City staff presented a written committee communication policy to the Community Health Committee and explained how members should handle media inquiries, email threads and contacts with council members. "The city manager, Jason Ogden, is the chief spokesperson," a staff member told the committee and noted the policy includes example statements for members who are contacted by the media.

Staff also reminded members that "anything you do even on your personal devices, if it relates to the city or city business, it is subject to being subpoenaed," and urged members to treat committee-related communications with that openness in mind. Committee members asked for a clear point of contact and were told to forward media or constituent requests to cpretty@sweethomeor.gov for staff handling.

The committee discussed rules about email threads and quorum: staff advised against "reply all" when unsure and explained that four members constitute a quorum for committee decisions; members discussed the risk of creating a "rolling meeting" by holding the same discussion across multiple smaller groups. Staff suggested that if email threads originate with or include a councilor, members should forward them to staff so the city manager's office can respond when appropriate.

Members also discussed liaison practices and ways to ensure the committee’s activities reach council. Staff said liaison reporting varies by councilor and encouraged committee members to provide items to staff for inclusion in the city manager’s report or to raise issues directly with the mayor at public "coffee with the mayor" sessions.

Why it matters: The policy clarifies who speaks for the city, reinforces open-record risks for committee-related communications and offers a staff-managed escalation path to avoid accidental deliberations outside a public meeting. Committee members said clearer liaison reporting to council would help the public see committee work reflected in council discussions.

Taper: Staff asked members to take the written policy home for review, send media or unusual email threads to staff for routing, and reminded the committee of the official email address for packet distribution: cpretty@sweethomeor.gov.