II. Policy The communication requirements under this policy vary based on the types of messages being delivered to external individuals and organizations. The Communications Specialist is responsible for communicating messages electronically that are prepared and submitted by Department Heads or their designee within 3 days of submission. This policy identifies the different types of communication messages, those messages that must be reviewed and approved by the Village Manager or Assistant Village Manager prior to delivery, the methods available for use when communicating information, and the desired timing of submission and delivery of communication messages. Volunteer committees and boards are required to forward any external committee communications to the Communications Specialist for review and distribution. A. Written External Communications All Village communications fall into one of two categories: routine or significant. Specific requirements for how and when communications occur vary based on the type of key messages that fall into one of these two categories. Routine and Significant Communications Routine communications involve general, non-controversial subject matter that is distributed in the normal course of business and is oftentimes distributed frequently. Significant communications involve existing or potential threats to public safety, welfare, or property; items that may affect the Village’s image; items that may affect citizen confidence in their government; or issues that have the potential to become controversial in some way. All significant communications require the approval of the Village Manager or an Assistant Village Manager. However, if the safety and welfare of the public are in imminent danger, prior approval is not required and public safety employees should notify the Village Manager, Assistant Village Managers, and the Communications Specialist of the communication as soon as possible. Communications Matrix The Communications Matrix identifies key messages as either routine or significant. It includes a list of key messages and the timeframe for which the messages should be distributed. The matrix also includes the key audiences for messages to help determine the most appropriate methods of distribution. All electronic communications, including press releases, which are distributed externally should be routed through the Communications Specialist for distribution. Department Heads and the Communications Specialist should strive to submit and distribute communication messages within the timeframe indicated in the Communications Matrix.
Village of Pinehurst – External Communications Policy
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