MMC key terms

A document, granted or adopted under state law, that establishes a municipality’s structure, powers, and basic governance rules. It functions as the local constitution and controls conflicts with ordinances.

A formal legislative act adopted by a municipal governing body that has the force of local law. Ordinances usually address general, permanent rules and must follow statutory adoption procedures.

A formal expression of a municipal governing body’s policy, opinion, or administrative direction. Unlike an ordinance, a resolution usually addresses a specific matter and may not carry permanent legal force.

Authority granted by a state constitution or statute allowing a municipality to govern itself on local matters without repeated legislative permission, subject to state and federal limits.

A legal doctrine under which a higher level of government-state or federal-overrides or displaces local law on a subject, limiting municipal regulatory authority.

An action taken by a municipality or official beyond the legal authority granted by statute, charter, or ordinance; such acts are generally void or invalid.

A formal plan listing record series, their required retention periods, and final disposition, approved under applicable law. It tells staff how long to keep records and when to destroy or transfer them.

The final handling of records at the end of their retention period, such as destruction, transfer to archives, or continued preservation under a legal hold.

A directive suspending routine destruction of records that may be relevant to litigation, an audit, or an investigation until the matter is resolved and release is authorized.

The official or office responsible for maintaining, protecting, and providing lawful access to specified public records, often designated by statute, charter, or policy.

A request from any person for access to identifiable government records, which the municipality must process under disclosure law, exemptions, fees, and response deadlines.

The stages through which a record passes-creation or receipt, use, maintenance, retention, and final disposition-managed to ensure legal compliance and efficient access.

Ongoing process of updating voter rolls by adding eligible voters, correcting data, and removing ineligible or deceased voters under state and federal safeguards.

A ballot cast by a voter whose eligibility is uncertain at the polls; it is counted only after election officials verify eligibility under applicable law.

The official review and tally of election returns, including verifying ballots and reconciling totals, before results are certified by the governing authority.

The formal act confirming final election results after the canvass, authorizing officials to take office or measures to take effect under state law.

A control process comparing ballots issued, cast, spoiled, and counted to detect discrepancies and support the integrity of election results.

A budgeting and accounting method that separates resources into distinct funds according to legal or policy restrictions, so money is spent only for authorized purposes.

Legal authorization by the governing body to spend a specified amount from a fund for a stated purpose during a fiscal period.

A property tax rate expressed in mills, with one mill equal to one dollar of tax per one thousand dollars of assessed value; used to fund budgets.

Policies and procedures designed to safeguard assets, ensure reliable reporting, promote efficient operations, and encourage compliance with laws and policies.

An independent examination of financial statements, controls, and compliance by an outside auditor, resulting in an opinion and findings for governing-body oversight.

A schedule of key dates and steps for preparing, reviewing, publishing, and adopting the annual budget, including required public hearings and legal deadlines.

The minimum number of members who must be present for a governing body to conduct official business or vote, usually set by charter, statute, or bylaws.

A published list of items scheduled for consideration at a meeting, often required by law or policy to give the public notice of intended actions.

The official record of a meeting’s proceedings, including actions taken, motions, votes, and required details, kept as a public record under retention rules.

A set of rules governing how meetings are conducted, including how motions are made, debated, amended, and voted on to ensure orderly and fair decisions.

A formal meeting at which the public may present views on a proposed government action before a decision, often required by statute or local code.

A procedural interruption asking the presiding officer to rule on whether meeting rules are being followed, such as a quorum or debate violation.

A situation in which an official’s personal, financial, or family interest could improperly influence public duties; often requires disclosure, recusal, or abstention.

A written set of standards governing official conduct, including integrity, impartiality, confidentiality, and use of public resources, with procedures for complaints and discipline.

The duty to protect information from unauthorized disclosure, including personnel, legal, or security-related records, while respecting lawful public-access rights and retention requirements.

An official’s obligation to place the municipality’s interests above personal benefit and to avoid using public office for private advantage or competing allegiances.

Voluntary or required withdrawal of an official from a decision or proceeding because of a conflict of interest, so the matter is decided by impartial participants.

Planned efforts to involve residents, businesses, and community groups in decision-making through information sharing, consultation, and dialogue before policies or projects are finalized.

Timely, accurate messaging to the public during an emergency or controversy, coordinating spokespeople, channels, and facts to reduce confusion and maintain trust.

Proactive communication and relationship-building with underrepresented or affected groups to encourage participation, share information, and gather input on municipal services.

Writing and speaking that uses clear, concise wording, logical structure, and everyday terms so residents can understand government information and take appropriate action.

A documented strategy identifying how, when, and through which channels the public will be informed and invited to comment on a municipal decision or project.