ADMINISTRATIVE REPORT

Date: June 8, 2001
Author/Local:E. Westley / 6029
RTS NO. 02141
CC File No. 1251
Council: June 12, 2001

TO:	Vancouver City Council
FROM:	City Manager
SUBJECT:	Secretarial Services to Council

CONSIDERATION

The City Manager submits this Report for CONSIDERATION.

COUNCIL POLICY

In an "In Camera" meeting in February 1983, Council reaffirmed its long-standing policy that staff avoid doing work which would be seen to benefit one Councillor or political group, rather than all of Council, without specific Council instruction. Then, in November 1994, in response to some Councillors' enquiries, the matter was visited again by the City Clerk who further clarified that, in its application to Councillors' secretarial services, this policy covers the typing of letters, addressing envelopes, using City stationery, and sending mail through the City's mail system.

PURPOSE

The purpose of this Report is to provide current-term Councillors with an opportunity to revisit the above policy decision which was made and confirmed by previous-term Councillors, and, should it be determined that work of a political nature is to be avoided, then a decision should be made as to how the policy will be upheld.

DISCUSSION

The Manager of Council Support Services has recently requested guidance on what does or does not constitute a breach of the above policy. In taking the view that any communication with constituents is, by its nature, political, there may be an expectation by some Councillors that it is appropriate for secretarial staff to prepare correspondence, as requested, regardless of whether the contents can be construed as political. As the Councillors' Secretariat is a shared resource, it is necessary that all Councillors should have the same expectations regarding what work the Secretariat can be asked to produce.

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(c) 1998 City of Vancouver