City Council Study Session Agenda and Packet 2004 02 10

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COUNCIL COMMUNICATION TO: FROM: MAYOR AND CITY COUNCIL WILLIAM A. SIMMONS CITY MANAGER DATE: February 10, 2004 SUBJECT: Discussion /Direction — Council Guidelines for Open Meetings /Open Records Laws ORIGINATING DEPARTMENT: City Manager's Office SUMMARY: As a follow -up to the recent discussions about how Louisville will apply provisions of the open meetings /open records laws, especially as they relate to e-mail correspondence, the City Attorney has drafted the attached guidelines for City Council members. A link on the City web site is now operable, and sends e-mail that goes to all City Council members to the City Clerk so that she can print it and place it in binders for public access. A disclaimer is also on the web site as follows: Please note that any correspondence sent to "E -mail All City Council Members" will also be sent to the "Open Records" mail box, and will be available for public review in the "Open Records" notebook in the City Clerk's office and the reference desk at the Louisville Public Library. If you have questions about the Open Records laws and City of Louisville policies, please contact City Clerk Nancy Varra at 303 - 335 -4571. If the Council would like to adopt these guidelines as specific procedures, the City Attorney has suggested that they might be incorporated into "Rules of Procedure ". The City Charter (Sec. 4- 1) references rules of procedure that have not yet been adopted, but could be prepared on a relatively short time line. If the Council would like, the City Attorney will be directed to prepare rules of procedure and incorporate these guidelines into them. RECOMMENDATION: Discussion /Direction is SUBJECT Discussion /Direction — Council Guidelines for Open Meetings /Open Records Laws AGENDA ITEM j iv i