'How to' Guide to Neighborhood Associations - Part III
Maintaining Your Neighborhood Association
Committee Work
Organizations accomplish their objectives through the dedicated work of committees. The tasks and the types of committees depend on the overall purpose and structure of your neighborhood association. The types of committees can generally be divided into two major categories:
Internal Affairs
- Fund-raising/finance
- Meeting Arrangements
- Communications/Publicity
- Bylaws
- Social Events
Neighborhood Affairs
- Housing Conditions
- Police-Neighborhood Relations
- Economic Development
- Neighborhood Maintenance
- Community Services and Resources
- Traffic Safety
Tip: To maintain active, productive, motivated members on the committees
- Encourage members to participate in the association and the committee planning process.
- Define and discuss the goals and objectives of the committee.
- Provide reasons for the actions to be considered by the committee and the neighborhood association.
- Give recognition to members and committees who have contributed to the advancement of the neighborhood association.
- Make meeting time and committee work as productive as possible. No one wants to feel they are wasting time.
- Help members develop communication skills.
You'll be planning a lot of great programs in your neighborhood - don't keep them a secret. Spread the words. This will help others in the neighborhood join in the effort and take part in making a difference Here are a few ways to get the word out:
- Neighborhood association newsletter
- Weekly area newspapers
- Schools, churches and club newsletters·
- Door-to-door handouts
- Neighborhood Survey:
- Phone
- Door-to-door
- Person-to-person by phone:
- To friends
- To neighbors
- Bulletins, notices, pamphlets, posters, fliers placed with permission in:
- Laundromats
- Libraries
- Supermarkets
- Local restaurants
- Stores
- Waiting rooms in dentist/doctor's offices
- Booths at local events
- Speakers at:
- Business groups
- Service clubs
- Youth groups
- Schools/churches
- Cooperative efforts with adjoining neighborhoods
- Lawn signs
- Letters
- Telephone tree
When such problems occur, encourage open, respectful discussion. Let the members try to identify the obstacles in their own way.
Understanding and Managing Conflict:
One of the primary benefits of forming a neighborhood association is the improvement in communications between neighbors. However, there will be times, in spite of our best efforts, when communication will break down, and a conflict will develop.
A simple unresolved conflict can escalate and cause serious damage to relationships and to a neighborhood association, so it is very important that neighbors do their best to handle these situations constructively.
Remember that conflict in and of itself is not bad and can lead to the discovery of valuable new insights.
One of the biggest obstacles to managing conflict well is that most of us find conflict to be very uncomfortable. As a result, we either try to avoid dealing with it, or we approach the conflict as if we were going to battle, determined to "win."
There is, however, another approach to this common dilemma, one that accepts conflict as a normal aspect of any relationship or organization. Seen in this light, one can approach conflict resolution as an opportunity for growth, change and new understandings.
Consider using the following tips the next time you are faced with the challenge of effectively resolving conflict.
- Talk directly.
Direct conversation is much more effective than sending a letter, banging on the wall, throwing a rock or complaining to everyone else. - Choose a good time.
Try to talk in a quiet place where you can both be comfortable and undisturbed for as long as the discussion takes. Don't approach the other person as he or she is leaving for work or after you've had a terrible day. - Plan ahead.
Plan out what you want to say ahead of time. State clearly what the problem is and how it affects you. - Don't blame or name call.
Antagonizing the other person only makes it harder for her or him to hear you. - Give information.
Don't judge or interpret the other person's behavior. Instead, give information about your own situation and feelings and how the person's behavior affects you. - Listen.
Give the other person a chance to tell his or her side of the conflict completely. Relax and listen; try to learn how the other person feels. - Show that you are listening.
Although you may not agree with what is being said, tell the other person that you hear her or him and are glad that you are discussing the problem together. - Talk it all through.
Get all the issues and feeling out into the open. Don't leave out the part that seems too difficult to discuss. - Work on a joint solution.
Two or more people cooperating are much more effective than one person telling another to change. Be specific. "I will turn my music off at midnight: is better than "I won't play loud music any more." - Follow through.
Agree to check with each other at specific times to make sure that the agreement is still working.
In some circumstances, you may also wish to seek the assistance of a trained mediator. A mediator is a neutral third party who will listen to the issues and assist the neighbors in conflict to create their own mutually acceptable solution to the problem.
Obtain a Tax Identification Number
A tax identification number is a federal tax number that is filed with the Internal Revenue Service. The number enables the bank to report the earnings of the association's account to the IRS for tax filing purposes. You can get an ID number from the IRS.
If you don't have a tax ID number or feel that it is not necessary, you can open an account with a member's personal Social Security number. Often the secretary will use his/her number. The person whose number is being used is liable for paying taxes on the interest income reported by the bank to the IRS. This means that the money in the account is considered the personal money of the ID holder and taxes must be paid as if it is additional income. Also, if there is ever a lien against the person's assets, those monies are considered personal property and can be assessed.
Obtain Information on Fees and Charges
Over the course of time, every neighborhood association accumulates money for one reason or another. The association needs a management system in place for dealing with these funds. What kind of bank account should be opened and how do you go about opening an account for your organization? Either a person or a corporation can open a bank account. If your association is incorporated and you also have nonprofit status, you may be eligible to receive free banking privileges at some banks.
Tip: Run your neighborhood association like a business; open a bank account.
Research the fees and charges assessed at different banks and credit unions. Some have better programs than others. Banks may waive service charges to organizations that provide necessary public service. The decision to waive the charge is at the discretion of the individual bank. If you are not a nonprofit organization and are eligible for a nonprofit account, there may be no charge for the service the bank is offering. You, however, must take the type of account offered by the bank.
If you are a nonprofit corporation, you must bring a copy of the Articles of Incorporation stamped, "Filed" by the Division of Corporations. If you are not a corporation, bring a copy of your bylaws or minutes of your first meeting. You must also state the names and titles of people who are authorized to conduct business for the organization. Personal identification, such as a driver's license, credit cards or a passport, is required to open any type of account.
The secretary of your neighborhood association along with anyone else who will be signing on the account must sign signature cards. You will then also need a director's signature (an officer of the corporation or a designated director).
Tip: You may wish to limit the number of signatures that may appear on the checks for the purpose of accountability.
The bank will provide a card with wording for a resolution authorizing the bank account. The resolution must be adopted by the board of the nonprofit organization or the members of an unincorporated association. If you pay for an account, you can choose any account you would like, depending on your needs.
The different types of accounts available for your association to choose from:
- Checking:
Any checking accounts open to individual customers are open to neighborhood associations. The least expensive usually have minimum deposit requirements. Your association should obtain pre-numbered checks. The use of non-numbered checks is not an acceptable practice for neighborhood associations. - Savings:
If you make limited withdrawals, you might be better off with a savings account rather than a checking account. The best arrangement is often a saving account with checking privileges. These, however, usually require a minimum balance.
Tip: There are two things to consider when determining the type of bank account for neighborhood association:
- How often you will withdraw money.
- The amount of money you have.
Consider whether your association will have enough money to keep a minimum balance in your account or will have to pay service fees, if any.
Other Neighborhood Association Topics
- Part I - 'How to' Guide to Neighborhood Associations
- Part II - How to Organize a Neighborhood Association
- Part IV - How Neighborhood Services Can Help
- What is the Difference Between a Neighborhood Association and a Homeowner's Association?
- Register Your Neighborhood Association Online