Binders for the Future Part 2

It occurred to me last night at the Board meeting that there is a lot of information about certain things in our Chapter that resides with only 1 or 2 people. The web site for example. It took us several months to gain control of it back from a member who had simply become too busy to deal with it. Had more than 1 person been in a position to do it, we could have simply asked the Web Master to step aside & allow a new Web Master. As I become Web Master, I'm taking steps to prevent such an occurence in the future.

Specifically last night we discussed taxes and the Perpetuation Fund. Our current Treasurer had a time getting in contact with our past Treasurer to try to get the taxes squared away. Had the past Treasurer written up some instructions, a meeting and much angst would have been prevented. Our Perpetuation Fund is a series of Certificates of Deposit that are controlled by a group of trustees. No one is certain who these trustees are, but the Secretary has them listed somewhere. I suggested a binder that is handed down from President to President where this stuff resides. One member suggested space on the web where only officers can get to it. I'm not sure we're that high tech yet. A 3-ring binder should work nicely. If our current President doesn't start one, I will in June.

What format should this binder take? 1 thought would be to have tabs for each committee. This could contain basic information about the committee & perhaps some of the information from the Institute's web site for committee chairs. You can then include each month's committee report. Other tabs could be:

Essential Chapter Info - taxes, finances, bank accounts, trustees

Tabs for individual projects - mine would include National Convention 2007, 50th Anniversary in 2009, Region Conference 2009, etc.

Tabs for each meeting

Help for future Presidents - tips, hints, tricks (like last night the past President told me he called each board member before the meeting to make sure they could make it & make it on time. He said his meetings typically started on time. We always seem to start late.)