[Adopted 4-9-1996 by L.L.
No. 2-1996]
The Town Board is desirous to fulfill its duties and responsibilities
to the people of the town in accordance with its oath of office and the statutory
powers and duties. To do so this Board needs to be informed of issues, problems,
actions, transactions and other matters affecting the town and its government
and operations. Further, this Board is also desirous of keeping the people
of the town informed, as an informed citizen is in a better position to contribute
to effective town government administration. In order for the Town Board members
to discharge their obligations responsibly and effectively, it is necessary
that any information, letter, memorandum or other printed or written communication
commonly referred to or described as correspondence relating to town government
operations and functions be made available to members of this Town Board.
Further, to facilitate the Town Clerk and Records Management Officer in maintaining
town records and to assure access to town records under the Freedom of Information
Law, it is necessary to record all such correspondence addressed to the Town
Board and the town.
All necessary correspondence addressed to the Town of Geddes, the Town
Board or the Town Board members, including the Supervisor, in their official
or representative capacity, shall be processed in the following manner:
A.
Such correspondence shall be routed to the Town Clerk's
office, opened, date stamped and logged in an incoming letter register and
have a file number assigned.
B.
A copy of such correspondence shall be routed to each
of the councilpersons and the original routed to the Supervisor within two
days of its arrival in the Town Clerk's office.
D.
Correspondence addressed to any Town Board member (including the Supervisor) by name and stamped, marked or printed as personal or confidential shall be logged as provided in Subsection A and shall be routed to the addressee without being opened, as soon as reasonably possible.
E.
Correspondence addressed to a specific town department,
such as Highway Department, Assessor, Receiver of Taxes, etc., shall not be
opened but shall be logged and routed to such departments as soon as reasonably
possible.
Correspondence intended for filing in the Town Clerk's office shall
not be covered by this article.
