04-01-13 Council Packet - Laserfiche WebLink

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3 It is important that communication s be cons istent . The exact format should be determined by the department director or a designee. An example is attached Along with a consistent printed message, the C ity website should contain a sidebar with links to each department ’s Green and Yellow level commu nication, along w ith a brief description of each. A Red l evel communication is signified by a red graphic that contains the emergency information , which should appear at the top of all the pages in the C ity website. Roles and R esponsibilities of the P rimary and Backup C ommunications C ontacts Both the PC and BC should be able to produce and post every medium of communication that the department produces. For example , if the department has a F acebook or Twitter account, both the PC and BC should have t he skills and training necessary to post to th e se sites. The p rimary c ontacts and b ackup c ontacts for each department will be included in a “Green” email group. All external communications will be copied to the Green email group to ensure that department s are aware of any activity in another department . When the PC and BC receive information from other departments, they should determine what information should be shared with in their department . U sing the PCs and BCs as a hub of citywide communication wi ll reduce in formation overload. The PC and BC should be adequately trained in the legal aspects of communicati on via social media , which includes data privacy. The PCs and BCs for each department should meet monthly to evaluate the communication proces s and any upcoming events. Roles and Responsibilities when Red L evel C ommunication is a nnounced When a condition exists that requires immediate and urgent communication, a Red l evel alert will be issued. Because an emergency condition will affect publ ic health and safety, the Public Services Director or Public Safety Director will be the primary point of contact depending on the specific nature of the situation. The responsible d irector or designee will prepare the alert in coordination with the City Administrator. No official Red level communication should be sent prior to notifying the City Administrator unless it is not practicable to do so . Once created, the message will go out to the Red email group . D epartment d irector s are responsible for ens uring that the message goes out on every available communication medi an . If a condition exists that requires more than a notification, the responsible d irector may call for the use of an emergency operations center , which would operate under the guideline s of the City’s E mergency M anagem ent Plan. There may be a need to update staff on Red level communications with information that is not for public consumption. Any such printed or electronic communication should be prefaced with the following words: “F OR INTERNAL COMMUNICATION ONLY. NOT TO BE R ELEASED TO THE PUBLIC OR MEDIA.”