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60 <br /> Appendix A: <br /> Media Relations Policy <br /> The following procedures and standards will be used by all departments as applicable <br /> to media relations within the City of Clayton. Refer questions to the Communication <br /> Coordinator. <br /> 1. Spokesperson. In most cases, there will be one spokesperson designated for <br /> responding to each media inquiry. For Citywide inquiries, the spokesperson will <br /> most often be the City Manager or the Communication Coordinator. For <br /> department-related issues, the spokesperson will most often be the Department <br /> Director. The spokesperson will work directly with the Communication <br /> Coordinator to ensure that information for specific media issues is <br /> communicated appropriately. <br /> 2. Primary City Contact. The City Manager and the Communication Coordinator <br /> will serve as the primary source of City information, providing background <br /> information about City issues, projects and services. <br /> 3. Responsiveness. Priority attention will be given to all media inquiries. Every <br /> effort should be made to meet the media's deadlines and ensure that all <br /> information released is accurate. Accuracy of information takes precedence <br /> over media deadlines. If another priority prevents an immediate response, a <br /> courtesy call should be made to the reporter confirming the information being <br /> requested and advising when the City's response will be made. <br /> 4. Non-routine Media Requests. These types of requests should be forwarded to <br /> the City Manager or Deputy City Manager prior to response. These may include <br /> responses that require the interpretation of policy, employee information or <br /> emergency situations. <br /> S. Sensitive and Controversial Issues. These issues often become headlines for <br /> the news media. Sensitive and controversial issues pertaining to internal <br /> operations of the City should be immediately forwarded to the City Manager or <br /> Deputy City Manager to prepare for and respond to media inquiries. <br /> 6. Public Records Requests. Public records requests from the general public or <br /> media must be made in writing in accordance with the City's Request for Public <br /> Records policy. All public records requests will be forwarded to the City Clerk <br /> immediately upon receipt. <br /> 7. News Releases. News releases will be prepared and issued by the <br /> Communication Coordinator as newsworthy information becomes available or as <br /> events occur. <br /> 8. News Conferences. News conferences will be held at the direction of the Mayor <br /> or the City Manager to announce or respond to an issue of significance or <br /> controversy. The City will respond with a united voice pertaining to facts, <br /> information, rules and emergency or crisis procedures in a manner consistent <br /> with the established policies and rules of the City. <br /> 21 <br />