Keeping a resolution and ordinance register
A resolution and ordinance register (or “ordinance book”) is the running index of every resolution and ordinance the governing body adopts, with its number, title, adoption date and vote. It lets anyone find when and how a decision was made without reading years of minutes.
Last updated October 11, 2026. General information, not legal advice; confirm with your solicitor.
Ordinance or resolution?
An ordinance is a local law: it is usually advertised before adoption, codified, and stays in force until amended or repealed. A resolution expresses a decision or policy of the board (approving an agreement, setting a fee schedule, authorizing a grant application) and usually takes effect on adoption.
What to record for each entry
| Number | Year and sequence, for example 2026-14, or your municipality’s numbering |
|---|---|
| Title | The short descriptive title as adopted |
| Adopted | Date of the meeting and the board |
| Vote | Tally, with each member’s vote in the minutes |
| Advertised and recorded | For ordinances: advertisement dates, codification, recording |
| Amends or repeals | Cross-reference to earlier ordinances or resolutions |
Good practice
- Number resolutions sequentially by year and never reuse a number.
- Keep signed originals in the official book or file, and the register as the index.
- Link each entry to the minutes of the meeting where it was adopted.
QuorumBook builds this register automatically from the motions in your minutes.
Questions
Is an ordinance book required?
Most state municipal codes require municipalities to keep adopted ordinances in a permanent book or codification, and permanent retention applies to ordinances and resolutions in most retention schedules.
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