Legal Setup for a New Church · Part 4 of 5
Step 4: Develop policies for your ministry
Bylaws set the high-level rules; policies handle the real, day-to-day work — including the ones that protect your people.
Your bylaws (Step 3) set how the ministry is governed. But governance isn’t the same as operation. The actual work — who watches the children, who counts the offering, what you expect of staff and volunteers — needs its own clear, written rules. Those are your policies. As the saying goes, bylaws are your constitution; policies are the everyday laws that live under it.
What are policies?
Policies are the specific, practical rules for the tasks your ministry carries out. They answer down-to-earth questions like: What do we expect of ministry workers? How do we keep children safe? Who can sign checks? Unlike bylaws, policies can be updated more easily as the ministry grows.
A simple picture
If your bylaws are the constitution, your policies are the house rules — detailed, practical, and updated as life changes. Keeping them separate from your bylaws (which should stay lean) is exactly why this is its own step.
Why policies matter
They protect people
Above all, good policies keep children, volunteers, and members safe — the most important reason of all.
They protect the ministry
Clear, well-worded policies shield the church legally and financially when questions or disputes arise.
They ensure fairness
Everyone is treated by the same rules, instead of decisions being made case-by-case in the moment.
They build trust
Donors, insurers, and the IRS look for them — and they tell your people the ministry is run with integrity.
The policies a new church should have
You don’t need all of these on day one, but plan to put them in place early. A few are expected by the IRS or by your insurance carrier.
- Child & youth protection (safeguarding) policy most important
Screening and background checks, a two-adult rule, training, and clear abuse-reporting steps. For a church, this is the one policy you cannot skip — and many insurers require it. - Conflict-of-interest policy — keeps leaders from using their position for personal gain. The IRS specifically asks about this on the tax-exempt application.
- Financial controls policy — two people count every offering, defined check-signing limits, reimbursement rules, and how benevolence funds are handled.
- Compensation policy — ensures pastor and staff pay is reasonable and properly documented, and that “love offerings” are handled correctly (this protects your tax-exempt status).
- Personnel handbook & code of conduct — your written expectations for staff and volunteers (exactly the example the source raises).
- Document retention & destruction policy — what records you keep and for how long (the IRS Form 990 asks about this).
- Whistleblower policy — how someone can safely report wrongdoing (also referenced on Form 990).
- Benevolence & gift-acceptance policy — how the church helps people in need and what gifts it will (and won’t) accept.
- Facility-use & privacy policies — who may use the building, and how you protect members’ personal information.
The one you cannot skip
If you do nothing else in this step, put a strong child & youth protection policy in place before any children’s ministry begins. It protects the children entrusted to you, the volunteers who serve them, and the church itself. Don’t build this one from a generic template — use a specialist organization (see the links below) to design screening, training, and reporting that actually work.
How to develop them well
The exact wording of a policy is what gives it legal strength — vague or copied-and-pasted policies can do more harm than good. So:
- Have an attorney or compliance specialist help craft or review them, so you actually cover what you need to.
- Use specialist resources for specialized policies — child-safety experts for safeguarding, accountability groups for finances.
- Have the board formally adopt each policy, and keep signed copies on file.
- Review and update them regularly as the ministry and the law change.
A tip if you’re planting with the SBC
You don’t have to invent these from scratch. Your state Baptist convention, sending church, and NAMB / Send Network — and your insurance carrier — can provide church-tested templates and, for child safety, training programs. Southern Baptists have placed heavy emphasis on abuse prevention in recent years, so ask what resources are already available to you.
Helpful links & sample policies
Use these as starting points and expert help — not as finished policies to copy unread.
Child & youth protection (start here)
- Evangelical Council for Abuse Prevention — 6 Steps for Creating a Child Protection PolicyA clear, church-focused walkthrough that also points to trusted help (Church Law & Tax, GRACE, MinistrySafe).
- MinistrySafe — Policies & ProceduresSpecialists in church child-safety systems: screening, training, and policy design.
- GuideOne — Sample church child-protection policy (PDF)A free downloadable model to review with a specialist.
Conflict of interest (the IRS expects this)
- IRS Form 1023 Instructions — sample Conflict of Interest Policy (Appendix A)The IRS’s own sample, ready to adapt; you’ll reference it again in Step 5.
- National Council of Nonprofits — sample policy for small nonprofits (Word)A plain, small-organization version from a trusted nonprofit resource.
Financial integrity
- ECFA — Evangelical Council for Financial AccountabilityThe standard-setter for church financial integrity, with accreditation and free resources.
- ECFA — sample Financial Management Policy & Procedure handbook for churches (Word)A ready-to-adapt model covering counting, controls, and reimbursement.
A word of caution
Because wording carries legal weight, do not simply download and adopt a sample — especially for child safety and finances. Have an attorney or compliance specialist help you craft or review your policies, and make sure they fit Florida law and your insurer’s requirements. This article is general information, not legal advice.
Legal Setup for a New Church, Part 4 of 5 — within the Slavic Church Planting & Missions Hub. This article is general educational information, not legal advice. Policies — especially child-protection and financial controls — should be crafted or reviewed by a qualified professional and comply with Florida law and your insurer’s requirements.