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Guidelints for <br /> Electronic Communications between Council Members <br /> in the City of <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 <br /> For purposes of these guidelines,reference to council members includes members of all other city <br /> committees and groups subject to the Open Meeting Law. Reference to the council shall include all <br /> 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 /> Meeting materials <br /> Electronic communication of meeting materials should generally be conducted in a one-way <br /> communication from the city clerk to the council. <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 <br /> • Council members should not communicate with one another via electronic means during a <br /> public meeting. <br /> • Council members should not communicate with any member of city staff via electronic <br /> means during a public meeting. <br /> • Council members should not communicate with the public via electronic means during a <br /> public meeting. <br /> 4 <br />