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Guidelines for <br />Electronic Communications between Council Members <br />in the City of Little Canada <br />These guidelines apply to all members of the city council and all members of council and city <br />committees, commissions, sub - committees, etc. in the City of Little Canada. <br />For purposes of these guidelines, reference to council members includes members of all other <br />city committees and groups subject to the Open Meeting Law. Reference to the council shall <br />include all such groups and meetings. <br />For purposes of these guidelines, "electronic means" means email, instant messaging, chatrooms, <br />social media, microblogs and related electronic conversation. <br />For purposes of these guidelines, "city clerk" means the city clerk, manager, administrator or his/ <br />her designee. <br />These guidelines apply regardless of whether the.council member is using a city - provided email <br />address and account, his /her personal email address or account, or one provided by his /her <br />employer; and to all social media accounts to which a council member posts. <br />Electronic communication of meeting materials should generally be conducted in a one -way <br />communication from the city clerk to the council as follows: <br />• Council members may receive agenda materials, background information, and other <br />meeting materials via email attachment or other electronic means (such as file sharing) <br />from the city clerk. <br />• If a council member has questions or comments about materials received, s /he should <br />inquire via electronic means directly back to the city clerk. A council member should not <br />copy other committee members on his /her inquiry. <br />• If the clarification is one of value to other council members, the city clerk may send <br />follow -up materials or information to the council. <br />Materials relating to agenda items of a meeting must also be made available to the public at the <br />meeting. <br />Communication during council meetings shall be governed as follows: <br />• Council members should not communicate with one another via electronic means <br />during a public meeting. <br />4 <br />