By Jess Baker
A Southern Downs councillor has raised concerns with letter etiquette within the council, claiming she found correspondence addressed to her already opened by someone else.
Councillor Cynthia McDonald asked Southern Downs Regional Council Chief Executive Officer Dave Burges about the “new procedure” during an information session at Warwick on Wednesday 21 July.
Mr Burges said any mail sent to the council was considered council business and had to be recorded.
Cr McDonald said she had never had her mail opened by anybody but herself and suggested the council consider updating its policies.
A SDRC spokeswoman said the council has not formal policy that dictates the mail-opening practice.
“The normal practice is that mail not marked as Private and Confidential will be opened to assess whether or not it forms part of (the) council’s general business,” the spokeswoman said.
“If so, then it will be registered and sent onto the relevant councillor for their attention. If not part of (the) council’s general business, then the correspondence will be sent to the relevant councillor for their information.”
Councillor Sheryl Windle said she could not remember a time mail addressed to her at the council had been opened by someone else, but she did not have an issue with the practice.
“I’ve never had a letter come to me to (the) council that couldn’t be shared with the group,” Cr Windle said.
“I don’t think I’ve ever had anything opened though.”
On the contrary, Mayor Vic Pennisi said his mail sent to the council had always been opened by others.
“My understanding is if they’re writing to us as a councillor, that’s something we record,” Cr Pennisi said.
He also reminded councillors that every email they sent and received was in the council’s system and able to be tracked.
“I personally believe the operational side of (the) council should respond to emails,” he said.
Councillor Andrew Gale said he considered the practice consistent with that of other large organisations.
Councillor Ross Bartley asked CEO Dave Burges if letters sent to councillors’ private homes that included information related to council happenings had to be brought into the council to be filed.
“Yes, it is official council business,” Mr Burges responded.
He said even invitations sent to councillors were considered council business and had to be registered with SDRC.
