CHAPTER 2.06: CITY COUNCIL COMMUNICATION GUIDELINES
POLICY 2.06.010: GENERAL COMMUNICATION GUIDELINES
Policy
1) The City has a responsibility to clearly report to the public it serves the actions and conduct of city government in all of its complexity. This policy intends to ensure that relevant information is communicated to the public and that it is timely, accurate, and distributed properly. 2) The City will use media coverage to generate interest, encourage involvement, increase understanding, and provide a vital link between all citizens and their governments. 3) The City will dedicate sufficient staff to initiate and maintain contacts with media representatives, develop and distribute information, plan and implement information campaigns, monitor media reports, and look for opportunities to highlight the positives of our community. 4) City leaders will be available for interviews, respond promptly to requests for information in order to facilitate effective communication with citizens and to ensure that news reports are timely and accurate. 5) The Mayor, Councilmembers, City Manager, and department heads shall make major announcements and respond to questions when the issues or policies are controversial or sensitive. 6) Community Relations and Public Information staff will help the media gain access to elected officials, employees, and public records. 7) The City Manager shall develop and maintain an administrative directive to guide City of Stockton communications.
Responsibilities
Mayor, Councilmembers, City Manager, and Department Heads:
Make major announcements.
Respond to questions regarding controversial or sensitive issues or policies.
Relevant Authority
Stockton City Charter, Article III, Powers of the City
Stockton City Charter, Article XI-A, Public Information Office Gov. Code, § 54950, the Ralph M Brown Act
Related Administrative Directive, City Policy, City Procedure Citywide Policies and Procedures, Chapter 13 – Communication Related Forms, Documents, or Links
None applicable.
Frequently Asked Questions or Comments
The examples provided in Responsibilities, Relevant Authority, and Related Administrative Directive sections of the Council Policies are intended to be illustrative and not exhaustive.
Update History
9/29/98 - Adopted by Resolution No. 98-0409
1/26/16 - Amended by Resolution No. 2016-01-26-1203
CHAPTER 2.06: CITY COUNCIL COMMUNICATION GUIDELINES
POLICY 2.06.020: USE OF CITY AND COUNCIL LETTERHEAD
Policy
“City letterhead” and/or “City Resources” (i.e., staff support, postage, etc.), may only be used to communicate the official policy, position, or actions of the City or City Council, not individual Councilmember positions or opinions. City letterhead means letterhead which include the official city logo, the location and contact information for City Hall, contains the heading “Office of the City Council” and a listing of the current councilmembers (Exhibit 1). Not withstanding the above, the City Council is allowed to communicate using city letterhead for official city business with a copy to the City Council. No Councilmember may use the City letterhead for the purpose of press release, news release, or communications with the media.
City letterhead shall not be altered by a Councilmember. City letterhead shall include the following, and shall be maintained by the City Manager:
City Logo
“Office of the City Council”
The address/location of the governing body – City Hall
Names of the elected members of the Stockton City Council Councilmembers may use “Council letterhead” (Exhibit 2) for any purpose including but not limited to responding to inquires or communicating their personal opinions, support for, or responses to constituents , other non-constituent individuals, or organizations. Council letterhead contains the heading “Office of Councilmember [ xxx ], District [ # ]” or any letterhead created for a councilmember which identifies the councilmember as a city representative but may not include use of the official city logo. When a councilmember utilizes Council letterhead as described in this policy, the councilmember shall include the following disclaimer:
“This communication does not reflect the policies or opinion of the City of Stockton or the Stockton City Council.”
Council letterhead shall not be altered by a Councilmember. Council letterhead shall include the following, and shall be maintained by the City Manager:
“Office of Councilmember [ xxx ], District [ # ]”
The address/location of the governing body – City Hall
Responsibilities
Mayor, Councilmembers, City Manager, City Attorney, and City Clerk:
Monitor and enforce the intention of the policy as outlined.
Enforcement
Stockton City Council Policy Chapter 4.08 Council Censure Relevant Authority
Stockton City Charter, Article III, Powers of the City
Stockton City Charter, Article XI-A, Public Information Office Gov. Code, § 54950, the Ralph M Brown Act
Related Administrative Directive, City Policy, City Procedure Citywide Policies and Procedures, Chapter 13 – Communication Related Forms, Documents, or Links
Exhibit 1 – SAMPLE City Letterhead
Exhibit 2 – SAMPLE Council Letterhead
Frequently Asked Questions or Comments
The examples provided in Responsibilities, Relevant Authority, and Related Administrative Directive sections of the Council Policies are intended to be illustrative and not exhaustive.
Update History
Draft Prepared April 2024, pending Council approval in June 2024
ATTACHMENT B