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THE CORPORATION OF THE TOWNSHIP OF SOUTH STORMONT
BEING
WHEREAS
AND WHEREAS
AND WHEREAS
NOW THEREFORE
1.
2.
BY-LAW No. 2012-075
a By-law to adopt a Social Media Policy.
the Municipal Act, 2001, c. 25 s. 5 (1) provides
that the powers of a municipal corporation ~re to
be exercised by its council;
the Municipal Act, 2001, c. 25 s. 5 (3) provides
that the powers of every council are to be
exercised by by-law;
Council of the Township of South Stormont
desires to adopt a policy to establish acceptable
social media use for notification purposes in the
Township.
Council of the Corporation of the Township of
South Stormont enacts as follows:
That the Social Media Policy, attached hereto as
Schedule "A", be adopted effective October 10,
2012.
Any other by-laws inconsistent with this by-law
are hereby repealed.
READ AND PASSED in open Council, signed and sealed this 10th day of
October, 2012.
--
IVlayor_- ~-........:;;.
C1erk~
THE TOWNSHIP OF SOUTH STORMONT
Schedule "A" to
-law No. 2012-075
Effective Date: October 10 2012
Title: Social lV1edia Policy
Department:
All De
rtments
A.
Policy Purpose and Scope
The purpose and objectives of this policy are to establish the acceptable use
for social media within the Township of South Stormont and the electronic
communications therein. This policy shall apply to personnel/staff or
anyone using electronic communications on behalf of the Township of South
Stormont. The policy is set to ensure that those using social media provided
by the Township of South Stormont are knowledgeable in their use and have
a full understanding of the circumstances in which these forms of
communications are appropriate and permitted. The Township of South
Stormont encourages the use of social media to further the goals of the
Township and the mission of its departments, where appropriate.
The Township of South Stormont has an overriding interest and expectation
in deciding what is "spoken" on behalf of the Township on social media sites.
This policy establishes guidelines for the use of social media.
B.
Definitions
Social Media Tools
Forms of electronic communications (as websites for social networking and
microblogging) through which users create online communities to share
information, ideas, person messages and other content (as videos).
Facebook
Facebook is a social networking service and website operational and
privately owned by Facebook, Inc. Users may create a personal profile and
other users as friends and exchange messages including automatic
notifications when they update their profile. Users may join common interest
user groups organized by workplace, school or other characteristics.
Twitter
Instant messaging system that lets a person send brief text messages up to
140 characters in length to a list of followers. Launched in 2006, Twitter was
designed as a social network to keep friends and colleagues informed
throughout the day.
YouTube
YouTube provides a venue for sharing videos among friends and family as
well as a showcase for new and experienced videographers.
Social Media Policy
September, 2012
Flickr
Flickr is a photo sharing website that allows members to upload their own
photos into customizable albums that can then pe labeled, organized, tagged
and publicly posted. Flickr, as well as many other photo hosting websites,
provides URLs for every file that is uploaded and their image URLs can then
be used to embed a photo in a website, social networking profile, blog post
or email.
C.
Accountability and Control of Content
The Township CAO/Clerk will work together with appointed personnel/staff
to ensure that the information posted / published using social media tools
will be easy to understand, accessible in multiple formats and is accurate.
General Guidelines of Acceptable Use
1. All Township of South Stormont social media sites will be subject to
approval by the appointed communications officer.
2. The Township of South Stormont website, www.southstormont.ca. will
remain the Township's primary and predominant internet presence.
3. The Township of South Stormont will use social media as a tool that can
fall into two separate categories:
a. As channels for disseminating time sensitive information as quickly as
possible, for example, emergency information;
b. As marketing / promotional channels that will increase the Township's
ability to broadcast its messages to the widest possible audience.
4. Wherever possible, the information and content that is posted to the
Township of South Stormont social media sites will also be available on
the Township's main website in an effort to remain consistent and reach
multiple communication channels.
5. When posting to social media, the information should always contain a
link directing users to the Township's official website. As there are
limitations for amount of content posted, for example Twitter's 140
character
cap,
links
should
accompany
these
social
media
communications to ensure that community has access to in-depth
information relating to the topic, forms, documents and other online
services necessary.
Control of Content
General upkeep and communications for the Township's social media tools
will be managed by the Township's appointed personnel/staff.
It is absolutely mandatory that all use of social media sites shall comply with
the appropriate policies, standards and procedures. All social media activity
must comply with the relevant Township of South Stormont policies and
standards.
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Social Media Policy
September, 2012
If an exception needs to be made, it must be approved by the Township
CAOjClerk prior to implementation.
Any content maintained on the social media tools and related to Township
business, including a list of subscribers and posted communication, is public
record. Content shall be maintained in an accessible format.
Unsuitable Content
Content posted on the Township sites shall be related to Township business.
Appointed personnel/staff reserve the right to edit or remove content from
social media sites if the information presented is inappropriate or in violation
of this Social Media Policy. Users and visitors to the Township of South
Stormont social media sites shall be notified that the intended purpose of
the site is to serve as a mechanism for communication between the
Township and members of the community. Any content that is removed
must be archived with the date, time and reason for removal.
Information that is deemed inappropriate would include, but not be limited
to:
1.
Confidential Information
This includes confidential or proprietary information in the possession of
the Township.
This also
includes confidential
information about
members of the public or staff of the Township of South Stormont.
2.
Discriminatory Language
This includes discriminatory, derogatory portrayal of individuals or
groups, demeaning language or anything that could be deemed
inappropriate. Any language that promotes and fosters discrimination on
basis of race, creed, colour, age, religion, gender, marital status, family
status or status with regard to public assistance, national origin,
physical or mental disability or sexual orientation is strictly prohibited.
3.
Personal Political Content
Includes support or opposition to political campaigns or matters before
Council of the Township of South Stormont, personal comments or
opinions of Township staff or elected officials or any personal opinions
or political process.
4.
Commercial Endorsement or Solicitation
Includes endorsement by the Township of South Stormont of one
product or service over another. This includes statements about
acquiring or the receipt of any product, service or asset for personal
gain or use.
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Social Media Policy
September, 2012
These guidelines must be displayed to users or made available by hyperlink.
Any content removed based on these guidelines must be retained, including
the time, dates and identify of the poster when available.
C.
New Social Media Tools
All new social media tools proposed for Township use will be approved by
the Township CAO/Clerk.
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The Township will maintain the list of all approved social media.
-
The Township CAO/Clerk will be the keeper of login and password
information. If any changes to these sites are required, the personnel
/ staff must notify the Township CAO/Clerk.
At any point, the Township can, at their discretion, immediately edit or
remove content from social media sites.
For each social media tool approved for use by the Township, the following
documentation will be developed and adopted:
-
Guidelines for operational use; and
-
Standards and processes for managing accounts on social media sites.
D.
Policy Compliance
E.
Any personnel/staff found in violation of the Social Media Policy will be
subject to review and if required, disciplinary action may take place. It is up
to the Township to ensure that this policy is reviewed by each personnel /
staff member in order to be well educated and ensure compliance. A hard
copy of this policy may be distributed to each member of personnel/staff.
All social media activity must comply with the relevant Township of South
Stormont policies and standards.
Privacy Act and Record Retention
Social media content that is generated by personnel/staff of the Township
of South Stormont are records owned by the Township and not the
individuals managing the content. In addition to being a record, content
maintained in a social media format that is related to Township business is a
public record and is subject to the rules of the Municipal Freedom of
Information and Protection of Privacy Act. This includes information classes
unique to social media, including lists of subscribers and posted comments.
Any request for public records on social media will be responded to by the
Township CAO/Clerk in accordance with all federal and provincial laws, as
well as Township policy.
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Social Media Policy
September, 2012
Content must be managed, stored and retrieved in compliance with the
Municipal Freedom of Information and Protection of Privacy Act as well as
other legislation as deemed appropriate by the Township. Wherever
possible, such sites will clearly indicate that any articles and other content
posted or submitted for posting are subject to public disclosure. Users shall
be notified that public disclosure requests must be directed to the Township
CAD/Clerk. The Township's policies and by-laws apply to social media
formats and social media content.
Please note: Social Media Tools are third party sites and are separate private
businesses with their own terms of service and private policies. The
Township of South Stormont is not responsible for the operation of third
party social media sites and in no way can guarantee the privacy of
individuals who access content provided to such sites by the Township.
In an effort to ensure that the privacy rights of the Township and its staff
are protected, personnel/staff shall be asked to read and sign that they
have read and understand the Social Media Policy.
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Social Media Policy
September, 2012
Facebook Specific Standards and Procedures
Purpose
Facebook is a social networking service and website. Users may create a
personal profile, add other users as friends and exchange messages, including
automatic notifications when they update their profile. Users may join common-
interest user groups, organized by workplace, school or other characteristics.
Recently cities and townships have joined Facebook as a means to drive traffic to
their website and to inform their community members of city/township specific
activities. The Facebook Specific Standards and Procedures must be used in
conjunction with the Township's Social Media Policy stated herein. As Facebook
changes and evolves, so will these standards.
Content
Type of "pages"
The Township will only have one specific "page". The Township will not
participate in "Facebook Groups".
e Pages
Pages are used to communicate information in an official, public manner to
people who choose to connect with them. Similar to profiles, Pages can be
enhanced with applications that help the entity communicate and engage with
their
audiences
and
capture
new
audiences
virally
through
friend
recommendations, News Feed stories, Facebook events and beyond.
Groups
Facebook Groups are set up for more person interaction. Groups are also directly
connected to the people who administer them, meaning that activities that go on
there could reflect on you personally. Pages, on the other hand, don't list the
names of administrators and are thought of as a person, almost like a corporate
entity is considered a "person" under the law.
Facebook Pages vs. Groups
Facebook considers groups to be an extension of your personal actions. When
you post something as a group administrator, it appears to be coming from you
and is attached to your personal profile. Alternatively, Pages can create content
that comes from the Page itself, so that content doesn't have to be linked to you
persona Ily.
Visual Guidelines
All images on the Township of South Stormont Facebook page will be
standardized as per the branding guidelines of the Township. Township
appointed personnel/staff will not be authorized to change these set images
and branding unless given permission by the Township CAO/Clerk.
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Social Media Policy
September, 2012
If "wall" content is to be enabled on the Township of South Stormont Facebook
page, public disclosure text must be placed on the page notifying:
The Township of South Stormont Facebook page is intended to serve as a point
of communication between the community and the Township. Any comments
submitted to this page and its list of "fans" are of public record and subject to
disclosure. If you have any requests, questions or concerns please direct your
questions to our Township CAO/Clerk.
If comments are turned on, the wall page should include a link to a Comment
Policy tab with the following disclaimer:
Comments posted to this page will be monitored. Under the Township of South
Stormont Social Media Policy, the Township reserves the rights to remove
inappropriate comments including those that have obscene language or sexual
content, threaten or defame any person or organization, violate the legal
ownership interest of another party, support or oppose political candidates or
ballot propositions, promote illegal activity, promote commercial services or
products or are not topically related to the particular posting.
Link to Township of South Stormont
A link to www.southstormont.ca or www.southstorm'ont.com will be included on
the Info page.
Page Administrators
A successful page requires monitoring. The appointed personnel/staff is
responsible for monitoring the Facebook page. This individual(s) is also
responsible for upkeep and to ensure that content posted is current and
appropriate.
Discussion Boards
Comments on the wall will generally be left on, however, may be turned off
should the necessity arise. At all times, discussion boards should be turned off.
Style
The Township Facebook page will be based on a template that includes
consistent Township branding. This styling shall not be changed at any point in
time.
It is up to the appointed personnel/staff to ensure that proper grammar and
spelling is used and to ensure that slang and abbreviations are avoided. The
Facebook
page
is
a
reflection
of the
Township
and
must
represent
professionalism at all times.
Social Media Policy
September, 2012
Applications
There are thousands of Facebook applications. Common applications can allow
users to stream video and music, post photos and view and subscribe to Really
Simple Syndication (RSS) feeds. While some may be useful to the page's
mission, they can cause clutter and run potential security risks.
An application should not be used unless it services a business purpose for the
Township, adds to the user experience, comes from a trusted source and is
approved by the Township CAD/Clerk.
An application may be removed at any time, especially if it appears to be causing
a security breach.
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Social Media Policy
September, 2012
Twitter Specific Standards and Procedures
Purpose
Twitter is an instant messaging system that lets a person send brief text
messages up to 140 characters in length to a list of followers. It is proposed that
the Township of South Stormont will maintain a Twitter account and appointed
Township staff will communicate information directly to the Township Twitter
Account Followers. The main purpose of the Twitter account is to alert the
followers of township news and to direct them back to the Township of South
Stormont website for more information. The Twitter specific standards and
procedures must be followed in conjunction with the Township's Social Media
Policy stated herein.
Content
- The Township of South Stormont contact information must be clearly stated
in the Twitter profile information;
- The appointed Township personnel/staff will manage the Township's Twitter
account. It is crucial that these appointed staff hold the account information
in a safe and secure area and it is imperative that this information not be
shared with individuals outside of the appointed staff;
- The Township will only manage one Twitter account unless it is approved by
the Township CAD/Clerk. Account information, including usernames and
passwords shall be kept by the Township CAD/Clerk and not be changed or
modified in any way;
- The Township bio must state that: "This site is not monitored, you must call
911 for emergencies"; and
- The Twitter account background and logos for the Township of South
Stormont must not be altered in any way. Any modifications or requests for
styling will need to be directed to the Township CAD/Clerk at which point a
review will be conducted.
Twitter accounts shall serve three primary purposes:
1. Get emergency information out quickly;
2. Promote Township specific sponsored events; and / or
3. Refer
followers
to
content
hosted
on
the
Township
website
www.southstormont.ca.
- Tweets shall be relevant, timely and informative; and
- Twitter content shall mirror information presented on the Township of South
Stormont's website. As Twitter does not allow for content editing, it is up to
Township personnel/staff to communicate information accurately and
correctly the first time.
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Social Media Policy
September, 2012
e YouTube and Flickr Specific Standards and Procedures
Purpose
It is proposed that the Township of South Stormont will provide access to
Township related video and images as a way to communicate and obtain
information online.
Videos and images posted to Flickr or YouTube must meet key objectives in
order to be considered.
The Township of South Stormont may provide access to online video because
this is the way many residents communicate and obtain information online. Key
objectives for video content should meet one or more of the following goals:
-
Provide information about Township services;
-
Showcase Township and community events; and
-
Explore Township of South Stormont issues and highlight outstanding
individuals and organizations that contribute to South Stormont and
the region.
The Township encourages the use of video content to further the goals of the
Township and the missions of its departments, where appropriate.
Content
The Township CAO/Clerk will be responsible for approving the video content.
Low quality content will be considered as long as audio is clear and the content is
compelling and informative.
All video will be submitted to the Township of South Stormont channel for
hosting and posting.
The Township must have secured rights to stream the video.
Videos streamed from sources other than www.southstormont.ca may not be
embedded on Township of South Stormont pages. Links to external videos are
permitted, but should only be used when content is not available through the
Township of South Stormont.
Archive
Any video posted to a third party video site must also be posted to South
Stormont's Channel site for purposes of records retention.
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Social Media Policy
September, 2012
Social Media Policy Agreement
I
,
have
read
and
understand
the
Township of South Stormont Social Media Policy and I agree to abide by this
policy
I understand that the Township personnel/staff who violate the Township's
Social Media Policy are subject to disciplinary action.
Date: __________________________ _
e Sig natu re: -----------------------
For further information, contact:
Township of South Stormont
PO Box 84, 2 Mille Roches Road
Long Sault ON KOC 1PO
(613) 534-8889
(800) 265-3915
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