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Guidelines for <br />Electronic Communications between Councilmembers <br />in the City of Ramsey <br />These guidelines apply to all members of the City Council and all members of Council <br />and city committees, commissions, sub -committees, etc. in the City of Ramsey. <br />For purposes of these guidelines, reference to Councilmembers includes members of all <br />other city committees, sub -committees, boards, commissions, and groups subject to the <br />Open Meeting Law. Reference to the Council shall include all such groups and meetings. <br />For purposes of these guidelines, "electronic means" means email, instant messaging, <br />chat rooms, and related electronic conversation. <br />For purposes of these guidelines, "city clerk" means the city clerk, city administrator or <br />his/her designee. <br />These guidelines apply regardless of whether the Councilmember is using a city -provided <br />email address and account, his/her personal email address or account, or one provided by <br />his/her employer. <br />Meeting materials <br />Electronic communication of meeting materials should generally be conducted in a one- <br />way communication from the city clerk to the Council. <br />• Councilmembers may receive agenda materials, background information, and <br />other meeting materials via email attachment or other electronic means (such as <br />file sharing) from the city clerk. <br />• If a Councilmember has questions or comments about materials received, s/he <br />should inquire via electronic means directly back to the city clerk. A <br />Councilmember should not copy other committee members on his/her inquiry. <br />• If the clarification is one of value to other Councilmembers, the city clerk may <br />send follow-up materials or information to the Council. <br />Materials relating to agenda items of a meeting must also be made available to the public <br />at the meeting. <br />Communication during Council meetings <br />• Councilmembers should not communicate with one another via electronic means <br />during a public meeting. <br />IAAGENDA COUNCIL & CON MUSSION\City Council\2009\August\GuidelinesPolicyforelectroniccommunications.docx <br />