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CITY OF SARATOGA <br />City Council and Commissions <br />Electronic Communications Policy <br />Adopted May 19, 2010 <br />I. Purpose: Use of electronic media is necessary and useful for City Council and Commission <br />members in order to improve communication and efficiently perform their City duties. The <br />purpose of this policy is to insure the proper use of the City's electronic media and to set out the <br />policy the City Council and Commission members will follow when using electronic media and <br />the City's electronic communication system. This policy will also insure that use of City <br />electronic media complies with applicable law, including the Public Records Act and Brown Act. <br />This policy is applicable to all City Council members and Commissioners except members of the <br />Youth Commission. <br />II. Definitions <br />A. City's Electronic Communication System — City-owned devices or products designed <br />to electronically process, transmit, or store information such as computers, phones, cell <br />and smart phones, printers, modems, data files, and e-mail. <br />B. User — a Council member or Commissioner who uses the City's electronic <br />communication system. <br />C. E- Communication — electronic text or visual communication and attachments <br />distributed via e-mail, websites, instant messaging, text messaging; twitter, or comparable <br />services. <br />D. Electronic Media — a method for processing or transmitting information in electronic <br />form, including E- Communication, software programs and the Internet. <br />III: General Procedures <br />A. Procedures for Electronic Communications. All Council members and <br />Commissioners will be issued accounts for use of City electronic media for E- <br />Communication on City business. E- Communication by nature represents and reflects <br />upon the City's public image and integrity. Users should insure that their messages are <br />respectful, professional, and are consistent with City. policies. E- Communication should <br />be written or otherwise presented in the same professional and respectful manner as paper <br />communications. The City's Electronic Communication System shall be used only for <br />City business. <br />B. No Use of Personal E- Communication: Users shall not use their home or business E- <br />Communication accounts or addresses for any communication pertaining to City <br />25 <br />