Book 3 – PART VI — POLICY ADMINISTRATION

PART VI — POLICY ADMINISTRATION

POLICY 23 — INTERPRETATION
23.1 Purpose
This policy establishes the rules for interpreting the BCHI Governance Manual to ensure consistent, fair, and lawful application of all governing documents.
 
23.2 Order of Authority
BCHI governing documents shall be interpreted in the following order, with higher authority controlling in the event of conflict:
 
a. Federal law
b. Idaho law
c. Articles of Incorporation
d. Bylaws
e. Rules of Order
f. Policies
g. Procedures
h. Forms, appendices, and guidelines
 
23.3 Consistency Requirement
All provisions shall be interpreted, where reasonably possible, to be consistent with higher authority. No lower-level document may conflict with or override a higher-level authority.
 
23.4 Plain Meaning and Defined Terms
Words shall be given their ordinary meaning unless specifically defined. Defined terms within the Governance Manual shall control where applicable.
 
23.5 Specific Over General
Specific provisions control over general provisions addressing the same subject.
 
23.6 Conflicts at Same Level
If provisions of equal authority conflict and cannot be reconciled, the later-adopted provision controls.
 
23.7 Mandatory vs. Permissive Terms
“Shall” is mandatory.
“May” is permissive.
“Should” is advisory.
 
23.8 Parliamentary Matters
Questions of meeting procedure shall be governed by the Rules of Order and, where silent, the adopted parliamentary authority.
 
23.9 Administrative Interpretation
The President may issue interim interpretations for administrative purposes, subject to review by the Board of Directors. Such interpretations shall not amend governing documents.
 
23.10 Board Authority
The Board of Directors shall resolve questions of interpretation for Policies, Procedures, and Forms, provided such interpretations do not conflict with the Bylaws or law.
 
23.11 Limitation on Interpretation
Interpretation shall not be used to amend, expand, or override governing documents. Changes requiring amendment must follow the proper approval process.
 
23.12 Record of Interpretations
Formal interpretations should be documented and maintained with the official governance records.


POLICY 24 — AMENDMENT OF POLICIES
Policies may be amended by:
Majority vote of the Board
Or as directed by delegates

24.1 Purpose
To establish a clear and controlled process for the adoption, amendment, and rescission of BCHI policies, ensuring consistency, accountability, and alignment with the organization’s governance framework.

24.2 Policy Statement
Policies (Book 3) may be adopted, amended, or rescinded as necessary to support BCHI’s mission and operations, provided such changes:
Are consistent with the Bylaws (Book 1) and Rules of Order (Book 2)
Provide clear direction for organizational activities
Maintain organizational integrity and accountability

24.3 Authority
The Board of Directors shall have sole authority to:
Adopt new policies
Amend existing policies
Rescind policies
No policy may be adopted or amended by any individual, chapter, or committee without Board approval.

24.4 Nature of Policies
Policies are:
Directional and governing in nature
Intended to define what BCHI does and why
More stable than procedures, but subject to revision as needed
Policies shall not:
Conflict with the Bylaws or Rules of Order
Contain detailed operational instructions (those belong in procedures)

24.5 Initiation of Amendments
Policy amendments may be proposed by:
Board members
Officers
Committees
Chapters (through formal submission)

24.6 Submission Requirements
All proposed policy amendments shall include:
Policy reference (if amending existing policy)
Proposed language (new or revised)
Rationale for the change
Expected impact on operations or governance

24.7 Review Process
All proposed amendments shall be reviewed for:
Consistency with governing documents
Alignment with BCHI mission
Financial, legal, and operational impact
The Board may refer proposals to a committee for review and recommendation.

24.8 Approval Requirements
Policy amendments shall require:
Approval by a majority vote of the Board of Directors, unless otherwise specified
The Board may establish a higher threshold for specific categories of policy if desired.

24.9 Effective Date
Policy amendments shall take effect:
Immediately upon approval, unless otherwise specified

24.10 Documentation & Recordkeeping
All policy amendments shall:
Be documented with the date of adoption or revision
Include a revision history or notation
Be incorporated into the official version of Book 3

24.11 Communication
Approved policy changes shall be:
Communicated to chapters and relevant stakeholders
Reflected in updated documents or toolkits

24.12 Emergency Amendments
In urgent situations, the Board may:
Adopt interim policy changes
Such changes shall:
Be reviewed at the next regular Board meeting
Be confirmed, modified, or rescinded

24.13 Consistency Requirement
All policies shall remain consistent with:
Bylaws (Book 1)
Rules of Order (Book 2)
If a conflict is identified:
The higher-level governing document shall control

24.14 Limitation
Policies shall not be used to:
Circumvent Bylaws
Establish requirements that properly belong in Bylaws

24.15 Flexibility Clause
The Board retains the authority to:
Modify, suspend, or rescind policies as necessary to meet organizational needs

POLICY 25 — POLICY HIERARCHY
In case of conflict:
Bylaws prevail
Policies apply next
Procedures implement policies

POLICY 30 — FISCAL YEAR AND FINANCIAL REPORTING
30.1 Purpose
This policy establishes the fiscal year of the Backcountry Horsemen of Idaho (BCHI) and provides a consistent framework for financial planning, budgeting, reporting, and accountability.

30.2 Authority
This policy is adopted pursuant to the BCHI Bylaws, which authorize the Board of Directors to establish the fiscal year of the organization.

30.3 Fiscal Year Defined Is this correct???
The fiscal year of BCHI shall begin on April 1 and end on March 31 of the following year.

30.4 Rationale and Alignment
The fiscal year is established to align with the BCHI Annual Convention cycle, ensuring that:
Financial reports for the completed fiscal year are available at the Annual Convention;
The annual budget is adopted at or near the beginning of a new fiscal cycle;
Newly elected officers and Board members assume financial oversight at the start of a fiscal period;
Financial planning and program execution occur within a single, continuous operating cycle.

30.5 Budget Cycle
A proposed annual budget shall be prepared prior to the end of each fiscal year;
The budget shall be reviewed and approved in accordance with BCHI Bylaws and governance procedures;
The approved budget shall take effect at the beginning of the new fiscal

30.6 Financial Reporting
Financial reports shall be prepared on a fiscal year basis;
An annual financial report summarizing the completed fiscal year shall be presented at the interim financial reports shall be provided to the Board of Directors at regular intervals as determined by policy or practice.

30.7 Consistency and Compliance
The fiscal year established under this policy shall be used consistently for all financial records, reporting, and regulatory filings, including those required by the IRS.
30.8 Amendments
The Board of Directors may modify the fiscal year when necessary for operational or regulatory reasons, provided that such change is formally approved and properly reported to all required authorities.

POLICY 31 — RECORDS RETENTION, MANAGEMENT, AND DESTRUCTION
31.1 Purpose
This policy establishes standards for the creation, retention, preservation, digitization, and destruction of records of the Backcountry Horsemen of Idaho (BCHI) to ensure continuity of operations, legal compliance, historical preservation, and efficient transfer of records between officers.

31.2 Authority
This policy is adopted pursuant to the BCHI Bylaws, which vest the Board of Directors with authority over the management and administration of BCHI records and operations.

31.3 Scope
This policy applies to all records of BCHI, regardless of format, including paper, electronic, photographic, audio, and other media, whether maintained at the state or chapter level.

31.4 Definitions
Record — Any document or information created, received, or maintained in the course of BCHI business;
Official Record — A record required for legal, financial, governance, or operational purposes;
Historical Record — A record preserved for its long-term historical or organizational value;
Temporary Record — A record with short-term administrative value and no long-term retention requirement;
Digitization — The process of converting paper records into electronic format for storage and access.

31.5 Records Ownership
All records created or maintained in the course of BCHI business are the property of BCHI and not of any individual officer, member, or chapter representative.

31.6 Records Categories and Retention Standards
Records shall be retained according to the following general categories:
Permanent Records
Records of enduring legal, financial, or historical value shall be retained permanently. These include, but are not limited to:
Bylaws and amendments
Articles of incorporation
Annual financial summaries
Convention minutes and official actions
Resolutions and policy records
Historical archives and photographs
2) Records required for financial accountability and regulatory compliance shall be retained for a minimum of seven (7) years.
These include:
Financial reports and ledgers
Bank statements and reconciliations
Tax filings and supporting documentation
Contracts and agreements
Insurance records
3) Administrative and operational records with limited ongoing value may be retained for one (1) to three (3) years,
including:
Routine correspondence
Draft documents
internal working notes
4) Temporary Records
Records with no ongoing administrative, legal, or historical value may be discarded when no longer needed.

31.7 Digitization of Records
BCHI shall prioritize the digitization of paper records to ensure long-term preservation, accessibility, and continuity between officers;
Digitized records shall be considered official records when they are complete, accurate, and properly stored;
Digital records shall be maintained in accordance with established BCHI Digital Records Management Standards.

31.8 Legacy Paper Records
(a) Existing paper records shall be reviewed and categorized as Permanent, Long-Term, Short-Term, or Temporary;
(b) Records of Permanent or Historical value shall be preserved and, where practical, digitized;
(c) Paper records that have been digitized may be retained or destroyed at the discretion of the Board, provided that no legal, financial, or historical value is lost;
(d) Records of uncertain value shall not be destroyed without review and approval.

31.9 Records Storage and Security
(a) Official records shall be stored in secure and accessible locations approved by the Board of Directors;
(b) Digital records shall be maintained in centralized storage systems to ensure continuity during officer transitions;
(c) Access to sensitive records shall be limited to authorized individuals.

31.10 Destruction of Records
(a) Records may be destroyed only after the applicable retention period has been satisfied;
(b) Destruction shall be conducted in a manner appropriate to the record type, including shredding of paper records and secure deletion of digital files;
(c) No records shall be destroyed if they are subject to audit, investigation, litigation, or pending request;
(d) The Board of Directors or its designee shall oversee and approve records destruction.

31.11 Litigation Hold
In the event of pending or reasonably anticipated legal action, audit, or investigation, all relevant records shall be preserved and destruction shall be suspended until the matter is resolved.

31.12 Responsibility
(a) The Secretary shall have primary responsibility for governance records;
(b) The Treasurer shall have primary responsibility for financial records;
(c) The Historian, if appointed, shall assist in preserving historical records;
(d) All officers are responsible for compliance with this policy within their respective roles.

31.13 Chapter Coordination
Chapters are encouraged to follow this policy and submit records of state-level significance to BCHI for preservation.

31.14 Compliance
This policy shall be applied in a manner consistent with applicable laws and regulatory requirements.

31.15 Amendments
The Board of Directors may amend this policy as necessary to reflect changes in operational need.

POLICY 32 — DIGITIZATION OF RECORDS
32.1 Purpose
To establish uniform standards for converting BCHI paper records into digital format to ensure long-term preservation, accessibility, and continuity of organizational records.

32.2 Scope
This policy applies to all legacy and current paper records of BCHI that are designated for retention under the Records Retention Policy.

32.3 General Principles
Digitization shall preserve the accuracy, completeness, and integrity of the original record;
Digitized records shall be clear, legible, and suitable for long-term storage;
Digitization shall prioritize records of legal, financial, governance, and historical significance;
Digitized records, once verified, may serve as the official record.

32.4 Prioritization of Records
The following records shall be prioritized for digitization:
(a) Permanent records (Bylaws, minutes, resolutions, historical materials);
(b) Financial records within the required retention period;
(c) Legal and contractual documents;
(d) Records necessary for continuity between officers.

32.5 Quality Standards
(a) All scanned documents shall be complete and include all pages;
(b) Documents shall be scanned in a readable format with sufficient resolution to preserve detail;
(c) Files shall be reviewed for accuracy before being accepted as official records;
(d) Illegible or incomplete scans shall be rescanned.

32.6 File Format and Naming
(a) Digital records shall be saved in standardized, non-proprietary formats where practical (e.g., PDF);
(b) File names shall comply with BCHI Digital Records Management Standards;
(c) Files shall include sufficient descriptive information to allow retrieval without reliance on personal knowledge.

32.7 Storage and Organization
(a) Digitized records shall be stored in a centralized and accessible system approved by the Board;
(b) Records shall be organized in a consistent folder structure;
(c) Access permissions shall be assigned based on role and responsibility.

32.8 Verification and Acceptance
(a) Digitized records shall be reviewed and verified for completeness and accuracy;
(b) Once verified, the digital copy shall be considered the official record unless otherwise required;
(c) Verification shall be performed by the responsible officer or designee.

32.9 Handling of Original Paper Records
(a) Original paper records of permanent or historical value shall be retained unless otherwise authorized;
(b) Paper records that have been digitized may be destroyed in accordance with the Records Retention Policy;
(c) No original records shall be destroyed if required for legal, financial, or historical purposes.

32.10 Responsibility
(a) The Secretary shall oversee digitization of governance records;
(b) The Treasurer shall oversee digitization of financial records;
(c) The Historian, if appointed, shall assist with preservation of historical materials;
(d) The Board of Directors shall provide overall oversight.

32.11 Compliance
Digitization practices shall comply with applicable laws and records retention requirements, including those of the Internal Revenue Service.

31.12 Records Review and Audit
The Board of Directors shall ensure that BCHI records management practices are periodically reviewed for compliance with this policy.
· An internal review of records shall be conducted at least annually or at such intervals as determined by the Board, which may include verification of record completeness, retention compliance, and proper storage.
The review may be performed by an officer, committee, or other designee of the Board and shall be reported to the Board of Directors.
The purpose of such review is to ensure continuity, accuracy, and compliance, and shall not be construed as a financial audit unless separately authorized.
See APPENDIX E — DIGITIZATION STANDARDS (HOW TO DO IT)

POLICY 40 — BYLAWS AMENDMENT PROCESS
40.1 Purpose
This policy establishes the procedure for proposing, reviewing, and adopting amendments to the BCHI Bylaws.
All amendments shall comply with the requirements set forth in the Bylaws. In the event of a conflict, the Bylaws shall control.

40.2 Authority
Amendments to the Bylaws may be adopted only by the delegates in accordance with the Bylaws ARTICLE XVIII — AMENDMENTS.

40.3 Who May Propose an Amendment
A proposed amendment may be submitted by:
The Board of Directors
Any Officer
Any Standing Committee
Any affiliated chapter in good standing
All proposals must be submitted in writing using the approved Bylaw Amendment Proposal Form.

40.4 Submission Requirements
Each proposal shall include:
The Article and Section to be amended
The exact current language
The full proposed new language
A statement explaining the purpose and effect of the amendment
Incomplete submissions may be returned for correction.

40.5 Board Review
Upon receipt:
The Secretary shall acknowledge receipt and record the submission date;
The Board of Directors shall review the proposal at a regular or special meeting;
The Board may:
Provide recommendations or comments;
Suggest non-substantive revisions for clarity, formatting, or consistency;
Return incomplete or non-compliant proposals for correction;
Board review shall not limit the authority of the delegates to consider properly submitted amendments.

40.6 Notice to Delegates
Written notice of any proposed amendment shall be provided to delegates not less than fourteen (14) days prior to the meeting at which the amendment will be considered, in accordance with the Bylaws;
The notice shall include the full text of the proposed amendment;
No amendment shall be adopted unless the notice requirements of the Bylaws have been satisfied.

40.7 Convention Consideration
Proposed amendments shall be presented to the delegates at a properly called meeting;
Delegates shall have the opportunity for discussion and debate in accordance with the Rules of Order;
Amendments shall be acted upon by the delegates in accordance with the voting requirements specified in the Bylaws.

40.8 Waiver of Notice
An amendment not properly noticed may be considered only upon a two-thirds (2/3) vote of the duly certified delegates present and voting to suspend the notice requirement;
No amendment affecting voting rights, delegate representation, quorum, or fundamental governance structure may be considered under a waiver of notice.
40.9 Voting Requirements
Adoption of a bylaw amendment shall require the vote specified in the Bylaws, including any supermajority requirement.

40.10 Effective Date
Unless otherwise specified in the motion, an adopted amendment shall become effective immediately upon approval.

40.11 Updating and Distribution
Following adoption:
The Secretary shall update the official Bylaws document;
The revision date shall be recorded;
Prior versions shall be archived in accordance with records policies;
The updated Bylaws shall be distributed to the Board of Directors and made available to members.
40.12 Technical Corrections
The Board of Directors may authorize minor, non-substantive corrections to the Bylaws, including grammar, numbering, or formatting changes, provided such corrections do not alter the meaning or intent of the provisions.
All such corrections shall be reported to the membership.

POLICY 41 — PROCEDURES AMENDMENT PROCESS
41.1 Purpose
To establish a clear and efficient process for the amendment of BCHI procedures, ensuring that operational practices remain current, effective, and aligned with BCHI governance.

41.2 Policy Statement
Procedures (Book 4) may be amended as needed to improve operations, clarify processes, or respond to changing conditions, provided such amendments:
Remain consistent with BCHI Bylaws, Rules of Order, and Policies
Do not create new governance authority or conflict with higher-level documents

41.3 Authority
The Board of Directors shall have authority to:
Adopt, amend, or rescind procedures
Delegate limited authority for administrative updates

41.4 Nature of Procedures
Procedures are:
Operational in nature
Intended to guide implementation of policy
Subject to more frequent change than bylaws or policy
Procedures shall not:
Establish new policy
Override governance documents

41.5 Types of Amendments
(a) Substantive Changes
Changes that:
Affect operations significantly
Change requirements or processes
👉 Require Board approval
(b) Administrative Changes
Changes that:
Correct errors
Improve clarity
Update formatting or references
👉 May be approved by a designated officer (e.g., Secretary or Governance Committee)

41.6 Consistency Requirement
All procedure amendments must be reviewed for consistency with:
Bylaws (Book 1)
Rules of Order (Book 2)
Policies (Book 3)

41.7 Documentation
All amendments shall:
Be documented with a revision date
Include a summary of changes
Be incorporated into the official version of Book 4
41.8 Effective Date
Amendments to procedures shall take effect:
Immediately upon approval, unless otherwise specified

POLICY 42 — DOCUMENT DISTRIBUTION
This policy establishes standards for the distribution of official BCHI documents to ensure timely access, transparency, and informed decision-making.
42.2 Scope
This policy applies to all official BCHI documents, including meeting notices, agendas, reports, proposed amendments, and other materials requiring distribution to members or delegates.

42.3 Distribution Requirements
Required documents shall be distributed to the appropriate recipients within the timeframes established by the Bylaws or applicable policies;
Documents shall be distributed in a manner that ensures reasonable access by all intended recipients;
Distribution shall include sufficient information to allow informed review and participation.

42.4 Methods of Distribution
Documents may be distributed by electronic means, including email or other approved digital platforms;
Electronic distribution shall be considered effective upon transmission to the last known contact information provided by the recipient;
Alternative methods may be used when necessary to ensure access.

42.5 Responsibility
The Secretary shall be responsible for the distribution of official governance documents unless otherwise assigned by the Board of Directors.
42.6 Record of Distribution
Records of distribution, including dates and methods, shall be maintained as part of the official records of BCHI.

42.7 Compliance
Distribution of documents shall comply with the notice requirements established in the Bylaws and applicable laws

POLICY 43 — FUNDRAISING AND REVENUE GENERATION
43.1. Purpose
This policy establishes standards for fundraising activities conducted by BCHI to ensure accountability, transparency, and alignment with organizational purposes.
2. Authorization
All fundraising activities conducted in the name of BCHI must be authorized by the Board of Directors or conducted in accordance with an approved program or policy.
3. Financial Control
All funds received through fundraising activities shall be properly recorded, deposited, and managed in accordance with BCHI financial policies.
4. Use of Funds
Funds raised shall be used solely for purposes consistent with the mission and approved programs of BCHI.
5. Accountability
Each fundraising activity shall include appropriate financial tracking and reporting to the Board of Directors.
6. Compliance
All fundraising activities shall comply with applicable laws, regulations, and donor restrictions.

POLICY 44 — GOVERNANCE DOCUMENT CONTROL
44.1. Purpose
This policy establishes authority and requirements for maintaining the official governance documents of BCHI.

44.2. Scope
This policy applies to all governance books, including:
Bylaws (Book 1);
Rules of Order (Book 2);
Policies (Book 3);
Procedures (Book 4);
Forms and Appendices (Book 5).

44.3. Official Record
The Secretary shall maintain the official record copy of all governance documents.
Only the officially maintained version shall be considered authoritative.

44.4. Authority to Amend
Governance documents may be amended only by the authority specified in the Bylaws and applicable governing provisions.
No individual may alter official documents outside authorized processes.

44.5. Version Control
Each governance document shall include:
Adoption date;
Revision date;
Version identification.

44.6. Publication
Current governance documents shall be made available to:
Board members;
Chapters;
Members, as appropriate.

44.7. Superseded Versions
Superseded versions shall be clearly marked and retained for historical reference.

44.8. Compliance
Use of outdated or unauthorized versions of governance documents is prohibited.

POLICY 48 — GOVERNANCE DOCUMENT STORAGE AND CONTROL
Purpose
This policy establishes requirements for the storage, control, and preservation of BCHI governance documents to ensure accuracy, continuity, and accessibility.

Scope
This policy applies to all governance documents, including:
(a) Bylaws (Book 1);
(b) Rules of Order (Book 2);
(c) Policies (Book 3);
(d) Procedures (Book 4);
(e) Forms and Appendices (Book 5).

Official Record
The Secretary shall maintain the official record copy of all governance documents.
Only the official record maintained by the Secretary shall be considered authoritative.

Approved Storage Locations
(a) Official Repository
The official master copy of all governance documents shall be maintained in a designated controlled repository approved by the Board of Directors.
(b) Website Publication
Governance documents may be published on the BCHI website for access and distribution.
Website versions are for reference and shall reflect the current official version.
The website shall not be the sole storage location for official records.
(c) Backup Storage
At least one additional backup copy of all governance documents shall be maintained in a separate system or location to ensure preservation and continuity.

Version Control
All governance documents shall include:
(a) Adoption date;
(b) Revision date;
(c) Version identification, if applicable.
Only one version shall be designated as the current official version.

Authority to Modify
Governance documents may be modified only through the processes defined in the Bylaws and governing provisions.
No individual may alter official documents outside authorized processes.

Publication and Access
Current governance documents shall be made available to:
(a) Board members;
(b) Chapters;
(c) Members, as appropriate.
Superseded Versions
Superseded versions shall be:
(a) Clearly marked as “Superseded”;
(b) Retained for historical reference;
(c) Stored in an archive separate from current documents.

Compliance
Use of outdated or unauthorized versions of governance documents is prohibited.
Failure to maintain governance documents in accordance with this policy may be addressed by the Board of Directors.

POLICY 50— DOCUMENT LINKAGE AND TRACEABILITY
50.1 Requirement
All BCHI governance documents shall be linked to ensure traceability between:
Bylaws
Rules of Order
Policies
Procedures
Forms

50.2 Downward Linkage
Higher-level documents shall reference:
Applicable procedures
Required forms

50.3 Upward Linkage
Procedures and forms shall reference:
Authorizing policy
Applicable governing rules

50.4 Consistency Review
When any document is amended:
Related documents shall be reviewed for consistency
Necessary conforming changes shall be made

50.5 Conflict Resolution
In the event of conflict:
Bylaws control
Rules of Order control
Policies control
Procedures control
Forms control

50.6 Documentation
Amendments shall include:
Reference to impacted documents
Revision tracking