HomeMy WebLinkAbout2021-017 - Res. Adopting a Mason County Commission Correspondence Policy RESOLUTION NO. Ulf-QIj
A RESOLUTION ADOPTING A MASON COUNTY COMMISSION CORESPONDENCE POLICY FOR
INCLUSION IN THE MASON COUNTY CODE
WHEREAS, the Board of Mason County Commissioners wish to establish guidelines and
procedures for correspondence addressed to the Mason County Commissioners; and
WHEREAS, the Policy was reviewed in briefing and is now ready for adoption;
NOW, THEREFORE BE IT RESOLVED, the Board of Mason County Commissioners hereby adopts
the Mason County Commission Correspondence Policy (Attachment A) and requests it be added
to the Mason County Code.
DATED this 131h day of April, 2021.
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
ATTEST: _
Randy eatherlin, air
McKenzie Srhikh, C of the Board
APPROVED AS TO FORM: Sharon Tr sk, Commissioner
Tim hite Kevin Sh mmissioner
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Attachment A
Mason County Commission Correspondence Policy
11 Purpose:
To establish guidelines and procedures for correspondence addressed to the Mason County
Commissioners.
2) scope:
Applies to Mason County Commissioners.
33) Definitions:
Correspondence includes any written letter, note or e-mail, including all attachments, addressed
to one or more County Commissioner, that is related to county business. The correspondence
may be delivered by any means including but not limited to USPS, e-mail, facsimile transmission,
or hand delivered.
44) Policy:
4.1 Support Services staff are authorized to open and examine all correspondence received in
the Mason County Commissioners' Office. All correspondence received by staff will be
shared with the entire Commission and appropriate county staff, according to content of the
correspondence. Distribution will be notated on the correspondence.
4.2 Correspondence e-mailed directly to a Commissioner may be shared at the request of the
correspondent or Commissioner.
4.3 Correspondence relating to County business will be acknowledged in a Commission meeting
and logged into the record in summary form indicating the nature of the correspondence
and the name of the sender.
4.4 Correspondence will not be read aloud in its entirety at a Commission meeting unless
submitted as public comment or public testimony and the sender requests it be read in its
entirety.
4.5 During a Commission meeting, pictures, maps, etc.that relate to County business may be
held up to the camera for public viewing by either the presenter or a Commissioner. Every
effort should be made to submit documents by the Wednesday deadline to be included in
the meeting packet. A written copy shall be submitted to the Clerk of the Board for archive
purposes.
4.6 Anonymous correspondence will not be acknowledged in a Commission meeting.
4.7 All correspondence relating to County business is considered a public record and shall be
retained according to the Secretary of State Archives Retention Schedule.
5� Procedures:
5.1 Correspondence will be opened, date stamped, and logged into the record of a Commission
meeting or the internal correspondence log. If correspondence is addressed to an individual
Commissioner and identified as personal or confidential, it shall be distributed to the
Commissioner unopened. If the correspondence is found to not be personal or confidential
and it relates to County business,the Commissioner shall transmit the individual
correspondence to Support Services staff to be logged and retained.
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Attachment A
5.2 Correspondence that is not related to the conduct of county business (i.e.various
notifications from outside agencies) or that is cc'd to the Commissioners is logged into an
internal correspondence log and a copy is provided to all Commissioners. This
correspondence is not typically acknowledged at a Commission meeting.
5.3 Inter-departmental correspondence is logged into an internal correspondence log and a
copy is provided to all Commissioners. This correspondence is not typically acknowledged at
a Commission meeting.
5.4 Response to correspondence is optional and at the discretion of the Commission. A
Commissioner may opt to respond personally to the correspondent and should be careful to
respond in a way that does not state or imply they speak for the County or the Commission
as a legislative body.
5.5 Any action taken by the Commission shall be taken in a Commission meeting.
5.6 In order for correspondence to be acknowledged in a Commission meeting,whether
summary form or in its entirety, it needs to be received by County staff in a timely matter.
The typical deadline for the summary correspondence log is the Wednesday prior to the
Commission meeting. Written public comment or testimony may be submitted to the Clerk
of the Board by close of business the Monday prior to the Commission meeting. In real time
public hearings, written testimony may be submitted during the hearing to the Clerk of the
Board. Copies will be provided,via e-mail, to the entire Commission.
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