SR-09-29-2015-13A 13.A
September 29, 2015
Council Meeting: September 29, 2015 Santa Monica, California
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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.