(a) Any written communication, except anonymous correspondence, books, and publications, addressed to the council shall be reproduced and distributed to the council. Those items not reproduced shall be circulated to council members.
(b) The city manager is authorized to receive and open all mail addressed to the council and give it immediate attention to the end that all administrative business referred to in such communications and not necessarily requiring council action may be disposed of between council meetings; provided that, council members shall receive, in the next council packet after receipt of any such communication addressed to the council, a copy of the communication with a notation on it advising council members that staff will respond; and, provided further, that, in a subsequent council packet, council members shall receive a copy of any such staff response and that all actions taken pursuant to such communications shall be reported to the council thereafter.
(c) Council members shall retain personally or provide copies to the city clerk of any written communication regarding an item of business on a meeting agenda that is known to have been distributed to a majority of the council. If a public records request is made regarding such written communications, the city clerk shall make copies of materials in his or her files available for public inspection without delay, unless the record is exempt from disclosure. Written material received by the city clerk during a meeting may be made available for inspection after the meeting.
(Ord. 4692 § 1 (part), 2001)