Effective Meetings
Effective Meetings
Meeting Place Find a meeting place that can adequately accommodate the neighborhood meeting. If you are expecting a small group, you may want to have your first meeting in someone's home. For a group larger than ten people, check the availability of City facilities, schools, or churches. City-owned facilities may waive the fees for neighborhood association meetings. Check with the Neighborhood Resource Program or the Community Meeting Rooms in the City Information section of the handbook for a list of potential meeting places. Speakers You can invite staff from various city departments to speak on topics, such as recycling, Crime Watch, or City planning. Other government agencies and non-profit organizations are also a good source for speakers. However, if you feel a speaker will not be beneficial, do not invite one. The Neighborhood Resources Office may be able to suggest appropriate speakers for your agendas. Meeting Tools Name tags to identify the officers/directors and residents. Sign-in sheet for all residents and guests. Flip charts, dry mark board, chalk board If merchants or neighbors donate refreshments, publicly thank them and place a tag on the platter acknowledging their contribution.
Meeting Tips Always start on time. Have your meeting place open at least 15 minutes early for residents to arrive, socialize, and prepare for the meeting. Have an agenda to keep the meeting flowing and in order. Keep it simple. (See Writing An Agenda and Appendix B: Sample Agenda) State the purpose of the meeting clearly on the agenda. Restate the purpose in an opening statement at the beginning of the meeting. Stick to the agenda, but always provide and opportunity for individuals to speak on any new business or issue at the end of the meeting. Introduce any public officials at the beginning of each meeting. Recognize newcomers at the beginning of each meeting. You may ask them to state what street they live on.
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EFFECTIVE MEETINGS
Meeting Tips, cont. Be brief and keep comments relevant to each concern that is discussed. Pace the meeting so that it does not last too long. Do research ahead of time for additional information that may be needed. If necessary, invite resource people to give a presentation. Use visual aids as much as possible. Residents can relate to something that they can see. Allow everyone to contribute. After a concern or project is presented, open the discussion; however, set a time limit for discussion, especially if the agenda is long. Make frequent summaries during the discussion so that everyone clearly understands what is being stated. Stress cooperation and collaboration, not conflict. If conflict occurs, appoint a committee to research the concern and report the findings at the next meeting. Encourage those individuals that are voicing their concerns to be on the committee. Assign tasks and delegate responsibility as the meeting proceeds. This gives your neighbors a feeling of belonging instead of just listening. Guide the meeting from concerns to solutions. Always ask your neighbors how they would solve or approach a concern. Keep in mind that some solutions may take time. Wrap up the meeting. Go over the agenda, and give an overview of each issue discussed. Have an opportunity for neighbors to bring up new business or make announcements. Before adjourning, state the next meeting date, time, and place. Thank everyone for attending.
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Refer to Robert's Rules of Order for a complete list of motions and parliamentary procedures. There are many books available at the library that addresses the taking of minutes. Many associations also publish a brief version of the minutes in their newsletter to keep absent residents informed of meeting activities.
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Association By-laws
By-laws are govern many neighborhood associations. Many books, including Robert's Rules of Order, have been written to assist residents in writing their own by-laws. These books are available at the Longmont Library. By-laws can be tailored to meet the specific needs of your neighborhood association. The rules of when and how the various meetings will be conducted are covered in the by-laws, along with the duties of the association officers. A quorum may be specified for holding meetings or taking votes. This is especially important if your association is a mandatory one. If in doubt on how the by-laws should be written, you may be able to consult an attorney who resides in the neighborhood. Many associations also file with the State of Colorado to be a non - profit corporation. Some associations have found that they are able to receive donations more readily as a non-profit association. There are many laws that govern corporations. It would, therefore, be wise to enlist the assistance of an attorney if you are considering incorporation. Neighborhood non-profit association are not excluded from filing a tax return. Contact the IRS at 1-800-424-1040 and the Colorado Secretary of State, Division of Corporations at 303-894-2200.
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