1.01.008_Communications Response ProceduresR 91 ��j q I Copy to ea. CounciI _ Pq
CITY OF ROHNERT PARK Policy #: 1.01.008
! 6750 Commerce Boulevard •Rohnert Park, Ca.94928•Phone (707) 793-; Type: City Council
Effective Date: 1998
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INTER -OFFICE MEMORAN Former Policy#: 410
The Honorable Mayor and FROM: Joseph D. Netter
Members of the City Council City Manager
Communications Response Procedures DATE: September 22, 1998
The procedures and current process for responding to correspondence communications
received in the City Manager's Office are as follows:
1. Requests at City Council Meetings
If a public citizen approaches the City Council during either scheduled or unscheduled
public appearances, and if an inquiry is made to the City Council, which results in the
City Council directing the City Manager to respond, then the matter will be researched by
City staff and a written response will be provided to the City Council and the particular
person who made the request.
If the citizen is making comments and asking questions and the City Council does not
direct the City Manager to respond, then there is no direction for City staff to research
the matter and prepare a written response.
2. Correspondence received by mail
Letters and other communications that come to the City Manager's Office through the
mail are stamped into communications and a Communications List to date is provided to
the City Council at each Council meeting. If a Council Member desires to pull an item
from the Communications List for attention, they should so indicate at the time specified
on the Council meeting agenda. If the Council requests a response for any particular item
on Communications, they should so indicate and the City Manager will proceed to
research the matter and direct the language for responses.
3. Routine responses
If no communications are identified by Council for responses, the City Manager uses his
own discretion on answering routine responses to letters and notices, i.e. thanking
citizens for bringing matters to the City's attention, letters of appreciation and/or
congratulations of awards or accomplishments within the community, etc.
Any communication asking for responses with detailed information, is not responded to
unless so directed by the City Council.
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