Press and Media Policy
For
Welby Parish Council
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Notes of changes in updated versions
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Version No.
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Date of approval and adoption
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Press and Media Policy adopted.
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1.0
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14th May 2020
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1 INTRODUCTION
1.1 The purpose of this policy is to define the roles and responsibilities within Welby Parish
Council for working with the media and deals with the day-to-day relationship between Welby Parish Council and the media.
1.2 It is not the intention of this policy to curb freedom of speech or to enforce strict rules
and regulations. Rather, it provides guidance on how to deal with issues that may
arise when dealing with the media.
2 KEYS AIMS
2.1 Welby Parish Council is accountable to the local community for its actions and this can only be achieved through effective two-way communications. The media – press, radio, TV, internet – are crucially important in conveying information to the community so Welby Parish Council must maintain positive, constructive media relations and work with them to increase public awareness of the services and facilities provided by Welby Parish Council and to explain the reasons for particular policies and priorities.
2.2 It is important that the press have access to the Clerk/Councillors and to background
information to assist them in giving accurate information to the public. To balance
this, Welby Parish Council will defend itself from any unfounded criticism and will ensure that the public are properly informed of all the relevant facts using other channels of communication if necessary.
3 THE LEGAL FRAMEWORK
3.1 The law governing communications in local authorities can be found in the Local
Government Acts 1986 and 1988. The Council must also have regard to the
governments Code of Recommended Practice on Local Authority Publicity.
3.2 The Parish Council’s adopted Standing Orders should be adhered to.
4.0 CONTACT WITH THE MEDIA
4.1 The Clerk and Councillors should always have due regard for the long-term reputationof the Council in all their dealings with the media.
4.2 Confidential documents, exempt Minutes, reports, papers and private correspondence should not be leaked to the media. If such leaks do occur, an investigation will take place to establish who was responsible and appropriate action taken.
4.3 When the media wish to discuss an issue that is, or is likely to be, subject to legal
proceedings then advice should be taken from Welby Parish Council’s solicitor before any response is made.
4.4 There are a number of personal privacy issues for the Clerk and Councillors that must be handled carefully and sensitively. These include the release of personal
information, such as home address and telephone number (although Member contact details are in the public domain); disciplinary procedures and long-term sickness absences that are affecting service provision. In all these and similar situations, advice must be taken from the Clerk before any response is made to the media.
4.5 When responding to approaches from the media, the Clerk or Chairman are authorised to make contact with the media.
4.6 Statements made by the Chairman or the Clerk should reflect the Council’s opinion.
4.7 Other Councillors can talk to the media but must ensure that it is clear that the opinions given were their own and not necessarily those of the Council.
4.8 There are occasions when it is appropriate for Welby Parish Council to submit a letter, for example to explain important policies or to correct factual errors in letters submitted by other correspondents. Such letters should be kept brief and balanced in tone and correspondence should not be drawn out over several weeks. All correspondence must come from the Clerk.
5 ATTENDANCE OF MEDIA AT COUNCIL MEETINGS
5.1 The Local Government Act 1972 requires that agendas, reports and minutes are sent to the media on request.
5.2 The media are encouraged to Welby Parish Council meetings and seating and workspace will be made available.
5.3 Any filming or taping of Welby Parish Council proceedings by the media must be with prior notice to the Clerk and Chairman of the meeting (see Standing Orders).
6 PRESS RELEASES
6.1 The purpose of a press release is to make the media aware of a potential story, to provide important public information or to explain Welby Parish Council’s position on a particular issue. It is the responsibility of the Clerk and Councillors to look for opportunities where the issuing of a press release may be beneficial.
6.2. The Clerk or any Councillor may draft a press release, however they must all be issued by the Clerk in order to ensure that the principles outlined in section three (Legal Framework) are
adhered to, that there is consistency of style across Welby Parish Council and that the use of the press release can be monitored.