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Preliminary Master List of Terms for Indexing Municipal Minutes
Anyone considering indexing minutes should develop a master list of terms before beginning to index. This master list contains the standard vocabulary that you will use in the index, and it is important to have a standardized vocabulary so that you always index the same subject by using the same term. Using standardized terms will also improve searches by directing users to one term instead of many terms. A master list of terms also includes cross-references directing users from non-standard terms to standard terms. This feature minimizes useless searches by directing users to the right term each time.
No matter what indexing approach you take, maintaining and using standardized terms will be useful to both the indexer and the users of the minutes. If you develop an index in database form, you will use the standardized terms when you enter data into this system. If you decide to use free-text searching software (which search for character strings in electronic versions of your minutes), you will use the standardized terms while writing the minutes. By conscientiously using your standard set of terms as you write, you can be sure you will be searching for the right word when you use free-text searching to find information in your minutes.
A master list of terms for an index consists of several authority lists:
- The subject heading list should include main and secondary subject terms that reflect the activities of your government or agency and the topics before it. Within this list, you should include formal names for any personnel positions, committees and boards, government properties, geographical features in the region (such a names of bridges, highways, roads), businesses, organizations, and government agencies.
The subject list should also include See and See also references, which ensure that the indexer can remain consistent and that the users can always find the information they need. These references work in two different ways. See references: A user might want to look up information related to finance by looking up "Finance" in the master list. But since "Finance" is not a standard term in this master list, the word is followed by the note "See Fiscal," which indicates that "Fiscal" is the official term that the searcher or indexer must use. See also references: A user might look up "Planning and Zoning" and discover a note to "See also Urban Renewal." This means that "Planning and Zoning" is still a standard indexing term, but that the user might also find useful information under the related term "Urban Renewal." - The master list should include a list of actions before the board. Actions, which are explained below, are useful for two reasons. First, they help to isolate important discussions within the minutes. For example, someone reading and indexing the minutes will know that whenever an appointment is being made that this is an important action and should be indexed. Second, actions are another useful way for users to search for information. In an index kept in a database, a user can easily produce a list of all resolutions or all local laws, which are two separate types of actions. If using a text searching tool, you could achieve the same effect by consistently identifying resolutions in the text of your minutes with the word "Resolution."
- The master list should also include a list of departments or units within the government, noting the authorized name and any standard abbreviation used in the index or minutes. Many local governments find it useful to identify the department within the government that is most closely related to any action before the board. For the same reasons, state agencies may find it useful to develop lists of work units. In this way, any department can retrieve a list of board topics related to its own work. There is no list of departments or units included in this preliminary master list of terms, since this is an objective list that is easy to develop.
To help local governments develop their individual master list of terms, the State Archives has drafted a preliminary master list of terms for use by cities, towns, and villages. This list represents those subjects that are frequent concerns of municipalities. You should use this list as a starting place and add headings that you decide you need and eliminate subjects that are of no use to you. Occasionally, you may decide to use a different official term that will be more familiar to the users of your minutes. You will need to add the names of committees, boards, local businesses, organizations, and properties as well. Nevertheless, the list can be of great value to you—not only for the headings included, but also because it shows you how to incorporate additional subjects, secondary subjects and cross-references into your master list.
This preliminary list master of terms consists of three sections:
- Standardized terms for actions before a local government's board.
- & 3. Main and secondary subject headings.
1. Actions
You can make your index more useful by maintaining information on the type of actions that take place during the course of a meeting. Tracking actions can provide another way for people to search for information and can be a helpful way for indexers to identify what information in the minutes is important enough to index.
Below are some suggested actions, along with descriptions of when to use each. Use "Disapproval" for any motion that is not approved by the board. For all other actions, assume that the action has been approved or received by the board. To make the index as useful as possible, be sure to use the most specific terms possible whenever you have a choice between two actions. As with any part of this master list of terms, you should modify this list to suit your own needs.
Appointment. Use for official appointments of people to government positions.
Bond resolution. Use for any approved bond resolution, if you decide you need to track these separately.
Complaint. Use for any complaints received, whether received via discussion or correspondence.
Correspondence. Use for any cases where the board receives or sends a letter, including petitions from the public but not including complaints.
Disapproval. Use for any motion that is declined, rescinded, or not approved, if you decide to index these actions.
Discussion. Use for any cases that are merely discussions of a topic, ending in no formal decision.
Executive session. Use for cases where the board goes into executive session. In such cases, you can provide only minimal information on the subject related to the action.
Local law. Use for a local law, the highest form of local government legislation.
Order. Use for motions where the board is directing departments or officers of the local government to carry out a certain activity.
Ordinance. Use for any ordinance, which is special local legislation on a subject specifically delegated to local governments by the State Legislature.
Other action. Use for any actions that do not fit any of the descriptions of the other actions on this list; this is the "miscellaneous" category for actions.
Public hearing. Use for any formal public hearing.
Report. Use for any reports presented to the board by departments or committees.
Resolution. Use for those cases where the board formally expresses a particular opinion or takes a specific action.
Tabled. Use for situations where the board postponed making a decision on an issue.
2. & 3. Main and Secondary Subjects
The following is a suggested list of main subject headings that includes secondary subjects as well. Please note that many common secondary subjects do not appear in this list, but are included in the list of common ones above. You should integrate whatever secondary subjects from above into this list. Also, note that many but not all possible positions in municipal government are included in this list, always followed by "(Position)" after the title. You will need to add any other positions into this list, as well as other necessary subject terms.
Accidents
ADA. See Americans with Disabilities Act (ADA)
Adult Homes. See Assisted Living
Affirmative Action
Agreements. See Contracts and Agreements or Personnel
AIDS. See Diseases
Airport. See also Public Transportation
Ambulance Service. See Public Safety
American with Disabilities Act (ADA)
Animal Control
Licenses
Nuisances
Rabies Outbreaks
Shelters
Vaccinations
Animal Control Officer (Position)
Annual Report. See specific function
Anticipation Notes. See Fiscal
Aquifers. See Water Supply
Architectural Plans. See Facilities Planning
Architectural Review. See Planning and Zoning
Assessment. See Tax, Real Property
Assessor (Position)
Assisted Living. See Housing
Associations. See Conferences or specific topic
Attorney (Position)
Auctions. See Sale, Surplus Property and Tax, Sales
Audits, Performance. See specific function
Audits. See Fiscal
Authorities. See name of specific authority
Awards
BAN (Bond Anticipation Notes). See Fiscal
Banking. See Fiscal
Beaches. See Parks and Recreation
Benefits. See Personnel
Bequests. See Commemoration
Bicentennial. See Celebrations
Bids. See subject of bid
Bike Trails. See Parks and Recreation
Billboards
Bills. See Fiscal
Bingo. See Games of Chance
Blasting Permits. See Permits
Boards. See specific function or name of board
Boats
Bond Anticipation Notes (BAN). See Fiscal
Bonds and Notes. See Fiscal
Bonds, Performance
Bonds, Surety
Bookkeeper (Position)
Bridges. See also Highways
Budgets. See Fiscal
Building Code
Electrical
Fire
Plumbing
Sanitary
Building Inspection
Building Permits. See Permits
Buildings. See Public Property or specific name of property
Burial Permits. See Permits
Bus Service. See also Public Transportation
Cable Television
Capital Construction.
Secondary subject: Specific project or function
Carnivals. See also Celebrations or Permits
Celebrations
Bicentennial
Parades
Cemeteries
Census
CETA. See Comprehensive Employment and Training Act (U.S.)
Chamber of Commerce
Churches and Synagogues
Circuses. See Permits
City Hall. See Public Property
City Manager (Position)
Civil Defense. See Public Safety
Civil Service. See Personnel
Civil Service Employees Association. See Labor Unions
Claims (Bills). See Fiscal Clerk (Position)
Clubs. See specific name of club
Code Enforcement Officer (Position)
Codes. See Building Codes or specific topic
Collective Bargaining. See Labor Unions
Commemorations
Bequests
Condolences
Dedications
Memorials
Proclamations
Tributes
Commissioner of Public Works. (Position)
Commissions. See specific topic or name of commission
Committees. See specific topic or name of committee
Communications Towers
Community Center. See Public Property and Parks and Recreation
Community Development. See also Urban Renewal
Compensation. See Personnel
Complaints. See subject of complaint
Comprehensive Employment & Training Act (CETA)
Comptroller (Position)
Computers.
Automation
Hardware
Internet Services
Training
Services
Software
Condolences. See Commemorations
Conference of Mayors. See Conferences
Conferences
Association of Towns of the State of New York
Conference of Mayors
Training (use for non-annual training events)
Conservation
Drainage
Environment
Environmental Impact Statement
Flood Plain
Pollution Control
Soil and Water Conservation
Wetlands
Constable (Position)
Construction. See Public Property, Highways, and Subdivisions
Consultants. See specific function of consultation
Contracts and Agreements. See specific function
Copier. See Office Operations
Corporation Counsel (Position)
County Sales Tax. See Tax, Sales Court
Crime. See Public Safety
Culverts. See Highways
Curbing and Gutters. See Highways
DARE. See Drug Abuse Programs
Dedications. See Commemorations
Deeds. See Public Property
Department of Environmental Conservation, NYS (DEC). See also Conservation
Department of Transportation, NYS (DOT)
Departments. See specific position or function
Developments. See Subdivision and Urban Renewal
Disabilities. See Permits and Americans with Disabilities Act (ADA)
Disaster Preparedness
Diseases
AIDS
Lyme Disease
Tuberculosis
Dismissals. See Personnel
Disposal Plant. See Solid Waste Management
Districts. See specific name or function
Docks. See Marina
Dog Control Officer. See Animal Control Officer
Dogs. See Animal Control
Donations. See specific subject of donation
Drainage. See Highways and Conservation
Driving While Intoxicated (DWI)
Drug Abuse Programs
Drug Abuse Resistance Education (DARE). See Drug Abuse Programs
Dump. See Solid Waste Management
DWI. See Driving While Intoxicated (DWI)
E-911. See Public Safety
Easement.
Secondary subject: Specific name of property
Economic Development
Elderly. See Senior Citizens
Election Inspector (Position)
Elections
Polling Places
Voting
Electrical Code. See Building Code
Emergencies. See Public Safety
Emergency Services. See also Public Safety
Employee Agreements. See Labor Unions
Employee Handbook. See Personnel
Engineer (Position)
Environment. See Conservation
Equalization Rate. See Tax, Real Property
Equipment. See Office Operations
Ethics
Excavations. See Public Property, Subdivisions, and Urban Renewal
Exemptions. See Tax, Real Property
Expenditures. See Fiscal
Facilities Planning
Architectural Plans
Federal Emergency Management Agency (FEMA)
Finance. See Fiscal
Fire Code. See Building Code
Fire District. See Public Safety
Fire Insurance. See Insurance
Fireworks. See Permits
Fiscal
Appropriations
Audits
Banking
Bills
Bond Anticipation Notes (BAN)
Bonds and Notes
Budgets
Consulting Services
Donations
Fees
General Fund
Investments
Loans
Payroll
Petty Cash
Revenue Anticipation Notes (RANs)
Revenue Sharing
Tax Anticipation Notes (TANs)
Transfer of Funds
Fixed Assets. See Public Property
Flood Plains. See Conservation
Fluoridation. See Water Supply
Forests. See Conservation and Permits
Freedom of Information Law, NYS (FOIL)
Open Meetings Law
Public Records Access
Games of Chance
Bingo
Garbage. See Solid Waste Management
General Fund. See Fiscal
Gifts and Memorials. See Commemorations
Golf Course. See Parks and Recreation
Grants. See specific subject of grant
Grievance. See Labor Unions and Taxes, Real Property
Group Homes. See Assisted Living
Halfway Homes. See Assisted Living
Handicapped. See Americans with Disabilities Act (ADA)
Hazardous Waste. See Solid Waste Management
Health Insurance. See Insurance
Health Officer (Position)
Highway Superintendent (Position)
Highways. See also Bridges, Drainage, Easements, Traffic Control
Brush and Loose Leaves
Construction
Culverts Curbing and Gutters
Damage Reports and Claims
Designation as municipal road
Hydrants
Lighting
Numbering
Parking Regulations
Repairs
Sidewalks
Snow Removal
Street Surfacing (Use for grading, resurfacing, potholes)
Historian (Position)
Historic Preservation
Holidays. See Personnel
Hospitals Specific name, e.g. Empire Municipal Hospital
Housing and Urban Development (HUD)
Housing. See also Urban Renewal
Elderly Housing
Group Homes
Halfway Homes
Nursing Homes
Hydrants. See Highways
Incinerator. See Solid Waste Management
Injuries. See Accidents
Insurance. See also Personnel
Disability
Fire
Health
Liability
Unemployment
Workers Compensation
Interns. See Personnel
Investments. See Fiscal
Jail
Junkyards. See Permits
Jurors
Justice (Position)
Justice Court
Kennels. See Animal Control
Labor Department, NYS
Labor Unions
Collective Bargaining
Employee Agreements
Grievance
Negotiations
Specific name of Union, e.g., CSEA
Land Conservancies
Landfill. See Solid Waste Management
Leases. See specific subject of lease
Legal Opinions. See specific topic of opinion
Legislation. See specific topic of legislation
Libraries. See specific name of library
Licenses. See Permits, Animal Control, and Marriage Licenses
Lighting. See Highway
Lighting District
Litigation. See specific topic or litigant
Loans. See Fiscal
Lyme Disease. See Diseases
Maintenance and Improvements. See specific topic
Marina
Marriage Licenses
Master Plan. See Planning and Zoning
Mayor (Position)
Medical Insurance. See Insurance
Memorials. See Commemoration
Microfilm. See Records Management
Mileage. See Personnel
Mobile Homes
Negotiations. See Labor Unions
New York State Conference of Mayors and Other Municipal Officials. See Conferences
Newspaper
911. See Public Safety
Nurse (Position)
Nursing Homes. See Assisted Living
NY State Environmental Quality Review (SEQR). See Planning and Zoning
Office Operations. See also Computers
Copiers
Equipment
Furniture
Storage Equipment
Surplus
Open Meeting Law (NY). See Freedom of Information Law (FOIL)
Organizations. See specific name of organization
Parade. See Celebrations
Parking Permits. See Permits
Parking Regulations. See Highways
Parks and Recreation. See Public Property, for maintenance and improvements
Athletic Fields
Beaches
Bike Trails
Community Center
Golf Courses
Park Districts
Playgrounds
Pools
Programs
Senior Citizens
Tennis Courts
Youth Services
Payroll. See Fiscal
Pedestrians. See Traffic Control
Performance Bonds. See Bonds, Performance
Permits. See also Building Codes
Blasting
Block Party
Burial
Carnival
Circus
Commercial Hauler
Fireworks
Handicap Parking
Junkyard
Parking
Special Use. See Planning and Zoning
Vending
Personnel
Bonding
Changes in Title
Civil Service
Deferred Compensation
Discipline
Drug and Alcohol Testing Program
Employee Benefits
Employee Handbook
Insurance. See Insurance
Interns and Volunteers
Leaves of Absence
Meal Allowance
Mileage Allowance
Performance Appraisal
Reimbursement of Expenses
Reinstatement
Retirement
Sabbatical
Salary and Wages
Separations
Training
Vacation
Workers' Compensation
Petitions. See subject of petition
Petty Cash. See Fiscal
Planning and Zoning. See also Urban Renewal
Architectural Review
Commercial Development
Master Plan
Residential Development
Special Use
State Environmental Quality Review (SEQR)
Variances
Wetlands
Playgrounds. See Parks and Recreation
Plumbing Code. See Building Code
Plumbing Permits. See Permits
Police. See Public Safety
Policies and Procedures. See also specific topic
Polling Place. See Elections
Pollution Control. See Conservation
Pool. See Parks and Recreation
Postal Service
Proclamations. See Commemorations
Professional Services. See specific subject of the services
Property Taxes. See Taxes, Real Property
Property. See Public Property
Public Housing. See also Assisted Living
Public Property
Building and Construction
Building Sites
Community Center
Deeds
Equipment and Furnishings
Excavations
Facilities Planning
Fixed Asset Management
Grounds
Janitorial and Maintenance Services
Remodeling
Rental of property
Repairs
Specific name of property, e.g. Empire Town Hall, Washington Park
Vehicles
Public Relations
Public Safety
Ambulance Service
Civil Defense
Crime
E-911
Emergencies
Fire District
Noise Control
Police
Rescue Squad
Public Transportation. See also Airport, Bus Service, and Railroad
Public Works. See specific function
Publications
Pump Stations. See Water Supply
Purchases. See subject of purchase
Rabies. See Animal Control and Diseases
Railroad. See also Public Transportation
Real Property. See Taxes, Real Property
Receiver of Taxes (Position). See Tax Collector
Records Access. See Freedom of Information Law (FOIL)
Records Access Officer (Position)
Records Management
Microfilm
Records Disposition
Records Storage
Records Management Officer (Position)
Recreation. See Parks and Recreation
Recycling. See Solid Waste Management
Referendum. See topic of referendum
Refuse. See Solid Waste Management
Registrar of Vital Statistics (Position)
Rental. See specific subject of rental
Repairs. See Public Property or name of specific property
Reports. See subject of report
Rescue Squad. See Public Safety
Reservoir. See Water Supply
Resignations. See Personnel
Retirement. See Personnel
Revaluation. See Taxes, Real Property
Revenue Anticipation Notes (RANs). See Fiscal
Revenue Sharing. See Fiscal
Right of Way. See Easement
Roads. See Highways
Rules and Regulations. See Policy & Procedures
Salary and Wages. See Personnel
Sale, Surplus Property
Auction
Sales Tax. See Taxes, Sales
Sanitary Code. See Building Code
Sanitary Landfill. See Solid Waste Management
School District. See specific name
Senior Citizens. See also Assisted Living and Parks and Recreation
Meals on Wheels
Medicare
Separations. See Personnel
SEQR. See NY State Environmental Quality Review (SEQR)
Sewage
Improvements and Repairs
Outside Sewer User Agreements
Professional Services (e.g. Engineering Services, Sewer Trunk Line Repair)
Sewage Treatment
Sewer Districts
Sewer Lines
Sewers
Wastewater
Sick Leave. See Personnel
Sidewalks. See Highways
Signs and Billboards. See Billboards and Traffic Control
Snow and Ice Removal. See Highways
Snowmobiling
Social Services
Society for the Prevention of Cruelty of Animals (SPCA). See Animal Control
Soil and Water Conservation District. See also Conservation
Solid Waste Management
Collection
Garbage
Hazardous Waste
Incineration
Landfill
Monitoring
Recycling
Solid Waste Management Plan
Toxic Waste
Transfer Station
Special Use Permits. See Planning and Zoning
Speed Limits. See Traffic Control
State Agency, Law, or Program. See specific name
State Comptroller, NYS
Street Lighting. See Highways
Street Surfacing. See Highways
Streets. See Highways
Subdivisions. See also Planning and Zoning
Construction
Excavations
Planning
Special Use Permits. See Planning and Zoning
Specific name of subdivision
Summer Recreation Program. See Parks and Recreation
Supervisor (Position)
Surety Bonds. See Bonds, Surety
Surplus Equipment. See Office Equipment
Surplus Property. See Sale, Surplus Property
Swimming Pools. See Parks and Recreation
Tax Anticipation Notes (TAN). See Fiscal
Tax Certiorari. See Assessor
Tax Collector (Position)
Tax, Real Property
Assessment
Equalization Rates
Exemptions
Grievances
Revaluation
Tax Receiver (Position). See Tax Collector
Tax, Sales Auction
Terminations. See Personnel
Towers. See Communications Towers
Toxic Wastes. See Solid Waste Management
Traffic Control. See also Highways
Pedestrians
Signs
Speed Limits
Vehicles
Trailer Park. See Mobile Home
Transfer of Funds. See Fiscal
Transportation. See Highways or Traffic Control
Trash. See Solid Waste Management
Travel
Treasurer (Position)
Tributes. See Commemorations
Tuberculosis. See Diseases
Unemployment Insurance. See Insurance
Uniforms. See specific department
Union or Employee Association. See specific name of union or employee association
Unions. See Labor Unions
Urban Renewal. See also Community Development
Secondary subject: Specific name of development or project
Utilities. See specific name or function
Vacation Leave. See Personnel
Vaccinations. See Animal Control
Vandalism. See Public Safety
Variances. See Planning and Zoning
Vehicle and Traffic Code
Vehicles. See Traffic Control and Public Property
Vending. See Permits
Veterans. See also Tax, Real Property, Commendations, and Personnel
Vital Statistics
Volunteer Programs
Volunteers. See Personnel
Voting. See Elections
Wages. See Personnel
Waste Management. See Solid Waste Management
Wastewater Treatment Plant
Water Supply
Aquifers
Fluoridation
Maintenance and Improvements
Master Water Plan
Monitoring
Professional Services, (e.g. Engineering Services, Water Main Repair)
Pump Stations
Reservoir
Water Billings
Water Districts
Water Filtration Plant
Water Mains
Water Treatment
Waterline Repairs
Watershed
Wells
Watersheds. See Water Supply and Conservation
Welfare. See Social Services
Wells. See Water Supply
Wetlands. See Conservation and Planning and Zoning
Workers Compensation. See Personnel and Insurance
Youth Services. See Parks and Recreation
Zoning. See Planning and Zoning
