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Home Forums Group Forums Dagga Private Club Supporters Standard Operating Procedures (SOP’s) and Documentation

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      Robyn Cameron
      Keymaster
      Post count: 13

      By now you have probably realised there is a lot of thought and planning that goes into a club and we are about to pile more on the plate by introducing SOPs. A Standard Operating Procedure or SOP can be defined as:

      A standard operating procedure (SOP) is a document that provides clear-cut directions and instructions as to how teams and members within an organisation must go about completing certain processes. (https://helpjuice.com/blog/standard-operating-procedure)

      Any club or business for that matter will benefit greatly from having SOPs in place because:

      Duties and responsibilities of founders and employees are clear.
      Greater efficiency because there is only one way of doing a task based on the SOP.
      Club members will receive the same level of quality and service.

      Setting up SOPs is a time consuming process but it really adds a layer of protection to your club from an operational and legal perspective. As most things these days you can find tons of free information online about how to go about setting up an SOP, but obviously since we are dealing with clubs, here are some specific types of SOPs/systems/documents to consider:

      Constitution – this is your founding document and really the DNA of what your club is about. It states your club name, founding objectives, code of conduct and other high level rules..

      General SOP document:
      Rules for general management of the club such as: Roles and responsibilities for each founder and employee; New club member onboarding and orientation; Safety protocols.

      Grower management – You should explain how you onboard new growers and how you manage your existing growers especially with regards to fair compensation since we want to support our craft growers. An example of a grower protocol is that certain inputs cannot be used i.e. use pesticides or fungicides NOT allowed.

      Member management – All clubs should have a Members Agreement which should in essence explain the relationship between the club and its members, including the responsibilities for each party. Of course there are many details and clauses you can include but we always say try to keep it as simple for your members as possible.

      Supplier Management – A club will need goods and services at some point, so it is worth having a supplier management system in place. Since we want to avoid risks and keep our club private, having a list of preferred 420-friendly suppliers is useful. For instance you may need an electrician or plumber to sort out an issue with your grow fully visible, so your supplier list may have a few trusted vendors that come recommended from the cannabis community.

      Safety and Security – Your safety protocols are important and all your employees and founders must know it well in case of any issues with police. An example includes SOPs on who has access control to certain parts of your club or who has administration rights on the website. Invest in cameras and other security systems because the footage can often provide evidence in your favour should there have been unlawful entry or other rights violated by the police.

      Talking about arrests can be stressful but don’t worry we have your back, so for starters please read and memorise all the information found on our #StopTheCops webpage (https://www.fieldsofgreenforall.org.za/stop-the-cops/). After having read through everything, print the following documents on that page so that you have a Know Your Rights Document Folder on hand to show police:

      FGA Know Your Rights Leaflet (https://www.fieldsofgreenforall.org.za/wp-content/uploads/2021/11/Know-Your-Rights-Leaflet-2021.pdf)
      The Arrest Circular (https://www.fieldsofgreenforall.org.za/wp-content/uploads/2019/12/SAPS-Circular-Arrest-and-detention-19.11-2.pdf)
      The Privacy Judgement (https://www.fieldsofgreenforall.org.za/the-constitutional-right-to-privacy/)
      The 2020 High Court Precedent about Warrants (http://www.saflii.org/za/cases/ZAWCHC/2020/138.html)

      In addition to these documents, it is worth also having a hardcopy of:
      CIPC Registration Documents.
      Constitution
      Lease agreement
      Contact details of your lawyer.

      Remember in the heat of the moment, with the adrenaline pumping, it may be very hard to stay calm but knowing your rights can really help you navigate through an arrest. Make sure the police are aware that YOU know your own rights, show them all your documents and try to record everything (remember those expensive security cameras you invested in?). Lastly please save our Hotline SOS Number 063-174-0938 in your phone and we will be on the other end of line should the police come knocking and you need a calm voice to navigate you through this ordeal or you need to make sense of an arrest or bust after it has happened.

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