Why Policy and Procedures

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Why Policy and Procedures?

A well-laid out policy and procedures manual will help attract informed members and allow theorganization to operate more efficiently and effectively.

A Real Life ExampleThe Namao Community Agricultural Society created a policy and procedures manual in 1991.They were evolving from a small group where everyone was acquainted to an umbrella

organization for the community. Up to 15 different organizations were represented. How to meet

everyone's needs and expectations and stay within budget was a major concern? Hall rental andcatering were issues. New board members struggled to find out how things worked. Clearly there

was potential for conflict.

What benefits have Namao found from having a policy and procedures manual?

Board members have an outline of the organization's structure.

The manual is a major resource for planning and coordinating events.

Event organizing runs more smoothly as details are written down.

Hall rentals are well detailed.

New members are quickly oriented to the organization by reviewing the manual.

Communication is improved between organizations.

Meetings are two hours or less.

The Namao Community Agricultural Society recognizes the need to update existing policy and

develop new policies. Their manual is reviewed annually.

Obviously this is not a project for just one rainy afternoon. In fact, as Namao has found, a policy

and procedures manual needs to be reviewed and updated on a regular basis. But that's a good

thing! It shows your organization is growing and changing to meet the unique needs of yourcommunity.

Benefits of a Policy and Procedures Manual

There are some very good reasons why it's worth the time and effort to commit what you areabout and how you do it to paper. Here are some ways that written policy and procedures can

benefit your agricultural society.

A policy and procedures manual can:

save time and effort.



When issues arise the policy manual is checked for existing policy.

Time spent reinventing the wheel or recreating policy is avoided.

assist in new member recruitment.

Policy and procedures clearly tell interested people what you are all about.

provide detailed job descriptions

to orient new members, directors and employees and contract workers about their

purpose, job standards and expectations.

provide continuity and consistency in decision making.

They ensure the organization will stay on track even when the board of

directors change.

set a positive direction for the organization.

A guide for leadership which takes a proactive approach to present and

future issues.

provide a way to review existing programs and services to ensure needs are met.

help avoid conflict and the potential for misunderstanding.

Definitions

By-laws are the basic rules of the organization. By-laws are clear statements about the rules of

operation. They determine the responsibility and authority of the agricultural society and the

board of directors. They must be consistent with the Agricultural Societies Act. For moreinformation on by-laws see the publication Agricultural Society By-Laws available from the

Agricultural Societies Program.

Once by-laws are in place, policies and procedures will naturally follow. By-laws provide the

overall framework but don't cover day to day operations of your agricultural society. A policy

and procedures manual gives your organization a tool to run the programs, facilities and eventsthat are your unique contribution to the community.

Policies answer the questions WHY? and WHAT?

Why your agricultural society exists- it's philosophy, mission and goals.What your agricultural society wants to be recognized for programs, activities and services.

Policies are the steps to put your goals into action.

Procedures answer the question HOW?

How you carry out the policies you create.

Procedures are the details that take policies to action.



Putting it all together

This chart shows how the organizational pieces of your agricultural society fit together..

Mytown Agricultural Society

Agricultural Societies Act,

Mission, By-laws

(Lay the foundation for your existence)

Goals and Objectives(Outline the things you want to accomplish)

Policy

(Define why and what you are doing)

Procedures

(Outline the details)

Action

(Make the above steps reality)

Who Should Be Involved?

Policy ideas and suggestions can come from anyone. Committees, general members, contract

people, staff or the general public may see a need requiring policy development. Encourage

people to bring forward policy statements as the manual is developed. The board should considerthis important input from the general membership as part of "board policy." Policy should be

developed in consultation with those affected, then brought to the board of directors for final

approval.

Policy can only be approved by the agricultural society board of directors. Remember all policy

has legal implications. Board members are ultimately responsible for the policy, procedures and

actions of their agricultural society.

What Makes Good Policy?

A policy and procedures manual must be usable. Keep the following items in mind during the

development stage to help ensure the success of the manual. Remember policy answersthe WHY and WHAT questions about your day to day operations.

Good Policy:



Is always consistent with the requirements of your by-laws and the Agricultural Societies

Act.

Reflects your organization's mission, goals and values.

Includes why the policy is needed, what are the intentions, when it comes into effect and

who it affects.

Is based on fact not opinion.

Is future-oriented and proactive.

Is a general guide to aid your organization in decision making.

Can be created, adapted or changed at any regular meeting. In contrast, by-law changesmust be approved at the annual general meeting or at a special meeting and are more

difficult to create or change.

What About Procedures?

Although policies and procedures have been separated here to clarify their differences, they are

developed at the same time and presented for board approval as a package.

Remember policy lays out WHY and WHAT. Procedures outline HOW. Use the five step

process outlined on page eight for both policy and procedure development.

What to Include? Types of Policy and Procedures to Consider

When developing policy start with the most general then move on to the more specific. Some

policy issues may be appropriate in more than one place (eg. conflict of interest). Considerlisting general policies at the beginning of the manual or repeat the appropriate policy wherever

it relates. Group policy into categories that are meaningful to your organization or develop each

policy as it relates to your mission and goals.

The following four categories: people, money, facilities and equipment, and activities and

programs have corresponding potential policy issues. This list is not exhaustive. Use it as a

starting point for your organization. Each policy issue requires that a policy statement andprocedures be developed. An example policy issue from each of these four categories is found in

Appendix A.

People Issues Facility and Equipment Issues

Volunteers Complaints

Confidentiality Facilities - rental fees, hours of operation

Public Relations Equipment - loans or lease

Codes of Conduct Public Relations.

Money Issues Activities and Program IssuesConflict of Interest Community involvement - volunteer, other

groups

Financial Planning ComplaintsBudget Access Program Descriptions - type, target participants

fees



Fundraising Public Relations

Public Relations

How To...5 Steps to Develop Policy and Procedures.

The following is a method of putting policy and procedures together for your manual.

1) Identify issues

2) Draft policy

3) Approve policy4) Implement

5) Review and evaluate

1) Identify issues

Review underlying concerns. Ask, "Do we have a policy about...?" Then, "Do we need a

policy about...?" Relate to philosophy, values, mission, goals. If it doesn't help further the mission and

goals of your Agricultural Society then it may not be an appropriate issue for the

organization.

Collect information that will help you draft the policy. Contact other Agricultural

Societies or organizations in the community that have a similar situation.

Consult with people who will be affected. Get the big picture and remember good policyis based on fact, not opinion.

Describe desired outcome. What do you want this policy to do when implemented?

Outline alternatives that will give the desired outcome.

List positive and negative reactions that may occur. Look for weaknesses and limitations.

Try to eliminate major gaps. Choose the best alternative.

2) Draft policy

Make it as clear as possible. Use plain language, be brief and to the point.

Review with anyone it affects.

Be certain it is in agreement with by-laws.

3) Approve policy

Directors approve policy at a regular meeting.

Record in the minutes.

Add to policy handbook.

4) Implement

Communicate policy to all affected.

Put into action.




Review regularly.

Does everyone understand the policy as written?

Is it working?

Adapt to meet changing situations.

Example of Policy Development

The Mytown Agricultural Society's mission includes being a centre for the community. They

have built a canteen/kitchen in their facility and need someone to run it. They believe policies

need to be developed. The 5 step process would look like this:

1) Identify issues

The canteen/kitchen fits with their mission. Some issues include safe food practices, conflict of

interest, contract requirements, buying/hiring locally, using outside caterers for other functions,

non-member use, fees, pricing.

The committee talks to surrounding communities with similar facilities.

The health regulations are checked out.

Local caterers are brought into the discussion.

They decide the desired outcome of the general policy is to ensure safe, reasonably pricedfood service is available at the facility on a contract basis. More specific policies on

buying and hiring locally, outside caterers and non-member use and fees need to be

developed.

2) Draft

The general policy is written and reviewed with those affected. It is consistent with the MytownAgricultural Society by-laws. The policy reads:

The Mytown Agricultural Society will provide a safe and reasonably priced food

service through it's canteen/kitchen. A caterer will be hired on contract to providefood service to all Agricultural Society functions.

3) Approve

The policy and procedures are brought to the Board for approval. The board's role is to ensure

clarity and consistency of the policy and procedures. The policy is passed, recorded in theminutes and put in the manual.

4) Implement

The policy is put into action. People affected are notified in writing.


Once the policy is put into action it is monitored in it's first year for necessary changes. At theend of the contract the caterer is asked for input along with others affected.

Example of Procedure Development



Procedures are developed at the same time as the policy. The 5 step process for procedure

development would look like this:

1) Identify issues

food safety contract renewal

hours of operation breaking contractterms of contract advertising

inspections conflict of interest

outside caterers2) Draft

The contract will be awarded on a yearly basis with a September 1st anniversary date.

The position will be advertised in the local paper and the Mytown Agricultural SocietyNewsletter- summer edition.

The contract will not be awarded to anyone in the immediate family of a board member. (See

policy on conflict of interest.)

The caterer chosen must have certification from the FOOD SAFE program.

Hours of operation will be 4:00 pm to 10:00 pm Monday to Friday and 8:30 am to 6:00 pm

Saturday and Sunday.

The contract can be terminated by either party with four weeks notice in writing to the secretary.

Contract renewal is not guaranteed.

The caterer has right of first refusal on all other catering activities occurring in the facility.

3) Approve

The procedures are brought forward with the policy for Board approval. Any changes are made.It is passed and put in the master handbook. Copies are provided to all handbook holders.

4) ImplementThe policy and procedures are put into action. People affected are notified in writing.

5) Review and evaluateOnce the procedures are put into action they are monitored in the first year for necessary

changes. At the end of the contract the caterer is asked for input along with others affected.

Where to Start? Writing Tips and Format

1. A committee or an individual can develop the handbook. It will depend on who's interested

and how large the project is. Some prefer that one person writes for consistency in writing style.

A committee is helpful with a large project and at the information gathering stage.

2. Decide how far back in the minutes you want to go. In most cases five years back is sufficient.



As a rule, anything prior to that is probably out-dated.

3. Interview people with previous involvement. Have a special meeting or attend a regular

committee meeting to find unwritten policy and procedures already in place. Get board input and

comments from other people this may affect.

4. When writing the manual, start with general policies and then add the more specific ones. The

5 step process is a useful tool at this stage.

5. Choose a format. Two examples are found in Appendix B. The first one contains the basic

information needed. The second one shows a more detailed option.

6. Write one policy per page. This makes updating easy.

7. It's important to list policy and procedures separately from the minutes for quick access. A

separate handbook is easy to update and is an excellent way to orient new members.

8. Use a three ring binder, especially if updates are frequent.

9. Remember the completed information must be brought to the board of directors for approval.

Unwritten policies need formal board acknowledgement.

Keep It Up To Date

Designate one person responsible for keeping the handbook current. It may be a role for the

secretary or other board or committee member. The master copy should be kept with agricultural

society records.

Update as new policy is approved or a change occurs.

All policy and procedures manual holders should receive updates.

Evaluate

Review policy regularly, at least every two years. Some things look good on paper but proveineffective in practice. Since policy is not written in stone it can be changed by the board.

Stagger review dates so everything isn't reviewed at once. Get input from a committee at their

event evaluation meeting. A good check is to ask the question..."Does the policy work?".

Conclusion

It's a huge task for an individual to create a policy and procedures manual but it's an attainable

goal with group effort. Spread the work around. Use available resources such as existing

committees or past presidents and directors. When the committee effort is complete boardapproval is required.



A well thought out policy and procedures manual will help your organization fulfill it's mission

and attain it's goals. It's another tool to help you provide focussed and consistent results. Thebenefits gained will reflect the effort put into creating your manual. It's worth doing a thorough

job and keeping it up to date.

Appendix A - Example Policy Issues

The following examples for the Mytown Agricultural Society policy and procedures manual are

based on the four categories of policy issues; people, money, facility and equipment and

activities and programs. One example issue from each category is included.

People issues Conflict of Interest Policy

No member of the Mytown Agricultural Society Board of Directors or theirimmediate families shall benefit or profit financially from their volunteer

commitment on the board.

Procedures

Directors shall notify the Board of any area where conflict of interest, or the appearance

of such conflict, may arise.

Immediate family constitutes any related family member living with the Director.

In such a case the Director(s) will not vote on the matter or attempt to influence the

matter in any way.

The Director(s) involved will not be counted as part of the quorum where a vote or

decision on the issue will be taken.

Money issues

Fundraising PolicyMytown Agricultural Society will undertake a variety of fundraising efforts to

support it's facility, programs, and special events.Procedures

All fundraising activities will be approved by the Board of Directors.

Committees wanting to fundraise must present a budget for the activity to the budget

committee for approval.

All fundraising done must clearly state it is for the Mytown Agricultural Society.

All money raised will be placed in the Mytown Agricultural Society bank account. Cash

deposits must always be counted, recorded and deposit information signed by at least two

members.

Facility and equipment issues Facilities Policy

Mytown Agricultural Society will provide facility access to programs that support

rural youth.

Procedures



Hall rental fees for monthly meetings of organizations that support rural youth shall be

waived (eg 4-H, Junior Forest Wardens). Consideration for other youth organizations willbe given on a case by case basis at the discretion of the hall committee.

The facility must be left in the condition it was found or privileges can be revoked by the

Board of Directors.

Access to the kitchen facility is at the hall committee's discretion. An adult must bepresent in the kitchen area when in use by youth groups.

Rural youth groups will be charged half the normal rental for the arena for special

activities. (eg 4-H Achievement Days)

Activities and program issues Program Policy for Fair

Mytown Agricultural Society will sponsor a yearly community fair to encourage

improvement in agriculture and homemaking skills.

Procedures

The fair committee will consist of at least one Director and two members.

The fair committee will hold an evaluation meeting within three weeks after the fair atwhich all sub-committees will submit a written report.

A final report from the fair committee will be made to the Board at the October monthly

meeting.

There will be a minimum of five sub-committees to organize the fair. They will include:

homemaking/horticulture bench show, livestock show, publicity, budget and catering.

(Specific responsibilities of each committee are outlined in subsequent policies.)

Each sub-committee is responsible for preparing a budget and ordering the necessarysupplies for their event.

A volunteer appreciation supper for all fair volunteers will be held the weekend following

the fair. The budget for this event will come from general revenues.

Appendix B - Sample Format 1

The following are two sample formats you can adapt for your manual. The Mytown Agricultural

Society catering example is used.

Subject of Policy - Facility/Catering

Policy Statement

The Mytown Agricultural Society will provide a safe and reasonably priced foodservice through it's canteen/kitchen. The cater, hired on a yearly contract, will

provide catering to all Agricultural Society functions and has a right of first

refusal on all other catering activities. (See attached contract)

Procedures

The contract will be awarded on a yearly basis with a September 1st anniversary

date.The position will be advertised in the local paper and the Mytown

Agricultural Society Newsletter summer edition.The contract will not be awarded



to anyone in the immediate family of a Board member. (See policy on conflict of

interest)The caterer chosen must have certification from the FOOD SAFEprogram.Hours of operation will be 4:00 pm to 10:00 pm Monday to Friday and

8:30 am to 6:00 pm Saturday and Sunday.The contract can be broken by either

party with 4 weeks notice in writing to the secretary.Contract renewal is not

guaranteed.The caterer has right of first refusal on all other catering activitiesoccurring in the facility.

Date of Final Approval - January 10, 2004

Approved by - Motion recorded in January 10/04 minutes.

Appendix B - Sample Format 2

Subject of Policy - Facility/Catering Policy Number - 001-02

Replaces Former Policy: 001-01

Policy StatementThe Mytown Agricultural Society will provide a safe and reasonably priced food

service through it's canteen/kitchen. The cater, hired on a yearly contract, willprovide catering to all Agricultural Society functions and has a right of first

refusal on all other catering activities. (See attached contract)

Procedures

The contract will be awarded on a yearly basis with a September 1st anniversarydate. The position will be advertised in the local paper and the Mytown

Agricultural Society Newsletter summer edition. The contract will not be awarded

to anyone in the immediate family of a board member. (See policy on conflict of

interest) The caterer chosen must have certification from the FOOD SAFEprogram. Hours of operation will be 4:00 pm to 10:00 pm Monday to Friday and

8:30 am to 6:00 pm Saturday and Sunday. The contract can be broken by either

party with 4 weeks notice in writing to the secretary. Contract renewal is notguaranteed. The caterer has right of first refusal on all other catering activities

occurring in the facility.

Date of Final Approval - January 10, 2004

Approved by - Motion recorded in January 10/04 minutes.

Review - Annually at contract renewal.

Documents

Why Policy and Procedures