New Search
EUO City Manager's Office <br /> r <br /> City of Eugene <br /> 777 Pearl Street, Room 105 <br /> MEMORANDUM Eugene, Oregon 9 -2793 <br /> (541) 682 -5010 <br /> (541) 682 -5414 FAX <br /> www.eugene- or.gov <br /> Date: August 1, 2006 <br /> To: Executive Managers / <br /> tN <br /> From: Dennis M. Tayl 682 -5510 <br /> City Manager <br /> Subject: Communication Guidelines for City of Eugene Employees <br /> During my annual performance evaluation by the City Council, the subject of direct communication <br /> between elected officials and City employees was raised and discussed at length. In response to,this <br /> conversation, I pledged to develop a written memorandum describing our current communication <br /> guidelines and my expectations about City Council -staff communication. <br /> The purpose of establishing the guidelines outlined below is to ensure that the Mayor and City Council <br /> receive the most professional advice and the most accurate information possible from City staff. Your <br /> compliance with these guidelines will help to ensure that our recommendations and communications to <br /> elected officials are timely, accurate and consistent. Most importantly, when the guidelines are <br /> consistently applied, effective communication with the entire City Council,.through the City Manager, <br /> can be achieved. I ask that all City employees follow and support the following procedures so that we <br /> provide professional, accurate and consistent information to the Mayor and City Council. Thank you. <br /> • <br /> Requests for `readily available' information <br /> Requests from any City Councilor or the Mayor for information that is readily available, including City <br /> Council agenda items, permits, and enforcement cases, should be provided directly to the elected official <br /> making the request. If the request and response is made via e-mail, please copy your supervisor, your <br /> Executive Director, and the City Manager. If the request is made in person or by phone, please send a <br /> brief e-mail note summarizing the content of the conversation to your supervisor, Executive Director and <br /> the City Manager. <br /> Time involved (two -hour rule) for Mayor /City Councilor requests <br /> When requests for information are made by the Mayor or a councilor, the "two -hour rule" should be <br /> followed; that is, staff may respond to the request if it is estimated that the response will take no more <br /> than two hours to accomplish. If it is estimated to take longer than two hours, the request should be made <br /> formally to the City . Manager. All requests for information should be forwarded to your Executive <br /> Director and the City Manager. In your note, please provide an estimate of the time involved to respond <br /> to the request. All such requests should be added to and tracked on the "Council Assignments" list <br /> maintained in the City Manager's Office. <br /> Request from Mayor /City Councilor involving constituent service <br /> When a constituent issue is raised or a constituent request is made directly by the Mayor or a councilor, <br /> the process described above should be followed and a copy or e-mail should be forwarded to the Public <br /> Service Officer (email address: Eugene PSO) so that the request can be logged and tracked in the C- <br />