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1 <br />2 <br />3 <br />4 <br />5 <br />6 <br />7 <br />8 <br />9 <br />10 <br />11 <br />12 <br />13 <br />14 <br />15 <br />16 <br />17 <br />18 <br />19 <br />20 <br />21 <br />22 <br />23 <br />24 <br />25 <br />26 <br />27 <br />28 <br />29 <br />30 <br />31 <br />32 <br />33 <br />34 <br />35 <br />36 <br />37 <br />38 <br />39 <br />40 <br />41 <br />42 <br />Attachment B <br />Date: 2/23/09 <br />Item: 13.a <br />City Council Electronic <br />Communications Policy <br />MEMORANDUM <br />TO: Bill Malinen <br />FROM: Eric J. Quiring <br />DATE: February 17, 2009 <br />SUBJECT: Electronic Communications Policy <br />File No. 4002(1)-0341 <br />Electronic Communications Polic�pics discussed at previous Council meetin�s <br />1. <br />2. <br />3. <br />Can members of the public expect their e-mails to Council Members to be <br />confidential? <br />Section I of the draft Policy expressly states that electronic communications may <br />be classified as public data and may be subject to public disclosure. Therefore, <br />members of the public cannot expect confidentiality. The Minnesota Government <br />Data Practices Act presumes that government data are public unless a specific law <br />provides otherwise. <br />What are the limits on Council Members' discussions and/or polling of other <br />Council Members prior to meetings? <br />The Minnesota Open Meeting Law prohibits Council Members from conducting <br />public business outside of a public meeting. Section V of the draft Policy <br />addresses communications among Council Members outside of Council meetings. <br />Does the City's retention policy apply to Council Members' electronic <br />communications? <br />Minnesota law requires the retention of all government records, regardless of the <br />format. Section VI of the draft Policy references the retention of electronic <br />communications in accordance with the City's retention policies and procedures. <br />