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

RECORD-KEEPING PRACTICES

A major challenge related to record-keeping is motivating other officers to be as conscientious about record maintenance as the president and secretary might be. One way to reinforce the need for accurate and thorough record-keeping and retention is to encourage others to do what you want and then to give unexpected rewards for follow-through. Rewards might be nothing more than a public statement of how helpful the person's behavior is, a small token passed along from a workshop or conference, or an opportunity to represent the community at a special affair. Keep in mind that while you will tire of the increased demands on your time, members who are not as involved will often be quite pleased to stand in for you.

While the secretary may have the official responsibility of maintaining council records, it is a very good idea for the sitting president to maintain his or her own set of important records.

1. Obtain a four-drawer file cabinet in which to keep council-related materials and other documents from the various committees and boards you will be asked to join or participate with as a result of your being a council president.
2. Locally produced records, like council minutes, including sign-in sheets; select incoming and all outgoing correspondence and financial records; a current copy of the council's bylaws, NSP contracts, funded grant proposals, etc.; should be kept on hand for several years. Any records created during your term(s) of office should be retained until an audit occurs or you are no longer president.
3. State or other government-generated records, such as proof of 501 (c) (3) status, a copy of the Articles of Incorporation, if applicable, and a copy of your council's Statement of Continuing Existence should be kept on file indefinitely and passed along to the next president.
4. The secretary should maintain council records -- the minutes, including sign-in sheets, all written reports, official correspondence, original government documents, etc. When a new secretary is elected, these documents should be passed to the incoming officer.
5. The treasurer should maintain all financial records, financial reports, bank statements, etc. Whenever officers change, an audit of financial records is suggested. As with the secretary, all records should be passed to the incoming officer.