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08.k. Electronic CommunicationsMEMORANDUM TO: CITY COUNCIL FROM: STEVEN ADAMS, CITY SUBJECT: CONSIDERATION OF RESOLUTION ESTABLISHING A POLICY REGARDING ELECTRONIC COMMUNICATIONS DURING MEETINGS DATE: AUGUST 14,2012 RECOMMENDATION: It is recommended the City Council adopt a Resolution establishing a policy regarding electronic communications during meetings. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: 'There is no anticipated financial or personnel impact to the City as a result of the proposed action. BACKGROUND: At its May 8" meeting, the Council approved implementation of a Paperless Agenda Program through the use of electronic devices (i.e., iPads) to significantly streamline the City Council Agenda preparation process, improve delivery of services, eliminate paper, printiug costs, and staff time associated with copying and distributing paper agenda packets. ANALYSIS OF ISSUES: The Paperless Agenda Program has been implemented and electronic devices are being used for retrieving, reviewing, and annotating the City Council Agenda. With the use of electronic devices during meetings, there is a need to establish a policy to ensure and demonstrate that use of City electronic devices and media complies with applicable law, particularly the Public Records Act and the Ralph M. Brown Act ("Brown Act"). Upon adoption of the policy regarding electronic communications during meetings, it will be incorporated in the City Council Operations Manual and will also be made available for public review. The policy was drafted by legal counsel and Legislative and Information Services staff based upon research of policies established by other jurisdictions. Item 8.k. - Page 1 CITY COUNCIL CONSIDERATION OF RESOLUTION ESTABLISHING A POLICY REGARDING ELECTRONIC COMMUNICATIONS AUGUST 14,2012 PAGE 2 ALTERNATIVES: The following alternatives are provided for City Council consideration: 1. Adopt a Resolution establishing a policy regarding electronic communications during meetings; 2. Modify and adopt the Resolution; 3. Do not adopt the Resolution; or 4. Provide staff other direction. ADVANTAGES: The policy will ensure that use of City electronic devices and media complies with applicable City policies and State law, including the Public Records Act and the Ralph M. Brown Act ("Brown Act"). DISADVANTAGES: 'There are no disadvantages identified with adopting the proposed policy. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, August 9, 2012 and on the City's website on Friday, August 12, 2012. Item 8.k. - Page 2 RESOLUTION NO. A RESOLUTION OF THE ClTY COUNCIL OF THE ClTY OF ARROYO GRANDE ESTABLISHING A POLICY REGARDING ELECTRONIC COMMUNICATIONS DURING MEETINGS WHEREAS, in an effort to utilize technology that helps City Council processes be more efficient and to achieve cost savings, a Paperless Agenda Program has been developed so that Council Members receive their packets electronically; and WHEREAS, the Paperless Agenda Program and the use of electronic devices during meetings has implications under the Ralph M. Brown Act ("Brown Act") and the Public Records Act, especially as it relates to the ability of Council Members to send and receive communications during meetings; and WHEREAS, use of electronic devices during meetings also has the potential of creating an appearance that officials are not attentive or are engaged in communication that the public is not privy to regarding items on the agenda, which can be problematic during adjudicative proceedings in relation to the rights of parties to due process; and WHEREAS, there is a need to balance the promotion of utilizing technology to ensure the efficient and effective conduct of the people's business and the environmental impacts of printed copies of agenda material, with the need to promote transparency and full compliance with the Public Records Act and the Brown Act; and WHEREAS, the City Council has determined that adoption of a clear policy on the use of electronic communications during meetings is necessary and desirable. NOW, THEREFORE, THE ClTY COUNCIL OF THE ClTY OF ARROYO GRANDE DOES HEREBY RESOLVE AS FOLLOWS: 1. A policy entitled "Electronic Communications During Meetings" is hereby established as set forth in Exhibit A attached hereto and incorporated herein by this reference. 2. The City Manager is hereby authorized and directed to incorporate said policy in the City Council Operations Manual and to post copies of the policy in suitable places for public review. On motion by Council Member , seconded by Council Member I and by the following roll call vote, to wit: AYES: NOES: ABSENT: the foregoing Resolution was adopted this day of August 201 2. Item 8.k. - Page 3 RESOLUTION NO. PAGE 2 TONY FERRARA, MAYOR AlTEST: KELLY WETMORE, CITY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, CITY MANAGER APPROVED AS TO FORM: TIMOTHY J. CARMEL, CITY ATTORNEY Item 8.k. - Page 4 RESOLUTION NO. PAGE 3 EXHIBIT A ELECTRONIC COMMUNICATIONS DURING MEETINGS The following policy shall define electronic communications and establish guidelines and procedures regarding electronic communications d~~ring public meetings. 1. Electronic Communications shall mean electronic text or documents and attachments distributed via e-mails, websites, instant messaging, text messages, Twitter or comparable services. 2. All Council Members are assigned a City email address to be used for e- communication on City business. When using e-communication, Council Members should communicate with the public and staff solely via their designated City e-communication address. Use of personal or other business email accounts for any communication pertaining to City business is discouraged. 3. Electronic devices that are issued by the City to Council Members for use of storing agenda materials and accessing agenda materials during City Council meetings shall be the property of the City and returned to the City when a Council Member is no longer serving in his or her elected capacity. Agenda packets will be distributed through the City's Paperless Agenda Program so that Council Members receive their agenda packets electronically. Council Members may access agendas and related documents using City issued iPads or other electronic devices (including, but not limited to personal electronic devices, computers and smart phones). 3. City Council Members shall not use electronic devices or electronic communications at any time during a meeting of the City Council at which he or she is in attendance to access the internet or to receive or send emails, text messages or other communications. 4. The limitations on use of electronic devices and electronic communications during meetings contained herein shall not apply to the receipt of telephone calls or text messages from family members in the event of an urgent family matter. A Council Member wishing to respond to such a message during a meeting shall do so during a recess or shall excuse him or herself from the meeting to place the return call or text in a manner that does not disrupt the meeting. Item 8.k. - Page 5 THIS PAGE INTENTIO NALLY LEFT BLANK Item 8.k. - Page 6