Board Positions

1. Board President

The role of the Neighborhood Association board president varies depending on the unique needs of each neighborhood. A key responsibility of the president is leading board meetings. This includes setting the agenda, guiding discussions, and ensuring all board members have the opportunity to contribute their perspectives. By maintaining neutrality and objectivity, the president helps create a collaborative environment where decisions are made with the community’s best interests in mind. Ultimately, the president provides leadership and direction for the neighborhood association.

An equally important responsibility is serving as the primary liaison between the board and the community. This involves being accessible to residents, actively listening to their concerns, and advocating on their behalf. Through meaningful engagement, the president can build trust, strengthen relationships, and encourage greater participation in neighborhood initiatives. Being approachable and responsive to feedback is key to fostering a sense of community and ensuring the success of the association.

2. Vice President

The duties of the neighborhood association vice president may vary depending on the neighborhood. Generally, the vice president plays a vital role in supporting the president and ensuring the board operates smoothly. One of the primary responsibilities is stepping in for the president when they are unavailable or unable to fulfill their duties. This includes being prepared to lead meetings, make decisions on behalf of the board, and represent the organization in various capacities.

3. Secretary

The neighborhood association secretary is responsible for maintaining accurate records of meetings, managing official correspondence, and keeping important documents such as bylaws and meeting minutes. It’s crucial to ensure that all key information is properly documented and easily accessible to both board members and residents.

In addition to record-keeping, the secretary typically drafts meeting agendas and takes minutes during board meetings. These minutes provide an official record of decisions, actions, and discussions, helping to keep everyone informed and accountable.

The secretary may also assist in maintaining the association's membership list, coordinating communication platforms, and supporting community events.

3.1. Agendas

Preparing an agenda before a meeting is essential for keeping the discussion focused and the meeting on schedule. The agenda should include sections for "Old Business" and "New Business," with time allocated at the end for public comments.

During "Old Business," review topics from previous meetings, and allow those responsible to provide updates. "New Business" should address new issues or upcoming events. While these sections will cover most of the key points, it's important to allocate time for open comments from attendees.

Though there is no single "correct" way to create an agenda, the example below offers a helpful template¹:

VILLAGE NEIGHBORHOOD ASSOCIATION

1234 Main Street, Springfield, MO

March 12, 2024

6:30-8:00p.m.

1. Introduction

2. Officer Reports

     a. Secretary

     b. Treasurer

     c. Beautification Chair

     d. Safety Chair

     e. Maintenance Chair - Vacant

3. Old Business

     a. March Bake Sale/Car Wash

     b. Sidewalk Graffiti

     c. Crosswalk improvements in front of Holmes Elementary

     d. Neighborhood 'Welcome!' Kits

4. New Business

     a. Zoning Case in the 1100 Block of Carolina Avenue

     b. Meeting with Police Department about Neighborhood Watch

     c. Wine and Cheese Social at the Village Gallery

5. Open Floor

6. Adjournment

1. Planning and Neighborhoods and City of Springfield, Success Through Neighborhood Organization: A Neighborhood Resource Guide § (2024), 20.

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

2. Officer Reports

3. Old Business

4. New Business

5. Open Floor

6. Adjournment

1. Planning and Neighborhoods and City of Springfield, Success Through Neighborhood Organization: A Neighborhood Resource Guide § (2024), 24-25.

4. Treasurer

The role of the neighborhood association treasurer is crucial for maintaining the financial health and sustainability of the community. One of the primary responsibilities is managing the association’s finances, including creating and overseeing the annual budget. This involves collaborating with other board members to assess the association’s financial needs and priorities. The treasurer must also keep accurate records of all income and expenses, prepare financial reports for board meetings, and ensure transparency regarding how dues and donations are used.

In addition to managing finances, the treasurer is responsible for collecting dues and donations, enforcing payment deadlines, and maintaining accurate membership records. They may also coordinate fundraising efforts and explore additional revenue sources to support community initiatives. Strong organizational and attention-to-detail skills are essential to effectively track financial transactions, ensure compliance with laws, and protect the association’s financial assets.

The treasurer also plays a key role in promoting financial literacy within the association. By educating board members and residents about financial planning, budgeting, and transparency, the treasurer helps build a culture of financial responsibility. This contributes to the association’s financial stability and fosters trust among residents.

Overall, the treasurer’s duties are vital to the success and sustainability of the neighborhood association. It is a rewarding but demanding role that requires dedication and commitment.

4.1. Example Budget

The annual budget should serve as a guide for the neighborhood finances throughout the year.

Below is an example budget¹:

4.2. Example Tracking

5. Neighborhood Advisory Council Representative

The Neighborhood Advisory Council was established in 2013 to facilitate communications between Springfield’s City Council, City staff, and registered neighborhood organizations. The NAC focuses on issues common to all neighborhoods in the city and meets regularly to collaborate, problem solve, provide feedback and build community.

Each registered neighborhood association has a representative and an alternate that makes up the membership of NAC.

The NAC representative is responsible with providing the council with an update on the neighborhood, and reporting back information and resources shared to the neighborhood.