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CC - Item 2E - Website Content PolicyROSEMEAD CITY COUNCIL STAFF REPORT TO: THE HONORABLE MAYOR AND CITY COUNCIL FROM: OLIVER CHI, CITY MANAGER DATE: SEPTEMBER 23, 2008 SUBJECT: WEBSITE CONTENT POLICY SUMMARY Staff has been working on the redesign of the City website, which will launch next week. The purpose of the City web site is to provide residents and the community with information about City policies, programs, services, events and operations. Information on the City's website will compliment information/communication that will continue to be provided through City newsletters, news releases, meetings, and in- person contacts at City facilities. The website is not intended to function as a public forum, therefore the policy establishes criteria that enables the City to reserve the right to grant or deny requests to post information or establish links. Staff Recommendation Staff recommends that the City Council approve the attached Website Content Policy (Attachment A). PUBLIC NOTICE PROCESS This item has been noticed through the regular agenda notification process. Prepared by: A V t4 ~l Aileen Flores Public Affairs Manager Attachment A: Website Content Policy ITEM NO. 2E APPROVED FOR CITY COUNCIL AGENDA: O ATTACHMENT A • Policy Number: 10-11 P CITY OF fZOSEMEAD Date Established: September 23, 2008 Administrative Policy Manual Date Revised: September 23, 2008 '~°-d~rt° City Manager Approval: SUBJECT: WEBSITE CONTENT POLICY PURPOSE: To establish procedures for administering and revising the City's website General Policy: The City's website is intended to provide the public with an alternative method for: 1) obtaining information about the policies, programs, and services provided and/or administered by the City of Rosemead; 2) conducting business with the City; 3) communicating with the City Council and the City's administrative staff; and, 4) accessing various public records maintained by the City. The website is not intended to function as a public forum so the City reserves the right to grant or deny requests to post information or establish links to websites controlled or maintained by other entities. Decisions to grant or deny requests for such links will be based on the criteria spelled out in Provisions 3 through 6 of this policy. Provisions: 1. The City of Rosemead website includes documents, databases, log files, web pages, and other information residing on the web server provided by the City's internet contractor and owned by the City. 2. The Public Affairs Manager will work with the City's Business Units to provide general management of the City website. Specific responsibilities include: a) Developing and ensuring compliance with technical standards and protocols; b) Responding to requests from outside organizations regarding the establishment of links to and from the City website; C) Providing or arranging for training of department website representatives, and; d) Reviewing all proposals to significantly rewrite or redesign pages on the City website. 3. The City website will contain only information that is specifically related to the City of Rosemead and/or City-sponsored activities, programs, and services. a) No commercial advertising will be displayed on the City website. Page 1 of 2 Page 2 of 2 Policy 10-11 Website Content Policy 4. The City website, under community links and directory, may contain hyperlinks to websites not directly controlled or maintained by the City, provided the sites meet at least one of the following criteria and advances the purpose of the City's web site as stated in the General Policy: a) is maintained by a state, local, or federal government agency, a local school or library board, or a quasi-governmental agency (i.e., water district or sanitation district) with jurisdiction in all or part of Rosemead; b) is maintained by a private educational institution operating within the City of Rosemead and that is accredited by the Western Association of Schools and Colleges or similar state, regional, or national accrediting organization; C) is maintained by a not-for-profit charitable, recreational, or cultural organization serving the Rosemead community and receives direct financial support from the City of Rosemead; or d) is maintained by a public provider of a utility service for customers within Rosemead. 5. Links shall not be made to any website that: a) is maintained by any political party, or; b) is maintained by any organization whose primary purpose is to, or that spends a substantial amount of time and/or resources to, support or seek to defeat any candidate for elected office or any ballot proposal. 6. Requests to include a link to another site will be reviewed by the City Manager and/or Public Affairs Manager, who will then approve or deny the request based on compliance with the above criteria and the purpose of the web site as stated in the General Policy. 7. Each Business Unit will assign at least one person to act as its City website representative. Business Unit's may designate additional representatives as deemed necessary by the department head. a) The appropriate Business Unit representative will be responsible for updating routine information on existing web site pages (i.e., adding minutes/agendas, posting job opportunities, listing recreation class schedules, etc.). All designated representatives will be provided the training and computer server access necessary to make these types of changes without additional assistance. 8. Adding new pages to the site or significantly rewriting/redesigning existing pages will require the review and approval of the Public Affairs Manager and Department Directors. a) Generally, the addition of new pages will be done by the appropriate Business Unit website representative. The design shall be similar in style to the overall website in terms of colors, graphic elements, font style and size, etc.