Email forwarding and public record communications
What the county recorded
This item is not from the published agenda
It is a stretch of the recording that this archive identified as a separate matter — a call to order, a recess, or something taken up that the agenda does not list. There is no official title, no staff recommendation and no disposition, because the county never recorded one. Everything below is inferred.
The source document
The county’s agenda for Planning Commission, Feb 2, 2023
The published PDF, as served by the county. This item is one entry in it.
The county’s minutes for Planning Commission, Feb 2, 2023
The published PDF, as served by the county. This item is one entry in it.
What was said
Machine transcription of 4m of recording, with speaker names inferred from voice matching. 100% of 27 lines carry a name. It shows what was said, not what was decided, and both the words and the names can be wrong.
Um the last time the Planning Commission asked if your emails can be forwarded from your personal email to the county email and the answer is yes and I believe that Sonia worked on getting that done and that's already been done. The thing is, and David, please jump in if if you don't mind, but I just want to caution you that some of you I've noticed that when you get an email like of objection or whatever, you'll say thank you for your email. When if you're receiving this
in your personal email, that response is gonna come from your personal email. So please be very cognizant of either not doing that or doing that from directly from your county email. Does that make sense, David?
Well, the important thing is that It gets captured by our county email system and that you know about it.
Yes.
So Mm. Just gonna throw it out there. even if it came from their personal email, as long as they copied you on it.
Good point. It would still be a good idea.
Please copy me if you say thank you for coming to the community.
Rather than make you have to go into your county email to send the reply, I think even if you want to do it from your personal email, recognizing it's gonna have a public record, but you can do it, you just gotta make sure you copy Denise on the email. Right.
Sometimes though what happens is that that now triggers a chain of events where that person will now be emailing the Planning Commission member at his or his own personal email address because the response was received from the personal email address. So that's why I just said I just cautioned the planning commission.
As long as you
all
understand that that now you've converted your personal email s system into a public record and if you're willing to live with that that is that's o okay. But But to me the bigger issue is making sure that it's captured by you so you know that you have it for ex party error with everything. For ex party communication purposes and that it's captured in our county system For public record search purposes, if Denise is copied, I know both of those things will occur. Where we're going to get into
trouble is if you're replying to the citizen or land use applicant directly from your personal email and not copying Denise, now there's no record of it in the county system. Right. And Denise doesn't know about it, so we don't know that it's but there's been an exported communication. So the most important thing to me is copying Denise. Which email it comes from is Somewhat relevant, but Copying Denise always solves the problem.
I like that. Or you. I C C you one. Well you can C C me too, but I'd rather you C C Denise.
He winds up getting them anyway, so I it just there's the forward button immediately, David, Liam or whomever. Yeah.
So I'll be sure that we're going to have a lot of people.
I
believe so, and Brad
may have more information
about that than I do. Yes, we're working on that. So it's gonna happen at a planning commission soon in the future.
Okay, cool. Great. All right. Did we have a motion to adjust it? Takes a
little bit more coordination for that.
Second.
Second. All
in favor?
Aye. Aye.
Okay.