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2547 ORDINANCE NO. _ AN ORDINANCE TO AMEND THE PERSONEEL POLICY TO INCLUDE A SOCIAL MEDIA POLICY TO THE EMPLOYEE POLICY HANDBOOK AND FOR OTHER PURPOSES WHEREAS,the current West Memphis Employee Handbook doesn't have a social media policy,this ordinance will add this attachment into the employee handbook and will follow as accordingly. WHEREAS,this policy has come from the Arkansas Municipal League recommendations, our Human Resource Department and departments heads of the City of West Memphis NOW, THEREFORE,BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF WEST MEMPHIS,ARKANSAS,THAT: PASSED AND ADOPTED this / day of�J 2020. �w 1�c ( MARCO D. MCCLENDON, Mayor ATTEST: C(R/ City Clerk SPONSORED BY: 6 Go CEIVED �Y7�L City of West Memphis Social Media Policy Purpose: In addition to traditional methods, the City of West Memphis will use Social Media tools to communicate general information with its residents. This policy is intended to guide City of West Memphis employees in their use of Social Media for business purposes.The purpose for adopting a Social Media Policy is to protect the City of West Memphis employees, partners and the organization from illegal or damaging actions by individuals, either knowingly or unknowingly. Background Social Media is an umbrella term that integrates technology, social interaction and content creation. Social Media allows the City of West Memphis to engage with customers and the general public in electronic forums where conversations and interactions already exist. Social Media are to be used for business purposes in serving the interests of the organization and our customers. Because of the nature of Social Media tools, this policy reflects a flexible approach. Social Media include, but are not limited to,tools and websites such as Facebook, MySpace, YouTube, Instagram, Pinterest, Flickr, Twitter, wikis and blogging. Effective security, public disclosure, records retention and engagement with citizens and customers are a team effort involving the participation and support of every City of West Memphis employee and affiliate who deals with information and/or Social Media. It is the responsibility of every employee to know these guidelines and to conduct activities accordingly. Social Media Usage Purposes:This section captures the acceptable use of Social Media tools at the City of West Memphis for business purposes, which include, but are not limited to, marketing, promotion and public outreach. ` 1. The City's Communications Coordinator shall have responsibility for the Social Media tools used for City of West Memphis business purposes; which includes creating and maintaining Social Media accounts, posting content, coordinating responses to questions and comments and keeping the Social Media sites current and active. 2.The City's Communications Coordinator will maintain a list of all of the City's social media sites. 3. The West Memphis Convention &Visitors Bureau and Communications Coordinator will review Social Media content and responses to questions with the appropriate subject matter experts prior to posting. 4. City employees considered subject matter experts may be asked to prepare responses and messages for the cities Social Media tools, but will coordinate those messages through the Marketing and Public Relations Department. 5.The City's website (www.westmemphisar.gov)will remain the primary and predominant Internet presence. 6. The best, most appropriate uses of social media tools fall into three categories: a. As channels for disseminating time-sensitive information as quickly as possible (example: outages, road closures, sanitation schedules etc...). b. As an avenue for addressing questions/concerns raised by residents who are using social media to communicate with the City of West Memphis. c. As marketing/promotional channels which increase the City of West Memphis's ability to broadcast its messages to the widest possible audience. 7. Wherever possible, content posted to the City of West Memphis social media sites will also be available on company website. 8. Wherever possible, content posted to the City of West Memphis social media sites should contain links directing users back to the City of West Memphis's official website for in-depth information,forms, documents or online services necessary to conduct business with the City of West Memphis. Representation of the City of West Memphis: City employees who choose to engage in Social Media for personal purposes assume any and all risk associated with that use. 1. When an employee clearly identifies his or her association with the City of West Memphis and/or discusses his or her work on Social Media: a. He or she is expected to behave appropriately and in ways consistent with the City of West Memphis values and policies. b. Employees shall make it clear they are speaking for themselves and not on behalf of the City of West Memphis by including a disclaimer such as: "The postings on this site are my own and don't necessarily represent the City of West Memphis' positions, strategies or opinions." Unacceptable Use of Social Media The following list is by no means exhaustive, but provides a framework for activities that fall into the category of unacceptable use of Social Media, both for business and personal purposes unless otherwise stated. Employees should contact the City of West Memphis HR for questions about this policy. The following activities are strictly prohibited,with no exceptions: 1. Engaging in any actions that may harm or tarnish the image, reputation and/or goodwill of the City of West Memphis and/or any of its employees when participating in Social Media. 2. Attributing personal statements, opinions or beliefs to the City of West Memphis when participating in Social Media (as stated above under"Representation of the City of West Memphis"). 3. Using the City of West Memphis's name, trademarks, logos and any other City of West Memphis intellectual property in connection with any personal Social Media activity. 4. Using a City of West Memphis Social Media account to actively engage in procuring or transmitting material that is in violation of sexual harassment or hostile workplace laws. 5. Making fraudulent offers of products, items, or services originating from any City of West Memphis account. 6. Making statements about warranty, expressly or implied, unless it is a part of normal job duties,from any City of West Memphis account. 7. Effecting security breaches, including, but not limited to, sharing data that is restricted from public disclosure. STANDARDS OF CONDUCT COMMUNICATING WITH THE PUBLIC Employees of the City of West Memphis shall at all times be civil, orderly, and courteous in their conduct and demeanor towards the public Each employee should treat members of the public with respect and efficiently provide responses to their inquiries or requests This attitude or approach to public service cannot be overemphasized. When an employee IS uncertain of the correct response to an inquiry or request from the public, the employee should refer the inquiry to the individual or the department which can provide the most satisfactory response to the inquiry. It is better to admit lack of knowledge than to provide erroneous information COMMUNICATING ON BEHALF OF THE CITY The City's Communication Coordinator is authorized to communicate on behalf of the city in interviews, publications, news releases, on social media sites, and related communications Other employees may represent the city if approved by one of these mdividuals to communicate on a specific topic When speaking on behalf of the city or while carrying out Yen r official duties • Employees must identify themselves as representing the city Account names on social media sites must dearly be connected to the city and approved by City's Communication Coordinator • All information must be respectful, professional, and truthful Corrections must be issued vvhen needed. • Employees need to notify City s Communication Coordinator dthey will be using their personal technology (cell phones, home computers, cameras, etc ) for city business Employees should be aware that the data transmitted or stored may be subject to the Freedoin of Information Act (FOIA) HANDLING REQUESTS FOR INFORMATION PURSUANT TO FOIA Any citizen of the State of Arkansas may request to inspect, copy, or receive copies of public records pursuant to the Freedom of Information Act Any requests must immediately be forwarded to the public records custodian. If the employee receiving the request is not the custodian, the employee must notify the requester of this fact and identify the custodian. HANDLING MEDIA REQUESTS With the exception of routine events and ba,ic information that is readily available to the public, all requests for interviews or information from the media are to he routed through the City s Communication coordinator or the custodian of the records in the case of a records request Media requests include anything intended to be published or viewable to others in some form such as television radio, nel,spapers, newsletters and wehntes When responding to media requestsemployees should follow these steps 1. If the request is for routine or public information (such as a meeting time or agenda) provide the information and notify City's Communication Coordinator of the request. 2 If the request is regarding information about city personnel, potential litigation, controversial issues, and opinion on a city matter, or if you are unsure if it is a "routine" question, immediately forward to the City's Communication Coordinator or in the case of a records request, to the custodian of the records An appropriate response would be, "I'm sorry, I don't have the full information regarding that issue. Let me take some basic information and submit your request to the appropriate person who will get back to you as soon as she/he can " 3 Ask the media representative's name, questions, deadline, and contact information. PERSONAL COMMUNICATIONS It is important for employees to remember that the personal communications of employees may reflect on the city, especially if employees are commenting on city business The following guidelines apply to personal communications including various forms such as social media (Facebook, Twitter, blogs, YouTube, etc.), letters to the editor of newspapers, and personal endorsements. • Remember that what you write is public, and will be so for a long time It may also be spread to large audiences Use common sense when using email or social media sites, It is a good idea to refrain from sending or posting information that you would not want your boss or other employees to read, or that you would be embarrassed to see in the newspaper • If you publish something related to city business, identify yourself and use a disclaimer such as, "I am an employee of the City of West Memphis. However, these are my own opinions and do not represent those of the City of West Memphis " • City resources, working time, or official city positions cannot be used for personal profit or business interests, or to participate in personal political activity For example, a building inspector could not use the city's logo, email, or working time to promote his/her side business as a plumber UNIFORMS AND PERSONAL APPEARANCE Uniforms or uniform allowance will be provided to personnel of certain departments as authorized by the City's Communication Director. Personnel who are provided uniforms or uniform allowance shall wear uniforms at all times while on duty. Uniforms shall be kept as neat and presentable as working conditions permit. Employees must not wear uniforms while off duty except to and from your scheduled shift or wort, assignment It is essential that an employee not be viewed by the public as a representative of the city in any official capacity unless authorized to do so Employees not required to wear uniforms should dress in appropriate professional departmental attire If an employee is unsure what constitutes appropriate attire, then tlic emplo,ee should checlk vnth the employee's supervisur or department head GUIDELINES FOR APPROPRIATE CONDUCT The City of West Memphis expects its employees to accept certain responsibilities, adhere to acceptable principles in matters of personal conduct, and exhibit a high degree of personal integrity at all times. This not only involves a sincere respect for the rights and feelings of others, but also demands that both while at work and in their personal lives, employees refrain from behavior that might be harmful to the employees, co-workers, the citizens, and/or the city Whether an employee is on-duty or off-duty, the employee's conduct reflects on the city An employee should observe the highest standards of professionalism at all times Types of behavior and conduct that the city considers inappropriate include, but are not limited to the following. • Falsifying employment or other city records; • Violating any city nondiscrimination and/or harassment policy, • Soliciting or accepting gratuities from citizens, • Excessive absenteeism or tardiness, • Excessive, unnecessary, or unauthorized use of city property, • Reporting to work intoxicated or under the influence of non-prescribed drugs or participation in the illegal manufacture, possession, use, sale, distribution, or transportation of drugs; • Buying or using alcoholic beverages while on city property or using alcoholic beverages while engaged in city business, except where authorized, • Fighting or using obscene, abusive, or threatening language or gestures, • Theft of property from co-workers, citizens, or the city, • Unauthorized possession of firearms on city premises or while on city business; • Disregarding safety or security regulations; • Insubordination; • Neglect or carelessness resulting in damage to city property or equipment Should an employee's performance, work habits, overall attitude, conduct, or demeanor become unsatisfactory and in violation of either of the above-referenced items or any other city policies, rules, or regulations, an employee will be subject to disciplinary action up to and including dismissal.