1. Approval of Res. 2013 - 01 adopting a Unified Communications Policy for the Village of Gurnee.
Mr. Muetz said in the past, external communications were primarily handled by a handful of people. As communication mediums have expanded beyond the website and Keeping Posted newsletter, a larger group of employees are now developing external communications. As a result of this expansion, staff believes it is prudent to have policies in place to ensure set expectations are being met. He said Management Analyst Erik Jensen has been working over the past few months to develop a Unified Communications Policy for the Village of Gurnee. The policy as drafted establishes general guidelines on major communication mediums. The end goal of the policy is clear, consistent and quality communications from Village staff to our stakeholders.
Mr. Jensen stated that the main purpose of the Unified Communications Policy is to bring all the various forms of media under a generalized set of rules.
Mr. Jensen then overviewed the policy and briefly discussed the general rules that would be used for communications as well as the specialized rules for each specific communications medium including mass notification, online media, print media and social media communications. He also stated that the policy incorporates generalized policies for network and press relations which will be continuing areas of development in the future. He then asked for any questions.
Mayor Kovarik asked for clarification as to whether or not third party information sharing would need to be reciprocal.
Mr. Jensen stated that the Village would retain all control over which information it chooses to promote.
Regarding third party sharing, Trustee Park asked what provisions the Village has to make sure information is not outdated.
Mr. Jensen stated that the primary third parties the Village works with are the ones we continuously promote such as the library, park district, township, etc. Generally, the Village will only promote organizations that it has continual information sharing with on a regular basis.
Under the Prohibitions section of the General Provisions for All Communications, Trustee Park asked for clarification regarding the following language: Content containing opinions or information that would be considered highly subjective by a reasonable person. Trustee Park suggested that “reasonable person” should be stated as an actual individual so that it is clear who is making the decision.
Mr. Winter said it really relates to things the Village will be posting. He said Mr. Jensen looked at other communities and they attribute where the content is coming from.
Trustee Schwarz asked about training for the employees so they don’t violate the policy.
Mr. Jensen stated he is working through the training aspect with each department head.
Trustee Garner asked if there is a final check of communications before posting to various media.
Village Administrator Muetz stated that depending on what the communication is, final checks are made through the Administration department such as proof reading, etc.
It was moved by Trustee Park, seconded by Trustee Schwarz to approve of Res. 2013 - 01 adopting a Unified Communications Policy for the Village of Gurnee.
AYE: 6- Ross, Park, Garner, Balmes, Morris, Schwarz
NAY: 0- None
ABSENT: 0- None