Before you begin asking your neighbors to become organized into an association, make sure that a group doesn’t already exist in your area with the same goals. Use our Association Directory or Online Mapping Application to look this up. Some organizations that may not have defined boundaries may be active in your neighborhood (i.e. Neighborhood Watch, informal clubs, etc). Don’t ignore these groups that already exist! They can offer the opportunity for a range of partnerships with existing leadership and resources. Once you’ve determined that no neighborhood association exists, follow these steps:

Establish a Core Group

The first step is to develop a core group of neighbors (about 5-10 people) who have expressed an interest in and are committed to forming a neighborhood association. The core group may start with neighbors who have not been part of an organize group before, or from crime watch members or other existing groups who have an interest in expanding the neighborhood goals.

Schedule an Organizational Meeting with Your Core Group

Once your core group is formed, schedule an informal meeting at someone’s house, or at a school, church, or other central location to discuss the goals and plan of action. Do this quickly before members of your core group lose interest. Other decisions to be made among the core group include:

• Selection of a temporary group leader
• Why should we organize & what issues need to be addressed? Which ones are most pressing, most extensive, and most easily solved? Residents usually need some issue to organize around, such as neighborhood clean-up, tree problems, crime, etc. **You might consider surveying your neighbors and talking to them one-on-one to get a better sense of their concerns.
• What resources are available in the neighborhood?
• How to get other neighbors involved?
• Schedule an initial neighborhood meeting for the neighborhood association and prepare a timetable to accomplish certain tasks before this meeting (including setting boundaries, writing bylaws, and promoting the meeting).

Sometimes, a few organizational meetings may be necessary to effectively organize the plan for creating a neighborhood group. Keep lines of communication open among the core group and communicate the plans, goals, and activities to the neighborhood via newsletter, fliers, email, or a phone tree. Delegate responsibilities to as many core group members as possible to ensure acceptance of and excitement about the new organization.

Determine Boundaries and Name of Your Association

It is important to determine the boundaries of your neighborhood association. Sometimes, the boundary can be the subdivision itself, or if no formal subdivision exists, boundaries might be major roads or natural features. Review a map of your area (use our GIS services), and consider taking a tour of the area to help set boundaries. Remember to keep the size to a manageable-sized area.

Promote and Plan an Initial Neighborhood Meeting

The first general neighborhood meeting is an opportunity to announce the formation of your association, solicit members, and discuss specific issues on which the association would like to focus. The tips below are useful for your regular neighborhood meetings as well. See Effective Neighborhood Meetings for more detailed information on planning and conducting neighborhood meetings.

Tips for planning the initial meeting:

• Choose a convenient location for the meeting and reserve a room. Good places are centrally located and familiar to the neighbors. Be sure to select a room just large enough to accommodate the group you expect – too small will make people feel cramped and too large will make them feel isolated.
• Schedule the meeting when most people can attend, such as in the early evening or Saturday morning. Consider providing a baby-sitting service to enable parents to attend.
• Consider special equipment needs: microphones, projectors, etc.

Tips for promoting the initial meeting:

• Distribute fliers. Include the time, place, date, and purpose. Include a map that shows where the meeting is to be held. Distribute door-to-door to every resident and business (including churches and non-profits). Also, distribute a few days before the meeting, but no more than one week as people may forget about the meeting.
• Announce the meeting in local bulletins or newspaper.
• Get permission to place notices or posters in local businesses.
• Place a yard sign out a couple days before the meeting as a reminder. A Sign Permit is required for yard signs, which can be obtained from Permits and Inspections.

Tips for a successful introductory meeting:

• Develop a clear agenda for the meeting. Hand these out as people arrive for the meeting so they will know what is to be discussed. See the sample introductory agenda at the end of this document.
• Introduce all people present. It may also benefit the group for each individual to identify their address and/or connection with the neighborhood.
• Set aside ample time for socializing, either before or after the meeting. You might prepare several “ice-breaker” exercises to help the attendees mix more freely.
• Arrange the seats so that people can get to know each other. A circle or horseshoe shape is effective because most people can see one another.
• Provide name badges so that everyone can get to know each other.
• Keep the meeting short (about 1-1.5 hours) so that people don’t lose interest or get overwhelmed before the association is even formed!
• Have someone keep minutes of what is discussed so that it can be referred to for future meetings.

Develop a Structure for Your Association: Officers and Bylaws

The next step is to elect officers – typically a President, Vice President, Secretary, and Treasurer. Recruiting leaders is an ongoing activity through the life of your neighborhood association, so keep these points in mind:

• Delegate responsibilities among board members, such as budgeting, communications, event planning, etc. See below for typical duties/responsibilities of officers.
• Continually search for “potential” leaders.
• Leaders can get burned out, especially since it is a voluntary position. Keep in mind some who are potential leaders, ready to step in when necessary.
• Keep your organization flexible to bring new members and leaders into your association as concerns change in the association

Typical duties/responsibilities of association board members/officers:

• President:
  • Chief executive officer of the association.
  • Assumes general charge of the day-to-day administration of the association
  • Presides at all meetings
  • Reserves the authority to authorize specific actions in promoting the board’s policies
• Vice President:
  • Performs the duties of the president in the absence of the president
  • Serves on the association executive committee
  • Coordinates committee chairs and reports status to the board
  • Assumes duties as defined by the president
• Secretary:
  • Maintains the records of the association
  • Takes minutes of meetings and keeps a permanent, accurate record of the association
  • Prepares written minutes for the board of directors and reads the minutes at meetings
  • Receives and handles all correspondence addressed to the association
• Treasurer:
  • Keeps accounts of all expenses, upon authorization of the board
  • Collects membership dues
  • Presents a written financial report each month to the board

Bylaws

The association should also create bylaws, which are the rules governing the association’s internal operations, purpose of the association, membership information, terms of officers, committees, voting procedures, etc. See Writing Your Bylaws for more information. The City of Georgetown recommends that you consult an attorney to review your bylaws before adopting them and to discuss how your association can qualify as a non-profit organization.

Set up a Regular Meeting Schedule

A regular meeting schedule provides stability to a newly emerging organization. Association officers may wish to meet more frequently to keep updated on neighborhood needs.

Fliers

This inexpensive way can announce any activity, project, or goal of the group to get your message out to people. Use colorful paper and design the flier so it can be read from at least several feet away. You may be able to use your local church or school’s copying machine (especially if you provide the paper). Post fliers in markets, laundromats, schools, beauty shops, and any other places frequented by the people you want to reach.

Newspapers

Many newspapers will allow neighborhood organizations to advertise their monthly meetings in their announcement section with a small charge or none at all.

Neighborhood Walkthrough

This is a great way to get to know your neighbors and personally invite them to join your association. Divide the neighborhood into manageable sections (blocks, for example) and assign pairs (or block captains) to go door-to-door and introduce the association and its goals. Survey them about their concerns and explain how the association can help them effect a change in their situation. Invite them to attend the next meeting to voice their concerns, and suggest they bring some of their neighbors. Visit or call them on a regular basis to keep communication flowing.

Telephone Tree

Give each person at least six people to contact with a short message. This is an easy and personal way to get a message out to a large group

Block Captains

This is especially helpful when your neighborhood association covers a large area. One or two individuals from a block or from each side of a street serve as a liaison with the association. They can pass out fliers and newsletters to prospective new members, welcome new residents, serve as a voice for issues or problems on the block, and organize volunteers.

Newsletters

This monthly or quarterly newsletter can be an effective tool in communicating with your members. They include short, informative stories or articles that are of interest to the entire neighborhood and will keep neighbors up to date. Because they often include advertising, they can be paid for with advertising dollars and produced fairly inexpensively. See Creating a Neighborhood Newsletter for detailed information.

The first step is determining the need for the neighborhood meeting. Some associations meet regularly, either monthly, quarterly, or even yearly. It depends on how many issues the neighborhood association is trying to remedy and the need to meet with the residents. Below are examples of when you need a meeting:

• You need a group decision or vote.
• You have an issue/topic your association wants to learn about.
• You want to share information with a lot of people.
• To analyze and solve a problem.
• You want people to have the same information at the same time so they can work together.
• To achieve a training objective.
• To keep residents up-to-date on progress.
• To present information from outside groups.

There are three stages to consider with meetings: planning the meeting, the meeting itself, and after the meeting. The following is a checklist of things to consider in each stage of the neighborhood meeting process.

Planning the Meeting

• Prepare an agenda. Consult other board members and past meeting minutes to determine items needing discussion and/or action. Consider how long each item will take, including time for discussion and decision-making. This will affect how long to publicize the meeting for and what attendees can expect. It will also help members stay on schedule for a more efficiently run meeting. See Developing the Agenda for more detailed information.
• Assign responsibilities. Designate a facilitator, recorder, time keeper, and persons responsible to presentation each item. Communicate clearly with persons responsible for reports, leading a particular part of the meeting, etc. regarding their position in the agenda and time constraints. This prevents confusion at the meeting and allows time for preparation when roles have been assigned before the meeting.
• Invite guest speakers early and confirm them prior to the meeting. It may be necessary to invite a guest speaker far in advance of the meeting. Confirm their attendance closer to the meeting date. If a speaker cannot attend, then their item on the agenda may need to be taken off and moved to a later date.
• Choose a suitable and convenient time and place for the meeting. Consider the number expected to attend. Small rooms with too many people get stuffy and create tension. You may also find free meeting places at some schools, churches, or community centers. If the group is small enough, consider meeting at someone’s home or restaurant meeting rooms. Set a time limit to the meeting, based on the agenda, and stick to it if possible. Plan for meetings to be around an hour and no longer than 2 hours. Be sure, however, that you have time to make the decisions that need to be made. Confirm your room reservations closer to the meeting day to avoid having to find space at the last minute.
• Compile and distribute materials. Send out the agenda before the meeting, along with reports, background materials, presentation information, minutes of previous meetings, and any other information that will help prepare the members for the meeting. If the materials are extensive and too costly to make several copies, make them available to be viewed and copied at the members’ care, such as by email or at a board members home or office.
• Publicize the meeting. If the entire neighborhood is invited prepare a flier that is simple, yet eye catching. The flier should include the meeting date, time, location, and purpose or goal. They can be mailed or hand delivered. Have committee members or block captains make reminder phone calls to their neighbors. Publish an announcement of the meeting in the newsletter. Utilize the media, such as the local newspaper or news station. See Communicating with Your Neighbors for more ideas.

During the Meeting

• Start on time. Do not be tempted to wait for more people to arrive. Not starting on time is one of the most frequent complaints about meetings. Latecomers should be caught up only on the item under discussion, so that they can participate/vote. They can be filled in on what they missed after the meeting or during a break.
• Have a sign in sheet to collect the names and addresses of those in attendance. See the Sign-in Sheet template at the end of this document.
• Have copies of the agenda and information handouts for items on the agenda.
• If possible, serve light refreshments. Food not only encourages attendance, but it is also a good icebreaker and can help to encourage mingling among residents and board members before and after the meeting as they linger around the food table.
• Greet members and make them feel welcome, even latecomers when appropriate. Consider assigning an official greeter at the meeting.
• Introduce yourself and the board at the beginning of the meeting. Do not assume people know who you or your board is. If there is time and the group is a reasonable size, have the others introduce themselves as well.
• Use consistent procedures and rules. Some associations prefer to use their own meeting procedures and rules, but parliamentary procedure is an effective and recognized format that most people have had some experience with. Roberts’ Rules of Order is considered the standard for facilitating discussions and group decision making. The purpose is to ensure fairness, participation, and orderly conduct of business. For this reason, your neighborhood association may want to adapt to a set of meeting “rules” based on Robert’s Rules, which will be more understandable and workable.
• Review the agenda and set priorities for the meeting.
• Be organized and stick to the agenda. Use a watch to follow the schedule of the agenda. When time approaches to end a discussion, announce that time is almost up. Identify the final speakers and their order from those who still want to speak. The discussion ends when those people finish speaking.
  • Let the tone for as a positive one. Not every meeting can be upbeat, but all meetings can be stimulating and full of accomplishment. The chairperson and every participant should take personal responsibility for the tone of the meeting and for keeping it moving along. Be sure to:
  • State ideas positively and show their relation to the overall issue.
  • Get points of view by questioning or restating throughout the meeting.
  • Stress cooperation, not conflict.
• Use visual aids as much as possible for interest, including flip charts, maps, posters, and PowerPoint presentations. Visual aids give groups something to focus on during a discussion.
• Encourage group discussion to get all points of view and ideas. You will have better quality decisions as well as more highly motivated member. They will feel that attending meetings is worth their while. However, keep in mind the time constraints of the agenda. Suggest that those who didn’t get a chance to speak talk to you after the meeting, or schedule a later time to discuss. This may also be a sign that a decision isn’t ready to be made and may need to be on the next meeting’s agenda.
• Involve everyone who attends the meeting. When newcomers are not recognized or taken seriously, they often do not return for future meetings. Have speakers introduce themselves before they speak. If some people dominate the discussion, ask them to wait to speak until others have a turn.
• Facilitate voting and decision-making. Never assume that there is agreement until an issue is voted on.
• Association leaders should be a role model by listening, showing interest, appreciation, and confidence in members. Be sure not to ignore those who want to speak or monopolize the floor. Board members should facilitate discussion and not dictate decisions.
• Mediate arguments when they arise. Remain impartial and fair. Give each side a chance to state their point of view.
• Keep the discussion on topic. If a member brings up a topic that is not relevant to the current discussion, advise them that there will be time for new business. When that time arrives, invite the resident to voice his comment again. If the discussion becomes repetitive, recap the information that has already been shared and ask for any additional constructive and non-repetitive comments.
• Assign tasks and delegate responsibilities as the meeting proceeds. Clarify new task assignments. Specify who is doing what and what is expected of that person. Ask the secretary to record all assignments in the minutes. Be sure to review assignments before the meeting is adjourned.
• Present financial information with written copies for everyone. Members should know how their dues are being used. Financial reports should be understandable to all the members, not just to those with accounting backgrounds.
• Near the end of the meeting summarize agreements reached and end the meeting on a unifying or positive note.
• Keep minutes of the meeting for future reference in case a question or problem arises. See Tips on Keeping Minutes for more information.
• Encourage feedback and allow time to evaluate the meeting. Ideas, activities, and commitment to the organization improve when members see their impact on the decision-making process.

After the Meeting

• Encourage the secretary to write up the minutes and get them to you as quickly as possible. Distribute them to other board members and post them for all residents to view. See Tips on Keeping Minutes.
• Follow up with group members. Check their progress on responsibilities assigned/accepted at the meeting. Give recognition and appreciation to excellent and timely progress.
• Discuss any problems during the meeting with other board members; come up with ways improvements can be made.
• Write all correspondence including thank you notes to your guest speakers as soon after the meeting as possible, while the information is fresh in your mind.
• Before the next meeting, make sure everyone is ready to provide a report on his or her findings or assignments.
• Conduct a periodic evaluation of the meetings. Note any areas that can be analyzed and improved for more productive meetings.

• They are the only record of the work done and decisions made by the board and its committees.
• They are the written history of the association.
• They keep people informed who were not able to attend the meeting.
• They are essential in continuity for subsequent committees and boards.

Minute recording is typically done by the Secretary board member. Here are some helpful tips for recording the minutes:

• Have the agenda in front of you while you take minutes.
• It is not necessary to write down everything that is said, but do record the pros and cons presented. Summarize them briefly, but as completely as possible.
• Record all motions:
  • Name the member who made the motion and bold the action (example: Jane Doe moved that…)
  • You should include that the motion was seconded
  • State and underline whether the motion was carried or failed.
  • Record the vote tally that includes yes, no, or abstained.
  • Request that lengthy, involved motions be written out and given to you.
• If a special lengthy report is given, obtain the notes from the person giving the report and summarize it. It is not necessary to record reams of information from a report if the information is available in the files of another committee. (For example: Refer to Community Research Committee minutes of November 2, 1998 for further information.)
• To draw attention, use capitalized, bolded topical heading to introduce a subject.
• Write up the minutes as quickly as possible after the meeting, while your notes still make sense.

Ideas for Neighborhood Events

• Hold a membership drive, awarding those who recruit the most new members
• Neighborhood block party or festival (see Organizing a Block Party)
• Neighborhood cook-out, picnic, barbecue, or potluck
• National Night Out (contact the Police Department for more information)
• Holiday celebrations
• Community garden
• Neighborhood T-shirts
• Scrapbook or video
• Form a team and participate in a Parks and Recreation sport
• Neighborhood clean-up
• Tree planting/flower planting event
• Neighborhood Crime Watch program
• Security lighting
• Yard-of-the-Month award
• Paint-up/Fix-up projects
• Cook-outs following volunteer and charity events

Ideas for Senior Citizens

• Organize a car pool to help seniors who cannot drive for doctor visits, shopping, etc.
• Hold activities for seniors – games, senior bike or walking club
• Property clean-up and lawn maintenance and/or landscaping

Ideas for Children & Youth

• Back-to-school party
• School supply drive
• Tutoring program
• Put on a children’s holiday play
• Scary kid contest for Halloween or bike decorating contest for 4th of July
• Neighborhood talent show
• Neighborhood Easter Egg Hunt (and other holiday events)
• Include children and youth in charity, volunteer, and fundraising events
• Youth Leadership Training
• Include youth on committees to organize events or research issues affecting the children and youth of the neighborhood
• Encourage the youth to form teams and sign up for a Youth Athletics Program with the Parks & Recreational department

Fundraising Ideas

• Garage sales
• Bake sales
• Holiday Home Tours – ask 6 or 7 neighbors to host an open house and sell tickets to the event. Provide a map and information about each home to partygoers. Encourage people to take a walking tour of the neighborhood visiting homes, sampling goodies and enjoying fellowship. Ask the children to set up lemonade or hot chocolate stands along the path.
• Neighborhood Art Sale – Many of your neighbors create crafts, sew, or paint. Ask people to donate their art to be sold, or conduct an art contest for neighborhood youth.
• Sell Advertising
• Car wash
• Charge for events/contests at block parties and other social events (e.g.: cake walk, dunking booth, pie in the face, etc)
• Plant/flower/shrubbery sale
• Softball games – city staff vs. neighborhood, adults vs. youth
• Partner with a local restaurant to have a neighborhood night event for 10% of earnings
• Work at concession stands at school events for a percent of the profit.

Ideas for Charity and Volunteer Events

• Work with city-wide volunteer events
• Participate in toy drives and/or food drives
• The Police Department offers a variety of volunteer opportunities with Animal Services, Victim Services, Park Rangers, or Police Chaplains.

An important tool in recruiting and maintaining memberships is a current member directory. This helps you know who in the neighborhood isn’t involved and can be compared with attendance records to know which members are becoming less interested in the association. Keep record not only of their name, address, and phone number, but also family member names, occupation, special talents, concerns, and interests.

Tips for Recruiting Members

• Have a membership drive and throw party for the members that volunteered in the effort. Members would have fun and have the opportunity to share their experiences. Reward those who recruit the most new members.
• Encourage members to carry membership forms with them to sign members on the spot. Having these only at meetings can inadvertently restrict membership.
• Have “Bring a Friend” nights where members can bring guests and walk them through the meeting. Provide incentives for those who bring people, such as a prize or award for each member that recruits three or more people.
• Continuously mail or hand out printed materials encouraging residents to get involved. This could be in the form of a brochure with upcoming events or issues.
• Send out the neighborhood newsletter to everyone in the neighborhood, so that all will be connected to the association. This also provides a reason and method for joining.
• Designate block captains to represent a block in the neighborhood. This person can pass out fliers and newsletters to prospective new members, welcome new residents, serve as a voice for issues or problems, and organize volunteers within their block.
• Encourage everyone to join. Minority language groups, low-income residents, the disabled, elderly, and youth all tend to be overlooked by neighborhood groups. Be sure they have fair and equal opportunity to be represented by the neighborhood association.
• Host neighborhood gatherings or other events to recruit new members. Holding frequent events throughout the year illustrates how active an organization is.
• Help new members find a place in the association. Many will offer help, but will not know where to begin. Develop a list of volunteer activities that includes a job description and approximate time commitment. This will be a great start for new members.
• Form a welcoming committee to call or visit each new member. This responsibility can also be assigned to the block captain.
• Avoid the appearance of cliques. New members who see the same people running every project will feel excluded and may not return. Appoint people who are not part of the core group to positions of leadership. This will help create a sense of belonging.
• Designate an official “greeter” at every meeting to welcome new members and attempt to make them feel at ease with the group. New or potential members should be introduced to someone who lives near them or shares a similar interest.
• Encourage new ideas and input. This is often most difficult for people who long have been involved in the association or neighborhood and are more knowledgeable on the area. Newcomers can see things in a new light and provide new solutions to old problems. New perspectives can assist the whole group in problem solving.

Tips for Maintaining Interest

• Have fun! Getting together should feel more like recreation than work, no matter how serious the issue. Turn neighborhood work into a friendly competition between members with awards handed out at the end.
• Have frequent get-togethers simply to get to know your neighbors better. Events should appeal to all, including children. These events will promote a strong sense of community spirit among your neighbors.
• Every meeting should represent the strongest commitment to organization. Busy people will not attend meetings or involve themselves in organizations they regard as a waste of time. Well-planned meetings will also display a sense of accomplishment. Have a written agenda for every meeting and stick to it.
• Stay focused on a few well-defined goals or projects. This gives a sense of accomplishment and provides an opportunity to assign responsibilities to individuals or committees.
• Recognize volunteers and members through award ceremonies, regular meetings, and in the neighborhood newsletter.
• Create a form of communication, such as a newsletter, to keep members informed. A telephone tree is another form of communication and is also much more personal.

• Announce important meeting dates
• Promote neighborhood events and projects
• Inform and update residents about local issues
• Provide information about city services
• Publicize recent accomplishments
• Recognize valued neighborhood members and volunteers
• Offer information on neighborhood facilities (schools, parks, churches)
• Announce graduations, birthdays, anniversaries, births, and deaths
• Advertise local businesses
• Publish stories/articles of community interest

Before you begin writing your newsletter, find out if there is an existing newsletter already being produced in the area by another neighborhood association. You may be able to contribute news and articles to that newsletter and expand its distribution rather than start a new one.

Steps to Create a Neighborhood Newsletter

1. Form a newsletter committee
   Having a group of people to make decisions and share the work can add vitality, prevent burnout, and help ensure that the newsletter reflects your association as a whole. Responsibilities of editing, budgeting, layout, and distributing can be divided among committee members.

   The newsletter editor will write articles, review articles submitted by others, and set deadlines. The newsletter committee should assist with writing articles, soliciting advertising, and arranging for printing. Decisions will need to be made regarding the title of the newsletter, number of pages, advertising, printing, and distributing.

   It’s very important that the content of the newsletter reflects the interests of the whole community, not just those producing it. Therefore, recruit volunteers to obtain articles or news from specific groups or parts of the community, rather than using stories strictly written by the committee. The editor will be responsible for reviewing articles submitted by others.

2. Determine your budget
   Decisions about the length, appearance, and circulation will depend on your budget. With volunteer labor, donated copying or printing, and door-to-door distribution, it’s possible to produce a newsletter at almost no cost. Whatever your budget, it’s wise to figure out your expenses in advance.
3. Determine possible revenue sources
   A certain amount of membership dues can be budgeted for the newsletter; however, advertisers can be a useful source of revenue. You may want to sell ads for display in the newsletter for additional funds:
   • Talk to local merchants; they’re often happy to reach out to members of the community through newsletters.
   • Encourage readers to patronize your advertisers and to tell merchants they saw their ad in the newsletter.
   • Consider asking a local printer to donate printing supplies in exchange for an advertisement.
4. Create content for your newsletter
   The content will vary depending on the needs of your neighborhood. Some newsletters contain a lot of personal information about neighborhood residents. Others are straightforward reports on the group’s business meetings and may focus on information and strategies. Still others might cover community events, activities and outreach. With careful planning it’s possible to cover many or all of these topics, even in a short newsletter.

   The length of your newsletter will depend on your budget and what is essential to include. A good newsletter can be as short as one page. After settling on a length, organize your newsletter into regular features or columns, which might include:

   • Committee reports
   • Personal announcements
   • Letters to the editor
   • New neighbors
   • Neighborhood news
   • Job listings
   • Merchant and/or volunteer of the month
   • Yard of the month
   • Upcoming events
   • Community calendar
   • Community seminars and/or training
   • Editorials
   • Resources
   • Updates on local issues
   • Children’s column or activity page

   You may also incorporate one or more of the articles published in the City of Georgetown newsletter. Georgetown produces 6 newsletters, which you can subscribe to at http://www.georgetown.org/lists/?p=subscribe.

   Remember that it is very important that the newsletter reflects the interests of the whole community, so solicit stories and articles from all parts of the neighborhood to include in your newsletter.

   Make sure to include information on how to become a member of the organization. Include a contact name and phone number or a board member or a tear-off sheet that residents can mail in.

5. Decide on a layout
   It is best to keep the layout of your newsletter simple. You don’t want elaborate designs or excessive clipart interfering with your message. The cleaner your layout the easier it is to get the information across.

   Any word processing program will allow you to easily put together an attractive newsletter. Your main concern should be where to place all of the information.

   Here are a few tips:

   1. Create a standard format that allows you to display information in a consistent manner from one newsletter to the next. This will also allow you to transfer layout responsibilities from one person to the next without dramatically changing the look of your newsletter.
   2. Put the most newsworthy articles or information on the front page.
   3. Meeting or event announcements or brief reminders of important dates can also go on the mailing panel or outside page so that readers see this information without even opening the newsletter.
   4. Always include the names of your board members and their contact information in one consistent location in your newsletter. If board members have particular responsibilities, list these as well.
   5. Contact information for the newsletter editor and how to contribute to the newsletter should also have a regular location.
   6. Short listings or announcements of meetings can be set off in boxes or with graphics.Layout basics
      • Use two to three columns per 8 1/2″ x 11″ page for easy reading.
      • Limit each page to no more than three to four articles.
      • Don’t be afraid of white space! It gives the reader a place to rest his or her eyes. A page with very little white space is less readable than one that has a moderate amount. However, keep the white space at the edge of the page to prevent a hole in the center of the page.
      • Take a couple of steps back and look at each page. Does it look balanced? Generally, lighter items should be towards the top of the page and darker ones should be towards the bottom.
      • Consider keeping your newsletter at six pages or under (four is often ideal). This will keep costs down and make readers less likely to feel that there is too much to read.
      • Using a consistent layout will make your newsletter more familiar to your readers.

      Type Style

      • Keep your type styles/font consistent. Two or three typefaces or fonts are all you need.
      • Keep the size of the text type and the spacing and alignment consistent throughout the newsletter unless you are trying to call special attention to one particular item or article.
      • Use fanciful or unusual typefaces or fonts sparingly and be sure they are readable. A simple, albeit bold, typeface is always best when you are trying to convey important information that you absolutely want/need people to read. Save script and other non-standard or funky fonts for text that is non-essential.
   7. Unless you have an experienced designer who is committed to laying out your newsletter for some years, keep the fonts and the overall design of the newsletter simple so that the newsletter design can be transferred to a new volunteer when the time comes.
   8. Getting it Printed
      Explore having your newsletter printed free or at reduced cost. Possible sources of free copying are churches, schools, local businesses, or community boards. A local printer might donate the job or offer a special rate in exchange for an advertisement spot in the newsletter.
   9. Getting it Distributed
      Before you reproduce your newsletter, make a list of all the people who should receive it. This should include all members of your group and all other members of the neighborhood. It may also include elected officials, local institutions (such as City agencies, schools, community board members, local development organizations, etc), and the local press. This will tell you how many copies to print.

      Once printed, newsletters can be distributed door-to-door or mailed. (Note: It is a federal offense to place a newsletter in the mailbox without postage.)

When preparing the agenda, first review the minutes of your last meeting to see if any issues were left unresolved or which issues you are now prepared to make a decision on. Also, consult the board members for their input on what items should be on the agenda for the upcoming meeting. What has happened since the last meeting that should be on the agenda? What new information and/or issues have emerged? Do you need additional information or a resource person for this next meeting?

Most meetings should be about an hour long, but not last more than 1.5 to 2 hours. Ensure that you account for enough time to discuss all items and to make the decisions that need to be made. Call those responsible for reports or other agenda items to ask how much time they will need so you can budget the agenda time. Consider also items that need extra time for voting or public input and discussion.

Be sure to gain consensus on the final agenda from the board members. Then make the agenda available before the meeting. This can easily be done by posting it at an agreed upon and consistent location or on the Internet if the association has a webpage.

Below is a general outline to help you write your bylaws. In addition, a sample is attached for your guidance. Please remember that the information provided here is only a guide for drafting your neighborhood association bylaws. The City of Georgetown recommends that you consult an attorney to review your association’s bylaws prior to adoption.

Article I – Name

Clearly state the name of the association

Article II – Purpose

1. State the purpose of the association (i.e. why was the association formed?)
2. List any goals of the association.
3. Are there any areas of concern or issues the association is particularly interested in?
4. What is the association’s function (building a sense of community, improving and maintaining neighborhood livability, education, crime prevention, advocacy, etc.)?

Article III – Geographic Boundaries

What are the boundaries of the association?

Article IV – Membership

1. Identify eligibility for membership.
2. Define types of memberships (voting/honorary etc)
3. Will there be any dues charged for membership? Per person or per household/non-residential entity?
4. Identify voting rights – who is eligible to vote?
5. Termination of membership – what are the conditions for termination?
6. Resignation of membership – what are the conditions for resignation?
7. Current membership directory/list – identify the responsibility of the board for maintaining this.

Article V – Voting

1. Who is eligible to vote?
2. Identify whether each individual member or each household/non-residential entity can have a vote.
3. Define the number of members required to be present to hold a vote and what percentage carries the vote (e.g. 50% +1 for approval).
4. Establish whether proxies are authorized for voting purposes when a member is out of town or cannot attend the meeting.
5. If alternative forms of voting (e.g. voting by mail) will be permitted, identify them here.

Article VI – Board of Directors

1. What are the qualifications to hold a board position?
2. Define the positions/officers that make up the board (i.e. President, Vice President, Treasurer, Secretary, etc.)
3. Define how the board will be elected.
4. Define the terms of office and whether there is a limitation on number of terms.
5. Define the duties of each officer/board position.
6. Define the power of the board
7. Meeting of the board
8. Resignation
9. Vacancy
10. Suspension or removal
11. Compensation. Even if there is no compensation (which is typically the case) you need to state this.

Article VII – Meetings

1. When will the association meet? Decide how often you want to meet for regular association meetings and what month or time of the year will be best for your major annual membership meeting.
2. Define quorum – the number of members required to be present in order to conduct association business. This can be defined as “a majority” or a percentage.
3. What rules will govern the meetings? (typically the current edition of Robert’s Rules of Order Newly Revised is used – the Georgetown library has a copy, or check bookstores)
4. Establish the procedures for publicizing or announcing meetings.
5. Can Special Meetings be called? If so, what will be the procedure for calling one?

Article VIII – Committees

1. Define the procedure to establish committees.
2. Who can serve on committees, as both members or as chairpersons of the committees? How are the committees appointed?
3. If applicable, list standing/permanent committees (examples: Membership, Newsletter, Social, Welcoming, Crime and Safety, Code Compliance, Beautification, Civic Interest, etc).
4. What are the duties of each committee?
5. When will committees meet?

Article IX – Contracts and Finances

1. Who may write checks on behalf of the association?
2. How are expenditures approved?
3. When and where will funds be deposited? Who is responsible?
4. What records will be permanently kept and who will keep them?
5. How often and who will produce the financial reports?

Article X – Amendment of Bylaws

1. When will the bylaws be reviewed?
2. What is the procedure for amending the bylaws?
3. How will changes to the bylaws be communicated to the association?

Article XI – Restrictions

Is there anything you want to explicitly prohibit the association from doing?

Article XII – Dissolution

What will happen to the assets of the association upon dissolution?

Article XIII – Acceptance of Bylaws

1. What are the requirements of adopting the bylaws and amendments?
2. Keep record of the date of the alst approval/amendment.

Remember, you don’t have to live in an area of single-family homes to be involved in a block party. Block parties can happen in townhouse complexes, in apartment buildings, or even in a park near a condominium. A block party is simply a group of neighbors who work together to organize an event for their community.

Reasons to Hold a Block Party

• To meet your neighbors. The more you know who belongs to the neighborhood, the more likely you are to identify strangers or suspicious people.
• To organize a city-sponsored group such as Neighborhood Crime Watch.
• To increase the sense of belonging in your neighborhood.
• To make connections within the community. When you know people, you can exchange skills or resources and perhaps organize a book club, baby-sitting co-op, share carpooling to school duties, or find new friends for your children.
• To meet some of the long-time residents in the neighborhood and learn about its history.
• To have a neighborhood clean-up day with a barbecue once all of the work is done.
• To have fun – no excuse or reason is needed to celebrate!

Steps for Organizing a Block Party

1. Form a Block Party Committee of neighbors and divide up the tasks. Your block party will be much more successful if you involve others in planning the event. It may be helpful to host a small planning party to divide up tasks. Start thinking of possible themes, food, activities etc.
2. Determine interest. Start knocking on doors to find out if there is enough interest and, if so, which day would be the best for most people. Or add the idea of a block party as an agenda item for the next neighborhood meeting.
3. Pick a date and time (mid-afternoon to evening weekend works best). Try to pick a date 4-6 weeks in advance to allow plenty of time for planning and notifying neighbors. Respect neighborhood quietness after 10:00pm. Think of an alternate plan in case of poor weather.
4. Determine the block party size. Block parties range in all sizes. Association boards may decide to host a party for the whole neighborhood association, or block captains can choose to hold a party just for residents on their block.
5. Decide on a location. Where you have your party depends on where you live. Look around and evaluate your area. Cul-de-sacs and road ends the best places for hosting a Block Party.If you decide to have your party in your street, make sure that you get the signatures of everyone one the street so that everyone knows about the event and does not oppose the street closure.

   What if you can’t have a Block Party on your street? No problem! There are many neighborhood parks built for your enjoyment – use them! Most are equipped with picnic tables, benches and green space. See the Parks & Recreation website for a list of Parks and Facilities, and which ones are available to be reserved.

6. Obtain an Event Permit from Permits and Inspections
7. Make decisions about the food. Food is a must for a block party. If you want to have a good party, you’ve got to have food.Here are three ways to organize your food:
   • Pot Luck – Every household is assigned to bring one dish. It can be an appetizer, salad, main dish, side dish, dessert or beverage. When organizing “pot luck,” keep a master list of food assignments (remember that plates, utensils, napkins and drinks should all be categories). You will also need to keep track of the number of neighbors attending the party and the varieties of food dishes. Potluck meals offer the greatest variety of dishes.
   • Community Menu – Like a “dinner club,” you may want to plan a menu and assign each household a specific food dish or beverage. It’s a good idea to share the menu and recipes with your neighbors in advance. This method of organizing food works really well when planning a theme party.

   Cater It – Take up a collection and cater your party. Once you know how many neighbors to expect and how much you want to spend per person, all you have to do is place your order. The professionals do the rest.

8. Decide on activities. To spice up your party, you may want to include some games and activities for both children and adults. Often block parties are held at the end of a block cleanup, a block garage sale, or a day of tree-planting; others have a theme such as Fourth of July or celebrating a neighborhood anniversary.Try these activities to really liven up the party:
   • Invite a clown, balloon artist, or magician
   • Water balloon or egg toss
   • Rent a moon walk
   • Face painting (Remember to use non-toxic paint)
   • Organize a kids talent show or parade
   • Sidewalk chalk
   • “Name that Baby” – have everyone bring a childhood photo and see who can guess who’s who.
   • Rent a popcorn or snow cone machine
9. Recruit volunteers. You may find that you need extra hands to oversee certain activities or flip burgers. Set up a schedule for each task and divide it into half hour blocks. Ask residents to volunteer a bit of their time to help with operations of the block party.
10. 10. Post and deliver invitations. Going door-to-door with invitations adds a personal touch that will help you get more people interested in volunteering for and attending the event. Keep the invitation simple and remember to include contact names and phone numbers for R.S.V.P.’s. For a large neighborhood, announce the event in the neighborhood newsletter.
11. 11. Find translators. If there are people in your neighborhood who speak a language other than English, try to find a translator who can help you to reach these neighbors. This will help bridge the language barrier. This is also a great opportunity to meet people of different cultures and backgrounds.

Other Ideas to Consider

• Invite City Council members, school officials, or other City staff members.
• Call the Police Department, Fire Department, Health Services, other City department, or other local businesses to obtain literature, give-aways, prizes, or to request a presentation.
• Make sure you record the name and contact information for everyone who attends and everyone you contacted; after all, the idea of a block party is to connect neighbors.
• Plan lots of activities for children.
• Have an environmentally friendly party. Ask everyone to bring their own reusable plates, cups and cutlery to limit paper garbage and litter.
• Include activities that encourage people to meet each other. Use nametags and include children by asking them to create the tags.
• Make sure that people with disabilities can participate in the activities and include their attendants (those with seeing eye dogs or in wheelchairs).
• Institute a bathroom policy “everyone to use their own” so that home security is maintained.
• Inspire clean up after the party by rewarding children with a prize for packing up garbage .
• Observe safety precautions for all activities, for example don’t have children’s activities near barbecues and other cooking equipment.
• Post signs the day before reminding everyone that the street will be closed off and to remove cars.