Communications, Media And Social Media Policy
FISKERTON PARISH COUNCIL
COMMUNICATIONS, MEDIA AND SOCIAL MEDIA POLICY
Adopted by Council on: 2/04/26
1. Introduction
1.1 Fiskerton Parish Council (“the Council”) is committed to the provision of accurate, timely, balanced, and accessible information about its governance, decisions, and activities.
1.2 Effective communication is essential to maintaining public confidence and ensuring transparency, accountability, and compliance with statutory obligations.
1.3 This policy sets out the framework for communications by the Council, Councillors, and staff, including correspondence, media engagement, and social media use, in accordance with NALC guidance, the Council’s Code of Conduct, and relevant legislation.
2. Scope
2.1 This policy applies to:
- All Parish Councillors
- All Parish Council employees
- Any individual authorised to communicate on behalf of the Council
2.2 The policy covers:
- Written and electronic correspondence
- Email and telephone communications
- Press and media relations
- Social media and online platforms
2.3 This policy applies equally to communications made in both an official and personal capacity where Parish Council business is referenced.
3. Legal Framework and Standards
3.1 This policy operates within the requirements of, but not limited to:
- Local Government Act 1972
- Local Government Act 1986
- Public Bodies (Admission to Meetings) Act 1960
- Freedom of Information Act 2000
- Data Protection Act 2018 and UK GDPR
3.2 The Code of Conduct applies to all forms of communication, including online and social media activity.
3.3 Councillors and staff must ensure that communications:
- Are lawful
- Do not disclose confidential or exempt information
- Do not bring the Council into disrepute
4. Principles of Communication
4.1 All Council communications shall be:
- Accurate, objective, and balanced
- Clear, concise, and informative
- Respectful and professional in tone
- Non-political and non-discriminatory
4.2 The Council will comply with the Code of Conduct at all times.
5. Official Point of Contact
5.1 The Parish Clerk is the Council’s principal point of contact.
5.2 All correspondence addressed to the Council must be directed to:
5.3 Where the Council resolves that a Councillor may act as a point of contact for a specific matter, all correspondence must be copied to the Clerk.
6. Correspondence Management
6.1 The Clerk is responsible for managing incoming and outgoing correspondence on behalf of the Council.
6.2 Relevant correspondence will be circulated to Councillors by the Clerk where required for information or decision‑making.
6.3 No individual Councillor or Officer shall be the sole custodian of Council correspondence or information.
6.4 Councillors do not have an automatic right of access to confidential information unless a demonstrable “need to know” exists.
6.5 Correspondence shall be responded to as soon as practicable. Where delays occur, a holding response should be issued.
7. Councillor Email Monitoring, Preparation, and Meeting Readiness
7.1 Councillors are expected to regularly monitor their email accounts for correspondence relating to Parish Council business.
7.2 Email is the primary method by which the Parish Clerk circulates agendas, reports, correspondence, and supporting documents, and Councillors are expected to make reasonable efforts to read and engage with such communications in a timely manner.
7.3 Councillors are expected to read the agenda and all supporting papers prior to attending a meeting, in order to be properly informed and able to participate effectively in discussion and decision-making.
7.4 Where a Councillor is unable to access email for a period of time (for example due to illness or holiday), this should be communicated to the Parish Clerk where practicable.
7.5 Failure to regularly monitor email or to read agendas and supporting documents in advance of meetings may hinder the effective operation of the Council and may impact the Council’s ability to meet statutory and governance obligations.
7.6 This section should be read in conjunction with the Council’s Standing Orders, Code of Conduct, and this policy.
8. Agenda Items and Information Circulation
8.1 Agendas must be clear, lawful, and sufficiently detailed to allow informed decision-making by Councillors and understanding by the public.
8.2 Items for information only should be kept to a minimum.
8.3 All information circulated to Councillors outside formal meetings must be issued via the Clerk.
9. Media and Press Relations
9.1 The Council will cooperate with the media where possible, subject to legal restrictions.
9.2 All press releases, media statements, and public comment must be approved by:
- The Chair of the Council, or
- The Chair of the relevant Committee
9.3 Official statements shall normally be issued by the Clerk or an authorised Officer.
9.4 Councillors not authorised to speak on behalf of the Council must make clear that any views expressed are personal and must not be represented as Council policy.
10. Complaints from the Public
10.1 Complaints received by Councillors or staff must be handled in accordance with the Council’s adopted Complaints Procedure.
10.2 Complaints must not be dealt with informally outside the agreed process.
11. Councillor Correspondence to External Bodies
11.1 Correspondence to external bodies on behalf of the Council should normally be sent by the Clerk.
11.2 Where a Councillor corresponds in an official capacity:
- The communication must be authorised by Council resolution
- A copy must be sent to the Clerk
- The correspondence must clearly state “Copy to the Clerk”
12. Communications with Parish Council Staff
12.1 Councillors must not give instructions to staff unless authorised by:
- Council resolution, or
- Properly delegated authority
12.2 No Councillor may issue instructions that conflict with Council decisions.
12.3 Contact with staff must be appropriate, proportionate, and relevant to Council business.
12.4 Meetings with the Clerk or Officers should be arranged by prior appointment.
13. Social Media – General Principles
13.1 Social media includes (but is not limited to):
- The Parish Council website
- Facebook and other social networking sites
- Twitter/X and other platforms
- Blogs and online forums
13.2 Social media supplements, but does not replace, formal communication channels.
14. Use of Social Media by the Council
14.1 Social media may be used to:
- Publish agendas, minutes, and meeting notices
- Promote events and activities
- Advertise vacancies
- Share good news and community information
- Share information from partner agencies
14.2 Official Council social media accounts shall be administered by the Clerk, Chair, or staff nominated by the Clerk.
15. Social Media Code of Practice
15.1 All Council-related social media content must:
- Be accurate and factual
- Be civil and respectful
- Not be political advertising
- Not include personal data without consent
- Not disclose confidential or exempt information
15.2 Councillors and staff remain personally responsible for content posted in both official and personal capacities.
16. Public Engagement and Moderation
16.1 The Council’s social media platforms are not monitored continuously.
16.2 Messages sent via social media are not considered formal contact with the Council.
16.3 The Council reserves the right to remove content that is:
- Abusive, defamatory, or offensive
- Unlawful or in breach of copyright
- Commercial or spam-related
- Irrelevant to Council business
16.4 A nominated moderator appointed by the Council has authority to remove inappropriate content.
17. Public Notice, Agendas and Information Publication
17.1 Meeting Agendas
Agendas for all Parish Council meetings will always be displayed on the village noticeboard situated next to the playground at the Village Hall at least three (3) days prior to the meeting.
17.2 Website Publication
Meeting agendas and minutes will be published on the Parish Council website:
https://fiskerton.parish.lincolnshire.gov.uk/
17.3 Social Media Use
The Council’s Facebook page will be used to publicise meeting information, notices, and other relevant Council communications, in line with this policy.
17.4 Village Newsletter
Where information is considered relevant or important to all residents, it will be included in the monthly village newsletter.
18. Review and Governance
18.1 This policy will be reviewed periodically or following changes in legislation.
18.2 Amendments must be approved by full Council.