Table of Contents

• What does it mean to be "incorporated?"
• Why is being incorporated important for councils?
• How do I have my council incorporated?
• How do we obtain 501(c)(3) designation (tax-exempt status)?
• What guidelines should I follow to be sure my council operates efficiently?
• What type of information should be included in my council's bylaws?
• Sample bylaws

• I have just been elected president -- now what?
• What can I do to become a more effective leader?
• What are common responsibilities and duties of council officers?
• What records should council maintain? Who keeps them? Where? For how long?
• How do I run a meeting?
• How can I reduce the possibility of conflict during my meetings?
• Can I be an effective leader? What are my strengths? Weaknesses? (A worksheet)

• How many and what types of businesses are located in my neighborhood?
• How many and what types of schools, religious institutions, and social services agencies are here?
• What types of services or charitable activities do they provide to area residents?
• What do the residents of my neighborhood look like?
• What do they want and need?
• Who among them are potential council members and/or volunteers?
• How do we organize groups in my neighborhood?
• What are some points we should know before going door-to-door?
• What are Block watch groups? How are they formed?

This section includes a community-produced directory of important neighborhood contacts and resources, as well as a brochure and booklet listing key information about county and state departments and county-wide elected representatives. Also included is a segment devoted to special programs sponsored by the City of Cincinnati.

• What is the Grants Resource Center?
• How do I get started writing a grant proposal?
• How do I determine who to ask for funds?
• What are some do's and don'ts of grant writing?
• What is an RFP? How do I use it to prepare my proposal?
• What are my responsibilities if I get funded?
• Who can apply for an Invest Merit Grant?

Leadership Manual

Leadership and Governance

   TRANSITION: The Changing of the Guard
   NEW PRESIDENT POINTERS
   LEADERSHIP LESSONS FROM GEESE
   DUTIES OF OFFICERS
   HOW TO RUN A MEETING
   MEETING TIPS
   RECORD-KEEPING PRACTICES

DUTIES OF OFFICERS

A full description of officers and their duties, as well as how they are elected or appointed, their term of office, and any qualifications for those who hold office, should be included in an organization's bylaws. A generalized overview of the most common offices and their associated responsibilities follows.

Chairman or President:
It is generally the duty of the president to:

1. Open the meeting by calling it to order after determining that a quorum is present and adjourn it when the assembly votes to do so.
2. Recognize each member who is entitled to speak.
3. State all motions, put them to a vote, and announce the result of the vote; however, if the motion is out of order, dilatory or frivolous, he/she rules it so.
4. Enforce the rules relating to debate, order, and decorum in the meeting.
5. Decide all questions of order and respond to inquiries relating to parliamentary procedure or factual information bearing on the business of the assembly.

In addition to those stated above, the president will usually have administrative duties such as acting as the official voice of the organization; signing checks, contracts, and agreements, etc., which should be spelled out in the organization's bylaws.

President-Elect:
This person will automatically become the next president of the organization unless he leaves office during his term as president-elect or grounds arise to remove him. The office of president-elect exists only if it is expressly provided for in the organization's bylaws. This practice eliminates the need to vote for a president; only the president-elect and other officers are chosen each term. When an organization has a president-elect, that person assumes responsibility when the president is absent.

Vice-President:
This persons is second in command and serves when the president is absent. Sometimes there are first, second, third, etc., vice-presidents. If the sitting president does resign, they move up and become responsible for presiding in the same order as their office dictates. The first vice-president becomes president, the second vice-president becomes first vice-president, etc. Vice presidents do not automatically become president; they must be elected to fill that office.

Secretary:
This person is responsible for keeping the official records of the organization. These records include the minutes, committee reports, membership roll, etc. Other duties include sending meeting notices, preparing agendas, and notifying officers, etc., of their election or appointment.

Treasurer:
This persons is responsible for keeping the organization's financial records, collecting dues, etc. Writing checks, managing financial accounts, chairing committees, and preparing periodic reports are additional treasurer responsibilities.

Other officers, such as sergeant-at-arms, historian, chaplain, doorkeeper, parliamentarian, etc., also have specific duties. Consult any comprehensive issue of Robert's Rules for that material.

---»HOW TO RUN A MEETING