HomeMy WebLinkAboutCity Council Resolution 1994-851Ck y s h
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ReL W. 94 -SSI
WHCR><A89 the City Council MOO= that maiauiaiS Frompt mid effective
comaprakntioe with citiaeae is imporunt to ckbw confidence sad tent in city government;
and
WORM AB, the anachsd Citroen Commuaiation Policy estabWhes a prams for
rP pn ding to citiaea inquiries and Setters;
NOW WORL, U rIr RMLVED that the City Coundl of the City of
Plymouth, 141i eaota does hereby approve the Mass Commuoiation Policy as attached to
the resohrtion, and directs its implementation on laauaty 1, 1995.
Adopted by the City Council Deceaber 19, 1994.
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Resolutio. No. 94-851
Citizen Cl-mmunications Policy
The City Council recognLm the importance of written and vert.:W1 communications
in maintaining the trust and conf3denne of Plymouth citizens. Citizens cor ununicate with
the Council in several ways: through voice mail, through letters or petitions, or- in perscn
at the bi-weekly Plymouth Forum. Te make certain that citizen inquiries and letters arc
answered promptly, the City Council establishes the following policies and procedures
For those letters or inquiries from citizens received in Administration which do not rt late
to a pending agenda item or are directed to councilmember personally, the following
process will apply
• Administration will determine the appropriate department and staff member to whom
the request will be directed. In some instances, Administration may answer the letter
or request without further referral to other staff.
• Administration will write an initial letter to the citizen, thanking them for the letn:-.
This letter will indicate a city staff member to whom the inquiry or letter is assigned
for follow-up.
• The letter will indicate r. deadline by which the citizen can expect a written response
from the assigned staff member (generally within two weeks), and will ask the citizen
to call the Assistant City Manager if the response is not received.
• The assigned staff member will send Administration a copy of the response to the
citizen. The citizen's letter and the staff response will be included in the Council
Informaiion Memorandum.
• Administration will track the letter or inquiry on an automated system.
r 1 tW =07flyale",
For citizens speaking at the Plymouth Forum who seek further information, the following
process will apply.
• Administration will determine the apl•ropriate department and staff member to whom
the request will be directed In some 1r,tances, Administration may answer the
re,;uest without fitrthrr Iclerral to othu stafYmembers.
• Adtrtinistration will write an tnitiel letter to the citizen, thanking them for speaking at
the Forum. Thi- letter will indicate a city stalTmember to whom their inquiry is
assigned for follow-up.
The letter will indicate a deadline by „fiich tht citizen can expect a written response
from the. Issigned sta:Tmentber igoierally within two werks), and will ask the citizen
to call the Assistant City hianager if the response is not recce :eu.
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Resolution No. 94-851
The assigned staff member will send Administration a copy of the response to the
citizen. A copy of the response will be included in the Council Information
Memorandum.
Administration will track the request on an automated
Departmentsreceiving letters from citizens will contact the citizen within five worlong
days of receipt of the letter. In some instances, a response may not be necessary.
The contact may be verbal or in writing. If a complete answer cannot be given within
the five working day time frame, the department must indicate to the citizen a date by
which a complete resporse can be expected.
C