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Council Members may participate in listservs and other electronic forums that <br />serve to exchange information and opinions about City issues, so long as that <br />participation is not for the purpose of avoiding public discussion or to forge a <br />majority in advance of public meetings. <br />Retention of Electronic Communications <br />VII. <br />Council Members should provide the City Manager with a copy of any <br />electronic communication not already maintained by the City that was made or <br />received by the Council Member and becomes part of an official City <br />transaction pursuant to the following retention classifications: <br />Complaints – General: General city services, maintenance, repair, citizen <br />complaints. \[Retention period:1 year after action completed.\] <br />Correspondence – Historical: Correspondence to/from mayor, city <br />manager, city administrator. Official correspondence that <br />documents important events or major functions of the office. <br />Usually deals with a specific topic, issue, organization or individual. <br />\[Retention period: Permanent.\] <br />Correspondence – General. \[Retention period: 3 years.\] <br />Council Members do not need to retain or provide the City Manager with <br />electronic communications that do not become part of an official transaction or <br />electronic communications that fall within the following retention <br />classification: <br />Correspondence – Messages: Transitory messages, e-mail or phone <br />messages of short-term interest which are considered incidental and <br />non-vital correspondence. \[Retention period: Until read.\] <br />RRM: #134031/cg <br />3 <br /> <br />