HomeMy WebLinkAbout07212026 Planning & Zoning Work Session Laydown - Commissioner Training Presentation260721 PZ WS Laydown - Community Development
Commissioner
Communications
Best Practices for Email,
Phone Numbers, and
Public Records
Planning & Zoning
Commissioner Training
Email
0
Why This Training Matters
Commissioners communicate with
the public in many ways.
Phone Calls
Following a few simple communication
practices helps:
Protect Protect
Public Commissioner
Records Privacy
Provide
Clear Public
Contact
Public Inquiries
Build
Public
Trust
G
GOAL: Create clear records while protecting commissioners' personal
information whenever practical
Legal Counsel's Three Best Practices
Protect Commissioner Privacy
Avoid publishing personal email addresses
and phone numbers whenever practical
Follow the CC Rule
Commissioners may continue using their
preferred personal email account, but should
always CC their City email when conducting
City business
64
Consider a General Commission Email
Provide a general Planning & Zoning email
for public inquiries. Staff can forward
messages to the appropriate commissioner
when needed
y
Public Records Requests
How your email choices affect the time and effort needed to respond to public record requests
Public Search
Records Personal
Requests I n box
More
Time
Required
Harder to
Locate and
Respond
This process takes more time and can be difficult
to complete during a records request
Official
City
Record
City Email / CC City Email
—>
Already in
City System
Easy to
Locate
Faster
Response
This process is faster, easier, and ensures a clear
City record is available
G� Bottom Line: Using a City email account, or CC'ing your City email, creates a clear City record
and makes the public records requests easier to respond to.
How the CC Rule Works
Simple. Effective. It protects you and the City
TO:
FROM:
SUBJECT:
MESSAGE:
CC:
ronimissioner, jones gr aiNLcorn
reward.resident@gryail,corn
QLJ estion about upcornin9 project
Thank you for your time.
have a question about..,
commissionerijories@citryofsewardinetCil
co
When City
business is
included, always
GC your City
email
Why This Approach Works
Protects Your Privacy
Your personal email and phone number
are not published for everyone to see
Meets Public Records Responsibilities
Your City email creates an official
record that is easy to find and
provide if required
•.•7
Supports Effective Communication
The public has a clear way to reach the
Commission, and messages are routed
appropriately
y
Three Things to Remember
If using your personal email, always CC your City email.
r
Protect your personal contact information whenever possible.
Use the general Commission email for public inquiries.
Questions?
These recommendations help protect commissioner
privacy, create clear public records, and support effective
communication.
Thank You