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Page 1 of 1 POLICY MANUAL Title: Mayor and Council Correspondence Policy No : 3.08 Supersedes: New Effective Date: October 6, 2009 Authority: Legislative Operational Approval: Council
CMT General Manager Review Date: January 2012 Policy Statement: Correspondence addressed to Mayor and Council will be responded to in a consistent manner. Purpose: To establish a protocol
for response to correspondence addressed to Mayor and Council. Definitions: CORRESPONDENCE: Correspondence received via Canada Post, faxed, hand-delivered and email. Key Areas of Responsibility
Action to Take All hard copy and e-mail correspondence will be reviewed by the Executive Assistant for one or more of the following actions: Acknowledge receipt of general volume
correspondence and provide any available information at point of receiving Forward via e-mail to the Mayor and all members of Council if not received directly Request that the Mayor
respond to the writer and copy Council with the response Request that the Corporate Officer add the correspondence to a Council agenda if necessary, and advise Mayor and Council,
and the writer Forward to the appropriate member of the Corporate Management Team or a Manager/Director for action and response and advise Mayor and Council, and the writer Forward
to Mayor and Council for “information only” if no action is required Responsibility Executive Assistant