Governance Book 3 – Policies

BACK COUNTRY HORSEMEN OF IDAHO

BOOK 3

POLICIES

BCHI Governance System

Draft | Version 11 | Last Updated October 6, 2026
Approval Authority: Board of Directors

Draft Version

Adopted: [Insert Date]

Last Updated: October 6, 2026

State of Incorporation: Idaho

Supersedes all previous versions

Approval Authority: Board of Directors, within authority delegated by the Bylaws

Document-Control Cover Sheet

Control Item	Requirement
Official title	BCHI Book 3 — Policies
Permanent numbering	Policies 100–899, assigned by subject range
Substantive approval	Board of Directors, unless a controlling law, Article, Bylaw, or Rule reserves the matter to delegates
Administrative corrections	Board of Directors may authorize nonsubstantive corrections; the Secretary or designated custodian implements and records them without changing meaning
Official version	The clean current version maintained in the official BCHI governance repository
Superseded versions	Archived separately and marked “SUPERSEDED — DO NOT USE”
Review cycle	At least annually and whenever controlling authority changes
Governing hierarchy	Law → Articles of Incorporation → Bylaws → Rules of Order → Policies → Procedures → Forms and operational guides

Purpose and Application

Book 3 establishes binding policies adopted by BCHI to guide governance, define authority, establish organizational limits, and direct implementation through Book 4 procedures and Book 5 forms. Policies may not conflict with higher governing authority. Operational steps belong in Book 4 rather than this Book.

Permanent Subject-Numbering System

Policy identifiers are permanent after adoption and shall not be reused. A repealed identifier is retired. New policies receive an unused number within the appropriate subject range; numbers need not be consecutive.

Range	Subject
100–199	Governance and Board Administration
200–249	Ethics, Conflicts of Interest, and Legal Accountability
250–349	Records and Document Control
350–449	Finances and Internal Controls
500–549	Grants and Foundation Coordination
550–599	Reporting Schedules
600–649	Public Communications and Organizational Positions
650–699	Property, Risk, and Asset Protection
700–749	Dispute Resolution and Discipline
750–799	Volunteer and Staff Treatment
800–899	Programs, Volunteer Reporting, and Electronic Administration

Table of Contents

100–199 — Governance and Board Administration

     Policy 101 — Global Ends

     Policy 102 — Global Delegation

     Policy 103 — Monitoring Performance

     Policy 104 — General Limitations

     Policy 105 — Succession Planning

     Policy 106 — Board Governance

     Policy 107 — Committees

     Policy 108 — Governance Document Interpretation

     Policy 109 — Amendment Of Policies

     Policy 110 — Policy Hierarchy

     Policy 111 — Bylaws Amendment Process

     Policy 112 — Procedures Amendment Process

     Policy 113 — Governance Revision And Version Control

200–249 — Ethics, Conflicts of Interest, and Legal Accountability

     Policy 201 — Board Conduct

     Policy 202 — Conflict Of Interest

     Policy 203 — Member Protection

     Policy 204 — Legal Protections

250–349 — Records and Document Control

     Policy 251 — Records & Transparency

     Policy 252 — Records Retention, Management, And Destruction

     Policy 253 — Digitization Of Records

     Policy 254 — Document Distribution

     Policy 255 — Governance Document Control

     Policy 256 — Governance Document Storage And Control

     Policy 257 — Document Linkage And Traceability

350–449 — Finances and Internal Controls

     Policy 351 — Financial Limitations

     Policy 352 — Financial Governance

     Policy 353 — Fiscal Year And Financial Reporting

     Policy 354 — Fundraising And Revenue Generation

     Policy 355 — Chapter Financial Reserves And Use Of Funds

     Policy 356 — Financial Controls For Raffles

     Policy 357 — Officer And Director Travel Expenses

500–549 — Grants and Foundation Coordination

     Policy 501 — Grant Funds Held By Bchi Foundation

     Policy 502 — Partnerships & Cooperative Projects

550–599 — Reporting Schedules

     Policy 551 — Annual Reporting and Payment Deadlines

600–649 — Public Communications and Organizational Positions

     Policy 601 — Communication

     Policy 602 — Communication To The Board

     Policy 603 — Public Positions

650–699 — Property, Risk, and Asset Protection

     Policy 651 — Organizational Protection

     Policy 652 — Asset Protection

700–749 — Dispute Resolution and Discipline

     Policy 701 — Internal Dispute Resolution

750–799 — Volunteer and Staff Treatment

     Policy 751 — Treatment Of Volunteers And Staff

     Policy 752 — Volunteer Management Responsibility

800–899 — Programs, Volunteer Reporting, and Electronic Administration

     Policy 801 — State Rendezvous Program

     Policy 802 — Raffle and Fundraising Calendar Program

     Policy 803 — Volunteer Service Reporting

     Policy 804 — Electronic Signatures and Electronic Records

     Policy 805 — Fundraising Trail Rides

     Policy 806 — Operational Toolkit

     Policy 807 — Packing Clinics and Educational Programs

     Policy 808 — Educational Clinic Fundraising Program

900–949 — Event Administration

Policy 901 — Event Vendors, Exhibitors, and Service Providers

Renumbering Concordance

This concordance preserves traceability from the prior draft numbering. It is an administrative transition aid and is not substantive policy.

Prior number	Permanent number	Policy title
101	101	Global Ends
201	102	Global Delegation
203	103	Monitoring Performance
301	104	General Limitations
306	105	Succession Planning
401	106	Board Governance
404	107	Committees
601	108	Governance Document Interpretation
602	109	Amendment Of Policies
603	110	Policy Hierarchy
607	111	Bylaws Amendment Process
608	112	Procedures Amendment Process
615	113	Governance Revision And Version Control
402	201	Board Conduct
403	202	Conflict Of Interest
303	203	Member Protection
407	204	Legal Protections
406	251	Records & Transparency
605	252	Records Retention, Management, And Destruction
606	253	Digitization Of Records
609	254	Document Distribution
611	255	Governance Document Control
612	256	Governance Document Storage And Control
613	257	Document Linkage And Traceability
302	351	Financial Limitations
405	352	Financial Governance
604	353	Fiscal Year And Financial Reporting
610	354	Fundraising And Revenue Generation
614	355	Chapter Financial Reserves And Use Of Funds
703	356	Financial Controls For Raffles
307	357	Officer And Director Travel Expenses
804	804	Electronic Signatures and Electronic Records
706	501	Grant Funds Held By Bchi Foundation
707	502	Partnerships & Cooperative Projects
802	551	Annual Reporting And Payment Deadlines
803	803	Volunteer Service Reporting
305	601	Communication
504	602	Communication To The Board
505	603	Public Positions
304	651	Organizational Protection
503	652	Asset Protection
502	701	Internal Dispute Resolution
501	751	Treatment Of Volunteers And Staff
506	752	Volunteer Management Responsibility
701	801	State Rendezvous Program
702	802	Raffle & Fundraising Calendar Program
704	807	Packing Clinics & Educational Programs
705	808	Educational Clinic Fundraising Program
708	805	Fundraising Trail Rides
801	806	Operational Toolkit

100–199 — Governance and Board Administration

POLICY 101 — GLOBAL ENDS

101.1 Purpose

BCHI exists to ensure that:

     Recreational stock use remains viable on public lands

     Backcountry resources are preserved and responsibly used

     Chapters are supported and strengthened

     Members are educated and engaged

101.2 Public Lands Access

BCHI shall:

     Monitor and respond to public land issues affecting access

     Participate in land management discussions

     Advocate for continued access

101.3 Public Perception

BCHI shall maintain:

     Positive relationships with agencies

     A reputation for responsible stewardship

101.4 Chapter Strength

BCHI shall:

     Support active and sustainable chapters

     Encourage growth and participation

101.5 Education

BCHI shall:

     Promote training and education

     Share knowledge and best practices

POLICY 102 — GLOBAL DELEGATION

102.1 Authority

The Board delegates authority to Officers to manage the day-to-day operations of BCHI.

102.2 Scope

Officers may act within:

     Adopted policies

     Approved budget

     Authority granted by the Board

102.3 Accountability

Officers are accountable to the Board and must:

     Report regularly

     Comply with all policies

     Act in good faith consistent with Board intent

POLICY 103 — MONITORING PERFORMANCE

301.1 Purpose

The Board shall monitor performance to ensure:

     Policies are followed

     Goals are being achieved

301.2 Methods

Monitoring may include:

     Officer reports

     Financial reports

     Direct Board review

     External review if necessary

301.3 Frequency

Monitoring shall occur:

     Monthly or quarterly (financial)

     Annually (overall performance)

301.4 Noncompliance

If noncompliance is identified:

     Written notice shall be issued

     Corrective action required

     Board review

     Possible removal or discipline

POLICY 104 — GENERAL LIMITATIONS

Officers shall not:

     Violate any law

     Act outside authority

     Expose BCHI to unreasonable risk

POLICY 105 — SUCCESSION PLANNING

The organization shall:

     Maintain continuity of leadership

     Ensure backup capability for key roles

POLICY 106 — BOARD GOVERNANCE

10.1 Role

The Board governs, not manages.

10.2 Responsibilities

The Board shall:

     Set policy

     Oversee finances

     Monitor performance

     Represent the chapters

POLICY 107 — COMMITTEES

107.1 Types

Committees may be:

     Advisory

     Operational

107.2 Limitations

Committees shall not:

     Set policy

     Spend funds without approval

     Speak for BCHI unless authorized

POLICY 108 — GOVERNANCE DOCUMENT INTERPRETATION

108.1 Purpose

This policy establishes the rules for interpreting the BCHI Governance Manual to ensure consistent, fair, and lawful application of all governing documents.

108.2 Order of Authority

BCHI governing documents shall be interpreted in the following order, with higher authority controlling in the event of conflict:

1.    Federal law

2.    Idaho law

3.    Articles of Incorporation

4.    Bylaws

5.    Rules of Order

6.    Policies

7.    Procedures

8.    Forms, appendices, and guidelines

108.3 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.

108.4 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.

108.5 Specific Over General

Specific provisions control over general provisions addressing the same subject.

108.6 Conflicts at Same Level

If provisions of equal authority conflict and cannot be reconciled, the later-adopted provision controls.

108.7 Mandatory vs. Permissive Terms

“Shall” is mandatory.

“May” is permissive.

“Should” is advisory.

108.8 Parliamentary Matters

Questions of meeting procedure shall be governed by the Rules of Order and, where silent, the adopted parliamentary authority.

108.9 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.

108.10 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.

108.11 Limitation on Interpretation

Interpretation shall not be used to amend, expand, or override governing documents. Changes requiring amendment must follow the proper approval process.

108.12 Record of Interpretations

Formal interpretations should be documented and maintained with the official governance records.

POLICY 109 — AMENDMENT OF POLICIES

Policies may be amended by:

     Majority vote of the Board

     Or as directed by delegates

109.1 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.

109.2 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

109.3 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.

109.4 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)

109.5 Initiation of Amendments

Policy amendments may be proposed by:

     Board members

     Officers

     Committees

     Chapters (through formal submission)

109.6 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

109.7 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.

109.8 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.

109.9 Effective Date

Policy amendments shall take effect:

Immediately upon approval, unless otherwise specified

109.10 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

109.11 Communication

Approved policy changes shall be:

     Communicated to chapters and relevant stakeholders

     Reflected in updated documents or toolkits

109.12 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

109.13 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

109.14 Limitation

Policies shall not be used to:

     Circumvent Bylaws

     Establish requirements that properly belong in Bylaws

109.15 Flexibility Clause

The Board retains the authority to:

Modify, suspend, or rescind policies as necessary to meet organizational needs

POLICY 110 — POLICY HIERARCHY

In case of conflict:

     Bylaws prevail

     Rules of Order apply next

     Policies follow the Rules of Order

     Procedures implement policies

POLICY 111 — BYLAWS AMENDMENT PROCESS

111.1 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.

111.2 Authority

Amendments to the Bylaws may be adopted only by the delegates in accordance with the Bylaws Article X — AMENDMENTS.

111.3 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 GOV-09 — Bylaw Amendment Proposal.

111.4 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.

111.5 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.

111.6 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.

111.7 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.

111.8 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.

111.9 Voting Requirements

Adoption of a bylaw amendment shall require the vote specified in the Bylaws, including any supermajority requirement.

111.10 Effective Date

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

111.11 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.

111.12 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 112 — PROCEDURES AMENDMENT PROCESS

112.1 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.

112.2 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

112.3 Authority

The Board of Directors shall have authority to:

     Adopt, amend, or rescind procedures

     Delegate limited authority for administrative updates

112.4 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

112.5 Types of Amendments

     Substantive Changes

     Changes that:

     Affect operations significantly

     Change requirements or processes

     👉 Require Board approval

     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)

112.6 Consistency Requirement

All procedure amendments must be reviewed for consistency with:

     Bylaws (Book 1)

     Rules of Order (Book 2)

     Policies (Book 3)

112.7 Documentation

All amendments shall:

     Be documented with a revision date

     Include a summary of changes

     Be incorporated into the official version of Book 4

112.8 Effective Date

Amendments to procedures shall take effect:

Immediately upon approval, unless otherwise specified

POLICY 113 — Governance Revision and Version Control

Responsible authority

Secretary, or other Board-designated governance records custodian

Approved by

BCHI Board of Directors

Original adoption date

________________

Current revision date

________________

Effective date

________________

Version

0

Supersedes

New policy

Related references

Book 1, Article ___; Book 2, Rule ___; Book 5, Master Governance Index; Procedure ___

9.    Purpose

To ensure that every official BCHI governance book contains only the clean, current, approved language while preserving a complete and reliable record of proposed amendments, adoption actions, prior versions, and effective dates.

10.  Policy

BCHI shall maintain its governance documents through four coordinated records:

The official governance books shall contain only the clean, current version of each article, rule, policy, procedure, appendix, and form.

Amendment packets shall display the current language and proposed changes in a reviewable format before action is taken.

The revision log or Master Governance Index shall summarize the adoption and revision history of each provision.

Each superseded version shall be removed from the current governance book and retained separately in the official archive.

Old wording shall not remain beside new wording in a permanent governance book. Redlines and side-by-side comparisons are review records and shall not be treated as the official adopted text.

11.  Amendment Review Format

A proposed amendment shall be presented in one of the following formats:

Redline format: deleted language is struck through and new language is underlined.

Side-by-side format: current language appears in the left column and proposed language appears in the right column.

Side-by-side comparison is the preferred BCHI format when it will make review easier for directors or delegates. A complete clean proposed version shall accompany the comparison whenever the amendment affects several paragraphs, changes numbering, or would otherwise be difficult to assemble from marked changes.

12.  Clean Adopted Version

After adoption, the records custodian shall replace the former provision with the complete clean adopted language. The current version shall include document-control metadata and a brief revision history. The revision history shall describe the change without reproducing the former text.

13.  Archived Previous Versions

Every superseded version shall be retained in the official archive and clearly marked ‘SUPERSEDED – Not Current.’ The archive record shall identify the version number, the dates during which the version was effective, and the version that replaced it. Archived material shall not be placed or displayed in a manner that could reasonably be mistaken for current governing language.

14.  Version Numbers

An original adopted provision begins at Version 1.0.

A minor administrative correction increments the decimal number, for example, Version 1.0 to Version 1.1.

A substantive amendment increments the whole number, for example, Version 1.0 or 1.1 to Version 2.0.

A correction may be treated as administrative only when it does not change meaning, authority, rights, duties, deadlines, eligibility, financial responsibility, or required action. A correction that may affect meaning shall be processed as a substantive amendment.

15.  Responsibility

The Secretary, or other Board-designated governance records custodian, is responsible for maintaining the official current books, amendment packets, revision logs, adoption records, and superseded archives. The approving body remains responsible for acting within the authority assigned by the Bylaws and other controlling BCHI provisions.

16.  Compliance

A provision shall not be published or represented as current until its approval authority, action date, effective date, clean text, version number, and required cross-references have been verified and recorded.

Revision History

Adopted __________________ by the BCHI Board of Directors.

Effective __________________.

Change Summary: Established uniform requirements for amendment review, clean current governance books, version numbering, revision logs, and retention of superseded versions.

200–249 — Ethics, Conflicts of Interest, and Legal Accountability

POLICY 201 — BOARD CONDUCT

Board members shall:

     Act in good faith

     Be prepared for meetings

     Participate actively

     Uphold BCHI values

POLICY 202 — CONFLICT OF INTEREST

Board members and officers shall:

     Disclose conflicts

     Refrain from voting when conflicted

POLICY 203 — MEMBER PROTECTION

Officers shall not:

     Violate member privacy

     Misuse membership data

     Treat members unfairly

POLICY 204 — LEGAL PROTECTIONS

204.1 Indemnification

BCHI shall protect:

     Board members

     Officers

     Volunteers

204.2 Compliance

BCHI shall comply with all applicable laws.

204.3 Whistleblower Protection

No individual shall be penalized for reporting concerns in good faith.

250–349 — Records and Document Control

POLICY 251 — RECORDS & TRANSPARENCY

BCHI shall:

     Maintain accurate records

     Provide appropriate access

     Ensure continuity between officers

POLICY 252 — RECORDS RETENTION, MANAGEMENT, AND DESTRUCTION

252.1 Purpose and Scope

This policy establishes requirements for the creation, custody, classification, storage, access, backup, retention, preservation, transfer, and authorized destruction of BCHI records in any format. It applies to records created, received, or maintained in the course of BCHI business at the state level and to chapter records required to be submitted to BCHI.

252.2 Ownership and Official Records

Records created, received, or maintained in the course of BCHI business are BCHI property and are not the personal property of an officer, director, committee member, volunteer, employee, or chapter representative. An official record is the authoritative evidence of a BCHI action, decision, transaction, obligation, or activity.

252.3 Records Custodians

     The Secretary is the official custodian of BCHI governance and organizational records, including governing documents, minutes, resolutions, election and delegate records, official correspondence, committee records, contracts assigned to the Secretary, and the records index.

     The Treasurer is the official custodian of BCHI financial records, including accounting records, bank and investment records, reconciliations, tax filings, financial reports, receipts, disbursement records, grant financial records, and supporting documentation.

     Each officer, committee chair, employee, volunteer, or other record holder shall promptly provide official records to the appropriate custodian and shall comply with the custodian’s filing, access, retention, preservation, and transfer requirements.

     The Board of Directors may assign custody of a specialized record series to another office without displacing the Secretary’s responsibility for the master records index or the Treasurer’s responsibility for financial-record controls.

252.4 Approved Official Repository

The Board of Directors shall approve a controlled electronic repository for BCHI official records. The repository shall contain the authoritative copy or an indexed location for each official record and shall support continuity, access control, version history where appropriate, backup, recovery, and retention. An authoritative BCHI record shall not be maintained solely in a personal email account, personal device, personal cloud account, removable drive, or vendor portal. Paper originals that must be retained shall be stored in a secure location identified in the master records index.

252.5 Access and Security Controls

Access shall be limited according to official duties, confidentiality, and the principle of least privilege. BCHI-controlled systems shall use individual user accounts; shared credentials are prohibited. Multifactor authentication shall be enabled where available and required for administrative, financial, confidential, and signing accounts. The responsible custodian or system administrator shall review access at least annually and promptly revise or terminate access when duties change or service ends. Confidential, privileged, donor-restricted, personnel, financial, and personally identifiable information shall be protected from unauthorized access, alteration, disclosure, or loss.

252.6 Backup and Recovery

Official electronic records shall be backed up on a documented schedule approved by the Board of Directors or its designee. At least one recoverable backup shall be maintained separately from the primary repository and protected by controls appropriate to the information. Backup and restoration capability shall be tested at least annually, with the test and corrective action documented. Synchronization alone does not satisfy this requirement unless the system also provides recoverable versions or an independent backup.

252.7 Retention Schedule

BCHI shall maintain a Board of Directors-approved records-retention schedule identifying each record series, custodian, repository, minimum retention period, disposition, and any controlling legal, tax, grant, contract, insurance, or donor requirement. The schedule shall apply the longer period when requirements conflict.

     Articles of incorporation, bylaws and amendments, adopted governance books, convention and Board of Directors minutes, official resolutions, annual financial statements, tax-exemption determinations, material historical records, and disposition logs shall be retained permanently.

     Financial ledgers, bank statements and reconciliations, tax filings and supporting records, contracts, grants, insurance records, and material transaction records shall be retained for at least seven years after the applicable fiscal year, closeout, expiration, or termination, unless a longer period applies.

     Routine administrative records may be assigned a retention period of one to three years when they have no continuing legal, financial, governance, operational, or historical value.

     Drafts, duplicates, convenience copies, and transitory communications may be discarded when no longer needed, provided they are not the official record and are not subject to a hold.

REC-01 — Master Records Index is the controlling Book 5 form for documenting the schedule and each record series.

252.8 Litigation, Audit, and Investigation Holds

When litigation, a claim, subpoena, audit, investigation, dispute, governmental inquiry, contractual review, or other proceeding is pending or reasonably anticipated, deletion and destruction of potentially relevant records shall stop immediately. The Secretary shall issue and track a written preservation hold, in consultation with the President, Treasurer when financial records are involved, and legal counsel when appropriate. Record holders shall preserve responsive records, including relevant communications and metadata, until the Secretary issues a written release after confirming that the preservation duty has ended. A hold overrides every routine retention or destruction schedule.

252.9 Officer and Custodian Transition

Before leaving office or responsibility, each record custodian and record holder shall transfer to the successor or Board of Directors designee all BCHI records, inventories, accounts, administrative rights, credentials through an approved secure method, recovery information, pending requests, active holds, retention obligations, and physical property. The transfer shall be documented with REC-02 — Records Transfer Checklist and completed within the transition period established by the Board of Directors. A departing person shall not retain BCHI records or access except when expressly authorized for a defined purpose or required by law.

252.10 Destruction Authorization and Documentation

No official record may be destroyed merely because it is inconvenient, duplicated in an unverified location, or held by a departing officer. Destruction is permitted only when the applicable retention period has expired, no hold or preservation duty applies, the authoritative record and classification have been verified, and the required approval has been documented.

     The Secretary shall authorize destruction of governance and organizational records.

     The Treasurer and Secretary shall jointly authorize destruction of financial records.

     The Board of Directors or its formally designated records officer shall authorize destruction of permanent records, records of uncertain value, or a substantial record series.

     Destruction shall use a secure method appropriate to the medium and sensitivity of the information. Backup copies may age out through the approved backup cycle after authorization, unless a hold applies.

     Every authorized destruction shall be recorded on REC-03 — Records Disposition Log. The disposition log shall be retained permanently.

252.11 Digitization and Paper Originals

A complete, accurate, legible, and verified digital copy may serve as the official record unless law, a contract, a donor or grant requirement, evidentiary need, or the Board of Directors requires retention of the original. Permanent or historically significant paper originals shall not be destroyed without the authorization required by Section 252.10. Policy 253 establishes digitization standards.

252.12 Annual Review and Certification

The Secretary shall coordinate an annual records-management review using REC-04 — Annual Records Review Checklist. The Treasurer shall review and certify the financial-record component. The review shall address repository completeness, access, backup and restoration, retention, active holds, transitions, and authorized disposition. Material deficiencies and corrective actions shall be reported to the Board of Directors.

252.13 Chapter Coordination

Chapters shall preserve and submit state-level records as required by BCHI governing documents, the retention schedule, grant or contractual requirements, and instructions issued under this policy. This policy does not make the Secretary or Treasurer custodian of records that remain exclusively within a chapter’s lawful local authority unless those records are submitted to or required by BCHI.

252.14 Implementation and Forms

Operational instructions shall be maintained in Book 4. Book 5 shall maintain REC-01 — Master Records Index, REC-02 — Records Transfer Checklist, REC-03 — Records Disposition Log, and REC-04 — Annual Records Review Checklist. Forms and procedures may implement but may not alter this policy.

252.15 Compliance and Amendments

This policy shall be applied consistently with applicable law and controlling governance documents. Substantive amendments require approval by the Board of Directors unless the matter is reserved to delegates. Authorized nonsubstantive corrections may not change custody, access, retention, preservation, or destruction authority.

POLICY 253 — DIGITIZATION OF RECORDS

253.1 Purpose

To establish uniform standards for converting BCHI paper records into digital format to                                   ensure long-term preservation, accessibility, and continuity of organizational records.

253.2 Scope

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

253.3 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.

253.4 Prioritization of Records

The following records shall be prioritized for digitization:

     Permanent records (Bylaws, minutes, resolutions, historical materials);

     Financial records within the required retention period;

     Legal and contractual documents;

     Records necessary for continuity between officers.

253.5 Quality Standards

     All scanned documents shall be complete and include all pages;

     Documents shall be scanned in a readable format with sufficient resolution to                                                       preserve detail;

     Files shall be reviewed for accuracy before being accepted as official records;

     Illegible or incomplete scans shall be rescanned.

253.6 File Format and Naming

     Digital records shall be saved in standardized, non-proprietary formats where                                                       practical (e.g., PDF);

     File names shall comply with BCHI Digital Records Management Standards;

     Files shall include sufficient descriptive information to allow retrieval without reliance                                       on personal knowledge.

253.7 Storage and Organization

     Digitized records shall be stored in a centralized and accessible system approved by                                           the Board;

     Records shall be organized in a consistent folder structure;

     Access permissions shall be assigned based on role and responsibility.

253.8 Verification and Acceptance

     Digitized records shall be reviewed and verified for completeness and accuracy;

     Once verified, the digital copy shall be considered the official record unless otherwise                                                                                                                                         required;

     Verification shall be performed by the responsible officer or designee.

253.9 Handling of Original Paper Records

     Original paper records of permanent or historical value shall be retained unless                                   otherwise authorized;

     Paper records that have been digitized may be destroyed in accordance with the                                  Records Retention Policy;

     No original records shall be destroyed if required for legal, financial, or historical                                 purposes.

253.10 Responsibility

     The Secretary shall oversee digitization of governance records;

     The Treasurer shall oversee digitization of financial records;

     The Historian, if appointed, shall assist with preservation of historical materials;

     The Board of Directors shall provide overall oversight.

253.11 Compliance

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

253.12 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 254 — DOCUMENT DISTRIBUTION

This policy establishes standards for the distribution of official BCHI documents to ensure timely access, transparency, and informed decision-making.

254.2 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.

254.3 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.

254.4 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.

254.5 Responsibility

The Secretary shall be responsible for the distribution of official governance documents unless otherwise assigned by the Board of Directors.

254.6 Record of Distribution

Records of distribution, including dates and methods, shall be maintained as part of the official records of BCHI.

254.7 Compliance

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

POLICY 255 — GOVERNANCE DOCUMENT CONTROL

255.1. Purpose

This policy establishes authority and requirements for maintaining the official governance documents of BCHI.

255.2. Scope

This policy applies to all governance books, including:

     Bylaws (Book 1);

     Rules of Order (Book 2);

     Policies (Book 3);

     Procedures (Book 4);

Forms & Appendices (Book 5).

255.3. Official Record

The Secretary shall maintain the official record copy of all governance documents.

Only the officially maintained version shall be considered authoritative.

255.4. 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.

255.5. Version Control

Each governance document shall include:

     Adoption date;

     Revision date;

Version identification.

255.6. Publication

Current governance documents shall be made available to:

     Board members;

     Chapters;

Members, as appropriate.

255.7. Superseded Versions

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

255.8. Compliance

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

POLICY 256 — GOVERNANCE DOCUMENT STORAGE AND CONTROL

256.1. Purpose

This policy establishes requirements for the storage, control, and preservation of BCHI governance documents to ensure accuracy, continuity, and accessibility.

256.2. Scope

This policy applies to all governance documents, including:

     Bylaws (Book 1);

     Rules of Order (Book 2);

     Policies (Book 3);

     Procedures (Book 4);

     Forms & Appendices (Book 5).

256.3. 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.

256.4. Approved Storage Locations

     Official Repository

The official master copy of all governance documents shall be maintained in a designated controlled repository approved by the Board of Directors.

     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.

     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.

256.5. Version Control

All governance documents shall include:

     Adoption date;

     Revision date;

     Version identification, if applicable.

Only one version shall be designated as the current official version.

612 6. 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.

612 7. Publication and Access

Current governance documents shall be made available to:

     Board members;

     Chapters;

     Members, as appropriate.

     256.8 Superseded Versions

     Superseded versions shall be:

     Clearly marked as “Superseded”;

     Retained for historical reference;

     Stored in an archive separate from current documents.

     612 9. 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 257 — DOCUMENT LINKAGE AND TRACEABILITY

257.1 Requirement

All BCHI governance documents shall be linked to ensure traceability between:

     Bylaws

     Rules of Order

     Policies

     Procedures

     Forms

257.2 Downward Linkage

Higher-level documents shall reference:

     Applicable procedures

     Required forms

257.3 Upward Linkage

Procedures and forms shall reference:

     Authorizing policy

     Applicable governing rules

257.4 Consistency Review

When any document is amended:

     Related documents shall be reviewed for consistency

     Necessary conforming changes shall be made

257.5 Conflict Resolution

In the event of conflict:

     Bylaws control

     Rules of Order control

     Policies control

     Procedures control

     Forms control

257.6 Documentation

Amendments shall include:

     Reference to impacted documents

     Revision tracking

350–449 — Finances and Internal Controls

POLICY 351 — FINANCIAL LIMITATIONS

Officers shall not:

5.1 Budget Violations

Spend beyond approved budget

5.2 Unauthorized Commitments

Commit funds without approval

5.3 Debt

Incur debt without Board authorization

5.4 Large Expenditures

Make expenditures above limits set by policy

5.5 Internal Controls

Fail to maintain proper separation of duties

POLICY 352 — FINANCIAL GOVERNANCE

352.1 Budget

The Board shall approve an annual budget.

352.2 Oversight

The Board shall ensure:

     Accurate financial reporting

     Proper controls

352.3 Reserves

BCHI may maintain reserve funds for:

     Emergencies

     Strategic needs

352.4 Investments

Funds may be held in:

     Banks

     CDs

     Approved financial institutions

     Priority shall be:

     Safety

     Liquidity

     Reasonable return

352.5 Establishment and change

The fiscal year of BCHI shall be established by the Board of Directors in accordance with the Bylaws.

352.5.1 Authority to Change

The Board of Directors may change the fiscal year when necessary for:

     Financial reporting alignment

     Operational efficiency

     Compliance with legal or regulatory requirements

352.5.2 Requirements for Change

Any change to the fiscal year shall:

     Be approved by the Board of Directors

     Include a defined transition plan

     Provide sufficient notice to chapters

352.5.3 Coordination

The Board shall ensure coordination with:

     Financial institutions

     Tax reporting requirements (Internal Revenue Service)

     Grant and reporting obligations

352.5.4 Effective Date

Changes shall take effect at the beginning of a fiscal period unless otherwise required for compliance purposes.

POLICY 353 — FISCAL YEAR AND FINANCIAL REPORTING

353.1 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.

353.2 Authority

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

353.3 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.

353.4 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.

353.5 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

353.6 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.

353.7 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.

353.8 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 354 — FUNDRAISING AND REVENUE GENERATION

354.1 Purpose

This policy establishes standards for fundraising activities conducted by BCHI to ensure accountability, transparency, and alignment with organizational purposes.

354.2 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.

354.3 Financial Control

All funds received through fundraising activities shall be properly recorded, deposited, and managed in accordance with BCHI financial policies.

354.4 Use of Funds

Funds raised shall be used solely for purposes consistent with the mission and approved programs of BCHI.

354.5 Accountability

Each fundraising activity shall include appropriate financial tracking and reporting to the Board of Directors.

354.6 Compliance

All fundraising activities shall comply with applicable laws, regulations, and donor restrictions.

POLICY 355 — CHAPTER FINANCIAL RESERVES AND USE OF FUNDS

Each chapter shall maintain financial reserves appropriate to its normal operating expenses, foreseeable obligations, equipment needs, emergencies, and planned projects.

As part of its annual budget process, each chapter shall review its unrestricted cash balance and identify:

     Funds needed for normal operations and emergencies;

     Funds committed or designated for specific projects, equipment, grants, or future obligations; and

Unrestricted funds exceeding the chapter’s reasonably established reserve needs.

When unrestricted funds exceed the chapter’s established reserve level, the chapter board shall develop a reasonable plan for using the excess funds to further the purposes of the chapter and BCHI. The plan may include trail projects, educational programs, land-manager partnerships, equipment purchases, member training, public access projects, or contributions to BCHI-approved projects.

Restricted donations, grant funds, and money contractually committed to a particular purpose shall not be included when determining excess unrestricted funds.

Each chapter shall report its year-end balance, designated reserves, and planned use of excess unrestricted funds to BCHI annually.

As a guidline, a chapter should normally retain up to two years of ordinary operating expenses, plus amounts designated for approved projects, equipment replacement, emergencies, and other documented future obligations.

POLICY 356 — FINANCIAL CONTROLS FOR RAFFLES

     Segregation of Funds

     All raffle proceeds shall be:

     Deposited into BCHI-controlled accounts

     Separately tracked from general operations

     Two-Person Accountability

     At least two individuals shall be involved in:

     Cash handling

     Counting proceeds

     Verifying deposits

     No Pre-Spending Rule

     Expenses shall not exceed collected funds unless Board-approved

     Cash prizes must be reserved prior to drawing

     Deposit Requirements

     Funds shall be deposited within [3–5] business days

     No long-term holding of cash

     Reconciliation

     Sales logs must match deposits

     Prize payouts must match drawing records

     Audit Trail Required

     The following must align:

     Sales Log (RF-03)

     Deposit records

     Drawing Records (RF-04)

     Winner Receipts (RF-05)

     Reserve Protection Link

     Raffle proceeds:

     May support operations

     Shall not be used to bypass reserve policy requirements

     Shall not be relied upon as guaranteed revenue

POLICY 357 — OFFICER AND DIRECTOR TRAVEL EXPENSES

Purpose

BCHI may reimburse officers, National Directors, committee members, and other authorized representatives for reasonable and necessary expenses incurred while conducting approved BCHI business.

Prior authorization

Travel must be authorized in advance by the Board of Directors, Executive Committee, or an officer designated by the Board. Authorization should identify the event, authorized traveler, reimbursable expenses, and any spending limits.

Lodging

BCHI will reimburse lodging expenses only for nights reasonably necessary to attend the authorized event.

BCHI will pay for the minimum number of lodging nights reasonably necessary for the authorized person to attend the complete meeting or event safely.

Ordinarily, reimbursable lodging is limited to:

     The night before the event, when travel on the day of the event would be unreasonable or unsafe;

     Each night during the event; and

The night after the event only when the meeting schedule, distance, weather, road conditions, or safety considerations make same-day return travel unreasonable.

Additional nights require advance approval whenever practicable. If an emergency or unexpected circumstance makes advance approval impossible, the traveler shall provide a written explanation with the reimbursement request.

Lodging should be obtained at the event’s negotiated rate, government or nonprofit rate, or another reasonably economical rate. Upgraded rooms, premium accommodations, and additional charges for accompanying family members or guests are personal expenses.

Transportation

BCHI may reimburse:

     Personal-vehicle mileage at the rate established annually by the Board;

     Reasonable airfare, normally economy or coach class;

     Rental vehicles when necessary and approved;

     Parking, tolls, shuttle service, taxi, or rideshare expenses;

     Checked-baggage charges when reasonably necessary; and

Fuel for BCHI-owned or rented vehicles.

A traveler using a personal vehicle may claim either the approved mileage rate or actual fuel expense, but not both. Mileage reimbursement should be based on the most direct reasonable route.

Meals

BCHI may reimburse reasonable meal expenses incurred during authorized travel by either:

An established daily meal allowance; or

Actual expenses supported by itemized receipts, subject to a daily limit established by the Board.

Meals included in registration fees, lodging charges, or provided by the event should not be claimed separately. Alcoholic beverages are not reimbursable.

Other reimbursable expenses

BCHI may reimburse:

     Convention or meeting registration fees;

     Necessary telephone, internet, copying, postage, and business-supply expenses;

     Required transportation of BCHI equipment or materials; and

Other necessary business expenses approved in advance.

Nonreimbursable expenses

BCHI will not reimburse:

     Personal entertainment or sightseeing;

     Alcoholic beverages;

     Traffic or parking violations;

     Personal items or services;

     Expenses of spouses, family members, or other guests;

     Room upgrades or additional personal lodging nights;

     Unnecessary travel upgrades;

     Personal portions of a trip combining BCHI business with a vacation; or

Expenses already paid or reimbursed by another organization.

Receipts and reimbursement requests

Itemized receipts are required for lodging, registration, airfare, rental vehicles, and other individual expenses exceeding an amount established by the Board. Reimbursement requests should be submitted within 30 days after the event using the approved BCHI expense form.

The request must include:

     The business purpose;

     Event name, location, and dates;

     Departure and return dates;

     Itemized expenses and required receipts;

     Mileage calculation, when applicable; and

Any explanation required for additional lodging or unusual expenses.

The Treasurer shall review each request for compliance with this policy. A traveler may not give final approval to reimbursement of their own expenses. Disputed or exceptional expenses shall be referred to the President or Board of Directors.

The Board could supplement this with an event-specific authorization, such as:

For this Board meeting, BCHI authorizes one night of lodging.

or:

For the annual convention, BCHI authorizes lodging beginning the night before the first required session through the final night of required attendance.

This controls costs while allowing reasonable exceptions for long travel distances, winter driving, meeting schedules, and safety. It also prevents uncertainty about meals, mileage, lodging, registration fees, upgraded rooms, guests, alcohol, and personal vacation days.

500–549 — Grants and Foundation Coordination

POLICY 501 — GRANT FUNDS HELD BY BCHI FOUNDATION

501.1 Purpose

To establish governance for grant funds that the BCHI Foundation independently agrees to receive, hold, or administer in coordination with BCHI or its affiliated chapters.

501.2 Policy Statement

BCHI may propose that grant funds be received, held, or administered by the BCHI Foundation. The Foundation may accept that role only through its own authorized approval and subject to its governing documents, fiduciary duties, applicable law, grant restrictions, and a written agreement with BCHI when both entities participate. Neither BCHI nor any chapter may direct or commit Foundation funds.

     All funds are used in accordance with grant restrictions

     BCHI retains oversight only of BCHI program responsibilities; the Foundation retains independent control of Foundation-held funds

     Proper accounting and reporting are maintained

501.3 Authority & Roles

     BCHI Board of Directors

     Approves BCHI grant applications, participation, and commitments

     Determines the intended programmatic use of BCHI-controlled funds and proposes project purposes for separately approved Foundation participation

     Authorizes distributions of BCHI-controlled funds to:

     BCHI programs, or

     Specific chapters

     BCHI Foundation

     Acts as financial steward of grant funds

     Holds and disburses funds in accordance with:

     Grant terms

     The Foundation’s governing documents, fiduciary duties, and formally approved written agreements

     Maintains separate accounting for each grant

     Chapters (if applicable)

     May receive funds for approved purposes

     Must comply with:

     Grant requirements

     BCHI policies

501.4 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

501.5 Financial Controls

Grant funds held by the Foundation shall:

     Be segregated by grant/project

     Not be commingled without tracking

     Be disbursed only upon:

     A request approved by the Foundation under its own authority

     Verification by the Foundation that the use is allowable

501.6 Disbursement Controls

Funds may only be released when:

     The expense aligns with grant requirements

     Documentation is provided

     Authorization by the entity controlling the funds is confirmed

501.7 Reporting & Accountability

When required by the grant or a written agreement approved by both entities, the Foundation shall provide:

     Periodic financial reports to BCHI

     Grant-specific accounting

     BCHI shall ensure:

     Program reporting is completed

     Grant compliance is maintained

501.8 Compliance

All grant funds shall comply with:

     Grantor requirements

     Applicable laws and regulations

     The financial and governance requirements of the entity controlling the funds

501.9 Prohibited Use

Grant funds shall not:

     Be used for unrelated purposes

     Be redirected without authorization

     Be treated as unrestricted funds

501.10 Risk Management

Before proposing that the Foundation receive, hold, or administer grant funds, 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 502 — PARTNERSHIPS & COOPERATIVE PROJECTS

CRITICAL REAL-WORLD RISKS

17.  “Handshake Deals”

👉 Biggest mistake

18.  Unclear Responsibility

19.  Money Confusion

20.  Insurance Gaps

502.1 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.

502.2 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.”

502.3 Authority

The Board of Directors may:

     Approve partner ships 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

502.4 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)

502.5 Required Agreement

All cooperative projects shall have written documentation, which may include:

     Memorandum of Understanding (MOU)

     Cooperative agreement

     Project-specific written terms

502.6 Roles & Responsibilities

Each partnership must clearly define:

     Who is responsible for:

     Planning

     Supervision

     Safety

     Financial management

502.7 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

502.8 Liability & Risk Management

All partnerships shall:

     Address liability and insurance coverage

     Require safety standards consistent with BCHI policies

     Avoid exposing BCHI to unmanaged risk

502.9 Use of Name & Branding

External organizations may not use the BCHI name or logo without authorization.

502.10 Compliance

All activities must comply with:

     Applicable laws and regulations

     Land management rules

     Grant conditions (if applicable)

502.11 Conflict Avoidance

BCHI shall not enter partnerships that:

     Conflict with its mission

     Create political or reputational risk

     Compromise independence

502.12 Reporting

Partnership activities shall be reported as required, including:

     Project outcomes

     Financial activity

     Issues or incidents

550–599 — Volunteer Service Reporting

POLICY 551 — ANNUAL REPORTING AND PAYMENT DEADLINES

     Item                                           Responsible Party  Due Date    Sent To

     Membership Roster   Chapter Secretary  December 31    BCHI Secretary

     Membership Dues   Chapter Treasurer   December 31    BCHI Treasurer

     Calendar Money  Chapter Treasurer   December 15    Calendar Chair/Treasurer

     Annual Chapter Rpt   Chapter President   Before Convention   BCHI President

     Volunteer Hours Rpt Chapter Secretary   January 31    State Volunteer Hours Coordinator

600–649 — Public Communications and Organizational Positions

POLICY 601 — COMMUNICATION

Officers shall not:

     Fail to keep the Board informed

     Withhold significant information

     Provide inconsistent or misleading information

POLICY 602 — COMMUNICATION TO THE BOARD

Officers shall not allow the Board to be uninformed regarding:

     Financial condition

     Legal risks

     Significant organizational issues

     Policy noncompliance

Timely and accurate reporting is required.

POLICY 603 — PUBLIC POSITIONS

Only positions adopted by the Board or delegates may be represented as official BCHI positions.

No individual may represent personal views as BCHI positions without authorization.

650–699 — Property, Risk, and Asset Protection

POLICY 651 — ORGANIZATIONAL PROTECTION

Officers shall not:

     Damage BCHI’s reputation

     Misrepresent BCHI positions

     Act outside adopted policies or resolutions

POLICY 652 — ASSET PROTECTION

The organization shall not allow assets to be:

     Unprotected or at risk

     Misused or improperly controlled

     The organization shall:

     Maintain appropriate insurance

     Protect records and data

     Safeguard funds and property

700–749 — Dispute Resolution and Discipline

POLICY 701 — INTERNAL DISPUTE RESOLUTION

The organization shall maintain a process to resolve internal disputes that:

     Allows all parties to be heard

     Provides timely resolution

     Prevents disruption to operations

The Board may intervene when necessary.

750–799 — Volunteer and Staff Treatment

POLICY 751 — TREATMENT OF VOLUNTEERS AND STAFF

Officers shall not cause or allow conditions that are:

     Unfair, unsafe, or disorganized

     Inconsistent with BCHI values

     The organization shall:

     Provide clear roles and expectations

     Avoid favoritism or improper influence

     Prohibit retaliation for good faith concerns

POLICY 752 — VOLUNTEER MANAGEMENT RESPONSIBILITY

Board members and Officers shall:

     Maintain sufficient knowledge of BCHI operations

     Ensure continuity of leadership and knowledge

     Support smooth transitions between officers

800–899 — Programs, Volunteer Reporting, and Electronic Administration

POLICY 801 — STATE RENDEZVOUS PROGRAM

801.1 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.

801.2 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.

801.3 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

801.4 Financial Governance (Integrated with Financial Policy)

All rendezvous planning and execution shall comply with BCHI financial policies, including but not limited to:

     Budget Approval

     A proposed rendezvous budget must be approved by the Board prior to committing                                          funds or entering into contracts

     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

     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

     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

     Contracts and Financial Commitments

     All contracts, deposits, or financial obligations must comply with BCHI authorization and                                   approval policies

801.5 Event Oversight and Management

The Board may:

     Appoint a Rendezvous Committee, or

     Designate a host chapter or other responsible entity

     Responsibilities shall include:

     Planning and coordination

     Budget management within approved limits

     Compliance with BCHI policies

     Reporting to the Board

801.6 Risk Management and Compliance

All rendezvous activities shall:

     Comply with applicable laws and regulations

     Meet BCHI insurance and liability requirements

     Follow safety and operational standards established by BCHI

     The Board may require:

     Insurance certificates

     Indemnification agreements

     Safety plans

801.7 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

801.8 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 802 — 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

802.1 Purpose

To authorize and govern fundraising raffles conducted by BCHI, including raffles promoted through the sale of calendars featuring member-submitted photographs.

802.2 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

802.3 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.

802.4 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

802.5 Financial Governance

All raffle activities shall comply with BCHI financial policy:

     Fund Handling

     All proceeds shall be processed through BCHI-approved accounts

     No commingling with personal or chapter funds unless authorized

     Budget & Controls

     A budget must be approved prior to launch

     Revenue and expenses shall be tracked separately

     Prize Funding

     Cash prizes must be pre-authorized and secured

     Vendor prizes must be documented and verified

802.6 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

802.7 Fairness and Transparency

BCHI shall ensure:

     Equal chance for all valid entries

     Clearly defined drawing procedures

     Public or documented drawing results

802.8 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

802.9 Vendor Participation

     Vendors providing prizes must be approved

     All prize commitments must be documented

     BCHI shall not guarantee vendor performance beyond documented agreements

802.10 Reporting

A report shall be provided to the Board including:

     Total revenue and expenses

     Net proceeds

     Prize distribution summary

     Compliance confirmation

802.11 Suspension Clause

The Board may suspend or terminate the raffle program at any time due to:

     Legal concerns

     Financial risk

     Operational capacity

802.12 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 803 — VOLUNTEER SERVICE REPORTING

Policy owner: State Volunteer Hours Coordinator

Approval authority: BCHI Board of Directors

Related procedure: Book 4, Procedure VOL-01 — Chapter Reporting of Volunteer Service

Related guide and forms: Book 5, CH-10; VOL-01, VOL-02, and VOL-03

803.1 Purpose

BCHI shall maintain accurate, consistent, and verifiable records of volunteer activity, trail accomplishments, stock use, transportation, equipment use, chapter expenditures, and donated resources. These records document public benefit, support agency and grant relationships, substantiate reimbursement requests, and provide the statewide information required by Back Country Horsemen of America (BCHA).

803.2 Chapter Responsibility

Each chapter is responsible for collecting, reviewing, correcting, certifying, retaining, and submitting its volunteer-activity records. Each chapter shall designate a Chapter Volunteer Hours Coordinator or assign that responsibility to a named officer or committee. Project leaders shall provide complete project-level source information promptly after each activity.

803.3 Statewide Reporting Responsibility

The Board of Directors shall designate a State Volunteer Hours Coordinator. The State Coordinator shall issue the annual reporting schedule, receive chapter submissions, review them for completeness and consistency, return apparent errors for correction, consolidate approved chapter data, preserve the statewide record, and submit the required statewide report to BCHA and other authorized recipients.

803.4 Required System, Forms, and Instructions

Chapters shall follow Book 4, Procedure VOL-01 — Chapter Reporting of Volunteer Service and Book 5, CH-10 — BCHI Volunteer Hours Reporting Guide. The Board of Directors may prescribe the official reporting workbook, classifications, valuation rules, certification language, and forms. The State Volunteer Hours Coordinator may issue administrative instructions consistent with this policy and may update non-substantive form fields or annual rates when authorized by the Board of Directors.

VOL-01 — BCHI Volunteer Project Worksheet is the required project-level source record. VOL-02 — Monthly Volunteer Hours Reconciliation may be used for chapter review. VOL-03 — Annual Chapter Volunteer Summary Certification and Transmittal is required with the annual submission. Supplemental sign-in sheets or summaries do not replace the required official records.

803.5 Certification Requirements

The Chapter President and Chapter Volunteer Hours Coordinator, or the officers designated by the Board of Directors, shall certify the annual submission on VOL-03. Certification confirms that the chapter reviewed the supporting records; the submission is complete and accurate to the best of the certifiers’ knowledge; duplicate reporting has been removed; protected formulas and statewide rates were not altered without authority; and required corrections have been made or disclosed.

The State Volunteer Hours Coordinator shall certify the consolidated statewide report after reconciling accepted chapter submissions and documenting unresolved exceptions.

803.6 Deadlines

Project leaders should submit project records to the Chapter Volunteer Hours Coordinator within seven calendar days after the activity unless Procedure VOL-01 establishes a shorter period. Chapters shall complete periodic reconciliation on the schedule prescribed in Procedure VOL-01.

Each chapter shall submit its complete annual workbook and signed VOL-03 to the State Volunteer Hours Coordinator no later than January 31, unless the Board of Directors publishes a different deadline needed to meet an agency, grant, reimbursement, or BCHA requirement. The State Coordinator shall publish the applicable annual deadline sufficiently in advance and shall submit the statewide report by the controlling external deadline.

803.7 Review and Correction Procedure

A state-level reviewer shall not silently alter chapter source data. When a submission is incomplete, inconsistent, unsupported, duplicated, late, or apparently inaccurate, the State Volunteer Hours Coordinator shall give the chapter written notice identifying the issue, the supporting information or correction required, and the response deadline. The chapter shall investigate, correct its source records and workbook when appropriate, obtain renewed certification if the certified totals materially change, and return the corrected submission with an explanation of the change.

If time does not permit correction before an external deadline, the State Coordinator may exclude or separately identify disputed data and shall preserve the exception record. Unresolved material issues shall be referred to the Board of Directors. Suspected intentional falsification or unauthorized alteration of protected formulas shall be handled under the applicable compliance and disciplinary provisions.

803.8 Retention

Chapters and the State Volunteer Hours Coordinator shall retain VOL-01 project worksheets, annual workbooks, VOL-03 certifications, reconciliation records, supporting sign-in or agency records, correction notices and responses, reimbursement documentation, and the statewide submission for seven years. Records shall be retained longer when required by a grant, contract, agency agreement, insurer, legal hold, preservation notice, or applicable law.

803.9 Compliance

Material failure to submit, certify, correct, or retain required volunteer records may affect good-standing certification, grant eligibility, reimbursement, recognition of volunteer value, or other BCHI benefits, but only after notice of the deficiency and a reasonable opportunity to correct it. This policy does not create a right to reimbursement merely because an activity or mileage is reportable.

POLICY 804 — ELECTRONIC SIGNATURES AND ELECTRONIC RECORDS

Policy owner: BCHI Secretary

Approval authority: BCHI Board of Directors

Related procedure: Book 4, ADM-01 — Signing and Electronically Executing BCHI Documents

Related forms and schedules: GOV-01, GOV-02, GOV-11, ES-01 through ES-05, and REC-01 through REC-04

804.1 Purpose and Scope

This policy establishes when BCHI may use electronic signatures, who may sign for BCHI, the controls required for each signature level, and how signed documents and signature evidence shall be protected and retained. It applies to every officer, director, employee, appointee, committee member, volunteer, agent, or other person who prepares, approves, signs, routes, administers, transmits, or retains an official BCHI document.

804.2 Three Signature Levels

Level 1 — Routine and low-risk documents. Routine correspondence, acknowledgments, internal approvals, and similar low-risk records may use a typed name, controlled signature image, drawn signature, or ordinary PDF signature when the method is attributable to the signer and no higher method is required.

Level 2 — Secure electronic execution. Contracts, grants, financial agreements, banking records, property transactions, documents requiring multiple signatures, and other material commitments shall use a Board of Directors-approved secure electronic-signature service with individual identity verification, multifactor authentication when available, tamper-evident completion controls, timestamps, and a retained audit trail or completion certificate.

Level 3 — Special formalities. A document requiring an original, ink signature, witness, acknowledgment, oath, notarization, seal, prescribed filing method, or legal review shall be executed in the required manner. An approved remote-notarization or electronic process may be used only when legally valid and accepted by the recipient.

The controlling law, recipient, contract, financial institution, insurer, grantor, or transaction requirement may require a higher level than this policy’s default.

804.3 Officer Signing Authority

Permission to use a signature method does not create authority to bind BCHI. An officer may sign only within the officer’s duties, adopted budget, policies, Board of Directors action, and documented delegation. GOV-01 — Delegation of Authority, GOV-02 — Organizational Authorization, and ES-02 — Officer Signing Authority Matrix shall identify authorized signers and applicable limits. No officer or other person may sign for another signer or represent that BCHI approved a commitment without actual authority.

804.4 Prior Board of Directors Approval

Prior Board of Directors approval is required before signing any document that exceeds an adopted budget or documented delegation; opens, closes, or changes a bank or investment account; borrows money or pledges assets; acquires, sells, leases, encumbers, or transfers material property; accepts a grant or restricted donation imposing material duties; creates an unbudgeted or continuing financial obligation; settles a material claim; waives material BCHI rights; or otherwise falls within ES-03 — Prior Board of Directors Approval Schedule.

Board approval shall identify the transaction, authorized signer or signers, material limits, and any conditions. Approval must precede execution unless valid emergency authority expressly permits otherwise.

804.5 Two-Signature Transactions

Transactions designated by the Bylaws, Board of Directors, financial institution, grant terms, policy, or ES-04 — Dual-Signature and Special Formalities Schedule require two authorized signatures or approvals. These include changes to banking authority, borrowing, material transfers of restricted funds, and other higher-risk transactions identified by the Board of Directors. A preparer, approver, signer, or system administrator may not divide or reroute a transaction to evade a second-signature requirement.

804.6 Organization-Controlled Accounts

Electronic-signature services, administrative consoles, stored certificates, and official signature files used for BCHI business shall be acquired, owned, and controlled by BCHI. The Secretary or a Board of Directors-designated administrator shall maintain account ownership, authorized-user records, recovery methods, access reviews, and continuity arrangements. An authoritative signed record shall not remain solely in a personal account, personal email, personal cloud storage, device, or vendor portal.

804.7 Individual Accounts and Multifactor Authentication

Each signer shall use an individually identifiable user account and shall complete GOV-11 — Electronic Signature Authorization and User Acknowledgment before access is granted. Strong unique credentials and multifactor authentication are required for Level 2 services and whenever available for an organization-controlled signing account. Access shall be limited to the user’s authorized role and promptly suspended or removed when the role or authorization ends or a security concern arises.

804.8 Audit Trails and Document Integrity

A Level 2 process shall preserve a secure audit trail or completion certificate showing, as available, the document sent, signer identity and authentication, consent, access and signature events, timestamps, completion status, and evidence that the completed document has not been altered. Material changes after execution require a new approval and signature process. The preparer or records custodian shall verify all required signatures, dates, attachments, and completion evidence before filing the authoritative record.

804.9 Prohibited Practices

No person may share a password, authentication code, private key, signing certificate, signature image, or other signature credential; use another person’s account or signature; permit another person to complete the signer’s authentication step; maintain pre-signed blank documents; leave a signing device or account available for unattended use; or store official signature credentials in an uncontrolled library. An administrator may prepare and route a document but may not apply a signer’s signature.

804.10 Ink, Witness, Notarization, and Legal Review

Electronic execution shall not be used to avoid an ink-signature, witness, notarization, acknowledgment, oath, seal, filing, or original-document requirement. Legal review shall be obtained before execution when required by law, the Bylaws, Board of Directors direction, ES-04, the transaction’s material risk, or the recipient. If acceptability is uncertain, the signer shall obtain confirmation or use the more formal method.

804.11 Retention of Signed Records

The authoritative record shall include the final signed document, evidence of signing authority and prior approval, all material attachments, required second-signature evidence, the audit trail or completion certificate, transmittal evidence, and any required receipt or acceptance. The responsible custodian shall index and retain the package in the official BCHI repository for the retention period applicable to the transaction. ES-05 — Signed Records and Audit Information Register and REC-01 through REC-04 govern indexing, transfer, disposition, and review.

No signed record or audit certificate may be destroyed while subject to an audit, claim, investigation, subpoena, legal hold, preservation notice, pending dispute, or reasonably anticipated proceeding.

804.12 Security Incidents and Enforcement

Lost credentials, suspected misuse, unauthorized signatures, altered documents, incorrect recipients, or compromised accounts shall be reported immediately to the President and Secretary and, when financial authority may be affected, to the Treasurer. BCHI shall suspend access when appropriate, preserve evidence, evaluate affected transactions, notify necessary parties, and document corrective action. Technical acceptance of a signature does not validate an unauthorized commitment.

804.13 Administration and Review

The Board of Directors shall approve signing services, the three-level schedule, signing-authority matrix, prior-approval schedule, dual-signature schedule, administrators, and substantive exceptions. The Secretary shall administer the system and review access and controls at least annually. Substantive changes to this policy require Board of Directors approval; administrative updates to service names or assigned administrators may be recorded without amending the policy when authority and required controls do not change.

POLICY 805 — FUNDRAISING TRAIL RIDES

805.1 Purpose

To authorize and govern fundraising trail rides conducted by BCHI and its chapters in support of the organization’s mission.

805.2 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

805.3 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

805.4 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

805.5 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

805.6 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

805.7 Insurance

All trail rides must be:

     Covered under BCHI insurance or

     Conducted with approved equivalent coverage

805.8 Partnerships (if applicable)

If conducted with another organization:

     A written agreement (MOU) is required

     Roles and responsibilities must be defined

805.9 Reporting

Each trail ride shall provide:

     Attendance count

     Financial summary

     Incident report (if applicable)

805.10 Flexibility Clause

The Board or chapter leadership may modify or cancel events due to:

     Safety concerns

     Weather conditions

     Operational limitations

POLICY 806 — 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.

The Operational Toolkit is a collection of forms, checklists, templates, instructions, examples, and reference materials used to help BCHI officers, chapters, committees, and members carry out adopted policies and procedures. Toolkit materials are administrative aids only; they do not establish policy and shall not conflict with the Bylaws, Rules of Order, or Policies. The Toolkit shall be maintained under the authority of the Board of Directors, with the Secretary responsible for the official record copy, storage, version control, and distribution.

POLICY 807 — PACKING CLINICS & EDUCATIONAL PROGRAMS

807.1 Purpose

To support the mission of BCHI by providing education in backcountry horsemanship, stock packing, and trail stewardship through organized clinics and instructional events.

807.2 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

807.3 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

807.4 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.

807.5 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

807.6 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

807.7 Insurance & Compliance

All clinics must:

     Be covered under BCHI insurance or approved equivalent

     Comply with land-use permits and regulations

807.8 Youth Participation (if applicable)

     Youth participation must include parental/guardian consent

     Additional safety considerations may apply

807.9 Reporting

Each clinic shall provide:

     Attendance summary

     Financial summary (if applicable)

     Incident report (if any issues occur)

807.10 Flexibility Clause

The Board may modify or suspend clinic programs based on:

     Safety concerns

     Financial considerations

     Organizational capacity

POLICY 808 — EDUCATIONAL CLINIC FUNDRAISING PROGRAM

808.1 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.

808.2 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

808.3 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

808.4 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

808.5 Financial Controls

All fundraising components shall:

     Be included in an approved event budget

     Be tracked separately if required

     Follow BCHI financial and audit policies

808.6 Mission Priority Clause

Fundraising shall not compromise:

     Participant safety

     Instruction quality

     Animal welfare

808.7 Risk & Compliance

All activities must comply with:

     Insurance requirements

     Land-use permits

     Applicable laws (including raffle laws if used)

808.8 Reporting

Each event shall report:

     Attendance

     Revenue by category

     Expenses

     Net proceeds

     Any incidents

Document Administration

Substantive amendments to Book 3 require approval by the Board of Directors unless the matter is reserved to delegates by applicable law, the Articles of Incorporation, the Bylaws, or the Rules of Order. The Board of Directors may authorize administrative corrections, which the Secretary or designated custodian shall implement and record. Administrative corrections may not change meaning, authority, duties, rights, thresholds, or legal effect.

Operational implementation shall be maintained in Book 4. Official Forms & Appendices shall be maintained in Book 5. The Secretary or designated records custodian shall update affected cross-references when a policy is adopted, amended, renumbered, repealed, or replaced.

POLICY 901 – EVENT VENDORS, EXHIBITORS, AND SERVICE PROVIDERS

Status: PROPOSED FOR BOARD APPROVAL

901.1 Purpose

This policy establishes uniform authority, safeguards, and minimum requirements for vendors, exhibitors, sponsors with display space, demonstrators, clinicians, and service contractors at events conducted or sponsored by Back Country Horsemen of Idaho (BCHI).

901.2 Scope and Event Authority

All BCHI events may accept vendors when the Event Committee determines that vendor participation is appropriate for the event, site, mission, budget, permits, and insurance coverage. The Event Committee shall designate the Event Chair or a Vendor Coordinator to administer vendor registration and compliance. Vendor participation is a privilege and does not create a right to attend or return to a BCHI event.

901.3 Definitions and Categories

Participating Vendor means a person or organization that applies for event space, ordinarily pays BCHI a registration or booth fee, and sells, displays, promotes, demonstrates, or provides approved goods, services, or information at the event.

Service Contractor means an independent person or business hired and paid by BCHI to provide goods or services. A service contractor is governed by BCHI purchasing, contracting, budget, signature-authority, tax-documentation, and payment controls in addition to applicable provisions of this policy.

Vendor categories are: commercial vendor; food vendor; nonprofit exhibitor; sponsor with display space; demonstrator or clinician; and service contractor hired and paid by BCHI. The Event Committee may assign reasonable subcategories consistent with this policy.

901.4 Selection Standards and Nondiscrimination

Applications shall be evaluated consistently using event-related criteria, including available space, timely and complete application, compatibility with BCHI purposes and audience, safety, product or activity suitability, regulatory compliance, insurance, prior performance, and operational needs. BCHI shall not discriminate in vendor selection on a basis prohibited by applicable law. Similar applicants shall be treated consistently, and material exceptions shall be documented.

901.5 Acceptance, Rejection, Relocation, and Removal

BCHI may accept, conditionally accept, reject, limit, relocate, suspend, or remove a vendor for legitimate event-related reasons. Reasons may include capacity, duplication where category limits were announced, incomplete or late submission, nonpayment, unsuitable or unapproved merchandise, lack of permits or insurance, misrepresentation, unsafe conduct, disruption, violation of law or event rules, or material prior nonperformance. Decisions shall be documented and communicated promptly.

901.6 Prohibited and Restricted Activities

No vendor may offer unlawful goods or services; counterfeit, stolen, recalled, or misrepresented merchandise; obscene or discriminatory material; controlled substances or drug paraphernalia; or any item or activity prohibited by the venue, permit, insurer, or Event Committee.

Alcohol, firearms or weapons, raffles or games of chance, live animals, motorized demonstrations, open flame, propane, fuel, hazardous materials, medical or therapeutic services, food preparation, and activities involving minors may be allowed only when expressly approved in writing and when all permits, insurance, supervision, and safety controls are satisfied.

The Event Committee shall publish event-specific restrictions in the application packet and may impose additional reasonable safety and site rules.

901.7 Licenses, Taxes, and Governmental Approvals

Each vendor is solely responsible for obtaining and maintaining all licenses, registrations, seller permits, sales-tax authorizations, food permits, fire approvals, professional licenses, and other governmental approvals required for its activities. Conditional approval does not authorize operation until required documentation is verified. BCHI does not collect or remit a participating vendor’s taxes unless law expressly requires BCHI to do so.

901.8 Insurance

The Event Committee, after consultation with BCHI’s insurer when appropriate, shall set event-specific minimum insurance requirements based on risk, venue, contract, and activity. Requirements shall be applied consistently within comparable categories.

Commercial general liability insurance and a certificate of insurance may be required of any participant. Food preparation, alcohol, animals, vehicles, demonstrations, professional services, hired contractors, high-risk equipment, or other elevated-risk activities shall require the coverage and endorsements specified by the Event Committee or insurer.

BCHI, its officers, directors, chapters, agents, and the venue shall be named as additional insureds when required by BCHI’s insurer, venue agreement, contract, or Event Committee. Certificates and required endorsements must be received before setup. Insurance does not limit the vendor’s responsibility.

901.9 Vendor Responsibility

Each participating vendor and service contractor is responsible for its owners, employees, volunteers, agents, subcontractors, merchandise, equipment, permits, taxes, security, cash, personal property, conduct, cleanup, injuries, and damage caused by its operations. Vendors shall protect attendees, animals, BCHI property, and venue property and shall promptly report incidents.

901.10 Event-Specific Operating Rules

The Event Committee shall designate and publish rules governing electricity, cords, generators, tents and anchoring, signs, booth dimensions, vehicles, parking, animals, demonstrations, fires and open flame, propane and fuel, food preparation, waste, water, noise, hazardous materials, setup, operation, teardown, and emergency procedures. A vendor may not begin or continue an activity that has not passed required inspection.

901.11 Fees, Cancellations, Refunds, and Late Registration

The Board or an authorized event official shall approve the fee schedule, payment deadline, late-registration conditions, cancellation deadline, refund schedule, and any nonrefundable amount before applications are issued.

The Event Chair may approve a late registration when space, staffing, safety review, permits, insurance, and payment requirements can be completed without disrupting the event. Late applicants have no entitlement to preferred space.

Only the Board, or an officer or Event Committee expressly authorized by the Board-approved event budget or written delegation, may waive or reduce a fee. The reason, amount, approving authority, and any conflict disclosure shall be recorded.

Refunds shall follow the published schedule. Chargebacks and disputed payments shall be reported promptly to the Treasurer and resolved with the Event Chair under BCHI financial controls.

901.12 Name, Logo, Marks, and Lists

Vendor participation does not authorize use of BCHI’s name, logo, trademarks, event marks, photographs, membership roster, attendee list, or mailing list except as expressly approved in writing. A vendor shall not imply sponsorship, partnership, certification, or endorsement by BCHI. BCHI may identify an approved vendor as an event participant or sponsor at the applicable level.

901.13 No Endorsement

Acceptance, booth assignment, listing, or attendance does not constitute BCHI endorsement of a vendor or its products, services, opinions, or claims. Event materials shall include an appropriate no-endorsement notice.

901.14 Financial Controls

Vendor fees and related receipts are BCHI funds and shall be documented, safeguarded, deposited promptly, classified to the approved event account or fund category, reconciled to EVT-VEN-04, and reviewed under BCHI financial policies. Personal accounts shall not be used. Refunds require documentation and authorized approval. Service-contractor payments require an approved budget, written agreement or invoice, confirmation of performance, required tax documentation, and payment authorization.

901.15 Conflicts of Interest

Any BCHI officer, director, chapter representative, committee member, member, or relative with a direct or indirect financial interest in an applicant or contractor shall disclose the interest before review or approval and shall not participate in the decision except to provide requested information. The disclosure and disposition shall be recorded under BCHI’s conflict-of-interest policy.

901.16 Complaints, Suspension, and Removal

The Event Chair, Vendor Coordinator, safety official, or other person designated by the Event Committee may order immediate correction, suspend sales or an activity, close a booth, or remove a vendor when reasonably necessary to address unsafe conduct, an emergency, an unlawful act, material misrepresentation, nonpayment, or a material rule violation. When practicable, the vendor shall receive notice and an opportunity to correct the violation. Immediate action may be taken when delay could threaten people, animals, property, the event, BCHI’s legal compliance, or insurance coverage.

901.17 Review and Appeal

A vendor disputing rejection, material restriction, fee or refund decision, suspension, or removal may submit a written request for review to the Event Chair within ten calendar days after notice. If the Event Chair made the disputed decision, the BCHI President or a disinterested officer designated by the President shall review it. The reviewer may affirm, modify, or reverse the decision after considering the application, rules, records, safety needs, available remedies, and conflicts. The written review decision is final for that event unless the Board elects to review it. An appeal does not stay an immediate safety or compliance action.

901.18 Agreements and Signature Authority

The BCHI President, Treasurer, or another person specifically authorized by the Board may sign a vendor or service-contractor agreement for BCHI within the approved budget and delegation. The Event Chair or Vendor Coordinator may sign routine participating-vendor confirmations and the BCHI acknowledgment on the standard Board-approved EVT-VEN-02 form when expressly authorized in writing. Material changes to indemnification, insurance, cancellation, payment, governing-law, or dispute terms require review and signature under BCHI contract and electronic-signature controls.

901.19 Records and Retention

The Vendor Coordinator shall transfer the complete vendor file to the Secretary or designated records custodian. The file shall include applications, approvals, agreements, permits, insurance records, fee and refund records, reconciliation, booth assignments, communications, complaints, incidents, exceptions, conflicts, and appeals. Records shall be indexed and retained for seven years after the event, or longer when required by contract, law, insurance, audit, tax requirements, claim, legal hold, investigation, subpoena, preservation notice, or anticipated proceeding. Sensitive payment credentials shall not be retained in the permanent event file.

901.20 Related Documents

Procedure EVT-VEN-01; Forms EVT-VEN-01 through EVT-VEN-08; applicable BCHI financial, contracting, conflicts, records, electronic-signature, safety, incident, and event policies; venue agreements; and event-specific rules.

Document Administration

Status: PROPOSED – Board approval required before use.

Responsible custodian: Secretary or designated records custodian.

Related authorities and records: Procedure EVT-VEN-01; Forms EVT-VEN-01 through EVT-VEN-08; Policy 804 and applicable financial, records, conflict-of-interest, safety, and contracting provisions.

Revision history: Initial proposed version prepared September 8, 2026.

END OF BOOK 3 — POLICIES