Resident Council Leadership Training

1. Resident Council Leadership Training Galveston Housing Authority

2. Goals and Objectives • Define the meaning of Resident Councils • Define the purpose of Resident Councils • What is Parliamentary Procedures • Create a Mission Statement • Brainstorm Galveston Housing Authority

3. Agenda – Day One • What is a Resident Council • What is the Purpose of a Resident Council • Job Descriptions of Council Officers • Qualities of a Good Leader • Effective Communication • Documentation • Mission Statement Ideas • Q & A Galveston Housing Authority

4. Agenda – Day Two • Glossary and Index • Parliamentary Procedure • Agenda • Rules of Order • Motions • Mission Statement • Q & A Galveston Housing Authority

5. What Is a Resident Council • Democratic organization dedicated to improving the quality of life in your development • Examples: • Ensuring your views are acknowledged and addressed by the Housing Authority • Restore a sense of community that is lacking in today's society • Sharing ideas for improvements to your surroundings • Improve what is already there Galveston Housing Authority

6. What Is the Purpose of RC? • Serve the residents • consider how they feel • separate your personal feelings from the issues • Communicate needs of Residents to HA representative • Plan and Promote activities • Serve the community Galveston Housing Authority

7. Job Descriptions of Officer • General Duties: • Attend all Resident Council (RC) meetings (held Monthly) • attend and/or assist with the Resident functions throughout the year • officers may receive $10.00 per month for attending Resident Council functions from the GHA Operating Subsidy funds provided by HUD if the council agrees to these payments Galveston Housing Authority

8. President • Serve as a leader to Council Officers & Residents • Develop meeting agendas • Conducts monthly meetings • Divide duties among council members • Oversees council activities • Serve as liaison between residents & GHA • Present and follow-up on RC concerns to GHA • Host meetings for GHA’s Board of Commissioners • Reports council’s activities to the Residents & GHA • Maintains the Operating Subsidy expenses documentation and reconciliation Galveston Housing Authority

9. Vice President • Work closely with President • Help oversee council activities • Conduct meetings in case of the President's absence • Oversee special event committees, i.e., National Night Out, Community Fair and Resident Council activities Galveston Housing Authority

10. Secretary • Keep minutes of all RC meetings • Report previous meeting minutes at the start of each RC meeting • Coordinates the advertisement for meetings and special events held at the development, i.e., creating and posting flyers as well as contacting GHA to promote publicity Galveston Housing Authority

11. Treasurer • Record & document expenses made by the RC • Maintain documentation on all expenditures, (except the Operating Subsidy expenses, which are maintained by the President) • Staple receipts to the official record of expenditures & report the financial status monthly • Issues reimbursements for council spending • Oversee fundraising efforts Galveston Housing Authority

12. Sergeant at Arms • Keep order at all meetings & functions of the RC • Sits at the sign-in table the beginning of the meeting & function ensuring everyone signs • Makes sure everyone is aware of various committees, refreshment & other activities • During the meeting, discretely remind anyone to be quiet while someone is talking • Sets up meeting room Galveston Housing Authority

13. Qualities of a Good Leader • Listens more than speaks • Withhold judgment until you have all the facts • Supports the majority even when not agreeing • Respect other RC members, treat as equals • Seek out opportunities to serve • Looks for ways to better the organization • Realize that you DO NOT have all the answers • Others have something to contribute Galveston Housing Authority

14. Effective Communication • What is 2 and 3 way communication • A way of interacting with other to insure that all involved are clearly Understood • ALWAYS LOOK AT THE PERSON YOU ARE TALKING TO • CONFIRM WHAT YOU HEARD • THEY EITHER CONFIRM OR CORRECT YOU • ALWAYS REMBER TO TAKE NOTES Galveston Housing Authority

15. Document, Document, Document All problems that are needing specific attention need to be documented in proper format • State who you are and who you represent • Give up to date contact information Name, address,phone, email, fax, etc • Be accurate when stating problem – (do not add personal feelings) • Give options to fix problems become part of the solution • Always thank them for their time – you are grateful and respect their time • Let them know you are expecting a reply - It’s important to you and your group • Send copies to all interested parties • cc: carbon copy Galveston Housing Authority

16. Ideas for a Mission Statement Galveston Housing Authority

17. Q & A Galveston Housing Authority

18. Agenda – Day Two • Glossary and Index • Parliamentary Procedures • Agenda • Rules of Order • Motions • Mission Statement • Q & A Galveston Housing Authority

19. Vocabulary – Glossary and Index • Adjourn / Adjournment • Agenda • Amend • Committee • Debate • General Consent • In order • Majority • Motion • 2nd • Quorum • Voting Galveston Housing Authority

20. Adjourn / Adjournment To end the Meeting How the meeting ends,either by a vote or by general consent (or if the time of adjournment was prearranged by a vote) Galveston Housing Authority

21. Agenda A list of all business to be considered during a meeting An outline Galveston Housing Authority

22. Amend /Amendment To Change a motion Galveston Housing Authority

23. Committee A Group of members chosen for a certain task - welcoming committee - activity committee Galveston Housing Authority

24. Debate Discussion about a motion Galveston Housing Authority

25. General Consent Adopting a motion without a vote Galveston Housing Authority

26. In Order Relevant to the Business at hand Galveston Housing Authority

27. Majority More than half of the members present and voting Galveston Housing Authority

28. Motion A proposal that the assembly take a stand or take action on Galveston Housing Authority

29. Second a Motion A verbal signal from a member that he or she wishes to consider a motion just made Galveston Housing Authority

30. Quorum Number or percentage of members that must be present to conduct business legally Galveston Housing Authority

31. Voting Means by which motions are accepted or rejected by the assembly Galveston Housing Authority

32. Parliamentary Procedure The set of rules for conducting business at meetings and public gatherings Today’s Robert’s Rules of Order is used as the basic handbook for operating many clubs and other groups Galveston Housing Authority

33. Why Is Parliamentary Procedure Important? • Allows everyone to be heard and helps make decisions without confusion Galveston Housing Authority

34. Rules of Order • By-laws • These are based on the Robert’s Rules of Order Galveston Housing Authority

35. Agenda Call to order Reading of the Minutes Officer’s Reports Special committee reports Special orders Unfinished business New business Announcements – Special Guest Adjournments Galveston Housing Authority

36. Mission Statement Galveston Housing Authority

37. Summary • Resident Council and their purpose • Define ways to apply training • Request feedback of training session Galveston Housing Authority

38. Where to Get More Information • Other training sessions • List books, articles, electronic sources • Consulting services, other sources Galveston Housing Authority