Public Participation

Communications Policy

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Effective Date: December 11, 2025
Adopted Policy: PLC-6 Communications Policy

Purpose and Objective

The Space Coast Transportation Planning Organization (SCTPO) recognizes that effective, consistent, and transparent communication is essential to fulfilling its mission to plan, prioritize, and fund a safe and efficient multimodal transportation system for all users.

This policy establishes guidelines for SCTPO staff, Governing Board and committee members, and any partner agencies, consultants, contractors, or legal counsel acting on behalf of the SCTPO. All communications, internal and external, must be accurate, professional, and aligned with organizational goals. This policy's scope to includes all communication channels:

  • Media relations

  • Publications and advertisements

  • Branding and presentations

  • Website content

  • Digital and social media communications

The goal is to enhance public understanding of SCTPO programs, policies, and projects; encourage meaningful community engagement; and maintain credibility with partners, stakeholders, and the public.

This policy applies to all SCTPO staff, consultants, contractors, or legal counsel producing or disseminating communications on behalf of the SCTPO. Violations may result in disciplinary action for staff in accordance with PLC-2, or contract termination for consultants, contractors, or legal counsel.

This policy does not apply to personal communications made on private social media accounts or platforms, provided such communications do not purport to represent the SCTPO.

Definitions and References

Key Definitions

  • Administrator: Individual designated by the Executive Director to manage an official SCTPO communication platform (e.g., website or social media account).

  • Media Outlet: Any print, broadcast, or digital media entity seeking information for public dissemination.

  • Publication: Any printed or digital material intended for public distribution, including newsletters, brochures, flyers, and advertisements.

  • SCTPO Brand Guide: Official digital resource outlining approved branding elements, messaging, logo usage, typography, imagery, and tone of voice.

  • Social Media Site: Online platforms used to share or exchange information, including Facebook, X, LinkedIn, YouTube, and Nextdoor.

  • Trade Secret: As defined in section 812.081, Florida Statutes.

  • Public Information Officer (PIO): The designated staff member responsible for public information, communications, and media coordination.

 
Legal References

This policy is governed by applicable state and federal laws, including:

  • Chapter 119, Florida Statutes (Public Records Law)

  • Florida Government in the Sunshine Law

  • Attorney General Opinion 2009-19

  • Davison v. Loudoun County Board of Supervisors (E.D. Va. 2017)

  • State v. City of Clearwater, 863 So.2d 149 (Fla. 2003)

  • Applicable FDOT, FHWA, and MPO regulations

Communication Directives

Oversight and Guidance

The Executive Director oversees implementation of this policy. The PIO manages daily communications, media relations, and branding compliance.

All staff, consultants, and contractors representing the SCTPO must review and comply with this policy. The PIO provides guidance, templates, and technical assistance to ensure consistent messaging and adherence to the SCTPO Brand Guide.

Media Relations

  • All media inquiries must be directed to the PIO.

  • Staff and partners may not speak to the media on behalf of the SCTPO without prior authorization.

  • News releases and media advisories require PIO or supervisory approval before release.

  • In the event of a crisis or emergency, the Executive Director and PIO must be notified immediately.

No employee may make public or media statements during a crisis without authorization. All media communications must be factual, professional, and courteous.

Publications, Advertisements, and Materials

All public-facing materials—including brochures, flyers, newsletters, and advertisements—must be reviewed by the PIO or designee prior to publication. Materials must use the current SCTPO logo and comply with approved branding standards. Partner agencies and consultants must obtain approval before releasing SCTPO-related materials.


Branding and Presentations

The SCTPO Brand Guide ensures a unified and professional appearance across all communications.

  • Approved logos, colors, and visual elements must be used.

  • Official SCTPO templates and letterhead are required for external communications.

  • External use of the SCTPO logo requires prior approval.

Website and Digital Communications

The official SCTPO website, www.SpaceCoastTPO.com, serves as the primary source of public information. The vanity URL www.sctpo.com redirects users to the official site.

Website updates must be coordinated through the PIO. Partner agencies and consultants may not create independent websites or social media pages for SCTPO-led projects without approval. 

All online content must meet accessibility standards and comply with public records retention requirements.

Social Media Communications

SCTPO social media platforms are used to share information, encourage engagement, and provide timely public notices.

Authorization and Administration

  • All official accounts require Executive Director approval.

  • Each account must have a designated Administrator.

  • Passwords and access credentials must be securely maintained.

Content Standards

  • Content must be professional, factual, inclusive, and relevant.

  • Confidential or exempt information may not be posted.

  • All posts must comply with copyright, privacy, and accessibility laws.

Prohibited Content
The SCTPO reserves the right to remove content that is profane, discriminatory, defamatory, political, commercial, illegal, or unrelated to SCTPO operations.

Public Interaction
SCTPO social media platforms are limited public forums. Content violating this policy or applicable laws may be removed and archived in accordance with public records requirements. Board and committee members may not discuss official business on social media to avoid Sunshine Law violations.

Administration

The Executive Director or designee authorizes all official communication channels. Each channel must have a designated Administrator responsible for compliance, monitoring, and recordkeeping.

Records Management

All communications, including emails, publications, website updates, and social media content, are public records subject to Chapter 119, Florida Statutes. The PIO coordinates with the Public Records Custodian to ensure proper retention and disposal.

Use of Artificial Intelligence (AI)

The SCTPO may use AI tools to support communications functions such as drafting and data analysis. AI-generated content must always be reviewed by staff for accuracy, bias, and appropriateness prior to dissemination.

AI tools may not be used to disclose confidential, proprietary, or personal information without written authorization. AI shall supplement, not replace, human oversight and professional judgment.

Conflicts and Amendments

The Executive Director may issue administrative updates consistent with this policy. The policy will be reviewed periodically to reflect evolving communication practices and technologies. In the event of a conflict between this policy and an action of the SCTPO Governing Board, the Board action shall prevail.

Acknowledgement

Effective December 11, 2025, all persons subject to this policy are required to sign a written acknowledgement of receipt and return it to the Executive Director or designee.