This skill should be used when the user needs to draft or understand official municipal communications including staff reports, council memos, resolutions, ordinances, or constituent correspondence. Triggers include any mention of staff reports, memos, resolutions, proclamations, constituent letters, or official communications.

Council Communication

Overview

Effective communication is essential for municipal governance. Different document types serve different purposes and follow established conventions. Understanding these conventions ensures clarity, professionalism, and legal compliance.

Staff Reports

Purpose

Staff reports provide council members with the information needed to make informed decisions. They should be comprehensive yet concise, objective yet include recommendations. The standard structure follows a three-part pattern: Background → Analysis → Recommendation.

Optimal length: Research (Johnson & Lyles, 2016, Journal of the American Planning Association) found 6-10 pages optimal — reports of 5 pages or fewer scored poorly on completeness, while reports over 10 pages showed no improvement in quality.

Audience-appropriate communication: GFOA advises tailoring financial communication to different stakeholders — elected officials need strategic priorities and accountability mechanisms; the public needs simplified presentations using relatable scales (cost per household, cost per person). Avoid overwhelming elected officials with line-item detail meant for management.

Standard Format

STAFF REPORT

TO:         Mayor and City Council
FROM:       [Department Director Name], [Title]
DATE:       [Meeting Date]
SUBJECT:    [Clear, Specific Subject Line]

RECOMMENDATION
[Clear statement of requested action, suitable for motion]

SUMMARY
[2-3 paragraph overview of the issue and recommendation]

BACKGROUND
[Context, history, how we got here]

ANALYSIS
[Detailed examination of the issue]
[Options considered]
[Pros and cons]

FISCAL IMPACT
[Costs, funding source, budget implications]

ALTERNATIVES
[Other options council could consider]

ATTACHMENTS
[List of supporting documents]

Writing Best Practices

Recommendation Section:

Lead with the ask
Make it motion-ready
Be specific about the action
Include ordinance/resolution numbers

Summary Section:

Assume reader reads only this
Cover the essential what, why, how
Keep to 3-4 paragraphs maximum

Analysis Section:

Present facts objectively
Acknowledge counterarguments
Support conclusions with evidence
Be transparent about uncertainty

Fiscal Impact:

Be specific about costs
Identify funding source
Note ongoing vs. one-time
Include indirect costs

Ordinances

What is an Ordinance?

A local law of general and permanent application. Ordinances remain in effect until amended or repealed.

Standard Ordinance Format

ORDINANCE NO. [YEAR]-[NUMBER]

AN ORDINANCE [BRIEF TITLE DESCRIBING PURPOSE]

WHEREAS, [recital of facts and findings]; and

WHEREAS, [additional recitals]; and

WHEREAS, [authority for action];

NOW, THEREFORE, BE IT ORDAINED BY THE [CITY COUNCIL/BOARD]
OF THE [CITY/VILLAGE] OF [NAME], [STATE]:

SECTION 1.  [Findings incorporated or stated]

SECTION 2.  [Substantive provisions - what the law requires]

SECTION 3.  [Additional substantive provisions]

SECTION 4.  [Severability clause]

SECTION 5.  [Effective date]

PASSED by the [City Council] this ___ day of _______, 20__.

APPROVED:

_______________________
[Mayor Name], Mayor

ATTEST:

_______________________
[Clerk Name], City Clerk

Ordinance Drafting Tips

Each section should address one concept
Use "shall" for mandatory requirements
Use "may" for permissive authority
Define terms consistently
Cross-reference related code sections
Include severability clause
Specify effective date

Resolutions

What is a Resolution?

A formal expression of opinion, intention, or decision that typically addresses a specific situation rather than establishing ongoing policy.

Common Uses

Approving contracts
Setting fees
Policy statements
Recognitions/commendations
Grant applications
Temporary regulations
Procedural matters

Standard Resolution Format

RESOLUTION NO. [YEAR]-[NUMBER]

A RESOLUTION [BRIEF TITLE]

WHEREAS, [background and justification]; and

WHEREAS, [additional recitals]; and

WHEREAS, [authority or purpose];

NOW, THEREFORE, BE IT RESOLVED BY THE [CITY COUNCIL/BOARD]
OF THE [CITY/VILLAGE] OF [NAME], [STATE]:

SECTION 1.  [Statement of action or position]

SECTION 2.  [Additional provisions if needed]

SECTION 3.  This Resolution shall be effective [immediately/upon adoption].

PASSED AND ADOPTED this ___ day of _______, 20__.

_______________________
[Mayor Name], Mayor

ATTEST:

_______________________
[Clerk Name], City Clerk

Proclamations

Purpose

Ceremonial documents recognizing events, individuals, or causes. No legal effect but significant symbolic value.

Standard Format

PROCLAMATION

WHEREAS, [background about the subject]; and

WHEREAS, [significance or achievements]; and

WHEREAS, [connection to the community]; and

WHEREAS, [additional relevant facts];

NOW, THEREFORE, I, [Mayor Name], Mayor of the [City/Village] of
[Name], do hereby proclaim [Date/Week/Month] as

[NAME OF PROCLAMATION]

in the [City/Village] of [Name] and urge all residents to
[appropriate call to action].

IN WITNESS WHEREOF, I have hereunto set my hand and caused the
Seal of the [City/Village] of [Name] to be affixed this ___ day
of _______, 20__.

_______________________
[Mayor Name], Mayor

Council Memos

Purpose

Less formal than staff reports, used for updates, FYI items, or matters not requiring action.

Format

MEMORANDUM

TO:         Mayor and City Council
FROM:       [Name], [Title]
DATE:       [Date]
RE:         [Subject]

[Body of memo - more conversational than staff report]
[Can include bullet points for readability]
[Should still be professional and complete]

[Optional: "Please contact me if you have questions."]

Constituent Correspondence

Response Principles

Acknowledge promptly
Be respectful regardless of tone received
Provide substantive response
Explain "why" not just "what"
Offer next steps when appropriate
Follow up on commitments

Standard Elements

Acknowledgment:

Thank you for contacting us about [issue]. We appreciate you taking the time to share your concerns.

Response to Concern:

[Substantive response addressing their specific points] [Explanation of policy/situation] [What, if anything, can be done]

Next Steps:

[What will happen next] [How they can stay informed] [Who to contact for follow-up]

Closing:

Thank you again for your engagement in local government. [We value your input / Please don't hesitate to reach out with additional questions.]

Tone Guidelines

Professional but warm
Avoid bureaucratic jargon
Explain acronyms
Be honest about limitations
Never be defensive
Acknowledge frustration without validating inappropriate behavior

Email Best Practices

Clear subject line
Lead with the answer
Short paragraphs
Respond within 48 hours
Copy appropriate staff
BCC for mass communications

Minutes

Purpose

Official record of meeting proceedings. Legal document that memorializes actions taken.

Types

Action Minutes: Brief record of actions taken (most common)
Summary Minutes: More detail on discussion
Verbatim Minutes: Word-for-word transcript

Standard Elements

Date, time, place
Members present/absent
Items discussed
Motions (exact language of each motion)
Vote tallies (yeas, nays, abstentions by name)
Public comments (summary or verbatim, per local rules)
Time of adjournment
Clerk signature

Level of Detail

Action minutes: Record only motions, votes, and outcomes — most efficient, most common
Summary minutes: Include key discussion points and rationale in addition to actions — useful for complex or controversial items
Verbatim transcript: Word-for-word record of all proceedings — sometimes required for quasi-judicial hearings; labor-intensive

Draft vs. Approved Minutes

Minutes are considered draft until formally approved by a vote at a subsequent meeting
Members review draft minutes before approval and may propose corrections
Contested minutes: If a member disagrees with the draft, they propose specific corrections during the approval item; the body votes on each correction
Once approved, minutes become the official record; they should not be altered except through a formal motion to amend previously approved minutes

Closed Session Minutes

Separate set of minutes kept for executive/closed sessions
Access is restricted; typically reviewed periodically for possible public release
Release timing varies by state Open Meetings Act — check municipal.local.md for local rules

Retention

Minutes are typically permanent records under state records retention schedules
Both draft and approved versions may need to be retained, depending on jurisdiction
Audio/video recordings may have separate (shorter) retention requirements

Best Practices

Record what happened, not opinions
Use consistent format
Note abstentions and recusals
Reference attachment numbers
Avoid editorializing
Circulate draft for review

Using Connected Tools

When connected tools are unavailable, work from uploaded documents and examples

Planned connectors (not yet available — plugin works without these):

document-management — templates and past examples
agenda-management — ordinance/resolution tracking
communication — internal coordination

Municipal Configuration

Check municipal.local.md for:

Governing body title
Official document format preferences
Key contacts
Procedural requirements

Amendment and Redline Conventions

When presenting amendments to ordinances, resolutions, or other municipal documents, follow these conventions for clarity.

Markup Standards

Strikethrough for deletions, underline for additions — this is the most common municipal convention
Present both a redline version (showing all changes) and a clean version (showing the final text) for council review
Color coding is optional but helpful: red for deletions, blue for additions

Section Renumbering

When sections are added or removed, note explicitly whether remaining sections are renumbered
If renumbered, include a table or note mapping old section numbers to new ones
Some jurisdictions prefer to reserve the deleted section number (e.g., "Section 4. [Reserved]") to avoid renumbering

Standard Clauses

Effective date clause: State when the amendment takes effect — upon adoption, upon publication, or a specified future date
Severability clause: Standard provision that if any section is held invalid by a court, the remaining sections remain in full force and effect
Include both in every amending ordinance

Codification

After adoption, amendments are incorporated into the municipal code by the codification service (e.g., Municode, American Legal, General Code)
The codification service updates the official code, applies section renumbering, and updates cross-references
Allow lead time for codification — the official code may not reflect recent amendments immediately

Ordinance vs. Resolution Decision Framework

Choosing the wrong instrument creates legal confusion and may require corrective action. Use this framework:

Factor	Ordinance	Resolution
Nature	Law of general application	Expression of policy, opinion, or specific action
Duration	Permanent until amended or repealed	Typically for a specific instance or time period
Codification	Codified in the municipal code	Filed but not codified
Adoption requirements	May require multiple readings, public hearing, publication	Usually adopted in a single meeting
Amendment	Requires an amending ordinance	May be superseded by a later resolution
Examples	Zoning regulations, tax levies, business licensing	Contract approvals, fee schedules, honorary designations, grant applications

Decision Rule

Does this create, amend, or repeal a rule of general application? → Ordinance
Does this approve a specific action, express a position, or set a fee? → Resolution
When in doubt: Check state law and local practice. Some states require ordinances for specific actions (e.g., appropriations, tax levies).

Common Mistakes

Using a resolution for something that should be an ordinance (e.g., creating a new regulation). The resolution is likely unenforceable.
Using an ordinance for a one-time action (e.g., approving a specific contract). Overkill and creates unnecessary codification burden.
Fee schedules: Practice varies. Some municipalities adopt fee schedules by ordinance (ensures full public hearing process); others adopt by resolution (allows faster updates). Check your local convention.

Legal Drafting Standards

Precision of Mandatory/Permissive Language

Word	Meaning	Use When
Shall	Mandatory — creates an obligation or prohibition	Imposing a duty: "The applicant shall submit..."
Must	Mandatory — equivalent to "shall" in modern drafting	Interchangeable with "shall"; some modern style guides prefer "must"
May	Permissive — grants authority or discretion	Granting authority: "The director may grant an extension..."
Should	Advisory — not enforceable	Avoid in ordinances; appropriate in plans and policy documents
Will	Future tense — describes what will happen	Avoid in operative provisions; use in recitals or explanatory text

Rule: In operative sections, use only "shall" (or "must") and "may." If you're not sure whether a provision is mandatory or permissive, it probably needs to be rewritten for clarity.

Structural Rules

One concept per section: Each section should address a single requirement or grant of authority
Definitions before use: Define terms before using them, or in a separate definitions section referenced early
General before specific: Place general rules before exceptions and special cases
Active voice: "The applicant shall submit" (not "An application shall be submitted by the applicant")
Present tense: "A violation is a misdemeanor" (not "A violation shall be a misdemeanor")

Common Drafting Errors

Error	Example	Fix
Ambiguous "and/or"	"The fee shall include permit and/or inspection costs"	Choose "and" or "or"; if both are possible, write it out: "permit costs, inspection costs, or both"
Dangling reference	"As provided in Section 5" when Section 5 doesn't exist yet	Verify all cross-references before adoption
Inconsistent terms	"Applicant" in Section 1, "petitioner" in Section 3, same meaning	Pick one term, define it, use it consistently
Shall + passive	"Notice shall be given"	"The clerk shall give notice" — identify who has the duty
Missing enforcement	Creates a prohibition but no penalty or enforcement mechanism	Add: "A violation of this section is subject to [penalty]"

Constituent Triage Protocol

Not all constituent contacts require the same response speed or handling. Use this 3-tier routing system:

Tier 1: Immediate (respond within 4 hours)

Indicator	Examples	Route To
Public safety threat	"There's a sinkhole in the road," "Street light arcing"	911 or non-emergency police/fire dispatch; notify public works
Utility emergency	"No water," "Sewer backup into home"	Utility on-call; notify public works director
Imminent legal deadline	"FOIA appeal deadline is tomorrow"	Municipal attorney + FOIA officer
Media inquiry before deadline	"Reporter needs comment by 3pm"	City manager / communications officer

Tier 2: Priority (respond within 24 hours)

Indicator	Examples	Route To
Code complaint affecting quality of life	"Neighbor's property is a health hazard"	Code enforcement with courtesy acknowledgment to constituent
Service delivery failure	"Trash wasn't picked up," "Pothole on Main St"	Public works with tracking number to constituent
Meeting-related	"I want to speak at Wednesday's meeting"	Clerk's office + confirm public comment procedures
Elected official request	Fellow council member asks for information	Relevant department head, CC city manager

Tier 3: Standard (respond within 48 hours)

Indicator	Examples	Route To
General inquiry	"What are the rules for building a fence?"	Relevant department with informational response
Policy opinion	"The city should do more about [issue]"	Acknowledge and log; share with council if pattern emerges
Compliment or thank-you	"Great job on the park renovation"	Forward to relevant department; add to council report
Request for meeting	"Can I meet with the mayor about...?"	Schedule per mayor's availability and protocol

Red Flags for Escalation

Regardless of tier, escalate immediately to the city manager and/or municipal attorney if the communication:

Contains a threat (to persons, property, or legal action)
References pending litigation or an attorney
Involves a discrimination complaint or civil rights allegation
Comes from a regulatory agency (EPA, state AG, OSHA, etc.)
Involves an elected official's potential conflict of interest

Related Skills

parliamentary-procedure — motion-ready language, amendment procedures, and voting requirements
open-meetings-foia — minutes requirements, public notice content, and open meetings compliance
municipal-code-analysis — code amendment drafting, cross-referencing, and codification standards

Document Checklist

Before submitting any official document: