Neighborhood Association Tool Kit

Table of Contents | Section 1 | Section 3 | Section 4 | Section 5 | Section 6 | Section 7 | Section 8 | Section 9 | Section 10

Section 2 – Getting Organized

Robert’s Rules of Order

Good meeting management should create an atmosphere where all residents feel comfortable attending and participating in regular meetings. If this is achieved, the neighborhood association will grow strong and successful. Henry M. Robert developed Robert’s Rules of Order as a guide to running meeting and conferences. The rules are sometimes referred to as parliamentary procedure. Following the basics of Robert’s Rules of Order will help you have orderly, productive meetings.

Principles of Robert’s Rules of Order:

1. Parliamentary procedure exists to facilitate the transaction of business and to promote cooperation and harmony.
2. All members have equal rights, privileges, and obligations.
3. The majority has the right to decide.
4. The minority has rights which must be protected.
5. A quorum must be present for the group to act. The quorum must be defined in your by-laws (See page 5 for information on by-laws).
6. Full and free discussion of every motion considered is a basic right.
7. Only one question at a time can be considered at any given time.
8. Members have the right to know at all times what the immediately pending question is, and to have it restated before a vote is taken.
9. No member can speak until recognized by the chair.
10. No one can speak a second time on the same question as long as another wants to speak a first time.
11. The chair should be strictly impartial.

Consideration of a Motion (Robert’s Rules Continued)

A motion is a formal proposal put to vote under parliamentary procedure. The following guidelines should be used in consideration of a motion.

1. The members debate the motion (unless no member claims the floor for that purpose).
2. The chair puts the question to a vote.
1. The chair restates the question.
2. The chair takes the vote:
3. "All in favor of the motion, say aye."
4. "Those opposed, say no."
5. The chair announces the result of a vote.

Basic Methods of Voting

• Voice vote - A vote by voice is the regular method of voting on any question that does not require more than a majority vote for its adoption.
• Rising vote - Used principally when a voice vote has produced an inconclusive result and as the normal method of voting on motions requiring a two-thirds vote, members indicate their vote by standing.
• Show of hands - Members show their vote by raising their hand. A vote by show of hands should be limited to very small meetings.
• Ballot - Voting by ballot is used when secrecy of the member's votes is desired.

Boards and Committees

The rules for small committee and board meetings are different from the rules which apply to large meetings. For example, members are not required to be recognized by the chair before making motions or speaking. Also, informal discussion of a subject is permitted while no motion is pending. However, it is important to follow a formal agenda in order to keep the meeting moving along smoothly.

Agenda Sequence

1. Call to Order
2. Approval of the previous meeting’s minutes
3. Approval of financial report
4. Reports of officers, boards, and standing committees
5. Reports of special committees
6. Unfinished businesses
7. New business
8. Announcements
9. Adjournment

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Sample Agenda

Rainbow Neighborhood Association

January Monthly Meeting

• Welcome and introductions

1. Agenda review
2. Minutes of last meeting
3. Financial report
4. Committee reports:
1. Asset-Survey
2. Block Captains & Welcome
3. Business & Landlords
4. Youth & Newsletter
5. Events & Planning
5. Update from Community Police Officer (CPO)
6. Old business
7. New business
8. Next meeting
9. Adjournment

Additional Hints for Conducting Your First Successful Meeting

• SMILE! No matter how serious the purpose of the meeting, remember the meeting itself is positive and neighbors are working together.
• Make everyone feel welcome. Personally greet attendees.
• Encourage everyone to fill out and wear name tags.
• Keep the meeting moving. As soon as you can, wrap up one agenda item; move immediately to the next.
• Encourage participants to speak freely, but don’t let them ramble. Be polite, but firm. Keep everyone on the same topic.
• Treat everyone with respect. Don’t belittle or criticize anyone.
• Keep the level of your voice steady. If a participant becomes emotional and his/her voice raises, your calm steady voice will likely calm the individual.
• Keep all comments non-personal. If two or more participants begin to argue over an item, interrupt as quickly as possible with, "Okay, that’s good. We have two completely opposite ideas on this subject. Let’s hear some other ideas now."
• Keep positive! Praise those who volunteer to help and showed up. Never complain about those who don’t. Always encourage those who do show up to tell a neighbor about the group.
• Keep the meeting upbeat and generate enthusiasm and hope. People with positive attitudes can accomplish almost anything.
• Always adjourn the meeting on a positive note by thanking everyone for their interest and participation.

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Creating By-laws

By-laws are simply general rules that govern the day-to-day operations of the neighborhood association. In writing by-laws, use language that everyone can understand. Try to include answers to any questions that may come up meetings. Try to foresee any problems, conflicts, or areas of confusion that your members might have. Provide simple and clear procedures that your group can follow. Remember, by-laws are just an instruction manual for your neighborhood association.

The following is a general outline for writing by-laws. Your neighborhood associations may require more or less complex by-laws.

Sample By-laws for a Neighborhood Association

ARTICLE I............BOUNDARIES:

The boundaries of the __(organization name)__ shall be defined as follows:

ARTICLE II ..........MEMBERSHIP:

Section 1..............Membership qualifications: Membership in (organization name) shall be open to all residents, businesses owners, business licenses and nonprofit organizations located within the boundaries defined in Article II.

Section 2...............Membership voting: All members shall be 16 years of age or older, shall have one vote each to be cast during attendance at any general or special meeting. One representative from each nonprofit will cast one vote. Businesses may have two voting members per location within the boundaries defined in Article II.

ARTICLE III......MEETINGS:

Section 1..............General meetings: There shall be at least ____ meetings per calendar year. The meetings shall be convened the first _____ of the month at ____ p.m. with decisions being made by a majority of members present. Notification of general meetings shall require at least ___ days’ advance notice in writing or by phone.

Section 2...............Special meetings: Special meetings of the membership may be called by the president as deemed necessary. Notification and purpose(s) of the special meeting shall require ___days advance written or telephone notice to all active members.

Section 3..............Executive meetings: In cases where a decision must be made quickly, the President can call an Executive meeting consisting of the President, Vice-President, Secretary, Treasurer, and one additional active member. In such cases, a summary of the action taken must be made at the next regularly scheduled general meeting. Actions taken that require follow-up must be voted on at the next regularly scheduled general meeting.

Section 4...............Quorum: A quorum for any general or special meeting shall be the number of members in attendance over five (5). Unless otherwise specified in these By-laws, decisions at these meetings will be made by a simple majority vote of those members present.

Section 5...............Active members: Members must have attended two of the previous three meetings. Only general and special meetings shall be counted.

ARTICLE IV.......OFFICERS

Section 1...............President: The President shall prepare the agenda and preside at all meetings of the board and membership; shall appoint members of committees not elected, with a majority approval of the board, except for members of any Grievance Committee. The President also acts as the official spokesperson of the association unless the members choose to elect one.

Section 2...............Vice-President: The Vice-President shall assist the President; in the President’s absence shall function as “Acting” President. The Vice-President will also function as “Acting” chairperson of any committee that is lacking a chairperson.

Section 3...............Secretary: The Secretary shall keep summary minutes and written records of majority and minority opinions expressed at all meetings; shall be responsible for all correspondence; shall make records available for inspection for any proper purpose at any reasonable time.

Section 4...............Treasurer: The Treasurer shall be held accountable for all funds and shall give an accounting at each general meeting; shall receive, safe keep and disburse funds, but such disbursement shall require the signature of one other board member. If no checking account is opened, this position may not be filled.

Section 5...............Elections: All four executive officers shall maintain office for one year. Nominations for each office shall be made at the general meeting in ______, with the election being held at the general meeting in _______ of every year.

Section 6...............Termination for Nonattendance: A Board member failing to attend two (2) consecutive board meetings shall be automatically deemed to have resigned from the board. If a total of four (4) meetings are missed (including both general and special), then automatic resignation will be assumed.

Section 7...............Conflict of interest: Only persons holding one of the four elected positions shall declare a conflict of interest relating to an item under discussion. If the board member doesn’t declare a known conflict of interest, he or she will be removed from the board effective immediately.

ARTICLE V...........MISCELLANEOUS:

Section 1...............Checking account: A checking account will be held in the association’s name at the following institution: __________________________.

Section 2...............Fiscal year: The fiscal year will be from _________to _________.

ARTICLE VI .........AMENDMENTS:

Section 1...............The Bylaws may be amended at any regular meeting providing that the proposed items have been circulated to all board members at least ____days prior to the general meeting at which they are to be considered and that two-thirds (2/3) of those members in attendance approve the amendment. DEPARTMENT

Registering with the City of Evansville

Eligibility- Each neighborhood must:

• have a unique name
• have specific boundaries (provide a map)
• be open for membership to all residents within the neighborhood boundaries
• hold an open election of officers with specific terms
• have and be following written by-laws

Neighborhood associations must register with the City of Evansville Department of Metropolitan Development (DMD) each year in order to receive advanced notice of all variance, vacation, and zoning changes within your boundaries.

Furthermore, neighborhood associations provide residents the opportunity to learn about issues affecting their communities and lives, and to have a say in local government policy. City and County meetings provide a chance voice concerns to local government officials. The first step to getting your neighborhood association involved in communication with local government is to register with the City of Evansville.

In order to register, first fill out the required form. Attach the required documents. Return forms and documents to UNOE (1100 W. Lloyd Expressway, Suite 411, Evansville, IN 47708).

For further help or info, call DMD at 436-7823.

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United Neighborhoods of Evansville Membership

In order to join, you must:

1. Complete UNOE registration form

2. Attach a current copy of by-laws.

3. Pay yearly dues.

Some of the Benefits of Membership:

• Find out more about what Evansville neighborhoods are doing.
• Find out how you can better assist your neighborhood.
• UNOE works closely with agencies such as:
• Department of Urban Forestry
• Parks Department
• Department of Metropolitan Development
• Tree Advisory Board
• Operation City Beautiful
• Area Plan Commission
• Area Emergency Management Agency
• Police Department
• City Council and County Commissions
• Many more

• UNOE serves as a common forum for neighborhood associations to share information, knowledge, and expertise.
• UNOE actively participates in many activities that preserve, enhance, and promote Evansville neighborhoods.