Resolutions are a way for boards to share their decision/position on an issue with others. Main motions in meetings are frequently offered as a resolution and recorded in the minutes, whereas resolutions are often given a number (for tracking purposes), included in the minutes so they can be referred back to, and kept or filed separately. Resolutions are more formal in nature, and often seen more official than letters. They typically take the format of “WHEREAS [insert reason(s)], be it therefore RESOLVED [insert action(s)].” If the board does not have any reasons that it would like to record, then a resolution may be less appropriate.
Resolutions may also be structured as proclamations and statements of support or celebrations. Sometimes they are approved or adopted, documented in minutes, placed in a file or broadly advertised on websites and in local newspapers. Resolutions can be very persuasive and lead to some sort of action. In other situations, it may be read and not acted upon. In many instances, a resolution is not sent to anyone, but is a documentation of the action or position decided on by the board.
Summary of some benefits of using a board resolution
The format of a board resolution has a place for the board to explain the action and/or document the reasons for the action
A board resolution often times includes a numbering system so it is easier to keep track of desired steps to take action
A board resolution is formal in nature, elevating the level of importance and making them easy to send or otherwise communicate, and are sometimes more official than letters
An example of possible wording and structure
[ ] School District Board of Education
Resolution No. [ ]
WHEREAS, [List reasons for the decision. At times this is short, other times it is long; bullet points or one-sentence paragraphs are common];
AND WHEREAS, [The reasons are generally listed separately];
BE IT THEREFORE RESOLVED, [that the [ ] School District Board [action taken]. This could be the adoption of a policy, a directive to the superintendent, a request from another body/entity/person, etc.]
BE IT FURTHER RESOLVED, [that the [Superintendent] shall [action]];
BE IT FURTHER RESOLVED, [that the [district] shall [action, e.g., post this on the website, communicate it to parents, students, and staff]].
ADOPTED [or APPROVED] by the [[ ] School District] Board of Education, [ ] County, Oregon, [at the regular open public meeting thereof, held] this [DDth] day of [MM], 20[YY].