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44 If it appears that several speakers desire to speak regarding a single topic, the Presiding Officer should request that the speakers be succinct in their comments and not be redundant. In this regard, preference may be given to speakers who represent groups of persons who have designated a spokesperson. Any statements including charges or complaints against any employee of the City, regardless of whether such employee is identified in the presentation by name or by any other reference which tends to identify him/her, shall be referred without comment to the City Manager for appropriate action. COUNCILMEMBER DELIBERATIONS No Councilmember should speak more than once upon any one subject until every other member choosing to speak thereon has spoken. No member shall speak for more than five (5) minutes each time he/she has the floor, without the approval of a majority vote of the Council. CORRESPONDENCE FROM THE PUBLIC Any communication relating to a matter pending, or to be brought before the City Council, shall be included in the agenda packet for the meeting at which such item is to be considered. Any written Public Comment must be received no later than 11:59 p.m. the Sunday prior to the Monday City Council meeting. All written Public Comment submitted by the deadline will be distributed to the City Council no later than 3:00 p.m. on the day of the meeting and will be made part of the official record. Written public comment will not be read aloud. Letters of appeal from administrative or Commission decisions shall be processed under applicable provisions of the Municipal Code or other ordinances. Communications specifically addressed to individual Councilmembers will be transmitted to them unopened. The Administrative Staff in the City Manager’s Office is authorized to receive and open all mail addressed to the Council as a whole. Communications related to official business, and not necessarily requiring Council action, are referred to the City Manager for immediate attention, so that they may be handled between Council Meetings. The City Manager will provide a copy of such communication and response to each Councilmember. Copies of all other communications sent to Council as a whole will be reviewed by the City Clerk, and either transmitted to each member of the Council or, for routine, non-priority communications, filed in the Council office. USE OF CITY LETTERHEAD OR CITY SEAL All Councilmember correspondence written on City resources, i.e., letterhead, staff support, postage, etc., unless explicitly stated that such correspondence are the views of the Councilmember individually and not those of the whole Council, shall reflect a majority position of the Council. All Councilmember correspondence using City resources shall be available to the full council. The City Clerk is the custodian of the official City Seal. The City Seal shall not be altered and is to be used only on official City documents. This rule does not apply to the Mayor.