Neighborhood Organizing

Are you just getting started organizing your neighborhood?

Read on but don't let the list below be overwhelming. Remember, Neighborhood Alliance will help with every one of these steps. We can get you in contact with people who have successfully organized their own neighborhood. You can make a difference. We will help you.

GETTING STARTED:

1. Talk to other neighbors to determine the level of interest in starting a voluntary neighborhood association.
2. Determine logical neighborhood boundaries. Choose streets that bound all sides of your neighborhood: north, south, east & west.
3. Contact Neighborhood Alliance at (405) 528-6322.
   • We will check to insure that there is not an existing neighborhood within your chosen boundaries.
   • We will send out an organizing information packet.
4. Attend an organizing meeting with Neighborhood Alliance. These are generally the first Tuesday evening of the month on Zoom, but the schedule does change for holidays, etc. NACOK also understands that sometimes neighborhoods are unable to make Tuesday evening work- we are always more than happy to work on finding a class day and time which could best work with you in person or online!   You can reserve a seat by calling (405) 528-6322. It is recommended that you select three or four neighbors who share your interest in getting organized. This will be your Steering Committee.
   The responsibilities of this committee are:
   • Meet with Neighborhood Alliance to accomplish your organizing goals.
   • Write a set of bylaws to be presented for vote by the entire membership.
   • Encourage residents to run for the board positions. Present this slate of officers to the whole membership for vote.
   • Set the agenda for the first organizational meeting.
   • Advertise the organizational meeting in the neighborhood and encourage attendees.
5. After the initial Steering Committee meeting, it is time to schedule a neighborhood-wide organizational meeting.
   • Reserve a location; preferably a public place, not a private home. Ideas include a church, school, Police Department, Fire Station, or meeting room facility.
   • Distribute flyers to everyone in the neighborhood and ask them to attend. Tell them the purpose and list an agenda.
   • Ask neighborhood kids, Boy or Girl Scout Troop, Camp Fire Troop or local school to help in distribution of the flyers. Some grade schools have a system to distribute important papers to their parents, so ask if they can help distribute your flyers.
   • Light snacks can be served if desired, but it is not necessary.
6. First meeting:
   • Keep it informational and very upbeat.
   • Explain the purpose and the benefits of an association
   • Invite Neighborhood Alliance to be a guest speaker
   • Open the floor to questions
   • Encourage everyone to talk
   • Point out the benefits: social outlets, safety, less crime, beautification projects, better communication with city officials, and ultimately higher property values.
   • Assure everyone you are not starting a mandatory homeowners association and you are not a punitive group aimed at pointing out everyone's faults.
   • Discuss what will occur during the second meeting, including:
     1. Vote on officers.
     2. Vote on bylaws (pass them out at first meeting).
     3. Discussion of dues.
     4. Citizen's Patrol or crime watch program (if applicable).
   • Remind the people attending that you will invite representatives of your local fire and police and your local City Council representative for the third meeting.
7. Once you are a neighborhood organization, you will be able to access all the tools and resources Neighborhood Alliance has to offer. You will be able to participate in the following benefits:
   • Receive monthly crime statistics specific to your neighborhood (For neighborhoods within OCPD service area).
   • Order neighborhood crime prevention signage at a wholesale price.
   • Leadership training programs
   • Workshops
   • Discussion series
   • A strong voice with city council, police, and fire departments.
   • Involvement with Neighbors Night Out, Neighborhood Leaders for Today
   • You will receive our informative quarterly newsletter

   Neighborhood Alliance does not assess annual dues to our members, but we do encourage all member associations to donate annually. Most organizations give $100.00 or more per year.

   Remember, just like your association, we are dependent on donations in order to exist.

Join NACOK by registering your neighborhood.

When New Leadership is Elected

New officers, including officers of the Executive Committee, Leadership Committee or Board of Directors need to make sure the following things are done:

• Contact Neighborhood Alliance and let us know the names of the new officers. This is a vital step for our records and will insure your association will be getting all the up-to-date information you need to be successful.
• Call a meeting of the new leadership to read and review the bylaws of the organization. Prepare any changes that the new committee would like to make and put it on the agenda for a membership vote at the next meeting.
• Change signature card information at the bank. Failure to do so can delay association business.
• Change officer information on the Articles of Incorporation at the Secretary of State's Office, if applicable.
• Audit the financial account. Insure the officers are aware of how the organization's money can and cannot be used. This should be done even if you trust the former treasurer with your life. It helps the leadership know what money is coming in, going out and how the organization's money is being used. It will also help the leadership understand when money is needed and for what events.
• Oversee that all records are turned over to the new or appropriate officers.
• Meet and choose goals or a project for the Association to accomplish for the year.
• Attend a new officers training. This is offered on the first Tuesday of each month. Call to reserve your seat, as soon as you know you will be attending.

Neighborhood Associations are considered a statewide non-profit organization and as such should be incorporated. This is done simply by filling out the Articles of Incorporation paperwork at the Oklahoma Secretary of State's office, located at 421 NW 13th St, Suite 210, between the hours of 8:00am and 4:00pm; or going online to the Secretary of State's website. If you go in person, take your bylaws and list of your officers' names and addresses with you to aid in filling out the paperwork. You will need to update the agent of record with the Secretary of  State when leadership changes.

The Oklahoma Secretary of State can be contacted by phone at 1-900-825-2424. A cost of $5.00 will be billed to your phone bill. They can also be contacted free-of-charge at (405) 522-4560 for simple questions.

Remember, incorporation is a state designation only, and does not mean your neighborhood association will be a charity. Donations made to the neighborhood association will not be tax deductible.

Neighborhood associations do not qualify to be designated a charity with the Federal Internal Revenue Service (IRS), as they are considered "self-serving", meaning that the general area of concern is the benefit of the individual neighborhood. While there are some associations that have maintained this status from years past, this is no longer a designation the IRS will endow.

TIPS ON WRITING BYLAWS FOR NEIGHBORHOOD ASSOCIATIONS

A good rule in writing bylaws is to keep them as simple as possible.

Many larger neighborhood associations operate with the use of a board of directors who conduct business monthly. General meetings for the entire neighborhood membership are then held annually or bi-annually and are often conducted around social events.

Smaller neighborhood groups operate with a few officers who meet with the entire membership monthly or bi-monthly, as desired, and make decisions at each meeting.

Homeowners associations that handle large amounts of money and have more of a potential to be sued should consult a lawyer before adopting bylaws. Smaller neighborhood associations usually choose not to consult a lawyer as long as the association has ample time to review the proposed bylaws before ratification.

Neighborhood Alliance is willing to help you write an effective set of bylaws. Refer to this guide or contact the office for other samples of bylaws from actual neighborhoods.

An effective set of Neighborhood Association by-laws should include:

• Boundaries
• Official Name of Association
• Purpose of the Organization
• Membership Rights and Qualifications
• Election and Voting Procedures
• Officer titles, terms and responsibilities
• How to amend by-laws
• Dues: How much, how and when are they collected and by whom?
• Brief financial responsibilities: Monies are to be deposited in a bank account, how many signatures required on each check, who has access to the account, where records are kept, the amount that can be spent by board without membership approval.

Click here to download a sample set of By-Laws that you can use as a guide to write your Association's bylaws. You will not "file" your bylaws anywhere, but you should have an up-to-date copy of them at every meeting in case procedural questions come up.

In the very rare circumstance that your association would be called into court, your bylaws would probably be the most important document you have. Once passed, make sure your association follows the bylaws.

If your association collects dues, it will be necessary to open a bank account in the name of the association. Do not deposit any association money in your personal account, even temporarily.

TO OPEN AN ACCOUNT:

• • Determine who will be able to sign on the account.
  • Choose a local, preferably neighborhood bank.
  • Apply for an Employers Identification Number (EIN) also known as a Federal Identification Number. This number identifies your corporation and enables you to open a bank account. An individual's social security number should not be used to open the neighborhood association's bank account.

TO GET AN EIN/FIN:

• 1. Contact the IRS either online or in person www.irs.gov.
  2. Fill out an IRS SS-4 form.
  3. An EIN will be issued immediately when the completed SS-4 form is turned in.
  4. There are several online companies that you can pay to file your EIN for you. This is really unnecessary as it is a simple and free process to do through the IRS.
  5. Take your incorporation paperwork, EIN Number and all signatories (those people who will be authorized to sign checks) to the bank to open the account.
  6. When officers change, make sure to get new signatory cards.

The association treasurer will be responsible for balancing the checking account and for giving the financial report at each meeting.

Keep bank records for seven (7) years in a safe, transportable box. It will be easier to transfer the records when you elect your new treasurer if all records are kept in an easily movable plastic filing bin. If electronic accounting systems are used, choose something that will easily transfer to a new treasurer. These financial records are the property of the association, not the individual, and as such must be shared with membership within reasonable request.

The person who writes the check should not be the person who signs the check. This creates a double set of eyes on each transaction and keeps everyone honest.

INTERNAL AUDITS

An annual audit for both financial and organizational matters is a good idea. Forms that will assist your neighborhood in performing this task are available for download here.

WHAT ARE BLOCK CAPTAINS?

Block Captains are the backbone of a successful association. They act as the association's liaison for their immediate neighbors.

To determine the boundaries of your blocks, look at an aerial photo of your neighborhood on any online mapping program. Identify how many captains you will need to recruit.

A good way to recruit block captains is to locate the most well-kept home on each block. Approach the resident and tell them you admired their home and their obvious commitment to your shared neighborhood. Tell them you would like for them to be a role model for others on their block and ask if they would be willing to serve as a block captain. Give them a job description and invite them to an informational meeting.

RESPONSIBILITIES OF A BLOCK CAPTAIN

• Introduce yourself to the neighbors on your block.
• Gather information for the neighborhood directory, current names, addresses, phone numbers, etc.
• Keep track of persons living in each house: their profession, work phone (in case of emergency, medical conditions).
• Attend general neighborhood meetings.
• Report to the president of the neighborhood association any block information needing attention by the association.
• Encourage social activities for your block by asking others to host a get-together.
• Hold periodic block club meetings to discuss issues relating to your area of the neighborhood.
• Welcome new neighbors on your block and encourage them to join the association.
• Identify a willing individual to take your place when your term as block captain is over.
• Work with code enforcement by alerting neighbors or Association Officers of violations.
• Make sure all neighbors receive the neighborhood newsletter or other informational flyers.

TIPS FOR YOUR GENERAL MEETING

Make your general meeting interesting, informative and relatively short. Set a time limit on presentations and plan a time for adjournment. Be sure to explain what your group has been doing and what your goals and proposals are at the meeting. Allow time for general discussion. It is important that everyone has an opportunity to express an opinion. Try to involve as many residents on committees or other activities as possible.Be sure to set the date for your next meeting. Try to determine a standard time and place. Monthly meetings are important to build a solid neighborhood association people can grow to depend on, but remember to have a plan for a meeting that is actually worth attending. A neighborhood should not put itself in the position of having meetings for the sake of having meetings.

HOW TO CHOOSE YOUR MEETING PLACE

If you have a central location in the neighborhood that people can walk to, use it. Try a local church, library, campus building, business, fire department or other public facility that may have a meeting hall or auditorium available free of charge. Make sure that everyone can get to the meeting. Publicize a phone number for elderly or disabled residents to call if they need transportation to the meeting site. Make sure that the meeting place is suited to your population. Do you have older people who can't manage the stairs? What about children? Is there proper heating and air conditioning? Make sure that you will have enough chairs for the number of residents you expect to attend. Familiarize yourself with the building before the meeting so that the location of such things as bathrooms, light switches and thermostats are known.

SETTING A DATE AND TIME

Try to select a date far enough in advance for your group to plan and publicize. The best meeting nights are generally Monday, Tuesday and Thursday. It's important to consider the population of your neighborhood. Are most of the residents in your neighborhood people who work outside of the home? If so, 7 or 7:30 P.M. would be a good time to begin your meetings as it gives these neighbors time to have dinner beforehand. If you have a large population of elderly residents, you might want to consider an earlier meeting time.

GUEST SPEAKERS

If you decide to have a guest speaker at your neighborhood meetings, be sure to contact the speaker well in advance of the meeting date and confirm the date again by telephone the day before or the morning of the event. You may wish to include your City Council representative by an invitation that also outlines your neighborhood concerns.

GOOD PUBLICITY IS A MUST

The best way to reach your neighbors is by word of mouth and a door-to-door flyer. The makeup of your flyer can be very important. People are attracted to large print and catchy phrases. Be sure to include the purpose of your meeting, the name of the group, the location, date and time of your meeting. Don't stop at just putting the flyers on each person's front door. Put them in your neighborhood grocery, drug store, gas station, church or any place local people might go. In addition, a quick text or social media post the day of or the day before your meeting can help to draw your crowd.

MEETING MAGIC

How many times have you left a meeting wondering why you came?

Here are some hints on running an effective meeting:

• Start and end on time.
• Set and follow agendas which include time limits on each item. Appoint someone as the timekeeper. If you have an Executive Committee, have it set the agenda.
• Hand out an agenda. List which items are for decision, advice and information. List decision items first so that everyone is fresh and there is time to make good decisions. List advice items second and information items third so that if there is not enough time, the information can be sent out.
• If one or two people tend to dominate the meetings, set time limits on comments.
• Each meeting can include time to plan for the future.
• If socializing is important to your group, put that into your agenda.
• Get commitments from individuals for tasks that need to be accomplished.

Strategic planning is a way to set up short term and long term goals for your association. It is important to get as many people's opinions as possible to get a good feel for your future needs.

Goal planning is the hallmark of most successful businesses. You must know where you are going; otherwise; how do you know when you have arrived?

THERE ARE SEVERAL WAYS TO BEGIN THE GOOD STRATEGIC PLANNING PROCESS:

• Divide your neighborhood into quadrants and assign each a set of identical questions to be answered. Each quadrant should meet independently, answer the questions, and then gather their responses for a unified report. Use these responses to identify short term and long term goals.
• Develop a questionnaire and deliver it to each home. State where and when the questionnaires are to be returned. Once the questionnaires have been gathered, the Strategic Planning Committee reviews the answers and compiles a list of goals.

STRATEGIC PLANNING SHOULD ANSWER QUESTIONS SUCH AS:

• What is the purpose or mission of this neighborhood? Why does it exist?
• What vision does the neighborhood have about what it might become in the future? Include social, safety and beautification subcategories.
• What services does the neighborhood association provide?
• What services should the neighborhood association provide in the future?
• Who benefits from these services?
• How might this clientele change in the future?
• How might the organization respond to these changes?
• Given the surrounding environmental conditions and current capability of the neighborhood association, where should it concentrate efforts and resources to carry out its vision of the future?
• What performance measures will be used to track implementation of these priorities?
• What efforts will be made to revise the neighborhood association's priorities as conditions change?
• How do you feel your association has been the most effective over the last year?
• How has it been the most ineffective?
• How might we raise the financial resources to accomplish our goals?

For more information on Strategic Planning, contact Neighborhood Alliance.

RESOURCES

Community Building (PDF)

An entertaining article by Jack McGrath on community involvement.

Recruiting Members... and Keeping Them Once They Are In! (PDF)

How do you keep neighbors involved? Here are some ideas...

Newsletter Distribution Tips (PDF)

Information Sheet on different ways to get the association's newsletter to the neighbors.

Motivations for Volunteering (PDF)

Information Sheet on understanding why people volunteer.

Ideas for Recognizing Volunteers (PDF)

Information Sheet on ways associations can show their appreciation for volunteers.

Developer Turnover Checklist

A checklist to be used for the handover of a Homeowner's Association from the developer to the homeowners.

LINKS

The links below are to web sites of other organizations, both private and government. (Neighborhood Alliance has no control over the content of these web sites.)

Community Associations Institute

CAI is a nonprofit association created to educate and represent America's homeowner associations, condominium associations, cooperatives, related professionals and service providers.

National Association of Parliamentarians

Founded in 1930, the National Association of Parliamentarians is the largest non-profit association of parliamentarians in the world.

Neighborhoods, USA

NUSA provides opportunities for diverse people and organizations to share their ideas, values and experiences to build stronger communities.

Regenesis.net Condominium & Homeowner Association

Regenesis.net describes itself as the "World's Best Information resource for condominium and homeowner associations."

Oklahoma Association of Parliamentarians

Our local Oklahoma resource for parliamentary procedure.

Sustainable Communities Network

Communities with the greatest and most diverse citizen participation are often resilient and strong. Engaging citizens to address common issues is essential for educated decision-making.