Procedure Books should be given to each chairman and
- A job description of the officer or chairman, with a detailed report of the responsibilities of the officer or chairman.
- A plan of work and calendar.
- All materials received pertaining to the office (reports, evaluations, correspondence, notes, receipts).
- A copy of the bylaws.
- A copy of the standing rules.
- An expense/income report for the previous year’s chairman and a working one for this year.
- A calendar of events, including meetings.
- A list of the board members names, addresses, phone numbers and e-mail addresses.
- A copy of the current budget and financial reports.
- A list of contacts used the previous year and how to reach them.
- Agendas and minutes of all meetings .
- 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.