Procedure Book
Because of regular changes in leadership and volunteer
personnel, each officer and chairman must have a procedure
book to ensure continuity and progress. The procedure
book, together with all material belonging to the
office or chairman, should be delivered promptly to
one’s successor.
A procedure book should contain all materials needed to
accomplish the work of the office or chairmanship, plus
any additional information that a new volunteer would
find helpful.
It is recommended that the procedure book contents be
placed in a loose-leaf binder, large enough to hold 8-
1/2" x 11" paper.
The president may need additional binders to hold the
National PTA resource materials, California State PTA
Toolkit, and additional support material.
A procedure book should include:
1. Title page with
- Name of office or chairmanship;
- Name of association, council (if in council) and district
PTA;
- Previous officer/chairman and dates served; and
- This statement: “This procedure book belongs to
the PTA unit and not the individual.”
2. Job description including the summary included in the
California State PTA Toolkit for the specific position (if
applicable) (Recommended Officers 2.3.10;
Committee Development and Guidelines 2.5 and
Officer and Chairman Job Descriptions in the
California State PTA Toolkit).
3. Current bylaws and standing rules.
4. Agendas and minutes.
5. Finance section that includes budget, financial
reports, and audit report.
6. Calendar of events and/or responsibilities for each
month.
7. Reports from current and previous officers/chairmen.
8. Information from conferences, workshops, and correspondence.
9. Newsletters and other unit communications.
10. Executive board roster.
Toolkit: PTA Management (click)