ATTACHMENT 3
POLICY AND PROCEDURE
Subject: Use of City Letterhead Index: 1201-13
Number:
Effective
Date:
April 4, 2023 Prepared By: Laura Campagnolo, City
Clerk
Supersedes: Approved
By:
1.0 PURPOSE:
To establish guidelines for Council use of City of San Clemente letterhead and stationary.
2.0 ORGANIZATIONS AFFECTED:
San Clemente City Council, Appointed Commissions and Committees and City Staff.
3.0 REFERENCES:
N/A
4.0 POLICY:
4.1 Councilmembers may use City of San Clemente letterhead and stationary for official City business consistent with policies and positions which have been approved by the City Council. All Council correspondence written with City resources (letterhead, typing Staff report, postage, etc.) will reflect the position of the full Council, not individual Councilmember’s positions. All Councilmember correspondence using City resources will be copied to the full Council and the City Clerk.
4.2 Letters, press releases, resident correspondence and all other forms of communication, including electronic and on social media, that infers City Council or City of San Clemente support, or opposition, as the case may be, shall only be issued following a majority vote of the City Council, or with specific reference to an adopted City ordinance or resolution.
ATTACHMENT 3
4.3 City Councilmembers will be provided individual stationary for use of communications reflecting their personal positions, not the position of the full Council.
These communications will be prepared by the individual Councilmembers.
Councilmembers may utilize the City’s outgoing mail service.
4.4 When a member of the City Council is issuing communication unilaterally, language in the correspondence shall clearly indicate that the support or opposition is that of the individual Councilmember alone and may not represent the full body of the City Council or official City policy. Councilmembers shall be mindful of all legal and ethical constraints in issuing communications.
4.5 The City Manager’s office will coordinate the typing of correspondence for communications reflecting the position of the full Council.