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HomeMy WebLinkAboutPOLICY 107 - Board EmailsEffectivePeriod:ongoingReviewSchedule:Annually-MarchEffectiveDate:June27th,2018______References:PolicyGovernance1.2TOWNBOARDPOLICY107PublicPostingofTownBoardE-mail1.PURPOSEToprovidethehighestleveloftransparencyandeaseofaccesstothegeneralpublicofallpublicrecordemailsgeneratedbyTownTrustees.2.APPLICABILITYThispolicyshallapplytotheincomingandoutgoingemailsoftheBoardofTrustees,includingtheTrustees,MayorandMayorPro-Tern.3.PROCEDUREa.AcopyofanyemailsenttoorbyamernberoftheTownBoardwillbeautomaticallypostedtoapageaccessiblethroughtheTownwebsiteforaperiodofoneyear.Theseernailsrnaybeaccessedatwww.estes.org/boardemails.b.Publicaddressescontainedintheto/from/bcc/ccfieldswillnotbeposted.However,allinformationcontainedinthebodyofanyemailtoBoardrnemberswillbecomepublic,includinganypersonalinformationaddedbytheuser.c.Emailswillnotbepubliclypostedwhenthesubjectlinecontainsanyofthefollowingterms:i.Privateii.Confidentialiii.WorkProductiv.Personnelv.Personald.EmailswhichincludetheTownAttorney’semailaddressinanylocationoftheemailwillnotbepubliclyposted.EmailstoorfromotherattorneysworkingonbehalfoftheTownwillnotbepubliclyposted.BoardEmailRevisions6/26/2018TownofEstesPark,TownBoardPoliciesPage1of2 e.AnyemailswhicharenotpublicrecordorarenotallowedtobepubliclyinspectedpursuanttotheColoradoOpenRecordsActoranyotherStateorFederallegislationorregulation,willnotbepostedf.Requeststoremoveande-mailasoutlinedinsectionhbelow,shouldbedirectedtotheTownClerk,PublicInformationOfficerorTownAdministratorg.PostedemailsmayberemovedbytheTownonlyunderthefollowingcircumstances:1.Postedemails,whichuponreview,arenotpublicrecordornotallowedtobephysicallyinspectedundertheColoradoOpenRecordsActoranyotherStateorFederallegislationorregulation.2.Emailsthatcontainobsceneorlibelousinformation.3.Anyconstituentmayrequestremovalofpostedemailsbecausetheconstituentexpectedthattheemailwouldbeconfidentialorwasapersonalorprivatematter.4.AnyTrusteeortheMayormayrequestremovalofpostedemailsbecausetheconstituentauthorofthee-mailexpresslyinformedtheTrusteeortheMayorthattheauthorintendedthattheemailwouldbeconfidentialorwasapersonalorprivatemailer.5.E-mailsthatarenotrelatedtotownbusinessortownactivities.6.E-mailsthatcontainconfidentialtowninformationthatshouldnotbedisclosedontheinternet,suchastownpurchaseconfirmationscontainingcreditcardinformation,purchaseordernumbersorotherinformationthatifdisclosedwouldposeasecurityorfinancialrisktotheTown.7.E-mailcontainingsuspectedmalwareorviruses.h.Emailspostedtothesitearenotmonitoredreal-time.TheTownofresponsibleforthecontentofemailssentbyusers.BoardEmailRevisions6/26/2018EstesParkisnotApproved:ToddJirsa,TownofEstesPark,TownBoardPoliciesPage2of2