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

MEETING TIPS

Generally speaking, any member (membership criteria should be in the organization's bylaws) attending a meeting may speak on any agenda item. Rules governing how often, how long, etc., someone may speak are often set to avoid lengthy, sometimes unproductive, discussions. However, speakers may request additional time, and the presiding officer may put the request for an extension of time to a vote.

To formally have an item voted on:
A member says "I move to . . .

1. adopt the report,
2. amend the pending motion,
3. limit debate on this issue to ___ minutes,
4. discharge the Nominating Committee,
5. etc.

Most motions require a second (someone who agrees with your motion or who simply wants to bring the item to a vote should simply say "second.")

Presiding officers may engage in debate on a topic but normally do not introduce motions or vote, except to break a tie. Presiding officers do have the right to vote in elections.

Once the motion is formally moved and seconded, the presiding officer restates the motion and asks if there are questions. At that time, members can ask questions or state concerns relating to the motion. After questions and concerns have been addressed -- amendments to the pending motion are allowed at this time -- the presiding officer again restates the motion to be sure everyone knows what is being voted on. The vote is taken, and the motion either passes or fails. Most motions only require a majority vote to pass. Other, more significant motions require a two-thirds vote to pass. When a majority vote is needed, a tie means the motion fails. When their vote will affect the result, presidents may choose to vote and thereby break or establish a tie. They may also choose to abstain.

To reduce conflicts during a meeting:

1. Encourage interaction and response from the group. Ask for input from at least one resident who does not hold an office or have a key role in the issue being addressed.
2. Discuss only those items which have been approved for that meeting's agenda.
3. Find and focus on the group's goals. Personal issues and personality differences should not be addressed during a meeting. These issues are best left to the individuals concerned and should be handled outside regular meeting times.
4. Try to predict situations where heated discussions may occur and ask that your community policing officer remain for the length of the meeting. The mere presence of a peace officer is often enough to discourage disorderly conduct.

For a more comprehensive discussion of how meetings should be run and the rules that govern them, please refer to any book on parliamentary procedure. A common title is Robert's Rules of Order, available at most libraries or bookstores.

---»RECORD-KEEPING PRACTICES