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Community Engagement Commission Minutes January 15, 2015 – Draft Minutes Page 2 of 18 Chair Grefenberg welcomed City Manager Trudgeon to the meeting. 47 48 a. Policy on Use of Commission E-Mail Addresses 49 50 City Manager Trudgeon stated there was discussion at the November Commission meeting 51 regarding the collection and use of email addresses and there was a concern by the Commission 52 and others regarding those email addresses. He stated the reason the City was concerned about 53 this was due to new 2014 state laws, noting He noted as a the City they were was not thinking 54 anything negative about on the collection collecting of the e-mail addresses. He realized and if 55 anything was done wrong, they realized it was all done in good faith. 56 57 He Trudgeon stated indicated that the recent changes in state laws made the collection of email 58 addresses very complicated. He stated privacy was very important and the state has gotten 59 involved in protecting privacy. He noted in 2013, the state made email addresses considered 60 private data and it was protected and therefore the city could not release those emails. In 2014, 61 there was a new law, which made city commissions bound by the privacy laws also. He stated 62 by extension the committee Commission members were by law a part of the city, whether they 63 liked it or not. 64 65 He Therefore, Trudgeon continued, stated the City had to have appropriate safeguards and 66 procedures for the data protection and safety of the data, which included email addresses. He 67 stated only the appropriate people within the City or the organization were given permission to 68 access the data; and in this case, it meant only the people in the City employees who maintained 69 the databases had access to it. He stated Everyone had the ability to use the emails and could 70 send out emails, but they could not have access to the emails addresses. He stated added the 71 Commission they could still collect emails addresses, but it had to be done in a private and safe 72 manner. 73 74 He Trudgeon indicated they were added City officials were looking at considering possibly 75 having a city tablet at events where people entered the information themselves which went 76 directly into the city’s database and therefore only the appropriate City personnel had access to 77 those emails. He stated getting information out to people and having them sign up for things was 78 appropriate, but they had to do it in compliance with the law since He noted the City could be 79 liable and get sued for failure to follow the law in the collection and use of email addresses. 80 81 Vice Chair Becker stated said he understood the statutory law focused on the maintenance and 82 use of the data and that collection of the emails addresses might be a different matter. He Becker 83 agreed the best way for people to sign up for things was directly on a city tablet; he asked, 84 however, but what happened if someone came up to them and gave a commission member their 85 phone number. He asked if they should collect the phone number and hand it off to the City. 86 City Manager Trudgeon stated responded as silly as it sounded that might be against the law. He 87 recommended the commissioner give them the phone number of a city staff person to contact 88 directly to give them their information. He stated this would be the safest way to do it. 89 90