Policies & Procedures Committee Primer

San Francisco Pride Celebration Committee, Inc.

Committee Structure & Authority

The Policies & Procedures Committee is one of the standing Board Committees of San Francisco Pride.

Reference: 2.2 Committee Structure, lines 30-31

Key Points:

Committee chairs are appointed by a vote of their respective committee members at the first committee meeting following the October Board meeting
All Board committees’ authority is limited by the Bylaws (Article 7, Section 1)
Only Board directors may serve as committee members

Core Responsibilities

1. Structural Review

The Policies & Procedures Committee is responsible for keeping the structure of the corporation under review.

Activities:

Monitor organizational effectiveness
Assess committee structure and function
Recommend structural changes to improve operations
Ensure alignment between structure and strategic goals

2. Policy Formulation

The committee develops new policies as organizational needs arise.

Policy Development Process:

Identify policy gaps or needed updates
Research best practices and legal requirements
Draft policy language
Consult with relevant stakeholders
Present policies to the Board for approval

3. Policy Maintenance

The committee maintains all existing organizational policies.

Maintenance Activities:

Regular policy review and updates
Ensure policies remain current and relevant
Track policy amendments and revision history
Organize and archive policy documents
Maintain the bylaws repository

4. Policy Enforcement

The committee ensures organizational policies are properly enforced.

Enforcement Mechanisms:

Monitor policy compliance
Provide guidance on policy interpretation
Address policy violations
Recommend disciplinary actions when necessary
Education and training on policies

Reference: 2.2 Committee Structure, lines 30-31

Key Policy Areas

The committee oversees all organizational policies, including but not limited to:

Governance Policies

Board Policies

B.01 Code of Conduct
B.02 Conflicts of Interest
B.03 Disciplinary Action & Grievance Procedure
B.05 Confidentiality
B.06 Board Responsibilities
B.08 Meeting Behavior

Financial Policies

All policies in the C-series (C.01 through C.11)

Membership Policies

All policies in the D-series (D.01 through D.03)

Event Policies

All policies in the E-series (E.01 through E.06)

Personnel, Communications, and Operations Policies

All F, G, and H-series policies

Annual Responsibilities

Bylaws Amendment Process

The committee compiles properly proposed Bylaws amendments for presentation at the Annual General Meeting.

Amendment Process:

Receive amendment proposals
Review for legal compliance and clarity
Ensure proper formatting
Compile all amendments
Provide to Executive Director 20 days before AGM

Reference: 3.2 Procedures for Nominating and Electing Directors (found via search)

Policy Review Cycle

The committee should establish a regular review cycle for all policies to ensure they remain current.

Suggested Review Schedule:

Critical policies: Annually
Operational policies: Every 2 years
Rarely-used policies: Every 3-5 years
As needed: When legal or operational changes occur

Best Practices

Clear Policy Language

Policies should be:

Clear: Easily understood by all members
Specific: Provide actionable guidance
Consistent: Align with other organizational policies
Legal: Comply with all applicable laws
Enforceable: Include clear consequences for violations

Stakeholder Engagement

When developing or revising policies:

Consult affected committees and staff
Seek member input when appropriate
Consider legal review for significant changes
Communicate changes clearly to all stakeholders

Documentation

Maintain comprehensive records of:

All current policies
Policy revision history
Board approval dates
Implementation timelines
Training materials

First Committee Meeting

At the first committee meeting following the October Board meeting, the committee should:

1. Chair Election

Elect committee chair by vote of committee members

2. Organizational Matters

Review committee scope and responsibilities
Discuss meeting schedule for the year ahead
Submit annual meeting calendar to staff by January 1

3. Policy Review Planning

Establish annual policy review schedule
Identify policies due for review this year
Assign review responsibilities

4. Bylaws Amendment Process

Review timeline for AGM bylaws amendments
Discuss any proposed amendments received
Plan amendment review schedule

5. Current Issues

Discuss any immediate policy needs or gaps
Review outstanding policy development projects
Identify priorities for the year

Suggested Meeting Cadence

Recommended Frequency: Monthly or Bi-Monthly

Rationale:

Regular policy reviews required
Consistent oversight of organizational structure
AGM amendment deadlines require advance planning
Compliance monitoring needs ongoing attention

Meeting Duration: 60-90 minutes

Meeting Schedule Considerations:

Increase frequency during AGM amendment season (July-September)
May meet less frequently during Pride event season (May-June)
Schedule meetings to allow time for policy drafting between meetings

Annual Calendar

October-December

October: First committee meeting; elect chair; establish annual review schedule
November-December: Begin annual policy reviews; monitor compliance

January-March

January: Submit annual meeting calendar to staff (by Jan 1)
February-March: Continue policy reviews; address any emerging policy needs

April-June

April-May: Finalize policy review cycle for year
June: Monitor compliance during Pride event

July-September

July-August: Review proposed bylaws amendments; draft amendment language
August: Finalize bylaws amendments for AGM
September: Provide compiled amendments to ED 20 days before AGM; prepare for new cycle

Key Deadlines:

January 1: Annual meeting calendar due to staff
20 days before AGM: Compiled bylaws amendments due to Executive Director

Reference: Annual Timeline

Working Relationships

With Other Committees

The Policies & Procedures Committee works closely with:

All committees: Developing relevant policies
Personnel Committee: HR and governance policies
Budget & Finance: Financial policies
Community Affairs: Membership policies

With the Board

The committee:

Presents policy recommendations for Board approval
Provides policy interpretation guidance
Reports on compliance issues
Advises on structural matters

With Staff