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City Council Rules and Communications Committee Page 1 <br /> May 26, 2011 <br /> adult volunteer luncheon, are not open to the public, and could cause confusion. Chair Cassidy <br /> pointed out that some of the information listed in the Weekly Update is not currently provided <br /> elsewhere on the website, and he would like to find a way to make it available to the public. <br /> A short discussion ensued. The Committee suggested that notices of upcoming events be <br /> separated from the Weekly Update document, and sent as a separate email to the Council. The <br /> Weekly Update document could then be posted on the City website. <br /> 4. Review of Census Data, Council Districts, and Process and Timeline for Redistricting <br /> Ms. Marshall reported that the Community Development, City Attorney's Office, and City <br /> Manager's Office staff are collaborating to provide the data and analysis to assist the Council in <br /> the redistricting process. Ms. Handa stated that the Committee will be requested to recommend <br /> criteria for Council approval, which will then be used to create the redistricting proposals. Mr. <br /> Liao reviewed the proposed redistricting timeline and process. <br /> Committee Member Reed commented on questions posed by community members about <br /> redistricting. <br /> The Committee discussed the criteria to use for drawing the district boundaries. Chair Cassidy <br /> indicated that he did not believe radical changes to the current district boundaries were <br /> necessary. <br /> Staff will provide the racial and ethnic census data for the next Committee meeting, and the <br /> City Attorney will provide information on the requirements of the state and federal Voting <br /> Rights Acts. <br /> 5. Continued Discussion Regarding Technology Policies —Email and Social Media <br /> Ms. Fowler summarized the proposed changes to the email policy, which include archiving all <br /> emails sent and received by City staff and implementing a 120 -day automatic deletion from <br /> individual in -box, sent and deleted email boxes. The archive will retain all emails for the two <br /> year retention period currently in the Records Retention Schedule and can be easily searched for <br /> any public records request. Council and City staff would be given instruction on the use of their <br /> Outlook "Cabinet" for emails they wish to retain for reference. Ms. Fowler reported that the <br /> longer retention period could be accomplished without sacrificing system response time. <br /> The proposed changes to the email policy would be approved through amendments to Title 1, <br /> Chapter 11 (City Council) and Title 10, Chapter 4 (City employees) of the Administrative Code. <br /> Ms. Fowler pointed out that the email policy strongly discourages the use of personal email <br /> accounts for City business, as it could open up the user's personal account to requests made <br />