Transcript Document

Resident Council
Leadership Training
Galveston Housing Authority
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Goals and Objectives
Define the meaning of Resident Councils
 Define the purpose of Resident Councils
 What is Parliamentary Procedures
 Create a Mission Statement
 Brainstorm
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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
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Agenda – Day Two
Glossary and Index
 Parliamentary Procedure
 Agenda
 Rules of Order
 Motions
 Mission Statement
Q&A
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What Is a Resident Council
Democratic organization dedicated to
improving the quality of life in your
development
 Examples:
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– 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
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What Is the Purpose of RC?
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Serve the residents
– consider how they feel
– separate your personal feelings from the issues
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Communicate needs of Residents to HA
representative
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Plan and Promote activities
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Serve the community
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Job Descriptions of Officer
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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
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President
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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
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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
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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
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Treasurer
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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
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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
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Qualities of a Good Leader
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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
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Effective Communication
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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
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Document, Document, Document
All problems that are needing specific attention
need to be documented in proper format
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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
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Ideas for a Mission Statement
Galveston Housing Authority
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Q&A
Galveston Housing Authority
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Agenda – Day Two
Glossary and Index
 Parliamentary Procedures
 Agenda
 Rules of Order
 Motions
 Mission Statement
Q&A
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Vocabulary – Glossary and Index
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Adjourn / Adjournment
Agenda
Amend
Committee
Debate
General Consent
In order
Majority
Motion
2nd
Quorum
Voting
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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)
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Agenda
A list of all business to be considered
during a meeting
An outline
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Amend /Amendment
To Change a motion
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Committee
A Group of members chosen for a
certain task
- welcoming committee
- activity committee
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Debate
Discussion about a motion
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General Consent
Adopting a motion without a vote
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In Order
Relevant to the Business at hand
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Majority
More than half of the members present
and voting
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Motion
A proposal that the assembly take a
stand or take action on
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Second a Motion
A verbal signal from a member that he or
she wishes to consider a motion just made
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Quorum
Number or percentage of members that
must be present to conduct business
legally
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Voting
Means by which motions are accepted or
rejected by the assembly
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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
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Why Is Parliamentary
Procedure Important?
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Allows everyone to be heard and helps
make decisions without confusion
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Rules of Order
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By-laws
– These are based on the Robert’s Rules of
Order
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Agenda
Call to order
Reading of the Minutes
Officer’s Reports
Special committee reports
Special orders
Unfinished business
New business
Announcements – Special Guest
Adjournments
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Mission Statement
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Summary
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Resident Council and their purpose
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Define ways to apply training
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Request feedback of training session
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Where to Get More Information
Other training sessions
 List books, articles, electronic sources
 Consulting services, other sources
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