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Guidelines for Electronic Communications <br />Between Members of Council, Commissions and Boards <br />These guidelines apply to all members of the city council and all members of council and city <br />committees, commissions, sub-committees, etc. in the City of Elk River. <br />For purposes of these guidelines, reference to councilmembers includes members of all <br />other city committees and groups subject to the Open Meeting Law. Reference to the <br />council shall include all such groups and meetings. <br />For purposes of these guidelines, "electronic means" means email, instant messaging, <br />chatrooms, social media, microblogs and related electronic conversation. <br />For purposes of these guidelines, "staffl' means the administrator, city clerk, or his/her <br />designee. <br />These guidelines apply regardless of whether the councilmember is using acity-provided <br />email address and account, his/her personal email address or account, or one provided by <br />his/her employer; and to all social media accounts to which a councilmember posts. <br />Meeting materials <br />Electronic communication of meeting materials should generally be conducted in a one-way <br />communication from a city staff person to the council. <br />Councilmembers may receive agenda materials, background information, and other <br />meeting materials via email attachment or other electronic means (such as file <br />sharing) from city staff. <br />If a counciltnember has questions or comments about materials received, s/he <br />should inquire via electronic means directly back to staff. A councilmember should <br />not copy other committee members on his/her inquiry. <br />If the clarification is one of value to other counciltnembers, staff may send follow-up <br />materials or information to the council. <br />Materials relating to agenda items of a meeting must also be made available to the public at <br />the meeting. <br />Communication during council meetings <br />^ Councilmembers should not communicate with one another via electronic means <br />during a public meeting. <br />^ Councilmembers should not communicate with any member of city staff via <br />electronic means during a public meeting. <br />^ Counciltnembers should not communicate with the public via electronic means <br />during a public meeting. <br />Communication outside of council meetings <br />• Councilmembers should generally act with caution when using electronic means to <br />communicate with one another, being mindful of the Minnesota Open Meeting Law. <br />S:\Public Bodies\Boards\Board and Commission Handbook\New Board and Commission Folder\Electronic Comm Guidelines.doc <br />