Specific Arenas for Policies
The process begins after the church concludes that there is a need. Most obtain the idea of a need for policy from a financial point of view. This is largely due to the litigious culture we live in. Jury awards are unpredictable, but largely so when negligence is shown. Tens of thousands, even millions are rewarded without prejudice in the court rooms of America
Others feel that the best policy is to pray that nothing will ever occur. While both of these thoughts have merit, there is a deeper motivation for developing Policy. When making the decision for developing a Policy Manual, would need to consider the main agenda of the church of the church. The agenda for the church is the same as Christ’s was; it is, always has been and always will be PEOPLE!. The church belongs to Christ and its members are required to be good stewards! Therefore Developing a Policy Manual is a matter of Stewardship.
Another compelling reason for developing policy is care. With people as our agenda, developing policy will be for the purpose of providing the safest environment possible for those who attend our meetings; this is especially so with children and youth.
There are many areas that may cause a liability. The large, but not too large considering the high activity levels of today’s congregations. Remember, the focus of the church is people. The more we advance in meeting the needs of people, the higher the risks are. We should work diligently to prevent any occurrence to take place, that could have been prevented by developing a Policy Manual.
A list is provided on the following pages. Your assignment is to look at many specific policy areas, and decide on which of these areas your church is engaged in, or plans to become engaged in within the next 12 months. If there are areas not listed, please include them in the provided space.
Secondly, with the completion of this process, you should look at sample policies of other churches. Samples from other churches should not be blindly adopted. If you have secured the services of a consultant, he/she will provide sample policies for you, and help you to determine the feasibility of adapting it to your specific situation. A consultant can carefully guide the church each case, to consider all aspects that need to be considered, and subsequently draft policies consistent with your church’s beliefs, programs and vision.
1. Major Categories of a Policy Manual
A Policy Manual might not seem overwhelming to some. It could range from an few dozen policies (small churches), or might include scores of them (medium size churches), or even hundreds (large churches), of specific policies covering a very wide range of subjects. It might include, for example, policies about committee memberships, flowers for the sanctuary, cemetery maintenance, holidays for staff and liability insurance coverage. . . . and many more.
The basic divisions are in this model are as follows:
A. Organizational Policy and Procedure
Officers and Committees
a. Qualification for service
b. Their election process
c. Their duties ________________________
d. Term of service
e. Procedures
f. Dismissal
In most churches, matters concerning officers and committees are addressed in church Bylaws. It usually is best however, to have them set forth in a separate Policy Manual where they are more accessible and can more readily be adapted to changing needs. This also will serve as a help to the nominating committee when they ask for helpers, as they can provide requirements and a description of the job.
B. General Church Policies
This section is a bit of a “catch-all” collection. but typically assembles the wide range of church policies in such areas a cemeteries, property matters, vehicles, insurance, etc.
Property management: maintenance, safety and the use of (buildings, tables, chairs etc.).
Vehicles, maintenance: and the use of (criteria for drivers, a check list, accident reports etc.)
Insurance: Liability, fire etc.
Weddings:
Counseling:
Cemeteries: Policy and procedures
Termination
Benefits: Vacation, insurance, retirement etc.
Duties:
D. Allocations of Funds
Policies regarding the
Handling of funds: designated gifts, budgets and similar financial matters.
E. Special Category of Preschool/Child/Youth Protection and
Ministry Policies
An area of increased public awareness, and serious potential problems, is the area of protection and care for children and youth. Policies in this area actually overlap the areas noted above such as personnel, volunteers and general church policies. These policies may be included in one or more of the three major categories listed above, or may constitute a separate portion or division. Because they may need more general distribution and persistent reference, they probably should be available as a separate set even if incorporated in the larger manual.
F. Special Category: Pastoral Leadership Policies
Because of the unique relationship of the pastor and the church, their probably ought to be a separate section which deals with this crucial area of a church’s life.
2. An Intimidating Process “so you might want to consider a consultant.”
While the seriousness of the task should not be minimized, remember the saying about how you eat an elephant – “one bite at a time.” With proper guidance, the church can begin and develop those policies that are most urgent to them presently, and establish a process over time to gradually expand their Policy Manual.
