Policy 2025-03 — Correspondence to Mayor and Council — full text

This is the exact embedded text of the captured official document. Snapshot 56cdf7a52471 · verified 2026-06-07 · original document · archived snapshot · unofficial consolidation, the official version is held by the municipal clerk.

WOODST CK CORRESPONDENCE TO MAYOR AND COUNCIL POLICY Policy # 2025-03 Date Approved: August 12th, 2025 1. Purpose This policy establishes a consistent, transparent, and fair process for receiving, managing, and responding to correspondence addressed to the Mayor and Council. It ensures that relevant correspondence is brought forward for consideration while respecting individual privacy and procedural appropriateness. 2.Scope This policy applies to all correspondence submitted to Mayor and Council, including letters, emails, and written submissions from individuals, organizations or groups. 3. Receipt of Correspondence 3.1 All correspondence addressed to Mayor and Council will be received through the Town Office or Clerk's Office. 3.2 Correspondence may be submitted in person, by mail, or by email to the Town's official contact points. 4. Acknowledgement and Verification 4. 1 The sender will receive confirmation that their correspondence has been received. 4.2 Before any correspondence is shared publicly (e.g., read at a Council meeting or included in the agenda package), the Town will contact the sender to: a) Confirm receipt; b) Verify the sender's identity, if necessary; and c) Confirm their intent for the correspondence to be shared publicly. 5. Public Disclosure and Privacy 5.1 If the sender consents, correspondence may be included in the Council agenda package or read aloud at a public meeting. 5.2 Personal contact information and any content deemed confidential, defamatory, or discriminatory will be redacted or excluded. 5.3 If no consent is given, the correspondence will be kept confidential and shared only with Council and staff as appropriate. Page 1 of 2