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Risk Management Minute

Valuable Information to Help You Protect Your Ministry

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Meeting Minutes

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Meeting Minutes

According to Robert’s Rules of Order, meeting minutes play a crucial role in providing record of what was said and done at the meeting. While typical minutes do not make for riveting reading, it is important that they are informative and easy to navigate for whatever the reader needs to know six months from now.

As you work on implementing our risk management procedures into your ministry, it is important that your meeting minutes reflect the adoption of these policies.

Let’s say that a sex offender starts attending your church, and you are made aware of his history. Upon meeting with him you explain your ministries policy on sex offenders attending services.  He may then claim that you are discriminating against him.  If you can show that you had adopted a policy regarding sex offenders prior to him stepping foot in your building then he cannot claim discrimination. However, if you decide to adopt a policy after he started attending then his claims have validity.

 

So how do you adopt a policy in your meeting minutes? You want your minutes to be readable, and use of unpretentious language helps, just remember to be precise in the information you give.

Following the example of the sex offender, this is a sample guideline of how to adopt a policy.

I make a motion that we adopt How to Handle Sex Offenders, Policy 1, from the Ministry Protection Risk Management System. 

You can adopt policies and procedures individually, or you can adopt our risk management system all at once.

I make a motion that we adopt all policies and procedures from the Ministry Protection Risk Management System.

If you have hosted one of our Risk Management Seminars, we would suggest you list that in your meeting minutes as well.

Board acknowledges Ministry Protection Risk Management Seminar occurred on (date) in compliance with the policies and procedures of our Risk Management System.

While this may seem redundant, it is important to keep a record so that you have proof of implementation. 


The Sex Offender Policy I referenced above is available for download in our Risk Management Document Library. It provides three sample policies with different levels of protection for you to choose from. Simply log in and select - Ministry Risk Management - and from the drop down choose the document library. This form is under the Sexual Misconduct section and titled "How to Handle Sex Offenders." 


Adoption of these policies is a simple step your ministry can take to ensure you are protected. 

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Welcome to our Risk Management Minute Blog! My name is Jessica and I joined the First Insurance Group team in 2008. I began working in the Church Division in 2009 and as part of my job began to learn about the specific needs Churches face in regards to Risk Management. We have made it our goal to not only supply you with relevant information, but to take the work out of risk management by creating forms for you to print and use. Have questions on a topic we have yet to cover? Let me know! I will gladly do the research and provide any information I can.

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