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Regular City Council Meeting Monday, November 10, 2008 Page 6 Discussion included the need to consider list serves and the Roseville Issues Fo- rum and how not to limit the ability of Councilmembers to participate in civic conversation, while observing Open Meeting Law constraints; need to have a pol- icy in place for retaining infra-municipal a-mails and those coming from residents (i.e., record retention policy for a-mail communication); data practices act consid- erations regarding written communications, how and where those communica- tions are printed, and how, if or when those printed communications are made available to the public; need to consider those electronic communications based on what computer was used for its receipt (i.e., City, work or personal), how those e-mails were routed and which ones fall under the City's Electronic Communica- tions Policy and which would be considered privileged and confidential; and the need to have a basic premise from which to develop clear guidelines and an over- all policy. Further discussion included how to address the expectations of individual resi- dents and senders as to how private or public their a-mail would be; disclosure statements, similar to that currently on the City's website regarding routing of e- mails sent to Councilmembers; how to address individual and or group a-mails and expectations regarding those types of communications; efficiency of re- sponses based on how a-mail communications are directed and/or received; and ramifications of communication routing on residents, and those items they had expectations of keeping confidential. Additional discussion included a timeframe for record retention of a-mail com- munications and the need for a centralized person/place for their dissemination at that point, rather than relying on individual Councilmembers to comply with ar- chiving data; and the need to review current policy/practice in retention of official documents related to data practices and archiving. City Attorney Squires addressed the advantages of having adopted a record reten- tion policy, in accordance with state law, to allow disposal of records on that list (i.e., recycling Council meeting tapes), and offered to visit with City Manager Malinen on that Policy in place and previous action. Further discussion included how to identify, in the proposed policy, which com- munications were provided to the public during a Council meeting, or through agenda packet materials when sent to City Councilmembers, and the need for an explicit policy on how to determine those items that need to be included to avoid Open Meeting Law issues as recently experienced. Additional discussion included individual communication by phone or a-mail and how to determine if public interest is best served by not publishing that informa- tion (i.e., property data); how to respect the privacy of individual citizens; and