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5.1 Effective communication is the responsibility of every officer and member of the Council.

5.2 Formal media responses must come from the Communications Officer. However, the message must be signed off by those responsible for the news/project/service. This could be a delegated member, Committee Chair, Town clerk or Manager. In the Communications Officer's absence, a formal response should come from the Corporate Service Office Manager.

5.3 For press release comments, this would normally be commented on by members and not officers. However, statements of fact or during extraordinary circumstances it may be appropriate for the Town Clerk, a Manager or the Communications Officer to put forward the Council or Committee's position.

5.4 Members may issue their own statements about issues arising in the Council and Committee meetings, however there must be a clear distinction between when they comment for themselves and when they represent the Council. For example, when a press release goes out via the Communications Officer and includes an authorised Councillor quote, that member is representing the Council. However, when issuing their own statements, they are representing themselves.

5.5 Before sharing exclusive information with the public, including but not limited to news about awarding community grants, launching public consultations, announcing events, and other significant announcements, members must consult with the Communications Officer to check there isn't already a planned press release. Members should refrain from prematurely disclosing exclusive information through personal channels, including social media, press interviews, or any other public forum, without prior approval from the Communications Officer. In urgent or emergency situations, where immediate communication is necessary, members may take necessary action to address the situation. However, they must promptly inform the Communications Officer about the communication made and the circumstances surrounding it. The reason for this is to avoid wasting officer resources and planning for Council promotion/press releases, especially as the official press releases should only be coming from the Communications Officer/Town Clerk's office.

5.6 The Communications Officer is responsible for developing and delivering the associated plans that underpin this strategy. They manage the Town Council's communications function and provide procedures, guidance, and advice, to ensure that information is exchanged in an accurate, effective, and consistent way. This includes for ongoing and daily activities, longer-term projects of all sizes, marketing, promotion and emergency crisis communications.