A Guide to Creating a Board Policies

July 24, 1999

A binder marked board policies with a UUA chalice

To help your congregation be nimble and effective, consider putting only the essentials in your congregation’s bylaws, and put the rest into board policies. No matter the size of your congregation, policies can help to build institutional memory and structure, but can have the flexibility to be changed when needed.

Although board policies are superseded by the congregation’s bylaws, policies are still governing documents that should be used by all leaders, staff and members of the congregation to be in alignment with the mission and vision of the congregation.

Policies define the scope and range of authority so as to guide day-to-day operational decisions by committees, teams and individuals to the benefit of the whole congregation.

Policies save time. A policy can keep a group from revisiting or rehashing previous decisions.
Policies provide clarity: Many aspects of congregational life overlap. Policies can help reduce unnecessary friction over who gets to decide what.
Policies encourage desired outcomes. Setting clear expectations around safety, record-keeping, financial management or even social hour or greeting can help improve the congregation’s effectiveness.

There is no one exhaustive list of policies. However, there are some general categories of policies. Links to details of some of these policies can guide you as you determine and write your own.

Policy Development and Maintenance

Policies should be developed collaboratively between the governing board and the people who will implement and/or be guided by the policies before being approved by a vote of the board.

Copies of current policies should be readily available to all church members along with the bylaws. Consider keeping a notebook in the church offices and/or where the board meets, as well as in a members-only area of the church website.

It is good practice to notify the congregational membership about new and revised policies for transparency and a reminder to be familiar with them.

Governance Policies

Governance policies augment the bylaws by giving more detail and guidance. Policies defining roles and responsibilities the Executive Committee and board members (as a group and as individual roles) can be modified as needed.

Leadership Covenant Policy
Congregational / Right Relations Covenant Policy
Typical Board Role Responsibilities Policy
Board Officer Policy
President Policy
Vice President Policy
Secretary Policy
Treasurer Policy
Congregational Meeting Conduct Policy
Board Meeting Conduct Policy
Finance Committee Charter Policy
Leadership Development Committee Charter Policy
Membership Committee Charter Policy
Personnel Committee Charter Policy

Staff Policies

Personnel Policy
Non-Discrimination Policy

Ministry Guidance and Limitation Policies

Membership Policy
Ministry Team Policy
Minister Emeritus Policy

Safety Policies

Animals Policy
Safety Policy
Personal Information Policy
Destructive Behavior Policy

Fiduciary Policies

Real Estate Policy
Indemnification Policy
Finance Policy
Confidential Documents Policy
Gifts Policy
Endowment Policy

Understanding the Purpose of Board Policies

Renee Ruchotzke

From LeaderLab

Board policies capture a thoughtful process of discernment that will help to guide future decision-making and actions.
Crafting Board Policies

Renee Ruchotzke

From LeaderLab

By using the policy-making process from Sociocracy, you can craft policies that are comprehensive, inclusive, and relational.
Governance Policies
From LeaderLab

Governance policies augment the bylaws by giving more detail and guidance. Policies defining board member roles and conduct, meetings for both the board and congregation.
Fiduciary Policies
From LeaderLab

The board, as “trustees,” have specific responsibilities to the congregation that should be articulated in fiduciary policies. Along with the governance policies that guide the board’s work , the board also needs to set policies around safety, finance, capital assets, and personnel.
Ministry Guidance and Limitation Policies
From LeaderLab

Ideally, policies guiding the minister, staff, and ministry teams come out of mutual conversations to create clarity around roles, responsibilities, and accountability. Ministry policies should feel collaborative and serve to guide ongoing programs and future decisions.
Safety Policies
From LeaderLab

Safety policies are especially important to have in place before you need them, so they can be thoughtful without the anxiety of a current safety situation.
Policies in a Tiny Church

Darcey Elizabeth Hegvik Laine

From LeaderLab

In churches with fewer than 30 members, keep your policies simple and practical.