Materials for Codification and Recodification Projects

This article will provide information about the types of materials that are typically part of Codification and Recodification projects, including the preferred format for files and materials that may or may not be included.

Format

Each document provided to CivicPlus by the Customer for processing should be its own individual file, named by ordinance number, for example, "Ord No 2019-5." If you don’t have an ordinance number, please name the document by the adoption date in the YYYY_MM_DD (four-digit year, two-digit month, two-digit day) format, for example, "2019_03_14." The Customer should send in all documents to CivicPlus as Microsoft Word versions or a convertible PDF (Portable Document Format) version. In the event documents and/or materials sent in are not in the requested usable formats and CivicPlus must convert them, a “Materials Processing Fee” will be assessed during material processing. The following are examples of instances which cause significant conversion issues:

• Crooked or off-center scans
• Grainy, poor-quality graphics
• Handwritten notations
• Scans of damaged documents
• Pages out of order

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Materials Not Included

CivicPlus normally only includes ordinances of a general or permanent nature in the Code and supplements. The following ordinances are normally omitted from the Code:

• Purchase orders, change orders, and other contractual ordinances guaranteeing payment of money
• Bond issuance
• Annual tax levies
• Municipal budgets
• Street opening, closing, renaming, vacating, accepting grade lines
• Transfers, sales, or acceptances of real or personal property
• Rezoning of specific properties
• Annexations
• Acceptance of subdivisions
• A temporary ordinance that is general in effect (for example, a one-year increase in the sales tax)
• A special ordinance that is permanent in effect (for example, the creation of a special taxing district that affects the downtown development district)
• An ordinance that was passed for a purpose that's been consummated or is otherwise obsolete (for example, blackout regulations leftover from World War II or the declaration of a drought)
• Ordinances now considered obsolete, or determined to be outdated and that are superseded by later legislation (for example, ordinances that are no longer current and are repealed)

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Materials Sometimes Included

The following ordinances are sometimes (but not usually) included in a Code and, if included, any amendments passed relating to these topics should be sent to maintain the Code. You should review your Code to determine if these provisions are included or if you would like them to be included:

• Zoning and subdivision ordinances
• Building and technical code amendments
• Personnel plans
• Employee salaries
• Fees for water rates
• Recreation-related fees
• Building permit fees
• Fee schedules
• Traffic schedules for specific street designations (such as one-way or speed limits)
• Mission statements (that is, depending on the subject matter of the statement, a determination can be made on its efficacy concerning the law in the municipality)
• Moratoriums (for example, temporary suspension of issuing cannabis dispensary licenses)

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