The city on Wednesday made its response to concerns recently expressed by citizens who expected their emails to their City Council members to be private and were taken aback when they got a response from city staff members.

“There’s no privacy when it comes to public records,” city Media and Community Relations director Debbie George told council members.

According to the Virginia Freedom of Information Act, public records consist of any writings or recordings, in any format, used in the transaction of public business. That includes writings prepared by, owned by or in the possession of a public body or its officers.

So, even emails to council members’ personal accounts are public business, George said.

The city website lists the same email address for all the council members — council@suffolkva.us. Authors of emails to that address receive an auto-reply to let them know their message has been received.

Later, emails are individually acknowledged and forwarded to the member to whom they are addressed. Emails addressed to the entire City Council are forwarded to every member.

Emails about concerns that can be handled by a city staff member also are forwarded to that department to be addressed.

Because of the way the emails are handled, some residents may get a response from a city staff member and may not receive a response from their City Council member, leading some to believe the council member never sees the email.

However, that’s not the case, George says. Not only do the council members see their emails, but anyone else can, too.

“If it says confidential, that’s just not the case,” George said.

Council members who chose to use personal accounts to communicate with constituents should keep meticulous records, George added, because they can be requested at any time via the Freedom of Information Act.

Those who truly want their opinion to be heard without exposing it to everyone ought to make a phone call, George said. Every member of City Council has a home, cell or business phone listed on the city website, www.suffolkva.us.