1. GOAL

BVC Policy for Policy Development

1.1. To provide guidelines for how the Battleford Volleyball Club Board develops and approves organizational policies for the Club.

2. PRINCIPLES

2.1. Policies provide a guide for consistent action throughout Battlefords Volleyball Club. They have enduring and wide-ranging impact. Without policies, the membership will not know where Battlefords Volleyball Club is headed or how it will get there.

2.1.1. Therefore, the Board of Directors believes the development of policies is the major priority of the board. Due to their wide-ranging impact, policies will benefit from the finest possible deliberations.

3. FIELD OF APPLICATION
3.1. This policy applies to all policies developed by the Board of Directors.

4. DEFINITIONS

4.1. Organization Name: In all policy, correspondence, procedures, and documents, the organization’s name shall be legal name of the society, Battlefords Volleyball Club. The other recognized names of the organization shall be Battlefords Volleyball Club, or BVC, and shall mean the same as if the legal name of the society.

4.2. Policy: A policy is a general description of the boundaries within which the Association conducts activities, manages programs, and leads the association toward the achievement of its goals and objectives.

4.3. Goal: The policy goal explains the purpose of the policy.

4.4. Principles: Principles identify the values and beliefs that are the basis of the provisions of the policy.

4.5. Field of Application: The field of application defines the members and activities to which the policy applies.

4.6. Policy Statement: The policy statement is a brief statement expressing Battlefords Volleyball Club’s commitment.

4.7. Provisions: Provisions define what is to be done in a specific, step-by-step manner.

4.7.1. Provisions would generally address who will carry out provisions, who is accountable, and any eligibility criteria, selection, appeal or approval processes. As policies address a wide diversity of issues, the number of provisions that are required for a policy will vary depending upon its complexity and scope.

5. POLICY STATEMENT

5.1. The Club is committed to a standard and transparent process of policy development.

6. PROVISIONS
6.1. Initiating Policy

6.1.1. The Board must not only act when it knows a need exists but must also be proactive in determining future policy needs. Similarly, anyone aware of an immediate or future need for policy should advise the President, Director or relevant Committee Chair in order that an appropriate process be initiated.

6.1.2. A policy should generally be initiated for those issues that are significant to BVC; are applicable to BVC as a whole, are expected to remain constant; require action on a recurring basis; are sensitive in nature and require a statement of Club intent.

6.1.3. Whenever possible, a policy will be approved by the Board of Directors at a meeting of the Board.

6.2. Types of Policies

6.2.1. The Board of Directors can set organizational policy in any areas affecting Club activity, including the following:

6.2.1.1. Mission, Vision, and Values
6.2.1.2. Conduct of Members and Volunteers 6.2.1.3. Financial Management
6.2.1.4. Communication and Privacy
6.2.1.5. Strategic Direction
6.2.1.6. Fundraising
6.2.1.7. Club Development
6.2.1.8. Governance
6.2.1.9. Athlete and Coach Development

6.3. Developing a Policy

6.3.1. The process for developing policies should ensure the best possible information is used to formulate the policy. Information should be developed by consulting with those Club members who will be affected and by using relevant expertise and examples. The process of policy making should allow sufficient time to consider alternatives and their implications. The length of time required for the development of a policy will depend upon its nature.

6.3.2. The process for developing a policy will generally include the following steps:

6.3.2.1. Identify and define the issue for which a policy is needed.

6.3.2.2. Determine if other policies cover the situation or if existing policies could be revised or modified to address the issue.

6.3.2.3. Identify the objective of the policy—the purpose the policy will serve.

6.3.2.4. Identify the Director who will coordinate the development of the policy.

6.3.2.5. Collect relevant information and consult, as necessary, to prepare a preliminary draft of the policy. Present the preliminary draft to the Board of Directors for
their review and agreement.

6.3.2.6. Consult with those affected by the policy, collect additional information, and request any feedback required needed to complete the subsequent drafts of the policy.

6.3.2.7. Prepare a final draft for Board approval.

6.4. Approving a Policy

6.4.1. Whenever possible, a policy will be approved by the Board of Directors at a meeting of the Board.

6.4.2. In the event a policy is required to guide decision-making before the next Board meeting, approval of the Board may be obtained by a telephone conference call, or by polling all available individual board members by telephone, fax, E-mail or other suitable electronic means. Board members must be given adequate time, suitable to the seriousness or complexity of the issue and pertinent deadlines, to properly review the issue and the proposed course of action or policy.

6.4.3. The quorum and majority vote required for decision-making outside a Board meeting will be the same as that required for Board meetings.

6.4.4. Policies approved between meetings will be reviewed at the next meeting of the Board of Directors, and maintained in the records of the association.

6.5. The Board will use the following checklist to evaluate the comprehensiveness of a policy:

6.5.1. It is philosophically based and states what is believed, valued and desired by the Association.

6.5.2. It is a general statement of the Board's belief on a certain matter.

6.5.3. It tells what is wanted of the Board, committees or staff.

6.5.4. It tells why certain things are wanted.

6.5.5. It constitutes a clear basis for the development and implementation of guidelines, procedures and rules.

6.5.6. It provides positive direction to the Board, committees and staff but does not prescribe methods for arriving at the result.

6.5.7. It permits the board, committees and staff to interpret it in such a way as to adjust for changing conditions without making any basic changes in policy.

6.5.8. It provides a standard for evaluating the performance of the Board, committees and staff.

7. Communication

7.1. Once the policy is approved, it will immediately be communicated to those who will be responsible for its implementation and members who will be affected.

7.2. The policy will be communicated broadly and BVC will provide suitable education about the policy. Education may range from an explanatory memo to a forum at the annual meeting.

8. Preparation and Retention of Policy Documents

8.1. The current version of all policy documents will be maintained in hard copy by the President of Battlefords Volleyball Club and in electronic format available in a read-only format for access by the Board of Directors.

8.2. Policy documents will be prepared in the standard format as approved by the Board of Directors.

9. Review

9.1. Policies will be reviewed bi-annually, or at a time set aside by the board to review all policies in effect.

REVIEW AND APPROVAL

This policy was approved by the Battlefords Volleyball Club Board of Directors on the ___ day of ______________, ______.

Date of last review: ________________
Original policy development lead: Paul Sarsons

______________________________ BVC Secretary