• This policy outlines guidelines for the Community Association of Poundbury’s (CAoP) interactions with both traditional media and social media platforms. Our goal is to ensure consistent, accurate, and positive communication that aligns with our association's values and objectives while protecting our reputation and community members.

• We have a positive reputation in our community, which is extremely important in delivering our work. This policy will help guide how to interact with media effectively and avoid potential pitfalls. 

• The CAofP designated Chair is the primary spokesperson for media inquiries

• In the Chair's absence, another designated Director may speak on behalf of the association

• Other members should not speak to the media on behalf of the association unless explicitly authorised by the Chair

• If unsure whether you're authorised to speak to the media, representatives should check with the Chair.

• All media inquiries should be directed to the Chair or designated media contact

• Media contacts will aim to respond to media inquiries within 3 business days

• If an immediate response isn't possible, the inquiry should be acknowledged and an estimated timeframe provided for a full response

• When possible and relevant, statements made in response to a media enquiry will be agreed with one other Director

• Designated association representatives will proactively engage with local media to share news about community events, initiatives, and achievements

• Press releases will be issued for significant announcements or events

• A media contact list will be created and maintained

• Designated individuals will manage the CAofP’s social media accounts, following this policy when sharing information or responding to inquiries.

• All social media posts should be consistent with the association’s official statements and positions.

• Even when not speaking on behalf of the CAofP, association representatives are personally responsible for all online content they publish, mindful of:

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• Clearly stating opinions are their own if discussing CAofP-related matters

• Thinking before posting: once something is online, it stays there for a long time

• If unsure about posting something, a second opinion should be sought from the Chair or another Director.

• Abusive posts: The association must not engage with trolls. If someone is genuinely upset, the issue should be addressed separately, and platform tools used to manage abusive behavior if necessary

• Disagreements: Association representatives should be courteous and focus on the issue, not the person, and offer solutions rather than just criticism

• Offensive content must not be posted.

• Association representatives will aim to provide accurate and truthful information to the best of their knowledge. They will be transparent about activities, decisions, and use of resources, within the bounds of privacy and confidentiality requirements.

• Confidential information about our members, volunteers, or internal operations must not be disclosed

• Personal information must be protected in accordance with our data protection policy and relevant legislation (see Data Protection and Privacy Policy)

• Association representatives must be cautious about posting personal information or images without consent, especially regarding children or vulnerable adults (see Safeguarding Policy)

• In the event of a crisis or emergency situation, only the Chair or a designated crisis communication team member may speak to the media or post on social media.

• The association must remain politically neutral

• The association can support initiatives that align with its aims, but will not actively support or promote any individual political party

• Media are welcome to attend the association’s public events

• For private events, media must seek prior approval to attend

• The association may provide media kits or specific information for major events

• The association may monitor media coverage and social media mentions of the association and community. 

• If approached by the media, association members should politely direct inquiries to the Chair or designated media contact

• Association members should be aware that even if not official spokespersons, their words might be interpreted as the CAofP's position

• When in doubt, association members are encouraged to ask for guidance before speaking to the media or posting on social media about CAofP-related matters

Effective communication helps build strong relationships with our community and stakeholders. 

For any questions about this policy or media-related matters, please contact: chair@lovepoundbury.org

• Approved by the CAofP Directors: 27.03.2025

• Last updated: 27.03.25