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HomeMy WebLinkAbout29 - Amendments to Council Policy D-1CITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 29 October 14, 2008 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Manager's Office Tara Finnigan, Public Information Manager 949 - 644 - 3035, tinnigan@city.newport- beach.ca.us SUBJECT: Amendments to Council Policy D -1 (Media Relations) RECOMMENDATION: Adopt the amended City Council Policy on Media Relations (D -1) as provided as Attachment A. DISCUSSION: Background: The Newport Beach City Council first adopted a media relations policy in 1992. The policy has since been amended three times with the most recent changes incorporated and approved in April 2002. The draft revised policy included as Attachment A has been thoroughly reviewed, amended and approved by the Media & Communications Committee and the City Attorney's Office. The proposed policy revisions were brought about in response to several factors, including changes taking place in the traditional media. The growing popularity and accessibility of digital media information has created a 24/7 news cycle. In addition, the volume and complexity of issues the City faces has steadily increased. More than ever, the City must be constantly prepared to promptly provide accurate information on a variety of inquiries. The changes contained in Attachment A represent an expansion of the existing media policy to provide additional guidelines and procedures for City representatives to follow when working with members of the news media. These changes are intended to further clarify who can speak on behalf of the City of Newport Beach and under what conditions they serve as spokespersons, what and how information is relayed, and how specific circumstances such as emergency issues or errors in reporting should be handled. All amendments are intended to ensure consistency in the way in which the City works with the news media and to facilitate continued timely and accurate responses to media inquiries. Media Policy Revsions October 14, 2006 Page 2 The changes contained in Attachment A include: • An updated purpose statement that further defines the City's approach to media relations. • A revised Section A that more clearly defines what City representatives are authorized to speak to the news media and on what topics they are designated spokespersons. A new subsection, Potential Controversial Issues, further narrows the field of spokespersons for certain topics. • A revised and expanded Section B provides clear procedures for releasing information to the news media including a defined approval process, format for information, notification processes for the City Council and City management, and specifies how to handle the release of reports and confidential information. • A new Section C was added to provide more direction and guidelines for handling specific circumstances such as: • Litigation, personnel and election issues • Personal points of view • General or routine media requests • City- initiated media contacts • Errors in reporting • Crisis or emergency issues. The news release template that was previously attached to the policy (D -1) has been deleted to enable staff to make minor formatting changes without having to bring the entire policy back for Council approval. Environmental Review: The City Council's approval of this item does not require environmental review. Public Notice: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). Funding Availability Not applicable Submitted by: Tara Finnigan Public Information Manager Attachments: Council Policy D -1 Proposed Revised Council Policy D -1 D -1 MEDIA RELATIONS Puruose A continuing responsibility of the City of Newport Beach is to provide timely, accurate and factual information to residents, businesses and visitors. In order to meet that responsibility, the City must work in partnership with the news media. To ensure that the City communicates effectively with media representatives, the following procedures shall be followed and adhered to by all City staff, boards, commissions, and committees. A. Print and Broadcast Media Spokespersons Designated Spokespersons 1. The City Manager, Assistant City Managers, Department Directors, Public Information Manager, Fire or Police Public Information Officers or designated departmental representatives (such as on -duty Watch Commander), may handle routine requests from the media that are within their area of expertise. All other employees should refer the reporter to the Department Director, Public Information Manager or designated department representative. Potential Controversial Issues 2. The City Manager, Assistant City Managers and Department Directors may address questions from the media on sensitive issues relating to their area of expertise, including topics that may affect City policy and/or matters that may ultimately result in Council action. B. Release of Information 1. Approval News releases shall be prepared and routed to the Public Information Manager for review before they are released to the media. The City Manager will have final approval on all news releases except announcements regarding special events and routine activities. Exception. Fire and Police responses to emergencies in the community may be reported directly to the media by a designated department spokesperson with the approval of the Fire or Police Chief or their designee. Investigations and routine community relations activities may also be reported directly to the media by the designated Fire or Police Department spokespersons. All news releases should also be copied to the City Manager and the City's Public Information Manager. 2. Format All City representatives shall use standard City of Newport Beach news release stationery and follow City news release format to distribute information to the media. News releases shall include the name, telephone number and designated spokesperson to contact for additional information. 3. City Council Notification News releases containing controversial or sensitive materials and/or matters relating to public safety shall be distributed to the Mayor and members of the City Council prior to release to the media if practical. Staff Notification All information — written or spoken — released to the media by a member of the City staff will be immediately communicated via e-mail to the City Manager, appropriate Department Head and Public Information Manager. The e -mail should contain a brief synopsis of the information communicated, the name and phone number of the person interviewed, the reporter's name, the name of the media outlet, and when the story is expected to appear. 5. Release of Reports Reports prepared by City staff for submission to the City Council shall not be shared with the media or the general public until the agenda packets have been delivered to the City Council. 6. Confidential Information News Releases shall not contain information, which is confidential pursuant to provisions of State or Federal statutory or decisional law, or which has been received by the City pursuant to a representation of confidentiality. Documents or information exempt from disclosure pursuant to provisions of the California Public Records Act shall not be contained in any news release without City Attorney approval. No City representative will release public information contrary to the provisions of the California Public Records Act, the Brown Act, the California Penal Code, cases interpreting those statutes, or City of Newport Beach policy. Any questions related to Public Records Act requests should be directed to the City Clerk's Office and the City Attorney's Office. C. Guidelines Litigation, Personnel, Election Issues Due to legal and privacy concerns, any request for information related to litigation, personnel or election issues must be handled by the appropriate department. This information includes: private employee information, employee disciplinary actions, matters considered in closed sessions of City Council, certain law enforcement records, certain Fire and EMS records, matters related to internal and external security, privileged communication records and work products of the City Attorney or special legal counsel, draft correspondence or documents, and records pertaining to litigation where the City is a party. • Media inquiries regarding pending or ongoing litigation should be referred to the City Attorney's Office. Questions regarding personnel issues or matters should be referred to the Human Resources Department. Any inquiries regarding election or campaign issues should be referred to the City Clerk's Office. In all cases, especially if there is any question as to which department should respond to the inquiry, the department should notify the City Manager and the Public Information Manager about the inquiry. 2. Personal Points of View City staff members and members of boards, committees and commissions have a right to their personal points of view and the freedom to express their opinions. Any staff member that identifies themselves as an employee of the City of Newport Beach must clearly indicate that said opinions do not represent those of the City, but are the employee's personal opinions. In addition, media contact made as a private citizen may not be communicated or prepared on City time, stationary, equipment or in any way at City expense. 3. General or Routine Media Requests (events, meetings, etc.) Routine media requests may be handled by any employee if the information provided is of a factual, incidental or inconsequential nature such as confirming a meeting time or providing scheduling, location or other routine information about a City event or activity. 4. City- initiated Media Contacts / Information Distribution Proactive media contacts should be made by the Public Information Manager (or the City Manager's designee) or the Police and Fire Public Information Officers. This includes issuing news releases and media advisories and making proactive, personal contact with news reporters or editors requesting coverage. All staff, including the Designated Spokespersons identified in Section A -1 of this policy, must work through the Public Information Manager or the Police and Fire Public Information Officers in initiating media contact. 5. Errors in Reporting Reporting errors should be brought to the attention of the Public Information Manager. The Public Information Manager, in conjunction with the City Manager or the appropriate Department Head, will determine if the reporter should be contacted about the error. 6. Crisis or Emergency Issues During a crisis or an emergency as defined in Newport Beach Municipal Code Section 2.20.020, all media relations will follow the guidelines specified in the City's emergency operations plan. Adopted - November 23, 1992 Amended - April 23, 2002 Amended - January 24, 1994 Amended - October 14, 2008 Amended - February 26,1996 Formerly G -3 D -1 MEDIA RELATIONS A continuing responsibility of City Management is that of informing citizens about the functions of City government. To ensure that timely City communications reach citizens in an accurate form, the following procedures shall be adopted by all City personnel, boards, commissions, and committees. A. eaking to the Print and Broadcast Media 1. Department Directors, or designated departmental representatives, may handle routine requests from the media that are within their area of expertise. Other employees who may be asked questions should refer the reporter to the Department Director or designated representative. 2. Department Directors may address questions from the media on sensitive issues relating to their area of expertise, including topics that may affect City policy and /or matters that may ultimately result in Council action. Department Directors are expected to inform and /or consult with the City Manager about such interaction as appropriate. 3. Reports prepared by City staff for submission to the City Council shall not be shared with the media or the general public until the agenda packets have been delivered to the City Council. 4. News Releases shall not contain information, which is confidential pursuant to provisions of State or Federal statutory or decisional law, or has been received by the City pursuant to a representation of confidentiality. Documents or information exempt from disclosure pursuant to provisions of the Government Public Records Act shall not be contained in any news release without City Manager approval. B. News Releases 1. News Releases shall be prepared and routed to the City Manager for final review before they are released to the media. Departments, boards, commissions, or committees may send out releases publicizing specific City events (date, time, place, etc.) or routine activities without submitting said releases for review. All other news releases shall be routed for comment to any department that would be affected by the release prior to 1 D -1 final approval by the City Manager. This requirement will ensure that information is current and correct. 2. Exception. Fire and Marine, and Police responses to emergencies in the community may be reported directly to the media by a designated department spokesperson with the approval of the Fire and Marine Chief, or Police Chief. Police Department releases concerning traffic advisories, investigations and routine community relations activities may also be reported directly to the media. Any releases deemed to be of concern to the community should also be copied to the City's Public Information Officer. 3. City departments, boards, commissions, or committees shall use standard City of Newport Beach news release stationery to distribute information to the media. 4. News releases shall include the name, telephone number and department, board, commission or committee of the individual who has prepared the release. 5. News releases shall adhere to a specified City news release format (see Attachment "A "). 6. News releases containing controversial or sensitive materials and /or matters relating to public safety shall be distributed to the Mayor and members of the City Council prior to release to the media. [Attachment) Adopted - November 23,1992 Amended - January 24,1994 Amended - February 26,1996 Amended - April 23, 2002 Formerly G -3 2