018 of 2019 - City Council Manual Update (A.51 & A.52) R 19-1
R 19-5
RESOLUTION No. 18 of 2019
(Creating Sections A.51 (Social Media Management Policy) and
A.52 (Social Media Terms of Use) of the
City Council policy manual)
WHEREAS, the Salt Lake City Council maintains a Policy Manual that includes agreed
upon expectations and standards of practice; and
WHEREAS,the Policy Manual serves as a resource for Council Members, Council staff,
and Administration staff on daily practices and routine procedures, including agenda paperwork
and scheduling, recurring internal procedures related to processing norms for community events,
and travel for conferences; and
WHEREAS,providing the Policy Manual to the public furthers the values of
transparency and open government, and can assist the public in understanding the Council's
practices.
NOW THEREFORE, BE IT RESOLVED by the City Council of Salt Lake City, Utah,
that changes to the Policy Manual will be approved by resolution and the updated sections will
guide Council procedures and will be shared as a resource; and
BE IT FURTHER RESOLVED that Sections A.51 (Social Media Management Policy)
and A.52 (Social Media Terms of Use) of the Policy Manual are hereby created in substantially
the form attached to this resolution.
Passed by the City Council of Salt Lake City, Jon
6 , 2019.
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CouncilSLC '• •n A: Council Office Internal Policies
3. City-owned devices shall be returned to the Council Office upon leaving the position of
elected official or receiving an upgrade. City-owned devices can be purchased with a
prorated cost determined by IMS based on the original date of purchase and last day of
employment.
d. Service Options: To increase communication access, Council Members and Council
Members-Elect can request services including: (see reimbursement/allowances section e.)
A. Home internet access
B. Data plan for tablet
C. MiFi
D. Phone plan with unlimited data
e. Reimbursements and Allowances:
1. If a Council Member uses their own personal plan, a recurring monthly allowance will be
established in keeping with Citywide policy, and shall be reviewed regularly.
2. There may be reasons to process a reimbursement rather than allowance, in which case a
Council Member can submit a receipt or invoice for reimbursement. Reimbursements
shall follow City accounting policy with documentation of payment to accompany the
reimbursement request.
3. If the City arranges for the service plan the bill will be paid directly by the City.
f. In evaluating device and service options, Council Members may consider the following:
I. GRAMA considerations—including open meetings law, accessibility to information
required to be searched
2. Cost and effective use of taxpayer resources
3. Portability, ease of use at home,while traveling, and during Council Meetings.
4. Part-time nature of the Council Member position and the need to be available for City
Administration and Council Staff to reach Council Members at all times.
5. Access options during an emergency situation
A.51 SOCIAL MEDIA MANAGEMENT POLICY (July 2019)
The Council Office uses popular social media platforms to augment other communication
methods,promote programs and initiatives,provide residents with additional information,
complement and integrate other media for wider message distribution, and connect residents
with programs or other service providers. This policy establishes guidelines for the
management of the Council Office's social media accounts.
a. Application
This policy applies in circumstances where the social media account is owned or
controlled by the Council Office. In addition,this policy applies where a Council
Member uses a social media account to conduct any City business, even if conducting
City business is not the sole purpose of the account.
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CouncilSLC '• •n A: Council Office Internal Policies
b. Training
Each person involved in the City Council's social media efforts must have a clear
understanding of this policy. The Council's Communications Team and the City
Attorney's office will work together to offer trainings, as needed, for those authorized to
engage in social media use on behalf of the Council Office.
c. Management
The Communications Team shall maintain an organization structure addressing the
following elements:
i. Assignment of roles and responsibilities for those who create and manage social
media;
ii. Designation of centralized control to oversee the management and use of social
media and to coordinate policy updates;
iii. Internal training protocol for social media posters consistent with this policy.
d. Creation and/or approval of social media accounts
The Communications Team shall maintain a social media template, which may include
requirements to:
i. Describe the account as"official" in the social media platform account bio;
ii. Incorporate the Social Media Terms of Use(Refer to Policy Section A.52 - Social
Media Terms of Use) in the social media platform account bio or"terms of use"
section;
iii. Provide links to official and relevant sections of the City's website;
iv. Review of all account names and designs by the Communications Team.
e. Violations of the Social Media Terms of Use(Policy Section A.52)
The Council Office will review and address violations of the Social Media Terms of Use
as follows:
i. Communications Team Managed Accounts
1. Protocol for hiding comments/materials
a. When the Communications Team determines a user has violated the
Social Media Terms of Use,the Communications Team will contact the
social media user through direct messaging or other available means,
describe the violation, and request voluntary removal or edit of the
material or comment(s).
b. If the user fails to voluntarily remove or edit the material or comment(s),
the Communications Team may hide the comment or material.
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CouncilSLC '• •n A:Council Office Internal Policies
c. Before hiding the comment or material, a copy must be retained by the
Communications Team (for example, through a screen shot).
d. If the comment or material is hidden, the Communications Team must
notify the user through a direct message or other available means that the
user may appeal the decision to CCcommunicationsgroup@slcgov.com
within five business days.
e. The appeal request shall be decided by the Chair and Vice Chair.
f. The Communications Team will notify the social media user once the
appeal request is reviewed and a determination is made.
2. Protocol for deleting comments or blocking a user
a. Where the Communications Team determines that a user has repeatedly
violated the Social Media Terms of Use, the Communications Team will
contact the social media user through direct messaging or other available
means, describe the violation, and request voluntary removal or edit of the
material or comment(s).
b. If the user fails to voluntarily remove or edit the material or comment(s),
the Communications Team may delete the comment or material; in
addition, the Communications Team may block the user.
c. Before deleting the comment or material a copy must be retained by the
Communications Team (for example, through a screen shot).
d. If the comment or material is deleted or the user is blocked,the
Communications Team must notify the social media user through a direct
message or other available means that the user may appeal the decision to
CCcommunicationsgroup@slcgov.com within five business days.
e. The appeal request shall be decided by the Chair and Vice Chair.
f. The Communications Team will notify the social media user once the
appeal request is reviewed and a determination is made.
g. After the expiration of two years from the date a user has been blocked
from a social media account, the user may submit a written request to the
Communications Team to unblock the user.
ii. Council Members' Managed Accounts
1. Protocol for hiding comments/materials
a. When a Council Member determines a user has violated the Social Media
Terms of Use,the Council Member will contact the social media user
through direct messaging or other available means, describe the violation,
and request voluntary removal or edit of the material or comment(s).
b. If the user fails to voluntarily remove or edit the material or comment(s),
the Council Member may hide the comment(s).
c. Before hiding the comment or material, a copy retained by the Council
Member (for example, through a screen shot).
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CouncilSLC '• •n A: Council Office Internal Policies
d. If the comment or material is hidden,the Council Member must notify the
user through a direct message or other available means that the user may
appeal the decision to CCcommunicationsgroup@slcgov.com within five
business days.,
e. The appeal request shall be decided by the Chair and Vice Chair.
f. The Council Member will notify the social media user once the appeal
request is reviewed and a determination is made.
2. Protocol for deleting comments or blocking a user
a. Where the Council Member determines that a user has repeatedly violated
the Social Media Terms of Use,the Council Member will contact the
social media user through direct messaging or other available means,
describe the violation, and request voluntary removal or edit of the
material or comment(s).
b. If the user fails to voluntarily remove or edit the material or comment(s),
the Council Member may delete the comment or material; in addition,the
Council Member may block the user.
c. Before deleting the comment or material, a copy of comment or material
must be retained by the Council Member(for example,through a screen
shot).
d. If the comment or material is deleted or the user is blocked, the Council
Member must notify the user through a direct message or other available
means that the user may appeal the decision to
CCcommunicationsgroup@slcgov.com within five business days.
e. The appeal request will be decided by Chair or Vice Chair—or in the
event that the account in question is the Chair or Vice Chair, the other
member plus the next most senior member on the Council, or other at their
discretion).
f. The Council Member will notify the user once the appeal request is
reviewed and a determination is made.
g. After the expiration of two years from the date a user has been blocked
from a social media account,the user may submit a written request to the
Communications Team to unblock the user.
f. Records
The City Council must preserve records for the required retention period in a format that
preserves the integrity of the original record and is easily accessible. Any removal or
deletion of comments or posts by the public must be considered public records and must
be preserved pursuant to GRAMA. The City Council must also work with the City
Recorder to ensure the records are properly retained.
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g. Security
The City Council should take all necessary steps to follow directions from City IMS to
ensure that social media accounts are secure from accidental or intentional attacks.
Passwords should be adequately complex to prevent cyberattacks. Passwords should not
be sent through email. If a cyberattack is suspected,the Council Office should
immediately contact IMS.
h. Notice
Residents may choose to report an issue, request a City service, or seek more information
regarding a City program via social media channels. However, such use should be
discouraged. Social media managers should take steps to identify such requests and
notify the social media user that such requests should be directed through the City's
website or other preferred contact method.
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A.52 Social Media Terms of Use(July 2019)
Internal note: When posting the following Terms of use on other social media accounts managed
by Council Members, "the City"or "City Council"shall be replaced as appropriate by the
Council Member's name.
a. Any individual accessing or using this social media account(the "User")accepts,without
limitation, the following terms of use ("Terms"). The City maintains the right to modify
these Terms without notice. Any change is effective upon posting to this account.
b. A User is also subject to any terms of use of the social media platform provider
("Provider"). The City Council has no control over a Provider's terms of use, content,
commercial advertisements or other postings produced by the Provider that may appear
on this account page as part of the Provider's environment.
c. Comment Policy
Posted content(comments,photos, links, or other material, referred to hereafter as
"Comments")must relate to discussion of City programs, services,projects, issues,
events, or activities. Comments posted on this account will not be edited by the City
Council. Comments that do not relate to the City Council business may be hidden or
removed, including specifically, Comments that:
• Promote, foster, or perpetuate discrimination on the basis of race, creed, color,
age, religion, gender,marital status, national origin,physical or mental disability,
sexual orientation, or gender identity;
• Include slanderous, or defamatory attacks; threatening, harassing, or profane
language; obscene or sexual content or links to obscene or sexual content;
• Solicit commerce or advertisements including promotions or endorsements;
• Promote or conduct illegal activity;
• Are spam that include links to external online sites;
• Violate a legal ownership interest of any person, including improper use of a
trademark or copyrighted material; or
• May compromise the safety or security of the public or public systems.
d. Comments are the opinion of the User and do not necessarily reflect the opinion or policy
of the City, its officers, employees, or agents.
e. Comments may be a public record subject to public disclosure under the Utah
Government Records and Access Management Act("GRAMA").
f. Comments made on this page do not constitute a legal or official notice or comment to
Salt Lake City and will not be regarded as a request for service.
g. Comments requesting for copies of a public record will not be considered. A public
record request can be made here: GRAMA request
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h. This account may contain links to websites not owned or controlled by the City Council.
The City Council is not responsible for content that appears on these websites and
provides links as a convenience only.
i. The City Council reserves the right to hide,remove, mute, or delete information posted
by a User who violates these Terms, or report the User to the Provider for a violation of
the Provider's terms of use. Repeated or egregious violations of these Terms may result
in denial of access to this Account. Such actions will be taken pursuant to the Social
Media Management Policy.
j. Copyright Policy
Information and materials produced by the City Council and posted on this page are City
property. The City Council retains the copyright to all text, graphic images, and other
content produced by the City Council. A User may,without obligation to the City,view,
copy, link to, or distribute information found here if for non-commercial use,unless
otherwise stated. However,the City Council makes no warranty that information on this
web page is free of copyright claims or other restrictions on free use. Commercial use is
prohibited.
k. Disclaimers
The City Council does not guarantee that Comments are monitored regularly,and
therefore,Users should not use this account to contact or provide notice to the City about
dangerous conditions on public property. If a dangerous condition exists,please contact
the police department, fire department,public utilities, or other relevant City department.
The City Council does not guarantee the completeness or accuracy of any information
posted on this account. The City Council may suspend or discontinue this social media
account at any time.
The information posted is provided on an"as is" basis and the User assumes the risk of
use or reliance on such information. The City Council, its officers, employees, or agents
are not liable for any injury or damages resulting from viewing, distributing, or copying
materials on this account, including without limitation, liability for indirect, special,
incidental, or consequential damages.
Contact Us
Questions about these policies may be directed to CCcommunicationsaroup@slcgov.com.
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