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Corporate Services
Department
Policy Name:
Council Correspondence Policy
Developed By:
Shellee Fournier, Chief Administrative Officer
Date:
February 26, 2024
Reviewed By:
Approved By:
Municipal Services Committee (MSC)
Council - By-Law 2024-21
Date: February 26, 2024
Date: March 4, 2024
Purpose:
The Council Correspondence Policy is meant to cover all communications /
correspondence received by the Township of Rideau Lakes addressed to Council
and/or any correspondence requested to be included on a Council agenda. This Policy
is to ensure that the communications are dealt with in an efficient and consistent
manner.
Scope:
This policy applies to all communications/correspondence received by direct mail, hand
delivery, fax, courier, or electronic means.
Procedures:
Communications shall be processed as soon as possible after they are received.
Once received, the communications shall be date stamped (if not already provided
for electronically).
Any communication that contains defamatory statements, allegations, inferences,
disrespectful or improper matters shall not be forwarded to Council or staff and shall be
handed over to the CAO for review and returned to the sender.
General correspondence from the public shall not be included on the Council agenda;
unless:
1.
specifically requested by a member of Council; or
2.
used as supporting information to a staff report; or
3.
it is the topic for a scheduled delegation as per the procedural by-law; or
4.
included as supporting information to a Notice of Motion by Council.
Communications shall be distributed as follows:
General Communication:
Any communication received by the Township through the Clerk's office or the
information email account and directed to Council, shall be forwarded to all members of
2
Council, and appropriate staff, at the same time. If received via email, a reply email
shall be provided stating that the email was forwarded on for Council's information and
filed accordingly. Current or past communication items may be pulled from the files and
placed on an upcoming agenda either through the consent agenda or as an
attachment to a staff report as required.
Inquiries or Complaints:
Any communications in relation to an inquiry or a complaint shall be dealt with, or
forwarded to, the appropriate department for first consideration.
Resolutions from other municipalities:
Any communications from other municipalities requesting support shall be forwarded
to all of the Council for their information. Should any Council member or staff wish to
support the recommendation, they shall contact the Clerk to ask for inclusion on the
next available agenda under Notice of Motion with the motion of support. Council
members are requested to provide the information on the appropriate template for
inclusion on the agenda.
Updates from ministries, associations or organizations:
Correspondence provided for Council and public update (i.e. association update
newsletters, ministries, or minutes from meetings) shall be placed on the Council
agenda and received for information only.
Proclamations:
All requests for proclamation endorsement shall be placed on the agenda of a Council
meeting close to the date requested for proclamation. Once approved, the Mayor shall
sign the proclamation and a signed copy of the proclamation shall be forwarded to the
requesting organization and placed on the Township website.
Funding Requests:
All requests for funding shall be forwarded to the treasurer for consideration as per the
associated policy. Communications requesting funds after the deadline for applications
has closed may be brought forward to Council through a staff report process.
Individuals who submit communications and other information to Council and its
Committees or Boards should be aware that any personal information contained within
their communications including name, email and/or mailing address or phone number,
may become part of the public record, and may be made available through the agenda
process which includes publication on the Township's website.