Letter of Support Procedure

Submission of Request

Partner organizations must formally submit their request for a Letter of Support at least one week before the deadline for Board packet submissions for the applicable meeting. The request must include:

• The purpose of the letter and its alignment with the District’s mission and strategic goals.
• A brief summary of the project or initiative.
• A draft of the proposed letter, highlighting key points for consideration.

Staff Review and Preparation

• Request will be reviewed to ensure it aligns with the District’s mission and strategic priorities.
• If necessary, staff may request additional information or clarification from the requesting organization.
• Staff will prepare the final draft of the LOS on official District letterhead and compile a summary for Board review.

Board Agenda Inclusion

• If the request meets District criteria, staff will submit the LOS draft and summary to the Board Packet file by the established deadline—eleven calendar days prior to the Board meeting.
• The request will be included as an agenda item for the upcoming Board meeting, allowing directors to review materials in advance.

Board Review and Decision

• During the meeting, the Board will review the request and determine whether to approve, deny, or request modifications to the letter.
• If approved, the District Manager will facilitate the signing of the LOS by the Board Chair or Vice Chair.

Finalization and Distribution

• The District Manager will provide the signed LOS in PDF format to the staff member handling the request.
• Staff will send the finalized letter to the requesting partner before the stated deadline.
• A copy of the signed LOS will be retained in the District’s records by the District Manager.
  

Additional Considerations

• Urgent requests requiring Board approval outside of a regular meeting will not be considered.
• The District reserves the right to decline support if a request does not align with strategic objectives, or Board policies, or has financial requests that are not within the District’s budget.