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> A GUIDE FOR WRITING RESOLUTIONS: > STEPS IN PREPARING A RESOLUTION: > HINTS TO HELP YOU GET YOUR RESOLUTION ACCEPTED AND PASSED: |
>NATIONAL LEVEL RESOLUTIONS |
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GUIDE FOR WRITING RESOLUTIONS. A resolution is a formal expression of the opinion of an individual, or the will of a group adopted by a vote. Resolutions call for action by the person or organization that generates the resolution. This new resolution format may be different than what you have used in the past. It is much easier to use. One of the real benefits of participating in the democratic process is the opportunity to have a voice regarding the public policy issues that affect our lives. It is therefore important that citizens understand the correct procedure for drafting resolutions. Some people are intimidated at the idea of writing a resolution. They shouldn't be. It isn't that difficult. Why submit a resolution? If we lived in a perfect world, where all laws, procedures, and policy were made and maintained perfect, there would be no need for resolutions. The resolution process is a method to make corrections and updates to the law of the land that we live under. It is also used to introduce the need for a new law of the land if there is none. In simple terms, you are saying that what is currently in effect, is wrong, or not good enough, and you have a better idea or way to do it or have it. STEPS IN PREPARING A RESOLUTION: 1. Identify the concern. Be sure the concern is a matter of statewide or national scope. It cannot be a personal issue. Address only one concern per resolution. Be sure your title is clear and concise. 2. Research and gather factual support materials, which are sufficient to allow a person with no prior knowledge of the subject to make an informed, intelligent decision. 3. Write the resolution in the proposed format below, taking care to insure that each fact statement in the “Background” area is accompanied by sufficient support material. Pointing to existing documents is very good. Each now needs a “ Recommendation” suggestion that offers a solution or a better process, and also directs the submitting agency or organization to take action 4. All resolutions shall be typewritten or word processed. Your resolution must be accompanied by a cover letter explaining your reason for writing the resolution, and some additional background on your submission to answer the why you are doing this, question. 5. When your resolution is presented before the annual membership conference, it would be appropriate to be present in the audience to answer questions and argue for its acceptance if necessary. HINTS TO HELP YOU GET YOUR RESOLUTION ACCEPTED AND PASSED: 1. Be concise. A resolution “Background” is to be a statement of fact or current policy on an issue, and your “Recommendation”, a solution to solve that issue. The association members will get copies of all resolutions, and this means a lot of reading. If your resolution is too wordy, it will not get the attention it deserves. Try and limit your resolution to five or less paragraphs in the "Background" area. Choose the strongest facts, and use the others in discussion and debate if necessary. Resolutions should not be longer than 2 pages. One page is best. 2. Be realistic. The “Recommendation” statements should include specific actions that are realistic and implementable. Include any resource availability (both human and financial) that will affect the implementability of resolutions, if they are known. 3. Be positive. A positive approach always works better than a negative one. Write positive statements, and address the issue positively when you are speaking to it. You may need to read your resolution many times and re-write it several to come up with the best presentation. 4. Be knowledgeable. Know the facts about all parts of your resolution. Be aware of other resolutions that have been passed on your issue, and be sure to state in your cover letter any differences in your resolution, and why your resolution should be passed. 5. Gather support and assistance. Your organization should not be the only ones involved in getting your resolution passed. Try to involve other organizations and members in supporting your resolution. Share your facts and ask others to speak pro to your resolution. This will not only help you get your resolution passed, it will also encourage other members to get involved. 6. Use your limited time on the floor wisely. As the author, you will have an opportunity to speak on the resolution. Remember that the members have a copy, so don't read it to them. Instead, take this opportunity to state some of the facts that might not be included in the "Background" clauses. Sell the group on the benefits of the resolution if it were to become law or policy. 7. Be available. Make sure you are available to the members to answer questions. 8. Have your documentation handy. Make sure you have at least two copies of your documentation with you. Questions may be asked that need further clarification. Suggestions may be offered to reword the resolution for better reading. PURPOSE OF WRITING A RESOLUTION: The goal of the resolution is to inform, and educate the reader in order to inspire them to take action approving the resolution. To do this, a successful resolution must do two things: 1) Identify and explain the facts of the problem or issue that needs to be addressed (the BACKGROUND portion) 2) And propose a solution that will address the problem as identified (the RECOMMENDATION portion). BACKGROUND: The first portion of a resolution identifies and states the facts of the problem that needs to be addressed. The problem should be stated in factual terms. Opinions or summations are not expressed in this portion of the resolution. Each fact should be listed as a separate sentence or paragraph. State the most important known facts for the resolution, but don’t be redundant RECOMMENDATION: The second portion of the resolution states the action that you propose, to address the problem or issue as identified in the “Background” portion of the resolution. Because resolving most problems involves an exercise of judgment, this is the portion of the resolution where the author expresses their opinions. If the author proposes more than one solution, each separate solution to the problem should be listed as a separate sentence or. When properly written, this section clearly restates the problem in summary form, and explains to the reader the action necessary to address that problem, without having to repeat any of the "Background" statements. SAMPLE RESOLUTION FORMAT RESOLUTION NUMBER: ___________. (Assigned by the organization) SUBMITTED BY: (Full Name of the author) Pertaining to : Background: This is where you list all the important facts about the issue. Facts should be listed in order of importance from most important on top to the least important on the bottom. Each unique fact should be presented in a separate paragraph. Do not summarize your facts. Recommendation: This is where you provide suggestions or direction for a solution to your issue. This is where you offer additional supporting reasoning to your solution. This is where you summarize how your solution can fix the issue. This is your instruction to the association to take action and approve this resolution. (SAMPLE) - That the Wisconsin National Guard Enlisted Association,assembled at (conference location), on this (xx day of month, year),do urge the (final approving authority name) to support (the requested action to change, to increase to,to initiate or do any action to)the (main subject name of the resolution). Distribution: RESOLUTION SUBMISSION: Copies of the resolution should be submitted to the Resolutions Manager, and the Association office via postal or email with the cover letter. If sending via email, the resolution should be an attachment, and email letter body may be the cover letter, or may be a second attachment.
SUBMISSION COVER LETTER: Include the following information on the submission cover letter. > Reason for and benefits you feel that this resolution should be approved and made into law. > Examples of the issue that you are aware of, if any. > How you came about, and why you created this resolution. > If you wish to personally present your resolution at a future Executive Council meeting. > All contact information: Name, postal address, telephone numbers, email address.
NATIONAL LEVEL RESOLUTIONS SUBMISSION DEADLINES: National Interest resolutions can be submitted anytime in the year. The following timeline is established for resolution approval so it gets to the annual EANGUS conference on time. > January Executive Council Meeting: The final date for formal presentation by the author, if desired. Those received by this meeting will have their resolution published in the annual conference book. > April Executive Council Meeting. The final acceptance of resolutions and recommendations for the membership meeting. > April Annual Membership meeting. Final debate and vote on recommended resolutions. > April-May. Resolution Manager finalizes approved resolutions and determines final distribution, and prepares resolution packets, filling out and attaching an EANGUS RESCOM Form 1 for each resolution submitted. > The packets are mailed to the Area V Resolutions Chairperson one week prior to the Area Caucus. If this cannot be done, copies will be hand carried by someone attending the Area Caucus, and delivered to the Area Resolutions Chairperson, or Area Chairperson. > Resolutions are then sent to EANGUS by the Area Resolutions Chairperson. EANGUS evaluates them and at the National EANGUS conference each resolution is evaluated by the Resolutions Committee for recommendation to the membership present for approval. National interest resolutions submissions after any deadline will be worked on for submission for the next year.
STATE LEVEL RESOLUTIONS SUBMISSION DEADLINES: > Resolutions may be submitted anytime in the year. > January Executive Council Meeting: The final date for formal presentation by the author if desired. Those received by this meeting will have their resolution published in the annual conference book. > April Executive Council Meeting. Final acceptance of resolutions and recommendations to the membership. > Resolutions received must be accepted by the membership at the April Annual Membership meeting. Final debate and vote on recommended resolutions. > Approved resolutions are logged into a database for tracking and reporting progress. > Resolution packets for local and state level distribution are prepared, and sent to all agencies or persons listed on the final distribution list under association letterhead cover letter, signed by the Association President.
WHAT CAN A RESOLUTION BE USED FOR? > To add or change Federal law or policy. > To add or change State law or policy. > To add or change County law or policy. > To add or change City ordinances or policy. > To add or change EANGUS bylaw or policy. > To add or change WNGEA bylaw or policy.
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SAMPLES OF GOOD RESOLUTIONS WNGEA STATE RESOLUTION NO.: _________ SUBMITTED BY: John Smith
Pertaining to: Background: The increased dependence on the National Guard both at the state level and the federal level or the Reserve at the federal level has added a burden to our civilian employers who ‘make do’ without one or more of their valued employees. Self employed members are often forced to close their business only to return from their military duty and start from scratch building their business anew. The Wisconsin National Guard struggles to meet recruiting and retention goals and employer support is imperative. A state tax incentive in the form of a tax refund, credit or rebate for employers of National Guard or Reserve members or self-employed National Guard or Reserve members would help ease the pain of the members’ absence from the workplace while activated and away from their civilian occupations. This benefit would be a small way for the citizens of Wisconsin to say “Thank You” for letting your employee or the self-employed member to help defend our state and our country. Recommendation: Distribution: ----------------------------------------------------------------------------------------------------------------------------------- EANGUS RESOLUTION NO.: __________ SUBMITTED BY: John Smith Pertaining to: Background : Whereas the brave members of our armed services serve without regard for their own lives in the interest of preserving our democratic way of life, it is certainly not fair to impose such a tax on the widows of such service members, often leaving them, the widows, little or no financial support required for the later years of their lives. Recommendation : Sponsor : EANGUS Office Distribution: Congress ( ) OSD ( ) DA( ) DAF ( ) NGB ( ) ------------------------------------------------ The WNGEA does not write EANGUS resolutions. This is an example that was taken from a state resolution and modified for national presentation.
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