Guidelines for Writing Resolutions
Definition
The Township can consider items in the form of resolutions. Resolutions set forth background information and propose a course of action.
Submission and Deadline
Resolutions can be submitted by email or US mail. Receipt of resolutions will be acknowledged by email.
All resolutions should be submitted to:
Angela Brelinski, Clerk
7008 Marsh Rd.
Cottrellville, MI 48039
Email: Clerk@Cott-Township.org
Phone: 810-765-4730 xt. 103
Bylaws resolutions and regular resolutions pertinent to the objectives of the Township or in relation to any report by an officer or committee of the Township are due 10 business days before the regularly scheduled meeting of the Township Board.
Resolutions should be submitted as a Word document using the Resolution template provided. Note: all resolution co-sponsors must be listed as “submitted by.”
Questions
Please contact Angela Brelinski, Clerk, Clerk@cott-townsihip.org, or phone 810-765-4730 xt. 103, for additional information about preparation of resolutions.
Format
The title of the resolution must appropriately reflect the intent. Resolutions begin with “WHEREAS” statements, which provides the basic facts and reasons for the resolution, and conclude with “RESOLVED” statements which, identifies the specific proposal for the requestor’s course of action.
WHEREAS Statements
Background or “WHEREAS” information provides the rationale for the “RESOLVED” course of action. The WHEREAS statement(s) should lead the reader to your conclusion (RESOLVED).
In writing WHEREAS statements begin by introducing the topic of the resolution. Be factual rather than speculative and provide or reference statistics whenever possible. The statements should briefly identify the problem, advise the timeliness or urgency of the problem, the effect of the issue, and indicate if the action called for is contrary to or will revise current policy. WHEREAS statements should be a single sentence. Create an additional WHEREAS statement if more than one sentence is needed. Inflammatory statements that reflect poorly on the submitter or sponsors, or the Township, will not be permitted.
RESOLVED Statements
RESOLVED statements are the only parts of a resolution that the Board of Directors act upon. Conceptually, RESOLVED statements can be classified into two categories – policy and directives. A policy RESOLVED calls for changes in policy. A directive is a RESOLVED that calls for the Board to take some sort of action. Adoption of a directive requires specific action but does not directly affect policy.
A single resolution can both recommend changes in policy and recommend actions about that new policy. The way to accomplish this objective is to establish the new policy in one resolve (a policy resolve), and to identify the desired action in a subsequent resolve (a directive).
Regardless of the type of resolution, the RESOLVED should be stated as a motion that can be understood without the accompanying WHEREAS statements. RESOLVED statements should be a single sentence. Create an additional RESOLVED statement if more than one sentence is needed. The RESOLVED must be fully understood and should stand alone, i.e., is easily understood when separated from the WHEREAS statements and from other RESOLVED statements.
Actions on Resolutions
For the Board of Directors to act in accordance with the wishes of the submitter or sponsors, the call for action must be definitive. To avoid any misunderstanding, the officers have provided the following definitions:
- Adopt: Approve resolution exactly as submitted as recommendation implemented through the Board of Directors.
- Adopt as Amended: Approve resolution with additions, deletions, and/or substitutions, as recommendation to be implemented through the Board of Directors.
- Refer: Send resolution to the Board of Directors for consideration, perhaps by a committee, the Council Steering Committee, or the Bylaws Interpretation Committee. A resolution cannot be referred to other College committees.
- Not Adopt: Defeat (or reject) the resolution in original or amended form.
- Postpone: Table action on original or amended resolution to a future Council meeting.
The Board of Directors shall take one of the following actions regarding a non-Bylaws resolution adopted by the Council:
- Implement the resolution as adopted.
- Overrule the resolution by a three-fourths vote.
- Amend the resolution in a way that does not change the basic intent. Following the meeting, the board will send the resolution back to the submitter who must either accept or reject the amendment. If accepted, the amended resolution shall be implemented without further action. If rejected, the Board at its next meeting shall implement the resolution as submitted, propose a mutually acceptable amendment, or overrule the resolution.
The Clerk or their designee shall then provide to the submitter a written summary of the meeting within 45 calendar days of the adjournment of the meeting. This summary shall include:
- A summary of the meeting.
- A summary and final text of each passed resolution.