Understanding the critical differences between municipal Facebook Pages vs. Groups is essential for local governments looking to optimize public communication and streamline administrative control. Social media is a supplement to official notice, not a replacement for it. The following comparison matrix outlines how to effectively structure your borough’s digital presence and improve community outreach:

What Are Facebook Pages and Groups Used For?

When evaluating municipal Facebook Pages vs Groups, you will find that Facebook is a powerful tool for boroughs. It helps local officials share information and engage directly with their residents. However, the best way to share that information depends on your goals and audience.

Facebook offers two main methods: pages and groups. They are quite similar in many ways. However, a few key differences make it important to choose the right format for your communication strategy.

Pages are public, meaning anyone with an internet connection can view your content. This is ideal for broadcasting announcements, promoting community events, and sharing public information.

Groups offer more control over who can interact with your content, giving you the ability to moderate discussions. Content within a group may not be visible to everyone. For this reason, groups are best suited for casual community discussions and neighborhood-specific updates.

Best Practices for Municipal Facebook Pages

Pages serve as the primary public face of an organization. In fact, they are usually the first point of contact for visitors. This makes municipal Facebook Pages highly effective for community outreach. The essencial content remains accessible to every resident.

Because Pages generate high traffic and visibility, they are the standard for general broadcasting. They ensure your message reaches the widest audience possible.

Managing a Page is also highly efficient for a team. Administrators can easily assign specific roles, such as moderators and editors.

This setup allows multiple staff members to collaborate seamlessly on content. It ensures community outreach remains smooth without becoming tedious or disorganized.

Furthermore, Page posts offer two major technical advantages:

• Visibility: Content is visible to everyone, including non-followers and residents without Facebook accounts.
• Web presence: Facebook indexes these posts automatically. This allows your updates to appear directly in Google search results.

This ensures your official updates, events, and contact info appear directly in global search results. A Page does not replace a municipal website. However, it remains an essential tool for establishing a strong, unified online presence. You can even integrate your Facebook feed directly into your website. This keeps residents updated in real-time.

Use cases for municipalies:

• Public announcements and general updates
• Community reminders and event promotions
• Broad public outreach and civic awareness
• Sharing links to official documents on the borough website

Facebook Groups for Governments

Facebook Groups focus on community interaction and discussion rather than public broadcasting. Depending on privacy settings, groups can be public or private. This allows administrators to manage membership and content visibility easily. This setup makes Groups useful for smaller, interest-based communities. Unlike Pages, members post most of the content here. This creates a more casual environment. However, this informality can make it harder for local governments to maintain a consistent, professional voice. In addition, private groups limit your visibility. Important updates might not reach the broader public, making groups less suitable for wide-reaching campaigns.

Use cases for Groups:

• Small or neighborhood-specific interest groups
• Local discussions and community feedback
• Interactive resident-to-resident conversations

Sunshine Act and Social Media Compliance for Boroughs

When local governments use digital platforms, following the Sunshine Act and social media compliance rules ensures smooth operations. Sharing information transparently online supports community openness and meets modern compliance standards.

To maintain organized records, many boroughs incorporate social media into their record retention routines. Archiving your Facebook posts ensures your digital history remains ready to fulfill standard Right-to-Know requests.

Borough administrators can easily set up simple, documented protocols to define how these social media records are managed under the Sunshine Act, ensuring long-term consistency and clear communication workflows.

Making the Right Platform Choice for Your Borough

Choosing between municipal Facebook Pages vs Groups depends on your specific goals. While Pages are the best choice for broad borough updates, Groups serve well for casual community building.

Consider your audience and type of content to select the right tool for your communication strategy.

As a general rule of thumb:

• Pages: Best for public updates and official announcements on social media.
• Groups: Best for private discussions and community building.This format works well for specific neighborhood discussions and local community groups.

Always check with your solicitor to see which format fits your borough. Choosing the tool that aligns with your goals helps your town communicate more effectively.

Social Media Policy Best Practices

A solid social media policy ensures long-term consistency, professional communication, and proper data management. If you need a foundation to help your borough start with compliance guidelines, feel free to use our SAMPLE document.

We want our clients to succeed online. Because we are web designers, we do not provide legal advice. We always recommend reviewing your final guidelines and Sunshine Act workflows with your borough solicitor.

However, we are happy to give you a head start! This sample covers more than just Facebook Pages vs Groups. It is a comprehensive guide that you can easily tailor to your borough’s needs.

This information is provided for educational purposes. Consult with an attorney to ensure your compliance.

Interactive maps have become a very useful and most requested feature on municipal websites. Whether you want to highlight parks, trailheads, local events, zoning districts, road closures, or service locations, a well-organized map helps residents find what they need quickly.

Google My Maps on a municipal website can be a powerful, free tool that allows staff to build custom interactive maps without specialized software or Geographic Information System (GIS) expertise.

This guide walks you through how to plan, create, and embed a Google My Map on a municipal website—along with important legal and practical considerations.

Decide What Your Map Should Do

Before building anything, identify the real purpose of the map. Start with three questions:

• Who will use this map? (Residents? Visitors? Contractors? Public works?)
• What do they need to find quickly?
• What will help reduce staff time answering calls or emails?

Common municipal use cases include:

• Park locations and amenities
• Road closures, paving schedules, detours
• Public facilities (borough hall, police, fire, sewer authority, library)
• Yard waste drop-off sites
• Trail systems
• Snow removal zones
• Holiday event maps (parade routes, parking locations)
• Capital project updates

Keep the goal narrow. A single, well-focused map performs better—and is easier to maintain—than an “everything” map that becomes outdated.

Gather Your Data (and Protect Privacy While Doing It)

When in doubt, leave it out or ask your solicitor.

Google My Maps on a Municipal Website: Building the Map

Before you can build a map, your municipality should have a Google account. The account should not belong to any staff or council member. It should belong to the municipality. If a staff member needs to have access to the account for management purposes, they can be made a manager and access can be revoked down the road if both parties part ways.

Google My Maps is separate from Google Maps itself. To start:

1. Go to https://www.google.com/mymaps (Make sure you’re logged into the correct Google Account!)
2. Click Create a New Map
3. Name your map and organize items into layers (e.g., Parks, Facilities, Road Work).
4. Add locations by entering addresses or dropping map pins.
5. Customize colors and icons to keep items visually clear.
6. Add descriptions, links, and photos to each pin.

Pro Tips

Use layers sparingly to avoid overwhelming users.

Keep your icons simple and color-coded by category.

If staff from multiple departments contribute, standardize labels and descriptions.

Make the Map ADA-Friendly

Any embedded tool must be accessible. While Google My Maps is not fully WCAG/ADA-compliant, municipalities can take steps to minimize risk:

• Provide all key information in text form on the page as well, not only in the map.
  • Example: Before embedding, add a bullet list of park names and addresses.
• Use clear color contrasts on map icons.
• Avoid relying solely on color to convey meaning.
• Add an “If you need assistance” accessibility statement near the map.

This approach ensures residents using screen readers can still access the information.

Embed the Map on Your Municipal Website

This is an example only. The data on the map is not accurate.

Once your map is ready, you must set the permissions correctly for it to be shared on the site. The map must be visible to: Public or Anyone with the link. Once set, you can gather the code and embed the map via code on your municipal website!

Users can then click the icon in the upper left corner to reveal the legend and interact with their new map.

Placement Matters

Put the map on a page where residents expect it, such as:

• Parks & Recreation
• Public Works
• Trash & Recycling
• Events
• Road Work Updates
• “Interactive Tools” or “Explore the Borough” page

Make sure it sits above the fold on mobile for easy access.

Keep It Updated (Or It Will Work Against You)

The number-one failure point for Google My Maps on a municipal website is outdated information. Choose one responsible staff member per department to maintain accuracy.

Tips for consistency:

• Schedule quarterly check-ins.
• Add map updates to your department’s workflow.
• Remove old events or discontinued programs promptly.
• Keep layer names consistent.

A good rule: If your borough wouldn’t post outdated information on Facebook, don’t leave it on your map.

7. Advanced Options (If You Want to Level Up)

For those with extra capacity, like a trusted web partner, Google My Maps on a municipal website can do more:

• Import spreadsheets to bulk-add locations.
• Use icons to show project stages (planned, in progress, completed).
• Link map layers from other departments (Public Works, Parks, Police).
• Create seasonal maps, like leaf collection zones or holiday parking.
• Embed forms that let residents report potholes, streetlight outages, or park issues.

Just make sure any form complies with your data archiving and Right-to-Know rules.

Conclusion

Google My Maps on a municipal website gives municipalities a low-cost, resident-friendly way to present useful information visually. With careful planning, privacy awareness, and ongoing updates, you can build a tool that supports residents, reduces staff workload, and elevates the usefulness of your website—without needing expensive GIS software.

Many municipalities find that maintaining a strong online presence requires more than just a website; it often includes social media as well. But knowing which platform to use and how to set it up can feel overwhelming. Even when the choice is narrowed down to Facebook, deciding between Facebook pages vs Groups can be confusing. Here’s a closer look at the difference between the two and which option might best suit your municipality.

Facebook Pages vs Groups: What are They Used For?

Facebook is a powerful tool for boroughs to share information and engage with their residents. However, the best way to share that information depends on your goals and audience. Facebook offers two main methods: pages and groups. They are similar in many ways, but with a few tricky differences that make it difficult to choose one over the other.

Pages are public, meaning anyone with a Facebook profile can view your content. While some interactions can be limited, there is little control over who can access it. This is ideal for broadcasting announcements and sharing public information.

Groups offer lots of control over who can reach your content, giving you the ability to moderate exactly who can find the content. However, not everyone will be able to view the content posted within a group. This is useful for community discussion and local areas.

Facebook Pages for Municipalities

Pages serve as the public face of an organization and will usually be the first thing visitors see. This makes them very useful for public announcements and updates since the content will be seen by any Facebook user. Most posts on Facebook are on a page since they get significantly more traffic. Pages still can have administrators, moderators, editors, and even custom roles to help manage interactions and upload content. Multiple users can work together to run the page, making post upload permissions less tedious. Because Page posts are visible to anyone on Facebook (even non-followers) and are indexed in Facebook’s search system, they’re ideal for promoting events, sharing updates, and maintaining a consistent public presence.

Facebook pages also show up in Google searches. While they are no replacement for an actual website, they can be helpful when you’re trying to establish a strong and unified online presence. Additionally, you can link to a Facebook page right from your municipal website or even include the feed on your website.

Use cases for municipalies:

• Public announcements and updates
• Record retention notices
• Community reminders
• Brand awareness and outreach

NOTE: May trigger right-to-know requests but should probably not be used to facilitate right-to-know requests.

Groups for Governments

Groups are designed for community interaction and discussion rather than public broadcasting. Depending on privacy settings, a group can be fully open, closed, or private, meaning administrators can control who joins and what they see. This makes Groups well-suited for smaller, interest-based communities or private discussions. Unlike Pages, posts in Facebook Groups come from individual members’ profiles, which creates a more casual and conversational tone. However, this informality can make it harder for an organization to maintain a professional voice. Additionally, since Groups may limit visibility, they can create transparency challenges for municipal administrators sharing official information.

Use cases for Groups:

• Small or neighborhood communities
• Local updates and discussions
• Two-way conversations or feedback

Be Mindful of Laws

In Pennsylvania, municipal communication is governed by specific laws designed to promote transparency. The Sunshine Act, for example, outlines detailed requirements for posting and sharing public information. Similar laws exist in other states. Social media activity may also fall under these regulations, particularly when it comes to record retention. Posts and pages may need to be archived and made accessible in response to Right-to-Know requests. It’s essential to understand which information must be archived, which rules apply, and who within your municipality is responsible for managing and retrieving these records, including those on social media.

Facebook Pages Vs Groups: Which Should You Choose?

While pages are generally more useful for boroughs than groups, be sure not to discount them entirely. Depending on your specific needs, consider which option is right for your type of content.

As a general rule of thumb in deciding Facebook pages vs Groups:

• Use Pages for public information and official communication. This is usually the more appropriate choice for official municipalities.
• Use Groups for private discussions and community engagement. This is usually more appropriate for community groups (think sports and interest groups, “friends of” groups, and neighborhood groups).

It’s always best to check with your solicitor to see which format works best for your municipality. By choosing the right format for your content- Facebook pages vs. Groups- your municipality can communicate more effectively and build stronger connections with residents.

Social Media Policy Best Practices

If you’d like a document to take with you to your solicitor’s office to get you started, feel free to use our SAMPLE document. We aren’t lawyers. We’re just a bunch of web designers who want our clients to be successful online. Therefore, we cannot provide you with any sort of legal advice. That’s your solicitor’s job. But we’re certainly happy to give you a head start! The sample document encompasses more than just social media! It should absolutely be tailored to your organization.

This information is provided for educational purposes. Consult with an attorney to ensure your compliance.

Municipal websites help residents pay taxes, check event calendars, or read public notices. But if a website doesn’t have an accessible website design, it can block people with disabilities from using it, just like a locked door. Accessible website design makes sure everyone can use your borough’s website, no matter their abilities. This article explains why accessibility matters for municipal websites, what features to add, and how to follow Web Content Accessibility Guidelines (WCAG) to create a welcoming online space for your community.

Why Borough Websites Need Accessibility

The Americans with Disabilities Act (ADA) says local governments must make services, including websites, available to everyone. The CDC says 26% of U.S. adults have disabilities, like trouble seeing, hearing, moving, or thinking clearly. If your website isn’t accessible, these residents can’t use it, which could violate the Americans with Disabilities Act (ADA) and lead to lawsuits. Plus, accessible websites are easier for everyone to use, including older people, those on phones, or anyone using tools like screen readers.

Accessibility shows your borough cares about all residents. A person with color blindness can read news if the text stands out. Someone who can’t see well can find events with text descriptions. Accessible website design builds trust and gets more people involved.

Benefits of Accessible Website Design

• Helps more people, including those with disabilities or temporary issues, like a hurt hand.
• Makes your website rank higher on Google for searches like “borough services PA.”
• Shows your borough values fairness, making residents feel included.

Features for Accessible Borough Websites

To follow the Web Content Accessibility Guidelines (WCAG) and make your website welcoming, add these features. They’re based on top sources like the Web Accessibility Initiative and ADA.gov.

1. Clear Color Contrast

Text that blends into the background is hard to read for people with color blindness or low vision. Web Content Accessibility Guidelines (WCAG) say text needs a 4.5:1 contrast ratio, like dark words on a light background. Red Lion Borough’s website does this well, making text easy to see. Use tools like WebAIM’s Contrast Checker to meet accessibility rules.

2. Text Descriptions for Images

Text descriptions, called alt text, tell screen readers what images show, helping people who can’t see. For example, alt text like “Coledale Borough Park schedule” helps residents find information. The National Federation of the Blind says good alt text follows Web Content Accessibility Guidelines (WCAG) rules for images.

3. Keyboard Navigation

Some people with movement issues use keyboards instead of a mouse. Make sure buttons, links, and forms work with a keyboard. BBC News shows how, with clear markers, users know where they are on the page. This meets the Web Content Accessibility Guidelines (WCAG) for keyboards.

4. Easy-to-Read Text in Accessible Website Design

Tiny or crowded text can confuse people with thinking or vision issues. Use simple fonts and let users make text 200% bigger without breaking the page, like RNID’s website. Colwyn Borough’s site has clear, roomy text, helping older people with weaker eyesight.

5. Video Captions

Videos, like council meetings, need captions for people who can’t hear. Captions also help in loud places or for those with short-term hearing issues. Wikipedia’s videos have captions, meeting the Web Content Accessibility Guidelines (WCAG) for media.

6. Helpful Form Labels

Forms for payments or permits need clear labels that work with screen readers. The Metropolitan Transportation Authority’s search fixes typing mistakes, helping people with thinking challenges. Labels like “Enter tax amount” and error messages follow the Web Content Accessibility Guidelines (WCAG).

7. Pause Moving Content

Sliding images or auto-playing videos can distract people with cognitive issues. Add pause buttons, like BMW does, to meet the Web Content Accessibility Guidelines (WCAG). This lets residents focus on important updates, like safety alerts.

How to Make Your Website Accessible

Accessible website design takes planning. Here’s how to start, based on tips from w3.org and washington.edu:

1. Check Your Site: Use tools like WAVE or accessiBe’s accessScan to find problems, like missing text descriptions or bad color contrast. Checking early keeps residents included.
2. Follow Web Content Accessibility Guidelines (WCAG) 2.1 Level AA: This covers making web pages easy to see, use, understand, and work with tools for people with different needs.
3. Plan Accessibility First: Adding accessibility at the start saves money compared to fixing it later. Work with developers who know web content accessibility guidelines.
4. Test with Real People: Ask residents with disabilities to try your site. Their feedback makes sure tools like screen readers work right.
5. Teach Your Team: Show borough staff how to keep the site accessible, like adding text descriptions to new photos or keeping text size adjustable.

Why Accessible Website Design Pays Off

Accessible website design avoids legal trouble. The United States Department of Justice has sued places like Miami University for inaccessible websites. Accessibility also brings more visitors by making your site easier to use on phones, TVs, or other devices. Coledale Borough’s accessible site ranks better on Google for “borough services near me,” getting more clicks.

Accessibility supports fairness, as backed by the United Nations Convention on the Rights of Persons with Disabilities. It helps residents in rural areas or those with issues like slow internet to use your services. This makes your community stronger and happier.

Solving Common Problems

Small budgets or lack of know-how can make accessible website design, but there are ways to fix this:

• Work with experts like CourseVector in Camp Hill, PA, who build Web Content Accessibility Guidelines (WCAG)-friendly WordPress websites for boroughs.
• Use free tools like the 18F Accessibility Guide or Section508.gov to check and improve your site without spending much.
• Get links from trusted sites like uw.edu, villanova.edu, or wa.gov by sharing your accessibility story on places like shopify.com or americantrails.org.

Boroughs Doing Accessible Website Design Right

Red Lion, Coledale, and Colwyn Boroughs show how accessible websites work. Their sites have clear color contrast, text descriptions, and keyboard navigation, so everyone can use services like online payments. Built by CourseVector, these websites prove you can have a good-looking site that’s easy for all residents to use.

Getting Started

Start by checking your website with tools like WAVE to find accessibility issues. Look at Web Content Accessibility Guidelines (WCAG) tips from the World Wide Web Consortium for help. For big projects, team up with a company that knows municipal accessibility needs.

Turn your borough’s website into a welcoming, accessible place. Visit websiteforgov.com to find custom WordPress solutions that meet Americans with Disabilities Act (ADA) rules and keep residents connected. Contact us for a free consultation!

Council meetings are the cornerstone of local government, where communities stay informed and decisions shape the future. But if residents can’t easily find meeting schedules, agendas, or minutes, your borough or township is missing a chance to connect. At WebsiteForGov, we’ve spent over 20 years helping Pennsylvania municipalities build websites that make council meetings accessible and efficient. Here’s how a modern municipal website can transform your council meetings and how to get started today.

Why Council Meetings Matter for Your Community

Council meetings are more than a formality—they’re a platform for transparency, from discussing budgets to planning community events. Yet, many municipalities struggle with:

• Residents are unable to locate meeting times or agendas.
• Time-consuming paper-based systems that burden staff.
• Low engagement due to lack of awareness or access.

A well-designed website solves these issues by putting council meeting information where residents can find it. From Harrisburg to rural Central PA townships, we’ve seen digital tools boost participation and trust. Let’s dive into how.

How a Modern Website Simplifies Council Meeting Management

A municipal website is more than a digital presence—it’s a communication hub. With the right design, your site can streamline every part of council meetings, saving time and improving resident satisfaction. Here’s how WebsiteForGov’s solutions make it happen:

1. Easy Posting of Agendas and Minutes

Forget mailing agendas or pinning them to a physical board. A WebsiteForGov site uses WordPress’s document management tools to let you upload agendas and minutes in moments. Residents can access them anytime, whether on a phone or computer. Our simple dashboards ensure even staff with minimal tech skills can update content effortlessly.

For instance, a clerk can post a PDF agenda with one click, making it instantly available under a “Council Meetings” tab. This reduces calls asking, “What’s on the agenda?” and lets staff focus on other priorities.

2. Live Streaming and Video Archives

Want to boost council meeting participation? Streaming is key. WebsiteForGov integrates tools like YouTube or Vimeo to broadcast meetings live, with no costly gear required. Residents who can’t attend—busy parents, shift workers, or those with mobility challenges—can still stay engaged.

Post-meeting, videos are archived on your site for anytime viewing. We ensure embeds align with your borough’s branding for a polished look. In Central PA, where distance can limit in-person attendance, streaming helps bridge the gap for community involvement.

3. Resident Notifications and Alerts

How do you keep residents informed about council meetings? WebsiteForGov’s websites include notification systems for email or text alerts. Whether it’s a reminder for a zoning hearing or a schedule change, you can reach residents instantly.

Our sites also offer newsletter sign-ups to share meeting updates or gather feedback. This keeps your community connected between meetings, building stronger ties. Plus, our mobile-friendly designs ensure alerts work seamlessly on any device.

4. Mobile-Friendly Access for On-the-Go Residents

With over half of web traffic from phones, residents expect to access council meeting info anywhere. WebsiteForGov builds responsive websites that adapt to any screen size. Whether someone’s checking an agenda at lunch or watching a streamed meeting at home, they’ll get a smooth experience.

We focus on fast load times and clear navigation, so residents find what they need without hassle. A “Meetings” page with a calendar, agenda links, and video archives can be just one tap away.

Why WebsiteForGov for Your Council Meetings?

Not every website provider serves local government. At WebsiteForGov, we specialize in municipalities, from Pennsylvania townships to associations nationwide. Here’s what makes us different:

• Custom Designs: Our WordPress sites reflect your borough’s style, with features like event calendars or payment gateways tailored to your needs.
• ADA Compliance: We meet WCAG standards, ensuring council meeting info is accessible to all, including residents with disabilities.
• Affordable Pricing: We offer budget-friendly solutions, with potential discounts for PA boroughs in municipal leagues.
• Local Expertise: Based in Harrisburg, we understand Central PA’s needs, from small townships to growing suburbs.
• Reliable Support: Our team manages hosting, updates, and tickets, so your staff can serve residents, not troubleshoot tech.

Steps to Get Started

Ready to make your council meetings a hub for engagement? Here’s how to begin:

1. Request a Free Consultation: Contact WebsiteForGov to review your website needs at no cost.
2. Explore a Demo: See our designs in action, from agenda uploads to streaming tools.
3. Launch Your Site: We’ll build and launch your site quickly, with training for staff confidence.

A modern website doesn’t just improve council meetings—it enhances your borough’s entire communication. Our SEO expertise ensures residents find your site when searching for meeting info.

Let’s Connect Your Community

Council meetings should be accessible, engaging, and easy to manage. A WebsiteForGov municipal website makes it happen, with tools to share agendas, stream sessions, and notify residents effortlessly. Don’t let an outdated site hold your borough back.

From our Harrisburg base, we’re proud to help Central PA municipalities thrive online. Contact WebsiteForGov today to request a demo or ask about our designs. Let’s make your council meetings a focal point for community connection.

Documents are a necessity for any local government. Laws like the Sunshine Act require Pennsylvania Municipalities to post agendas on their website at least 24 hours prior to their published meeting date. But what about codes and ordinances? Are Pennsylvania municipalities required to publish documents on a municipal website? Must they be codified? How can a municipality easily publish documents on a municipal website?

FunctionalGov

Let’s start with the easy documents. FunctionalGov is a plugin developed by CourseVector for our municipalities to post non-codified documents to their website. When we build a website for our municipal clients, we install and use this plugin to help organize documents. The types of documents that work well with FunctionalGov are documents that are:

• Repeated month to month, quarter to quarter, or even year to year.
• Officially published by the municipality.
• Organized by type on the website.

Here are some specific document types that work well with FunctionalGov:

• Meeting minutes
• Meeting agendas
• Ordinances & regulations (not codified or up for review, see below)
• Newsletters
• Forms
• Stormwater documents
• CCR reports

eCode360

eCode360 is a widely recognized platform provided by General Code. It is a comprehensive codification solution designed for municipalities, helping them organize, publish, and maintain their municipal codes, including ordinances and regulations. General Code, the company behind eCode360, has a long-standing reputation in the field of codification services and legal publishing for local governments. eCode360 offers features such as online hosting of municipal codes, search capabilities, mobile-friendly access, and continuous updates to keep the code current.

If a municipality chooses to use eCode360, it will work directly with General Code and provide us with its unique eCode360 link for its municipal website.

Does my municipality need to codify?

At least in the state of Pennsylvania, a Law is a state-level ruling; an Ordinance is a local government ruling. Only the municipality’s solicitor can write an ordinance; otherwise, the municipality would be practicing law without a degree/authority/etc. Once the solicitor has written an ordinance, a municipality can post whatever it wants on its website. However, that doesn’t necessarily mean the ordinance is legal.

To ensure the legality of an ordinance, it can be codified. In brief, the municipality brings in a team of lawyers/paralegals to review ordinances against any other state/federal laws to make sure nothing is unconstitutional, and whatever makes it out of that QA session is what is codified.

Thankfully, this doesn’t need to be done frequently (because it’s expensive). It can be done, say, every 5 years or so, when there is a batch of ordinances ready to be reviewed. Because of the expense involved, there is no law requiring codification. But it’s strongly recommended. A codified ordinance helps with open record requests and helps when someone tries to enforce an old law that was repealed or unconstitutional, etc.

Because this process is legal and confusing, companies like General Code can help municipalities tackle the task of keeping their ordinances up-to-date, legal, and enforceable. There are a few other companies that offer similar services, like American Legal Publishing. The field has narrowed in recent years, with fewer companies offering codification services. We recommend asking your solicitor for advice about the codification of your municipality’s ordinances and when to publish documents on a municipal website.

Please note: CourseVector does not employ a legal team. Please verify the rules for your municipality with your solicitor to ensure that you are following all of the rules and regulations set forth by your state.

Do I need a .gov domain?

The answer is no. You do not need to have a .gov top-level domain (TLD) if you are a municipality or other government agency. However, having a .gov TLD for a website offers several benefits, primarily associated with the credibility, trustworthiness, and official status of the domain. Here are some key advantages when starting a new website:

1. Credibility and Trust: The .gov TLD is reserved for official government entities at various levels (federal, state, or local). As a result, websites with this domain extension are often perceived as reliable, authoritative, and trustworthy sources of information. Users tend to trust information from official government websites more than other sources.
2. Official Recognition: A .gov domain signifies that the website is an official government platform. This can help users easily identify and access information provided by government agencies, departments, or organizations.
3. Security: .gov domains are subject to strict registration requirements and security measures to ensure that they are used exclusively by legitimate government entities. This helps prevent misuse or fraudulent activities associated with the domain.
4. Search Engine Ranking: Search engines may give preferential treatment to .gov websites in search results, as they are often considered reliable and authoritative sources. This can contribute to better visibility and ranking in search engine results pages (SERPs).
5. Enhanced Credibility for Information: Content hosted on .gov websites is generally seen as accurate, official, and unbiased. This can be particularly important for disseminating critical information, official announcements, and public services.
6. Access to Government Resources: Some government-related programs, services, or information may be restricted to .gov domains. Having a .gov domain ensures that the website can access and utilize government-specific resources, databases, or services.

It’s important to note that obtaining a .gov domain is typically restricted to qualifying government entities, and the registration process is often more rigorous than for other generic or country-code TLDs. The use of .gov is intended to maintain the integrity and authenticity of government-related online communication.

How to get a .gov TLD

The Cybersecurity and Infrastructure Security Agency (CISA) of the United States administers the .gov TLD and makes it available solely to U.S.-based government organizations and publicly controlled entities. According to their information sheet, it is available at no cost to qualifying entities. The only “cost” involved is that of the time involved to register for the .gov TLD when starting a new website. CISA verifies each entity that applies for this designation, and you will be required to provide documentation and verification to be approved.

Because the .gov TLD is only given to approved and verified government entities, CourseVector cannot manage the domain for you. You will be responsible for pointing the domain yourself when starting a new website.

.com and .org TLDs

When starting a new website, a municipality can use a .com or .org top-level domain (TLD), although it may not align with typical practices for government entities. Here are some reasons why a municipality might choose to use a .com or .org TLD:

1. Availability and Flexibility: In some cases, the desired .gov domain may already be in use or unavailable. Municipalities might opt for a .com or .org domain because these extensions offer more flexibility and availability.
2. Specific Purposes: Municipalities might use .com or .org TLDs for specific purposes, such as promoting economic development, tourism, or community events. These domains may be used for websites that function more as promotional or informational platforms rather than official government portals.
3. Non-Governmental Entities: If a municipality has certain non-governmental entities, such as public-private partnerships or community organizations, it might use a .com or .org TLD for these entities to distinguish them from official government websites.
4. Branding or Marketing Strategies: Some municipalities might choose a .com or .org domain for branding or marketing reasons, especially if they want to create a distinct online identity that goes beyond the traditional perception associated with .gov domains.
5. Historical or Legacy Reasons: In some cases, municipalities may have initially chosen a .com or .org domain for historical reasons or because they started their online presence before .gov domains were widely adopted for government entities.
6. Ease of Use: Sometimes it’s just easier and quicker to obtain and move forward with a .com or .org TLD. CourseVector can purchase and manage these domains on behalf of a municipality as well, taking some of the stress of managing, pointing, and renewing a domain off already busy staff.

.com versus .org – How to Choose When Starting a New Website

A .com TLD is widely associated with commercial and business entities. If the website is intended for commercial purposes, such as e-commerce, promoting products, or conducting business activities, a “.com” TLD is a natural choice. It is certainly the most recognized and widely used TLD on the internet. Many users automatically assume that a website’s domain will end in “.com.” Choosing a “.com” TLD can enhance brand recognition and make the website easier to remember for users. For a municipality, it may be wise to purchase the .com version of the domain just so no one else purchases it to use for malicious reasons. It’s easy to set up a redirect from a .com (or any other TLD) to a .gov URL.

A “.org” TLD is traditionally associated with non-profit organizations, charities, and other entities with a focus on social, educational, or charitable activities. Choosing a “.org” TLD signals a commitment to a mission beyond commercial interests, which may fit with a smaller, local government entity. It is often perceived as a TLD for organizations with a community-oriented or service-driven mission. It may convey trust and credibility, especially when dealing with issues related to social impact, education, or public service. Again, it may be wise to purchase the .org version of your URL so that no one else does.

There are even more TLDs available, but the more unorthodox choices may not be the best choice for a municipality trying to garner trust from its residents.

It is important to note that you can choose to purchase a .com or .org domain name while you’re in the process of being vetted for a .gov TLD. As stated above, it is easy to set up a redirect from your .com to your .gov URL. It may also be prudent to do this so that no bad actors decide to purchase the .com version of your .gov domain name to try to scam your residents.

Ownership Versus Stewardship

As we mentioned above, .gov TLDs are only issued to approved government entities. Therefore, the domains with .gov TLDs cannot be owned or managed by outside organizations, leaving the municipality to manage the DNS itself. Whereas .com and .org domains can be purchased and managed on behalf of a municipality.

• Registration Information: The owner of a domain is typically identified in the domain registration details, including contact information and administrative details. The person or entity listed as the registrant is considered the owner.
• Ownership: Ownership implies legal control and rights over a domain name. When you own a domain, you have the legal authority to make decisions about its use, transfer, renewal, and overall management.
• Stewardship: Stewardship is handing over legal control to an ethical third party to make changes on your behalf. With the understanding that the right can be revoked at any time. This should only be done with a trusted third party.

At the end of the day, the municipality has the power of choice. When starting a new website, there is no right or wrong way to go. Make the decision that aligns with the manpower, know-how, and reach of your municipality.

There are currently no official guidelines for ADA website compliance. That doesn’t mean you can’t be sued. Websites can and do get sued for inadequate accommodation for those with disabilities. Such was the case when Scribd settled a lawsuit filed by the National Federation of the Blind. But if there are no official guidelines yet for ADA law as it pertains to websites, how did that even happen?

For a private claim to be stated under the disability act, plaintiffs must allege the following three things:

• They are disabled as recognized the American Disability Act
• The defendant operates, owns, or leases the “place of public accommodation” in question
• The defendant denied the plaintiff equal opportunity to the services the defendant offers

A “place of public accommodation” is ambiguous, and thus there is some debate about what constitutes this term other than the 12 examples described in the statute. This lack of specificity has resulted in three different legal approaches to whether or not a website can be considered “public accommodation.”

This term from the statute often attributed to include websites is “other sales or rental establishment.” Since these regulations were established in 1988, there has not yet been any amendment to clarify this clause or add on to it.

Three Different Legal Approaches to ADA Website Compliance

• Depending on location in which the supposed violation took place, American courts have taken three separate positions so far. Some have ruled that ADA law only applies to physical establishments and never to websites. Over time this will most likely not be the case anymore.
• Others have ruled that if the website represents a physical establishment, such as a shop, the owner must adhere to the ADA. Home Depot and Target were both sued using this interpretation.
• The last approach is that all commercial websites must comply no matter what. This approach is supported by the claim that the purpose of American with Disabilities Act is to give those with disabilities an equal opportunity for doing business.

What Happens if You Get Sued for Failure to Comply?

Private ADA lawsuits may result in an injunction to comply, but will not likely result in any fees in addition to hiring an attorney. However, if the Department of Justice files suit, fines, and other penalties may be enforced. Suits over ADA compliance for websites matter are becoming more and more common, but a large percentage of commercial websites still do not offer accessibility.

When Will the ADA Include Proper Definitions for Website Compliance?

ADA website compliance is expected to be mandatory for all commercial sites at some point in the future. The ADA claims to have official definitions for website compliance in 2018, but considering that these new regulations have been in the works since 2010, there is a high chance that the ADA will fail to provide these guidelines by that time. Many government sites currently use some method to make their site accessible for vision and hearing impaired visitors.

What Other Guidelines You Can Use?

Although there is currently no way to be entirely ADA compliant until some specific guidelines are made, most sites looking to accommodate disabled or impaired visitors use the Website Content Accessibility Guidelines (WCAG) 2.0, Levels A and AA. Many prominent groups involved in assisting American disabled people with these kinds of matters recommend this guide.

These guidelines require sites to incorporate software that can be used by the vision and hearing impaired. ‘Alt-text’ for example uses a screen reading technology that automatically dictates text. It’s possible to check the current accessibility status of your website according to the Web Accessibility Evaluation Tool. This will give you a good idea of where you stand and how well protected you are from legal action.

The WordPress Accessibility Plugin

If you are using WordPress as your base software or are planning on switching to it, you can use their useful accessibility plugin. This simple plugin is based only on public opinion, but it does an excellent job of identifying deficiencies, which can easily be changed to accommodate the impaired using the accessibility options that WordPress already has. WordPress even has themes designated as ‘accessibility-ready’ with tags. Since 25% of websites on the internet today currently run on WordPress, these measures will make it much easier for many site owners to observe ADA website compliance when the time comes.

In February 2018, Amazon launched its Polly WordPress Plugin. Amazon’s Polly text-to-speech service has been around for a while. It offers over 40 voice options and supports at least 24 languages. It uses machine learning to deliver more life-like speech than more basic text-to-speech technologies. The launch of the WordPress plugin allows WordPress users to generate an audio feed for text-based content for each website post. One can then insert the audio into an embedded player, increasing the accessibility of any WordPress site. The plugin itself was free. However, charges are calculated based on the number of characters requested.

Be Careful About Stating ADA Website Compliance

If you state somewhere on your website ADA website compliant, or any other kind of guarantee for that matter, that is a legally binding contract that can be used against you in a court of law. If you are in fact compliant when the time comes and you wish to let visitors know, there should be no problem, as long as you actually are compliant. If you weren’t aware that in some way you were not compliant, you’d be at risk of legal action. If you have not stated your compliance with the American Disability Act or any other regulations, you have a certain level of protection.

Be Wary of Any Solicitor Citing a Lack of ADA Compliance

There are no official guidelines for websites pertaining to the disability act, so, therefore, it is impossible to identify a website as being compliant or not. Anyone contacting you citing ADA law may be trying to sell you something. Having accessibility for your site is a good thing, but depending on your website, it might not be completely necessary for quite some time, if ever.

How Much of a Risk is it Not to Include Accessibility?

The American with Disabilities Act may incorporate a clause or section dedicated to websites more specifically sometime soon, but things have been the way they are now for quite some time. Lawsuits are on the rise, so being safe is a good idea. On the other hand, you ought to decide whether or not to make your site more accessible based on the factors that are most relevant to your situation. You may be able to find out what other site owners in your area are doing about it and figure out how important it currently is for your industry to have an accessible website. Calculating your risk of legal action if possible should dictate your decision if nothing else.

Figuring out whether or not your site really needs to adhere to some kind of guidelines for the time being, such as WCAG 2.0, may not be simple; but if you are using WordPress, the plugin they offer is easy enough to use without spending an overwhelming amount of time or money implementing it. This, of course, depends on your website, but it shouldn’t take long, and your web designer should be willing to help. If you are not using WordPress, things may get a little more complicated. Regardless of what kind of website you have, it’s always a good thing to have accommodations for the impaired if you can afford it.

Update – August 2017

A verdict on ADA compliance in a court case filed by Juan Carlos Gil against Winn-Dixie Stores Inc. (case no. 16-23020) has been reached, and will most likely set precedence for rulings in similar cases. The ruling, in this case, may only currently apply to areas within the same jurisdiction, but it can be expected that other jurisdictions will follow the same ruling that has been established in this case for the first time.

Juan Carlos Gil, who has cerebral palsy and is legally blind, claimed that he didn’t have “the full and equal enjoyment of the goods, services, facilities, privileges, advantages, or accommodations” without the aid of an on-screen reading system for Winn-Dixie’s website. As only one of roughly 70 websites the he has sued, Gil is continuing to play a major role in the shaping of ADA compliance practices for business’ websites.

As this is such an important case in determining the future of ADA compliance rulings, here’s a brief overview of the details:

JAWS Screen Reader, Gil’s assisting software, was unable to access the majority of Winn-Dixie’s newly redesigned website. Experts confirmed this during the trial, and instead of arguing for the compatibility of the website and against Gil’s software, they chose to take the stance that their website was not “a place of public accommodation.” The presiding judge ruled that there is still a very close connection between Winn-Dixie’s physical stores and the website.

Winn-Dixie was given a three-year injunction in which they must overhaul their already recently redesigned website. Gil wasn’t compensated beyond the attorney fees, but his case was successful in forcing Winn-Dixie to make major changes to their site and costing them greatly in attorney fees for both sides, redesign expenses, new staff training protocols for accessibility, and more.

Update – April 2018

Accessibility Tools

Like search engine optimization and usability, website accessibility can yield better search results and increase the number of viewers reached while proving social responsibility to your users.

Below is a list of tools and plugins designed to increase the accessibility of your website.

• W3C WAI
  The World Wide Web Consortium (W3C) has created specifications, techniques, and guidelines to help website owners implement accessible website solutions through their Web Accessibility Initiative.  W3C’s Web Accessibility Initiative provides tutorials and recommendations to make your website content accessible for all.
• WAVE
  WebAIM — Web Accessibility in Mind’s free evaluation tool, WAVE, has extensions for both Chrome and Firefox. WAVE provides visual feedback regarding the accessibility of your content.
• ATBar 
  ATBar is a cross-browser toolbar that helps users customize web pages. With ATbar users can decrease or increase font sizes, use colored overlays, have the text read aloud, and get readability support.
• CKEditor 4 Accessibility Checker
  The Accessibility Checker is a free extension for the CKEditor 4.  Edit your HTML with the plugin-based Accessibility Checker.  Your content can be created, inspected and fixed any accessibility issues.
• aXe 
  The aXe accessibility tool is an independent open-source library and testing engine. With the aXe accessibility tool content can be customized with specific rules and can integrate with browsers making your website better accessible.
• Accessible Web WCAG Color Contrast Checker: The WCAG Color Contrast Checker from Accessible Web allows you to input hex codes of your foreground and background colors to see if the contrast is high enough to be considered ADA compliant.

WordPress Specific Accessibility Tools

• AccessiBe accessiBe uses AI & ML to make websites WCAG 2.1 AA compliant automatically.
• Accessibility-ready e-commerce themes for WordPress
  WordPress provides users with an assortment of accessibility-ready WordPress e-commerce themes.
• Accessibility Widget: The Accessibility Widget adds a sidebar widget to change text size in your WordPress site.
• Accessible Poetry
  With the Accessible Poetry tool, users can utilize the toolbar to change the font and contrast of your site, provide outline effect for items in focus mode, and send alerts for images without alternative text.  Additionally, skip navigation links can assist users when navigating around the central area of your site with their keyword.
• Contact Form 7: Accessible Defaults
  The Contact Form 7 Accessible Defaults is a plugin that produces an equivalent of the default version of Contact Form 7 to include accessible forms and features.
• Gravity Forms Accessible Forms: Gravity Forms is a well-used WordPress form creator. They have documentation to help developers create more accessible forms.
• Text-To-Speech Converter
  With the Text-To-Speech Converter, any website text can be converted into spoken language. By utilizing this text-reading tool, your site will be able to convey content vocally for your users helping them interact easily with your website.
• UserWay: Add an accessibility toolbar to your WordPress website. This is a free tool for personal, commercial and government use.
• wA11y
  The wA11y plugin provides tools such as WAVE, tota11y, and other filters to help improve and evaluate the accessibility of your site.
• WP Accessibility
  With the WP Accessibility plugin, a toolbar can be added to toggle between high contrast, large print, and desaturated views of your WordPress theme.

Update – January 2019

According to a post by Practical Ecommerce, as of January 30, 2019, the DOJ has yet to establish guidelines for accessible websites.  However, business’, are highly encouraged to follow W3C’s Web Content Accessibility Guidelines. According to information from Seyfarth Shaw, an international law firm, website access, and ADA Title III lawsuits hit record highs in 2018.  Although business’ are not yet obligated to follow web accessibility guidelines, you are required to provide an accessible website for your users. 

Update – January 2024

As of late 2023, the Department of Justice issued a Proposed Rule and Call for Comments for the “Nondiscrimination on the Basis of Disability: Accessibility of Web Information and Services of State and Local Government Entities“. They feel that voluntary compliance has been insufficient in providing access to those in need. Therefore, “the Department is proposing technical requirements to provide concrete standards to public entities on how to fulfill their obligations under title II to provide equal access to all of their services, programs, and activities that are provided via the web and mobile apps“. The new legislation applies to all content conveyed to users via a web browser. The following aspects of a website are subject to these rules:

• text
• images
• sounds
• videos
• controls
• animations
• navigation
• menus
• documents
• services (like bill pay even if linking away from your site)

“The Department is proposing to require that public entities comply with the WCAG 2.1 Level AA success criteria and conformance requirements.”

If your municipality has 50,000 or more residents, you must comply with these standards within two years of the ruling’s finalization. If your municipality has less than 50,000 residents, you have three years to comply. All special district governments have three years to comply. There are a few exemptions to the requirements, including archival documents, however the document may change as it passes through legislation. It’s best to check with your solicitor on the ruling’s wording to make sure your archival electronic presence truly meets the exemption criteria.

The document also covers a municipality’s use of social media to communicate with its residents and visitors. The regulations proposed will apply no matter where the web content is located. This means that municipalities must comply with WCAG 2.1 Level AA requirements whether posting to their website or social media. In the eyes of the Department of Justice, the content on social media is the same as the content on a website. They are considering exempting content that predates the ruling, but again you should check with your solicitor to be sure your content falls within the parameters of the exemption.

The enforcement of this document is still very much up in the air. However, this document is progress from the lack of direction we had in 2019.

All information in this blog post was accurate as of 01/23/2024.  If you have any questions, please feel free to contact CourseVector.

Cyber Security Awareness

For more cyber security awareness tips click below.

Create a Culture of Security!

As part of a plan to make state and local governments more resilient to cyberattacks, the Department of Homeland Security announced a $1 billion grant program to make state, local, and territorial governments more resilient to cyberattacks. The grants, spread over a four-year period, will give local governments the ability to strengthen their cybersecurity arsenal, improve critical infrastructure, and see increased resilience overall to cyber threats. The application process is now open, giving applicants 60 days to apply for the grant.

It is important to note that if your borough or municipality wishes to apply for this grant, you must establish a Cybersecurity Planning Committee, with no less than one-half of the committee having professional experience related to cybersecurity or information technology. The committee shall assist in the determination cybersecurity funding priorities, and participate in the development, finalization and approval of the Cybersecurity Plan.

A local government that receives funds from this cybersecurity grant can use to the grant to:

1. Implement the Cybersecurity Plan.
2. Develop or revise the Cybersecurity Plan.
3. Pay for expenses directly related to administration of the grant, but not to exceed 5% of the amount of the grant.
4. Assist with approved activities that address imminent cyber threats.
5. Fund any other activity approved by the DHS Secretary.