How to Submit a Proposal to Change Policies

Have an idea to improve our organization? Great! Submitting a proposal to update or change our policies is an important way for members to shape the future. Here’s a step-by-step guide to make the process clear and straightforward, including an example proposal for introducing a Code of Conduct Update.

Step 1: Understand the Process

Submission Deadline: Proposals must be submitted to the Secretary (secretary@kanar.club) preferably emailed to the entire Board (bod@kanar.club) at least one week before the scheduled meeting.
Cite the Policy Number: Clearly identify the exact policy you want to amend by its policy number. If it’s a new policy, assign it a suggested number.
Coordinate with Departments: If your proposal affects specific staff departments or alters existing responsibilities, please speak with the relevant departments beforehand. Note their feedback in your proposal.
Format Your Proposal: Use clear formatting to show changes. For example:

Strikethrough for text you want to remove.
Bold or colored text for additions.

Step 2: Formatting Your Proposal

Follow this structure to ensure your proposal is clear and actionable:

Title: Start with a clear title describing your proposal.
Purpose: Briefly explain why this change is necessary and how it benefits the organization.
Policy Reference: Include the specific policy number being changed (or the suggested number for new policies).
Proposed Changes: Clearly outline the changes using formatting to show removals and additions.
Department Feedback (if applicable): Summarize discussions with affected departments and their input.
Conclusion: Restate the goal and encourage consideration.

Example Proposal: Introducing a Code of Conduct Update

Title: Proposal to Update the Code of Conduct Policy

Purpose: To ensure that the Code of Conduct reflects our commitment to inclusivity and respectful communication. This update aims to provide clarity and address gaps in the current policy.

Policy Reference:

Document: KGE-Code-of-Conduct
Point: 3.2.1

Proposed Changes: Below are the suggested updates:

Current Text:
Members are expected to behave in a respectful and professional manner.

Proposed Text:
Members are expected to behave in a respectful and professional manner respectful, professional, and inclusive manner. Discrimination, harassment, and inappropriate behavior will not be tolerated.

Department Feedback: The proposed changes were discussed with the Ethics Committee and the Member Relations team. Both agreed that the changes align with the organization’s values and provided the following input:

Ethics Committee: Recommended defining “inappropriate behavior” further in a future appendix.
Member Relations: Suggested providing examples during member training sessions.

Conclusion: This update strengthens our commitment to a positive and inclusive environment. I urge the Board to adopt this revision to ensure our policies reflect our values.

Step 3: Submit Your Proposal

When you’ve finalized your proposal, email it to the Secretary (secretary@kanar.club) and ideally copy the entire Board (bod@kanar.club) to ensure everyone has adequate time to review. Use the subject line: "Proposal Submission: [Your Proposal Title]."

Tips for Success

Be concise and clear in your language.
Ensure your formatting is consistent and highlights the changes effectively.
Collaborate with relevant departments early to avoid last-minute revisions.
Respect the deadline to allow for thorough review.

Submitting proposals is a valuable way to contribute to the organization’s growth and improvement. We look forward to hearing your ideas!