Item 4 - Recommendation on Allowable Methods for Board and Commission Communications — original pdf

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BOARD/COMMISSION RECOMMENDATION Resource Management Commission Recommendation No. 20250819-### Recommendation to Amend City Code to Use Both City and Personal Email Addresses for Board and Commission Members WHEREAS, members of the Resource Management Commission and other City boards and commissions are volunteers; WHEREAS, the City of Austin policy, based on city code, is that staff liaisons for City boards and commissions must use only commissioners’ official city email addresses; WHEREAS, many volunteer commission and board members rely extensively on personal email addresses and have missed communications from City liaisons, other city staff, and fellow commissioners; WHEREAS, making communicating with staff and fellow commissioners can make board and commission service more accessible and make commissioners more productive in serving the City of Austin; WHEREAS, many volunteer commissioners find managing multiple email accounts can be a significant burden on top of their family, employment, community, and other activities; WHEREAS, commissioners understand that all communications about board or commission business are subject to disclosure under the Texas Public Information Act, regardless of what communication channel – including city or personal email – the commissioner uses; WHEREAS, commissioners understand that official city email (BC) address should still be included on all official communications, but commissioners’ personal email addresses can be copied on those and other communications; WHEREAS, the Electric Utility Commission, in Recommendation 20250609-003, has asked the Austin City Council to amend the City Code to allow volunteers serving on City boards and commissions to use a combination of personal and city email accounts; NOW THEREFORE BE IT RESOLVED that the Resource Management Commission joins the Electric Utility Commission in asking the City Council to change the city code to allow for communications to and from City of Austin volunteer board and commission members to go to both official city email addresses and personal email addresses. Date of Approval: Motioned By: Seconded By: Record of the Vote: For: Against: Abstain: Absent: Attest: