Governing policy: Mailing Policy

Department: Office of City Clerk

Last revised: June 30, 2007

General Conditions

Services: The Document Solution Center/Mail Room offers three types of interoffice mail

1. Interoffice mail delivered in City Hall 10:00 –12:00 daily
2. Interoffice mail delivered outside of City Hall 12:30 – 3:30 daily for a fee. Departments with locations outside City Hall may make delivery arrangements with the Mail Room
3. Interoffice mail sorted by the Mail Room and picked up anytime by departments

Schedule

1. Same day delivery: the standard for mail brought to the Mail Room by 10:00
2. Next day delivery: the standard for mail picked up during the daily routes or brought to Mail Room after 10 am

Mail Center staff delivers to the following locations

1. Accenture Building (City Attorney) 333 S 7th Street
2. City Hall
3. City of Lakes Building, 309 2nd Ave S. Rooms
4. Convention Center, 1301 2nd Avenue South
5. Crown Roller Mill (CPED/METP), 105 5th Avenue S
6. Public Service Center, 250 S 4th St.
7. Towle Building: 330 2nd Ave S.
8. Tri-Tech Building, 331 2nd Avenue S.
9. 030 3rd Avenue South (Traffic Control)

The following departments pick up their interoffice mail in the Mail Room

1. Civilian Police Review Authority (CRA)
2. Community Crime Prevention (CCP)
3. Community Planning and Economic Development (CPED)
4. Minneapolis Park and Recreation Board (MPRB)
5. Minneapolis Public Housing Authority (MPHA)
6. Minneapolis Public Library (MPL)
7. Youth Coordinating Board (YCB)

Procedures

1. Use an Interdepartmental Delivery mail envelope
2. Use the front side first
3. Cross out the name of the prior addressee
4. Legibly print the complete address of the person to whom the envelope is to be delivered, including: first and last name, department, room number and building
5. Print the complete address of the sender so that the envelope can be returned if the addressee can not be found
6. Close and seal the interoffice envelope flap
7. Separate interoffice mail from United States Postal Service mail in your department’s designated mail pickup location or bring it to B27 any time during the day and place it in the wooden shelves near the entrance door.