2016.06.21 PC Packet - Laserfiche WebLink

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7 City Attorney Tietjen provided further comment on how the City views conflict of interest. She encouraged all Commissioners to notify City staff right away if a Planning Case were to conflict with any member. She discouraged the Commission members from accepting gifts from interested persons. Any questions regarding this matter should be brought to City staff. City Clerk Haarstad reviewed the City’s data privacy policy and discussed the new process that would be followed for the Planning Commission agendas and meeting packets. It was noted packets would be available the Friday prior to meetings online through Granicus. She encouraged each of the Planning Commission members to stay involved and educated by reading through their packet information prior to each meeting. Further discussion ensued regarding packet information being public information, except for land purchases. Any questions or new information regarding the meeting items should be brought to the staff liaison prior to meetings. She requested that all inquiries and emails be sent to staff and not to other Commission members. City Clerk Haarstad recommended the Planning Commissioners use caution when using social media and other personal communications and explained the City provided iPads are not to be tied to personal email accounts. The City’s email retention policy was described. City Attorney Tietjen advised the Planning Commission further on open meeting laws and serial meetings, along with how the City manages data practice requests. Mayor Johnson discussed the differences between official City emails and transitory emails. She encouraged Planning Commissioners to put all old emails regarding City business into a folder or have them stored on a flash drive. She explained that some of the rules pressed upon the Council and Commissioners were quite stringent. She suggested the Commissioner’s error on the side of caution to eliminate any issues in the future. Councilmember Jacobsen thanked staff for formalizing this training and for providing it to the City Council and its Commissioners. IT Manager Barte provided each Commission member with an iPad and discussed the City’s policies and procedures for these pieces of technology. He noted all files and documents on the iPad belong to the City, including internet logs. He provided further information on the Apple ID’s, passwords and how to access packets on the iPads. He noted all pictures taken on the iPads will be shared on all City iPads. He reported that any questions regarding the iPads could be brought to him. Commissioner McPherson questioned if the City would allow Commission members to Skype in for meetings in the future. City Clerk Haarstad reported State Statutes do allow for that, however, there are very stringent criteria that must be met. She stated at this time, the City has been opposed to allowing this due to the expense of the statutory requirements. Adjournment: Motion by Commissioner Frischman, seconded by Commissioner McPherson, to adjourn the meeting. 6 Ayes, 0 Nayes, Motion carried. Meeting adjourned at 9:25 PM