Newsletters

1. Purpose

This policy outlines the guidelines for the creation, distribution, and content of newsletters issued by [Council Name]. The purpose of these newsletters is to provide clear, accurate, and timely information to the public, fostering transparency and engagement.

2. Scope

This policy applies to all newsletters produced and distributed by [Council Name], regardless of format (e.g., print, electronic, social media).

3. Roles and Responsibilities

  • Communications Department: Responsible for the production, distribution, and maintenance of newsletter mailing lists.

  • Department Heads: Responsible for providing relevant content for their respective areas.

  • Council Members: May contribute content or suggestions as deemed appropriate.

4. Content Guidelines

Newsletters should include the following types of content:

  • Council Decisions: Summaries of key decisions made by Council, including the rationale and implications.

  • Upcoming Events: Information about council meetings, public consultations, and other relevant community events.

  • Project Updates: Progress reports on major projects undertaken by the Council.

  • Community News: Stories about local initiatives, achievements, and challenges.

  • Public Service Announcements: Information about changes to services, regulations, or programs.

  • Contact Information: Clear and accessible contact information for relevant departments or individuals.

Newsletters should NOT include the following types of content:

  • Political Campaigning: Promotion of specific candidates or parties.

  • Commercial Advertising: Promotion of products or services, except for public service announcements or sponsorships clearly identified as such.

  • Discriminatory or Hateful Content: Any material that promotes discrimination or hatred based on race, ethnicity, religion, gender, sexual orientation, or other protected grounds.

  • Misleading or Inaccurate Information: All information should be verified and presented in a clear and objective manner.

5. Frequency and Distribution

The frequency of newsletters will be determined by the Communications Department, taking into account the volume of relevant content and the needs of the community. Newsletters will be distributed through various channels, including:

  • Email: To subscribers on the Council's mailing list.

  • Website: Posted on the Council's website and social media channels.

  • Print: Distributed to public buildings, libraries, and other relevant locations (if applicable).

6. Evaluation and Feedback

The Communications Department will regularly evaluate the effectiveness of newsletters through surveys, analytics, and feedback mechanisms. This feedback will be used to improve the quality and relevance of future newsletters.

7. Policy Review

This policy will be reviewed annually by the Communications Department and updated as needed to reflect changes in technology, communication practices, or Council priorities.

8. Approval

This policy is subject to approval by [Council Name].

[Date]

[Signature]

Please note that this is a sample policy, and you may need to modify it to fit your specific council's needs and regulations. It is always a good idea to consult with legal counsel to ensure compliance with all applicable laws.