Guidelines for Officer, Director & Committee Procedures

NOTE: Insert your state/chapter specifics in each category. If necessary, add additional categories. These are merely a starting point for you to develop your own procedures manual.General Guidelines:
The following are general guidelines for every officer, director and committee:

1. File Transfer.
2. Bylaws, Standing Rules, and Strategic Plan.
3. Expenses.
4. Correspondence and E-mail.
5. Stationery.
6. Meeting Attendance.
7. Reports

a. Written.
b. Oral.

8. Official Visitation Program (state association).
9. Deadlines that apply to all officers, directors, and committees.

Officers and Directors:
List each officer and director position. For each position, list the following information:

1. Objectives.
2. Guidelines.
3. Deadlines.

Committees/Task Forces:
List each committee and/or task force. For each position, list the following information:

1. Objectives.
2. Guidelines.
3. Deadlines.

Forms:
Include any required forms, i.e., proposed budget to board of directors for committee project; check/expense reimbursement forms; rules of meetings and general instructions on voting; motion forms; report forms; sample of suggested stationery format; IRS forms; scholarship application and rules; award of excellence application and rules; sample ballots; and any other forms pertinent to your association.

Suggestions:
When preparing guidelines, keep the following in mind:

1. A task force is created until the project is completed.

2. These are merely guidelines. If something is specifically needed, state that; otherwise use words like "suggested contents" or "including but not limited to."

3. Be sure to review dates and keep them current.

4. Be sure to include a revision date on each page. That way leaders know they are using the most current material.