Southern California
Kendo Federation



Home


"Guidelines for Policies, Procedures, and Bylaws" Proposal

The following briefly describes items to include in creating a "Guidelines for Policies, Procedures, and Bylaws" document. After discussion and acceptance by the Board of Directors, the Policies, Procedures, and Bylaws committee will begin work to produce the actual document to be submitted for Board approval. The goal for submitting the final document is the March 2015 meeting so it can be approved at the April meeting.

Proposed items to include in the new document (approved at 1/10/15 SCKF Board meeting)

  1. background
    1. bylaws are the governing document of the Board of Directors (BoD)
    2. policies and procedures may clarify the bylaws, provide supplemental information on how the organization should be run, or provide a reference for carrying out certain duties and operations
    3. policies and procedures documents (PPDs) may also be referred to as rules, regulations, guidelines, etc, depending on the nature of the document
    4. requirements for amending the bylaws
      1. creation of a final document containing the proposed amendments
      2. a review period during which dojo representatives discuss the document within their respective dojo
      3. approval at the next BoD meeting by a majority of the total membership of the dojo representatives
    5. requirements for a new or amended PPD
      1. creation of a final document containing the proposed new PPD or changes to the existing PPD
      2. a review period during which dojo representatives discuss the document within their respective dojo
      3. approval at the next BoD meeting by a simple majority of a quorum
  2. recommendations for creating the final document (for both bylaws and PPDs)
    1. task an individual or committee with creating a proposal, which could be a simple list describing the major concepts and points (as in this proposal)
    2. discuss the proposal with the BoD
    3. if the BoD does not accept the proposal, improve the proposal and return to step b
    4. once the BoD accepts the proposal by a simple majority of a quorum, an individual or committee may then proceed with the mechanics of implementing the final document
    5. obtaining BoD approval of the concepts prior to launching into production of the final document may save considerable effort if the concepts are complex or controversial (repeating steps b and c above)
    6. if necessary to aid in understanding the final document, add "Implementation of final document" section (see below)
Implementation of final document
  • (if necessary, add notes to help in understanding the final "Guidelines for Policies, Procedures, and Bylaws" document, else delete this section)

Notes:

  1. this document may be used as an example for future PPDs or bylaws changes
  2. side note: the INCITS document is a useful example of policies and procedures (though it is monolithic and much more extensive than the individual PPDs envisioned for SCKF)
Revisions
  1. 1/6/15 initial draft
  2. 1/7/15 updates
    - tweak section II wording
    - add "implementation of final document" section
    - insert note 1
    - clarify INCITS note
  3. 1/10/15 updates
    - proposed items approved at 1/10/15 SCKF Board meeting
  4. 2/4/15 updates
    - update goals: present in March, approve in April (vs approve Feb)

[ SCKF home page     disclaimer ]