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Governance
The Fundamental Role of the Board in Policy Development
Most people would agree that the board's most important responsibility
is establishing policy. At the same time we all know organizations
where boards have failed to develop policies or to keep track of
the ones they have made.
Later we find the Board is faced with the prospect of discussing
a crisis issue which could have been avoided by a well-developed
policy process.
Understanding Policy Development
What is a policy?
A policy can be:
- a governing principle;
- a guideline or framework for carrying out work;
- a way for the board to delegate authority and still maintain
control;
- a definition of the values and the philosophies - even the goals
- of the program or organization.
Policies are a general description of boundaries within which a
board would conduct its business. Without policies, the organization
does not know where its going , or the direction it needs to take
to resolve an issue.
Policies tell people what to do. Procedures tell them how
to do it.
A procedure tells:
- how a governing principle will be carried out
- the rules and regulations to apply
There is sometimes a gray area between policy and procedure in
sudden and unexpected situations. If a media problem arises, then
policy must be developed at the same time as action takes place.
For example, if the board has not yet created a policy regarding
who speaks on behalf of the agency, it will have to be made at the
same time as the staff and board members are being approached by
the media for comment.
Characteristics of a good policy
In A Handbook for Cultural Trustees, Marion Paquet identifies
the following as characteristics of a good board policy:
- It is philosophically based and reflects values. It states what
is believed, valued and desired.
- It is a general statement of a board's beliefs on a certain
matter.
- It tells what is wanted of a board or staff. It tells why certain
things are wanted.
- It constitutes a clear basis for the development and implementation
of regulations and procedures.
- It provides positive direction to the board and staff, but does
not, and should not, prescribe methods for arriving at the result.
- It permits board and staff to interpret it in such a way as
to adjust for changing conditions without making any basic changes
in policy.
- It provides a standard for evaluating the performance of the
board and staff.
United Way/Centraide Canada
Guide for Developing Policy
Policy Requirements
What is the issue, problem or opportunity for which we need a policy?
Can we define it?
Do we have a policy that does/should address this issue, problem
or opportunity?
Do we need an effective guide for our actions and decisions in
this area?
What do we intend this policy to do? o What outcomes do we expect
to see? v What is the purpose of this policy?
Why do we need this policy?
Sample Policy
Please refer to Volunteer Canada's policies on the Web, or Volunteer
B.C.'s policies available on the web.
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