2.3 ERMUSR 05-08-2018 - Laserfiche WebLink

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• Open Meeting Law Training Video • Guidelines for Electronic Communications Between Members of the Board • Data Practices Training Video • Conflict of Interest Policy and Best Practices • 2018 Utilities Commission Meeting Schedule There was discussion on the Open Meeting Law relating to serial meetings and how those may occur through telephone calls,email or social media;this then lead to discussion on the Guidelines for Electronic Communications between Members of the Board. Ms.Canterbury cautioned board members on which email account they use to receive emails relating to utility business, as such emails would likely be considered government data that is subject to a public- records request under the Minnesota Government Data Practices Act(MGDPA). She explained that the best option is for each board member to use their individual email account that the utility or city has provided for them.Attorney Beck concurred.There was additional discussion. In reference to Data Practices, Commissioner Westgaard had two questions; one regarding the archiving of his emails and the second regarding where to archive electronic meeting packets containing his notes.Commissioner Westgaard shared that he's running out of storage space for his city email account which contains co-mingled city and utility emails and inquired if there was a formal archive folder he could use.As there is currently no folder,Ms.Canterbury indicated she would work with IT to get one set up for him.In an effort to cleanup email files, staff noted that 75%of the emails we receive are considered non-records or transitory which can be deleted. In reference to the archiving of electronic meeting packets with notes,Mr.Portlier offered some suggestions on how this could be handled. 3.0 ADJOURNMENT There being no further business,Chair Dietz adjourned the special meeting of the Utilities Commission at 3:25 p.m. Minutes prepared by Michelle Canterbury. John J.Dietz Chair,ERMU Commission Tina Allard City Clerk Page 2 Special Meeting of the Elk River Municipal Utilities Commission April 10,2018 35