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

POLICY OBJECTIVE

To set forth guidelines for using the CSMFO electronic mail (email) group.

AUTHORITY

CSMFO Board of Directors

ASSIGNED RESPONSIBILITY

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.

APPLICABILITY

All CSMFO members, including active and government associate members, special district members, commercial associate members, student members, and retired members.

POLICY

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 – [TOPIC], sharing what they learned with the broader membership.

Posting Replies on the Web. The Career Development Committee will monitor the response summaries and forward relevant items to the CSMFO webmaster for placement in the Virtual Resource Room or Survey Results sections on the CSMFO web site.

Contributing to the Resource Room. If you receive electronic versions of documents in response to your request, please forward them via email to the Webmaster (amanda.smith@staff.csmfo.org) for posting on the CSMFO web site.

Posting Information From Outside Organizations

Information from outside organizations shall be posted on the CSMFO group email list only after approval by the Board, the Career Development Committee, and/or the Technology Committee. Information from outside organizations could be about seminars, conferences, training sessions, workshops, or other related events. All events must be for the purpose of promoting professional administration of municipal finance.

All outside organizations must be non-profit in nature. Their intent of distributing information through the use of the CSMFO group email list shall not be for one of economic gain.

Chapter Email Group Lists

Every active member, government associate member, special district member, commercial member, student member, and retired member shall be encouraged to sign up to a chapter email group that is applicable to their geographical location. Emails on how to sign up will be sent to the group list on a monthly basis, or as deemed necessary. This will be the responsibility of the Technology Committee and/or the webmaster.

Members are encouraged to use the chapter group list to post information that is pertinent to only certain parts of the State.

Instructions on How to Filter Email Into Folders

Most email programs provide the ability to filter mail into folders for later reading. The following are steps for filtering in Outlook, Outlook Express, and Pegasus Mail. Similar procedures will likely apply to other programs.

OUTLOOK:

First, if you haven’t already done so, create a folder (or folders if you’re on multiple lists and want to segregate mail by list). Choose FILE, FOLDER, and select NEW FOLDER. A dialogue box will ask you to name your folder and select a location. Note, folders can be nested. For example, if you’re on several CSMFO lists, you can create a master CSMFO folder and place subfolders within that folder.

To automatically file mail in a specific folder, click on TOOLS and select RULES WIZARD. Select NEW. A dialogue box will open. Select the option title CHECK MESSAGES WHEN THEY ARRIVE. Click NEXT. Under “Which Conditions Do You Want To Check”, select “To People or Distribution List”. The bottom pane will change to reflect the options for this selection. Click on the words “People or Distribution List”. Select the address you want filtered from your address list. For the CSMFO Members list you will be filtering messages addressed to: members@csmfo.org. Click ADD. If the address is correct, click OK. The screen returns to the previous dialogue box. Click NEXT. Under “What Do You Want To Do With The Message”, select “Move It To The Specified Folder”. The bottom pane will change to reflect this option. Click on the words “Specified Folder”. Choose the folder you wish the messages to go (you’ll also have the option of creating a new folder if you have not already done so) and click OK. The screen will
return to the previous dialogue box. Click NEXT. The next dialogue will allow you to make exceptions. Choose any options you deem necessary. Click NEXT. You will then be asked to name the rule. The default name is the address name. There’s no need to change unless you have other preferences. Make sure the box titled “Turn on This Rule” is checked. Click FINISH. You will be given the option to continue creating rules or to finish. If done, click OK.

OUTLOOK EXPRESS

To create folders, choose FILE, FOLDER, and select NEW FOLDER. Name the folder and select the location for the new folder. Outlook Express allows for nesting of folders, so subfolders can be created under a main folder.

Select TOOLS, MESSAGE RULES, and click on MAIL. Click on NEW to create a rule. Choose the option titled “Where The To Line Contains People”; in the second box, select the option titled “Move It To The Specified Folder”. In the third box of the window, select the words “Contains People”. Type in the addresses you want to filter or select from your address book. For the CSMFO Members list you will be filtering messages addressed to: members@csmfo.org. Click ADD. The address will appear in the bottom box. Click OK. Then select “Specified”. This allows you the option of selecting an existing folder or creating a new one. Make your selection and click OK. The filtering rule will appear in box #3. You may then name your rule in box #4. Click OK. If you have no additional filtering rules to apply, click OK, otherwise repeat the above steps until finished. You may also choose the option titled APPLY NOW. This will check your inbox for messages that meet the specified criteria and move them to the appropriate
folder.

PEGASUS MAIL

Open the Folders window. Click on NEW. The dialogue box will give the option of creating a “Message Folder” or a “Filing Tray”. If you plan to have multiple folders under a single topic, select TRAY (no messages go into the tray); if only a single folder is being created, select MESSAGE FOLDER. Name the folder or tray. To position a folder within a tray, open the tray, then follow the steps for creating a new folder. You can also drag folders into the appropriate tray if necessary.

After the appropriate folders have been created, select TOOLS, MAIL FILTERING TOOLS, EDIT NEW MAIL FILTERING RULES, RULES APPLIED WHEN FOLDER IS OPEN (alternative is when folder is closed – it depends on how you work). From the dialogue box, click ADD RULE. Under “Type of Rule”, select STANDARD HEADER MATCH (should be default option). Type in the email address to filter in the box titled “This rule triggers when the following text:”. For the CSMFO Members list you will be filtering messages addressed to: members@csmfo.org. Select TO from the option titled “Appears in any of the following field in the message”. Under “What to do when the rule is triggered”, select MOVE. Click OK. Add more rules as necessary or SAVE and exit.