Develop Administrative and Operational Procedures

Last updated on June 18, 2024

There isn't one structure that works for every school food or meal program. Be flexible, design according to local needs, and consider changing processes or models over time. A district or school may determine that using contracted food services or preparing food in school kitchens works best. Whereas, in other districts school food may be provided through a partnership with a community organization.  Administrative and operational procedures will vary depending on the way that school food is provided.

If a school board recommends setting up an external agency or if community members want to start a school food program, there are a few things to consider below. Some items may or may not apply, depending on your program structure. Learn about how the Nourish Cowichan Society got started.

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Set goals and establish values

Stay focused on what you're trying to accomplish: Review your values and goals from time to time and make sure that everyone is on the same page. Remember that team members will come and go, but the core values for the organization help it continue to operate.

Have a point person. A person with passion, experience, and capacity will be important as the program begins and grows. Try to find a coordinator for your team who can be the point person for those important conversations and connections.

Choose a name and logo that conveys your brand. It should send a clear message about who you are and what you do. School boards may have policies or want to approve the logo and name if they are directly related to the program.

Register your organization

Incorporate. Incorporating is the process of creating a legal entity that has an independent existence that is separate from its members. As part of this process, you will also complete a name search, register your organization, and develop your constitution and bylaws.

Societies do not have to incorporate but funding opportunities are often more available to incorporated (or registered) societies. Incorporated organizations must file regular reports and comply with specific regulations.

Register as a charity. Organizations are required to have charitable status to:

  • Apply for most grants or funding opportunities
  • Issue tax receipts for donations

There are also reporting and compliance procedures required for charities. Find more information on becoming a registered non-profit organization here.

Create a governance structure, policies, and committees

Establishing a governance structure, bylaws, board, and committee members are integral to the success of an organization. Take a moment to read through Develop a governance structure (PDF)  to learn more about establishing a governance structure, board models, roles of board and committee members, and developing bylaws and policies.

See also:

Get insurance

Make sure everyone in the organization is covered:

  • Director's liability insurance – this is a precaution that is worth having. The Good Samaritan Act does not always apply to volunteers.
  • Check to see if your organization requires WorkSafeBC insurance.

Recruit volunteers

Consider how you can recruit others to help, like volunteers, charitable organizations, or passionate parents.

Here are some sample documents to help manage volunteers:

Host fundraising events

One third of Nourish Cowichan's 2019 budget funds came from their fundraising events. They hosted two annual events that were popular and sold out because they were fun for attendees:

  • An annual gala dinner in the spring for 130 guests sold out within 3 days at $150.00 per ticket.
  • A tea party in the fall is a large event at a lower cost of $40.00 per ticket and sold approximately 400 tickets.

They also partner with other organizations for fundraising. Some companies will pledge an annual donation while others have hosted fundraising events for Nourish Cowichan, doing things like:

  • Workout and yoga classes,
  • Walks or runs,
  • Percentage of in-store sales,
  • Garage sales,
  • Music and sports trivia nights,
  • Paint nights, and
  • 50/50 draws (requires a gambling license).

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