HomeMy WebLinkAbout(2008, 10/14) - D-1 - AmendedD-1
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MEDIA RELATIONS
PURPOSE
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.
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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.
4. 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.
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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
1. 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.
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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.
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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 - January 24, 1994
Amended - February 26, 1996
Amended – April 23, 2002
Amended – October 14, 2008
Formerly G-3