Shepherd's Shield Safety Foundation

Master Policy Priority Tracker — Board & Church Policies

Living document — update status as policies are drafted, reviewed, and adopted | Version 1.0 | May 2026

This tracker covers two policy libraries: (1) SSSF Internal Policies that govern the foundation's operations, and (2) Church Client Policies that SSSF recommends and helps client churches develop. Update the status dropdown for each policy as work progresses. All policies should be drafted, reviewed by the full board, and formally adopted before use.

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Not Started

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In Progress

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Under Review

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Complete

CRITICAL Before first assessment or donation

HIGH Within 30 days

STANDARD Within 90 days

ONGOING Annual review

🛡️ Part 1 — SSSF Internal Foundation Policies

These policies govern how Shepherd's Shield Safety Foundation operates, protects its clients, and maintains legal compliance as a nonprofit.

Tier 1 — Critical (Before First Assessment or Donation)

Policy	Priority	Assigned To	Deadline
Confidentiality & Non-Disclosure Policy Protects all assessment findings and client facility information	CRITICAL	Montague Hall	Before first pilot
Conflict of Interest Policy Required by IRS for 501(c)(3) application — must disclose & manage board conflicts	CRITICAL	Montague Hall	Before 501(c)(3) filing
Assessor Code of Ethics & Conduct Policy Standards for all assessors on-site — conduct, confidentiality, boundaries	CRITICAL	Montague Hall	Before first pilot
Client Engagement & Service Agreement Policy Defines scope, liability limits, and deliverables before any assessment begins	CRITICAL	Bruce Miller	Before first pilot
Donation Acceptance Policy Who can accept donations, how funds are handled, donor communication standards	CRITICAL	Montague Hall	Upon incorporation

Tier 2 — High Priority (Within 30 Days)

Policy	Priority	Assigned To	Deadline
Document Retention Policy How long assessment records, board minutes, and financial records are kept	HIGH	Hunter Clary	June 2026
Assessor Credentialing & Certification Policy Who is authorized to conduct assessments on behalf of SSSF and how they are certified	HIGH	Montague Hall	June 2026
Whistleblower Protection Policy IRS best practice requirement — protects board members who report wrongdoing	HIGH	Hunter Clary	June 2026

Tier 3 — Standard Priority (Within 90 Days)

Policy	Priority	Assigned To	Deadline
Social Media & Communications Policy What can be posted publicly about clients, assessments, and the foundation	STANDARD	Kevin Bray	August 2026
Volunteer & Contractor Policy Background checks, agreements, and conduct standards for non-board contributors	STANDARD	Wendell Russell	August 2026
Board Governance & Meeting Policy Meeting frequency, quorum, voting procedures, board conduct	STANDARD	Hunter Clary	August 2026

⛪ Part 2 — Church Client Policy Recommendations

These are the policies SSSF recommends and helps client churches develop. Use this tracker to monitor policy development progress for each church engagement.

Tier 1 — Critical (Before Next Service)

Policy	Priority	SSSF Lead
Child Protection / Safe Church Policy Highest liability area — predator prevention, two-adult rule, mandatory reporting	CRITICAL	Montague Hall
Lockdown / Active Threat Response Policy Written protocol for active shooter or violent intruder event	CRITICAL	Montague Hall
Weapons & Firearms Policy Must be in writing if anyone on security team carries — before any service	CRITICAL	Montague Hall

Tier 2 — High Priority (Within 30 Days)

Policy	Priority	SSSF Lead	Church Owner	Target Date	Status
Volunteer & Staff Background Check Policy Covers children's ministry, nursery, ushers, anyone with facility access	HIGH
Incident Reporting & Documentation Policy What to report, how to document, chain of notification — protects church legally	HIGH
Access Control & Key Management Policy Who has keys, how they're tracked, what happens when someone leaves the ministry	HIGH

Tier 3 — Standard Priority (Within 90 Days)

Policy	Priority	SSSF Lead	Church Owner	Target Date	Status
Cash & Offering Handling Policy	STANDARD
Visitor Management Policy	STANDARD
Medical Emergency Response Policy	STANDARD
Crisis Communications Policy	STANDARD
Security & Emergency Management Plan	STANDARD

Tier 4 — Ongoing / Annual Review

Policy	Priority	Review Cycle
Video Surveillance & Privacy Policy	ONGOING	Annual
Threat & Suspicious Behavior Reporting Policy	ONGOING	Annual
Social Media & Photography Policy	ONGOING	Annual

Shepherd's Shield Safety Foundation
"Protecting the Flock. Preserving Life. Glorifying God." | Master Policy Tracker | Board Use Only