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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, "staff' means the administrator, city clerk, or his/her <br /> 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; 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 councilmember 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 councilmembers, 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 /> ■ Councilmembers 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 /> Page 1 of 2 <br />