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Town of
Norwich, VermontSelectboard Procedure for Receipt of Correspondence |
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Town of Norwich SelectboardProcedure for Receipt of Resident CorrespondenceAt a regularly scheduled Selectboard meeting held on November 28, 2007, the Board voted to adopt this guideline to ensure a uniform procedure for the receipt of correspondence. It is the hope of the Board that ensuing Boards will continue using this guideline.Correspondence is defined as letters, memos, emails, minutes of groups or organizations, notices and other documents sent or copied to the Board. All correspondence to be received at a Selectboard meeting must be received in the Town Offices before 3 pm of the preceding Thursday. Late submissions will be held for the next regularly scheduled Selectboard meeting. The Town Manager and Selectboard Chair will review correspondence to identify those items that require Selectboard action. The Town Manager, Selectboard Chair or a designated representative will provide a brief oral review of all correspondence during the appropriate segment of the meeting agenda, and will include the name of the writer and a summary of the content of the correspondence. At the meeting, such correspondence will be reviewed, and where appropriate, voted on individually. The Board will determine whether a response is required and letters will be signed by the Selectboard Chair and sent to the sender of each piece of such correspondence to acknowledge the Board's receipt of correspondence addressed to the Board. Hard copies will be maintained on record, in compliance with the State of Vermont retention time-table for municipal records, in the Town Manager's Office and will be posted on the Town's website. For a period of two months after receipt, however, these copies will be available in a reading file in the Town Clerk's Office. The entire content of correspondence will not be read during Selectboard meetings in order to conserve time; however, writers may attend the meeting and ask to read their correspondence into the record. All correspondence not requiring Selectboard action will be received in one motion. Readopted 3/4/2009
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| This information last updated Thursday, May 7, 2009 at 2:44:27 PM.
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Town of Norwich, Vermont Tracy Hall, 300 Main Street PO Box 376 Norwich VT 05055 :: 802 649-1419 :: www.norwich.vt.us | ||||