I've been asking for the PTO Today start up kit almost since day one. Initially we had no funds and now that we have funds the other board members don't seemt hat interested in making sure we are running correctly. I think they are happy we are running at all and want to run with that!
I have used critters binder also! It works. I also used the procedure binders for each committee chairperson. They are responsible to keep all records for the time they spend in office. The treasurer's Tool kit from PTO Today is also a life saver!!!
Thank you both so much! This is exactly the type of info I am looking for. It is hard to set up a tracking system when I'm not quite sure what I need to be tracking yet.
I'm a 3-ring binder believer, not huge, just 1 1/2". Here's the stuff I kept in my binder last year (pres). I put the stuff with the * in plastic page protectors.
School calendar*
List of officers with names/email/phone*
List of committee chairs with names/email/phone*
Annual budget*
Most recent treasurer's report*
Bylaws
Most recent general meeting minutes
Most recent exec board minutes
All past minutes in the back of the minutes
List of open issues to continue to work on, check off as resolved
And then I inserted a section for the most current project we were working on, though I tried not to accumulate too much detail-leave that to the committee chair.
Each year, we create a new pocket folder for each committee, though most have binders that move year to year. The pocket folder is filled with stuff relevant to each committee chair such as the budget, their volunteers, tips on getting reimbursed, tips on working with commitee members, etc. The folder is one place for the chairperson to keep her files that she accumulates, in case she doesn't set up or inherit a binder. In a perfect world, we get the folders/binders back at the end of each year to pass along to the new chairperson.
Welcome Aboard, Jennia!!! I have found what works is a 3 ring binder.(1 1/2in.) Inside I have file dividers. One set of dividers has all the months of the year. I keep all the meeting minutes in the month the meeting took place. (This will be a HUGE help for next year, b/c you will be able to look back and see what issues were discussed and how things were planned). The other file dividers are for "special" fundraisers or events. For example, we put on a breakfast for new parents on the first day of school. So in the divider I have all my lists, what I bought, who volunteered, etc. How am I doing? Is this helpful so far? I would be glad to send you anything that I might have that would be helpful.
Oh, last thing! Take a deep breath before each meeting!
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PTO PRESIDENT
Jill
We are a new PTO and as such we are learning as we go. We started without any records or guidelines.
I set up a notebook but so far it isn't serving me well. I'm curious what types of records do you (as a Board member) keep with you for each meeting?
Do you carry a file folder or can you fit everything in a notebook? As you plan an event (for the first time) is there something that you do to keep track of every step of the procedure?
Please, please take pity on me and help me get organized. The first day of school was today and I ahve so much to learn!!!
