Tina, did you ever finish your book? -Jay

Wow. I wish our PTO Board would do something like this. I'm still waiting on a copy of the by-laws. Maybe I can start working on something for the future.

I am currently working on making a Board Members book. My book is mosty a "How To." My contents so far include:
"Just for volunteers"-All forms the volunteers must fill out, TB test forms and instructions on where to keep these files once returned.
"Beginning of School Pack"-Our school pamphlet and info on the PTO to send to parent's.
Agendas & Meetings- Copies of all of my agendas, and how to run a meeting, robert's rules etc.
"Treasurer"- This has all of the forms the treasurer has to fill out for fundraisers and bank statements.
"Marquee Board"- We send home a flyer to parent's asking for $5 to put their child's name on the marquee in front of the school. Also, where the letters and key are located, as well as who puts this up each week.
"Open House"- All flyers and info on the open house.
"Soda Pop Tabs"- We just started collecting for the Ronald McDonald House. Flyer and who drops them off and when.
"Dances"- Instructions, Letterheads for local businesses, and flyers.
"Amended By-Laws"-2010-11
"Teacher's Breakfast"-Instructions
"Pop corn Firdays"- When this happens, where to buy supplies from, who helps with this."
"Fall Fundraiser"- Info on our fundraiser, and flyers
"Spirit Wear"- Who to buy from, list of buyers and money, flyers
"Volunteers"- List of all volunteers, phone numbers, emails, child(ren)'s name(s), class and which volunteer activities interest them.
"Spring Fundraiser"- Info on our fundraiser, order forms and flyers
"Secretary"- All info, and minutes.
"Meet Your Teacher"- Instructions and flyers
"Jingle Bell Shop"- Instructions and flyer.
"School Beautification"- Instructions and flyers
"Book Fairs"-Instructions and flyers
"News Letter"- Instructions, sample letter
"Pto News"- Sent in email and a flyer. Examples.
"Ongoing Fundraisers-" list of all fundraisers (box tops, recylcing etc.) all flyers and instructions. (Big folder)
"Year Book"- Info and order forms.
We also keep copies of every paper we use, whether for flyers or instructions. I am hand writing everything, and then at the end of the year when it is finished I will type everything. I also am making a cd to put all documents on.

I put together one of these for our board this year. I used this example from the File Exchange program and worked from there.

Our book also included policies on approval of items to be sent home/distribution of information. (As something not previously mentioned.)

I would also include information such as:
1. arming/disarming alarms procedures for school (in case your volunteers are in the school in the evenings or weekends)
2. codes for copiers (we have a PTL code to track our printing)
3. copy of master supply list (we have several items available to all our volunteers and events that are housed in a storage location near the stage - our list just let's the volunteers know which bin the curling ribbon or the art stencils are in)
4. class lists student names, parent names & contact info and student counts (in case they are printing/distributing flyers)
5. flash drive (which contains all of the forms/documents we've used in the past year - so we're not reinventing the wheel - just make updates)

Good luck!
Emily Campbell
St. Peter's Lutheran School
Fort Wayne, IN

We include contact info for all members of the board and committee chairs, along with a contact list of all staff members of the school. Your budget should also be a part of this. If you are ambitious, it is nice to get all of this info out to each family at the school, as it encourages volunteerism when parents know who is in charge of what. We do this along with a description of what our committees do. Good luck!