Policy 90 – 100
PART VII— FUND RAISING ADMINISTRATION
POLICY 90 — STATE RENDEZVOUS PROGRAM
90.1 Purpose
To support the mission of BCHI by promoting education, fellowship, and public engagement through a statewide rendezvous event when such an event is deemed beneficial and feasible.
90.2 Policy Statement (Optional Event)
BCHI may conduct a statewide rendezvous event on a periodic basis, typically contemplated as biennial (every other year), but is not required to do so.
The decision to hold or not hold a rendezvous in any given cycle shall be based on organizational capacity, financial condition, and strategic priorities.
90.3 Authority
The Board of Directors has full authority to:
Approve or decline holding a rendezvous in any year
Establish the event schedule (including skipping or adjusting cycles)
Approve the event location and host chapter or managing entity
Define the scope and objectives of the event
90.4 Financial Governance (Integrated with Financial Policy)
All rendezvous planning and execution shall comply with BCHI financial policies, including but not limited to:
(a) Budget Approval
A proposed rendezvous budget must be approved by the Board prior to committing funds or entering into contracts
(b) Financial Viability Requirement
The event should be structured to be self-sustaining whenever reasonably possible
Use of general operating funds must be explicitly approved by the Board
(c) Reserve Protection
Rendezvous expenditures shall not impair required reserve levels established under BCHI financial policy
No funds designated as protected reserves may be used unless specifically authorized by the Board under reserve-use provisions
(d) Revenue and Expense Control
All revenues and expenses shall be processed through BCHI-approved financial systems
Separate tracking or event-specific accounting may be required
(e) Contracts and Financial Commitments
All contracts, deposits, or financial obligations must comply with BCHI authorization and approval policies
90.5 Event Oversight and Management
I. The Board may:
A. Appoint a Rendezvous Committee, or
B. Designate a host chapter or other responsible entity
II. Responsibilities shall include:
A. Planning and coordination
B. Budget management within approved limits
C. Compliance with BCHI policies
D. Reporting to the Board
90.6 Risk Management and Compliance
I. All rendezvous activities shall:
A. Comply with applicable laws and regulations
B. Meet BCHI insurance and liability requirements
C. Follow safety and operational standards established by BCHI
II. The Board may require:
A. Insurance certificates
B. Indemnification agreements
C. Safety plans
90.7 Reporting and Accountability
Following each rendezvous, a report shall be provided to the Board including:
Financial results (budget vs. actual) Attendance and participation metrics Operational summary and lessons learned
90.8 Flexibility and Suspension Clause
The Board may modify, postpone, or cancel the rendezvous program at any time due to: Financial considerations Organizational capacity Strategic priorities External conditions
No expectation or obligation is created to hold a rendezvous in any specific year.
POLICY 91 — RAFFLE & FUNDRAISING CALENDAR PROGRAM
IDAHO COMPLIANCE
Reference law: Idaho Code § 67-7701 et seq.
What BCHI MUST do (practical summary)
✔ Must be a qualified nonprofit organization
✔ Raffle must be for charitable purposes
✔ Prizes cannot exceed statutory limits (Idaho has caps—verify current numbers before launch)
✔ No compensation to individuals for conducting raffle (volunteer-based)
✔ Maintain records of proceeds, expenses, and winners
✔ Conduct raffle within allowed frequency limits
XX.1 Purpose
To authorize and govern fundraising raffles conducted by BCHI, including raffles promoted through the sale of calendars featuring member-submitted photographs.
XX.2 Policy Statement
BCHI may conduct raffles as a fundraising activity, including raffles associated with promotional items such as calendars, provided all such activities:
Comply with applicable laws and regulations
Are approved by the Board of Directors
Are conducted in a fair, transparent, and accountable manner
XX.3 Authority
The Board of Directors shall:
Approve each raffle event or authorize a recurring program
Approve prize structure (cash and/or vendor gift certificates)
Approve overall budget and financial expectations
The Board may delegate administration to a Raffle Committee.
XX.4 Program Structure
The raffle program may include:
Sale of calendars or similar items as entry mechanism
Use of member-submitted photographs
Drawings for prizes including:
Cash prizes
Gift certificates or merchandise from approved vendors
XX.5 Financial Governance
All raffle activities shall comply with BCHI financial policy:
(a) Fund Handling
All proceeds shall be processed through BCHI-approved accounts
No commingling with personal or chapter funds unless authorized
(b) Budget & Controls
A budget must be approved prior to launch
Revenue and expenses shall be tracked separately
(c) Prize Funding
Cash prizes must be pre-authorized and secured
Vendor prizes must be documented and verified
XX.6 Legal and Regulatory Compliance
All raffles must:
Comply with applicable gaming/raffle laws
Include required disclosures to participants
Maintain required records for audit or reporting
XX.7 Fairness and Transparency
BCHI shall ensure:
Equal chance for all valid entries
Clearly defined drawing procedures
Public or documented drawing results
XX.8 Intellectual Property (Photos)
Members submitting photographs grant BCHI permission to use images for:
Calendar production
Promotional materials
BCHI shall not compensate contributors unless otherwise approved
XX.9 Vendor Participation
Vendors providing prizes must be approved
All prize commitments must be documented
BCHI shall not guarantee vendor performance beyond documented agreements
XX.10 Reporting
A report shall be provided to the Board including:
Total revenue and expenses
Net proceeds
Prize distribution summary
Compliance confirmation
XX.11 Suspension Clause
The Board may suspend or terminate the raffle program at any time due to:
Legal concerns
Financial risk
Operational capacity
XX.12 Idaho Compliance Clause
All raffles conducted by BCHI shall comply with applicable provisions of Idaho law governing charitable gaming, including but not limited to:
Eligibility requirements for nonprofit organizations
Prize value limitations
Restrictions on compensation
Recordkeeping and reporting requirements
No raffle shall be conducted unless compliance has been reviewed and confirmed prior to launch.
POLICY 92 — Financial Controls for Raffles
(a) Segregation of Funds
All raffle proceeds shall be:
i) Deposited into BCHI-controlled accounts
ii) Separately tracked from general operations
(b) Two-Person Accountability
At least two individuals shall be involved in:
i) Cash handling
ii) Counting proceeds
iii) Verifying deposits
(c) No Pre-Spending Rule
Expenses shall not exceed collected funds unless Board-approved Cash prizes must be reserved prior to drawing
(d) Deposit Requirements
Funds shall be deposited within [3–5] business days No long-term holding of cash
(e) Reconciliation
Sales logs must match deposits Prize payouts must match drawing records
(f) Audit Trail Required
The following must align:
i) Sales Log (RF-03)
ii) Deposit records
iii) Drawing Records (RF-04)
iv) Winner Receipts (RF-05)
(g) Reserve Protection Link
Raffle proceeds:
i) May support operations
ii) Shall not be used to bypass reserve policy requirements
iii) Shall not be relied upon as guaranteed revenue
POLICY 92 — PACKING CLINICS & EDUCATIONAL PROGRAMS
XX.1 Purpose
To support the mission of BCHI by providing education in backcountry horsemanship, stock packing, and trail stewardship through organized clinics and instructional events.
XX.2 Policy Statement
BCHI may offer packing clinics and related educational programs when such activities:
Promote safe and responsible backcountry use
Support member education and public outreach
Are conducted in a safe, lawful, and financially responsible manner
XX.3 Authority
The Board of Directors may:
Approve a statewide program or authorize chapters to conduct clinics
Delegate oversight to committees or qualified instructors
Establish minimum standards for instructors and safety
XX.4 Instructor Standards
All clinics shall be led by individuals who are:
Demonstrably experienced in stock packing and backcountry travel
Approved by BCHI or the hosting chapter
Capable of instructing safe practices
The Board may establish additional qualification standards if needed.
XX.5 Safety & Risk Management
All clinics shall:
Require participant acknowledgment of risk (liability waiver)
Follow safety practices appropriate to livestock handling and packing
Include emergency planning appropriate to the location
BCHI may require:
Helmets or safety gear (if applicable)
First aid availability
Safety briefings
XX.6 Financial Governance
Clinics may be free or fee-based
Fees, if charged, must be approved and accounted for under BCHI financial policies
Clinics should be self-supporting when practical
XX.7 Insurance & Compliance
All clinics must:
Be covered under BCHI insurance or approved equivalent
Comply with land-use permits and regulations
XX.8 Youth Participation (if applicable)
Youth participation must include parental/guardian consent
Additional safety considerations may apply
XX.9 Reporting
Each clinic shall provide:
Attendance summary
Financial summary (if applicable)
Incident report (if any issues occur)
XX.10 Flexibility Clause
The Board may modify or suspend clinic programs based on:
Safety concerns
Financial considerations
Organizational capacity
POLICY93 — EDUCATIONAL CLINIC FUNDRAISING PROGRAM
XX.1 Purpose
To support BCHI’s mission by combining educational clinics (e.g., packing clinics) with structured fundraising activities that generate revenue while delivering member and public value.
XX.2 Policy Statement
BCHI may conduct educational clinics that incorporate approved fundraising components, provided such activities:
Maintain primary emphasis on education and safety
Comply with all financial, legal, and insurance requirements
Are conducted in a transparent and accountable manner
XX.3 Authority
The Board of Directors may:
Approve combined clinic + fundraiser events
Establish fee structures and fundraising elements
Delegate execution to chapters, committees, or event leads
XX.4 Approved Fundraising Components
A clinic event may include one or more of the following:
Participant registration fees
Sponsorships (vendors, local businesses)
Merchandise sales (hats, gear, etc.)
Raffles (must comply with raffle policy)
Donations or “support the trail” contributions
XX.5 Financial Controls
All fundraising components shall:
Be included in an approved event budget
Be tracked separately if required
Follow BCHI financial and audit policies
XX.6 Mission Priority Clause
Fundraising shall not compromise:
Participant safety
Instruction quality
Animal welfare
XX.7 Risk & Compliance
All activities must comply with:
Insurance requirements
Land-use permits
Applicable laws (including raffle laws if used)
XX.8 Reporting
Each event shall report:
Attendance
Revenue by category
Expenses
Net proceeds
Any incidents
POLICY 94 — GRANT FUNDS HELD BY BCHI FOUNDATION
XX.1 Purpose
To establish governance for grant funds received and held by the BCHI Foundation on behalf of BCHI or its affiliated chapters.
XX.2 Policy Statement
BCHI may direct that grant funds be received, held, and administered by the BCHI Foundation, provided that:
All funds are used in accordance with grant restrictions
BCHI retains oversight of programmatic use
Proper accounting and reporting are maintained
XX.3 Authority & Roles
(a) BCHI Board of Directors
Approves grant applications and acceptance
Determines intended use of funds
Authorizes distribution to:
BCHI programs, or
Specific chapters
(b) BCHI Foundation
Acts as financial steward of grant funds
Holds and disburses funds in accordance with:
Grant terms
BCHI direction
Maintains separate accounting for each grant
(c) Chapters (if applicable)
May receive funds for approved purposes
Must comply with:
Grant requirements
BCHI policies
XX.4 Fund Designation Requirement
All grant funds must include written designation at the time of acceptance specifying:
Purpose of the grant
Intended recipient:
☐ BCHI
☐ Specific Chapter (name)
Any restrictions or conditions
XX.5 Financial Controls
Grant funds held by the Foundation shall:
Be segregated by grant/project
Not be commingled without tracking
Be disbursed only upon:
Approved request
Verification of allowable use
XX.6 Disbursement Controls
Funds may only be released when:
The expense aligns with grant requirements
Documentation is provided
Authorization is confirmed
XX.7 Reporting & Accountability
The Foundation shall provide:
Periodic financial reports to BCHI
Grant-specific accounting
BCHI shall ensure:
Program reporting is completed
Grant compliance is maintained
XX.8 Compliance
All grant funds shall comply with:
Grantor requirements
Applicable laws and regulations
BCHI financial and governance policies
XX.9 Prohibited Use
Grant funds shall not:
Be used for unrelated purposes
Be redirected without authorization
Be treated as unrestricted funds
XX.10 Risk Management
Before directing funds to the Foundation, BCHI shall ensure:
The Foundation has capacity to administer funds
Roles and responsibilities are clearly defined
The BCHI Foundation shall exercise independent fiduciary oversight consistent with its legal obligations while honoring the designated charitable purpose.
POLICY 95 — PARTNERSHIPS & COOPERATIVE PROJECTS
CRITICAL REAL-WORLD RISKS
1. “Handshake Deals”
👉 Biggest mistake
2. Unclear Responsibility
3. Money Confusion
4. Insurance Gaps
XX.1 Purpose
To govern collaboration between BCHI, its chapters, and external organizations in support of shared mission activities such as trail work, education, and public engagement.
XX.2 Policy Statement
BCHI may enter into cooperative projects with external organizations when such partnerships:
Support BCHI’s mission
Maintain BCHI independence and integrity
Are conducted safely and in compliance with applicable laws
“No officer or member may enter into a binding agreement on behalf of BCHI without proper authorization.”
XX.3 Authority
The Board of Directors may:
Approve partnerships involving:
Financial commitments
Liability exposure
Multi-chapter or statewide impact
Chapters may participate in partnerships within approved guidelines, provided:
No unauthorized financial or legal obligations are created
Activities comply with BCHI policies
XX.4 Types of Partners
BCHI may collaborate with:
Government agencies such as:
U.S. Forest Service
Bureau of Land Management
Nonprofit organizations
Local community groups
Businesses (sponsorship or support roles only)
XX.5 Required Agreement
All cooperative projects shall have written documentation, which may include:
Memorandum of Understanding (MOU)
Cooperative agreement
Project-specific written terms
XX.6 Roles & Responsibilities
Each partnership must clearly define:
Who is responsible for:
Planning
Supervision
Safety
Financial management
XX.7 Financial Controls
Funds must be handled according to BCHI financial policy
No chapter or member may:
Commit BCHI funds without authorization
Accept funds outside approved systems
XX.8 Liability & Risk Management
All partnerships shall:
Address liability and insurance coverage
Require safety standards consistent with BCHI policies
Avoid exposing BCHI to unmanaged risk
XX.9 Use of Name & Branding
External organizations may not use the BCHI name or logo without authorization.
XX.10 Compliance
All activities must comply with:
Applicable laws and regulations
Land management rules
Grant conditions (if applicable)
XX.11 Conflict Avoidance
BCHI shall not enter partnerships that:
Conflict with its mission
Create political or reputational risk
Compromise independence
XX.12 Reporting
Partnership activities shall be reported as required, including:
Project outcomes
Financial activity
Issues or incidents
POLICY 96 — FUNDRAISING TRAIL RIDES
XX.1 Purpose
To authorize and govern fundraising trail rides conducted by BCHI and its chapters in support of the organization’s mission.
XX.2 Policy Statement
BCHI and its chapters may conduct organized trail rides as fundraising events, provided such activities:
Promote safe and responsible horsemanship
Comply with all applicable laws and land-use requirements
Are conducted in accordance with BCHI financial, safety, and risk management policies
XX.3 Authority
The Board of Directors may:
Establish statewide standards for trail ride events
Require approval for higher-risk or multi-chapter events
Chapters may conduct trail rides provided:
Events are approved in accordance with BCHI procedures
No unauthorized financial or legal obligations are created
XX.4 Financial Governance
All funds collected shall be processed through BCHI-approved accounts
Fees must be clearly defined (entry fee, donations, etc.)
Events should be self-supporting whenever practical
Trail ride revenue shall:
Be documented and reported
Not bypass BCHI financial controls
XX.5 Safety & Risk Management
All trail rides shall:
Require participant waivers
Include a safety briefing
Be led by qualified individuals familiar with the terrain
Additional requirements may include:
Ride leader and sweep rider
Group size control
Emergency response planning
XX.6 Land Use & Permits
Trail rides must:
Obtain required permissions or permits
Comply with land management agency rules, including those of the
U.S. Forest Service
Bureau of Land Management
XX.7 Insurance
All trail rides must be:
Covered under BCHI insurance or
Conducted with approved equivalent coverage
XX.8 Partnerships (if applicable)
If conducted with another organization:
A written agreement (MOU) is required
Roles and responsibilities must be defined
XX.9 Reporting
Each trail ride shall provide:
Attendance count
Financial summary
Incident report (if applicable)
XX.10 Flexibility Clause
The Board or chapter leadership may modify or cancel events due to:
Safety concerns
Weather conditions
Operational limitations
POLICY 100 — Operational Toolkit
The Operational Toolkit shall be maintained under the authority of the Board of Directors.
The Secretary shall maintain the official record copy and ensure proper storage, version control, and distribution.
The Board may designate an officer or committee to develop, update, and manage the content of the Operational Toolkit.
All updates shall be coordinated with the Secretary to ensure consistency with the governance documents.
END OF POLICIES