EAST BERGHOLT PARISH COUNCIL
Media and Social Media Policy
East Bergholt Parish Council wishes to be open and transparent in the way it
considers information and takes decisions. The Council will pursue appropriate
opportunities to publish information about its activities with the intention of raising
awareness about what the Parish Council is doing. Feedback and ideas are
welcomed from the community.
By the Media – we mean print, broadcast or online professional media
organisations.
By Social Media – we mean user-generated online platforms such as Facebook.
1. Professional Media
• The Chair and/or the Vice-Chair of the Council should be aware of all
approaches from the media for statements or interviews.
• Any request from the media will be considered by the Chair and/or
the Vice-Chair of the Council who will determine the most
appropriate person to make a response on behalf of the Council.
• Every situation must be carefully assessed and in many cases a
response may not be appropriate.
• Councillors who see an article/item and consider a response by the
Council may be needed, should inform the Chair of the Council/Vice
Chair.
• In assessing whether or not a response is appropriate the following will
be considered:
(a) Is the article/item in question factually accurate?
(b) Would further discussion on the subject be
constructive?
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Media Releases
The Chair of the Council/Vice-Chair/Committee Chairs will identify issues and
stories that have the potential to be of interest to the public.
The Chair of the Council/Vice-Chair/relevant Committee Chairs are authorised to
issue media releases – although the Chair and/or Vice-Chair must have final
approval. A copy of the final media release will be sent to the Chair of the Council
and any Councillor who is quoted in the text prior to publication.
Media releases will be sent to relevant media outlets and will be posted on the
Council’s website and Facebook page.
2. Social Media
Media & Social Media are simply communication channelsand Councillors, Parish
Council employees and media consultants when delivering/posting messages on
social media on behalf of the Parish Council will be guided by theis policy in this
document. They must at all times seek to be accurate, professional in tone and
reflect the Parish Council’s views.
The Chair, Vice-Chair and Chair of Committees can represent the Parish Council
through any channels via the processes set out in this policy. They can also choose,
through social media channels, to express personal views, which might differ from the
Council’s position. In this case they must make clear that the view being expressed
is not the Council’s view.
Any other Councillor can also choose to express their own views on topics via social
media, with the same conditions as above. Other Councillors however cannot
represent the Parish Council through any channel without prior approval of the
Parish Council Chair.
Parish Council employees (Clerk and Assistant Clerk ) and any media consultant can
represent the Parish Council via social media channels through delegated authority
from the Chair of the Council. No Parish Council employee (including the Clerk and
Assistant Clerk) or media consultant can express personal views on Parish Council
matters through social media channels.
Requests from the Media
• The Chair of the Council should be aware of all approaches from the
media for statements or interviews.
• Any request from the media will be considered by the Chair of the
Council who will determine the most appropriate person to make a
response on behalf of the Council.
Responses to the Media
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• The Chair and Vice-Chair of the Council and Committee Chair are
authorised to respond to items in the media or social media which are
within their portfolios, preferably following appropriate consultation.
• Every situation must be carefully assessed and in many cases a
response may not be appropriate.
• Councillors who see an article/item and consider a response by the
Council may be needed, should inform the Chair of the Council/Vice
Chair/relevant Committee Chair as appropriate.
• In assessing whether or not a response is appropriate the following will
be considered:
(a) Is the article/item in question factually accurate?
(b) Would further discussion on the subject be
constructive?
• The Chair of the Council should be made aware of any response where
they are not involved in its preparation.
Media Releases
The Chair of the Council/Vice-Chair/Committee Chair will identify issues and
stories that have the potential to be of interest to the public.
The Chair of the Council/Vice-Chair/relevant Committee Chair are authorised
to issue media releases. A copy of the final media release will be sent to the
Chair of the Council and any Councillor who is quoted in the text prior to
publication.
Media releases will be sent to relevant media outlets and will be posted on the
Council’s website and Facebook page.
Managing and Posting on Social Media accounts
The Council understands the need to use social media channels to stay
connected to and interact with residents, customers and partners – whether
as individuals, groups or organisations. Social media can include any of the
following:
• East Bergholt Parish Council Website
• Facebook, Myspace and other social networking sites
• X and other micro-blogging sites
• Instagram and TikTok
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• Youtube and other video clips and podcast sites
• LinkedIn
• Blogs and discussion forums
Social media may be used by East Bergholt Parish Council for:
• Engagement with individuals and communities for the promotion of Council
based services, decisions and actions
• Distribution in whole or part information from council notices, agendas,
approved minutes and dates of meetings
• Information specifically agreed to be communicated to residents through
social media at Council meetings
• Advertising events and activities that East Bergholt Parish Council has
organised or co-organised, or supports as being beneficial for the
community
• Sharing good news stories relevant to East Bergholt residents •
Announcing new information relevant to people living in the area •
Providing and exchanging information about local services and events
• Supporting community cohesion, neighbourliness and resilience •
Gathering local resident’s views
• Promoting cultural events or tourism happening in the
area • Advertising staff vacancies
• Sharing relevant information from partner agencies such as Suffolk County
Council, Police, Library, Health etc.
• Posting or sharing relevant information from local community groups for
community benefit such as information from community associations,
community groups, schools, sports clubs and charities
• Providing links to appropriate websites and other social media accounts of
sites or organisations that have been approved by the Parish Council.
• Referring residents queries via social media to the Assistant Clerk for wider
dissemination to Councillors if required
In the use of social media accounts the Council will seek to ensure that legal
obligations and best practice guidelines are adhered to. The Council may
follow or subscribe to social media accounts of other users. This does not
imply endorsement of any kind. For example, links to the District Council.
Any photos published on social media channels will have the relevant
permissions.
Media accounts will be updated and monitored regularly and will be non
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political. Political posts will be removed and the Parish Council will not engage
on issues of party politics at any time.
Inappropriate language or anything that might contravene defamation,
copyright or data protection laws will be removed.
Online social media sites may occasionally be unavailable and the Parish
Council accepts no responsibility for any lack of service.
Use of social media by Parish Councillors,Employees and Media
Consultants
When participating in online communication, content must:
• Be responsible and respectful, accurate, informative and balanced
• Respect the privacy of other councillors, staff and
residents • Only publish original photos and videos with the
owners permission Publish original photos or videos with
permission
• Always disclose the identity and affiliation to the Council, never using false
names or pseudonyms
• Use good grammar and plain English
Parish councillors,council staff and media consultants must not-
•Give out the personal data of others on social media, including home address
and telephone numbers.
• Use an individual’s name in social media communications or post
information about an individual unless given written permission to do so
(publishing the personal data of individuals without permission is a breach of
GDPR legislation)
• Offer personal opinions about East Bergholt Parish Council. If a Councillor
or member of staff blogs, tweets or communicates online personally, and not
in the role as a Councillor or member of council staff, they must not claim to
act or give the impression that they are acting as a representative of the
Council i.e. they should not include web links to official Council websites,
Council logos, Council email addresses or any other Council identification as
this may give or reinforce the impression that they are representing the
Council.
• Present themselves in a way that might cause embarrassment to the
Council; they must protect the good reputation of the Council
• Make false or misleading statements
• Post personal or political content, content that is contrary to the democratic
decisions of the council or post controversial or potentially inflammatory
remarks
• Make derogatory, defamatory, discriminatory or offensive comments about
any person including council staff, councillors, the council or about the people,
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businesses and agencies the council works with and serves, or post online
activity that constitutes bullying or harassment. Language that may be
deemed offensive relating in particular to race, sexuality, disability, gender,
age or religion or belief should not be published on any social media site
• Publish photographs or videos of minors without parental permission
• Post any information that may be deemed libel (publishing untrue statements
about a person which is damaging to their reputation is libel and can result in
a court action)
• Post obscene material (publication of some obscene material is a criminal
offence and is subject to a custodial sentence)
• Conduct any online activity that violates laws, regulations or that constitutes
a criminal offence
• Bring the council into disrepute, including through content posted in a
personal capacity
Approved and adopted by East Bergholt Parish Council: 12/09/24
Next review: September 2025
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