Media/Social Media Policy
Purpose:
Local, state, national media are vital partners in achieving the goals of the association. In order to maximise the advantages of media presentation and minimise the risks of media misrepresentation it is necessary to establish guidelines for how media contacts and social media posts will be conducted.
It is not the intention of this policy to restrict speech or to enforce strict rules and regulations. Rather, the intent is to establish a framework for achieving an effective working relationship with the media and the general public. The organisation welcomes the opportunity to talk to the media and, through them, to promote its work, tourism and issues relevant to our town.
As a Beltana Progress Association member, your commentary is not only a direct reflection of you personally but also our brand. Commentary that is considered defamatory, obscene, proprietary or libellous by any offended party could subject you to personal liability and damage Beltana Progress Association’s reputation.
Policy:
It is the policy that the association :
Will never knowingly mislead the public, media or staff on an issue or news story.
Will promote openness and accessibility in its dealings with the media including social media , whilst complying with the law and maintaining confidentiality when appropriate.
Ensure all communications with the media will be written in plain English with clear meaning.
Will as far as humanly possible provide information that is objective, balanced, accurate, informative and timely.
Scope:
This policy applies to Committee members, members and volunteers.
Definitions:
Media; the means of mass communication whether it be by broadcast, publication or electronic forums or any or all collectively.
Responsibilities:
The Committee is responsible for:
Approving and periodically reviewing this policy.
Periodically assessing compliance with the policy.
Ensuring all persons impacted are aware of this policy.
Members and volunteers are responsible for:
Ensuring they abide by the policy.
In addition, Committee members, members and volunteers are responsible for:
Providing advice (preferably before the issue becomes public knowledge) to the President or Secretary on any issues that are likely to be complex or contentious or to be sustained for any length of time. In such a situation they will work with the committee to produce a communications plan which will ensure that balanced, timely information is provided to keep all parties informed.
Ensuring that no photos of people shall be released to the public via advertising, news media, or internet, or by any other means, without the approval of the people involved and ensuring , that the peoples privacy is protected.
Notifying the President or Secretary of any contact made in the name of the association to the media and providing the name of the reporter or writer and the media outlet they represent.
Delegation:
The committee may appoint a members to coordinate its relationships with the media or a specific media platform.
The President and Secretary are authorised to speak on behalf of Association.
The Committee is responsible for:
Authorising all media releases and for mounting them on the organisation’s website. All media releases must also be checked and approved by the office bearers .
Receiving and coordinating a response to all approaches from all national press, radio or TV stations or specialist press.
General Procedures:
Comments should be directed through the President or Secretary, unless the role has been delegated by the committee in most instances.
Where information or public comment is requested or required, the office bearers shall determine the most appropriate person to respond.
All members and other volunteers must not compromise other members Privacy .
Contact concerning any significant matter in the name of or on behalf should only be made by the President or Secretary or a media appointed delegate where:
They have consulted the office bearers .
They have the required expertise to speak on the issue under discussion.
They have some experience in media relations.
Where any of these criteria do not apply, the person who was contacted by the media is recommended to exercise extreme caution and to decline to comment, take the contact details and refer the matter to the President or secretary .
In dealing with the media, members and other volunteers should be conscious that they may be seen as representatives of the organisation and should therefore avoid making comments or participating in photo opportunities that may damage the long-term reputation of the association.
The association reserves the right to withhold certain sensitive information concerning, for example commercial transactions or governmental negotiations. Sharing any organisation-privileged information, including copyrighted information or organisation-issued documents, through social media will not be tolerated.
In addition harassing, threatening, discriminating against or disparaging any individuals through social media on the association social media sites will not be tolerated.
In regards to social media the following do not require approval of office bearers
re posting information from collaborators eg the OCA or other progress associations
information of a safety response eg Police
or information that is agreed at a meeting to be posted
All other information requires approval of at least one office bearers
If you become aware of any violations of this policy, you should report the violation to President or Secretary of the Beltana Progress Association.