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Policy Type:
Council Policy
Policy #:
C-200-01
Approved by Council on: October 28, 2019
Social Media Policy for Members of Council
Policy
The purpose of this policy is to clarify how the Town of Prescott's Code of Conduct for
Members of Council and Local Boards ("Code of Conduct") guides a member's use of
social media.
Failure to follow the guidance set out in this policy could lead to a finding that a member
has contravened the Code of Conduct. Members can seek advice from the Integrity
Commissioner with respect to specific situations that may arise.
Objective
To provide guidance on how the how the Code of Conduct for Members of Council and
Local Boards ("Code of Conduct") guides a member's use of social media.
Definitions
In this policy, the following terms have the meanings set out below:
"Member" includes the elected Head of Council and elected members of Council.
"Municipality" means the corporation of the Corporation of the Town of Prescott.
"Social Media" refers to freely accessible, third-party hosted, interactive Internet
technologies used to produce, post and interact through text, images, video, and audio
to inform, share, promote, collaborate, or network. A non-exhaustive list of examples of
social media in in include: Twitter, Facebook, Instagram, Snapchat, YouTube, and
LinkedIn.
Policy Requirements
1. Guiding Principles
1.1 Social media provides Members with a valuable and convenient tool to
communicate, inform, and engage constituents about Town Council work and
Member's activities. Social media allows for efficient and direct engagement
between Members and constituents. When used in accordance with the Code
of Conduct, social media enables Members to showcase their diligent and
conscientious service to their constituents and can help improve trust and
confidence in Town Council and the Town of Prescott.
1.2 As with any other activity, members of Council must ensure that their use of
social media is mindful of, and consistent with, the Code of Conduct and Town
policies.
2 Use of Title and Town Resources
2.2 Use of a Member's title on social media profiles provides legitimacy - from the
perspective of social media providers and the public - and authority and
influence similar to use of letterhead or other incidents of office. A Member's
title can only be used for Town purposes and not for campaign purposes.
2.3 A social media account is identified as a Member's social media account if it:
(a) uses any prescott.ca email address as a point of contact;
(b) identifies the Member as a current member of Prescott Town Council in
the handle name, the user name, or the profile description;
(c) uses the logo or any other proprietary mark of the Town of Prescott;
(d) contains contact information for the Member at Town Hall or any other
official contact information; and
3 Required Practice
3.1 In order to keep a Member's personal life and role as a Member of Council
separate, if Member's choose to utilize social media in their official capacity of
a Council Member, they shall create an additional social media account which
members of the public can 'like' or 'follow', rather than using their personal
accounts.
3.2 It is acknowledged that as a part of their representative duties, Members
regularly participate and engage in local events and activities with constituents,
including local businesses, and Members will use social media to publicize
these kinds of activities. Members also use social media to inform residents
about federal, provincial, and Town programs. A Member may therefore post
the following types of content on their official accounts, as long as it is voluntary,
unsolicited, and otherwise in accordance with the Code of Conduct:
(a) content that raises awareness of local events and activities;
(b) content that raises awareness of federal and provincial government
programs;
(c) content that publicizes the Member's attendance at a ceremony, event, or
activity that is otherwise permissible under the Code of Conduct; or
(d) content that publicizes a Member's interactions with constituents, including
local businesses.
3.3
A member must not post the following content using any social media account
that, at the time of posting, is identified as a member's social media account
or uses publicly-funded resources:
(a) content that promotes or appears to promote any third-party interest
including events, products, services, or goods that are not in relation to the
duties and responsibilities of a member of Council.
(b) content that promotes or appears to promote any candidate or political
party in any election at the municipal, federal, or provincial level, including
leadership campaigns.
3.4
When Members are asked questions on social media regarding Town services
(garbage collection, snow removal, etc.) and do not have the answers,
Members shall acknowledge the question and refer it on to the Town's official
customer service channels.
3.5
Members shall not "block" users from their official social media accounts
unless the users have engaged in harassing behaviour, or have made
discriminatory or inappropriate comments towards a Member. Each instance
must be handled on a case by case basis. Using social media is a way to
communicate with constituents and blocking users could be seen as a refusal
to provide services.
4 Confidential Information
4.1 The Code of Conduct prohibits Members from disclosing or releasing confidential
information acquired by virtue of their office. Members shall not post content on
social media that discloses information or conduct during meetings that were
closed to the public, or disclose any documentation circulated to Members that
is marked confidential. The obligation to keep information confidential applies
even if the Member ceases to be a Member for any reason.
5.
Respecting Staff, Each Other, and the Public
5.1
The Code of Conduct requires Members to be respectful of the role of staff
to provide professional and politically neutral advice. Members shall not use
social media to engage in criticism of Town staff. The public nature of social
media can increase the risk of harming the professional and ethical
reputation of Town staff.
5.2
Members shall not use social media as a platform to treat members of the
public, one another, or staff without respect. Members shall not engage in
or encourage bullying or shaming of any other social media users. These
types of interactions on social media misplace the focus of interaction on
attacking individuals rather than engaging in constructive discussion. This
manner of communication is inconsistent with the Code of Conduct.
6.
Specific Election Year Requirements
6.1
To comply with the Municipal Elections Act, 1996, the Code of Conduct, and
the Town's Use of Corporate Resources for Election Purposes Policy,
Members must take affirmative steps to clearly distinguish between use of
social media for personal or election purposes on the one hand, and use of
social media in his or her capacity as a Town official on the other hand. To
take such affirmative steps, Members must adopt one of the following two
approaches:
(a)
Maintaining Separate Election Accounts: Establish separate and
distinct social media accounts for re-election purposes that are
clearly labelled as election accounts and that are not identified as a
Member's official Council account. Members who establish separate
and distinct social media accounts for re-election purposes may
continue to use social media accounts described in section 2.3 of this
policy throughout the election campaign period, as defined in s.
88.24 of the Municipal Elections Act, 1996.
(b)
Maintaining a Single Account Subject to Restricted Use: Members
who choose not to maintain separate and distinct election accounts
and who intend to use a social media account that has been
identified as a Member's social media account within the meaning of
this policy, for any purpose relating to their re-election must (as
applicable):
(i)
on May 1 of the election year until the end of the election
campaign period defined in s. 88.24 of the Municipal Elections
Act, 1996, cease producing and distributing any publication
paid by the Town, including business cards, that includes
account information (i.e. user names, handle names) for the
social media account;
(ii)
for the duration of the election campaign period as defined in
s. 88.24 of the Municipal Elections Act, 1996:
remove any reference to the Town of Prescott, the Town logos
or images proprietary for the Town of Prescott, and reference
to a Member's title from the account handle name, the user
name, and/or the profile description;
ensure that the account's registration information does not
include any prescott.ca email addresses or Town of Prescott
phone numbers;
expressly notify followers or friends on the social media
platform that the account will be used for purposes related to
re-election, provide an alternative source of information for
followers interested in constituency services, and label the
account appropriately.
Monitoring
The Integrity Commissioner shall receive all complaints under this policy related to
Members and investigate in accordance with the process as set out in the Code of
Conduct for Members of Council and Local Boards. Where there is a discrepancy
between this Policy and the Code of Conduct, the Code of Conduct shall prevail.