2011 Florida Government Communicators Association Crystal Awards City of Delray Beach Press Release & Photo Coverage

Policy

June 2011

Research/Situation Analysis. In an attempt to deal with the overwhelming number of requests from outside agencies (i.e., non-profits, for-profits, etc.) to assist with the promotion of their events, programs, services, etc., the City began to research approved policies within the State of Florida and around the country to provide guidance on the development of a Press Release & Photo Coverage Policy for the City of Delray Beach. We utilized local Palm Beach County government contacts as well as members of the Florida Government Communicators Association (FGBC), the International City/County Management Association (ICMA) and the Alliance for Innovation. However, the Citys Public Information Office (PIO) found that although many cities maintained very similar procedures to the City of Delray Beach with regards to developing press releases and providing photo coverage written policies were not readily available. Objective. Thus, to ensure that all requests were fairly considered and a consistent procedure was maintained for requesting/distributing City issued press releases/related information, and for providing photo coverage at City sponsored programs, meetings, events, etc. to assure that the Citys message is accurately communicated to the media and the general public the City developed a written Press Release & Photo Coverage Policy that included: It is the policy of the City of Delray Beach that open, productive and responsible media relations serve the best interests of the City, its residents, businesses and visitors. Delivering complete, timely, accurate and balanced information regarding the policies and actions of the City government is vital to promoting educated and informed public participation in representative government. In the interest of assisting with citizen education efforts about issues being considered by the City as well as promoting City accomplishments, partnerships and policy decisions, the City of Delray Beach will only issue press releases and news announcements that promote the City of Delray Beach according to the following procedures. Implementation. The Citys new policy was approved by the City Commission on June 14, 2011, and includes written guidance on the following areas of the Citys promotional efforts: . . . . . Evaluation. This is a new program; however, expected results are beginning to be identified. The Citys PIO office has already begun to receive less resistance when notifying a requesting organization that has not partnered with the City that we are unable to assist with the promotion of their program. Further, we believe, that due to the lagging economy that is resulting in more and more organizations attempting to utilize the City for promotional assistance (due to the belief that the media provides more attention to City notices), we believe that this written policy will assist in managing the increased workload for the Citys PIO office. Budget. There was no defined budget for this project. Existing staff (i.e., Assistant City Manager, PIO, PIO Administrative Assistant and Assistant City Attorney) completed this project without funding. Definitions Press Release Procedures Photo Coverage Procedures Newsletters/Publications and Web Site Posting Procedures Interview Requests Procedures