HomeMy WebLinkAbout05142020 Historic Preservation Laydown - HP Facebok Page-#051 y0?oaa
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AGENDA STATEMENT
May 14, 2020
Historic Preservation Commission
Brenda Ballou, City Clerk
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Establishing a procedure for creating and managing an official City of
Seward Historic Preservation Commission Facebook page
BACKGROUND & JUSTIFICATION:
On March 12, 2020, the Historic Preservation Commission (HP) had a discussion about having
a Facebook page for education, awareness, and community support of the Commission and the
Historic Preservation Plan. At the meeting, the Commission approved Commissioner Benoit to
work with the clerk's office to create a Facebook page.
Within days of that meeting, the City of Seward declared a public health emergency for the
COVID-19 pandemic, and this resulted in the temporary suspension of HP meetings and the
delay for moving forward with this action.
PROPOSED PROCEDURE & OVERVIEW:
The process, itself, for setting up the Facebook page is relatively straightforward. But because
the Facebook page will be an official City of Seward page, it is necessary to create and manage
the content in keeping with the City's social media policy and records retention requirements.
The administrator for the Facebook page will be the Deputy City Clerk, who will support
Commissioner Benoit, and will be responsible for uploading and maintaining the content on the
Facebook page.
Commissioner Benoit will be responsible for identifying and creating the content, on behalf of
the Commission, in a way that best represents the wishes of the body and which is in keeping
with the mission/intent defined by the Commission.
OFFICIAL COMMISSION BUSINESS:
It is critically important that the HP Facebook page is used in such a way as to not violate the
Alaska Open Meetings Act (AS 44). That is to say, the HP Facebook page cannot be used in
lieu of the Commission holding a work session or meeting, or in any other way that could be
construed as conducting the business of the body as a substitute for the normal public meeting
process, as prescribed by Seward City Code.
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One way to avoid this infraction would be to include a standing agenda item to the HP regular
meeting agendas that allows an opportunity for Commissioner Benoit to report out on what
content she has dispersed, and what her plans are for upcoming content. This would also be an
opportune time for the rest of the body to provide her with feedback and requests for certain
content that they wish to have dispersed in the future.
If this exchange of information is addressed at regular meetings, the Commission will not only
be adhering to the standards of the OMA, but also providing the citizenry with an open and
transparent process. It is not recommended for Commissioners to send private messages or
emails to Commissioner Benoit requesting that certain content be uploaded, or critiquing the
content that was already dispersed. Once HP adopts a Facebook page, it becomes an official
item of business that should be discussed by the body only in a public setting.
Another caution related to having a Facebook page is that Commissioners should not engage in
commenting on any posts in such a way that could be construed as conducting business, or
otherwise speaking on behalf of the Commission. It is my recommendation that if comments
are left on a post, the administrator for the page is the one responsible for replying, and only
when necessary.
RECOMMENDATION:
By motion, adopt the proposed procedures for creating and managing an official City of Seward
Historic Preservation Commission Facebook page.