The Creation of a Neighborhood Association Toolkit Copyrighted
September 5, 2023
City of Dubuque Consent Items # 013.
City Council Meeting
ITEM TITLE: The Creation of a Neighborhood Association Toolkit
SUM MARY: City Manager sharing with City Council the Neighborhood Association
Toolkit that serves as a guide to help passionate residents who live in
proximity to one another come together to establish a neighborhood
association.
SUGGESTED Suggested Disposition: Receive and File
DISPOSITION:
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
Supporting Documentation - Toolkit Supporting Documentation
Dubuque
THE CITY QF �
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: The Creation of a Neighborhood Association Toolkit
DATE: August 31, 2023
Director Office of Shared Prosperity and Neighborhood Support Anderson Sainci is
sharing with City Council the Neighborhood Association Toolkit. The toolkit would serve
as a guide to help passionate residents who live in proximity to one another come
together to establish a neighborhood association.
�
Mic ael C. Van Milligen
MCVM:sv
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Anderson Sainci, Director Office of Shared Prosperity and Neighborhood Support
Dubuque
THE CITY OF ��
AII�Amerie�Cil�
DUB E ,i ,, � ►
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2007•2012•2D13
Masterpiece on tl�e Mississippi za1�*Zai9
TO: Michael C. Van Milligen, City Manager
FROM: Anderson Sainci, Director of Office of Shared of Prosperity and
Neighborhood Support
SUBJECT: The Creation of a Neighborhood Association Toolkit
DATE: August 30, 2023
DISCUSSION
During the Dubuque 2022-2024 Goals & Priorities session, a request was made to city
staff and approved by Council to create a toolkit to help residents throughout the city
limits start a neighborhood association. The toolkit would serve as a guide to help
passionate residents who live in proximity to one another come together to establish a
neighborhood association.
A neighborhood association is a group of residents that come together to improve
neighborhood amenities, organize activities, and advocate for the neighbor's best
interest. Neighborhood associations are formed by people who live near each other and
want to take action to make their neighborhood a great place to work, live and play.
Attached, you will find a copy of the toolkit that was created. This toolkit is currently
being introduced to new groups who are interested in forming a neighborhood
association and/or to those seeking to re-activate an existing one.
This effort supports the Mayor and Council goal of Livable Neighborhoods & Housing.
ACTION REQUIRED
No action needs to be taken. This is informational only.
CC: Temwa Phiri, Community Engagement Coordinator
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Neighborhood associations are formed by people who
live near each other and want to come together to
. . . . . . . .
improve neighborhood amenities, organize activities,
and take action to make their neighborhood an even
better place to live. Sound like you?
THEN LET'S GET TO WORK!
WHAT IS A
�
.
A neighborhood association is a group of residents that come together to improve
neighborhood amenities, organize activities, and advocate for the neighborhood's best
interest. Neighborhood associations are formed by people who live near each other and
want to take action to make their neighborhood a great place to live.
WHY FORM A NEIGHBORHOOD ASSOCIATION?
Creating a neighborhood association and getting to know your Wondering if there's already
neighbors through meetings, projects, and events brings about many an association nearby?
benefits:
You make friends.Seeing familiar faces on your walk and chatting Go to www.cityofdubuque.org/
� neighborhoodsupport
with a neighbor over the fence creates happiness and long-lasting to view a map of current/active
friendships. neighborhood associations.
• You have someone who has your back. vour neighbor may be able
to lend you a tool for your yardwork, and you may be able to bring them some vegetables
harvested from your garden.
• You get access to information and resources.You can find out what's happening on your
street and in your city.
• Your neighborhood becomes safer. If a neighbor I<nows you and can get in contact with you,
they can let you I<now if you left your garage door open or that someone was lurking around
your car. Many times, neighbors are the first responders and the first to report incidents.
• You get the neighborhood you want. Many hands make light work when planning a blocl<
party or cleaning up trash in your neighborhood. Neighbors can have a shared interest in an
idea you have to make the neighborhood even better.
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Most neighborhood associations start with one small �oal in mind. Maybe you'd like
to see more art in your neighborhood and are wondering about the possibility of
painting a mural somewhere for everyone to enjoy. Chances are, someone else in your
neighborhood would also love to see a mural �o up and is totally on board! Having a
clear goal and getting others engaged are the first steps of startin� a neighborhood
association. Stril<e up a conversation with the couple across the street, or chat with the
neighbor you see on your evening walk to �et their input and agreement to join in.
With a goal in mind and a small group of people ready
to achieve it, the City of Dubuque's Office of Shared
Prosperity &t Neighborhood Support can help you create
a neighborhood association.
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DEFINE THE ASSOCIATION'S GOAL �x PURPOSE
Having a defined goal for the neighborhood association helps guide what actions the group takes.
With a small group of neighbors who are interested in founding a neighborhood association,you can
brainstorm top priorities.Think about what would make your neighborhood a better place to live and
what you love about your neighborhood that you want to keep up. From this list, summarize the goal of
the neighborhood association into a couple sentences that can be explained to other neighbors.
N OTES:
PURPOSE:
G OA LS:
SETTHEASSOCIATION'S BOUNDARIES
Having a neighborhood boundary helps determine where projects and events should take place and
who is impacted. When setting boundaries,thinl<of public locations that neighbors gather and share
together. Setting boundaries around a parl<or community business helps attract neighbors who use that
area and want to see it thrive. If you start with an idea of where your neighbor association's boundaries
could lie,the City of Dubuque's Office of Shared Prosperity & Neighborhood Support can help you
solidify them. If you set your boundaries small and start with the neighbors you know on your block,you
can always change or expand the boundaries to include new neighbors you meet and are interested in
joining!
N OTES:
NORTH:
SOUTH:
EAST:
W EST:
DESIGNATE ROLES
Leadership roles should be designated between the initial group of neighbors interested in starting
the association.This helps I<eep the group organized by knowing who is doing what.At minimum, a
president should be chosen to lead the group. If there is enough interest, and as the group expands, a
vice president, secretary, and treasurer can be selected. Each role can contribute to the association by
accepting certain tasks that are needed to be completed by the group.
N OT ES:
PRESIDENT:
VICE PRESIDENT:
TREASURER:
SECRETARY:
DETERMINE MEETING DETAILS
In order to achieve your neighborhood associations goals, meetings should be held regularly to plan
projects and events and update members. Determine a time, date, and location that is accommodating
to all. Meetings can occur once a month, or as needed - especially more frequently if the association has
planned an upcoming event.
N OT ES:
DATE:
TIME:
LOCATION:
AG E N DA:
ESTABLISH BYLAWS
Having all the details of your neighborhood association determined, bylaws can be established to
make the group an official neighborhood association. Bylaws detail the goals, boundaries, and rules of
neighborhood association for record keeping. With the information you provide,the City of Dubuque's
Office of Shared Prosperity & Neighborhood Support can help you create official bylaws for your
neighborhood association to operate under.
N OT ES:
PROJ ECTS �x EVENTS
Now that your neighborhood association is officially established, and your group is eligible
for funding from the City of Dubuque's Office of Shared Prosperity & Neighborhood Support,
projects and events are a great way to help achieve your association's goals. Beautifying a
neighborhood park creates a sense of pride in the community. Hosting a block party allows
you to meet other neighbors and feel connected to your neighborhood. Projects and events
are also a great way to recruit members; when you see something great happening in your
neighborhood, you want to be a part of it. The City of Dubuque's Office of Shared Prosperity &
Neighborhood Support has compiled ideas and tips for neighborhood association projects and
events and is here to help.
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SUPPORTGRANTS IDEASFORYOU NEXT
PROJ ECT OR EVENT
What could your neighborhood
Neighborhood beautification day
i nvest i n with $750? �
• Community garden planting, tree planting, or
The Office of Shared Prosperity& Neighborhood flower planting
Support provides grants of up to$75o for • Leaf rake-a-thon for elderly neighbors
neighborhood events, programs,and more!
• Murals or neighborhood art project
Visit www.cityofdubuque.org/neighborhoodsupport
or scan the QR Code below to learn more about this ' Neighborhood cool<-out, picnic, or potluck
grant opportunity. • Block party or festival
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�.r��� "�; � �'� ,.: .� �■ �.5�■ • Holiday celebration
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��"— � ' �_`--.�� �� �� • . .� • Back-to-school party and school supply drive
,,�/ ' � ' � • Tool lending libraries
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� _ �/�' • Little free food pantry
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T : � "F�:� • Little free book library
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Scan to watch a video from the Jachson
Parh eeautification Project,funded by a
Neighborhood Support Grant! ❑�
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EXECUTI NG YOU R PRO,� ECT OR EVENT
• Select the date of the project or event. Then, • Gather materials needed to make your
work backwards thinking what needs to be done project or event a success. Shovels will
ahead of time. be needed for a parl< cleanup, food will
be needed for a block party. Determine
• Square away logistics of where you will what is needed and who will be
complete the project or host the event such as responsible for getting the items needed
reserving the location, obtaining any permits to mal<e your project or event a success.
needed, or paying any associated fees. Consider
what time the project and event will take place • Promote your project or event weel<s
so as many people as possible can attend. in advance so people know how they
can get involved. Create posters, post to
• Recruitvolunteers to help organize the project social media, ask other neighbors if they
or event, and help with efforts on the day of. want to join in.
Makingthis happen is a collective effort!
Need help making sure your � � � -� �
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first pro�ect or event is a ��• • - �"
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success? No problem! Contact � --- t
the Office of Shared Prosperity � � ' � � = ��` � � -�� �
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& Nei�hborhood Support, � �� � ' .,��`��' ��;s �
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staff will be able to wallc ' ` >� "���'� � � � �
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Liz Martin, and Temwa Phiri.
RECRUITING � RETAINING MEMBERS
Doing good has a ripple effect and the word on the street will be all about
how awesome your project or event was. Now is your chance to invite neighbors
who may be interested to the association and help mal<e even more good
happen in the neighborhood.
When you see something great happening in your neighborhood, you
want to be a part of it.
RECRUITMENT IDEAS
• Social media is a great tool to use when recruiting potential members. You can send
a friend request or message to that neighbor who lives down the street but you don't
see often. Maybe there is already a Facebool<group that shares things happening on
your blocl<that you can post to. One great option is Nextdoor, a social media platform
designed specifically for networking with neighbors through entering your address.
Building connections on-line can bring neighbors to your next project, event, or
meeting off-line.
• Invitations that invite neighbors to your next project, event, or meeting can be a great
way to welcome potential new members. A flyer with the details of your next project
or event, a letter explaining what the association does and inviting neighbors to get
involved, or a 'welcome to the neighborhood' care package are all great ways to start
the conversation and mal<e someone feel included.
�,� � ��� � Going door-to-door sounds uncomfortable, but you're sure to end up with a rewarding
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�� - -b- feeling. Knoclun,g on a,ne`ighbors door arat!stmply i�troducing yourself is�a great '- . ._
€ :'` �'� `;: . wayto sparl< a c.onversa��n. You'll le�rn mQre abo,��your�r��ghbor and bu���reaC-`� ` , _
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��� �� �An�te-�t`ion Gettingto;i�now them,-you'll l.ikely:getto"krrQw:�ore about..thetr interes �-� ` , -
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Each neighbor will have a different reason for why they're interested in joining your
neighborhood association.Some will be excited for the events and the opportunity
to socialize with new neighbors.Some will be invested in the condition of the
neighborhood and want to hold meetings regularly to devise a plan for improvement.
No matter what their level of interest is,you can I<eep neighbors involved in a few
different ways:
• Offering social events or opportunities after meetings so everyone can really get to
know their neighbors and feel like they have friends on their block.
• Making sure you share information and resources so neighbors can find out what's
happening on their block and feel welcomed.
• Constantly communicating so neighbors feel like things are being accomplished and
they are a part of the progress.
• Holding projects and events that make a real impact in the neighborhood, bringing
about pride.
Above all remember to listen to your neighbors!Asl<them what they want to see when it
comes to meetings, projects, and events.
WE'RE HERE TO HELP
You're not alone. The City of Dubuque's Office of Shared Prosperity & Neighborhood
Support is here to help whether you're just getting started or need to bring new life back
into your neighborhood association.
LET'S GET I N CONTACT
Office of Shared Prosperity & Neighborhood Support
Engine House#1
1805 Central Ave., Dubuque, IA 52001
www.cityofdubuque.org/neighborhoodsupport
tphiri@cityofdubuque.org
563-564-5644
� NOTES �
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STAY I N TH E KNOW!
Engaged residents are empowered residents.
The City of Dubuque uses many communication methods to keep residents informed.
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� ► �nextdoor
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or stream live on our website at www.cityofdubuque.org/video
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OSP001-061323