HomeMy WebLinkAboutPolicy 46 - Media Relations PolicyPage 1 of 5
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Policy
Number
Date
Adopted
Date
RevisedSubject: MEDIA RELATIONS POLICY
46 9/01/04 5/3/23
PURPOSE
To establish procedures to better inform the public, Otay Water District
(District) customers, businesses and other stakeholders on water, sewer,
and recycled water service, and other District-related matters by
engaging in a defined and proactive media relations program.
BACKGROUND
The District recognizes an effective and expeditious way to communicate
District policies and activities is by working in partnership with the
news media. This policy requires that news media inquiries regarding the
District and the District’s position on matters should be given high
priority and should be responded to as promptly and efficiently as
possible. Every effort should be made to reasonably meet media deadlines
and to ensure that all information released is accurate and is in
compliance with laws and regulations concerning individual privacy and
confidentiality.
POLICY
The General Manager’s office is responsible for the District's media
relations program. To assist with this critical function, the District’s
General Manager’s staff provides media relations assistance and public,
community, governmental relations, and other outreach services.
Before responding to any media inquiries, all District staff should
notify the General Manager, their department’s Chief, and/or the
Communications Officer about media inquiries. Regarding District media
requests, if possible, all District staff shall direct the news media
reporter/representative to contact the General Manager and/or the
Communications Officer who is authorized to speak on behalf of the
District. Because the media often work on deadlines, all departments
should respond as soon as reasonably possible when the General Manager,
Communications Officer, or Communications Assistant requests department
information via a news media reporter/representative. Specific
guidelines for responding to media requests regarding the District’s
position on matters are as follow:
Page 2 of 5
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Policy
Number
Date
Adopted
Date
RevisedSubject: MEDIA RELATIONS POLICY
46 9/01/04 5/3/23
DISTRICT SPOKESPERSONS
All spokespersons noted below should have discussions orally or written
with the General Manager’s office and/or General Manager's designated
staff to obtain the appropriate, accurate, and approved District-related
facts and information about the topic or issue at hand before acting as
a spokesperson to the media.
Unless otherwise authorized, the District's only designated
spokespersons to speak on behalf of the District are the following:
President of the Board of Directors or Board members as assigned
General Manager
Communications Officer
Other designees authorized by General Manager as noted by General
Manager in writing.
MEDIA INQUIRIES
Any media inquiry received by other District staff regarding the District
or the District’s position on a matter should be referred immediately to
the General Manager through the Department Chief. An appropriate response
to the media is: "I'm sorry; I don't have the full information regarding
that matter. I will give your request to District management, and someone
from the District will respond to you as soon as they are available."
Any staff member should obtain the reporter's name, media organization,
phone/cell number, email address, topic of the story, and the deadline.
Staff in the General Manager’s office will make all reasonable efforts
to coordinate a response with the General Manager and appropriate
District staff.
LITIGATION, PERSONNEL AND DISTRICT ELECTION ISSUES
Generally, the business conducted by the District is public, and
therefore, is public information. Inquiries regarding pending
litigation, matters involving a significant exposure to litigation,
Page 3 of 5
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Policy
Number
Date
Adopted
Date
RevisedSubject: MEDIA RELATIONS POLICY
46 9/01/04 5/3/23
certain personnel related information, and District election information
may be exceptions. If unknown, staff shall always verify with the General
Manager’s Office.
Known inquiries regarding pending litigation or exposure to litigation
and District election issues should be referred to the General Manager’s
office.
GENERAL OR ROUTINE ISSUES
Calls from the media should always be referred immediately to the General
Manager’s office through the employee's Department Chief or supervisor.
The General Manager’s office will coordinate a response with designated
staff and/or Board members, including designating a spokesperson. The
General Manager’s office shall be informed of the topic, the name of the
reporter, news media organization, media/reporter contact information,
and the proposed date of airing or publication, either before or
immediately following any interviews.
DISTRICT-INITIATED INFORMATION
The District also makes its own efforts to contact the media. For the
most part, this proactive media contact is initiated through the General
Manager’s office. This includes issuing news releases and media
advisories and contacting reporters and editors directly for stories and
other coverage. Departments seeking publicity for events or activities
shall not contact the media or reporters directly. Rather, department
staff shall contact the Communications Officer in the General Manager’s
office as soon as possible to ensure the best media coverage of their
activities.
Department staff members shall not initiate any news media contacts on
behalf of the District. Staff shall first notify the General Manager’s
Office and/or Department Chief. If approved by the General Manager’s
Office, the Communications Officer or General Manager’s designee, will
then contact the media directly.
CRISIS MANAGEMENT AND EMERGENCY/SERVICE OUTAGE ISSUES
Because Operations Department staff may be called upon to restore service
due to outages, breakages, or in other critical situations, their work is
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OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Policy
Number
Date
Adopted
Date
RevisedSubject: MEDIA RELATIONS POLICY
46 9/01/04 5/3/23
fundamental to the overall mission of the District. As a result,
Operations personnel may be the only staff at the scene of an incident
and may be called upon to address service restoration questions by the
media.
In these situations, all such inquiries will be immediately referred to
the Chief of Operations who will make every effort to ensure that all
information released is accurate, relevant, and appropriate. Operations
staff should notify the Chief of Operations immediately of any such media
inquiry. The Chief of Operations will then take the lead for follow-up
media communications and contact the General Manager and Communications
Officer. If possible and time permits, the Operations Chief and/or
Operations staff should coordinate messaging with the Communications
Officer first, but if time does not allow, the Communications Officer
should be notified as soon as possible.
Any media calls to other District staff regarding Operations matters
should be referred immediately to the Chief of Operations and
Communications Officer. All information released directly to the media
by Operations should be provided immediately to the Communications
Officer.
During a crisis or major emergency, the District’s Standardized Emergency
Management Plan Section 5.1-1 assigns responsibilities and procedures for
handling media and customer information.
To manage a crisis or a major emergency that may or may not consist of
a service outage, the Communications Officer will work with the General
Manager and designated Department Chiefs to assess if the situation
requires outside services to assist with and/or manage the crisis. Each
situation is unique and will be discussed on an as-needed basis.
CONCLUSION
Nothing in this policy should be construed as to restrict or preclude
District staff, or a representative of the Otay Water District
Employees’ Association (OWDEA) or other bargaining unit, from
communicating with the press on matters of public concern or on matters
related to the association and/or union activities. However, such
communications should not be made during on-duty time, nor be disruptive
Page 5 of 5
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Policy
Number
Date
Adopted
Date
RevisedSubject: MEDIA RELATIONS POLICY
46 9/01/04 5/3/23
to the District’s operations, and should be clearly understood as not
being made on behalf of the District or representing the District’s
official position on such matters.