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~en~i-, ~+a nc~e ~{- Public Copy 1 CITY OF ROSEVILLE 2 3 Policy on Council Members' Electronic Communications 4 5 6 This Policy applies to all members of the Roseville City Council. For purposes of this 7 Policy, reference to Council Members includes members of all other City committees and 8 groups subject to the Open Meeting Law. Reference to the Council shall include all such 9 groups and meetings. 10 11 This Policy applies to all electronic communications containing government data, as 12 defined by the Minnesota Government Data Practices Act, Minn. Chapter 13, regardless 13 of whether the Council Member is using aCity-provided email address and account, 14 his/her personal email address or account, or one provided by his/her employer. 15 16 I. P ose 17 18 This Policy is adopted to increase awareness of the risks associated with Council 19 Members using electronic communications and to set forth the appropriate restrictions on 20 the use of electronic communications in accordance with the Minnesota Open Meeting 21 Law and Minnesota Government Data Practices Act. 22 23 Electronic communications may be classified as public data, and thus, may be 24 subject to public disclosure. Members of the public cannot expect confidentiality when 25 electronically communicating with Council Members on matters of City business. 26 27 II. Definitions 28 29 "Electronic communications" include email, texting, instant messaging, chatrooms, and 30 related electronic means of communicating with others. 31 32 "City Manager" means the City Manager or his/her designee. 33 34 III. Meeting materials 35 36 Electronic communication of meeting materials should generally be conducted in a one- 37 way communication from the City Manager to the Council Members. 38 39 • Council Members may receive agenda materials, background information, and 40 other materials via email attachment or other electronic means (such as file 41 sharing) from the City Manager. 42