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HomeMy WebLinkAboutItem 05aMemorandum To: Honorable Mayor and City Council From: Cindi Joosten, Human Resources Manager Copy: Steven C. Mielke, City Administrator Sue Palm, Communications Manager Date: July 17, 2013 Subject: Communications Policies City of Lakeville Human Resources The Lakeville Policy Manual incorporates policies from all city departments. The City Council directs staff to regularly review these policies. Attached, you'll find new and revised policies for the Communications division. Roger Knutson, City Attorney has reviewed the policies for recommended changes. Below is a brief description of the changes to the Communications policies. Page 2: City Access Cable Channel 12 (new) o Reflects guidelines that have been in place since the programming began. This policy will formalize the practices that have been followed for the last few years. Page 7: City Government Television policy o Reflects language changes that have been made since the Cable division and Communications division were combined. Page 19: City Web Site o No recommended changes. Page 20: City Web Site Calendar o No recommended changes. Page 21: News Releases and the Media (new) o Directs staff to work with Communications for specific media. Page 22: Social Media o One change to reflect new laws and standards. Action Requested: Staff is requesting comments and feedback from the Council of the policies. Formal acceptance will take place at a future regular City Council Meeting. CITY OF LAKEVILLE POLICY MANUAL SECTION 2 COMMUNICATIONS POLICIES 1,00 PURPOSE CITY ACCESS CABLE CHANNEL 12 1.01 The purpose of this policy is to: ensure that all State and Federal laws are followed; establish guidelines for all users to abide bv; assist and educate users of Lakeville Access Cable Channel 12; and to provide for the utmost quality on Lakeville Access Cable Channel 12. 1.02 The purpose of the Lakeville Access Channel is to afford an opportunity for local, community - building information to be presented to Lakeville residents. 2.00 DEFINITIONS 2.01 "Lakeville Access Users" or "Users" are defined as residents (age 18 or older), businesses, groups, or organizations residing in Lakeville, or non -profit org nizations serving Lakeville, that make proper application for programming to be shown on Lakeville Cable Access Channel 12. Persons residing or doing business outside of the City of Lakeville may have programs submitted by a qualified Lakeville Access User making proper application for programming to be shown on Lakeville Access Channel 12. 2.02 "Access Programming" is defined as video or message board material provided to Lakeville Access Cable Channel 12 by Lakeville Access Users. 2.03 "Created by" is defined as the individual or group who created the content of the video. 2.04 "Submitted by" is defined as the individual submitting a DVD for playback on Lakeville Access Channel 12. Submissions must be made by Lakeville Cable Access Users. 2.05 "Community Television" is defined as a public access television operation which provides editing equipment, studio space, cameras, or assistance in the production of Access Programming 2.06 "Sponsorship" is defined as services or grants made by a third party to aid in the production of a show which do not include salary, pay, or any form of profit paid to the producer or crew. 3.00 GENERAL 3.01 Lakeville Access Cable Channel 12 is a designated channel available to local residents for the cablecasting of announcements and programming produced by Lakeville Access Users. 3.02 Lakeville Access Cable Channel 12 is not a Community Television operation and does not provide editing equipment, studio space, cameras, or assistance in the production of access programming. 3.03 Lakeville Access Cable Channel 12 will provide free cablecasting of programs and placement of announcements on the message board for Lakeville Access Users on a first -come, first - served, non - discriminatory basis. 3.04 First priority for both programs and announcements will be given to those created by residents who are qualified Lakeville Access Users. Second priority will be given to programs submitted 2 I by qualified Lakeville Access Users. The Communications Manager will determine both eligibility and programming lineup consistent with this policy. 3.05 The City will not exercise editorial control over the content of any User's program. The City does not assume responsibility for viewing programming submitted. All program content is the responsibility of the User. Any program will be cablecast unless it is known that it violates these policies. 4.00 CONTENT OF PROGRAMS AND ANNOUNCEMENTS 4.01 Lakeville Access Users will bear full responsibility for all program content. Users will assume responsibility to obtain all necessary rights toprogram production materials in writing and be able to produce them upon request. This includes all necessary literary, artistic, intellectual., performing, and music rights as well as all necessary clearances from the owners or licensees of such material. Users must be able to document, in writing, that the cablecasting of such material does not violate the rights of a third party, including the privacy rights of a third party. Each User (or the parent or guardian of any User who is a minor) shall sign an agreement accepting responsibility for program content at the time the User reserves time on the channel (See section 6.08 herein). 4.02 Programs or announcements with any of the following content are not allowed on Lakeville Access Cable Channel 12: a. Content designed to promote the sale or exchange of a good or service. b. Political advertisements. c. Solicitation of funds. d. Content which promotes gambling or lottery enterprises. e. Programming that contains obscenity, or nudity. f. Content which constitutes libel, slander, invasion of privacy, violation of trademark or copyright, or which might violate any local, state, or federal law. g. Programming that creates the immediate danger of damage to property or injury to persons; orthe substantial obstruction of law enforcement or other governmental functions or services. 4.03 Program Disclaimer: Lakeville Access Cable Channel 12 reserves the right to insert a disclaimer before any program submitted. This disclaimer announces that Lakeville Access is not responsible for the content of the program and that the program's producer accepts all responsibility. In addition, at the discretion of Communications staff, if a program is determined to have material that may offend viewers or may not be appropriate for children, a second disclaimer will state that the program may contain sensitive material and viewer discretion is advised. 4.04 To the maximum extent permitted by applicable law, the City reserves the absolute right to label any program with an on -air graphic as to its adult or violent content or cablecast such program in an appropriate time slot after 10 p.m. 4.05 A slide listing the name(s) of the person(s) or organization submitting a program for broadcast will be shown at the beginning of each airing of the program. 5.00 MESSAGE BOARD SCHEDULING 5.01 All announcements submitted by Lakeville Access Users are posted on the message board on a first -come, first- served non - discriminatory basis. 5.02 The number of message board slides running consecutively will be determined by the Communications Manager. 5.03 Information to be included on the scrolling message board must be submitted as described in the Lakeville Cable Access Channel 12 Message Board Request Form, available from the Communications staff. 5.04 Submitted announcements will be posted as space allows and will run no longer than four weeks or until the date of the announced event, which ever comes first. 5.05 Announcements must be submitted on a signed copy of the Lakeville Cable Access Ch nnel 12 Message Board request form„ available online at www.lakevillemn.gov. Message board announcements may be e- mailed to spalm @lakevillemn.gov or mailed or delivered to City Hall, 20195 Holyoke Ave., Lakeville, MN, 55044. Communications staff reserves the right to cut or condense information if needed. 6.10 PROGRAM SCHEDULING 6.01 Programs submitted by Lakeville Access Users will be aired at least once. 6.02 AlI programs are posted on a first -come, first -served non - discriminatory basis. 6.03 Communications staff retains the right to schedule any program for any timeslot as the schedule allows_ 6.04 No individual or group may reserve a timeslot or schedule. 6.05 Timeslots for programs are not permanent or guaranteed and may be changed or interrupted at any time. 6.06 Programs to be cablecast must be received at least one week prior to being scheduled. 6.07 Programs must be submitted on DVD. The DVD will not be returned to program producers. 6.08 All programs must be submitted by a Lakeville Access User with a signed copy of the Playback Form. This form is available online at www.lakevillen,n.gov or at Lakeville City Hall. If the Lakeville Access User is a minor, their parent or guardian shall sign the playback form and shall accept responsibility for program content. 6.09 All Lakeville Access Users shall indemnify and hold harmless the City of Lakeville from and against any damages, liabilities, and costs of any nature including attorney fees and disbursements arising out of or resulting from any action related in any way to User's use of the access channel. This includes, but is not limited to, any damages and liabilities and costs which may arise as a result of User's failure to abide by these policies. Each User (and any parent or guardian of any User who is a minor) shall sign an indemnity agreement available online at www.lakevillemn.gov or at Lakeville City Hall at the time the User reserves time on the access channel. 6.10 DVDs to be played must be in proper technical standards and delivered or mailed to: 4I 7.00 TECHNICAL STANDARDS FOR PROGRAMS Lakeville Cable Access Channel 12 Lakeville City Hall 20195 Holyoke Ave. Lakeville, MN 55044 7.01 All programs submitted for playback must meet minimum technical standards for cablecast . Audio and visual signals must be stable and of a quality as to permit playback and viewing without severe distortion and must be in compliance with all applicable FCC regulations. 7.02 Unacceptable Quality - The City may refuse to play programs with the following video /audio difficulties: 5 I a. The DVD is in poor physical condition; b. Video level is not properly adjusted or the picture is too bright or too dark: c. The video level is inconsistent; d. Video displays too much generational loss: e. Thepicture is too noisy, snowv, or grainy; f. The video is unstable, the picture jumps or flickers frequently: g. Loss of control track; h. Audio has a loud hum or buzz: i. The audio level varies greatly from scene to scene: j. Time code has not been stripped from the program or k. The audio level is too low or distorted. 7.03 The City reserves the right to refuse any request for playback if these minimum technical standards set forth above are not met. 7.04 All programs must be accurately timed: cue time (delay), event time (start), and TRT (total run time). 7.05 Programs must have at least one minute of black at the end. 7.06 Pro s ma be ulled from la back if inaccurate times are iven resultin in "dead" airtime. 8.00 SPONSORSHIPS 8.01 Sponsorship is defined as goods, services, or grants in aid of production provided to a Lakeville Access User by a third party. Residents requesting program placement on behalf of non- Lakeville Access Users are not considered sponsors. Failure to follow the sponsorship guidelines set forth herein will result in the program being withdrawn from channel playback. Sponsorship must meet IRS Guidelines. 8.02 An acknowledgment of sponsorship may be made, but any acknowledgment of sponsorship shall be made only in writing at the end of the program in the same type style as the other program credits. The acknowledgment shall be stated as follows: "Special Thanks To (name of sponsor)" for (goods, services, or support provided); or "This program made possible by a grant from (name of sponsor)." No business name, logo, or brand identification can be displayed or mentioned during a program in exchange for goods, services, or a grant in aid of production. 8.03 Any User who produces a program concerning a service or product which the User sells commercially or which the User has a direct or indirect financial interest in promoting may not mention the cost of the product or service, where or how it may be purchased, or include an acknowledgment for any business which offers the product or service in which the User has a direct or indirect financial interest. 9.00 POLITICAL PROGRAMMING 9.01 The City will not limit the availability of Lakeville Cable Access Channel 12 on the basis of the content of the programming submitted for cablecast unless it violates the provisions of section 4.02. Qualified candidates for public office are free to present programming on Channel 12 but may not submit political advertisements or solicit funding or contributions. Unless specifically required by applicable law, Channel 12 is not subject to equal time requirements which may apply to other broadcasters. 1.00 PURPOSE CITY GOVERNMENT GRANNELTELEVISION (LGTV): 1.01 The purpose of tho Lakeville Government Channel is to inform and educate the citizens of officials and staff to the citizens of Lakeville and to furthor the City's policies and goals through The mission of Lakeville Government Television (LGTV) is to communicate the City Council's mission and values; to provide information about City services and initiatives; to engage residents in community building; and to utilize opportunities to enhance the image of Lakeville locally, regionally, and nationally. 1.02 Specific goals for the channel are: a. a To increase public awareness and understanding of tho structure and functions of b Te-sti ate- citizen participation in City decision making procecsoa; o. c To increase tho flow of communications between City residonts, business owners and d. d To produce programming of quality and effectiveness; 2.00 CHANNEL IDENTIFICATION 1 2.01 The-Lakeville Government Television (LGTV) shall be the channel name. 2.02 Lakeville Government Channel Television (LGTV) shall operate under the Teleeennnunieatiens-Comrnunications Department. 3.00 FUNDING AND BUDGET POLICIES 3.01 The Cable Television Franchise Fees are accounted for in the Cable TV Fund. The City Council appropriates the funds for cable television operations and other designated purposes. submitting a proposed annual budget to the City Council. The proposed budget takes into 4.00 REPAIR AND RENTAL POLICIES 1 4.01 It is the policy of the Telecommunications Communications Department to repair nen- 7 5.03 functioning equipment as seen —as- pesiileneeded. equiptuent.The ommunications Manager will inform scheduled users if a needed piece of equipment is non - functioning or unavailable. Tho Cable Coordinator will make m:. 4.02 The Lakeville Government Television will rent replacement equipment during the repair period under any or all of these circumstances: a. The rental equipment is necessary to fulfill the mission of the department as stated in this document. b. The equipment in question is necessary for the normal operation of the the--Lakn=oilln LGTV and/or the broadcast and video taping of the regular Lakeville City Council or Planning Commission meetings. c The ommunications Manager will inform the City Administrator immediately upon learning of the failure of the equipment and communicate all plans and actions taken. given year unless authorized to do so by the City Administrator. 5.00 PROGRAMMING GUIDELINES 5.01 All programming on the channel will be consistent with the Communications Department mission statement. 5.02 No programming falling into any of the following categories will be shown on the channel: (See Section 19.00 for definitions) a. Commercial advertising. b. Lottery information. c. Obscene, indecent or defamatory matter. d. Political advertising. Responsibility for program content lies with the unit or individual originating the program will be determined by collaboration between the program producer and the City departments) involved. 5.04 The ommunications Manager will determine whether a program meets the requirements and will appear on the _.. _ . _ ... GTV. the decision to air a program on tho Lakeville Government Channel. 5.05 Any use of the Council Chambers must conform to the Lakeville City Hall Facility Use policy. 5.06 Use of the Council Chambers as a production location, regardless of whether the production will 5.07 be seen on the LGTV, must also conform to the following rules: a. Use of the dais seating must be approved by the Cable CoordinatorCommunications Manager in advance. b. Shots, graphics or other visual elements that may create the false impression that the meeting being taped is an actual Lakeville Council Meeting will not be allowed. The name of any group other than the Lakeville City Council or Lakeville Planning Commission using the dais must remain on the screen during the entire meeting so as to not confuse but inform the viewer. c. Failure to follow the guidelines : ' .. .. .. is grounds for denial of the use of the room. Any program, even if recorded in the Council Chambers by t ChannelLGTV personnel, must meet all the program requirements before being aired on the Lakeville Government Channel. Normally, a program sponsored by an outside organization will be referred to the local public access channel(s) for airing. 5.08 —The ommunications Manager will cheese- approve which programs will run on the Lakeville Government Channel The following priorities will be used by the Coordinator to determine whether a program will be aired on LGTV: First Priority - Programs and meetings originated and produced entirely by the-Lakeville Govcunont ChannelLGTV staff. Second Priority - Programs submitted by other agencies_(, government or educational as requested by LGVT staff. Third Priority - Programs originated by an outside group but produced with the assistance of the—Lakeville—Government ChannelLGTV staff. Examples would include programs taped in the Council Chambers by—the--Lakeville Government Channel staff such as forums or candidate debates er competitions sponsored by school districts, or metro, county or state agencies. Fourth Priority Unsolicited programs Submitted by other government agencies. Fifth Priority Programs produced by local groups without the assistance of tho Lakeville 5.09 ChannelLGTV is a government access channel. Locally produced public access programming submitted for airing on the Lakeville Government Channel that does not meet the exact content requirements listed in this document will be referred to the local Public Access Channel(s). 5.10 Programming on the Lakeville Government ChannolLGTV will depict people in a manner which does not discriminate on the basis of race, creed, religion or ancestry, familial status, age, disability, marital status or status with regard to public assistance 6.00 MATERIALS RETENTION 6.01 In accordance with the Lakeville .. .: ..: ! Data Retention Schedule, videotapes and/or DVD's of the regular business City Council and Planning Commission meetings of the Lakeville City Council have a minimum retention period of 30 days. The written minutes shall continue to be the exclusive official record of the Council proceedings and other public hearings in accordance with Minnesota Statutes 138.17 and 138.225, the Minnesota Records Retention Schedule. 6.02 For one month from the time the public meeting was recorded (or at least until two meetings following the recorded meeting), the City will retain the videotapes and/or DVD's at the cable 6.03 Tapes and/or DVD's will be clearly marked and available for staff review at anytime. 6.04 This storage area will not be accessible to the public without the assistance of staff. A database of all programs, raw footage and programs from other sources will be kept as up to date as possible to assist with the retrieval of materials. 1 6.05 Tapes and/or DVDs may be stored for a period of time longer than 30 days a. at the request of the City Council, b. at the request of the City Administrator, 4c. if footage from the meeting is needed for another production, e:d_at the discretion of the Cable Coordinator. 6.06 All video show productions created by ,. _ ., . _ _ _ -.. _ GTV staff shall be retained in final form at the discretion of the ommunications Manager and LGTV staff -in the library of finished programs. 7.00 PUBLIC ACCESS TO MATERIALS 7.01 All eetapesThe DVDs that are retained by the City shall be made available for public inspection on City premises upon request. DVDs of meetings will be available for 30 days after the meeting or until the official minutes have been approved. When a request is received, materials will be made available within a reasonable amount of time, but no later than 5 business days after receipt of the request. If members of the public wish to obtain copies o f Cit tapesDVDs of City Council or Planning Commission meetings, the City may assess reasonable charges to cover the cost of time and materials as approved in the City Fee Schedule. 2.33 Members of the Media -who are unable to attend a Lakeville City Council meeting or watch the _....._. . . ..._. :. : ,.- - -.... :_. .. :..,_ . :_. :... which the City may assess reasonable charges to cover the cost of time and materials as approved in tho City Foe Schedule. The Telecommunications Department will not deliver or mail 7.02 The programs produced by City staff and seen on the GTV are copyrighted and cannot be rebroadcast by any other entity without the permission of the Lakeville ommunications Manager. I 7.03 Upon request, the GTV staff will make every effort to accommodate the specific needs of those viewers with disabilities wishing to view programs produced by the City of Lakeville. Arrangements can be made in advance to accommodate the requesting citizen's disability. There is never a charge for these services. 8.00 LGTV STAFF USAGE FOR OUTSIDE GOVERNMENT PRODUCTIONS 8.01 With the approval of the City Council, er City Administrator, or Communications Manager, the Telecommunications Department may work on productions for outside government entities.LGTV staff may use City equipment to tape outside productions that meet the communications content policy and do not impact any regular production work. Staff will be paid by the organization involved and LGTV staff will not use City time to complete these outside taping requests. The organizations requesting the taping will pay the video producer at a rate agreed to by the staff member and the outside organization. Examples would be Cruise Night, Miss Lakeville, etc. City equipment may not be used to tape any other type of outside event. 2.38 Outside Government Produotions arc defined as: 2.39 The Telecommunications Department will charge for any Services rendered according to the Production Amistaorvices including scrip Editing del. Including one staff person and the use of computer graphics and special effects. Field Shooting Includes tho use of audio and video portable equipment and one staff person. 2.41 Portable audio and video accessories (i.o. cords, cables, microphone stands, headphones, etc.) 9.00 CITY COUNCIL AND PLANNING COMMISSION MEETING OPERATIONS PROCEDURES 9.01 GTV staff shall provide technical support to the Council, its committees and individual members in the preparation and production of materials for City Council meeting 9.02 Council and Planning Commission meetings. All regular City Council and Planning Commission meetings will be sableeast broadcast live and recorded for delayed playback. 9.03 Special Council meetings. A majority of the Council may request that any specific meeting be eablecast broadcast live or recorded for delayed playback. The City Administrator will relay the wishes of the Council to the ommunications Manager. 9.04 Council Work Sessions. Work sessions are not normally videotaped. A special request can be made by the City Administrator to record and/or eableoast broadcast Council work sessions. 9.05 Me a board. City Council meeting agendas and committee meeting notices will be eableeastbroadcast on the LGTV message board. The ale GeerElinaterCommunications Manager will determine other messages to be cablecast on a regular or one -time basis. 10.00 PUBLIC MEETING RECORDING PROCEDURES 10.01 General Program: 12 a. Meeting/Chamber audio coverage is gavel -to -gavel only. The "On -Air" light will tam on and begin blinking 1 minute prior to the meeting start time. The "On -Air" light will at the meeting start time and remain on through -out the meeting to signify that the meeting is live on channel 16. The "On -Air" light will be turned off when the meeting is adjourned. b. Video of room as it fills up or empties is acceptable, but Council microphones are closed. Only wide shots of the room are acceptable before and after a meeting to minimize the possibility of visually editorializing. c. The presiding officer (the Mayor during a City Council meeting) will exercise as much control as necessary to insure that the public meeting remains a forum for the conducting of business of the City and does not become a forum for individuals who may attempt to utilize the live broadcast for the delivery of inappropriate information to the general public. 10.02 Camera Selection: a. Every attempt will be made to have tThe person speaking and/or the presentation materials they are referencing will be on camera. b. To avoid any question of editorializing, ilndividual reaction shots (shots of those not actually speaking or being addressed) are not allowed. person's response. c. Anyone speaking to the Council or at the public hearing must come up to the podium. The Mayor or presiding officer will be responsible for informing speakers of this rule. The Mayor or presiding officer will also be responsible for directing first -time speakers regarding the use of the podium. . : .... -_ . :: • .. ..._ . .._ „ ..._ . . _. 11.00 PREPARATION ADDITIONAL MATERIALS 11.01 Those scheduled to be on the agenda (not including those appearing under the Citizen Comments section) will be assisted with their presentation display by LGTV staff. 11.02 Additional media support would include: a. set up of an internal or external laptop computer; b. videotape or DVD playback (indicating format, length, cue in, cue out...); c. audio playback (compact disc). 11 .03 Staff requesting the playback of existing media materials should make the request no later than one business day prior to the public meeting. 11.04 Staff members who wish assistance in preparing new materials (other than video) for presentations should have their materials and instructions to the Gable EeerterCommunications Manager at least one week in advance of the meeting date. 11.05 Staff requesting video production support must allow for additional production time based on the difficulty of the production. A meeting with the ommunications Manager will io necessary to determine how long the production process will takebe. 12.00 USE OF GRAPHICS 12.01 The presenter is asked to leave control over the zoom lens of the overhead camera to the video director. The presenter can call for a tighter or wider shot at any time during the production. The Mayor or presiding officer is responsible for reminding the presenter to speak into the microphone and/or refrain from covering the graphic with his/her hands. graphic to be shown on screen. During the delay in retrieving and displaying the desired 13.00 COUNCIL MONITORS AND REAR SCREEN 13.01 Live images will never be presented on either the rear screen or the Council monitors. a. a output of overhead camera b� —13 output of laptop computer c. c computer graphic (agenda items to 13.02 Default image will be graphic with meeting body name and date. 1 3 f 14.00 LAKEVILLE GOVERNMENT CHANNEL OFFICE PROCEDURES 14.01 At the discretion of LGTV staff, nNo one allowed in the production room during the taping of a City Council or Planning Commission meetings. Walking through the production room on the way to the Council Chambers is also not allowed once the meeting is in progress. 3.31 Nothing may be removed from the production room during evening meetings when the Lakeville Government Channel staff mombcrs are not present. 15.00 DUPLICATION (NON STAFF) 15.01 opieseepy of a tape or tapea,DVDs produced by the City of Lakeville lt, room. for duplication. stated in the fee schedule. 15 .02 Payment for duplication of tape(s) or DVD(s) is required prior to copying. If tho Lakeville Government Channel staff are ackod to copy only a portion of a meeting, tho Lakeville Government Channel ^ .` vi k t1-j c (1) a g- e .,tL., - LGTV staff will provide copies of the entire meeting and will not custom edit portions of the meeting. 15.03 The tape duplication fee for one DVD will be waived for those who appeared on a program or taping .. - _ . - - - -- _ .,.... .: - . ..: - . This includes, but is not limited to, guests and participants of interview programs produced by LGTV. 15.04 Copies of tepes-DVDswill be provided as soon as possible after the request is received. If a tape DVD is to be mailed, postage and handling charge must be paid by the recipient at the time of ordering. 16.00 DUPLICATION (COUNCIL AND STAFF) may alto request a single -peey. IS For convenience, tapcs or DVD's can bo purchased from the Are available to the public at a rate as copies already in existence (i.e. Star City program, special recycling programs, etc.). All foes 16.01 Upon receiving a request, a VHS DVD copy of Council or Planning Commission meetings the requeste am will be made available free of charge to any Council or staff member or staff Y . • 16.02 Duplication for mass distribution by a department or individual can be arranged by the requesting department director and/or the Gable-Coordinator Communications Manager. 16.03 Repair and Replacement of Equipment: 16.04 All equipment purchased by LGTV will be included en the official Capital Outlay Listin the approved budget. The following information will be added to the list when the item is put into service: a. Asset number b. Asset description c. Vendor d. Date acquired e. Acquisition value f. Initial cost g. Asset class 16.05 Using this list, the ommunications Manager will produce—develop an Equipment Replacement Schedule based on the expected life span of each item. 16.06 Equipment will be replaced in accordance with the approved Equipment Replacement Schedule. As new equipment is purchased, it will be added to the schedule. The Gable CoordinatorCommunications Manager may choose to delay purchasing replacement equipment if the current equipment is functioning efficiently. 16.07 The CoordinatorCommunications Manager may request the replacement of existing equipment earlier than scheduled if there is reason (i.e. frequent repair problems, obsolescence, etc.). The City Administrator may must approve early replacement the °° e of the Telecommunications Commission. 17.00 SCHEDULING PROCEDURES 17.01 Internal Requests for Assistance: Full Video Production As schedules allow, LGTV The — Lakeville Govo staff will provide technical support as needed to—by City departments for video projects. that want to create Lakeville 17.02 Pr°° °dureG ° ° s f°"°wsProduction requests: 15 a Requests for assistance are received by either the Cable CoordinatorCommunications Manager or the Video Producer. b7 Staff meets with department representative(s) to determine project description, objectives, audience, budget, timeline and action steps. LGTV staff will schedules, staff production time and equipment promotion. e: • 17.03 Internal Requests For Assistance: Creative Support for Presentations and Meetings (P-eweveintPowerPoint) 17.04 External Requests for Assistance: Full Video Production 17.05 External Requests for Assistance: Media Support for Non - Cablecast Meetings .r..v,.,.;ll, S. x dulc $f Fees, adopted annually by the City Council. 3.5- Equipment: . _ 16 I Program content will be the responsibility of the department or office originating the program. a, Requests for assistance are received by either the ommunications Manager or the Video Producer. b. Staff meet© with department representative(s) determine project description, objectives, audience, budget, timeline and action stops. c. Staff checks to see if the production fits with the goals of the City of Lakeville. Special services may be requested by other city departments and ma a. The Lakeville Government Channel staff may only work on outside projects as detailed in section VIII, Outside Government Productions a- An outside group meeting the guidelines of the Communications Department may request media assistance (the Lakeville Government Channel personnel )from LGTV staff to provide video services during their meeting. The request for media assistance must be made in addition to the request for the room (see Lakeville City Hall Facility Use Policy). b7 Only , ... _ _ ., GTV personnel are allowed to operate the video equipment located in City Hall. Personnel availability will determine whether an outside meeting/event will receive media assistance. The reservation of the Council Chambers in no way guarantees the scheduling of media assistance. a Authorized city personnel may sign out quipment to produce projects for City ., a .+. ».asi u...v.i- .u..a vi 18.00 CHANNEL TIME 18.01 The scheduling of program air times is the direct responsibility of the Cable GeerilinatarCommunications Manager and LGTV staff. , 17 b. b There is no minimum advance noticc time; however, equipment is scheduled on a c. c Requests for equipment reservation are to bo directed to the Lakeville d. d Emergency needs for equipment by production staff may override any individual 3.61 Live programming has the highest priority in scheduling. Meetings or other live events that meet 18.02 Regularly produced programming will be given regular time slots around which special programs will be scheduled. page. Programming is subject to change at any time by the Cable Coordinator. Lakeville Council Wrap Up Lakeville Messages Saturday Sunday and 3 Monday of every month 2-i and 5 Monday of ovary month 7:00 pm Tuesday mornings 9:00 am Wednesday mornings 2:30 am Wednesday evenings 9 :00 pm 8 times weekly 15 tunes weekly Lakeville Kids & Government 14 times weekly 7:00 pm 18.03 Special programs are defined as individual programs produced or acquired on a one -time only i basis, that meet the programming criteria of GTV. Special programs will be scheduled around regular programs and their regular time slots unless the special program falls into the category of emergency programming. J 18.04 Emergency programs are defined as last minute and/or high priority programming. They must Scheduling must be arranged through the Cable 12:00 noon 10:00 pm b c) d. 19.00 DEFINITIONS 19.01 "Commercial Advertising" is any advertising material designed to promote the sale of products or services not generated by the City. 19.02 "Lottery Information" is any advertisement of or information concerning any gift enterprises, a similar scheme offering prizes dependent in whole or in part upon lot or chance, or any list of prizes drawn or awarded by means of any such lottery, gift enterprise, or scheme. 19.03 "Obscene" or "Indecent Matter" is a program is obscene when, to the average person applying contemporary community standards, the program taken as a whole appeals to the prurient interest; the program depicts or describes, in a patently offensive way, sexual conduct, that is, patently offensive representations or descriptions of ultimate sexual acts, normal or perverted, actual or simulated or patently offensive representations or descriptions of masturbation, excretory functions, or lewd exhibition of the genitals; and the program taken as a whole lacks serious literary, artistic, political or scientific value. 19.04 "Defamatory Matter" is anything which exposes a person or a group, corporation, class or association to hatred, contempt, ridicule, degradation or disgrace in society, or injury to his or its business or occupation and any other matter which renders an individual issuing defamatory matter subject to liability for damages within the laws of the state of Minnesota. 18 1 communications Manager or the Video Producer; =,ho, at teir dis may cheese to= trade time slots schedule during available timc sloth or rcfuso scheduling. 1.00 LINK POLICY CITY WEB SITE 1.01 The primary service of the City of Lakeville Web Site is to provide information about the City's programs, services and amenities. 1.02 While the primary service is to the City's residents, property owners and businesses, the City recognizes its responsibility to provide visitors to the site with accurate and current information about all aspects of the community. Providing users with information about educational, cultural and recreational activities in the community necessitates the need to provide links to other organizations and agencies. Access to these sites requires the user to leave the City's site. Links that require the user to leave the City's official site, are not owned, regularly reviewed or controlled by the City of Lakeville. The City does not endorse or recommend the viewpoints, material or products contained in third party web sites, unless otherwise noted. 1.03 It is the City's policy to limit links only to a. Government sites, non - profit organizations or academic institution sites that provide information relevant to programs and services provided by the City of Lakeville b. Human service organizations that receive direct financial support from the City c. The publication designated as the City's official newspaper 1.03 The City will not provide links to external sites that a. Promote illegal activities b. Market or sell products or services c. Are political or religious in nature d. Function as a public forum e. Contain information violating the City's municipality's equal opportunity policies 1.05 The City A ministrator or designee is authorized to order removal of links which a. Violate the adopted policy 1.06 All rights on the web site are reserved. Any reuse or republishing of text or images from the City's web site without prior written consent from the City of Lakeville is strictly prohibited. CITY WEB SITE CALENDAR 1.00 POLICY 1.01 The City of Lakeville provides this calendar of City events as a convenient way for the public to access information about City of Lakeville meetings, Parks & Recreation activities and programs, Arts Center performances and classes, and other City sponsored events. This calendar links to external web site in an effort to provide additional information about some events. The provisions of these links should not be construed as an endorsement or sponsorship of these external web sites. The City of Lakeville is not responsible for the content, quality, accuracy, or completeness of any off -site materials. 201 1.00 PURPOSE AND INTENT NEWS RELEASES AND THE MEDIA 1.01 The intent of this policy is to define acceptable practices of informing and responding to the media. Its application is to insure that the information content is consistent with the best interests of the City and its citizens. 2.00 PRESS RELEASES 2.01 All press releases from the City should be reviewed by the Communications Manager or designee before release to the public. This is to ensure consistency in style and grammar. This also allows the Communications Division to be aware of outgoing information. 3.00 DEALING WITH THE MEDIA 3.01 The Communications Manager should be made aware of any press interviews that have or will take place. Guidance on engaging with the press is available in the Communications Division. 1.00 PURPOSE 2.00 POLICY 22 g. SOCIAL MEDIA 1.01 The role of technology is constantly expanding and social media communication applications are becoming increasingly important outreach and communication avenues for local government. Social networking improves interactivity between the City and the public. It reaches populations that may not be frequenting traditional media. Therefore, the City of Lakeville will make social media available, when appropriate and if possible, as a means to further the goals and mission of the City Council and of City departments, to increase interactivity between the City and the public, and to reach populations that may not be frequenting traditional media. 1.02 Social media are primarily Internet and mobile -based tools for sharing and discussing information. Social media, while accessed through the Internet, are not part of the City website. The City website and newsletter serve as the official voices for Lakeville. 2.01 The Lakeville social media policy has been developed to ensure that the standards of professional practice and conduct associated with any officially- sponsored social media site are managed with the same consideration and care as the City newsletter and website. 2.02 In an effort to ensure the quality and accuracy of all content presented to the public, the following social media guidelines have been established and must be adhered to: a. The City of Lakeville will use social media as a tool to increase delivery of messages to a wide and diverse audience and to disseminate time - sensitive material as quickly as possible. b. Official Lakeville social media sites will be created and maintained by the City Communications Department. c. All Lakeville social media messages from City departments must be submitted to the Communications Manager or designee for approval and posting on the City social media site. d. Departments cannot create their own social media accounts unless approved by the Communications and IT Managers. e. The City of Lakeville website, www.lakevillemn.gov, will remain the City's primary Internet presence. f. Whenever possible, content posted on City social media sites should also be available on the City website. Content posted on City social media sites should contain links back to the website for more in -depth information whenever possible. h. Lakeville social media sites should comply with all appropriate City of Lakeville policies and standards. 2.03 ref Lakeville social media sitcs are subjcct to State of Minnesota public records laws. Any The Communications Department is responsible for responding completely and accurately to any maintained in an accessible format so that it can be produced in response to a request. Until State caedia-pestings. Social media messages are considered non -vital, transitory communications, and are not saved. 2.04 Lakeville social media sites will clearly indicate that any content posted is subject to public disclosure and that any requests for public records should be directed to the Communications Manager. 2.05 Lakeville social media sites are "Limited Public Forums" with the intended purpose of serving as a mechanism for communication between City departments and the public. As such, the following forms of content will not be allowed: a. Comments not related to the article being commented on; b. Comments in support of or opposition to political campaigns; c. Profane language; d. Content that promotes, fosters, or perpetuates discrimination on the basis of race, creed, color, age, religion, gender, marital status, status in regards to public assistance, national origin, physical or mental disability, or sexual orientation; e. Sexual content or links to sexual content; f. Solicitations of commerce; g. Content that encourages illegal activity; h. Information that may tend to compromise the safety or security of the public or public systems; or i. Content that violates a legal ownership interest of any other party. 2.06 The City reserves the right to restrict or remove any content that is deemed in violation of this social media policy or any applicable law. 2.07 The City will approach the use of social media tools as consistently as possible. 2.08 All City social media sites will clearly indicate that they are maintained by the City of Lakeville and shall display contact information. 2.09 All City social media sites will display the City logo and adhere to the approved color palette and design criteria contained in the City Communications Strategy. 2.10 Social media tools proposed for the City must be approved by the Information Systems and the Communications Managers. 2.11 Recognizing that social media technology is changing constantly, this social media policy will be reviewed annually and updated for each social media tool added. 2.12 For each social media tool approved for use by the City, documentation will be developed and adhered to regarding operational standards. 3.00 FACEBOOK STANDARDS 3.01 These Standards for Facebook are designed to be used in conjunction with the Lakeville Social Media Policy. 3.02 The Lakeville Facebook site offers an opportunity to connect with the public in an ongoing manner. As such, each department must develop a system to generate items of interest or importance to the public and submit these items on a regular basis for posting. When a department has items for Facebook, they will be submitted to the Communications Manager or designee for approval and posting. If approved, these items will be posted as quickly as possible. 3.03 The Lakeville Facebook page will contain the following disclaimer in a prominent location: "The City has an expectation that those who make comments here will exchange opinions and ideas in a climate of mutual respect. Items that do not meet the standards of the Lakeville Social Media Policy will be removed." "The Lakeville Facebook site is an opportunity to learn about City items of interest. If you have questions, concerns, or problems that need immediate attention, please call 952- 985 -4400 to be connected to the department that can assist you." 3.04 The Lakeville Facebook site will be monitored by the Communications Department at least twice daily, as well as by designated staff. Items that do not comply with the Lakeville Social Media Policy will be removed by the Communications Department. 3.05 If any response is considered necessary by department staff or the Communications Manager, a response will be drafted according to the response guidelines. At the discretion of the Communications Manager, the response will be approved by the City Administrator before being posted.