HomeMy WebLinkAbout3-27 Council Correspondence POLICY
Section Policy No. Page
aneehill COUNCIL POLICIES 3-27 1 of 1
COUNTY Policy Title Date: Motion No.
Council Correspondence February 23, 2021 101/21
Purpose:
The purpose of this policy is to establish the procedure to be followed when Council directs that
correspondence be prepared and sent and for correspondence received that is addressed to Council.
Policy Guidelines/Procedures:
OUTGOING CORRESPONDENCE
The following procedures will govern the preparation and sending of Council directed correspondence.
1. Upon the direction of Council, Administration shall draft the directed correspondence.
2. All correspondence that is derived from a motion in Council shall be signed by the Reeve or Deputy
Reeve, unless otherwise indicated by the motion or subject matter.
3. Once a week a copy of any Council directed and/or generated correspondence shall be provided
electronically to each Councillor.
4. A copy of all outgoing correspondence shall be retained in the County records.
RECEIVED CORRESPONDENCE
1. Correspondence received by the County addressed to Council or a Councillor, shall be directed to the
Legislated Services Office. All received correspondence shall be stamped or marked with a received
date.
2. Received correspondence marked "Personal" and/or"Confidential" shall be stamped or marked with
the received date on the envelope and placed un-opened in the Chief Administrative Officer's mail
basket.
3. The Chief Administrative Officer or designate shall review all received correspondence addressed to
Council and shall determine the appropriate action to be taken in response to the correspondence.
4. All letters addressed to Council, by a resident should be acknowledged as received by return
correspondence to the sender.
5. Once a week a copy of any Council addressed correspondence shall be provided electronically to each
Councillor.
6. A copy f a received correspondence shall be retained in a ou y records.
G r
r),
Jerry Wittstock, Mike Haugen,
Reeve CAO
Approved: July 21, 2015 324/15
Approved: February 23, 2021 101/21
Review Date: February 23, 2025