Laserfiche WebLink
she shall forward his or her response and the individual E- Communication to the <br />City Clerk or Commission liaison for inclusion in the Council or Commission's <br />informational packet at the next available Council or Commission meeting. <br />F. City Electronic Communications with the Public. City staff will post official <br />information on upcoming and prior City Council meetings, workshops and events on the <br />City Website. Council and Commission agendas and minutes will be posted for the <br />current and prior calendar year. Additional materials may be posted at the discretion of <br />the City Manager or Manager's designee. <br />G. Use of E- Communication During Meetings. City Council members shall not use E- <br />Communication at any time during a meeting of the City Council at which he or she is in <br />attendance. No Commissioner may use E- Communication at any time during a meeting <br />of the Commission of which he or she is a member at which he or she is in attendance. <br />The foregoing limitation shall not apply to receipt of telephone calls or text messages <br />from family members in the event of awurgent family matter; a Council member or <br />Commissioner wishing to respond to such a message during the meeting shall do so <br />during a recess or shall excuse him or herself from the meeting to place the return call or <br />text in a manner that does disrupt the meeting. <br />11. City Participation in Internet Forums, The City will not generally answer questions or <br />respond to comments made in Internet forums. The City will post answers to such <br />questions on its website if the questions are deemed important by the Mayor or by the <br />City Manager or at the direction of the City Council. If a Council member desires staff to <br />prepare a response to a question or comment received by E- Communication or made in <br />an Internet forum, the Council and Commission member may forward the question or <br />comment to the City Manager and request that staff prepare an appropriate response in a <br />reasonable period of time. If preparation of a response will require significant staff time <br />to research or draft the response, an interim response to the questioner or commenter will <br />be sent as soon as possible acknowledging receipt of the inquiry and informing the sender <br />that a response is being prepared. <br />IV. Specific Procedures <br />A. Retention of The City electronically archives E- communications in accordance <br />with the City's Records Retention schedule. E- communications that constitute <br />preliminary drafts, notes, or infra- agency or interagency memoranda that are not retained <br />by the City in the ordinary course of business are not required to be archived and should <br />be deleted prior to regularly scheduled archiving, The. City Clerk and City Attorney are <br />available to assist users in determining how to address questions concerning the <br />application of these procedures. <br />B. Public Records Act. City records, whether paper or electronic, are governed by the <br />public disclosure requirements of the Public Records Act, Disclosure may be required <br />regardless of who sends or receives a communication or document. In the event that the <br />City receives a request for disclosure of City records that includes E- Communication, the <br />Council and Commission Electronic Communications Policy <br />Page 3 of 4 <br />27 <br />