A3. Council Communication Pathways

Purpose
To set out clear communication routes between the Operations and Systems Manager, CEO and Council, ensuring information flows are timely, accurate and appropriately channelled.

Scope
This SOP covers routine and ad hoc operational communication with Council members and Council committees.

Responsible Role
Operations and Systems Manager

Procedure

1. Primary Communication Route
   • Treat the CEO as the primary link between Operations and Council.
   • Share operational updates and issues with the CEO in the first instance, unless otherwise agreed.

2. Requests from Council
   • When Council members contact the Operations and Systems Manager directly, acknowledge receipt and clarify the request if needed.
   • Log the request and inform the CEO where it has operational or strategic implications.

3. Meeting Papers and Updates
   • Coordinate preparation and circulation of operational papers through the CEO or designated Chair.
   • Ensure documents are sent within agreed timeframes ahead of meetings.

4. Follow-Up and Actions
   • Log agreed Council actions that require operational follow-up.
   • Provide brief progress updates to the CEO, who will update Council where required.

5. Boundary Management
   • Refer any requests that alter policy, budget, or strategic direction to the CEO.
   • Maintain a courteous and professional tone in all communications.

Linked Templates
• Council Communication Log (to be added)

Version Control
Version: 1.0
Author: Malika Meddings
Date Created: 1 November 2025

Review Date
1 November 2026