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COUNCILMEMBERS HANDBOOK APPENDIX G CITY OF SAN LEANDRO GUIDELINES REGARDING THE USE OF CITY ELECTRONIC COMMUNICATIONS Purpose of the Guidelines: To provide guidance to the City Council on the recommended use of the City's Electronic Communications Systems (including the electronic mail system). Definition: Electronic Communications encompasses any kind of communication created by, retrieved by, sent to, or stored by any City User utilizing any City - provided Electronic Communications System, including all information, data and attachments related to those communications. Specific types of Electronic Communication Systems include Internet communications, electronic mail (E- Mail), voice mail systems, and text messaging through a cellular phone. Guidelines: E -Mail is intended to function as a convenient and efficient method of communicating transitory information in an electronic format. The E -Mail System is not designed as a tool for the storage of data. Each City User is assigned 1 gigabyte (GB) of storage for their Outlook files. The size of City Users' Outlook Boxes, including E -mail, calendar, tasks, notes, contacts, folders, etc., directly impacts the performance of Outlook. Accordingly, large files and pictures should be stored outside of Outlook whenever possible. The forwarding of E -Mails from City computer systems or through City provided E -Mail accounts by employees or public officials to any personal or other E -Mail account that is not a City provided email account that belongs to, or is managed by the employee or public official is strongly discouraged. Users are cautioned that any E -Mail sent or forwarded from a City computer system or email account to a personal email account may subject that entire personal account to disclosure pursuant to a public records request. An email sent from a personal email account to a City email account or City computer system is a public record subject to disclosure under the California Public Records Act. Council Members should be aware of potential Brown Act violations when Council Members discuss matters within the City's subject matter jurisdiction outside of a publicly noticed meeting, which includes through E -Mail or other Electronic Communication System. Council Members should be aware of the potential to engage in a seriatim meeting that violates the Brown Act when using any Electronic Communication System as a communication tool between other Council Members.