Correspondence
Correspondence between an individual Member and Officer should not normally be copied by the Officer to another Member, unless the Elected Member has sent copies to other Elected Members, in which case Officers may copy the response to the same Elected Members. Correspondence between Elected Members and Officers should not be shared on social media without prior agreement from all parties involved.
Where copies of correspondence are sent to other Elected Members, this should be made clear to the original Member. In other words, a system of “silent” or “blind” copies should not be used.
In all matters relating to the copying of correspondence, access to information legislation and the Council policy on access will be observed.
Official letters on behalf of the Council should normally be sent out in the name of the appropriate Officer, rather than in the name of a Member. It may be appropriate in certain circumstances (e.g. representation to a Government Minister) for a letter to be signed by a Member, but this should be the exception rather than the norm. Letters which, for example, create obligations or give instructions on behalf of the Council should be sent out by the relevant Officer.
Members should not send letters which appear to create obligations, accept or deny any liability, or give instructions on behalf of the Authority. An Officer must always send any such letter.