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Attachment E <br />REQUEST FOR COUNCIL ACTIO <br />Date: August 11, 2008 <br />Item No.: 13.c <br />Deplartm.ent Approval City Manager Approval <br />Item Description: City Council's Electronic Coin, mu. ni cation <br />79317) <br />1) <br />At a February 2008 City Council inecting, staff inadvertently failed to provide the public with a <br />printed copy of an email that had been sent to the Counci.l. Upon this being brought to staff s <br />4 attentilon,, staff made the memo available to the public, This oversight, however, led to the <br />Department of Administra.ti on's opinion that the City violated the Open it Law. <br />At the July 1.4, 2,008 Council i -neeti <br />ng, the COLHICH discussed how the error occurred and what <br />can be done to prevent it in the future. The Council noted that Open Meeting laws were written <br />before e-rn.all and", other communications methods were not commonly used. <br />Council as -or a diSCLIssion of pub-tic information policies to make sure procedures are In <br />ke�d f <br />place to ensure transparency and availability of all information used to make Council decisions, <br />POLICY OBJECTIVE <br />Ensure that plublic documents. are available to the public., <br />STAFF, RECOMMENDATION <br />- of M' <br />The League l innesota recommends that cities have policies or guidelines which clarify the <br />.q <br />a pp -opria,te and prieferred email use by and between CouncHmernbers. They provide draft <br />i <br />guidelines from which. the Council can begin the discussion. <br />11 lip 111� <br />I 'n <br />Discuss possibile guidelines to ensure that public docut ents are available • the p bl' <br />Plreparied by Bill Mallinen, City Manager- <br />Attachments: A: League of'Mmnesota Cities suggested guidelines on electronic communications <br />