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Internal Memo From: Jalmar De Dios To: All City Staff Subject: Scheduling Time on Mayors Calendar CC:

Mayor Pedro E. Segarra, Chief of Staff Juan Figueroa ______________________________________________________________________________ Effective November 1, 2013, the Mayors Office will be implementing a new protocol for scheduling the Mayor to attend meetings, events, and activities. The protocol is outlined below. Anyone requesting the Mayors attendance at a meeting, event, or activity must complete the Request for Mayors Appearance Form (below and attached) and submit the form , via email, to the Mayors Scheduler, Jalmar De Dios, Special Assistant to the Mayor (and absolutely no one else). The person making the request is responsible for securing all information about the meeting, event, or activity. Jalmar will consult with the Mayor and will confirm via email with the person making the request whether the Mayor will be attending the meeting, event, or activity. If all details of the event, meeting, or activity are not available at the time the request is made, it will not go on the calendar. If the request is for an event at which the Mayor is being asked to speak, the internal person submitting the invitation is also responsible for preparing talking points for the Mayor and emailing them to Jalmar 48 hours prior to the event. Jalmar De Dios contact information: Email: Jalmar.dedios@hartford.gov Office: 860-757-9506 Cell: 860-490-6070 REQUEST FOR MAYORS APPEARANCE FORM WHO: Name of the organizer (may be an individual or an organization) WHAT: Describe the nature of the event, meeting, or activity and what the Mayor is being asked to do WHERE: Name and address of location WHEN: Day, date, and beginning and ending times WHY: Why is it important for the Mayor to attend? EXTERNAL CONTACT: Name, title, organization, phone # and email address INTERNAL CONTACT: Name, title, department, phone # and email address

Request for Appearance People requesting appearance Internal: ___________________________ External: ___________________________

Date Submitted ________________

REQUEST FOR MAYORS APPEARANCE FORM WHO: Name of the organizer (may be an individual or an organization) WHAT: Describe the nature of the event, meeting, or activity and what the Mayor is being asked to do WHERE: Name and address of location WHEN: Day, date, and beginning and ending times WHY: Why is it important for the Mayor to attend? EXTERNAL CONTACT: Name, title, organization, phone # and email address INTERNAL CONTACT: Name, title, department, phone # and email address

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