R 4479 RESOLUTION NO. 4479
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
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 CITY COUNCIL OF THE CITY 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 Mayor Ferrara, seconded by Council Member Brown, and by the following
roll call vote, to wit:
AYES: Mayor Ferrara, Council Members Brown, Costello, Guthrie, and Ray
NOES: None
ABSENT: None
the foregoing Resolution was adopted this 14th day of August 2012.
RESOLUTION NO. yy19
PAGE 2
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TON FE"•1 4:, MAYOR
ATTEST:
■51L%-_/_/ /.. I _ / 4.9 •
KELLY W' TM.:E, CITY CLERK
APPROVED AS TO CONTENT:
STEVEN DAMS, CITY MANAGER
APP OVED AS TO FORM:
TIM THY J. C ME , CITY A O NEY
i
RESOLUTION NO. 4479
PAGE 3
EXHIBIT A
ELECTRONIC COMMUNICATIONS DURING MEETINGS
08/14/12
The following policy shall define electronic communications and establish guidelines
and procedures regarding electronic communications during 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.
P
OFFICIAL CERTIFICATION
I, KELLY WETMORE, City Clerk of the City of Arroyo Grande, County of San
Luis Obispo, State of California, do hereby certify under penalty of perjury, that
Resolution No. 4479 is a true, full, and correct copy of said Resolution passed
and adopted at a regular meeting of the City Council/Successor Agency to the
Dissolved Arroyo Grande Redevelopment Agency of the City of Arroyo Grande
on the 14th day of August 2012.
WITNESS my hand and the Seal of the City of Arroyo Grande affixed this 15th
day of August 2012.
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KELLY ET RE, CITY CLERK