REPORT TO GOVERNANCE AND ETHICS COMMITTEE
SUBJECT
Title
Review and Discussion of Text Message Retention
Report
BACKGROUND
At the March 4, 2024 Governance and Ethics Committee meeting, the Committee reviewed and discussed the email retention policy for City Councilmembers. The Committee approved a recommendation to amend Council Policy 046 ("Mayor and Council Public Records Policy") to change email retention from 90 days to two years for City Councilmembers to be brought forward to the City Council for consideration. Consequently, the recommendation was approved by the City Council at the May 28, 2024 City Council meeting.
As part of discussion, the Committee also discussed exploring options for text message retention for a future Governance and Ethics Committee meeting. Based on the Committee's direction, staff has brought forth options on text message retention for discussion and consideration by the Committee.
DISCUSSION
The Mayor and City Councilmembers are issued City-owned mobile devices to conduct City business. Council Policy 046 ("Mayor and Council Public Records Policy") (Attachment 1) addresses text messages as forms of communications which are considered public records that may be disclosed unless exempt from disclosure.
Council Policy 046 ("Mayor and Council Public Records Policy") outlines the following:
1. Any communications, including emails, texts, messages, or comments on social media, to or from the Mayor or City Councilmember that pertain to the conduct of public business, regardless of whether or not they were created or sent to a private or public account, are public records that may be disclosed unless otherwise exempt from disclosure.
2. The Mayor and the Councilmembers shall only use official City email and text accounts to conduct City business.
3. The City shall provide the Mayor and the Councilmembers with separate publicly owned devices such as cell phones and tablets for the conduct of City business.
4. The Mayor and the Counci...
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