City Council Study Session Agenda and Packet 2004 02 10

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12. A Councilmember that sends or receives correspondence that is subject to disclosure should forward the correspondence to the City Clerk or other appropriate department, which will maintain the record in accordance with City retention policies. If the correspondence is by e -mail, this maybe done by forwarding the e -mail to the City Clerk or other appropriate department. 13. A Councilmember who sends or receives correspondence that is not subject to disclosure should hold but not disclose the correspondence. If the event of an open records request, the City Clerk will consult with 'the Councilmember to confirm whether the correspondence is protected from disclosure. 14. The following categories of documents maybe protected from disclosure, and should be treated as such: a. Security information and records of investigations for law enforcement; b. Test questions, scoring keys, and other data pertinent to licensing, employment and academic examinations; c. Contents of real estate appraisals made for the public entity concerning its acquisition of property. The contents must be disclosed after acquisition, and there is a specific exception for eminent domain proceedings; and d. Documents subject to a privilege, such as the attorney - client privilege. 15. The following categories of documents are among those that must be protected from disclosure, and should be treated as such: a. Medical, psychological, sociological and scholastic achievement data on individual persons; b. Personnel files, except that these are available to the employee and the duly elected and appointed public officials who supervise the employee; Letters of reference; d. Records of sexual harassment complaints and investigations, except that these may be available complainant, the accused and investigating agencies; e. Records submitted by candidates for executive positions, which are subject to disclosure at a certain time in the hiring process; 3 Draft 2/6/2004