Loading...
SR-09-29-2015-13A 13.A September 29, 2015 Council Meeting: September 29, 2015 Santa Monica, California 1 of 1 CITY CLERK’S OFFICE - MEMORANDUM To: Mayor and City Council From: Sarah Gorman, City Clerk, Records & Elections Services Department Date: September 29, 2015 13.A Request by Councilmembers Himmelrich and Winterer that the Council direct City Clerk, when creating hard copies of correspondence sent to the City Council, also scan that correspondence in searchable form and post it on the City Council website with the agenda. City Policies re Distribution of Correspondence San Luis Obispo If you would like to send written comments to the City Council, please click the button below (emailcouncil@slocity.org). Please note that comments will be sent to the City Council and select City staff. If your comments relate to an upcoming agenda item, your comments will be distributed and posted online as Agenda Correspondence, pursuant to the City Council Policies and Procedures. Written correspondence can be mailed to: City of San Luis Obispo Attn: Mayor and City Council 990 Palm Street San Luis Obispo, CA 93401 NOTE: E-Mail correspondence sent to or from members of the City Council via the City's website is considered public records and may be subject to disclosure and additional distribution pursuant to the Public Records Act, Brown Act, and Council Policies and Procedures. Morro Bay Contact the Council If you would like to send written comments to the City Council, please click the button below (council@morro-bay.ca.us). Please note that comments will be sent to the City Council and select City staff. If your comments relate to an upcoming agenda item, your comments will be distributed and posted online as Agenda Correspondence, pursuant to the City Council Policies and Procedures. Written correspondence can be mailed to: City of Morro Bay Attn: Mayor and City Council 595 Harbor Street Morro Bay, CA 93442 NOTE: E-Mail correspondence sent to or from members of the City Council via the City's website is considered public records and may be subject to disclosure and additional distribution pursuant to the Public Records Act, Brown Act, and Council Policies and Procedures. Lafayette name title Term Expires Brandt Andersson Mayor Nov 2018 Traci Reilly Vice Mayor Nov 2016 Mike Anderson Council Member Nov 2016 Mark Mitchell Council Member Nov 2016 Don Tatzin Council Member Nov 2018 I. You may e-mail individual City Council members by clicking on their names above. You may also email the entire council at cityhall@lovelafayette.org. Copies of all e- mails addressed to the entire council are forwarded to the City Clerk. Written communications from the public to be included in the agenda packet shall be submitted to the City Clerk no later than 5:00 pm on the Monday preceding the regular meeting. Written communications from the public regarding an agenda item submitted to the City Clerk no later than noon on the day of the public meeting will be distributed at the meeting to the members of the City Council, the City Manager, and the City Attorney. At least three copies shall be available for public inspection. Important Privacy Notice II. Generally, written communications to City Council members and City staff about the business of the City are public records and may be fully disclosed to anyone on request. This law applies regardless of the format of the message. III. A letter or email sent to an individual Council member will be copied and sent to all other Council members for their information unless you clearly indicate that your message is intended to be confidential. Communications to other City personnel will be copied for the City Council's information when appropriate. IV. A City Council member is not required by law to provide private contact information. In addition, in certain circumstances, correspondence intended to be confidential may nevertheless be subject to disclosure under the Public Records Act. Berkeley WRITTEN COMMUNICATIONS Written communications addressed to the City Council and submitted to the City Clerk Department by 5:00 p.m. fifteen days before the Council meeting are placed on the next available Council agenda. Letters from the public will not appear on the Council agenda as individual matters for discussion but will be distributed as part of the Council agenda packet with a cover sheet identifying the author and subject matter and will be listed under "Communications." Written communications pertaining to an item on the agenda which are received after the deadline for inclusion in the agenda packet will be accepted and distributed according to the following timeline: Submission Deadline Distributed Packet Seven days before the meeting, by 5:00 p.m. (Tuesday) Five days before the meeting (Thursday) Supplemental 1 Day of the meeting by 12:00 p.m. (Tuesday) At the Council meeting Supplemental 2 After 12:00 p.m. the day of the Council meeting, individuals must provide 15 copies of written communications regarding items on the agenda to the City Clerk at City Hall at 2180 Milvia Street or in Council Chambers at 2134 Martin Luther King Jr. Way at the time of the meeting. Communications received after 12:00 p.m. that pertain to an item on the agenda will be distributed to Council in Chambers at the meeting and will be collated and included in a post- Council Supplemental Communications Packet 3 that is compiled the day after the Council meeting. Unless referred to the City Manager at the meeting, communications are deemed noted and filed. Communications to the City Council are public record and will become part of the City’s electronic records, which are accessible through the City’s website. Please note: e-mail addresses, names, addresses, and other contact information are not required, but if included in any communication to the City Council, will become part of the public record. If you do not want your e-mail address or any other contact information to be made public, you may deliver communications via U.S. Postal Service or in person to the City Clerk Department at 2180 Milvia Street. If you do not want your contact information included in the public record, please do not include that information in your communication. Please contact the City Clerk Department for further information Palo Alto Correspondence Council Correspondence (in any format, e.g., e-mail, fax) addressed to the Council is acknowledged, and reproduced for all packets assembled for Council meetings. The City Council's e-mail address is city.council@cityofpaloalto.org. Correspondence received before noon on Wednesday will be included in that week's Council packet. Any correspondence received after noon on Wednesday, relating to an item on the agenda, will be put at the Council Members places at the next Council meeting. Letters addressed to the Council are not automatically agendized; Council Members may choose to place any subject on a future agenda. Any correspondence or other written material delivered to a majority of the Council becomes public record. Please be aware when you email the City Council, your email address becomes a public record. If you do not wish your email address to be a public record, send your correspondence via postal mail to: City of Palo Alto, Office of the City Clerk 250 Hamilton Ave. Palo Alto, CA 94301 Thousand Oaks Agenda item information received after Agenda Packet is printed is included in Supplemental Packets. Supplemental Packets include staff correspondence, additional support information, and correspondence from the public. Documents received at the Council meetings are scanned and available in the City's Imaging System. Please be advised that communications directed to the City, its legislative bodies and their members (i.e., City Council, Planning Commission) and City staff are public records, and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law. Communications will NOT be edited for redactions; will be printed/posted as submitted. Supplemental Packets will be produced and posted on the web as needed. Supplemental Packets and all documents related to the City Council meetings are also available for review in the City Clerk Department, 2100 E. Thousand Oaks Boulevard, during normal business hours (main posting location pursuant to the Brown Act, G.C. 54954.2(a)), and also in the Council Chambers during the City Council meeting. Mountain View Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection in the City Clerk's Office, 500 Castro Street, Third Floor, during normal business hours and at the Council Chambers at City Hall, Second Floor, during the meeting. In addition, such writings and documents will be posted on the City's web site at www.mountainview.gov. West Hollywood Online versions of the City of West Hollywood's City Council Agenda Packets are posted for your convenience only (This includes correspondence with names and addresses). Our goal is to make this information available as soon as possible, but please be aware that online Agendas and Reports are subject to change. (Consistent with the requirements of the Ralph M. Brown Act, Agendas are only subject to change up until 72 hours prior to a Council meeting.) The City does not warrant or make any representations as to the quality, content, accuracy or completeness of the information, text, graphics, links and other items contained on its web pages. Also, the City will, in no event, be liable or responsible for damages of any kind arising out of the use of online Agendas, Minutes or Reports. Every effort will be made to post new Agendas and related Reports and background information to the Web on the Thursday afternoon preceding the next Council meeting, however, the City cannot guarantee this. Because of difficulties in reproduction, some items included in the Agenda Packages for Council may not be included here. Missing items or copies of posted documents, are available at the Office of the City Clerk (telephone: 323-848-6409) from the Thursday afternoon at 4pm preceding a Council meeting. Menlo Park Email the City Council To express your comments and opinions about a topic, you can email the entire City Council (and senior staff). Please Note: All communications to the City Council and/or city staff are public records subject to the California Public Records Act (CPRA). Emails sent to this address are provided to the local media and are posted on the city's website for public viewing. The email address of the sender is not disclosed on the website for security purposes. However, information contained in the body of the email, including personal contact information, can be viewed and retrieved through a search. Each City Council member also directly receives email sent to this address. This feature is designed to allow public viewing of City Council email. The process by which emails sent to the City Council are posted on this site is automated. Sometimes formatting within the body of the email is lost during this automated process, making messages harder to read. Typically, formatting is easier to preserve if formatted materials are sent as attachments rather than in the body of the email. However some viewers of this City Council email site may have difficulty opening attachments. If you notice that the formatting of a message is unclear, please email the City's Information Technology staff. It is the city's practice to remove SPAM (unsolicited bulk email) from the Council email log. If you believe your email has been removed in error, please email the City's Information Technology staff. You can view the City Council Email Log online.