CC_Minutes_2009_0223 - Laserfiche WebLink

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1 • If a Council Member wishes to address only one other Council Member 2 through electronic means on any topic related to City business, s/he can do so 3 directly, but should be mindful of the following: 4 5 o One-to-one communication is preferable. 6 7 o The recipient of an electronic message or inquiry should reply only to the 8 sender, should not copy others on the reply and should not forward the 9 original email to other Council Members. 10 11 o The sender of an electronic message should not forward or copy the 12 recipient's reply to any other Council Member. 13 14 o If a Council Member receives an electronic communication from any 15 source related to City business and distributed to multiple Council 16 Members (i.e. an email sent to the entire council from a member of the 17 public; or an email sent to three Council Members from a local business), 18 s/he should reply only to the sender. The reply should not be copied to all 19 on the original distribution or forwarded to any other Council Member. 20 21 • When communicating via a-mail on City matters, Council Members should 22 include the following disclaimer: "Confidentiality Statement: The information 23 contained in this electronic message and any documents accompanying this 24 transmission may contain information that is confidential and/or legally 25 privileged. This information is intended only for the use of the individuals or 26 entities listed above. If you are not the intended recipient, you are hereby 27 notified that any disclosure, copying, distribution, or action taken in reliance on 28 the contents of these documents is strictly prohibited. If you have received this 29 information in error, please notify the sender immediately and arrange for the 30 return or destruction of these documents." 31 32 • Council Members and City employees should discourage members of the 33 public from replying or forwarding electronic communications with a Council 34 Member about matters presently pending before the Council for official action 35 to all Council Members. When communicating with members of the public via 36 a-mail, Council Members and City employees should include the following 37 disclaimer: "Open Meeting Law Notice: Please note that electronic 38 communications about matters pending before Council for official action 39 which directly or serially include at least three Council Members, including 40 forwarding of a-mails or use of `reply to all,' may be found to violate the 41 Minnesota Open Meeting Law, and should be avoided." 42 3