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Jun-08-2009 10:17 From-PETERSON FRAM BERGMAN 6512281703 T-416 P.oos/ona F-999 ntembers of the counciL Again remember that materials relating to agenda items for city business must be provided to the public at the meeting. . If a Council Member wishes to address only one other member through electronic means on any topic related to city business~ s/he can do so directly, but should be mindful of the .following: o One-to-one communication is ideal. o The recipient of an electronic message or inquiry should reply only to the sender, should not copy others on the reply and should not foxward the original email to other Council Membets~ o The sender of an electronic message should not forward or copy the recipient! s reply to any other Council Member. ~ If a COWlcil Member receives an electronic communication from any source related to city business and distributed to multiple COWlcil Members (i.e. an email sent to the entire council from a member of the public; or an email sent to three Council Members from a local business)~ slhe should reply only to the sender" The reply should not be copied to all on the original distribution or forwarded to any other Council Member. . If a COWlcil Member receives listserv distributions, electronic newsletters, or participates in electronic di~cussion forums where other Council Members are also likely to participate (such as chat rooms)~ the Council Membet should not reply to any distribution . or comment so that the reply is copied to the entire distributioD group~ or any part of the group that might include other Colincil Members.. The Council Member should instead respond only to the sender of any message or inquiry. Classification and Retention of electronic communications . Regardless ofwhetber electronic communication by a Council Member is taking place on a city-provided computer) home computer or other conlputer system, classification of information as public, private or other is governed by the Minnesota Government Data Practices Act (Minn. Stat. Cbapt. 13) and should be treated accordingly, . Council Members should retain electronic communications in keeping with city polioies and procedures~ whether such communication takes place on a city-provided computer, home computer or other computer system~ . Thill material is prOVld'~ as ,ener~llnfOtmatloR ~nd Jt not II &ub,'ltute for legal i1dviGt~ ConGwlt YOlfr attotney for advice eor-earnlng specifIc altuatlont. -5-