The CSMFO’s group e-mail system exists solely for the purpose of conducting CSMFO business. The following guidelines ensure the protection of CSMFO in accordance with all Federal and/or State regulations.
Effective Date: June 1, 2000, Revised October, 2002
To set forth guidelines for using the CSMFO electronic mail (email) group.
CSMFO Board of Directors
Administration of this policy shall be the responsibility of the CSMFO Board of Directors. The Technology Committee, the CSMFO Secretary, and the CSMFO Webmaster shall have the day to day responsibility and authority to ensure all CSMFO members adhere to all aspects of this policy.
All CSMFO members, including active and government associate members, special district members, commercial associate members, student members, and retired members.
Electronic Mail (email)
E-mail is defined as the electronic mail system used by members to communicate information that would otherwise be in the form of a conversation, telephone conversation, or written documentation. The CSMFO’s group e-mail system exists solely for the purpose of conducting CSMFO business, and is not intended for personal use. The following guidelines are established to ensure the protection of CSMFO in accordance with all Federal and/or State regulations. Confidentiality is not provided for on the e-mail system. Accordingly, members should have no expectations of privacy in their e-mail messages, whether sent or received.
Prohibited Use of Electronic Mail
Since the e-mail system exists solely for the purpose of conducting CSMFO business, good judgment and common sense should prevail at all times regarding its appropriate use. Under this standard, it is not possible to list all of the allowed and prohibited uses of e-mail. However, the use of CSMFO e-mail is expressly prohibited whenever it would:
- Compromise the integrity of CSMFO and its business operations in any way.
- Break the law by sending chain letters or copies of documents in violation of copyright laws, or by committing any other illegal acts.
- Contain offensive, abusive, threatening or obscene language or graphics.
- Violate the State’s affirmative action or sexual harassment avoidance policies by including content that is sexually explicit or could be construed as discriminatory based on race, national origin, sex, sexual orientation, age, disability, or religious or political beliefs.
- Advertise or promote commercial ventures, religious beliefs or political causes.
- Advertise or promote employment listings.
- Result in private gain or advantage for the member.
CSMFO Email Request Guidelines
The following are simple guidelines for requesting and replying to requests for information via the CSMFO email group. The key point is that requesters are responsible for summarizing the results of their survey and sharing them with the rest of the group.
Checking First on the CSMFO Web Site. As discussed below, the results of previous surveys have been posted on the CSMFO’s web site. Additionally, our web site’s Virtual Resource Room includes many policy documents from other cities covering a broad range of areas such as budgeting, financial reporting, investments, purchasing, RFP’s, travel and information technology. Be sure to check here first before requesting information.
Letting Members Know Who You Are. Please be sure you include your name, organization, and telephone somewhere in your email request. Also, if it is likely that replies will come to you in a hard copy form, be sure to include your fax number and mailing address.
Requesting Information. When you are requesting information, place your topic in the first few words of the subject line of the email so that members can determine if it is of interest to them without having to open it. Also, be sure to provide a deadline by when replies are due.
Replying to Requests. Generally, you should only reply to the sender, not everyone on the list. As noted below, it will be the requester’s responsibility to summarize the results for everyone on the list. Exceptions are those cases where you believe that there will be broad and urgent interest in your response for the membership as a whole.
Sharing the Results. After replies are received, the recipient (requester) is responsible for preparing and sending out a summary email titled SUMMARY –