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19960312 r-96-09RESOLUTION NO. R-96-9 COUNCIL USE OF INTERNET ACCOUNTS AND FAIRNET E-MAIL WHEREAS, the city's computing configuration makes use of an enterprise network, known as FairNet, and a resident electronic mail service connecting city staff, elected officials, and all city offices; and WHEREAS, in addition to this internal electronic mail service, full access to the Internet is provided to selected members of City staff and elected officials; and WHEREAS, electronic mail constitutes a communications medium subject to the Virginia Freedom of Information Act (FOI), the Privacy Act, and the Public Records Act; and WHEREAS, city Resolution number R-94-27 stipulates procedures for Council relations with city staff, to wit: "the Mayor and Council shall direct requests for support and conduct their liaison with the City staff through the City Manager or his designee"; NOW, THEREFORE, BE IT RESOLVED THAT: 1. Council members shall only directly e-mail a selected subset of city staff consisting of department heads, constitutional officers, and the city Manager's office personnel. 2. All electronic mail directly sent to city staff members from a member of Council shall be electronically copied to the city Manager. 3. Council members shall be responsible for upholding stipula- tions as they relate to FOI, the Privacy Act, and the Public Records act, specifically those addressing retention and deletion of public records. 4. Council members shall conform to usage regulations as stipu- lated by Administration Regulation 8-4, Regulations Governing Use of FairNet Electronic Mail and Dial-Out Services. 5. Council members shall reimburse the City for 50% of all incurred Internet account fees. Adopted this 12th day of March, 1996. Mayor ATTEST: City C~erk