June 7, 2005

SUBJECT:       Council E-mail Addresses for Public Use

REPORT IN BRIEF

This report provides a framework for Council discussion–and possible Council action–regarding the subject of Council e-mail addresses for public use.

BACKGROUND

On the evening of May 17, 2005, Councilmember Miller asked several questions of staff regarding councilmember e-mail addresses, options relative to City e-mail addresses for councilmembers, and related legal implications under the Public Records Act. Councilmember Miller indicated her desire that the City of Sunnyvale avoid related legal problems and referenced experiences of the Town of Woodside on this issue.  The City Manager suggested that this was a subject that could be agendized for future Council action if the Council so desired.

EXISTING POLICY

While there is no formal Council policy governing this subject, the City’s long-standing practice has been to provide just one e-mail address for all councilmembers (council@ci.sunnyvale.ca.us), and to consider all correspondence related to that address to be a public record.

DISCUSSION

Councilmember Miller will report on this item at the public meeting. Staff will be prepared to answer questions the Council may have regarding the technical and legal issues surrounding councilmember e-mail addresses.

FISCAL IMPACT

There is no fiscal impact associated with discussions on this topic. The creation of a Council policy which differs from the City’s practice of providing one e-mail address for all councilmembers could have financial implications.

Conclusion

Councilmember Miller has an interest in discussing the use of councilmember e-mail addresses for public use, and that discussion will take place at the Council’s regularly scheduled meeting on June 7, 2005.

 
PUBLIC CONTACT

Public contact was made through posting of the Council agenda and report on the City’s official notice bulletin board, posting of the agenda and report on the City’s web page, and the availability of the report in the City Clerk’s office and Library.

ALTERNATIVES

1.       Create Council policy governing the use and protocol of councilmember e-mail addresses for public use.

2.       Do not create Council policy governing the use and protocol of councilmember e-mail addresses for public use.

RECOMMENDATION

Staff makes no recommendation. 

Reviewed by:

David Kahn, City Attorney

Prepared by: Robert A. Walker, Assistant City Manager

Approved by:

Amy Chan

City Manager