Maintaining your Organization

Whether in-person or virtual, well-structured meetings ensure that all voices are heard, decisions are made efficiently, and community goals are advanced. Here are some best practices to help your meetings run smoothly and productively:

Start on time
Introduce objectives and agenda at the beginning.
Encourage participation from all members.
Stay on topic and manage time effectively.
Take detailed minutes, noting key decisions and action items.
Use Robert’s Rule of Order

For Virtual Meetings, take the following into consideration

Use Reliable Technology: Ensure your chosen platform (Zoom, Microsoft Teams, etc.) is accessible to all members and test it beforehand..
Encourage attendees to mute their microphones when not speaking to minimize background noise.

Consider your neighbors time, Start and end on time!
Plan carefully for meetings, so as not to waste time!
Use parliamentary rules in each meeting
Meeting locations should be neutral and accessible to all

Key Items

Resources

Robert’s Rules of Order
Community Toolbox: Conducting Effective Meetings
Best Practices for Virtual Meetings; P. 26

Setting goals for your organization will provide direction, focus, and a way to measure progress. To ensure your goals are effective, use the SMART criteria. Consider the following criteria when setting impactful goals for your neighborhood association:
Specific

Goals should be clear and specific, answering the questions of who, what, where, when, and why.

Measurable

Goals should have criteria for measuring progress and success.

Achievable

Goals should be realistic given your resources, budget, skills and time

Relevant

Goals should be aligned with your neighborhood association’s mission and impact
Your goals should also be related to key issues that affect your neighborhood

Time-bound

Goals should have a clear timeline with a start and end date.

Inclusive

Goals should promote engagement and participation from ALL members of the community, especially those who are often left out

Equitable

Goals should aim to address and reduce disparities in the community, ensuring fair treatment, opportunities, and outcomes for all members.

Where do you and your neighbors see your neighborhood in 3-5 years?
What issues does your neighborhood find to be the most important?
Be sure to set short and long term goals as well

Key Items

Resources

Bylaws are essential for the structure and governance of a neighborhood association. They serve as a guiding document that outlines the association’s purpose, membership requirements, leadership structure, and operational procedures. Here's a guide to help you draft effective bylaws for your neighborhood association:

Work collaboratively to draft organizational bylaws
Outline membership criteria
Specify roles, responsibilities and descriptions of board of directors positions
Establish meeting frequency and notice requirements
Identify voting procedures, proxy voting and how decisions are made
Create an amendment process
Identify standing committees
Include a inclusion and equity policy in order to include all neighborhood members
Include a conflict of interest policy to promote fairness and transparency
Bring proposed bylaws to vote at Neighborhood Association meeting

Click here for Sample Bylaws!

Resources

See Sample Bylaws in Appendix
Sample Bylaws (Legal Aid Society)
Creating Effective Job Descriptions

A robust succession plan will help your neighborhood association thrive by ensuring that capable and prepared leaders are ready to step up when needed. This proactive approach fosters a sense of continuity, making your association more resilient and effective in achieving its goals.

Identify Key Roles
- List all critical positions within the association
Define Role Requirements
Create detailed job descriptions
List necessary skills and experiences
Identify roles likely to become vacant soon
Identify Potential Successors
- Observe members for leadership potential
Develop Leadership Skills
- Offer training sessions and workshops
- Be conscious of challenges for minority leaders
Create a Transition Plan
- Develop a detailed transition timeline
- Plan for overlap and mentorship during transition

Resources

Committees allow for focused attention on specific neighborhood issues, foster community engagement, and ensure that tasks are managed efficiently. Moreover, it allows members who are passionate about a particular area to be involved in a unique way.

Here’s how you can form effective committees for your neighborhood association in Atlanta:

List potential committee topics based on neighborhood needs
Announce committee openings and encourage participation through various communication channels.
Create a detailed, written description of committee functions and goals
Appoint or elect capable leaders as committee chairs
Set a schedule for committee meetings and notify members.
Allocate necessary resources and ensure committees have what they need to function.
Use tools for effective communication within and between committees.

Will there be permanent or temporary committees?
Consider the individual skill sets and interests of the members of your organization when selecting committee chairs

Key Items

Resources

YALSA: Effective Committees