Resolutions are formal documents used to solidify and document votes on a decision made by board members of a non-profit or public sector governmental organization. The decisions are normally in reference to financial matters, implementation of policy or any adoption, authorization or approval of actions being taken by the non-profit or governmental entity.
Format a resolution by placing the date of the resolution and a resolution or reference number at the top of the resolution form. If it is the first resolution being voted on, the number may be 00001, and every other resolution after the first will be numbered in sequence.
The name of the resolution should be titled by the subject matter. For example, a possible title could be "Approval of Budget for the Fiscal Year."
The language of the resolution should be formal, starting with the first sentence referencing the responsibility of the board. One example is, "Whereas it is the responsibility of the Board to approve all budgets of the XYZ non-profit organization."
The next sentence or following portion of the resolution should document facts or reasoning why the action is being taken. For example, "Whereas the financial staff of XYZ non-profit organization developed the budget based on the projects, expenses and operational costs for the XYZ organization; and whereas the accountant of XYZ has audited and reviewed all financial statements from the previous fiscal year; and whereas the current budget consists of projected figures based on previous expenses and projected expenses and accounting statements."
The last statement on the resolution consists of the action being voted on, such as, "Now therefore be it resolved to approve, adopt, and authorize the XYZ budget for the fiscal year." The next portion of the resolution lists the names of the board members voting on the resolution and a space along with their vote of approval or disapproval. The resolution is approved if the majority of the board members vote "yes," and the resolution is not approved if the majority of the board members vote "no." A signature of the President of the Board should be placed on the document along with the recording of the vote.
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