If you are involved with any type of committee or legislative body, then you know that the process of changing the policy of the group is not easy. When you suggest changes that should be made to the policy, the best way to go about it is not announcing your opinion at the next meeting. Instead, you should write a formal resolution. This resolution lets the groups know what your opinion is about the policy and why you think it should be changed. Once the formal resolution is written, you can present it to the group and a vote will most likely follow.
Add a heading to your formal resolution. The heading includes a title that describes the purpose of your resolution, such as “Eligibility to Become a Member of the Committee.” Place the name of the committee or legislative body below the title. Then, include the resolution designation number on the third line.
Place the date that you’re proposing the formal resolution underneath the designation number.
Explain the issue that you’re addressing. Include the history behind the policy you want changed. Using the history and any problems that have arisen as a result of this policy, also explain why you feel this is a topic the committee should consider. For example, if you were on a public library committee, you might write that after voting to decrease security a year earlier, theft has risen 25 percent, and that you feel security needs to be increased again.
Talk about the review process for the policy you want changed. This includes who should review it and what methods should be used. Using the public library committee example, you might write a specific way to cut funds in one area and transfer them to security funds.
Include your opinion about the best solution for the problems with the policy, which might include eliminating it, altering it or replacing it with a new policy. Be sure to explain exactly how the change you’re proposing would be implemented by the committee. For example, the public library committee might vote on a resolution that requires two security officers to be on the premises during all hours that the library is open to the public.
Include a recommended effective date for the new policy or changed policy that you’re proposing to take place.
Keep your formal resolution to a one page length. The committee should be able to read through it in a matter of minutes.