Policy and Administration Manual   0054-01  ZZall 

                                                    - - - Rejoice in the Lord always ... again I say Rejoice !!! - - -

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                              TO:  Interested Ministries                                                                                                              FROM: Jim Bramer, Retired Auditor-CPA
                                                                                                                                                                                            FILE:  0054-01/all

                              RE:  Policy or Administration Manual                                                                                        Originated:  March 1985            

    We recommend that each Ministry have a corporate policy or administrative manual. This could be a three-ring binder kept in the corporate office by the Chief Executive Officer (CEO) and include such material as:

                                                                            ORGANIZATIONAL MATERIAL

    By-laws; organizational structure; religious affiliation, if applicable; committee (standing or special); constitution; current board members and officers; CEO's scope of responsibility, clarity of who handles what - CEO or board,

                                                                             MINUTES

    Copies of board and committee minutes for at least the most current 12 months or year.

                                                                             DECLARATIONS OR STATEMENTS

    Statement of purpose; statement of fund-raising philosophy Doctrinal statement or statement of faith, etc.

                                                                             PLANS AND/OR CALENDAR

    Board, committee and staff goal sheets; annual calendar showing usual annual events, etc; immediate plans.

                                                                             POLICIES

    Financial policies covering at least such items as: fundraising, latest budget, methods of expense controls.  Personnel policies to include such items as: position or ministry descriptions, organizational chart; hiring/firing staff reviews, etc. Any policies peculiar to your organizational structure. Please Click Here and Here for more information about financial policies at a Church.

    I like the following definition of a policy:

                "A statement for a standing plan of action which guides the making of decisions within normal limits toward reaching objectives."

   Organizations, as individuals, need clear purposes or objectives. Reaching purposes and/or objectives are the end result of our effort; polices are means of doing this. All such policies,  regardless of your size, should be in writing and placed in a reference manual.

                                                                           OLDER ORGANIZATIONS

    If your organization has been in existence for some time, you already have developed some policies. These may be in someone's head and not written down, but your organization has some policies. Policies should be specifically authorized by the board; moreover, I recommend a method of cross reference in the policy manual to the specific dated board action.

                                                                           R E C O M M E N D A T I O N

    If you do not have your policies in one place and in writing, I suggest the following steps:

  • - Understand the definition of a policy so you can recognize it.
  • - Go through board and committees minutes for past 5 to 10 years.
  • - Interview staff and Board Members for policies not written down.
  • - Write down anything that meets above definition (e.g.; how to handle repetitive or routine issues) or anything which appears to need clarification.
  • - Place in policy manual by categories.
  • - Cross reference to board action (you may find some conflicting statements which need correction).
  • - Obtain board action for your updated manual contents.

                                                                         POLICIES ARE IMPORTANT FOR THE FOLLOWING REASONS:

1.   Encourages us to plan in advance; reduces "fire-fighting" or crisis management.
2.   Provides continuity, focus and consistency; all with Board approval.
3.   Greatly enhances the communication process.
4.   Outlines norms, or standards, for the staff and the board - allowing objective evaluation.
5.   Assists staff in knowing what is normal and what is not that requires board attention -- thereby enhancing efficient management toward goals and objectives.

   The bulk of this Publication originated in March 1985 and was  .   UPTD: May 03, 2008  

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       (1) An Online Document, or WRIT (Writing), may be applicable to all Ministries, or it may be designed for just groups like: Evangelical Church, School, Missionary Agency or Organization, Christian Camp / Conference, or other named group.
        (2) WRIT formats include the perspective of    Jim@bcidot.org   via IOMs (Inter-Office Memos) to the Ministry Finance Team (MFTeam); THRDs, a hypothetical Online conversation with members of the MFTeam; GLEANINGS, or Scripture within context of the MFTeam; FWIW; A periodic editorial (For What it is Worth); TRUISM, or believed Ministry Finance principles; and via FAQ, response to Frequently Asked Questions