TO:
Honorable Mayor and Members of the City Council
THROUGH:
John Jalili, Interim City Manager
FROM:
David Biggs, Senior Management Analyst
SUBJECT:Title
Social Media Policy, E- Comment and MB Forum (Continued from the November 19, 2013, City Council Meeting) (Sr. Management Analyst Biggs).
DISCUSS AND PROVIDE DIRECTION
Line
_________________________________________________________
Recommended Action
RECOMMENDATION:
It is recommended that the City Council discuss and provide direction regarding the use of social media, E-Comment and the MB Forum, and Receive and File the Social Media Policy.
Body
FISCAL IMPLICATIONS:
None as a result of this item.
BACKGROUND:
The City Council has been engaged in efforts to enhance the use of technology to stay connected to the City’s residents and other stakeholders. This has been reflected in a number of Strategic Plan objectives including two from the January 23, 2013, to July 15, 2013, Strategic Planning period and one in the current Strategic Plan:
• Implement E-Comment and Civic Ideas through Granicus software to allow electronic public comment on City Council issues (Goal Date: July 15, 2013).
• Identify social media sources (e.g. local cable, Facebook, Twitter) for the City to use to increase communication and interaction with residents and business and recommend to the City Council for action a Social Media policy (Goal Date: July 15, 2013).
• Inform all residents how to access information about the City through modern technology (website, e-notices, e-alerts, emails, social media) and increase dissemination of information to all residents and businesses about City business events and activities (Goal Date: January 1, 2014).
Staff has been making continuous progress toward the full implementation of these objectives. The City Council approval of the City’s new website, which included a variety of new functions, including the ability to implement Civic Ideas as the MB Forum, and the launch of the new website in October marked a major milestone in these efforts. The MB Forum has had a soft launch with the ability for residents to share ideas, though the availability of the MB Forum has not yet been widely publicized.
E-Comments also went live on October 1st with the new website. Any interested parties can now click on an e-comment link with each item on the City Council agenda as posted and available on the City’s website up until the start time of the City Council meeting. Any comments received are provided to the City Council electronically and in writing at the meeting. This affords an opportunity for public comment on the agenda items without the commenter having to send a separate e-mail to the Mayor and Council Members or to have to appear in person.
In preparation for the launch of the new website and increased use of social media consistent with the Council’s direction, a Social Media Policy was prepared in consultation with the City Attorney’s Office. The Social Media Policy has been approved administratively in the form of Policy #: A-33 of the Administrative Instruction Manuel and is dated September 17, 2013 (copy attached).
DISCUSSION:
With the launch of the new website and the other outreach elements discussed above, City staff is working on a plan to publicize the availability of these new ways to stay connected and provide input. As such, it is timely for the City Council to discuss and provide any direction as it relates to these efforts.
As noted above, these tools have not yet been widely publicized or promoted. As the outreach effort is launched, it is expected that use of E-Comment, the MB Forum, and Social Media will increase.
In regard to the MB Forum, while it has been activated with a soft roll-out featuring the ability for interested persons to provide general comments or ideas, this tool can be used in a variety of ways. For example, rather than a general comment or idea solicitation, there could be a question of the week each week, or questions or topics for comments and discussion could be changed on a regular basis as needed or desired. In addition, for this to be an effective vehicle, City staff is responding to or acknowledging comments as they are posted. Staff is gearing up to do so as the usage increases and we will be utilizing the assistance of Granicus initially to do so. There is also the option to deactivate the MB Forum function for the time being as we develop a plan to make the best use of this feature.
The Social Media Policy provides guidance to staff regarding the use of social media. The City currently makes use of Facebook, Twitter and Nixle on a regular basis. The use of social media and other technology like E-Comment and the MB Forum come with constraints specific to government like compliance with the Brown Act, the Public Records Act, and free speech requirements. It is expected that the Social Media Policy will have to be updated as the City makes more use of these vehicles and in order to keep current with legislative and court mandated changes.
CONCLUSION:
The implementation of new ways to stay connected with our residents and the business community through technology represents an exciting opportunity for Manhattan Beach. City staff is committed to making this work well and to enhance community engagement and welcome the Council’s input and guidance as we give life to the broad direction which has already been provided.
Attachment:
1. Social Media Policy