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<br />ARDEN HILLS CITY COUNCIL WORK SESSION - JUNE 15, 2009 <br /> <br />5 <br /> <br />Councilmember Holmes stated she would like to be able to better pass <br />information onto the other Councilmembers and questioned if this was in violation <br />of any open meeting regulations. <br /> <br />City Administrator Moorse cautioned the Council from passing along too many <br />emails but that messages could be sent for informational purposes. He stated that <br />these messages should not be replied to. <br /> <br />Mayor Harpstead suggested that these informational emails be printed and placed <br />on the public materials table at the next public meeting. Councilmember Holmes <br />agreed. <br /> <br />Discussion ensued regarding the Council's retention policy in handling electronic <br />communications. <br /> <br />Finance Director Iverson stated the City of Roseville was drafting a data privacy <br />policy at this time that would be adopted by the entire Metro- Inet Group once <br />completed. <br /> <br />Mayor Harpstead suggested staff present the Council with some email retention <br />guidelines at a future meeting. <br /> <br />F. Scheduling Software - Share Point <br /> <br />Finance Director Iverson indicated that the City has established an email address <br />for each Councilmember through the City's server. She reviewed the instructions <br />on how to get to these accounts through Share Point in detail. <br /> <br />Councilmember Holden questioned why the new accounts were created. <br /> <br />Finance Director Iverson stated this would assist in a central calendar for the <br />Councilmembers. She noted the Council would have access to a single calendar <br />through the City's Intranet to allow meetings to be scheduled more easily. <br /> <br />Finance Director Iverson stated the information on this site was considered <br />public. She explained there were many features available on this site that the <br />Council could use to post public information. <br /> <br />Discussion ensued regarding the new intranet system. <br />