Creating a Policy Manual

by Bill Zelazny, District Executive

Definition

A policy manual is a cataloged assembly of statements that establishes the course or method of actions or information about the congregation’s general rules of operations which guide and determine decisions in order to preserve consistent performance or response to situations.

Elements of a Manual

A manual often has

An introductory section that describes the process of how policies are established

A description or explanation of any identification or numbering system

Sections/chapters to separate policies according to subject.

Standard sections and types of policy statements in congregation policy manuals include:

Leadership

Code of Ethics, Conflict-of-interest, Conflict resolution and disruptive behavior, Nomination and qualifications for office; Committee chair/member responsibilities

Membership

Joining and welcoming process, Financial obligations, Membership records, Method for determination of membership for annual certification

Safety

Prevention of children and youth abuse, Safe congregation, Disaster management and recovery, member/guest/visitor safety and protection, Response of illness in religious education classes

Personnel

Employment, Compensation Policies, Benefit Policies, Performance reviews, Salary and wage administration, Sick, vacation and other leaves of absence, Volunteer management

Financial

Internal controls, Check signing and deposit authority, Purchasing, Cash disbursements, Cash management , Reserves and investments, Fixed Assets, Long-Term Debt, Fiscal reporting and audit, Governmental reporting, Year-end Closing, Fund raising, Minister discretionary funds, Special collections, Association and District contributions, Fraud prevention

Worship

Worship services, Ushering, Music, Announcements, Greeter and Welcoming, Service cancellation, Handicapped accommodation

Religious Education and Programs

Religious education programming, Youth ministry and activities, Young adult ministry

Facilities

Housekeeper and maintenance program, Security, Use of facilities and church equipment, Rental and fees, Weddings and receptions, Service contracts, Insurance, Parking, Handicapped access

General Administration

Board/parish committee agenda establishment, Meeting minutes, Record retention, Communication and media contact, Telephone and internet usage, Copyright, Newsletter, Computer usage, Website, Database management and access, Insurance coverage, Privacy of information

Social Justice

Social action and community involvement, Political signage, Lobbying

Constructing a Policy Manual

1.  If a manual exists but needs to be updated

Appoint a task force to review the existing manual

Read all policy statements to determine if they are currently in force. Mark policies that have been officially superseded or abandoned as “Superseded,”“Abandoned,” “Inactive”

If unclear that a policy still is considered active, bring it to the board/parish committee to get a vote to retain or discontinue

Establish a standard format and numbering/identification procedure (e.g. Topic category abbreviation, sequential number within category and year of adoption, such as “FIN.01.2008” , that is, policy #1 in Finance adopted 2008)

Write one policy per page

Organize the newly designated active policies into a manual divided by topic and/or section

2.  If a manual does not exist

Appoint a task force to review board minutes for the last five years and determine of a vote on an item was specifically noted to be a policy or seemed to establish a policy for an activity or process.

Collect all tentative/potential policy statements found in the review of the minutes

Establish a standard format and numbering/identification procedure (e.g. Topic category abbreviation, sequential number within category and year of adoption, such as “FIN.01.2008” , that is, policy #1 in Finance adopted 2008)

Write the tentative policy statement in the standard format; one policy per page

Bring the tentative policy statements as a draft document to the board/parish committee for them to vote to either confirm or not confirm the statements as policy

Organize the approved policy statements into a manual divided by topic and/or section

3.  New policies

When the board/parish committee votes on an agenda item to establish a policy direct the clerk/secretary or administrator to write it in the standard format and put it into the manual.

Include a copy of the policy manual in each board/parish committee handbook. Review and update annually, removing any superseded, or abandoned policy statements from the manual.

November 2008