City Council Study Session Agenda and Packet 2004 02 10

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PUBLIC RECORDS Draft 2/6/2004 a. Regular City Council meetings - minimum 48 hours in advance. b. Special City Council meetings - minimum 48 hours in advance. c. Meetings of the City Council's standing committees (e.g., finance committee, water committee, etc.) — minimum 24 hours in advance. d. City Council task forces — minimum 24 hours in advance. e. Non - social meetings called by another entity attended by four or more Councilmembers — minimum 24 hours in advance. a. b. Work product; 9. Public records are generally open for inspection, unless they are within a category of documents for which the City may or must deny the right of inspection. Public records include all writings (including e -mail and similar electronic files) made, maintained or kept by the City and related to its functions or public funds. 10. Public records include e -mail and written correspondence of Councilmembers; therefore, Councilmember correspondence is subject to disclosure unless it is: Unrelated to public duties or public funds (e.g., personal or private capacity); c. From a constituent to the Councilmember and clearly implies an expectation of confidentiality, or from the Councilmember in response to such communication from a constituent; or d. Protected from disclosure by state or federal law or court rules (see below). 11. "Work product" includes deliberative or advisory materials, assembled for the benefit of Councilmembers and communicated for the purpose of assisting Councilmembers in reaching a decision. Work product includes notes and memos that serve as background information for decisions; preliminary drafts and discussion copies of decision documents; and similar deliberative or advisory materials. Work product does not include a final decision document, final financial records and reports, and factual data from public sources. Efforts will be made to identify intended work product materials as such when they are distributed to City Council.