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D-1 <br />2 <br />Exception. Fire and Police responses to emergencies in the community <br />may be reported directly to the media by a designated department <br />spokesperson with the approval of the Fire or Police Chief or their <br />designee. Investigations and routine community relations activities may <br />also be reported directly to the media by the designated Fire or Police <br />Department spokespersons. All news releases should also be copied to the <br />City Manager and the City’s Public Information Manager. <br /> <br />2. Format <br /> <br />All City representatives shall use standard City of Newport Beach news <br />release stationery and follow City news release format to distribute <br />information to the media. News releases shall include the name, <br />telephone number and designated spokesperson to contact for additional <br />information. <br /> <br />3. City Council Notification <br /> <br />News releases containing controversial or sensitive materials and/or <br />matters relating to public safety shall be distributed to the Mayor and <br />members of the City Council prior to release to the media if practical. <br /> <br />4. Staff Notification <br /> <br />All information – written or spoken – released to the media by a member <br />of the City staff will be immediately communicated via e-mail to the City <br />Manager, appropriate Department Head and Public Information Manager. <br />The e-mail should contain a brief synopsis of the information <br />communicated, the name and phone number of the person interviewed, <br />the reporter’s name, the name of the media outlet, and when the story is <br />expected to appear. <br /> <br />5. Release of Reports <br /> <br />Reports prepared by City staff for submission to the City Council shall not <br />be shared with the media or the general public until the agenda packets <br />have been delivered to the City Council.