Board adopts new letterhead policy after heated debate; disclaimer removed, printed district required

The Ottawa County Board of Commissioners voted April 22 to adopt a new rule governing individual commissionersuse of county letterhead after more than an hour of public comment and board debate. The approved version permits county-provided letterhead but requires each signer to print their name and district beneath their signature; a proposed bottom-of-letter disclaimer stating that 2opinions represented herein are those of the individual commissioner2 was removed by amendment before final passage.

Supporters said the change clarifies who is speaking while preserving commissionersability to advocate for constituents. One commissioner argued the document improves consistency and makes it easier for residents to know when a letter represents one commissioner versus the board as a whole. Opponents said using the county logo risks public confusion and that disclaimers are unprofessional; those members voted against the final motion but the amendment to require printed name and district passed. The board voted to adopt the amended rule by roll call.

The new rule was added as Rule 2.8 to the board rules and staff will produce a standardized letterhead template for the administrators office to distribute. County staff said the template will include the commissioners printed district line under the signature and that the administrator will help ensure consistency across communications. The board did not limit the substance of letters but emphasized commissioners should identify when they speak individually versus as the collective board.