HomeMy WebLinkAbout01062020 City Council Work Session Packet - Social Media r
CITY COUNCIL
WORK SESSION PACKET
Topic: Discuss the city's social media policies & procedures,
and have a demonstration of the new city wehsite.
Monday, January 6, 2020 at 6:00 p.m.
Council Chambers
City Council Work Session
January 6, 2020
TABLE OF CONTENTS
New City Website Launches January 7, 2020
www.cityofseward.us Same address, new website
Social Media Policies & Procedures
Social Networking Policy (2013)
Pg.
Social Media Policy (2019)
Communications
Communications &bijbrmation
• City Wehsite Pg' 7
- Seward Listens &Fix-It Requests
- Emergency Notifications & Community Alerts
• City Clerk's e-Mail Distribution List
• City Department Facehook Pages
• Nixle
YouTube
City Council, P&Z, PACAB, HPC Meetings & Work Sessions in 2020 Pg. 17
• Watch live streaming
• Replay at your convenience
Audio Recordings prior to January 1, 2020 can he accessed through Legislative History
1
MEMORANDUM
To: CITY PERSONNEL
FROM: JIM HUNT,CITY MANAGER
SUBJECT: SOCIAL NETWORKING POLICY
The City of Seward,"City"takes no position on an employee's decision to start or maintain a blog or
participate in other social networking activities. However, it is the right and duty of the City to
protect itself from unauthorized disclosure of information. The city's social networking policy
includes rules and guidelines for city-authorized social networking and personal social networking.
Blogging and other forms of social media or technology include, but are not limited to:
YouTube and other video sites, Wiki sites,sites such as Facebook,Pinterest,Tumbler,and Twitter,
chat rooms, industry chat boards,personal blogs and other similar forms of online journals,diaries
and personal newsletters not affiliated with the City.
Unless specifically instructed, employees are not authorized to speak on behalf of the City.
Employees may not publicly discuss any work-related matter, whether confidential or not, outside
city-authorized communication channels.Employees are expected to protect the privacy ofthe City;
its employees are prohibited from disclosing personal employee and non-employee information and
any other proprietary or non-public information to which employees have access.
The City reserves the right to monitor comments and discussions about the City, its employees,
posted on the Internet by anyone, including employees. Employees are cautioned that they should
have no expectation of privacy while using company equipment or facilities for any purpose (see
Computer Policies and Procedures).
The City strongly urges employees to report any violation,of possible or perceived violation,of this
section to a supervisor,a department head,or the personnel officer.Violations include discussions of
the City and its employees, any discussion of proprietary information and any unlawful activity
related to blogging or social networking.
SOCIAL NETWORKING POLICY
MARCH 2O13
Page 1 of 2
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The City investigates and responds to al I reports of violations of the social networking policy and
other related policies,and may take legal action where necessary against any employee who engages
in prohibited or unlawful conduct.
The City respects the right of employees to use blogs and social networking sites as a medium of
self-expression and public conversation and does not discriminate against employees who use these
media for personal interests and affiliations or other lawful purposes.
Employees are personally responsible for their commentary on blogs and social networking sites,and
can be held personally liable for commentary that is considered defamatory,obscene,proprietary or
libelous by any offended party, including the City.
Employees may not use City equipment, including computers,company-licensed software or other
electronic equipment,nor facilities or company time,to conduct personal blogging or personal social
networking activities.
Employees may not use blogs or social networking sites to harass,threaten,discriminate or disparage
any employee or anyone associated with or doing business with the City.
Any employee who chooses to identify him/herself as a City employee must understand that some
readers may view the employee as a spokesperson for the City. Because of this possibility, an
employee who identifies him/herself as a City employee must state that the views expressed in any
blog or social network are the employee's own and not those of the City, nor of any person or
organization affiliated or doing business with the City.
Employees may not post on personal blogs or other sites the name, logo of the City or any business
with a connection to the City. Employees may not post company-privileged information, including
copyrighted information or company-issued documents.
An employee who has questions relating to this policy,a personal blog or social networking should
ask their supervisor or the personnel office.
ADMINISTRATION:
This policy was administered through the office of the City Manager.
CONTACT INFORMATION:
The City Personnel Officer telephone number is (907) 224-4074 or email at
sspanos@cityofse,vN:ard.net.
SOCIAL NETWORKING POLICY
MARCH 2O13
Page 2 of 2
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POLICY MEMORANDUM 16
DATE: SEPTEMBER 25, 2019
TO: ALL EMPLOYEES
FROM: CITY MANAGER SCOTT MESZAROS
SUBJECT: SOCIAL MEDIA
SOCIAL MEDIA POLICY
I. POLICY STATEMENT:
This policy governs the use of social media at the workplace, on City-owned equipment, while on duty
and off duty on personal equipment. For use of social media while at the work place and on City
equipment, please consult the City's computer use policy for additional information and limitations. The
City is committed to ensuring that the internet conduct of its employees and officials comports with all
applicable laws and does not damage our reputation and business interests. The City has a legitimate
business and governmental interest in monitoring internet activity, regardless of where or when it occurs,
when that activity could violate confidentiality, interfere with the provision of services to members of the
public, or cause an impairment or disruption of the workplace.
The intent of this policy is not to restrict the flow of useful and appropriate information, but to minimize
risks, legal and otherwise, to the City and its employees and officials. One intent of this policy is to help
inform City employees regarding appropriate use of new and existing media outlets, thus avoiding claims
related to: invasion of privacy; breach of confidentiality; and defamation or slander. This policy is also
intended to provide guidelines for maintaining a respectable and ethical work environment and to ensure
that our employees and officials are acting in a manner that is consistent with our mission.
This policy is not intended or designed to prohibit the lawful exercise of employees' rights under
applicable federal or state law. This policy will not be applied in any way that might limit any applicable
legal rights of City Employees or Officials.
This policy is designed to balance our employees' and officials' business need to engage in social
networking and information sharing with the City's interests in protecting employee privacy, proprietary
information, and the City's reputation. The City may view or monitor internet content posted by
employees if it learns from any source about such content and it believes there is a legitimate business-
related interest at stake.
Nothing in this policy is intended to discourage or prevent the responsible and reasonable utilization of
social media for purposes of the Seward Public Employees Association, the International Brotherhood of
Electrical Workers,Local 1547, or other labor organization.
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II. POLICY OBJECTIVE:
The objective of this policy is preventing utilization of social media that has a negative and/or harmful
effect on the City, its officials and its employees, including conduct that adversely effects an employee's
job performance.
III. DEFINITIONS:
Social Media: includes all means of communicating or posting information or content of any kind on the
Internet, including an individual's own or another's web log or blog,journal or diary,personal web site,
social networking or affinity web site, web bulletin board, or chat room, whether or not associated or
affiliated with the City, as well as any other form of electronic communication, wherein the information
may or can also be seen directly or indirectly by other individuals or entities.
Protected Information: includes information that is not generally available to the public, such as
financial, confidential, sensitive, and/or proprietary information. Protected Information can be in text,
photographic, numerical or digital format, and may include personnel information, medical information,
information regarding sealed bids, information regarding pending or potential litigation, and any and all
other information deemed confidential, and not protected under any freedom of speech rights, which
would have a negative or disparaging effect on the City,,its employees, or its officials.
City Employees: includes all City employees and officials including, but not limited to, all full-time,
part-time, and temporary City employees and City service area employees, volunteers for the City and its
service areas, all City and service area directors, supervisors, elected and appointed officials and officers,
assembly members, and appointed and elected board and commission members of the City and its service
areas.
IV. SOCIAL MEDIA OBLIGATIONS AND RESTRICTIONS:
All City employee users are required to comply with the legal obligations and restrictions that apply to
online communications at all times, regardless of whether they are at work, outside the office, or using
City equipment, including maintaining confidentiality and complying with related City Code and policies.
While not exhaustive,the following restrictions apply to City employees, and violations may be cause for
disciplinary action, up to and including termination:
Use of Government Time and Property: Employees shall refrain from using social media while on
work time or on City equipment, or otherwise engaged in work activities, unless it is work-related.
Misuse of City Position: Employees shall not use their public position for private gain, for the
endorsement of any product, service, or enterprise, or for the private gain of friends, relatives, or other
acquaintances. Employees shall not use or permit the use of their City position or title or any authority
associated with their public office in a manner that is intended to coerce or induce another person to
provide any benefit, financial or otherwise,to themselves or to friends, relatives, or persons with whom
the employees are affiliated in a nongovernmental capacity. Employees shall not use their City position
or title in a manner that could reasonably be construed to imply that the City officially endorses or
sanctions their personal activities or those of another. If there the potential or likelihood of confusion
regarding whether a City employee is posting in the capacity as a City employee, the City Employee shall
use a disclaimer and make it clear that any personal opinions expressed do not necessarily reflect the
views of an official position of the City.
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5
Use of Non-Public Information: Employees shall not allow the improper use of non-public information
to further their own private interest or that of another,whether by engaging in financial transactions
using such information, through advice or recommendation, or by knowing unauthorized disclosure.
Non-public information includes any information that the employee gains by reason of their employment
and that he or she knows, or reasonably should know, has not been made available to the general public.
Employees shall not make careless or intentional unauthorized disclosures of non-public information
unless disclosure is authorized by law. Unauthorized disclosures include, but are not limited to, the
unauthorized dissemination of proprietary or confidential information, and the content of confidential and
deliberative discussions.
Discrimination and Harassment: City Code prohibits unlawful harassment or discriminatory conduct in
any City workplace or in any work-related situation at any other location during, or outside, normal duty
hours and all employees are expected to maintain an appropriate level of professional conduct in the
workplace, and to treat fellow employees and members of the public with respect and fairness.
Broadcasting information wherein a primary intent or effect of the broadcast is to embarrass, harass,
defame and/or retaliate against the City, its employees and/or its officials, or its vendors, is prohibited.
Inappropriate postings that include discriminatory remarks, harassment, and threats of violence, or
similarly inappropriate or unlawful conduct will not be tolerated.
Criminal or Dishonest Conduct: Employees shall not engage in criminal or dishonest conduct.
Copyrights or Intellectual Property: Employees and officials may not post, copy, or redistribute any
images, files, movies, music, documents, etc. where doing so would violate someone else's copyrights,
trademarks,or intellectual property rights.
Conflict of Interest: Employees shall avoid the appearance of, or actual conflicts of interest, with regard
to participating in matters affecting their own financial interest or the financial interest of family, friends,
and close relations.
Official Use of Social Media: When authorized by a department head, City users are permitted to access
and contribute content on social media sites in their official capacity. Any City Employee or Department
who creates a social media account of any kind, on behalf of the City, must inform the MIS Manager in
writing. Oversight of City-sponsored social media must be performed by the Department Head or
designee of those employees authorized to manage the department's social media activity. All posts on
City social media must be in accordance with this policy. Departments must monitor their respective
social media accounts for comments requesting responses from the City and for comments in violation of
this policy. Departments must also monitor content on City social media to ensure adherence to this
policy and the interests of the City. The department responsible for the creation and/or maintenance of
social media content is responsible for ensuring that it is able to edit or remove this content.
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6
City Council Work Session
January 6, 2020
C`� QC ; Q,� GCGG>;rGf t
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COMMUNICATIONS
CITY WEBSITE
If you like :o browse online,then you'll find all
kinds o` -`orrta:ion on the city's website.
including --- --a:ion geared toward citizens.
businesses =..y �,is:ors. lase the search function
`or`s%: arswo,% he city website is at
www.cityo`se.ward.js.
CLERK 'S E- MAIL LIST
Th c :.,, c,c'K inainta ris an"o'd ' a
distribution list that you cap- - t, as
Youl receive city comma., _a: ons intender 'r r all
citi;Ms. Ask the clerk to • - you to the list by
-_-- -a a request m cle•, - -,o�fteward.neL
FACEBOOK
Several departments in the city have FacebGok
pages that you can `like'. including the Seward
Boat Harbor, Seward Community Library&
Museum.Seward Animal Shelter. Seward police
Department. Seward Parks L Recreation, and the
Seward City Clerk's office.
11111LE
Nixie is a communication service ti a, s free for
citizens to join.and the aty will s:a : ,.s - Nixie in
2020 to send out a Variety of not ce s . 'rom
emergency communications to read closures to
public service messages.Sign up a: n r°e.com.
7
City Council Work Session
January 6, 2020
SEWARD LISTENS & FIX-IT REQUESTS
ARD
COMMUNITY BUSINESS DEPARTMENTS OOVERNMENT I WANT TO...
Search...
RAP
IAP-
COMMUNITY BUSINESS
t
Resi Visitors
Bill Pay .... City Profile
Emergency Preparedness .... Rules for Dogs
Fix R Request Parks&Recreation
Health&Wellness Resources Seward Events
Cemetery Emergency Preparedness
Voting&Elections Seward.com
Police Department Services In Town
Fire Department Photos
Public Utilities Events
Parks&Recreation Parks
Rules for Dogs Community Alerts
Library Contact Us
Municipal Landfill
Employment Opportunities
Flaurescent Lightbulb Recycling
Program
Seward Listens
Requesting Records and Information
Submissions are sent directly to the City Clerk;
the clerk forwards to the appropriate department head
and cc the city manager: 8
City Council Work Session
January 6, 2020
EMERGENCY NOTIFICATIONS & COMMUNITY ALERTS
A • D
COMMUNITY BUSINESS DEPARTMENTS OOVERNMENT I WANT TO.-
Search...
COMMUNITYuq
RAP
CAMPGROUNUS& HARBOR LIBRARY MUSEUM JOBS BIU PAY CAUENDAR
• •
Apply._(for,a,an) Contact Pay...(for,a,an) View
Employment Emergency Services(Police or Fire) Utility Bill City Budget
Permit Non-Emergency Police Harbor Fee City Election
Voter Registration Non-Emergency Fire Parking Ticket
City Business License Mayor&City Council Speeding Ticket
City Bed Tax Account Planning&Zoning Commission Listen or Watch
City Chauffeurs License Port&Commerce Advisory Board
City Council
Seward Volunteer Fire Department Historic Preservation Commission
Planning&Zoning Commission
City Manager
Port&Commerce Advisory Board
City Clerk
Historic Preservation Commission
Personnel/HR
Courthouse in Seward Sign-Up
Utility Counter > Emergency Notifications
Public Works Community Alerts
Harbor Request
Building Inspector Public Records
Parks&Recreation Bid or Proposal
Library&Museum
Electric Department
Community Development
Will be replaced with Nixle
9
City Council Work Session
January 6, 2020
FACEBOOK PAGES
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City of Seward `f*,.. Seward Animal
Clerk's Office Shelter
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Seward Police Seward Community
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Home
10
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NIXLE
Talking Points Regarding Nixle
PREMISE
+Technology must be utilized by municipal agencies to help connect communities
+Citizens can and do utilize technology-they are already online and on-phone with or without us and they
want to know what's happening near them
+Citizens are inundated with information from a variety of sources (traditional media, the internet, social
networking sites, etc.)- but the quantity of information does not correlate to quality of information.
+Agencies want communications with the people they serve to be timely, effective, and trusted
+The Nixle platform gives agencies a secure, easy-to-use, and effective system to share relevant
information with residents about the neighborhoods where they work, live, and visit
NIXLE AS A COMMUNICATIONS SOLUTION
+Nixie is a reliable tool that provides a platform for direct communications between municipalities/police
departments/educational institutions and citizens
+Agencies can send information on multiple platforms (text message, e-mail, web), filling a critical
emergency notification need
+Residents register by providing their address or an intersection near them, a cell phone number and an
email address by which to receive notifications from official agencies. Citizens then choose which
messages they receive on which devices. It's information they know they can trust.
+Messages can be transmitted anywhere in a radius from .25-miles to 10 miles, allowing neighborhood-
level, time-sensitive information to be sent only to affected citizens
+Nixle's Community Information Service free to residents who access the notifications by e-mail and
online at www.nixie.com. Information received via SMS/text message is received as part of their text-
messaging plan
DETAILS
+Nixie is a secure and authenticated system. An agency's primary administrator must undergo a rigorous
identification process to be allowed access to the system
+For law enforcement, Nixle enables community-policing outreach in new ways. Building a
communications structure can help solve crimes, build safer communities, and promote a positive
dialogue/partnership between residents and law enforcement
+Nixie has been used around the country to help find missing seniors, evacuate flooded areas, and
capture dangerous criminals shortly after a crime has happened. The power in the system is also its
diversity of content, allowing not only those emergency alerts, but informing residents of road closures,
city parades, government meetings, and other"want to know" information.
11
everbridge
N 1XLE
One Software Platform for
Community Engagement + Emergency Management Together
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ACTIVE MISSING HAZMAT COMMUNITY
SHOOTER PERSON EVENTS
SEVERE BOIL TRAFFIC
WEATHER WATER INCIDENT
SEND
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TEXT EMAIL VOICE MOBILE IPAWS EVERBRIDGE WEBPAGE FACEBOOK TWITTER GOOGLE
APP NETWORK ALERTS
To engage the public wherever they are when it
matters most - that's what Nixle does for us. "
CHARLIE BECK
LOS ANGELES POLICE CHIEF
Everbridge Nixle has 600 employees dedicated to
HELPYOU INFORM AND PROTECTYOUR RESIDENTS
everbridge
N I XLE® VISIT WWW NIXLECCM
CALL +1-877-649-5362
: GOOGLE + NIXLE +YOU
Nixie is the first and 1 I public safety1
partner with Google, reachby
posting• Unlimited text, email & Web Messaging + Agency Smart Phone App
• Unlimited voice minutes + FOIA Reporting
+ Welbsite Integration
• I PAWS Publication + Easy text message opt-'in
• Integrated Tipping Platform + Keywords for targeted Messaging
• National Weather Service(NWS) alerts + GIS targeting of households and neighborhoods
90000 IF 9:41 AM 427%.11 00000 4:07 PM 7 38%O
Messages 888-777 Details < Back Missing Child,Need..
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Highland St in
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You have successfully opted into ([�',' �
Nixie Public Safety Alerts. Elm Park o.,
Bridgetown PD: William sl
Missing Child,Need your help!
Johny Madison,8 yr old,3'6";
Last scene at Elm Park. O PUBLIC SAFETY
www.nixle.us/9MJFG Bridgetown Police Department
CM LM Vu Missing Child,Need your help!
Johny Madison,8 year old,3'6";Last
What is your location?Is he with scene at Elm Park
someone? SEVERITY CERTAINTY URGENCY
•••• •••• •••L St General Store_, •
With a man,by the Main
Today at 2:40 pm Johny Madison.was
Read at 9:41 PM
reported missing.We need your help
in locating him.Age 8 years old.3'6'.
70lbs.Last seen at Elm Park(284
Highland Street).He has short blonde
hair and was last seen wearing blue
jeans and red sweater.He has a birth
mark on his right cheek and responds
Ir Q ® to Johny.not John.One unconfirmed
report suggested he was walking
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ever
• ••
NIXLE FAQs
WHAT IS NIXLE?
Nixle provides a software platform for local, public safety and service communications. It
delivers real-time, relevant information from official agencies to the communities they serve,
encouraging interaction and engagement.
WHAT IS A NIXLE ALERT?
Google Public Alerts has broadened its service through a new partnership with Nixle, a company
that contracts with public safety agencies to send alerts via cellphones and social media networks.
Nixle enables local response agencies to get that information into the community as quickly as
possible.
WHAT IS THE PURPOSE OF NIXLE?
Nixle solves this problem by providing ONE standardized service for consumers to receive
immediate and credible neighborhood-level public safety and community information, via SMS,
email, or web.
SIGN UP (IT'S EASY AND ANYONE CAN JOIN)
Receive messages by text message, email or by simpy logging into your Nixle account. You
decide! Mobile Phone: Text alerts from local police and fire departments are sent to this device.
HOW DO I STOP NIXLE ALERTS?
Log in and click "Settings." There you can adjust which messages you receive and on which
device(s) you receive them. You also have the option to eliminate all SMS messages under the
"Account" tab. Should you wish to completely unsubscribe, simply send an e-mail to
support@nixle.com stating so.
IS NIXLE NATIONWIDE?
Nixle is a community information service provider built exclusively to provide secure and
reliable communications. Nixle has secured a partnership with Nlets (the International Justice
and Public Safety Network), allowing local police departments nationwide to send immediate
communications.
14
NIXLE
FEATURES CONNECTNIXLE 60
Ideal Agencies Legacy clients only Law Enforcement or City/County Emergency Management or Fire
Administration Department
Administrators 2 Unlimited Unlimited
Simple Resident Zip Code Opt-in J J J
SMS.Email,and Web Publishing J J J
Real-Time Social Media Publishing J J
Automated Severe Weather Messaging(NWS)
PAWS WENEAS W EA/EAS
Location Targeting Zip Code or Point&Radius Advanced(Polygon)
Event Management(Keyword opt-in) J
Anonymous Tipping 11 J
Analytic and Reportng Tools J J
live Customer Support 24/7 24;'7
Quality Resident Land Line Data for Voice V
Dialing
Voice Messaging J
E b,;?brtdqe
NIXLE
Looking to Receive Alerts from Your Local Agencies?
TEXT YOUR ZIP CODE TO 888777 TO OPT-IN
Receive alerts for El 0 1313
Severe Criminal Severe Missing Local
Weather Activities Traffic Persons Events
15
wYE AI .9p
�p 3. 1 1 STATE
TROOPERS
L `�TATp'i
1.
A OOFE��F
y*
Troopers encourage Alaskans to sign up for Nixle
Posted:Thu 12:54 PM, Jun 13, 2019
The Department of Public Safety is exploring better ways to communicate directly with Alaskans
about public safety matters and events statewide. For this communication to be successful, we
encourage Alaskans to sign up for the service.
There are several simple ways to register for the service:
1. Text your zip code to 888-777 from your mobile phone. Once a response is received, follow the
instructions and reply back with your email address to receive updates. (Those who have previously
provided their zip code to Nixle to sign up for messages from another agency need not do so again.)
2. Visit nixle.com and set up a user profile.
3. Visit dps.alaska.gov and sign up via the Nixle widget at the bottom of our homepage.
Residents may customize the Nixle settings on their accounts. As messages are geographically
based, we encourage Alaskans to subscribe to any of the following:
• Alaska State Troopers HQ (Anchorage)
• Alaska State Troopers A Detachment (Southeast)
• Alaska State Troopers B Detachment (Mat-Su, Glennallen, Valdez and Cordova)
• Alaska State Troopers C Detachment (Western Alaska from Kivalina to Kodiak and the Aleutians)
• Alaska State Troopers D Detachment (Interior)
• Alaska State Troopers E Detachment (Kenai Peninsula)
All messages will be targeted geographically, allowing Alaskans to receive localized, relevant
messages from their chosen AST detachment(s). Nixle will be utilized for communicating about
issues of immediate public concern to include highway closures, proactive enforcement campaigns,
information in the event of a natural disaster, and other emergencies.
The Daily Dispatches will remain the primary source for up-to-date DPS information.
Nixle messages can be sent in an instant via text, email, Web, social media, and the Nixle Mobile
App. Nixle is partnered with the National Law Enforcement Telecommunications System for
unmatched data security as well as the National Center for Missing and Exploited Children, the
National Blue Alert Network, and Google for unmatched reach and two-way information exchange.
For more information about Nixle, visit
16
City Council Work Session
January 6, 2020
YOUTUBE
https://www.youtube.com/channel/UChiMESL4Vzm8mgK IvyZwOw
• 4
MEL
.
4 e .
Brenda Ballou
Home Videos Playlists Channels About
Uploads
y ,` a
t
4 ifi � e
Dec 9th 2019 -City Council Dec 2nd 2019 - City Council Work Nov 25th 2019 -City Council
Meeting Session Meeting
65 views • Streamed 3 creeks ago 39 views Streamed 1 month ago 80 views • Streamed 1 month ago
The YouTube channel is being updated to allow council, P&Z, PACAB, and HPC to
each have their own "Playlist" to make it easy for citizens to find recordings.
17