Loading...
HomeMy WebLinkAboutAgenda TPO August 7, 2013AGENDA ITEM SUMMARY Board/Committee: St. Lucie TPO Board Meeting Date: August 7, 2013 Item Number: 9d Item Title: Social Media Action Plan and Policy Item Origination: St. Lucie TPO Public Involvement Plan UPWP Reference: Task 6.1 -Public Involvement Requested Action: Adopt the Social Media Action Plan and Policy, adopt with conditions, or do not adopt Staff Recommendation: Based on the Social Media Action Plan and Policy being consistent with the Public Involvement Program of the St. Lucie TPO, it is recommended that the Social Media Action Plan and Policy be adopted. Attachments • Staff Report • St. Lucie TPO Draft Social Media Action Plan • St. Lucie TPO Draft Social Media Policy Transportation Planning for Fort Pierce, Part St. Lucie, St. Lucie Village and St. Lucie County MEMORANDUM TO: St. Lucie Transportation Planning Organization (TPO) Board FROM: Peter Buchwald Executive Director DATE: July 29, 2013 SUBJECT: Social Media Action Plan and Policy BACKGROUND Social media has become widely accepted as a form of communication and is being used increasingly to engage the community in public participation. While it will not ever completely replace other forms of communication and public involvement, it may assist in reaching out to different demographics that currently are not engaged significantly in the public forum, such as younger generations. It may also appeal to those individuals whose schedules do not permit the time to attend a meeting, individuals who are uncomfortable with public speaking, and the transportation disadvantaged. The St. Lucie TPO Public Involvement Program (PIP) calls for establishing an online presence beyond the organization's website through social media networks. This will enhance efforts to increase public participation in, important transportation decisions in St. Lucie County. Social media also is an additional method for the TPO to reach out to the public with information and announcements, supplementing what may also be in printed forms such as the local newspaper. ANALYSIS A draft Social Media Action Plan has been developed to implement the use of social media as part of the St. Lucie TPO's PIP. The action plan is comprised of specific tasks which include the development and adoption of a Social Media Policy, upgrade of the St. Lucie TPO website, development of profiles on popular social media networks, building contacts on the networks, and postings and maintenance. Transportation Planning for Fort Pierce, Port St. Lucie, St. Lucie village and St. Lucie County July 29, 2013 ~ Page 2 of 2 The initial task of the action plan is the establishment of an official policy for the TPO's social media presence. Many government agencies and private businesses have adopted such a policy to maintain credibility and Internet security. A Social Media Policy has been drafted for consideration by the St. Lucie TPO Board which incorporates the rules and procedures to govern the use of social media by the St. Lucie TPO. Once the Social Media Policy is established, the St. Lucie TPO website will be upgraded, and accounts with social media networks such as Facebook, Twitter, and YouTube will be created for the St. Lucie TPO. Contacts, also known as "fans", "friends", or "followers", within each social media network will be accumulated. In addition, periodic maintenance of the profiles will be performed which includes posting once or twice per week, unless there is a major event or need for additional posts/comments. Moderation will be employed so that the presence will not become overexposed but remain as an active, online presence. Finally, available metrics at the social media sites will be monitored to identify the extent of activity and measure performance of the tasks of the Social Media Action Plan. RECOMMENDATION Based on the Social Media Action Plan and Policy being consistent with the Public Involvement Program of the St. Lucie TPO, it is recommended that the Social Media Action Plan and Policy be adopted. DRAFT Social Media Action Plan A. Background Social media has become widely accepted as a form of communication and is being used increasingly to engage the community in public participation. While it will not ever completely replace other forms of communication and public involvement, it may assist in reaching out to different demographics that currently are not engaged significantly in the public forum, such as younger generations. It may also appeal to those individuals whose schedules do not permit the time to attend a meeting, individuals who are uncomfortable with public speaking, and the transportation disadvantaged. The St. Lucie TPO's Public Involvement Program (PIP) includes the use of social media to enhance outreach and involvement with traditionally underserved communities and to augment existing informational and outreach techniques. Specifically, the PIP identifies that establishing an online presence beyond the organization's website through social media networks will reinforce the effort to acquire additional public participation on important transportation decisions. It is an additional method for the St. Lucie TPO to reach out to the public with information and announcements other than printed forms such as the local newspaper. The use of social media has the potential to increase outreach and involvement with traditionally underserved communities and should be used to augment existing informational and outreach techniques rather than replace them. The following tasks comprise the action plan to implement the use of social media as part of the St. Lucie TPO's PIP: A. Development and Adoption of a Social Media Policv A policy regarding the use of Social Media by the St. Lucie TPO will be developed and considered for adoption by the St. Lucie TPO Board. The policy shall include the rules and procedures regarding postings to social media websites by the St. Lucie TPO and the use of content from other websites. Transportation Planning for Fort Pierce, Port St. Lucie, St. Lucie Village and St. Lucie County Social Media Plan DRAFT Page 2 of 4 B. Website Upgrade The St. Lucie TPO maintains an extensive website, www.stlucietoo.org, which provides public meeting information, schedules for particular projects and programs, links to special project websites, and access to transportation planning documents and research. The website is routinely updated and also utilized for notification, project input, and public surveys. In addition, St. Lucie On The Go, www.stlucieontheao.com, is used as a portal to the TPO website. Transparency, clarity, ease of navigation, and ability to connect, both online and offline with key individuals, are important considerations for a public website. The St. Lucie TPO will upgrade its website to ensure each of these elements is fully addressed. C. Profile Development Official profiles for the St. Lucie TPO will be established on popular social media networks including the following: • Facebook • Twitter • Foursquare • YouTube • Google Maps The Facebook, Twitter, and YouTube accounts must connect to an email address. The general St. Lucie TPO email address, TPOAdminC~stlucieco.org, will be used for these accounts. The initial social media network profiles of the St. Lucie TPO will include a photo or logo and official name. In the case of Facebook, more information such as operating hours, contact information, and location will be provided. However, Twitter does not allow for extensive information. Therefore, a short 160-character space which includes the TPO website link will be provided. Sites such as Foursquare and Google Maps assist in identifying the location of the TPO office. Foursquare further allows links to Facebook and Twitter accounts sharing the St. Lucie TPO name and location. By way of a hyperlink, Foursquare further shares the profile of the St. Lucie TPO showing the correct address and a photo of the logo on the front door with the operating hours. Social Media Plan DRAFT Page 3 of 4 D. Building Contacts The accumulation of contacts, also known as "fans", "friends", or "followers", within each social media network is fundamental to the effectiveness of the posts and interactions on the network. The following of other government and non-profit organizations as well as select local businesses with reciprocal following of the St. Lucie TPO enlarges the network, and more public involvement is achieved. Connecting with other interested individuals is helpful in keeping others engaged in the transportation planning process. Specific effort on the accumulation of contacts will include the identification of other government and non-profit organizations and select local businesses to follow. Logos or links to connect to the St. Lucie TPO through social media will be placed in e-mail correspondence emanating from the St. Lucie TPO. E. Postings and Maintenance Periodic maintenance of the profiles is crucial to establishing a credible social media presence. The periodic maintenance includes posting once or twice per week, unless there is a major event or need for additional posts/comments. Moderation will be employed so that the presence will not become overexposed but remain as an active, online presence. Appropriate articles, public service/safety videos, transportation related tips, announcements of partnerships and grants, and event photos will be shared which demonstrate that the St. Lucie TPO is a vital community resource. When social network users consistently see positive news and helpful information, they not only continue to stay linked with that profile, but they "share" and "re-tweet" the information with their contacts. This often leads to the accumulation of additional contacts and connections with more people. "Liking" and "Re-tweeting" posts of others will be performed to bring the St. Lucie TPO name to the attention of others. It also will connect the St. Lucie TPO with organizations such American Planning Association, Project for Public Spaces, Bike Florida, Urban Land Institute, Complete Streets/Smart Growth USA, local news outlets, and other etc. Television news and newspaper stories may be picked up from TPO announcements posted online. This further enhances the presence of the TPO in the community. Social Media Plan DRAFT Page 4 of 4 Periodic maintenance and postings will include responding to questions and comments as needed, as well as managing or removing inappropriate content in accordance with the adopted Social Media Policy. In addition, available metrics at the social media sites will be monitored to identify the extent of activity and measure performance of the tasks of the Social Media Action Plan. The Facebook metrics identify how many people each post reached, how many people shared it, liked it, and provided comments. The Twitter metrics identify new connections, direct messages, replies, re-tweets, and when mentioned by others in their tweets. It is estimated at this time that 1 to 4 hours per week will be expended on periodic maintenance. DRAFT Social Media Policy (Adopted on ) The St. Lucie Transportation Planning Organization (TPO) has established a social media presence to enhance the involvement of the public in local transportation planning efforts. The following Social Media Policy and the rules and procedures incorporated herein govern the use of social media by the St. Lucie TPO. Viewing, access, or interaction with the St. Lucie TPO-authorized social media site(s) indicates acceptance of the Social Media Policy. Failure of St. Lucie TPO members and staff to follow the Social Media Policy may result in disciplinary action including suspension or termination from employment with or participation in the St. Lucie TPO. The St. Lucie TPO reserves the right to modify the Social Media Policy without notice. Any modifications become effective upon posting of the modified Social Media Policy on the St. Lucie TPO website. Anyone who views, accesses, or interacts with the St. Lucie TPO through social media after the modification of the Social Media Policy indicates acceptance of the modified Social Media Policy. DISCLAIMER The St. Lucie TPO makes no assurance that content on the social media sites will be free from errors or omissions. The content on the social media sites does not represent legal public notice or fulfill public notice requirements. Content that is posted in the local newspaper to advertise a meeting may also be posted on the St. Lucie TPO social media pages to reach additional interested persons. The social media sites are governed by the Terms and Conditions and the Privacy Policy as defined on each site. Content contributed by others is not endorsed by the St. Lucie TPO. CONTACT INFORMATION To inquire about this Social Media Policy or any content shared through the St Lucie TPO's social media sites, contact the St. Lucie TPO by email at TPOAdminCa?stlucieco.org or by telephone at 772-462-1593. Transportation Planning for Fort Pierce, Port St. Lucie, St. Lucie Village and St. Lucie County Social Media Policy DRAFT Page 2 of 3 POLICY A. General 1. The St. Lucie TPO website, www.stlucietpo.org, shall be the official and predominant Internet presence for the St. Lucie TPO. 2. E-mail addresses used for the account set up must be a St. Lucie TPO-issued email address. No personal e-mail. address may be registered with an account. 3. The St. Lucie TPO shall keep records of all social media sites on which the St. Lucie TPO has a presence including records of any change in the administrator, password, account information, or removal/deactivation of the site. 4. All content made or received relating to St. Lucie TPO business also shall be retained, stored, and disposed of in accordance with Chapter 119, Florida Statutes. At a minimum, a record shall be kept of all posts, direct messages, tweets, re-tweets, responses, or replies made. The account settings shall be configured or the service used which either delivers the content to a St. Lucie TPO email address or to a database (e.g. Tweetback.com). 5. Privacy settings shall be configured on the social media site so the content on the site is as open to as many members of the general public as possible. No user shall be denied from viewing (i.e. being a fan or follower) the site. B. Postings 1. St. Lucie TPO Board members, Committee members, and staff shall comply with Florida Government in the Sunshine laws with regard to the exchange of information on St. Lucie TPO-authorized social media sites including, but not limited to, items that will be considered by them for official action. 2. Postings must clearly indicate that the content posted or submitted for posting is subject to public disclosure under Florida's public records laws. 3. Any posts, comments, photos or links to other content on social media sites shall be related to transportation planning or St. Lucie TPO activities only. Social Media Policy DRAFT Page 3 of 3 4. Any inappropriate or unrelated content not in compliance with the social media policy will be deleted/removed by the St. Lucie TPO. Inappropriate content includes, but is not limited to, advertising, selling of products or services, the use of expletives, inaccurate or false information, offensive or harassing comments, discriminatory comments, content relating to the political endorsement or opposition of any candidate or ballot amendment, anything that may be perceived as a threat or matter of public security and content that relates to illegal action. 5. The content on all St. Lucie TPO social media sites will be monitored regularly to prevent abuse of this policy. Effort will be made to ensure information is accurate and appropriate for dissemination to the public. In all cases, postings shall be professional, courteous, and pass the common sense test. 6. The St. Lucie TPO will regularly post current material in a timely manner. As it is the intent to engage residents in the local transportation planning process, any reasonable public inquiry or input will be considered in the planning process and may be retained as public record. 7. All postings shall adhere to all rules regarding copyright privacy, fair use, financial disclosure, and any other applicable laws. C. Content from Other Websites 1. From time to time, the St. Lucie TPO may share a link to another website, video, photo, or other content not produced by the St. Lucie TPO. The content on other sites is meant to be provided for an informational purpose, and the St. Lucie TPO is not responsible for this outside content. 2. If a link or other content shared by the St. Lucie TPO is further shared by another individual or business, the St. Lucie TPO requests that it not be presented as the user's own content. Original content (such as photos or videos) that is the property of the St. Lucie TPO will be indicated as such, and any further sharing of St. Lucie TPO-owned content may occur with the appropriate credit to the St. Lucie TPO provided with the notation: "Courtesy of the St. Lucie TPO". Any commercial use of content created or owned by the St. Lucie TPO is prohibited without written permission from the St. Lucie TPO. ST. LUCIE TRANSPORTATION PLANNING ORGANIZATION (TPO) REGULAR MEETING Wednesday, August 7, 2013, 2:00 pm 1. Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Approval of Agenda 5. Approval of Minutes • June 5, 2013 Regular Meeting 6. Comments from the Public 7. Comments from Advisory Committee Members (TAC/CAC/BPAC) 8. ConsentAaenda 8a. Mileage Reimbursement Rate: Adoption of Resolution 13-04 establishing a mileage reimbursement rate for the use of privately- owned vehicles for business travel authorized by the St. Lucie TPO. Action: Adopt or do not adopt Resolution 13-04 establishing a mileage reimbursement rate for the St. Lucie TPO. 9. Action Items 9a. St. Lucie County Expressway and Bridge Authority Residual Funds: Adoption of Resolution 13-OS accepting the transfer of St. Lucie County Expressway and Bridge Authority residual funds. Action: Adopt Resolution i3-O5 accepting the transfer of funds, adopt with conditions, or do not adopt. 9b. Congestion Management Process (CMP) Revised Implementation Plan: Review and adoption of the revised CMP Implementation Plan. Action: Adopt the revised CMP Implementation Plan, adopt with conditions, or do not adopt. Transportation Planning for Fort Pierce, Port St. Lucie, St. Lucie Village and St. Lucie County ust 7, 2013 St. Lucie TPO Regular Meeting Page 2 of 2 9c. 2013/14 List of Priority Projects (LOPP): Review and adoption of the LOPP for 2013/14. Action; Adopt the 20i3/i4 LOPP, adopt with conditions, or do not adopt. 9d. Social Media Action Plan and Policy: Review and adoption of the Social Media Action Plan and Policy for the St. Lucie TPO. Action; Adopt the Social Media Action Plan and Policy, adopt with conditions, or do not adopt. 10. FDOT Comments 11. Recommendations/Comments by Members 12. TPO Staff Comments 13. Next Meeting: The next St. Lucie TPO meeting is a regular meeting scheduled for 2:00 pm on Wednesday, October 2, 2013. 14. Adjourn NOTICES The St. Lucie TPO satisfies the requirements of various nondiscrimination laws and regulations including Title VI of the Civil Rights Act of 1964. Public participation is welcome without regard to race, color, national origin, age, sex, religion, disability, income, or family status. Persons wishing to express their concerns about nondiscrimination should contact Marceia Lathou, the Title VI/ADA Coordinator of the St. Lucie TPO, at 772-462-1593 or via email at lathoum@stlucieco.org. Persons who require special accommodations under the Americans with Disabilities Act (ADA) or persons who require translation services (free of charge) should contact Marceia Lathou, 772-462-1593, at least five days prior to the meeting. Persons who are hearing or speech impaired may use the Florida Relay System by dialing 711. Items not included on the agenda may also be heard in consideration of the best interests of the public's health, safety, welfare, and as necessary to protect every person's right of access. If any person decides to appeal any decision made by the St. Lucie TPO with respect to any matter considered at this meeting, that person shall need a record of the proceedings, and for such a purpose, that person may need to ensure that a verbatim record of the proceedings is made which includes the testimony and evidence upon which the appeal is to be based. Kreyol Avisven: Si ou to rinmin recevoua information sa en creole si I bous plait rele 772-462-1593. Espanol: Si usted desea recibir esta informacion en espanol, por favor Ilame al 772-462-1593.