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HomeMy WebLinkAbout07.e. Adopt new Board Policy No. BP 021 - Social Media CommunicationCentral Contra Costa Sanitary District 'ILI BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: October 1, 2015 Subject. ADOPT NEW BOARD POLICY NO. BP 021 - SOCIAL MEDIA COMMUNICATION Submitted By. Initiating Dept /Div.: Emily Barnett Administration Communication Services and Communication Services Intergovernmental Relations Manager REVIEWED AND RECOMMENDED FOR BOARD ACTION: David Heath — Director of Administration Roger S. General K 7e. ISSUE: The Communication Services Division would like to utilize social media tools to enhance the District's communication opportunities and meet the needs of its customer base. There is no current Board policy that addresses the utilization of social media. BACKGROUND: The District can benefit from meeting the changing communication needs of its customer base through the use of social media. To date, no social media opportunities have been explored as there is no policy in place to address its use. To allow for a comprehensive customer communications strategy to be implemented, a social media component should be included. In addition, a framework of expectations is needed to provide direction to District employees that may be utilizing social media. Adoption of a social media policy will create a policy for the District's Communication Services Division, as well as all District employees. Human Resources will include a number of procedures to help employees navigate their interactions and communications via social media. Adoption of this policy will support the District's values of building community relationships and including transparency in all we do. Adoption of this policy will also help fulfill Goal 5 — Strategy 3 of the District's Strategic Plan 2014 -2016, which the development of a "social media communications strategic plan" is a stated key performance indicator. ALTERNATIVES /CONSIDERATIONS: Defer the utilization of social media as a District communication tool. FINANCIAL IMPACTS: Financial impacts will be minimal. These costs will include a social media monitoring tool that will help the District assess the success of its communication messages externally (re: Twitter "retweeting ", Facebook "likes ", and Page 1 of 2 POSITION PAPER Board Meeting Date: October 1, 2015 Subject., ADOPT NEW BOARD POLICY NO. BP 021 - SOCIAL MEDIA COMMUNICATION sharing of posts, etc.) and an archival service to maintain social media records for a minimum of two years. COMMUNITY OUTREACH: This policy will greatly improve the District's ability to communicate externally in a newer medium. The District will be able to instantly share important information related to the services it provides via video, pictures, and text. Social media will also offer another opportunity for the District's customers to communicate with the District on matters that are important to them. These tools, in real time, will further bridge the communication between the District and its customers. COMMITTEE RECOMMENDATION: The Administration Committee reviewed this policy on September 21, 2015 and recommended approval by the Board at the October 1, 2015 Board meeting. RECOMMENDED BOARD ACTION: Adopt new Board Policy No. BP 021 - Social Media Communication. Attached Suoportinq Document., 1. Draft Board Policy — Social Media Communication 2. Examples of social media communications at local special districts Page 2 of 2 Number: BP 021 Related Admin. Procedure AP 021 Authority: Board of Directors Effective: October 1, 2015 Revised: N/A Reviewed: Initiating Dept. /Div.: Administration /Communications BOARD POLICY ATTACHMENT Central Contra Costa Sanitary District SOCIAL MEDIA COMMUNICATION PURPOSE To establish a policy on the use of social media as a District communication tool. POLICY The Board of Directors supports the use of social media as one of many tools to further enhance communication between the District and its customers. [Original Retained by the Secretary of the District] .entralt�Contraii osta_Sani I r otectingg P.ublic'lth and t En�riment " CentralSanDist ATTACHMENT 2 sKsc Maintaining the Flow Popular channels 310 views 1 year ago ® CinemaSins Our mission here of Central San is to protect public health and the Subscribe environment We do this by treating and Screen Junkies testing millions of gallons of �s wastewater everyday But an integral Subscribe part of that process involves the een Rant Collection System making sure all the water flows from your homes, to our subscribe plant Movieclips Trailers Read more I l0' Subscribe ExplosmEntertainm.. Uploads Subscribe RMI • The Film Theorists Subscribe Wipes Clog Pipes Maintaining the Flow Centrifuge Cook Off - Operator Training (CWEA 2nd Place.. Popular uploads Contra Costa Water CCWD serves water to 500,000 people in eastern and central Contra Costa County. Jim Freschl is monitoring Rwtter for CCWD. Please send a question or comment. Concord, CA. 94520 ccwater.com Joined March 2009 ti s� 1,277 215 2.321 2 Follow Tweets Tweets & rep6os Photos & videos Contra Costa Water ' Congrats to Bill Kough, who earned "-?'CCWD's Employee of the Third Quarter Award for work that helped customers, Contra Costa Water Now We have Into on how our Lawn to Garden Rebate compares to the state's. Apply to both to double your rebate. bit.ly /1FJSL42 A� Contra Costa Water We still have room on our :CCWD facilities tours Sept. 25 and Oct. 2. See how we provide clean, healthy water. hit I,r /IPNJPT,,W Now to Twitter? CDC Water News . Dirvenhain MWD valleywater ACwA Sonoma County Water ■go9c mGOPDoaare iOS 9 #WtI ics'ac —pos'! v -V Cr'e Ahr-ioc - Thehewl3rokc-iS cc-ic ■G ©OO �GLDea Am—] W Contq Costa Crater P% x , W EBMUD ( *ebn.ud)1 T. x r ..;FS^ ;: L'SRSCne:. n `� Conva Costa rioter G x ®EBMUt} x T 0 Take a s;w :na; x W, ujfiw-jlv" 9-, w "My E Cr La Tea er 2nc. 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