Titles: Standard Conventions
The use of standard conventions in legislative files is important because it supports accessibility as well as search and automated alert functions; and benefits a wide audience, including constituents, City staff, and alders. Additionally, using standard conventions helps to create consistency and flow, making it easier for the people viewing sometimes long agendas to get through all of information more efficiently.
There are several conventions you should be familiar with when creating the title for a file.
Begin the title with an action
Titles for ordinances and resolutions should begin with an action, such as authorizing, supporting, awarding, submitting, amending, etc.
INCORRECT: A resolution authorizing a sole source service contract…
DO THIS INSTEAD: Authorizing a sole source service contract…
End the title with the district number
Files which are specific to one or more location(s) should include the district number(s) at the end of the title. The location may be referenced in the title and/or the body, and may be listed as an address, an intersection, a landmark, or coordinates. The district number always is added to the end of the title.
- Include district number at the end of the title, in parentheses (District 10)
- List each district separately, when more than one district applies (District 1, District 7, District 12)
- Use this convention when a file references location-based services or information but applies to all districts (Citywide)
Add to the title (when applicable)
There are certain words or phrases to add to the title, when applicable. In the first two instances, the word or phrase must be added to the beginning of the title.
- Add SUBSTITUTE (in caps as shown) to the beginning of the title when creating a substitute
- Add BY TITLE ONLY (in caps as shown) to the beginning of the title when creating a file to be introduced by title only
- Amending the budget when creating a file that amends the current budget