Procedure Books

Procedure Books should be given to each chairman and

 should contain:

1. A job description of the officer or chairman, with a detailed report of the responsibilities of the officer or chairman.
2. A plan of work and calendar.
3. All materials received pertaining to the office (reports, evaluations, correspondence, notes, receipts).
4. A copy of the bylaws.
5. A copy of the standing rules.
6. An expense/income report for the previous year’s chairman and a working one for this year.
7. A calendar of events, including meetings.
8. A list of the board members names, addresses, phone numbers and e-mail addresses.
9. A copy of the current budget and financial reports.
10. A list of contacts used the previous year and how to reach them.
11. Agendas and minutes of all meetings .
12. A summary or evaluation each year by the chairman of what worked, what didn’t.

In short, procedure books are valuable tools to help each new chairman begin and carry out his/her job. As well as the chairmen, the president should keep accurate records and materials in a procedure book—it can only help the next president!  And one of the biggest jobs a president has is training the next president.