Title
City Commission Emails on the Internet Referral (B)
Explanation
During the Audit, Finance and Legislative Committee of September 25, 2013 , members asked staff to explore options for Commissioner emails available on the internet. Staff explored several options that met the following functional needs: 1) searchable by the public, 2) the option to subscribe to get a copy of every email as they are sent and received, and 3) ability to retain the current List Serv functionality used by the Communication Office, GPD, and RTS.
On November 20, 2013, the Audit, Finance and Legislative Committee received a staff presentation, with discussion focused on implementation processes, logistics and a transitional testing phase. The City
Commission approved the Audit, Finance and Legislative Committee recommendations to: 1) approve moving forward with Option #2 to provide public access to City Commissioner emails and 2) direct staff to
conduct a test phase of the process to ensure that proper steps are taken to remove any confidential information from emails before they are made accessible.
Upon completion of development of the tool, staff met with the members of the Committee to demonstrate the solution. Upon satisfaction by both Committee members, staff continued with training to the remaining members of the City Commission with the intention of bringing the final product before the City Commission on March 20, 2014 with a recommended go-live date of April 1, 2014.
During the March 6, 2014 City Commission meeting, Commissioner Hawkins introduced this item with concerns about training with respect to public records, specifically related to the liability associated with publishing information considered confidential and exempt from public records law. The City Commission approved a motion to refer the item back to the Audit, Finance and Legislative Committee for discussion and to receive training from the City Attorney on exemptions.
Fiscal Note
None
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