POLICIES AND PROCEDURES Part I: Who Needs Policies When Everybody Knows What to Do?

1. POLICIES AND PROCEDURESPart I: Who Needs Policies When Everybody Knows What to Do? Caroline Peters Belsom, Esq. February 25, 2012 Hawaii Conference United Church of Christ Church Leaders Event

2. Hypothetical #1: • The new Youth Pastor at your church wants to take the high school students to the local mall to sing Christmas Carols. • What church policies will impact the Youth Pastor’s plans and govern how he should proceed? • Where should he look for direction? To whom should he speak?

3. Hypothetical #2: • A local community group wishes to use the grounds of your church for an outdoor concert to save the whales. • What church policies will be used in deciding whether to allow the use? • Who should be contacted first?

4. DEFINITIONS • A policy is a statement that sets forth expected standards for behavior. • EX. An internet use policy limits use of the church e-mail and website to appropriate church business. • A procedure sets forth the way to implement a policy; it should align with current external factors. • Ex. The Board/Council shall monitor the church website weekly and e-mail use at least quarterly to ensure compliance with this policy.

5. Benefits of Written Policies & Procedures • Address operational areas that the church considers important. • Provide guidance to those who are directly affected by the policy. • Relieve the church of the burden of having one of more persons carrying the knowledge around in their head and having to be accessible. • Help employees, volunteers, members and visitors understand the day-to-day operations of the church.

6. Benefits of Written Policies & Procedures • Provide for greater consistency in the handling of situations of a similar nature. • Give a reference point to complete or address any unfamiliar tasks or situations. • From their creation to their implementation, written policies and procedures reduce the organization’s exposure to liability. • Provide a means for assessing accountability for a given position or department.

7. EXAMPLES OF CHURCH POLICIES • Safe Church Policy • Conflict of Interest Policy • Sexual Harassment Policy • Non-Discriminatory Policy • Drug-Free, Alcohol-Free Premises Policy • Church Assets Policy • Finances (bank accounts, petty cash) • Real Property

8. Hypothetical #1 • POLICY: All minors may participate in a church activity only with parental permission. • PROCEDURE: • Blank parent permission forms are available in the Church office. • Adult supervisors in charge of youth activities shall send home blank forms for completion and signature. • Properly completed forms must be on file in the church office prior to the start of the activity.

9. Hypothetical #2 • POLICY: The church grounds may be used for non-church activities properly authorized. • PROCEDURE: • The Board of Trustees shall authorize non-church activities on the grounds at least 72 hours prior to the start of the activity. • Requests must be in writing, addressed to the Board of Trustees, contain the identity of the user and a detailed description of the use, purpose of the activity, date(s), and time. • Requests must be received by the Board at least one week prior to the activity.

10. Hypothetical #2 (cont’d) • To provide a timely response, the Board may take action on the request by email or telephone vote. • The requesting party shall execute a use agreement at the time of authorization and be responsible for obtaining all required permits and licenses to hold the event. • The requesting party must show evidence of sufficient insurance coverage for the activity and submit a certificate of insurance naming the Church as an additional insured for the duration of the activity.

11. Policy Outline* • Identify general areas or items of responsibility • Ex. Personnel, Office Administration, Maintenance, Pastoral Activity, Ministries, Asset Management • For each general area, write a brief description of church policy/expectations. • Identify subareas within the general area that could use policies/procedures. • Ex. Within Personnel, consider: employees, pastors, deacon, trustees, Church officers, volunteers, members, guests, vendors

12. Policy Outline (cont’d) • If necessary, identify and list sub-subareas for which procedures may be written. • For example, under “Personnel” there is the subgroup “Members” that can be further subdivided into “active and inactive” members, “youth and adult” members, etc. • Write a brief statement for each subarea and sub-subarea that describes the policy. • You are now ready to write the procedures, the steps to follow to support the policy.

13. Procedure Outline • For each general area, sub-area and sub-sub-area, list simple steps (the procedures) to be followed, keeping the respective policy in mind. • Ex. Volunteers are a sub-sub-area under Personnel (sub-area) and Church Assets (general area). Among the things volunteers handle is staffing the Church food booth during fundraisers. List the steps for having volunteers perform this function.

14. Policy And Procedures General Format* • Name of the church • Policy Title • Date adopted by congregation • Effective Date • Policy Number – easily identified • Applicability – to whom does it apply • Policy Statement – brief and concise • Reference Person – by position • Implementation Procedures

15. SEE HANDOUTSFOR EXAMPLES

16. END OF PART I Join us this afternoon for Part II “Why Have Policies If No One Will Enforce Them?”