1. Carla Pendergraft Carla Pendergraft Associates www.carlapendergraft.com

2.  How many have a personal Facebook profile?  How many have a Facebook page for their business?  How many use Twitter?  How many use YouTube?  How many on LinkedIn?  Flickr or other photo sharing site?  How many maintain a blog?  Any other sites I’ve missed?

3.  Intro to social media  City of Midland’s presence on social media  Other Texas cities and social media  Facebook privacy tips  Issues for municipalities  Social media and the hiring process  Social media posting tips, “do’s and don’ts”  Computer security and email  Emerging technologies

4.  The use of web-based and mobile technologies to turn communication into interactive dialogue.  Many sites on the internet now have a social aspect.  Reviews, comments, and interaction make it a social site.  Amazon.com is social-driven. We use reviews to make decisions to buy.

5.  Social networking now accounts for 22% of all time spent online in the US.  As of June, 2011, Facebook has 750 million users.  The total population of the earth is 6.93 billion  13% of Americans are on Twitter.

6.  www.youtube.com/watch?v=lFZ0z5Fm-Ng

7.  One-way communication  “Push” information to the consumer or citizen  Tell the citizen what he/she needs to know

8.  Two-way dialog  “Pull” the consumer or citizen in  Ask the citizen what he/she wants  Take advantage of the power of the weak ties

9.  Mark Granovetter researched how people obtain jobs for his Harvard doctoral thesis in 1970.  Most positions were obtained through weak ties, not strong ones.  Not through a family member or a friend; rather, through an acquaintance.  This shows the power of social media.

10.  Two main purposes:  Disseminate time-sensitive information to citizens ▪ Warnings, alerts, emergency information, street closures  Broadcast promotional messages and information to the widest possible audience ▪ Upcoming events, conservation tips, budget information, etc.

11.  Twitter:  real-time tracking of crimes in progress. “Yellow Cannondale bike stolen at 4 th and Archer. Keep an eye out for it.”  “Arrested” … “in a plane crash”  Link to City statistical reports, budget docs, etc.  Awards won, recognition of staff  Request ideas from citizens

12.  Facebook:  Cross-post crime surveillance footage or mug shots of “Most Wanted”  Post crime prevention videos  Promote upcoming events to a wide audience; encourage reposting  Ask citizens for input on anything from naming a park to requesting reports on potholes

14.  Channel Views:14,500  Total Upload Views:98,595  Subscribers:77

15.  Stolen wallet – 290 views (most recent)  Trailer theft – 150 views  Robbery at 7-11 – 240 views  Stolen credit card – 816 views  7-11 break-in – 1082 views  Aggravated Robbery – 1,241 views

16. Green: community information Yellow: advisories Generally press releases The profile is “certified” Nixle was created to help law enforcement agencies communicate with their publics in a secure way. Supports SMS (text message) alerts.

17. Set up as a group 17 members 82 photos Huge potential!

18. Powered by Constant Contact, the city offers three newsletters: City of Midland e-news Midland Police Department E- News Jerry Morales E-News

21.  Terms and conditions are prominent in “About” box  City does not follow anyone, therefore cannot receive “Direct Messages”  However, City can be addressed by using @CityOfMidland in a tweet.

22. Job postings DJ’s performing Visitors commenting on what they see All in the last 16 hours

23. Some of these look like official municipal pages, but aren’t.

24.  Free tools  Monitor keywords  “Midland, tx”, “mayor smith”, etc.  Manage multiple accounts – Facebook, Twitter, LinkedIn, FourSquare, etc.  Especially useful for law enforcement

25.  Online profiles on LinkedIn are much like resumes  Recruiters spend most of their time researching on LinkedIn  It is the most professional of all social media websites

26.  It is an excellent way to get to know your colleagues in a more in-depth way  Identify “deep talent” within the organization  Video statements on LinkedIn are fast becoming required for university admissions and as a differentiation tool for job seekers

28. 2,435 “Likes” 20 Check-ins

29. City of Cedar Park, Texas City of Emory, Texas City of Georgetown, Texas City of Burleson, Texas City of Rowlett, Texas City of Plano, Texas City of Joshua, Texas City of DeSoto, Texas City of Kemp, Texas City of Snyder, Texas City of Manor, Texas City of River Oaks, Texas City of Cedar Park, Texas Beaumont, Grapevine, Galveston, etc… City of Kennedale, Texas City of Benbrook, Texas City of Pasadena, Texas City of Pearland, Texas City of Eastland, Texas City of Granite Shoals City of Del Rio, Texas City of Hudson Oaks, Texas City of Robert Lee, Texas City of Sansom Park, Texas City of San Angelo Texas (4,872 Likes) San Angelo, Texas (9,479 Likes) City of Round Rock, Texas (2,918 Likes) City of Waco, Texas

30.  City of Houston – missing  City of Austin – 2,059 Likes  City of Dallas - Missing  City of Fort Worth – Missing

31.  How many citizens voted in the last city council election?

32. About A page by City Councilman, Paul Alexander We're here to uncover a vision for our city. What's yours? What do you see in our future? What do you want San Angelo to become? Also post News, Events, Politics and Discussions.(Keep it clean!)

33.  I know the city budget is boring but they seem to be having a hard time deciding between fluff( money that does not have to be spent to keep the city running ) and the neccesities IE streets, water and public safety. Pay attention,times are tough we need core sevices more than we we need parks.The city is on a limited budget and OEM costs on non essential items are killing us. Parks and walking trails are nice but taxes are high enough I would like roads that are drivable, good drinking water and cops and firemen to keep us safe!  June 28 at 5:23pm June 28 at 5:23pm

34.  I believe ALL FIREWORKS (POPS CONCERT-COLTS STADIUM FIREWORS) should ALL be cancelled do to the fact that San Angelo ONLY has 2 years of water supply left, and if something catches fire-does the city not UNDERSTAND that WATER will be used to put it out? And anyway, I believe the city would rather have a WOOD Bar-B-Q at home with our family,thats right we can't do that---were not as SMART as the City.

35. Is the city going to ban charcoal in a controlled pit on the 4th? I understand camp fires, but a pit is totally different. Especially with the fireworks being shot air... June 28 at 2:07pm Zackery CainZackery Cain Ryan wood and charcoal are in that ban. I think we need to get that ordinance changed for residential property.June 28 at 2:32pm · 2 people2 people Paul AlexanderPaul Alexander I tried today at council, but hit a dead end.June 28 at 3:46pm Zackery CainZackery Cain Dang for just this weekend or the whole ordinance change?June 28 at 3:48pm

36.  Competition for “likes” with City of San Angelo  Which is the Official Page?  What if the Councilman is not re-elected? What happens to the 9,400+ fans?  Who owns the information?  Who owns the page?

37.  Free and open exchange of information  Citizens can express their views to their Council representative

38. Negative posts are addressed, not deleted.

39. Go to Account – Privacy Settings

40. The most conservative setting is to allow “Friends Only” to see your Facebook status, photos, posts, etc.

41. Under “Connecting on Facebook,” click on “View Settings”

42. Everyone: Search for you Send you friend requests Send you messages See your friend list Friends of Friends: See your education and work See your city/hometown See your likes, activities

43. Click on Account – Settings. Then choose Facebook Ads tab. Change your third party ad settings to “No One” so your photo can’t be used in ads. Change your Ads and Friends settings to “No One.”

44.  You can choose who you share an individual post with – Everyone, Friends, or Friends of Friends.

45.  Click on Account – Account settings.  Click on Account Security.  Check all three boxes –  Secure browsing  Login notifications  Login approvals  Requires you to link your phone to your Facebook account.

46.  Consider creating a group for your close friends and/or family.  Post separately to them.  That way, you can keep your personal life separate from your general profile on Facebook.

47. Facebook is here to stay. “I’m currently in a standoff… kinda ugly, but ready for whatever.”

49.  If the City creates a blog, or Facebook page, or a Twitter account, the information posted is part of the records that municipalities are required to keep according to the Texas Public Information Act, unless the information is available elsewhere.

50.  If a citizen makes a comment on the City’s Facebook or Twitter page, is that comment part of the official public testimony on an issue?  Is it a substitute for a formal statement in a public hearing process?

51.  City of Midland’s Terms and Conditions statement explicitly addresses these issues.

52.  If a City Councilmember starts a blog, or a Facebook page, or a Twitter account, might it produce a “walking quorum” if public business is discussed, and other city councilmembers post a comment or response?

53.  If a City Councilmember reads the blog or Facebook postings of another city councilmember, does it constitute “discussion in advance of the decision” because you are now aware of their position on an issue, even if you don’t comment on it?  Is this different from a guest editorial in the newspaper?

54.  City staff should be encouraged to attend seminars on social media aimed at addressing these issues for their profession or specialty  Records, IT, City Attorneys, HR, etc.

55.  The City Attorney should advise on whether city councilmembers should be told not to post on each others’ pages  City councilmembers can refuse to be “friends” on Facebook  One can “block” people on Twitter and Facebook

56.  Most cities are now crafting social media policies that cover who can access social media and under what conditions.  Employees do have some freedom of speech rights when posting as a citizen  Rights may become more constricted when posting as an official of the City

57. Allows City to back up City’s Facebook page, Twitter, and Flickr in case of open records requests

58.  Can a candidate possibly sue us for discrimination if he or she believes we declined to hire based on the fact that we saw something we didn’t like on a social media page? Examples: sexual orientation, evidence of heavy drinking.

59.  Does the candidate know in advance that his or her presence on various social media sites might be used as part of the hiring decision?  Who should do the social media research - the hiring manager, or H.R., or someone else?  Has the candidate given permission? Must permission be granted?

60.  Is there a difference in how we treat various candidates – for example, is it permissible to research a police officer candidate’s presence on social media, or a librarian candidate, or a department head candidate?

61.  Long ago, resumes were required to contain personal data.  Height  Weight  Marital Status  Over time, these were deemed not to be legal questions for hiring managers to ask.

62.  With social media, hiring managers now have access to much of this data on potential hires.  A study by Microsoft showed that 79% of managers have reviewed postings on social media sites to screen candidates.  70% have rejected a candidate based on what they found.

63.  Can a candidate find out social media was consulted?  Can they find out that information not relevant to the hiring decision may have played a part in not being hired?

64.  Story of a Texas non-profit association and a controversial blog

65.  Those surveyed said they were looking for information about the candidate's lifestyle, inappropriate comments left, unsuitable photos and videos, memberships in certain groups, and inappropriate comments left by friends, family, and colleagues.

66.  Some of what is posted online is not controlled by the applicant  You may not be looking at the correct person’s profile.  Hackers can impersonate people  It takes a long time to fight this if it happens.  Remarks taken out of context can seem harsher than intended

67.  Discriminating against a candidate on the basis of age, gender, relationship status, national origin, disability, or pregnancy status is against the law.  How do you prove you didn’t discriminate if you viewed a profile photo that showed some of these aspects?

68.  Photos of people with a drink in their hand  Photos of people with a same sex partner  Could be a brother or friend  Photos of people in a wheelchair  Photos of people who are gray haired  Posts espousing a strong view on politics

69.  People use a different style of language when addressing friends than they do in a formal setting  Does that mean they will be a bad employee?

70.  Disparate impact on a class of people can occur if you screen someone out because they do not have a presence on social media  Older adults  Those without access to computers  Those who are just not interested in social media  The population on social media networks is not indicative of the total applicant pool.

71.  5% of LinkedIn members are African- American (vs. 12.8% of general population)  2% are Hispanic

72.  It should be clear to all staff whether social media can be consulted during the hiring process and under what conditions.  It should be clear to the candidate whether social media will be checked as part of the background check.

73.  If you use social media to make judgments about a candidate, you must look at the same information for all candidates;  And you must document this process.

76.  Employees with smartphones (iPhones, Androids, BlackBerrys) can access their personal social media accounts anytime during the day.  They don’t need the City network to do it.  However, posting times can be inaccurate. Don’t assume they were not on a break or lunch hour when you see a post.

77.  Consider banning or controlling the presence of smartphones during meetings  Talk to employees about only texting/posting during personal time - breaks or lunch hours  Mute the ringtone at minimum  Managers must set the example  Do managers accept personal calls and texts in front of employees?

78.  If you choose to identify yourself as a City of Midland employee, or discuss matters related to the City on a personal Web site or blog, many readers will assume you are speaking on behalf of the City.

79.  Use a disclaimer. Make it clear that the views you are expressing are yours alone and not those of the City of Midland.  Be Transparent. If you do discuss the City of Midland, then you have a duty to disclose your role within the organization.  Be Accurate. Even though your posts may be primarily made up of personal opinion, do your research well and check that your facts are accurate.

80.  Be Considerate. In choosing your words and your content, it’s a good practice to imagine that your manager and your family are reading everything you post. If you do have suggestions, carry them through proper channels.

81.  If you witness illegal, unsafe or unethical conduct by a City of Midland employee or volunteer, report it to your manager immediately. If there is immediate danger, call 9-1-1.  Don’t post about it – report it.

82.  Don’t reveal confidential information. As a City employee, you have access to much confidential information. None of this belongs in social media postings. Even if you have a private profile, assume everything you write is subject to being discovered.  Even the biggest, most secure banks have suffered breaches of security from hackers. Facebook is subject to this, too.

83.  Use a secure password. This is the front line of defense against hackers.  Don’t use the same password for all your accounts. The majority of people do this, and hackers know it.  Use a combination of letters, symbols, and mixed cases  Change it from time to time.

84.  Monitor your presence and reputation.  Set a Google alert on your name ▪ www.google.com/alerts/ www.google.com/alerts/  Any drink in your hand in a photograph can be assumed by others to be an alcoholic drink.  Watch how others tag you in photographs and videos  Watch what others say about you and unfriend those who have poor judgment or taste

85.  Don’t use all caps; it’s still considered shouting  Don’t post too often  Don’t friend everyone and anyone. Check out their profile first.  Don’t post about things that are too personal – start a group for that  Don’t use bad language  Don’t forget to use spellcheck

86.  Do use an authentic voice. As humans, we are wired to recognize this.  Do speak honestly and from the heart  Listen and ask questions before you jump into a discussion  Watch the use of humor. It can be completely misinterpreted online.

87.  If you feel you need access to social media as part of performing your job duties, please request this access through your chain of command.

90.  Malware: “Malicious software”  includes computer viruses, worms, trojan horses, spyware, dishonest adware, scareware, etc.  Virus: Malware that can reproduce itself. Usually involves clicking on a link, such as Word doc, video, etc.  Worms: Programs that actively transmit themselves over networks to infect other computers

91.  Spyware: monitors your activity online  Trojan Horse: malware disguised as something innocuous or desirable  Grayware: applications that behave in a manner that is annoying or undesirable

92.  Internet and email communications stored on City’s network belong to the City.  Information is public property  May access electronic media for review at any time

93. I received this at work from someone I know personally. I forwarded it to my home email. What are the red flags you see with this email?

94.  Red Flags on an email message can include:  CC’s to a random list of people  A single link in an email message  An email that has been forwarded multiple times  A link with a paragraph designed to lure you in ▪ “I saw you in this video”  Misspellings  Headers that show it didn’t come from the person ▪ Click on View - headers to see the path the email took

95.  Don’t click on the link!  Call or email the person and ask them about it.

96.  Emails from companies you have an account with, such as Amazon or PayPal, will address you by name within the body of the email.  If you receive an email with misspellings or without your name in the body, delete it.

97.  Watch the size of your attachments.  Anything over 500K is large for an email.  PDF size can be reduced in the settings.  IT is working on an online file storage solution where you would be able to upload the file and send someone the link to it instead of emailing a large file.

98.  The size of the attachment shows after you have attached it.  This one is 2 MB.  1 MB=1,000K

99.  Do not forward emails with warnings in them until you’ve checked it out with snopes.com  The vast majority of these warnings are based on false information designed to scare people  Some of them give incorrect and potentially harmful advice  Using wasp spray to repel an intruder.

100.  Don’t use the City network to forward jokes or other non-business-related messages  What is funny to you may not be funny to the next person.  Oftentimes, “jokes” can be interpreted as racist, sexist, or otherwise inappropriate  There is no expectation of privacy on a business network.

101.  Unsubscribe from email newsletters you did not subscribe to.  It will usually take repeated unsubscribes once you get on a list  Fill in the box to tell them why you unsubscribed  At home, use gmail or other service that has strong spam filters

102.  Peripheral devices such as flash/thumb drives, CD’s, and other equipment can all bring viruses to the workplace  Allow the anti-virus software to fully scan the device before you use it.  Many municipalities ban the use of thumb drives due to virus risk, including City of Waco

103.  Turn computers and peripherals off at the end of the day.  Saves electricity  Closes the ports to hacker activity  “Cleans out” the memory and makes it run faster  Lengthens life of the hard drive and internal power supply

104.  Concept: Just like in everyday life, people enjoy “hanging out” in various places on the web.  Social networks allow them to choose the community and webstyle they prefer most.  Example: Craigslist as a popular hangout  What follows is an introduction to the most promising and fast-growing new social networks.

105.  Local reviews: Yelp  Location- based: Gowalla, Foursquare  The power of Google: Google Places, Google Maps  Local want ads: Craigslist  Group buying sites: Groupon, LivingSocial  2D Bar Codes: QR Codes

106.  Concept: “Claim your business listing” on all these web properties  Correct misinformation, old addresses  Delete duplicate listings  Monitor and respond to postings

107. Yelp is used for local reviews, like Angie’s List, except it’s free. Heavy on restaurant reviews. There is a category on Yelp for “Public Services and Government” Citizens can talk about their experiences with the City.

108. People check in to various venues. They can set up suggested trips for their friends and complete trips to earn badges. City of Midland Police & Communication Center has 3 friends, 41 check-ins and 2 photos uploaded.

109. 80 people have had 103 check-ins here. Gowalla is a way to share your journeys with friends.

110. People check in to venues. Person with highest check- ins becomes Mayor of that venue. Businesses give specials to the Mayor. Free pizza, etc. City of Midland: 83 check- ins by various people

111. Claim your business listing on Google Places. This ensures you will show up on Google Maps when people search for you. Correct misinformation, old addresses, etc.

112. Local want ads Great way to sell unwanted property Police find stolen property on it as well People buy houses, sight unseen, from Craigslist It is extremely powerful and full of potential Ex: Last-minute ticket sales

113. Business offers at least 50% discount; pays 25% fee to Livingsocial. Each day, one special is presented for that city, to a massive mailing list. Example: Waco Water Park family passes Not yet available in Midland. But I have no doubt that it will be, eventually.

114. Same as Livingsocial, business offers at least 50% discount; pays 25% fee to Groupon. Each day, one special is presented for that city, to a massive Groupon mailing list. Groupon can make or break a business. It is available for Midland/Odessa.

115. 2D bar code. Can be code for a URL, plain text, phone number, or SMS (text) message. Almost always goes to a webpage. Requires QR Code scanner app on your smartphone. Free to use. http://qrcode.kaywa.com

116. QR Code on Manor City Hall building QR Code on City truck QR Code on Lift Station Real Estate Signs

117.  Video  City of Midland is ahead of the curve on video!  Mobile

118.  Mobile apps are not yet “required.”  Mobile-friendly websites, however, are needed due to the rise of citizens using smartphones  Many citizens of poorer means may have a smartphone instead of a computer.

119.  Easy to navigate on smartphone  Larger text, larger buttons  Simplified  On next redesign, make it as mobile friendly as possible.

120.  URL shorteners: bit.ly  File conversion software: zamzar.com  Blog software: wordpress.com

121. Technology can make life easier… but it can also take over our lives if we allow it. Keep it in its place. Use the tools that work for you and your job and don’t worry about the rest of it.