Resolution Writing and Why It Is Important - PowerPoint Presentation

Slide1

Resolution Writing and Why It Is Important

California Community Colleges Classified Senate

Gathering of the Senates

Cari Plyley

August 5, 2016Slide2

Workshop Points

Definition of a Resolution

Why are Resolutions Important

Writing Resolutions

Resolution Levels and Types

5 Steps to Creating Resolutions

Tips and Warnings

Developing a Number System

Writing and Making a Motion to Present a Resolution

4CS Resolutions Handbook and Plenary ProcessSlide3

Definition of a Resolution

A written main motion on a subject of great importance expressed in formal wording.

Represents a significant decision

An important document serving as a formal statement, official expression or opinion of the organization

No

resolution is in order that creates a conflict with the bylaws.

Resolutions are adopted by a majority vote and continue in force until rescinded

.Slide4

Importance

A resolution gives assurance to other parties that a transaction was properly authorized.

An authorized person may be asked to show the resolution as proof of a financial decision

The resolution also indicates that the actions were taken on behalf of the Board, rather than by a director or head of the organization.

Formal resolutions can prevent later disputes between individuals or the Board and a third party.Slide5

Writing Resolutions

Resolutions are often a means of adopting specific policies or positions.

A means of setting policies or authorizing the creation of new committees or other functioning sub-groups within the larger group.

The process for effectively writing a resolution is fairly straightforward, and can be adapted to fit just about any situation.Slide6

Resolution Levels

Addressing (senate)

business

Addressing college

issues

Addressing statewide

issuesSlide7

Resolution Types

Substantive and Procedural

“Resolutions

of Substance” serve as one means by which opinions may be expressed, purposes implemented, and directions given for future action

.

Courtesy Resolutions (CR/2/1) (end of

meeting)

“Courtesy

Resolutions” communicate an expression of gratitude for contributions made by groups or individuals

.

Emergency

Resolutions

“Emergency Resolutions” address topics that arise following the resolution deadline date. Slide8

5 Steps to Creating Resolutions

1.

Acquaint

yourself with the general format for resolutions.

Many people use examples from parliamentary procedure as the guideline for structure and flow of a resolution. Such helpful guides as Robert’s Rules of Order can provide examples of the use of key phrases such as “whereas” and “resolved

.”Slide9

5 Steps to Creating Resolutions - Continued

2.

Define the situation that you believe needs to be addressed.

This will often mean focusing in on a core issue that may be impacting a larger issue facing the organization. Be as specific as possible about the nature of this core issue, as this helps to lay the groundwork for demonstrating the relevance of the resolution to the current condition of the organization.

Slide10

5 Steps to Creating Resolutions - Continued

3.

Outline the negative impact created by the current condition of the core issue.

The idea is to offer specific examples of how the present status is creating counterproductive situations that are draining the resources of the organization. These examples help to illustrate why some type of action should be taken.Slide11

5 Steps to Creating Resolutions - Continued

4.

Offer specific recommendations for action that will help to turn the negative situation into a positive one.

This is the true meat of the resolution as it moves away from essentially stating why something is wrong, and now offering solutions to correct the problem. As with the identification of the issue and the outlining of why the issue is having a negative effect, be as specific and detailed as possible with the offered solution.

Slide12

5 Steps to Creating Resolutions - Continued

5.

Set

the first draft of the resolution aside for a day or two then read it through.

Often, you will find small changes in wording come to mind, or possibly the inclusion of more detail that will make the resolution more focused and precise. Incorporate these changes into the body of the proposed resolution and set aside the second draft for a short period. After a second review, if nothing else comes to mind, it is time to present the resolution to the body.Slide13

Tips and Warnings

Few resolutions make it all the way through a governing body or conference without some adjustments. Do not be upset if someone wishes to substitute a word or phrase for something different. The main purpose of the resolution is to address and issue and come up with a solution.

Failure to be specific in the focus and intent of the resolution is often a great way to have the document be rejected outright, ruled out of order or referred to a committee for consideration where it will die a slow death. Make your case as pointed and detailed as you possibly can

.Slide14

Develop a System for Numbering

Committee/agenda item #/#of resolutions

BCCS/9.b./1 (Butte College Classified Senate/Agenda Item 9.b./Resolution #1)

FCCCS/2/1 (Fresno City College Classified Senate/ Agenda Item 2/Resolution #1)

EA/2/2 (Elections & Appointments Committee/ Agenda Item 2/Resolution #2

)Slide15

Writing and Making a Motion to Present a Resolution

1. When

a member wishes a resolution adopted, after having obtained the floor, he says, “I move the adoption of the following resolution,” or “I offer the following resolution,” which he reads and hands to the chair.

2. If

it is desired to give the reasons for the resolution

, they are usually stated in a

preamble,

each clause of which constitutes a paragraph beginning with “Whereas.”Slide16

Writing and Making a Motion to Present a Resolution (continued)

3. The

preamble is always amended last, as changes in the resolution (Be It Resolved) may require changes in the preamble.

4. In

moving the adoption of a resolution the preamble is not usually referred to, as it is included in the resolution. But when the previous question is ordered on the resolution before the preamble has been considered for amendment, it does not apply to the preamble, which is then open to debate and amendment.Slide17

Writing and Making a Motion to Present a Resolution (continued)

5. The

preamble should never contain a period, but each paragraph should close with a comma or semicolon, followed by “and,” except the last paragraph, which should close with the word “therefore,” or “therefore, be it.”

6. A

resolution should avoid periods where practicable. Usually, where periods are necessary, it is better to separate it into a series of resolutions, in which case the resolutions may be numbered, if preferred, by preceding them with the figures 1, 2, etc.; or it may retain the form of a single resolution with several paragraphs, each beginning with “That,” and these may be numbered, if preferred, by placing “First,” “Second,” etc., just before the word “That.”Slide18

4CS Resolutions Guide and the Statewide Resolution Process

Resolutions Prior to Area Meetings:

Resolutions drafted and brought forward to the Area meeting by classified senates in that Area.

Resolutions adopted by local senates in the Area

Resolutions Developed during the Area meetings by those in attendance.

Resolutions adopted at Area Meetings and moved forward by the Executive Committee are reviewed at Executive Board meetings along with being

agendized

for an upcoming Regional Meeting.

Action: Merced College Classified Senate Resolution 1-15

Classified ProfessionalSlide19

Suggestions/Discussion