Task Force Recommendations for Special Mailing Lists

1)     Special mailing lists should be descriptively named and maintained in a standard City format (tbd).

2)     Special mailing lists should be updated regularly.

3)     Each special mailing list should have one City department or division that manages the list and that is responsible for maintaining and updating it.

4)     Staff who plan to use a special mailing list should always contact the division or department that manages the mailing list to ensure that the information is accurate and up-to-date.

5)     The division or department that manages the special mailing list should always be “copied” on any mailing to the members of the list so that they are aware of what information the members receive.

6)     When a mailing or email is sent out, the envelope, flyer, or email should include the following language:  “If you would like to be removed from [name of special mailing list], please call [insert phone number] or email [insert email address].”

7)     All special mailing lists are confidential and may only be used for transmitting City information.

8)     Special interest mailing lists may be shared with members of City staff for City business.  Such lists may never be shared externally.

9)     The division or department that manages the special mailing list should keep a record of the date and content of all mailings.

10) When sending email, members of the email list should be placed in the “blind carbon copy” box to ensure privacy.

11) To the extent possible, email noticing should be utilized as a cost-effective means to keep community members informed about City activities and issues.