A critical distinction exists between an organization's foundational governing documents (its "constitution") and its operational policies.
Foundational Governing Documents define the fundamental framework of the organization. This category includes the Bylaws, membership rules, election procedures, board structure, and the conflict of interest policy. These documents should only be amended with the formal approval of the general membership.
Operational Policies are the guidelines, rules, and procedures for the day-to-day functions of the organization. While distinct from foundational documents, all policies must be in alignment with and never contradict or supersede the authority of the constitution and bylaws.
Development: The initial drafting and consultation phase.
Approval and Review: The formal process of review by stakeholders and final approval by the designated authority.
Formalization and Documentation: The official numbering, formatting, and inclusion of the policy into the organization's Policies Manual.
Communication, Education, and Training: Disseminating the policy and training relevant individuals on its implementation.
Implementation: The active execution of the policy in daily operations.
Monitoring and Revision: The ongoing process of reviewing policy effectiveness and making necessary updates.
The Board of Directors (BOD) holds the ultimate responsibility for the establishment and oversight of all organizational policies.
Policy initiation should begin at the most practical level—typically with the department or committee that will be responsible for its implementation.
Stakeholder engagement is critical. Input must be actively sought from individuals and groups who will be directly affected by the policy.
The development process should include broad consultation with community members, staff, volunteers, and other relevant parties.
Subject Matter Experts (SMEs) within the community, who possess relevant knowledge and experience, should be engaged to help draft and finalize policies.
External professional counsel (e.g., legal, financial, HR) should be sought whenever a policy involves compliance, liability, or other specialized matters.
Initial review and endorsement by the originating department or committee.
Incorporation of feedback gathered from affected stakeholders and professional advisors.
Final review and formal approval by the Board of Directors.
Following BOD approval, the policy may be posted for a period of review and comment by the general membership to ensure transparency and community buy-in before its effective date.
All approved policies shall be compiled into an official, centralized Policies Manual.
The Policies Manual must be made readily accessible to all members, preferably through a dedicated online portal.
A comprehensive revision history, including effective dates and a summary of changes, must be maintained for each policy.
For policies that introduce new procedures, services, or committee responsibilities, the BOD or its designee is responsible for developing and arranging the necessary education and training to ensure proper implementation.
Implementation is a collective responsibility shared by the BOD, relevant committees, staff, volunteers, and affected members.
An internal audit function or a designated oversight committee is responsible for periodically verifying that policies are being consistently followed and effectively applied.
Policies should be treated as living documents, subject to revision based on operational feedback, performance metrics, and the evolving needs of the organization.
A systematic review of all policies should be conducted on a regular cycle (e.g., every 2-3 years) to ensure they remain relevant, effective, and aligned with the organization's mission and bylaws.
Election Policy
Purpose: To ensure free, fair, and transparent elections for the Board of Directors and other elected positions, building trust and legitimacy in the leadership.
Elaboration: This policy should detail the entire electoral process, including the formation of an independent Election Committee, eligibility criteria for both voters and candidates (e.g., membership standing, duration), the nomination process and deadlines, rules for campaigning, procedures for ballot design, casting votes (in-person, absentee, electronic), counting ballots, and a clear process for resolving disputes or challenges.
Membership Policy
Purpose: To clearly define who constitutes a member of the organization, outlining their rights, responsibilities, and the process for obtaining and maintaining membership.
Elaboration: This document specifies the different categories of membership (e.g., voting, non-voting, family, student), the application and approval process, any associated dues or fees, the privileges of membership (e.g., right to vote, facility rental discounts), and the conditions under which membership can be suspended or revoked.
General Assembly Policy
Purpose: To govern the proceedings of general membership meetings, ensuring they are orderly, productive, and conducted in accordance with the bylaws.
Elaboration: This policy outlines the required frequency of General Assembly meetings (e.g., annually), the official notification period for members, the definition of a quorum (minimum number of members needed to conduct business), procedures for setting the agenda, rules of order for debate and voting (e.g., Robert's Rules), and requirements for recording and distributing meeting minutes.
Board Meetings Policy
Purpose: To structure the conduct of Board of Directors meetings to ensure efficient governance, accountability, and effective decision-making.
Elaboration: This defines the regular schedule of board meetings, the process for setting and distributing agendas, rules for discussion and motions, and the requirements for meeting minutes. Crucially, it should also define the specific circumstances under which the Board may enter a closed "executive session" (e.g., to discuss sensitive personnel, legal, or real estate matters).
Volunteerism Policy
Purpose: To establish a structured program for recruiting, managing, and recognizing volunteers, while ensuring safety and liability protection for both the volunteers and the mosque.
Elaboration: This policy should cover the volunteer application and screening process (including background checks for those working with children or vulnerable adults), a code of conduct, defining volunteer roles and responsibilities, providing necessary training, and establishing a system for showing appreciation for their service.
Job Description & Performance Evaluation Policy
Purpose: To provide clarity and accountability for all paid staff, including the Imam, by outlining expectations and establishing a fair system for performance feedback.
Elaboration: This mandates that every employee has a formal, up-to-date job description outlining their duties, qualifications, and reporting structure. The policy should also detail a regular performance evaluation process (e.g., annually) that includes goal-setting, feedback from supervisors, and opportunities for professional development.
Imam Relations Policy
Purpose: To formally define the roles, responsibilities, and professional relationship between the Imam and the Board of Directors, ensuring clear lines of authority and mutual respect.
Elaboration: This policy complements the Imam's job description by outlining the reporting structure, communication protocols, and scope of authority. It should clarify the Imam's role in religious matters versus the Board's role in administrative and financial oversight, and detail the process for providing support and feedback.
Internal Audit Policy
Purpose: To ensure ongoing compliance with financial controls, operational policies, and organizational bylaws through regular internal reviews.
Elaboration: This policy establishes an Internal Audit Committee or function that operates independently of the financial management team. It defines the scope of their reviews, which may include checking donation handling procedures, expense reimbursements, and adherence to policies. The committee should report its findings directly to the Board of Directors.
External Audit Policy
Purpose: To provide independent, third-party verification of the mosque's financial health and practices, ensuring transparency and accountability to the membership and donors.
Elaboration: This policy sets the threshold (e.g., based on annual budget size) that triggers the need for a formal audit by a Certified Public Accountant (CPA) firm. It outlines the process for selecting an auditor and the requirement to present the audit findings to the Board and the General Assembly.
Announcement & Advertising Policy
Purpose: To manage the content and flow of information shared with the congregation, distinguishing between official mosque business, community announcements, and paid advertisements.
Elaboration: This policy should establish a clear approval process for all announcements made from the pulpit (minbar), in newsletters, or on bulletin boards. It should include guidelines on acceptable content, time limits for oral announcements, and a separate fee structure and set of rules for any commercial or personal advertising.
Media Relations Policy
Purpose: To ensure that communication with external media is professional, consistent, and accurately reflects the mosque's official positions.
Elaboration: This policy designates specific individuals (e.g., Board President, Imam, or a Communications Director) as official spokespersons authorized to speak to the press. It includes procedures for responding to media inquiries and a proactive strategy for sharing positive news and stories with the public.
Security Policy
Purpose: To create a safe and secure environment for congregants, visitors, and staff through proactive planning and emergency preparedness.
Elaboration: This includes establishing a security committee, developing Emergency Action Plans (for fire, medical emergencies, active threats, etc.), managing building access and key control, policies on security camera usage, and coordinating with local law enforcement, such as the Carmel Police Department, for training and support.
Maintenance Policy
Purpose: To ensure the mosque's building and grounds are well-maintained, clean, safe, and functional through a systematic approach to upkeep and repairs.
Elaboration: This policy establishes a system for reporting maintenance issues, a schedule for preventive maintenance (e.g., HVAC servicing, roof inspections), guidelines for janitorial standards, and procedures for hiring and overseeing outside contractors.
Visitors Policy
Purpose: To welcome guests from all backgrounds warmly and appropriately, providing a positive and informative experience while ensuring respect for the sacred space.
Elaboration: This policy outlines a protocol for greeting visitors, provides clear guidelines on etiquette (e.g., dress code, removing shoes), and establishes a process for scheduling and conducting guided tours for schools, other faith groups, or interested individuals.
Interfaith Relations Policy
Purpose: To guide the mosque's engagement with other faith communities, fostering mutual understanding, respect, and collaboration for the betterment of the wider community.
Elaboration: This establishes the principles for interfaith dialogue and cooperation. It may create an interfaith committee, set guidelines for participating in or hosting interfaith events, and encourage joint community service projects with churches, synagogues, and other local organizations.
The purpose of this policy is to establish a framework for the systematic maintenance and care of all physical assets belonging to [Mosque Name]. Our goal is to provide a safe, clean, and welcoming environment that supports our mission, worship, and community activities.
This policy applies to all masjid-owned property, including but not limited to:
The main building (prayer halls, offices, classrooms, gym, etc.)
The social hall and kitchen
All outdoor grounds, including landscaping, parking lots, and playgrounds
All masjid-owned equipment (HVAC systems, kitchen appliances, audiovisual equipment)
Masjid-owned vehicles
Board of Directors/Governing Body: Holds ultimate responsibility for the maintenance of the masjid's physical and financial assets. The Board will approve the annual maintenance budget and any expenditures for major capital projects.
Facilities Committee: This committee is responsible for the implementation and oversight of this policy. Their duties include conducting regular inspections, developing a preventive maintenance schedule, managing maintenance requests, and recommending an annual maintenance budget.
Custodian: Responsible for day-to-day janitorial duties and minor, routine maintenance tasks as assigned.
Masjid Staff, Leaders, and Members: All individuals using the masjid facilities are expected to help maintain cleanliness and order in their areas of use and to promptly report any maintenance issues or safety concerns.
4.1 Maintenance Categories
Maintenance is categorized to ensure all needs are addressed efficiently:
Preventive Maintenance: Proactive, scheduled tasks to prevent equipment failure and extend the life of facilities. This includes tasks such as changing HVAC filters, inspecting the roof, testing fire alarms, and servicing equipment. The Facilities Committee will maintain a detailed Preventive Maintenance Schedule.
Corrective Maintenance: Unscheduled repairs to fix items that are broken or malfunctioning. These tasks will be initiated through the work order process.
Janitorial Care: Daily, weekly, and seasonal cleaning tasks required to maintain a high standard of cleanliness and hygiene throughout the facilities.
Groundskeeping: Care for all outdoor areas, including lawn mowing, landscaping, snow and ice removal, and parking lot maintenance.
4.2 Maintenance Request Process
Submission: Any staff member, committee leader, or masjid member can report a non-emergency maintenance need by completing a Maintenance Request Form. Forms are available in the masjid office and on the masjid website.
Review: The Facilities Committee will review all requests at their next scheduled meeting, or sooner if the need is pressing.
Prioritization: Requests will be prioritized based on the following criteria:
Priority 1: Emergency & Safety: Issues that pose an immediate threat to health, safety, or security (e.g., gas leak, major water leak, broken lock on an exterior door). These should be reported immediately to the executive director/committee.
Priority 2: Masjid Disruption: Issues that hinder essential masjid functions (e.g., broken HVAC in the sanctuary, non-working kitchen appliance before an event).
Priority 3: General Repairs: Routine corrective maintenance (e.g., leaky faucet, broken light fixture).
Priority 4: Cosmetic Improvements: Aesthetic issues (e.g., chipped paint, worn carpeting).
Contractors and Vendors: For tasks requiring specialized skills or licenses, the Facilities Committee will obtain at least two quotes for any project estimated to cost over $[Amount, e.g., 500]. All contractors must provide proof of liability insurance before beginning work.
Volunteers: Volunteers are a cherished resource. The Facilities Committee may organize "work days" for projects suitable for volunteer skill levels. All volunteer work must be supervised by a designated committee member to ensure safety and quality.
Inspections: The Facilities Committee will conduct semi-annual safety inspections of the entire property to identify and correct potential hazards like trip hazards, poor lighting, or blocked exits.
Fire Safety: All fire extinguishers, smoke detectors, and alarm systems will be professionally inspected and certified annually, as required by local code.
Security: Building access and key control will be managed by the Facility Committee's security administrator. All exterior doors must be kept locked when the building is not in use.
Compliance: All maintenance and repairs will comply with applicable local and state building and fire codes.
The Facilities Committee will prepare and submit a proposed annual maintenance budget to the Finance Committee and Board of Directors for approval. This budget shall include funds for:
Routine maintenance and janitorial supplies.
Scheduled service contracts (e.g., HVAC, fire safety).
A contingency fund for unexpected repairs.
Contributions to a long-term Capital Replacement Fund for major future expenses like roof or HVAC replacement.
This policy will be reviewed annually by the Board of Directors and the Facilities Committee to ensure it remains relevant and effective.
Date Approved: [Date]
Approved By: [Name of Board]
Next Review Date: [Date]