Board Positions
3. Secretary
3.2. Record Keeping
Tracking documents is an essential responsibility of the neighborhood association secretary. The secretary should maintain records of all activities, both administrative and social. Consider organizing these records in a large 3-ring binder or creating a shared Google Drive that board members can access.
Ensure that all documents are kept and sorted into clearly labeled sections. These may include meeting agendas, minutes, communications, newsletters, flyers, city reports, and other important materials. Additionally, include essential documents such as the mission statement, bylaws, and work plan for quick reference.
This simple approach to record-keeping offers a cost-effective and efficient way to preserve the organization's history. It will be invaluable when reviewing past events and meetings or applying for grants.
Example Meeting Minutes:1
VILLAGE NEIGHBORHOOD ORGANIZATION
1234 Main Street, Springfield, MO
March 12, 2024
6:30-8:00 p.m.
1. Introduction
Meeting was called to order at 6:32 p.m. Neighbors in attendance: John, Jane, Bob, Mary, Trevor, Kim, Paul.
2. Officer Reports
a. Secretary - Jane motioned to approve the February meeting minutes. John seconded. All voted in favor. Motion carried and meeting minutes were approved.
b. Treasurer – John shared that the current balance of the organization’s account is $256.94. $40 in annual dues is anticipated to hit the account before the next monthly meeting.
c. Beautification Chair – Paul shared that the monthly walk club has begun to pick up trash alongside its route.
d. Safety Chair – Jane met with the neighborhood’s PAR officer this month to review the current service requests.
e. Maintenance Chair - Vacant
3. Old Business
a. March Bake Sale/Car Wash – A total of $127 was earned at the event, which the neighborhood intends to put toward spring flower plantings in the park.
b. Sidewalk Graffiti – No update.
c. Crosswalk improvements in front of Holmes Elementary - Holmes Principal shared that they’ve been having success with the new improvements and have seen an increase in children walking to school.
d. Neighborhood ‘Welcome!’ Kits – A total of 10 new neighbors have moved in this spring and received a welcome kit. Kim has been gathering donations from local shops and restaurants to include in this summer’s kits.
4. New Business
a. Zoning Case in the 1100 Block of Carolina Avenue – Case to go to City Council on March 16th .
b. Meeting with Police Department about Neighborhood Watch – There was general interest in the safety chair inquiring about starting a Neighborhood Watch.
c. Wine and Cheese Social at the Village Gallery – Coming up on May 11 at 3pm.
5. Open Floor
Trevor shared that he has a neighbor in need of some lawn care services but is not in a position that they can afford to pay someone. The neighbor has offered cookies in exchange for some help. Bob offered his help and is going to coordinate with Trevor.
Jane shared that her new neighbor has a truck and trailer that they have expressed interest in using to help with curbside pickup for the annual neighborhood clean-up this fall.
6. Adjournment
Meeting was adjourned at 7:51 p.m.
The next meeting will be on April 9, 2024, at 6:30p.m. See you there!
1. Planning and Neighborhoods and City of Springfield, Success Through Neighborhood Organization: A Neighborhood Resource Guide § (2024), 24-25.