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• Council Members may participate in listservs and other electronic forums that <br />serve to exchange information and opinions about City issues, so long as that <br />participation is not for the purpose of avoiding public discussion or to forge a <br />majority in advance of public meetings. <br />VII. Retention of Electronic Communications <br />• Council Members should provide the City Manager with a copy of any <br />electronic communication not already maintained by the City that was made or <br />received by the Council Member and becomes part of an official City <br />transaction pursuant to the following retention classifications: <br />Complaints -General: General city services, maintenance, repair, citizen <br />complaints. [Retention period: 1 year after action completed.] <br />Correspondence -Historical: Correspondence to/from mayor, city <br />manager, city administrator. Official correspondence that <br />documents important events or major functions of the office. <br />Usually deals with a specific topic, issue, organization or individual. <br />[Retention period: Permanent.] <br />Correspondence -General. [Retention period: 3 years.] <br />• Council Members do not need to retain or provide the City Manager with <br />electronic communications that do not become part of an official transaction or <br />electronic communications that fall within the following retention <br />classification: <br />Correspondence -Messages: Transitory messages, a-mail or phone <br />messages of short-term interest which are considered incidental and <br />non-vital correspondence. [Retention period: Until read.] <br />RRM: #134031/cg <br />3 <br />