Who would have thought council requests for information could be considered contentious?
However, there was a heated discussion at council here on March 19 on that very issue.
Clerk Kathryn Ironmonger said councillor Barb Tocher had brought forward a notice of motion regarding “the issuance of information to individual council members requesting documentation.”
A proposed policy was reviewed by staff which resulted in the draft policy before council that night.
Consultation came from an internet search, a request for information from the records management working group; consultation with senior staff and the CAO/Town Manager.
Ironmonger said the policy addresses requests of staff by council members. She said the request must go through the CAO who would determine if the request would require a resolution of council – depending on the amount of time needed.
If staff are directed to proceed, the information would be provided to all members of council.
Tocher asked if this means council members cannot phone department heads to request information, or whether they could phone and be given direction from staff via the CAO as to whether a request needed to be made in writing.
“We are asking council members to provide requests in writing if it is not directly to the CAO,” said Ironmonger.
She explained if the request is in writing it would then be forwarded to CAO Frank Miele for a decision or direction.
Tocher then asked what direction staff would be given in regard to phone requests.
Miele said if a member of council calls a staff member, the staff should first ask that the request be made in writing “so we know exactly what is being requested.”
“However, if the question is as simple as What time is council tomorrow night? that is different.”
He considered this policy more applicable to requests which could take five to 10 minutes or more.
“If that is the case, we would prefer the request to be in writing.”
Councillor John Brennan said the request still needs to be done in a timely process. He noted not all staff are full-time.
“If the ball is dropped, it could take another week.”
He said if a request is made, it should at least be acknowledged immediately.
Miele agreed that is something to be dealt with – in addition to an estimate of how long it will take to fulfill the request.
He added if a request is anticipated to take a considerable amount of time, he would ask the councillor to bring the request before council to seek a resolution for council to direct staff to undertake the research.
Mayor Lou Maieron was concerned that he did not type very well. On a more serious note, Maieron asked how the public would become aware of such requests.
“You shouldn’t be doing business by email.”
He wondered, if a council has a question and responses are sent to various council members, “… how does the public become aware of the discussion?”
Tocher clarified most of the requests will likely be for specific documents or resolutions.
“I may not have a copy at home and I just want to see what it said.”
She said it would be mainly for items that are not stored on the town website – “and it lets everyone else know that I’ve asked for a copy of it.”
“It is not doing business – it is asking for copies.”
Maieron countered that there are sometimes questions which he considered too long to type out.
Brennan said the town has an experienced CAO at the table who will see the requests.
As such, if the CAO believes it will further council business, he can bring it forward.
Maieron said sometimes questions are asked to get a better understanding of issues.
When the mayor began discussing information he’d received on grants and donations, Tocher said, “that is my point, you are discussing information you have that none of us has.”
Maieron responded “… that is my point … if you wanted information … ask the question.”
Tocher said “If you thought it was important to know, it might be important for all of us to know.”
Maieron still wondered if the process would create additional red tape.
Brennan suggested trying the idea out.
Miele suggested moving forward and he would monitor it over the next six months to determine the number of requests.
