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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 Page 4 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 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.