
Social media has also transformed the ways candidates and elected officials interact with constituents. But social media use by elected officials isn't without potential legal risk. 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, a voice for elected officials, or as personally used by Staff — could create concerns for 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 on City and/or personal computers, depending upon who and where the content was posted.
This social media best practices guide was prepared in consultation with the City Attorney's Office, with a review of recent case law and input from City staff. The guide is a living document that will be updated as laws develop and expand, and it includes information on recent case law, how to manage content, how to differentiate between personal and public social media pages, and how to avoid any violations of the Brown Act.
Staff is requesting that the City Council receive and file this study session presentation. The social media best practices guide, a presentation summarizing the guide, and City Council Policy No. 370 are all attached to this agenda report.
Prepared by: Reviewed and approved:
Nicolette Vialpandoner P ga
Communications and Marketing Stant~ City Administrator
Management Analyst
Reviewed and approved:
Christian L. Bettenhausen
City Attorney
Reviewed and approved:
Damien R. Arrula
City Administrator
City Council Agenda
January 24, 2023
Attachments:
1. Social Media Policy No. 370
2. Social Media Best Practices Guide for Elected Officials
3. Presentation — Social Media Best Practices for Elected Officials