SUBJECT/RECOMMENDATION:
Title
Update to Council Policies relating to use of stationery.
Body
SUMMARY:
During the Jan. 16 work session, Mayor Aungst requested an update to Council policy and rules relating to the use of Council stationery or letterhead. The City Attorney was asked to present a menu of options regarding potential updates. After reviewing the current stationery options, and considering the perspectives of each Councilmember, the City Attorney has identified at least three important aspects of the policy for Council to consider:
• The use of full Council stationery (which includes the names of all Councilmembers) versus individual Councilmember stationery (making no reference to other Councilmembers)
• Whether different rules should apply to the Mayor than other Councilmembers
• The importance, if any, of placing special limitations on correspondence sent by incumbent candidates during election or reelection campaigns
With these variables in mind, the following options are presented for Council consideration:
Option #1: require Councilmembers, including the Mayor, to only use individual stationery unless approved unanimously by the Council at a public work session. Individual stationery shall not mention or reference any other Councilmembers other than the author. Full Council stationery can be used only when approved unanimously by the full Council on a case-by-case basis during a public work session.
Option #2: allow the Mayor to use Council stationery without public permission from Council. In all other respects, identical to Option #1.
Option #3: prohibit all Councilmembers, other than the Mayor, from using any City stationery after the Councilmember has qualified for election or reelection but prior to the election itself. This prohibition can be waived on a case-by-case basis by a majority of the Council after a formal vote.
These options are illustrative rather than exhaustive. Council can direct staff to adopt any of these three options, or Council can modify these options as it sees fit.
Council Policy 5-7 relating to Stationery was last revised on November 3, 2022, to add the phrase “to be used for official city business.”