Creating policies involves defining the ends or goals and it also involves authorizing someone to take action in pursuit of that end. In addition, the board of directors has the responsibility of defining what actions would be unacceptable, not approvable, or off limits. By establishing clear boundaries, the board provides an environment which committees members creativity and encourages action. This key method of means constraint enables a board to govern with fewer pages of pronouncements, less dabbling in details of implementation, and greater accountability.
For consideration, the following are a continuing set of examples of policies a board of directors might adopt. These examples are incomplete and intended for stimulating thinking about policies.
- It is the policy of the board of directors of the Rotary Club of Somewhere that this club will be active in all five avenues of service as described in Article 6 of our Club Constitution. Before the beginning of the Rotary year the president will appoint a chairman and members of this club to serve on a committee to implement activities and programs in each of the five avenues of service. No committees or chairs of committees may exceed the authorized activities or budgeted authorizations without additional authorizations from the board of directors.
- It is the policy of the board of directors of the Rotary Club of Somewhere that this club will annually provide financial support and participate in the programs of the Rotary Foundation. Before the beginning of the Rotary year the president will appoint a chairman and members of this club to serve on a committee to support the activities and programs of the Rotary Foundation. No committees or chairs of committees may exceed the authorized activities or budgeted authorizations without additional authorizations from the board of directors.
- It is the policy of the board of directors of the Rotary Club of Somewhere that this club will not have a weekly meeting once during each quarter and have a social event for all members and their partners on the day of the regular meeting. These social events will be intended to promote the first Object of Rotary, “The development of acquaintance as an opportunity for service.” Before the beginning of the Rotary year the president will appoint a chairman and members of this club to serve on a committee to implement these social events. No committees or chairs of committees may exceed the authorized activities or budgeted authorizations without additional authorizations from the board of directors.
- It is the policy of the board of directors of the Rotary Club of Somewhere that this club will provide financial support, participate in the programs of and encourage members to provide leadership to District 5300 of Rotary International. Before the beginning of the Rotary year the president will appoint a chairman and members of this club to serve on a committee to support the activities and programs of the Rotary District. No committees or chairs of committees may exceed the authorized activities or budgeted authorizations without additional authorizations from the board of directors.
- It is the policy of the board of directors of the Rotary Club of Somewhere that this club will be diligent in maintaining and expanding the current level of membership. Before the beginning of the Rotary year the president will appoint a chairman and members of this club to serve on a committee to support the activities and programs of the Rotary Foundation. No committees or chairs of committees may exceed the authorized activities or budgeted authorizations without additional authorizations from the board of directors.
- It is the policy of the board of directors of the Rotary Club of Somewhere that this club will establish and pay a suitable stipend for the president-elect to attend the Rotary International Convention in the year prior to becoming the club president. Before the beginning of the Rotary year the president will appoint a chairman and members of this club to serve on a committee to support the activities and programs of the Rotary Foundation. The president-elect may exceed the budgeted authorizations without additional authorizations from the board of directors. The expenditure will be a prepayment and charged to the year the president elect is president.
You can see, as the policies are developed; that they all include an ends statement of what needs to be accomplished, an authorization for someone to take action to accomplish those ends along with limits on what the authorized person or committee can do’ Please keep in mind that these are only the partial examples of what policies should like.
Next week we will talk more about what policies are and how they should look.