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Legal Ordinance Selection Form

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Legal Ordinance Selection Form

This Legal Ordinance Selection Form (the "Form") is executed on the day of , by and between Municipality Name: ("Municipality") and Selecting Party Name: ("Selecting Party").

Recitals

WHEREAS, the Municipality maintains the authority to adopt, reference, and incorporate local ordinances and regulations applicable within its jurisdiction; and

WHEREAS, the Selecting Party desires to select and request formal adoption, incorporation by reference, or application of one or more specific ordinances as identified in this Form for purposes described below; and

WHEREAS, the Municipality is willing to record the selection and take such ministerial or legislative steps as may be required under applicable procedural rules to effectuate the selection, subject to the terms and conditions set forth herein.

NOW, THEREFORE, in consideration of the mutual covenants and agreements contained in this Form, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows:

1. Definitions

For purposes of this Form, the following definitions apply: "Ordinance" means a municipal ordinance, code provision, regulation or amendment thereto selected by the Selecting Party and accepted by the Municipality in accordance with this Form. "Effective Date" means the date set forth in Section 3 on which the selected ordinance(s) will take effect for the purposes described in this Form.

2. Selection of Ordinances

The Selecting Party hereby selects the following ordinance(s) for adoption, incorporation by reference, or application within the Municipality's jurisdiction as indicated. The Selecting Party represents that it is authorized to request such selection and that the description provided below accurately identifies the ordinance(s) to be selected.

Ordinance No./Code Section:

Ordinance No./Code Section:

Ordinance No./Code Section:

Other (describe):

3. Effective Date and Adoption

The parties agree that the Effective Date for the selected ordinance(s) is: day of , . The Selecting Party requests that the Municipality take the necessary actions to adopt, record, or incorporate the selected ordinance(s) consistent with applicable procedural rules and this Form.

The Municipality's acceptance and any subsequent adoption is subject to review for procedural sufficiency and legal compliance. The Municipality may withhold final adoption if legal counsel or the governing body determines that adoption would violate controlling law or exceed municipal authority.

4. Scope and Applicability

The scope of the selected ordinance(s) and the extent to which they apply shall be determined by the language of the ordinance(s) and by action of the Municipality at the time of adoption. Where the ordinance(s) reference other provisions, the Selecting Party shall identify any specific provisions to be applied or excluded in the space below.

5. Representations and Warranties

The Selecting Party represents and warrants to the Municipality that: (a) it has the requisite authority to make this selection and to request adoption or incorporation by reference of the identified ordinance(s); (b) the descriptions provided in this Form are accurate and complete to the best of its knowledge; and (c) the requested selection does not purport to alter, amend, or otherwise modify the Municipality's existing ordinances except as expressly provided by Municipality action.

6. Certification and Recordation

Upon execution of this Form, the Selecting Party requests the Municipality to certify in writing the action taken with respect to each selected ordinance and to record such certification in the Municipality's official records. The Municipality's certification shall state whether the ordinance(s) were adopted, incorporated by reference, referred for further action, or rejected, and shall include the effective date, if any.

7. Notices

All notices, requests, demands, and other communications required or permitted under this Form shall be in writing and shall be delivered to the parties at the addresses set forth below or to such other address as either party may designate in writing in accordance with this Section.

8. Amendments; Waiver

This Form may be amended only by a written instrument signed by both parties. No waiver of any provision hereof shall be effective unless in writing signed by the party against whom enforcement of the waiver is sought. A failure or delay to exercise any right shall not operate as a waiver.

9. Governing Law

This Form shall be governed by and construed in accordance with the laws of the jurisdiction in which the Municipality is located, without regard to conflict of law principles. The parties submit to the exclusive jurisdiction of the state and local courts of that jurisdiction for resolution of disputes arising out of or related to this Form.

10. Entire Agreement; Severability

This Form constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior understandings, negotiations and agreements, whether written or oral. If any provision of this Form is held to be invalid, illegal or unenforceable, the remaining provisions shall continue in full force and effect and shall be construed so as to give effect to the original intent of the parties to the fullest extent permitted by law.

11. Miscellaneous Provisions

The parties acknowledge that this Form may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one instrument. Signatures delivered by electronic means shall have the same force and effect as original signatures.

Acknowledgment

The undersigned certify that they are authorized to execute this Form on behalf of the party for which they sign and that the information provided herein is true and correct to the best of their knowledge.

Municipality:

By:

Date:

Selecting Party:

By:

Date:

Enter text✕

What the Legal Ordinance Selection Form Is and When it’s Used

A Legal Ordinance Selection Form is a standardized municipal or jurisdictional document used to propose, identify, or confirm a specific ordinance, code section, or regulatory instrument for adoption, amendment, or repeal. It records the ordinance title, sponsor or requestor, applicable jurisdiction, statutory authority, and requested effective date, and it can serve as the formal submission to a municipal clerk, county office, or legislative committee. The form streamlines review, helps track public notices and hearings, and creates a clear administrative record for subsequent filing, publication, and enforcement steps.

Why the Form Matters for Compliance and Recordkeeping

Using a consistent Legal Ordinance Selection Form reduces filing errors, clarifies authority citations, and creates a reproducible record for public notice requirements. Electronic completion and e-signature preserve intent, consent, and attribution under the ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted.

Why the Form Matters for Compliance and Recordkeeping

Who Typically Prepares and Reviews This Form

The form is prepared and processed by municipal staff, legal counsel, sponsors, and clerks; several parties may need copies or signatures before filing.

  • Municipal Clerk offices and records staff responsible for intake, docketing, and public posting of ordinance proposals.
  • City or county attorneys who verify statutory authority, draft language, and confirm legal sufficiency before submission.
  • Council members, commissioners, or sponsoring officials who initiate the ordinance and must confirm title, intent, and effective date.

After completion, the clerk files the form with the official legislative record, distributes notices per local rules, and ensures retention per record retention schedules.

Essential Sections to Include on a Professional Selection Form

A complete form groups identification, authority, text references, schedule, and approval fields so reviewers can act quickly and the record can be preserved for audits or legal challenges.

Ordinance Title

Provide the full, descriptive title exactly as it will appear in the municipal code, including any chapter or section references and an abbreviated short title for agendas.

Sponsor Information

List the sponsoring official or department, contact details, and the person responsible for follow-up; include council district or department code to aid routing.

Authority Citation

Cite the municipal charter, enabling statute, or state law that authorizes the ordinance; clear authority citations prevent procedural challenges.

Summary of Change

Summarize the operative change in plain language: what is added, modified, or removed, and include a short rationale for the change for public notice.

Effective Date

Record the requested effective date and any conditions for activation (e.g., publication, number of days after adoption) to coordinate with public notice deadlines.

Approvals & Signatures

Designate signature blocks for sponsors, clerk, attorney, and executive (mayor/county executive) and include fields for dates, attestation, and recording information.

Step-by-Step: Completing and Submitting the Form

Follow these sequential steps to prepare, verify, and file the Legal Ordinance Selection Form with the appropriate office.

  • 01
    Prepare Draft: Complete title, summary, authority, and sponsor fields.
  • 02
    Legal Review: Have counsel confirm statutory authority and wording.
  • 03
    Obtain Signatures: Collect required signatures and dates, in-person or electronically.
  • 04
    File with Clerk: Submit the completed form to the municipal clerk for docketing.

Configuring an Online Workflow for the Selection Form

When automating the form, define field behavior, routing order, and file formats to match the jurisdiction’s acceptance rules and clerk workflows.

Field Configuration
Template Create a locked template with required fields and version control
Conditional Fields Show or hide fields based on ordinance type or sponsor selection
Signature Authentication Choose email+SMS or stronger authentication for official signers
File Formats Export signed records as PDF/A and retain source DOCX

Where Completed Forms Typically Go

Use designated routing paths so each office receives a consistent record: filing, legal review, docketing, and public notice all require specific copies and metadata.

  • Municipal Clerk: Primary intake and official docketing location for ordinance records.
  • Legal Department: Receives copies for sufficiency review and retention in legal files.
  • Council/Committee: Agenda office receives a copy for meeting materials and public posting.
  • Public Notice: Clerk or designated publisher receives the summary for statutory publication.

Technical Requirements for Digital Completion and Filing

Ensure the chosen platform supports secure PDF output, standard authentication, and the integrations required by your clerks and records office.

  • File formats: PDF, PDF/A, DOCX supported
  • Integrations: Salesforce, Microsoft 365, NetSuite integrations
  • Authentication: Email, SMS, or stronger MFA options

Security and Compliance Features to Expect

Encryption: TLS 1.2 and TLS 1.3
Data at rest: AES-256 encryption at rest
Certifications: SOC 2 Type II and ISO 27001
HIPAA: HIPAA-compliant with BAA
Audit Trail: Comprehensive tamper-evident logs
Access Controls: Role-based user permissions

Practical Tips for Accurate, Efficient Completion

Applying consistent practices reduces rework and ensures the record will satisfy legal, publication, and retention requirements.

Verify ordinance identifiers before submission
Confirm the ordinance number, chapter references, and any prior amendments. Mismatched citations are a common cause of delays and may require re-noticing or formal correction.
Use unambiguous sponsor and contact details
Provide full legal names, official titles, and a reliable email and phone number. Accurate contact information accelerates clarifying communications and prevents misrouting.
Standardize effective date language
State whether the ordinance takes effect on publication, a specific calendar date, or a relative trigger (e.g., '30 days after adoption') to avoid interpretation disputes.
Keep version history and approvals
Retain drafts, redlines, and approval emails in a controlled folder. A clear change log supports audits and defends against procedural challenges.

Common Consequences of Incorrect or Incomplete Forms

Missed Filing Deadline: Administrative fines or delayed enactment
Incorrect Citation: Legal challenge or invalidation risk
Missing Notarization: Clerk rejection or incomplete record
Inaccurate Party Information: Service or notice failures
Missing Signatures: Document may be unenforceable
Late Publication: Extended timelines or re-noticing

Frequently Asked Questions and Troubleshooting

Answers to common questions about form validity, e-signatures, notarization, corrections, and file delivery to clerks are provided to reduce submission delays.


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