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Press Release and Photo Coverage (GA-4)C IT Y O F DELRA Y BEA C H A D M IN ISTRA TIV E PO LI C IES A N D PRO C ED URES DEPARTMENT: SUBJECT: REVISION: APPROVED BY: PURPOSE City Manager's Office Press Release and Photo Coverage POLICY NUMBER:GA-4 SUPERSEDES:NIA EFFECTIVE DATE:,)0'2/a( errence R.Moore,ICMA-CM,City Manager The purpose of this Policy is to establish a fair and consistent procedure for requesting/distributing City issued press releases/related information,and for providing photo coverage at City sponsored programs, meetings,events,etc.to assure that the City's message is accurately communicated to the media and the public. DEFINITIONS E-Mail Subscriber Distribution List:shall mean the City developed list of interested citizens,businesses, etc.that formally request to be included on an electronic distribution list and receive City related information electronically (e.g.,E-Mail). Interview Requests:shall mean any request,either in person,electronically,etc.,for City officials and/or staff to participate in an interview and/or to provide an official City statement regarding a City issue, program,service,event,partnership,etc. Media Contact Distribution List:shall mean an E-Mail list,created and maintained by the Public Information Officer,by which press releases and other relative City information are distributed electronically to media contacts (e.g.,E-Mail). Newsletters/Publications:shall mean communication efforts by the City,in addition to press releases,to provide City related information through printed and/or electronically distributed documents (i.e.,Constant Contact,etc.). Photo Coverage:shall mean City staff taking photos at various City sponsored programs,meetings,events, etc. Press Release:shall mean an announcement and/or story written so as to be printed as a news story,as to be read over broadcast media,or to provide background information or content for media. Web Site Postings:shall mean events,announcements,general information,web links,etc.,that are posted to the City's web site and/or City social media sites. Press Release and Photo Release GA-4 Page 2 of 4 It is the policy of the City of Delray Beach that open,pro ductive,and responsible media relations serv e the best interests of the City ,its residents,businesses and visitors.Delivering com plete,tim ely,accurate and balanced information regarding the policies and actions of the City govern m ent is vital to pro moting educated and info rmed public participation in representative governm ent. In the interest of assisting with citizen education efforts about issues being considered by the City as well as pro m oting City accom plishm ents,partnerships and policy decisions,the City of Delray Beach will only issue press releases and news announcem ents that prom ote the City of Delray Beach according to the following procedures. PROCEDURE A.Press Release 1.All City press releases should pro vide accurate and tim ely information and contain the date of issuance. 2.The City will publish press releases if the subject matter is about the City and/or a related partnership and assists with citizen education efforts about issues being considered by the City as well as pro moting City sponsored program s,meetings,and events,and City accom plishments, partnerships,and policy decisions. 3.The City will not issue press releases regarding special and/or private interest issues (including non-profits)unless the City has fo rmally agreed to serve as a partner or in a partnership role to the interest. 4.Press releases of a nature other than the above may be published on a case-by case basis as approved by the City Manager and/or designee. 5.The City will not publish press releases and/or announcem ents that are or may be perceived as politically oriented (i.e.,personal political positions and/or individual election cam paigns)or that contain inform ation that is purposely disparaging or is not factual. 6.Press releases shall be distributed electronically to those subscribers on the City 's Media Contact Distribution List and the City's E-Mail Subscriber Distribution List.They may also be distributed electro nically to City Com missioners,Department Heads and other staff mem bers as appro priate. 7.Press releases and/or inform ation within the press release may also be included on the City's W eb Site,Social Media sites (i.e.,Twitter,Facebook,etc.),and in City Newsletters/Publications. 8.To maxim ize opportunities for City public inform ation distribution,City departm ents,upon receiving consent from the City Manager and/or designee,may appoint an individual (or individuals)to serv e as departm ental public info rm ation liaisons.These individuals will support their departm ental public- inform ation efforts by lending specific technical expertise to public info rmation initiatives carried out in conjunction with the City's Public Info rmation Office (PIO ). 9.The City Manager and/or designee shall be responsible for reviewing all press releases prior to issuance,except those issued by the Police Departm ent and/or Fire Departm ent in connection with an em ergency incident(s)and/or reports regarding crim inal activity . Press Release and Photo Release GA-4 Page 3 of 4 10.All press releases will be retained,managed and stored in accordance with Florida records retention laws,including,but not limited to,Chapter 1 19,Fla.Stat. B.Photo Coverage 1.Photo coverage may be provided at City sponsored programs,meetings,events,etc.to ensure a photo archive is preserved for City historical purposes and for use in City publications. 2.Photo coverage may be provided by the City if the subject matter directly relates to the City organization and/or a related partnership. 3.The City will not provide photo coverage of special and/or private interest issues (including non- profits)unless the City has formally agreed to serve as a partner or in a partnership role to the interest. 4.Photo coverage of a nature other than the above may be undertaken on a case-by-case basis as approved by the City Manager and/or designee. 5.The City will not conduct photo coverage on any program,service,event,etc.that is or may be perceived as politically oriented (i.e.,personal political positions and/or individual election campaigns). 6.Prior to inclusion in any City photo,an executed release form,as approved by the City Attorney's Office,from an authorized adult/guardian will be obtained by the department taking the photo(s)for any underage child (under 18 years of age)to be included in the photo.Further,the City does not intend to reproduce and/or publish any photo that includes an underage child in any City document, newsletter,presentation,etc.without a properly completed and approved consent form. 7.Photos will be retained,managed and stored in accordance with Florida records retention laws, including,but not limited to,Chapter 119,Fla.Stat. C.Newsletters/Publications and Website Posting 1.The City will publish newsletters/publications and/or web site postings if the subject matter is about the City and/or a related partnership and assists with citizen education efforts about issues being considered by the City as well as promoting City sponsored programs,meetings,and events;and City accomplishments,partnerships and policy decisions. 2.The City will not issue newsletters/publications and/or web site postings regarding special or private interest issues (including non-profits)unless the City has formally agreed to serve as a partner or in a partnership role to the interest. 3.Newsletters/publications and/or web site postings of a nature other than the above may be published on a case-by-case basis as approved by the City Manager and/or designee. 4.The City will not publish newsletters/publications and/or web site postings that are or may be perceived as politically oriented (i.e.,personal political positions and/or individual election campaigns)or that contain information that is purposely disparaging or is not factual. Press Release and Photo Release GA-4 Page 4 of4 D.Interview Requests Procedure Wh en an on-camera interview is requested,staff should contact the Public Information Officer to assist with this request.This will ensure that the requesting entity and/or person is accommodated in the best manner possible to assist in disseminating the requisite City information and message about an issue, program,service,policy decision,accomplishment,meeting etc.