CR 99-160 Marketing Pracices Policy 3-F
September 1, 1999
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Council Report 99-160
Marketing Practices Policy 3- F
Proposed Action
Staff recommends approval of the following motion: Move to approve Resolution 99-066 concerning
Marketing Policy 3-F ensuring standardized marketing practices for City newsletters. special reports and
brochures.
Approval of Marketing Policy 3-F will ensure that the City is following consistent practices when
reproducing the City's and other community organization's marketing material. The policy ensures the City
is only marketing programs, services and events.
Overview
Currently the City does not have a marketing policy. Whether or not the City's own information or other
community organization's information is reproduced is left up to the editor's discretion.
Approval of a Marketing Policy will ensure that the City is following a consistent set of standards before
reproducing information. The policy outlines the specific guidelines the City must adhere to before
publishing inside and outside material. The policy clearly states the City will only market programs, services
and events. The poli(i;y steers the City away from promoting competitive causes.
Staff is recommending that the Council adopt the Marketing Policy to ensure the City remain an impartial
organization.
Primarv Issues to Consider
· Does the City of Hopkins need a Marketing Policy?
. Does staff support the policy guidelines?
. What implications may arise because of this policy?
. Does the City have the fmal approval on submitted material?
Supportinl! Documents
. Staff analysis
. Marketing Policy 3-F
. Resolution 9 9 - d 8 5
~L1i
Bobbie L. Hartfiel, Community R
Council Report 99-160
September I, 1999
Page 2
Prima" Issues to Consider
. Does the City of Hopkins need a Marketing Policy?
Currently the City does not have a Marketing Policy. The City needs a policy to provide guidance~ on the
reproduction of marketing material. Without a Policy the City may unknowing promote an unsupported
cause or Issue.
· Does the City support the policy guidelines?
Staff has carefully reviewed the policy guidelines. The guidelines were designed to safeguard the City
from supporting a cause or issue. The policy ensures the City promote only programs, services and
events, from:
· organizations in which the City of Hopkins is part ofa cooperative agreement or
· organizations in which the city receives funding from or
. organizations in which there is a City appointed representative serving on its board
directors or
. another government agency.
· What implications may arise because of this Policy?
Some organizations that do not fall under the policy guidelines may wish to submit material.
The City is safeguarded against such occurrences because the policy states that the City has the fInal
approval of submitted material and may reject submissions.
· Does the City have the final approval on all material?
The policy clearly states the City has the fmal discretion on all submitted material and those submissions
will be printed if space is available. The Policy also states City news and information take priority over
non-city information.
POLICY 3-F
MARKETING PRACTICES
1. PURPOSE
1.01 City newsletters, special reports and brochures are the City of Hopkins' primary tool for
sharing factual information with citizens about city policies, programs and services, and
regulations. Through printed publications, the City seeks to: provide timely information about
municipal government and its services; create a sense of community; and promote awareness
of the City of Hopkins as an, efficient customer oriented organization. While sharing
municipal information is the primary objective of city publications, the City recognizes the
importance of helping other community organizations share news about programs, services
and events that may not be directly sponsored by the City of Hopkins. The purpose of this
policy is to provide guidance on the reproduction of marketing material submitted from
organizations, which mayor may not be sponsored by the City of Hopkins. The City of
Hopkins will consider reproduction of material if the sponsoring organization adheres to one
of the following policies.
2. POLICY
2.01 The City of Hopkins is part ofa cooperative agreement of the organization submitting the
news release.
2.02 The organization submitting the news release and sponsoring the event, service or program
receives funding from the City of Hopkins.
2.03 The organization sponsoring the event, service or program has a city appointed representative
serving on its board of directors.
2.04 The organization submitting the news release is another government agency offering services
or programs to the citizens of Hopkins.
3. IMPLEMENTATION
3.01 The City of Hopkins will respect all organizations in that the content of all marketing material
will pertain only to the programs and services provided by the organization.
3.02 City of Hopkins will use its discretion on fInal approval of submitted material.
3.03 Submission will be printed if space is available. City news and information will take priority
over non-city information. All submissions will be edited for length clarity and style.
CITY OF HOPKINS
Hennepin County, Minnesota
RESOLUTION NO. '99-085
WHEREAS, the City Council of the City of Hopkins has approved a document entitled the
Legislative Policy Manual to provide uniform guidelines on City policies so that
actions taken are consistent and fair; and
WHEREAS, additions and revisions to this manual may be implemented by resolution of
the City Council; and
WHEREAS, the Hopkins City Council has determined that a Legislative Policy needs to
be created which will provide guidance on the reproduction of marketing material
submitted from organizations, which may are may not be sponsored by the City of
Hopkins;
NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Hopkins
hereby adopts the attached Legislative Policy #3-F.
Adopted by the City Council of the City of Hopkins this 7th day of September, 1999.
By
Charles D. Redepenning, Mayor
ATTEST:
Terry Obermaier, City Clerk