BACK COUNTRY HORSEMEN OF IDAHO
BOOK 4
PROCEDURES
Operational Procedures Manual
Draft | Version 13 | Last Updated October 6, 2026
Approval Authority: Board of Directors
PROCEDURES
Permanent Numbering Standard
Book 4 uses permanent subject-based procedure codes. Identifiers are permanent and shall not be reused. When a provision is repealed, its identifier is retired; new material receives the next available identifier within the applicable subject group.
The Book of Procedures defines how BCHI policies and rules are implemented in practice. It establishes standardized workflows, responsibilities, and administrative processes to ensure consistent operations, compliance, and continuity across all levels of the organization.
The Book of Procedures explains how things actually get done at BCHI. It gives step-by-step guidance for officers and volunteers so everyone follows the same process, paperwork is handled correctly, and the organization runs smoothly.
Table of Contents
Procedures are grouped below by function for easier location. Procedure codes and titles remain controlling.
SECTION 1 โ GOVERNANCE AND DOCUMENT CONTROL
GOV-01 โ Purpose:…………………………………………………………………………………………………………………………………………………..4
GOV-02 โ Authority and Maintenance………………………………………………………………………………………………………………………..5
GOV-03 โ Policy and Rules & Operation Implementation……………………………………………………………………………………………21
GOV-04 โ Governance Manual Structure Policy…………………………………………………………………………………………………………42
DOC-01 โ GOVERNANCE REVISION, PUBLICATION, AND VERSION CONTROL…………………………………………………………………63
DOC-02 โ BYLAW AMENDMENT PROCESS…………………………………………………………………………………………………………………29
DOC-03 โ POLICY AMENDMENT PROCESS…………………………………………………………………………………………………………………34
DOC-04 โ PROCEDURE AMENDMENT PROCESS………………………………………………………………………………………………………….36
FRM-01 โ FORMS POLICY…………………………………………………………………………………………………………………………………………40
SECTION 2 โ BOARD, OFFICERS, MEETINGS, AND ADMINISTRATION
MTG-01 โ Board of Directors Meeting Procedures……………………………………………………………………………………………………….8
MTG-02 โ Convention Procedures……………………………………………………………………………………………………………………………13
MTG-03 โ ELECTRONIC MEETING PARTICIPATION………………………………………………………………………………………………………56
ADM-01 โ SIGNING AND ELECTRONICALLY EXECUTING BCHI DOCUMENTS…………………………………………………………………..15
ADM-02 โ Officer Transition…………………………………………………………………………………………………………………………………….22
SIG-01 โ Signing and Submitting Official Documents…………………………………………………………………………………………………….7
EMG-01 โ EMERGENCY ACTION ADMINISTRATION…………………………………………………………………………………………………….61
GOV-05 โ National Director Responsibilities and Reporting…………………………………………………………………………………………50
SECTION 3 โ RECORDS AND COMMUNICATIONS
REC-01 โ RECORDS MANAGEMENT AND CONTROL………………………………………………………………………………………………………6
REC-02 โ Records Numbering Policy…………………………………………………………………………………………………………………………27
REC-03 โ DIGITIZING, NAMING, INDEXING, AND FILING RECORDS………………………………………………………………………………..69
COM-01 โ Website and Publications access………………………………………………………………………………………………………………24
SECTION 4 โ FINANCE, BUDGETS, GRANTS, AND FUNDRAISING
FIN-01 โ Treasurer Operations…………………………………………………………………………………………………………………………………18
FIN-02 โ Financial Reimbursement…………………………………………………………………………………………………………………………..23
FIN-03 โ FINANCIAL OPERATIONS…………………………………………………………………………………………………………………………….96
FIN-04 โ ANNUAL BUDGET PREPARATION AND ADOPTION…………………………………………………………………………………………97
FIN-05 โ OFFICER AND DIRECTOR TRAVEL EXPENSE ADMINISTRATION……………………………………………………………………….102
GRT-01 โ BCHI AND FOUNDATION GRANT COORDINATION…………………………………………………………………………………………87
FND-01 โ FUNDRAISING EVENTS………………………………………………………………………………………………………………………………52
FND-02 โ RAFFLE & CALENDAR OPERATIONS…………………………………………………………………………………………………………….80
FND-03 โ COMBINED CLINIC + FUNDRAISER OPERATIONS…………………………………………………………………………………………..84
SECTION 5 โ MEMBERSHIP, CHAPTERS, VOLUNTEERS, AND ORGANIZATIONAL CONDUCT
MEM-01 โ Membership Processing………………………………………………………………………………………………………………………….20
CH-01 โ Uniform Chapter Standardized Policy……………………………………………………………………………………………………………44
VOL-01 โ CHAPTER REPORTING OF VOLUNTEER SERVICE……………………………………………………………………………………………38
VOL-02 โ VOLUNTEER MANAGEMENT AND SUPERVISION…………………………………………………………………………………………108
HR-01 โ TREATMENT OF VOLUNTEERS AND STAFF…………………………………………………………………………………………………..106
ETH-01 โ CONFLICT-OF-INTEREST DISCLOSURE AND MANAGEMENT………………………………………………………………………….100
DIS-01 โ INTERNAL DISPUTE RESOLUTION……………………………………………………………………………………………………………….104
SECTION 6 โ EVENTS, PROGRAMS, PROJECTS, AND RISK
EVT-01 โ Public Event Procedures…………………………………………………………………………………………………………………………….26
EVT-02 โ FUNDRAISING TRAIL RIDE OPERATIONS……………………………………………………………………………………………………….92
EVT-03 โ YOUTH FUNDRAISING TRAIL RIDE OPERATIONS……………………………………………………………………………………………94
EVT-VEN-01 โ EVENT VENDOR REGISTRATION AND APPROVAL………………………………………………………………………………….111
RND-01 โ RENDEZVOUS OPERATIONS CHECKLIST………………………………………………………………………………………………………75
TRN-01 โ PACKING CLINIC OPERATIONS……………………………………………………………………………………………………………………82
PRJ-01 โ PARTNERSHIP PROJECT PROCESS………………………………………………………………………………………………………………..90
RSK-01 โ Incident Response…………………………………………………………………………………………………………………………………….25
OPS-01 โ MAINTAIN OPERATIONAL TOOLKIT…………………………………………………………………………………………………………..110
PROCEDURE GOV-01 โ Purpose:
Authority
BCHI Bylaws Article I, Section 5; Article X; and Policy 110 โ Policy Hierarchy.
This Book of Procedures establishes standardized operational methods for carrying out the requirements of the BCHI Bylaws, Rules of Order, and Policies.
This manual:
provides step-by-step administrative instructions
assigns operational responsibility
establishes timelines
defines recordkeeping practices
This manual does not create governance authority.
In the event of conflict, BCHI Bylaws, Rules of Order, or Policies shall control.
PROCEDURE GOV-02 โ Authority and Maintenance
Authority
BCHI Bylaws Article X and Policies 112, 113, and 255 โ Procedures Amendment, Governance Revision and Version Control, and Governance Document Control.
Procedures are adopted and amended by the Board of Directors and are subordinate to Policies and Rules of Order.
The Board of Directors may adopt or revise procedures by majority vote unless otherwise restricted by governing documents.
The State Secretary is custodian of this manual and shall:
maintain the master copy
record revision dates
archive prior versions
publish the current manual to chapters
PROCEDURE REC-01 โ RECORDS MANAGEMENT AND CONTROL
Authority
Policies 251 and 252 โ Records and Transparency; Records Retention, Management, and Destruction.
REC-01.1 Purpose and Authority
This procedure implements Policy 252 and establishes the operating framework for BCHI records. Policy 252 controls custody, repository approval, access, backup, retention, holds, transitions, and destruction authority.
REC-01.2 Custody
The Secretary administers governance and organizational records and maintains REC-01 โ Master Records Index. The Treasurer administers financial records and coordinates their indexing, retention, holds, transition, and disposition with the Secretary. Other record holders shall promptly file official records with the proper custodian.
REC-01.3 Official Repository and Access
1. File authoritative electronic records in the Board of Directors-approved repository.
2. Apply role-based access and confidentiality restrictions.
3. Use individual accounts and multifactor authentication when required by Policy 252.
4. Do not leave the only authoritative copy in personal email, personal storage, a device, or a vendor portal.
5. Record the location, custodian, access classification, retention, and disposition in REC-01.
REC-01.4 Related Workflows
REC-03 governs scanning, naming, indexing, filing, custody transfer, annual review, disposition, holds, and restoration from backup. Use REC-02 โ Records Transfer Checklist, REC-03 โ Records Disposition Log, and REC-04 โ Annual Records Review Checklist as applicable.
REC-01.5 Control Rule
No procedure authorizes destruction contrary to Policy 252, an active hold, or a longer legal, tax, grant, contract, insurance, donor, or historical requirement.
PROCEDURE SIG-01 โ Signing and Submitting Official Documents
Authority
Policy 804 โ Electronic Signatures and Electronic Records and Procedure ADM-01 โ Signing and Electronically Executing BCHI Documents.
To establish a consistent method for signing, emailing, receiving, and retaining official BCHI documents.
Procedure:
6. Review the document and confirm that it is complete and approved by the appropriate person or body.
7. Sign the document using one of the following methods:
a) Print, sign by hand, and scan it as a PDF.
8. Apply an approved electronic signature.
9. Sign using a secure electronic-signature service when required.
10. Save the signed document as a PDF using a descriptive filename, such as:
a) 2026-07-30_Committee_Report_Trails.pdf
11. Email the signed document to the designated BCHI officer, committee chair, or records custodian.
12. Include the document name, purpose, and any required action or deadline in the email.
13. The recipient shall acknowledge receipt when the document requires official action or retention.
14. The final signed document and related approval email shall be retained in BCHIโs official records according to its records-retention requirements.
15. Documents containing confidential or personal information shall be transmitted and stored using an approved secure method.
PROCEDURE MTG-01 โ Board of Directors Meeting Procedures
Authority
BCHI Bylaws Article VI and Book 2 โ Rules of Order, including the rules governing Board of Directors meetings.
To provide a standardized process for preparing, conducting, and documenting meetings of the Board of Directors of BCHI, ensuring consistency, transparency, and compliance with governing documents.
1. Agenda Preparation
President requests agenda items 14 days prior.
Secretary distributes agenda and reports 7 days prior.
2. Quorum Verification
Secretary records attendance and advises presiding officer whether quorum exists.
3. Minutes
Secretary records:
exact motion wording
mover
vote outcome
Draft minutes within 7 days.
Final minutes archived within 30 days.
5. Responsibility
The President shall preside over Board meetings. The Secretary shall be responsible for meeting coordination, documentation, and recordkeeping unless otherwise assigned.
6. Meeting Preparation
Step 1 โ Schedule Meeting
Confirm date, time, and format:
In-person
Electronic
Hybrid
Step 2 โ Prepare Agenda
President and Secretary:
Develop agenda
Identify action items
Attach supporting documents
Step 3 โ Distribute Notice
Provide notice in accordance with Bylaws and Policy *(607 maybe)*
Include:
Meeting notice
Agenda
Supporting materials
Complete:
Form GOV-12 โ Proof of Notice (if required)
7. Opening the Meeting
Step 1 โ Call to Order
President calls meeting to order
Step 2 โ Verify Attendance
Secretary confirms:
Board members present
Electronic participants verified
Step 3 โ Confirm Quorum
Verify that a majority of Board members is present
If no quorum:
Meeting may not conduct official business
8. Conduct of Business
Step 1 โ Follow Agenda
Proceed through agenda items in order
Step 2 โ Motions
A Board member makes a motion
Another member seconds
Step 3 โ Discussion
President facilitates discussion
Ensure orderly participation
9. Voting Procedure
Step 1 โ State the Question
President clearly states the motion
Step 2 โ Close Discussion
Ask for final comments
Announce vote
Step 3 โ Select Voting Method
Typically:
Voice vote
Show of hands
Electronic vote (if applicable)
Step 4 โ Conduct Vote
Count only:
Board members present (including electronic participants)
Step 5 โ Determine Result
Majority vote unless otherwise required
President announces outcome
Step 6 โ Record Vote
Secretary records:
Motion
Outcome
10. Electronic Participation
Requirements
Participants must be:
Clearly identified
Able to hear and be heard
Verification
Confirm identity at beginning of meeting
Voting
Ensure:
One vote per Board member
No duplication
11. Conflict of Interest Handling
16. Member discloses conflict
17. Member abstains from vote
18. Secretary records abstention
4. **Form ***CE-02 โ Conflict of Interest Disclosure (if required)*
*a) For Conflict of Interest (**CE-02**) disclosure forms, best practice is:*
*i) โ Keep them for at least 7 years after the person leaves their position*
ii) *โ Keep current (active) forms on file at all times*
iii) *โ Review them annually*
12. Minutes and Records
Secretary shall record:
Date, time, location
Attendance
Motions and results
Key actions
After Meeting
Draft minutes prepared
Distribute to Board for review
Final version archived
13. Adjournment
14. Consent Agenda Administration
19. The President and Secretary identify routine items suitable for a consent agenda, such as approval of prior minutes, acceptance of routine reports, and previously authorized administrative actions.
20. Exclude any item requiring special notice, a separate vote, a greater voting threshold, disclosure of a conflict, or material debate.
21. Mark each consent item clearly in the distributed agenda and provide its supporting material.
22. Before the consent-agenda vote, ask whether any voting director requests removal of an item.
23. Move each removed item to the appropriate place on the regular agenda.
24. Record the consent-agenda motion and identify the items approved in the minutes.
15. Special and Emergency Board Meetings
25. Confirm that the person calling the meeting has authority under the Bylaws and RO-103.
26. Prepare notice stating the date, time, location or electronic access, and every purpose of a special meeting.
27. Deliver and preserve proof of notice within the required period. For an emergency meeting, document the emergency and why ordinary notice was impracticable.
28. Limit action at a special meeting to noticed purposes unless RO-103 permits an additional matter.
29. Apply ordinary quorum, voting, conflict, and minutes requirements.
16. Executive Session Administration
30. Identify the lawful or policy-authorized purpose without placing confidential details in the public agenda.
31. Prepare the motion to enter executive session, naming the general purpose.
32. Record the vote, entry time, permitted attendees, and exit time.
33. Keep privileged or confidential materials in restricted storage.
34. Return to open session for any final action required by law or RO-103.
35. Draft minutes that document compliance without disclosing protected information.
PROCEDURE MTG-02 โ Convention Procedures
Authority
BCHI Bylaws Article IV and Book 2 โ Rules of Order, including the rules governing the Annual Convention and delegate meetings.
1. Credentialing
Credentials Committee and Secretary:
verify chapter eligibility
confirm membership
issue credentials
prepare credential report
The Credentials Committee shall use the following sequence:
36. Obtain each chapter’s certification by the published deadline.
37. Verify chapter good standing and the five-month eligibility requirement.
38. Confirm each delegate and alternate against the chapter certification.
39. Maintain separate lists for certified delegates, alternates, replacements, and unresolved challenges.
40. At registration, verify identity and issue the approved credential.
41. Record any officially seated replacement and the delegate replaced.
42. Prepare and sign the opening credentials report showing chapters eligible, chapters represented, authorized delegate positions, delegates certified, delegates seated, and whether both quorum requirements are met.
43. Update the report whenever seating changes could affect quorum or voting.
2. Agenda and Convention Opening
44. Assemble proposed business, required reports, amendment notices, resolutions, elections, and supporting materials.
45. Identify matters requiring special notice or a special voting threshold.
46. Place only routine, noncontroversial items on the consent agenda.
47. Distribute the proposed agenda and materials within the applicable notice period.
48. At the Convention, call to order, receive the credentials report, determine quorum, and present the agenda for adoption.
49. Before voting on a consent agenda, remove any item requested by a seated delegate and place it on the regular agenda.
3. Ballot and Election Preparation
50. Confirm the offices to be elected, eligibility requirements, candidates who have consented, and the vote required.
51. Prepare a voter list containing only duly certified and seated delegates.
52. Prepare one controlled ballot per eligible delegate for each contested election. Ballots shall identify the office and candidates and allow a lawful write-in when required.
53. Use numbered ballot packets, delegate-specific electronic credentials, or another control that prevents duplicate voting without identifying how a delegate voted.
54. Appoint tellers who are not candidates in the election they count.
55. Give the tellers written instructions covering ballot distribution, collection, validity, counting, recounts, the tellers’ report, and custody of ballots.
4. Voting
Voice โ routine
Show of hands โ counted
Ballot โ elections or disputed matters
For a counted or ballot vote, the Tellers Committee shall:
56. Confirm the number of eligible voters and ballots issued.
57. Secure the voting area or electronic poll against duplicate or unauthorized voting.
58. Collect and count ballots in the presence of at least two tellers.
59. Separate blank, illegal, and questioned ballots and resolve them under the announced rules.
60. Reconcile ballots cast to ballots issued and investigate any material discrepancy before reporting.
61. Prepare and sign the tellers’ report stating votes cast, votes required, each result, and any invalid ballots.
62. Deliver the report to the presiding officer for announcement and to the Secretary for the minutes.
63. Seal and retain ballots and supporting electronic records for at least thirty (30) days, or longer while a challenge, recount, claim, or records hold is pending.
5. Convention Minutes and Closeout
64. Record the credentials report, quorum determinations, adopted agenda, consent-agenda action, exact motions, amendments, resolutions, vote results, election results, notices given, and adjournment.
65. Attach the final credentials and tellers’ reports to the permanent meeting record.
66. Prepare draft minutes, route them for review, and present them for approval under the method authorized by BCHI.
67. File approved minutes and supporting records under the records-management procedure.
PROCEDURE ADM-01 โ SIGNING AND ELECTRONICALLY EXECUTING BCHI DOCUMENTS
Authority
Policy 804 โ Electronic Signatures and Electronic Records.
ADM-01.1 Control Information
Procedure owner: BCHI Secretary
Approval authority: Board of Directors
Related policy: Policy 804 โ Electronic Signatures and Electronic Records
Related forms: GOV-01, GOV-02, GOV-11, ES-01 through ES-05, and REC-01 through REC-04
ADM-01.2 Responsibilities
The requester assembles the final document and identifies the business purpose, deadline, proposed signers, recipients, and requested signing order. The Secretary or assigned administrator verifies the package, configures and routes the transaction, and files the completed record. Each signer personally reviews and signs. The Treasurer verifies financial authority and dual-signature requirements for financial documents. An administrator may route a document but may not sign or authenticate for another person.
ADM-01.3 Initiating a Signature Request
68. Submit the final document, all exhibits, proposed signers, recipient requirements, deadline, confidentiality classification, and requested signing sequence to the Secretary or authorized administrator.
69. Include the motion, resolution, adopted budget, contract approval, delegation, GOV-01, GOV-02, or other record establishing authority.
70. Identify whether the transaction involves money, banking, grants, restricted funds, property, insurance, taxes, legal rights, notarization, witnesses, or an original-document requirement.
71. Do not route a draft containing unresolved comments, tracked changes, blank material terms, or missing attachments.
ADM-01.4 Verifying Authority and Method
Before routing, the administrator and responsible officer shall:
72. identify the controlling authority and confirm any prior Board of Directors approval;
73. confirm that the signer may act within the signerโs office, budget, policy limits, and documented delegation;
74. determine whether one or two authorized signatures are required;
75. select the applicable Policy 804 signature level and confirm the recipient accepts that method;
76. stop and refer the request to the President, Board of Directors, Treasurer, or legal counsel when authority, formality, or legal effect is uncertain.
Electronic routing does not create authority to bind BCHI.
ADM-01.5 Identifying and Authenticating Signers
77. Verify each signerโs full legal name, BCHI title, individual email address, authority, and current GOV-11 authorization.
78. Use an organization-controlled account and the authentication required by Policy 804.
79. Never use a shared signature account, shared password, copied authentication code, or another personโs signature image or certificate.
80. Confirm the identity and authority of a replacement signer before rerouting.
ADM-01.6 Sequential and Simultaneous Signing
Use sequential signing when approval or signature by one person is a condition to the next signature, when a counterparty must sign before BCHI, when a second signer verifies the first signerโs action, or when the agreement or filing specifies an order. Use simultaneous signing when signers act independently, no signature depends on another, and the transaction may close only after all signatures are complete. The request record shall state the selected order and reason when sequencing is legally or financially material.
ADM-01.7 Configuring and Sending the Request
81. Upload only the verified final document and attachments.
82. Enter verified signer names and addresses, required fields, signing order, authentication, expiration date, reminders, and copy recipients.
83. Send through the approved BCHI-controlled service.
84. Each signer shall review the complete document, personally authenticate, and adopt the signature.
ADM-01.8 Declined, Expired, or Incomplete Requests
85. A signer who declines should state the reason when appropriate. The administrator shall notify the requester and responsible officer and preserve the decline record.
86. An expired request has no completed effect. Confirm continuing authority and document currency before extending or issuing a replacement request.
87. Cancel an incomplete request when the document, signer, authority, terms, or attachments require correction. Do not alter a partially signed transaction.
88. Route a corrected or replacement document as a new transaction and cross-reference the cancelled, declined, or expired request.
ADM-01.9 Completion, Distribution, and Storage
89. Confirm all required signatures, initials, dates, attachments, and authentication steps are complete.
90. Download the final signed document and the service audit trail or completion certificate.
91. Preserve the approval record, authority record, transmittal, and required receipt with the signed document.
92. File and index the complete package in the approved BCHI repository under REC-01 controls. Apply the subject-matter retention period and any hold.
93. Do not leave the authoritative package solely in email or the signing-service portal.
ADM-01.10 When Electronic Signing Is Unavailable
If the approved service is unavailable, the recipient rejects electronic signing, a signer cannot reasonably use the system, or ink, witness, notarization, or an original is required:
94. do not bypass authority, identity, approval, or two-signature controls;
95. use ink signatures, an approved PDF method, an approved remote-notarization process, or another legally accepted method appropriate to Policy 804;
96. verify completion and delivery;
97. scan and index the completed document and audit evidence; and
98. preserve any controlling paper original in the location recorded in REC-01.
ADM-01.11 Security or Misuse
Immediately suspend the request or access when practical; notify the President and Secretary and the Treasurer when financial authority may be affected; preserve evidence; assess required notifications; and document corrective action. Technical acceptance does not validate an unauthorized signature or commitment.
PROCEDURE FIN-01 โ Treasurer Operations
Authority
BCHI Bylaws Article VIII and Policies 351, 352, and 353 โ Financial Limitations, Financial Governance, and Fiscal Year and Financial Reporting.
Deposits:
Within 7 days:
log payment
deposit funds
retain deposit slip
Personal accounts prohibited.
Payments must Require:
reimbursement form (*FN-02 โ Expense Reimbursement Request**)*
receipt
approval
Treasurer issues payment and records ledger entry.
Reporting:
At each Board of Directors meeting:
beginning balance
income
expenses
ending balance
By January 31:
reconcile accounts
prepare annual financial report
provide tax documentation
At the Convention, the Treasurer shall:
a) Prepare a written financial report in advance of the Convention;
b) Distribute the report to delegates in accordance with notice requirements;
c) Present a summary of the report at the Convention;
d) Respond to questions from delegates;
e) Submit the report for entry into the official record.
PROCEDURE MEM-01 โ Membership Processing
Authority
BCHI Bylaws Articles II and III and Policy 551 โ Annual Reporting and Payment Deadlines.
Chapters submit:
By month/day
membership roster
Dues
Use form provided by BCHA
State officers verify totals and report to BCHA.
Membership summary totals retained permanently.
PROCEDURE GOV-03 โ Policy and Rules & Operation Implementation
Authority
Policies 109, 112, and 113 โ Amendment of Policies, Procedures Amendment Process, and Governance Revision and Version Control.
After adoption:
Secretary:
updates official manuals
archives prior versions
publishes revisions
PROCEDURE ADM-02 โ Officer Transition
Authority
BCHI Bylaws Article VII and Policies 105 and 252 โ Succession Planning and Records Retention, Management, and Destruction.
Outgoing officer transfers within 14 days:
records
passwords
accounts
equipment
Treasurer updates bank signatures.
Secretary updates officer roster.
PROCEDURE FIN-02 โ Financial Reimbursement
Authority
Policies 351, 352, and 357 โ Financial Limitations, Financial Governance, and Officer and Director Travel Expenses.
Member submits reimbursement form with receipt and Purpose:.
99. *FIN-01 โ EXPENSE REIMBURSEMENT REQUEST*
100. Approval required before payment.
101. Treasurer records transaction.
PROCEDURE COM-01 โ Website and Publications access
Authority
Policies 601, 603, and 651 โ Communication, Public Positions, and Organizational Protection.
Assigned officer or committee:
uploads revised documents
maintains public records
notifies chapters of updates
PROCEDURE RSK-01 โ Incident Response
Authority
Policies 651 and 652 โ Organizational Protection and Asset Protection.
When injury or accident occurs:
102. Secure scene
103. Call emergency services if needed
104. Complete Incident Report (*PC-04 โ INCIDENT REPORT)*
105. Notify President
106. Preserve records
Required emergency record: GOV-13 โ Emergency Action Declaration, Authorization, and Ratification Record. Incident documentation: PC-04, with RM-04 when risk assessment is applicable.
PROCEDURE EVT-01 โ Public Event Procedures
Authority
Policies 354, 651, and 652 โ Fundraising and Revenue Generation, Organizational Protection, and Asset Protection.
Use โEVTโ series reports
Before event:
waivers prepared
sign-in sheets ready
safety briefing planned
During event:
attendance recorded
safety rules enforced
After event:
incident reports completed
volunteer hours logged
equipment checked
PROCEDURE REC-02 โ Records Numbering Policy
Authority
Policies 252, 255, and 257 โ Records Management, Governance Document Control, and Document Linkage and Traceability.
Purpose:
This policy establishes a uniform system for numbering all completed BCHI forms and records to ensure traceability, audit readiness, and permanent identification of official documents.
Scope:
This policy applies to all completed BCHI forms, including but not limited to:
Motion Records
Resolution Records
Vote Tally Sheets
Membership Forms
Incident / Accident Reports
Disciplinary Records
Chapter Reports
Insurance Documentation
Definitions
Form ID
A permanent identifier assigned to each type of form (example: BCHI-GOV-16).
Form IDs never change.
Record Number
A unique identifier assigned to each completed copy of a form.
Record Number Format
All completed forms shall be assigned a Record Number using the following format:
[FormID]-YYYYMMDD-###
Example: BCHI-GOV-16-20260314-001
Meaning:
BCHI-GOV-16 = Rules of Order Amendment Proposal
20260314 = Date submitted (March 14, 2026)
001 = Sequential number for that form on that date
Numbering Rules
107. Record numbers are assigned by the Recording Secretary or designated Records Administrator.
108. Sequence numbers begin at 001 each day for each form type.
109. Record numbers are permanent and shall never be reused.
110. If a form is completed in error, the record shall be marked VOID, but the number is retained.
Each form type maintains its own daily sequence (motions, resolutions, incidents, etc. do not share numbering).
Required Placement
The Record Number must appear in:
Upper right corner of the completed form
PDF filename
Records log or tracking sheet
Meeting minutes (for governance actions)
Filing & Retention
All numbered records shall be:
Stored electronically in BCHIโs records system
Filed by Form ID category
Retained according to the Records Retention Schedule
Responsibility
The Recording Secretary (or designee) is responsible for:
Assigning record numbers
Maintaining sequential integrity
Ensuring forms are filed
Preventing duplicate numbers
Authority
This policy is adopted under BCHIโs Book of Procedures and supports the Rules of Order and Records Retention requirements.
PROCEDURE DOC-02 โ BYLAW AMENDMENT PROCESS
Authority
BCHI Bylaws Article X and Policy 111 โ Bylaws Amendment Process.
1. Purpose
This procedure establishes the standardized process for receiving, reviewing, distributing, and recording proposed amendments to the BCHI Bylaws in accordance with governing documents.
All amendments shall comply with the requirements of the Bylaws. In the event of conflict, the Bylaws control.
2. Responsibility
a) The Secretary shall coordinate and administer the amendment process;
b) The Board of Directors shall review proposals and may provide recommendations;
c) The Credentials Committee and presiding officer shall support convention processing as applicable.
3. Process Overview
All bylaw amendments shall follow this sequence:
a) Submission and logging;
b) Completeness review;
c) Board review;
d) Preparation of distribution materials;
e) Notice to delegates;
f) Convention presentation and vote;
g) Post-adoption update and recordkeeping.
4. Eligibility to Propose
Amendments may be proposed by:
a) The Board of Directors;
b) Any Officer;
c) Any Standing Committee;
d) Any Chapter in good standing.
All proposals must be submitted in writing using GOV-09 โ Bylaw Amendment Proposal.
5. Submission Requirements
Each proposal shall include:
a) The Article and Section to be amended;
b) The exact current language;
c) The full proposed new language;
d) A statement explaining the purpose of the amendment.
Incomplete submissions may be returned for correction.
6. Step-by-Step Procedure
Step 1 โ Receive Submission
The Secretary receives the amendment proposal and confirms the submission date.
Step 2 โ Log and Acknowledge
The Secretary shall:
a) Record the submission, including date and submitting party;
b) Send acknowledgment to the proposer.
Step 3 โ Completeness Review
The Secretary shall verify that all required elements are included.
If incomplete, the proposal shall be returned for correction prior to further processing.
Step 4 โ Board Review
The proposal shall be submitted to the Board of Directors.
The Board may:
a) Provide comments or recommendations;
b) Suggest non-substantive revisions with the proposerโs consent;
c) Return incomplete or non-compliant submissions for correction.
Board review shall not limit the authority of the delegates to consider properly submitted amendments.
No substantive changes shall be made without proper notice as required by the Bylaws.
Step 5 โ Preparation of Distribution Materials
The Secretary shall prepare:
a) Clean version of the proposed amendment;
b) Redline comparison (recommended);
c) Summary of changes (optional).
Step 6 โ Notice to Delegates
The Secretary shall distribute:
a) Full text of the proposed amendment;
b) Supporting materials.
Notice must be provided at least fourteen (14) days prior to the meeting, as required by the Bylaws.
Proof of Notice shall be completed using the approved form.
Step 7 โ Convention Preparation
The Secretary shall:
a) Include amendments in the convention packet;
b) Ensure placement on the agenda;
c) Coordinate with the presiding officer.
Step 8 โ Presentation at Convention
The amendment shall be presented to the assembly.
The presiding officer shall:
a) State or summarize the amendment;
b) Open the floor for debate in accordance with the Rules of Order.
Step 9 โ Voting
Prior to the vote, verify:
a) Quorum is present;
b) Delegates are duly certified and seated.
Voting shall be conducted in accordance with the Bylaws and Rules of Order.
The Secretary shall record:
a) Date of vote;
b) Vote count;
c) Final result.
Step 10 โ Post-Adoption Actions
If adopted, the Secretary shall:
a) Update the official Bylaws;
b) Record the revision date;
c) Archive prior versions;
d) Distribute the updated Bylaws.
If not adopted:
a) Record the outcome;
b) Retain the submission in official records.
7. Exception Handling
(a) If notice requirements are not met, the amendment shall not be considered unless properly waived in accordance with the Bylaws;
(b) If discrepancies or conflicts are identified, the process shall be paused until resolved.
8. Records Management
The Secretary shall maintain:
a) Original submission;
b) Board review notes;
c) Notice records;
d) Vote results.
Records shall be stored in:
BCHI Records / Governance / Bylaw Amendments / [Year]
9. Effective Date
Unless otherwise specified in the motion, adopted amendments become effective upon approval.
10. Technical Corrections
The Board may authorize minor, non-substantive corrections (such as grammar, numbering, or formatting errors) without following the full amendment process, provided such corrections do not alter meaning.
All technical corrections shall be reported to the membership.
11. Related Documents
Bylaws โ Article VII (Amendments)
Policy 18 โ Bylaw Amendment Process
Form โ Bylaw Amendment Proposal
Form GOV-12 โ Proof of Notice
PROCEDURE DOC-03 โ POLICY AMENDMENT PROCESS
Authority
Policy 109 โ Amendment of Policies.
19.1 Initiation
Proposal submitted by authorized party
19.2 Submission
Complete Policy Change Request (recommended form GOV-05 or equivalent)
โ๏ธ 19.3 Review
Evaluate:
Governance alignment
Operational impact
Financial implications
19.4 Board Consideration
Present to Board
Discuss and amend if necessary
๐ณ๏ธ 19.5 Approval
Vote conducted
Result recorded in minutes
๐ 19.6 Implementation
Update official policy document
Assign revision date
๐ฃ 19.7 Communication
Notify:
Chapters
Committees
Officers
19.8 Recordkeeping
Maintain:
Original proposal
Board action record
Updated policy
PROCEDURE DOC-04โ PROCEDURE AMENDMENT PROCESS
Authority
Policy 112 โ Procedures Amendment Process.
20.1 Initiation
A procedure amendment may be proposed by:
Board members
Officers
Committees
Chapters (through recommendation)
20.2 Submission
Complete Procedure Change Request (recommended form GOV-05 or equivalent)
Include:
Current procedure reference
Proposed change
Reason for change
โ๏ธ 20.3 Review
Review for:
111. Alignment with policy
112. Operational impact
113. Clarity
Determine amendment type:
Administrative
Substantive
20.4 Approval
Administrative Changes:
Approved by designated authority
Substantive Changes:
Approved by Board of Directors
๐ 20.5 Implementation
Update official procedure document
Assign revision number or date
Replace prior version
๐ฃ 20.6 Communication
Notify:
114. Chapters
115. Relevant committees
116. Officers
20.7 Recordkeeping
Maintain:
Original request
Approval record
Revision history
PROCEDURE VOL-01 โ CHAPTER REPORTING OF VOLUNTEER SERVICE
Authority
Policy 803 โ Volunteer Service Reporting.
VOL-01.1 Purpose, Authority, and Forms
This procedure implements Policy 803 โ Volunteer Service Reporting. Chapters and BCHI shall use CH-10 โ BCHI Volunteer Hours Reporting Guide and the current official Book 5 forms VOL-01 โ Official Long-Form Project Worksheet, VOL-02 โ Monthly Volunteer Hours Reconciliation, and VOL-03 โ Annual Chapter Certification and Transmittal.
VOL-01.2 Responsibilities
Each chapter shall designate a Chapter Volunteer Hours Coordinator. Project leaders collect project records. The Chapter Volunteer Hours Coordinator reviews, reconciles, and prepares the annual submission. The Chapter President or another officer authorized by the chapter certifies the annual report. The Board of Directors shall designate a State Volunteer Hours Coordinator to receive, review, reconcile, consolidate, and submit statewide reports.
VOL-01.3 Complete Workflow
Step 1 โ Record volunteer activity. The project leader records participants, work and travel time, trail or project accomplishments, mileage, stock, equipment, expenditures, donations, agency, location, dates, project identification, and other categories required by CH-10. Entries shall be complete enough to support agency, grant, reimbursement, insurance, and statewide reporting.
Step 2 โ Use the official long-form worksheet. Record every project on VOL-01. A sign-in sheet or field note may support data collection but does not replace VOL-01. Only the driver reports mileage, and the same time, mileage, expense, donation, equipment, or stock contribution shall not be counted twice.
Step 3 โ Reconcile monthly totals. At least monthly, the Chapter Volunteer Hours Coordinator reviews every VOL-01 for completeness, legibility, coding, support, reasonableness, and duplication; reconciles project totals to the chapter workbook; and documents the review on VOL-02. Discrepancies shall be resolved with the project leader before year-end.
Step 4 โ Certify the annual report. At year-end, the coordinator verifies that all totals trace to VOL-01 records, formulas and statewide rates are unchanged, corrections are included, and required supporting records are present. The Chapter President or other authorized chapter officer and the Chapter Volunteer Hours Coordinator sign VOL-03.
Step 5 โ Transmit the report to BCHI. By January 31, unless the Board of Directors establishes another published deadline, the chapter sends VOL-03, the complete annual workbook, and required supporting material to the State Volunteer Hours Coordinator through the approved method. The state coordinator logs the date and acknowledges receipt.
Step 6 โ Review and reconcile statewide totals. The State Volunteer Hours Coordinator checks certifications, formulas, omissions, duplicates, unusual values, supporting records, and consistency among chapter submissions. Verified totals are consolidated into the statewide report. Chapter source data shall not be silently changed.
Step 7 โ Document corrections. The state coordinator sends a written correction notice describing the question and response deadline. The chapter investigates, corrects its source record and workbook when appropriate, obtains revised certification when the totals materially change, and returns the corrected package. Both the original submission and correction record shall be retained.
Step 8 โ Submit required reports. After reconciliation and state certification, BCHI submits the statewide report to BCHA, agencies, grantors, or other authorized recipients by the controlling deadline and provides the Board of Directors an annual summary and a list of missing or incomplete chapter submissions.
Step 9 โ Retain records for seven years. Chapters and the State Volunteer Hours Coordinator retain VOL-01 worksheets, VOL-02 reconciliations, VOL-03 certifications, annual workbooks, supporting sign-in and agency records, correction records, reimbursement support, and the statewide submission for seven years. Retain them longer when Policy 803, a grant, contract, agency agreement, insurer, hold, or law requires.
VOL-01.4 Compliance Rule
Reporting a contribution does not itself establish reimbursement eligibility. Incomplete, unsupported, duplicate, altered, or late submissions shall be addressed through the correction process and Policy 803. No volunteer-reporting cycle is complete until the required report and certification have been accepted and filed.
PROCEDURE FRM-01 โ FORMS POLICY
Authority
Policies 255 and 257 โ Governance Document Control and Document Linkage and Traceability; Book 5 โ Forms & Appendices.
1. Purpose
This policy establishes how official BCHI forms are created, approved, revised, and maintained.
All forms must comply with the Bylaws, Rules of Order, and adopted Policies.
Forms may not create policy or override governing documents.
2. What Is an Official Form
An official form is any standardized document approved for organizational use, including:
Applications
Reports
Requests
Waivers
Agreements
Templates
Logs
All approved forms shall be maintained in Book 5 โ Forms of the BCHI Governance Manual.
3. Creating a New Form
A new form may be proposed by:
Any Officer
Any Committee
Any Member (submitted to the Board)
All new official forms must be approved by a majority vote of the Board of Directors before permanent adoption.
A form may be used on a temporary basis prior to Board approval if authorized by two (2) officers, one of whom must be the President or Vice President.
Such temporary authorization shall remain in effect only until the next Board meeting, at which time the form must be presented for approval, modification, or rejection.
4. Revising an Existing Form
Minor Changes
The Secretary (or designated officer) may make minor edits without Board approval, including:
Correcting grammar or formatting
Updating contact information
Clarifying wording without changing meaning
The Board shall be notified of such updates.
Major Changes
Changes that affect:
Member rights or responsibilities
Financial requirements
Approval processes
Liability language
Must be approved by the Board.
5. Form Control
The Secretary shall:
Maintain the current approved version of each form
Archive old versions
Ensure outdated forms are removed from use
Each form should include an approval or revision date.
6. Conflicts
If a form conflicts with the Bylaws or Policies, the governing documents control.
PROCEDURE GOV-04 โ Governance Manual Structure Policy
Authority
BCHI Bylaws Article I, Section 5; Article X; and Policies 110 and 255 โ Policy Hierarchy and Governance Document Control.
1. Purpose
This policy establishes the official structure and authority of the BCHI Governance Manual.
The Governance Manual is the organized compilation of the organizationโs governing documents, policies, procedures, reference materials, and official forms.
2. Authority
The Governance Manual shall consist of five primary parts:
Part I โ Bylaws
Part II โ Rules of Order
Part III โ Policies
Part IV โ Procedures
Part V โ Forms &Appendices
Each part serves a distinct governance function.
3. Hierarchy of Authority
In the event of conflict, documents within the Governance Manual shall have the following order of authority:
117. Bylaws
118. Rules of Order
119. Policies
120. Procedures
121. Forms &Appendices
No lower section may conflict with a higher section.
4. Control and Amendment
Bylaws (Part I) may be amended only in accordance with the Bylaw Amendment provisions.
Rules of Order (Part II) may be amended by the Board unless otherwise specified.
Policies & Procedures (Part III and IV) may be adopted or amended by majority vote of the Board.
Appendices (Part V) may be updated administratively unless they contain adopted policy.
Forms (Part V) shall be governed by the Forms Management Policy.
5. Maintenance
The Secretary shall:
122. Maintain the official master copy of the Governance Manual
123. Ensure revisions are properly recorded
124. Archive superseded versions
125. Distribute updates to the Board
PROCEDURE CH-01 โ Uniform Chapter Standardized Policy
Authority
BCHI Bylaws Article V โ Chapters and Chapter Governance.
Adopted by
Backcountry Horsemen of Idaho
1. Purpose
The purpose of this Policy is to:
Establish uniform minimum governance standards for all chartered Chapters.
Ensure legal compliance under Idaho law.
Protect the integrity, assets, and reputation of BCHI.
Create structural consistency across Chapters.
Clarify authority relationships between State and Chapter governance.
This policy promotes uniformity without eliminating reasonable local autonomy.
2. Authority
This Policy is adopted pursuant to:
Part I โ BCHI Bylaws
Part III โ Governance Structure Policy
All chartered Chapters operate under the authority of BCHI and are subordinate governance units.
3. Governance Hierarchy
Authority flows as follows:
126. BCHI State Bylaws
127. BCHI State Policies
128. Uniform Chapter Standardization Policy
129. Chapter Governance Manual
130. Chapter Policies & Forms
In case of conflict, higher authority prevails.
4. Required Chapter Governance Structure
Each Chapter shall maintain a governance manual organized into five Parts:
Part I โ Chapter Bylaws
Part II โ Rules of Order
Part III โ Policies
Part IV โ Procedures
Part V โ Forms &Appendices
Chapters may not omit these Parts.
Chapters may reference BCHI Governance manuals for these parts.
An acceptable generic version of chapter Governance is provided in the Handbook.
5. Minimum Required Provisions
5.1 Governance Alignment
Each chapter shall:
Operate in accordance with BCHI Bylaws, Rules of Order, and Policies
Not adopt any rule or practice that conflicts with BCHI governance
5.2 Chapter Officers
Each chapter shall maintain, at minimum:
President
Secretary
Treasurer
Officers shall be:
Elected or appointed per chapter rules
Responsible for duties consistent with BCHI guidance
5.3 Meetings
Each chapter shall:
Hold regular meetings
Maintain written minutes of all meetings
Retain minutes in accordance with record retention policy
5.4 Financial Management
Each chapter shall:
Maintain a separate bank account (if handling funds)
Use funds only for authorized purposes
Keep accurate financial records
Chapters shall not:
Commingle personal and chapter funds
Use funds outside BCHI policies
5.5 Event & Activity Compliance
All chapter activities shall:
Follow BCHI event approval procedures
Use required forms (waivers, approvals, etc.)
Comply with safety and risk management requirements
5.6 Safety & Liability
Each chapter shall:
Require liability waivers for applicable activities
Conduct safety briefings for events
Follow BCHI risk management standards
5.7 Reporting to BCHI
Each chapter shall:
Provide required reports (as defined by BCHI)
Maintain communication with BCHI leadership
Submit delegate certifications as required
Submit the completed CH-01 โ Chapter Annual Report by the published pre-Convention deadline
Present an annual chapter project report at the Annual Convention through the Chapter President or a presenter designated by the chapter
Include in the Convention presentation the principal projects accomplished during the reporting year, the chapter’s actual project costs and any known donated or in-kind value stated separately, and the chapter’s future project plans
5.8 Recordkeeping
Each chapter shall maintain:
Meeting minutes
Financial records
Event documentation
Required forms
Records shall be:
Organized
Accessible
Retained per BCHI policy
5.9 Use of Name & Affiliation
Chapters shall:
Operate under the BCHI name and mission
Not represent positions contrary to BCHI
5.10 Compliance with Laws
Each chapter shall:
Comply with applicable laws and regulations
Follow land-use requirements when conducting activities
5.11 Grants & Funds (if applicable)
If participating in grants:
Funds must be used for designated purposes
Reporting requirements must be met
Financial tracking must be maintained
5.12 Conflict of Interest
Chapter leadership shall:
Complete Conflict of Interest disclosures as required
Act in the best interest of BCHI
5.13 Volunteer & Conduct Standards
Chapters shall:
Promote respectful and safe participation
Follow BCHI code of conduct standards
5.1 Supremacy Clause
Statement that State BCHI documents control in case of conflict.
5.2 Idaho Nonprofit Compliance
Reference compliance with the:
Idaho Nonprofit Corporation Act
5.3 Required Officers
President
Secretary
Treasurer
5.4 Financial Controls
Minimum standards:
131. Bank account in Chapter name
132. No commingling of funds
133. Monthly Treasurer report
134. Annual budget approval
135. Annual financial review
5.5 Conflict of Interest Policy
Must include:
136. Disclosure requirement
137. Recusal requirement
138. Documentation in minutes
5.6 Dissolution Clause
Assets revert to BCHI or qualified nonprofit.
6. Standardized Forms Requirement
Chapters shall use State-approved forms where designated.
State-controlled forms may not be altered without authorization under the BCHI Forms Control Policy.
Chapter-created forms must:
139. Include Form ID
140. Include Revision Date
141. Identify approving authority
7. Reporting & Compliance
Each Chapter shall annually submit to BCHI:
142. Officer roster
143. Financial summary
144. Confirmation of governance compliance
145. Proof of insurance compliance (if required)
Failure to submit required documentation may result in corrective action.
8. Chapter Autonomy
Chapters retain autonomy in:
Event planning
Volunteer coordination
Local fundraising
Committee structure
Provided such activities:
Align with BCHI mission
Comply with State policy
Comply with applicable law
9. Compliance Review
BCHI may conduct periodic governance reviews to:
Ensure financial controls are maintained
Ensure legal compliance
Provide corrective guidance
Such reviews are supervisory, not punitive.
10. Non-Compliance
If a Chapter materially fails to comply with this Policy, BCHI may:
Issue written notice of deficiency.
Require corrective action plan.
Suspend certain privileges.
Recommend charter review under BCHI Bylaws.
11. Amendments to This Policy
This Policy may be amended by the BCHI Board in accordance amendment procedures.
PROCEDURE GOV-05 โ National Director Responsibilities and Reporting
Authority
BCHI Bylaws Article VII โ Officers, National Directors, and Committees.
Applies To: National Directors
Authority: BCHI Bylaws, Article VII, Sections 11โ17.
1. Purpose
This policy defines the operational expectations of the two National Directors representing BCHI at the national level with the Back Country Horsemen of America.
This policy supplements the Bylaws and aligns with the Idaho Nonprofit Corporation Act.
2. Representation
National Directors:
Serve as BCHIโs official voting representatives at national meetings.
Represent positions adopted by the delegates or Board of Directors.
Act in the best interests of BCHI at all times.
If no formal direction has been given on a matter, National Directors may exercise reasonable judgment consistent with BCHIโs mission and past actions.
3. Reporting
National Directors shall:
Provide a written or verbal report after national meetings.
Present a summary report at the Annual Convention.
Explain how BCHA activities benefit BCHI chapters and individual members.
Identify the services and resources BCHA provides to BCHI, its chapters, and its members.
Explain how national dues are used, based on information provided or approved by BCHA.
Describe actions taken by the National Directors specifically on behalf of BCHI and Idaho members.
Identify actions BCHI and its chapters should take in response to national decisions, requirements, or opportunities.
Reports shall be submitted to the Secretary for the record.
4. Attendance
National Directors are expected to:
Attend national meetings when reasonably able.
Attend Board of Directors meetings.
Attend the BCHI Annual Convention.
Failure to perform duties may be addressed under the Bylaws.
5. Conduct
National Directors shall:
Act in good faith and in the best interests of BCHI.
Avoid conflicts of interest.
Maintain confidentiality when required.
6. Expenses
Reasonable expenses incurred in the performance of official duties may be reimbursed if:
146. Approved by the Board; and
147. Submitted with proper documentation.
7. Transition
Outgoing National Directors shall transfer all records and materials to their successor within thirty (30) days of the end of their term.
PROCEDURE FND-01 โ FUNDRAISING EVENTS
Authority
Policies 354 and 356 โ Fundraising and Revenue Generation and Financial Controls for Raffles.
1. Purpose
To establish a standardized process for planning, approving, conducting, and reporting fundraising events conducted in the name of BCHI, ensuring accountability, transparency, and proper financial control.
2 โ Scope
This procedure applies to all fundraising activities conducted at the state level or in the name of BCHI, including events, campaigns, raffles, donations, and other revenue-generating activities.
3 โ Responsibility
a) The Board of Directors shall approve fundraising activities unless delegated;
b) The event organizer shall be responsible for planning and execution;
c) The Treasurer shall oversee financial handling and reporting;
d) The Secretary or designated officer shall maintain records.
4 โ Fundraising Event Process Overview
All fundraising events shall follow this sequence:
a) Proposal and approval;
b) Planning and budgeting;
c) Event execution;
d) Financial reconciliation;
e) Reporting and recordkeeping.
5 โ Step-by-Step Procedure
Step 1 โ Event Proposal
148. Submit a Fundraising Event Proposal including:
a) Event description
b) Purpose
c) Estimated revenue and expenses
d) Responsible individual
149. Submit to:
a) Board of Directors (or authorized committee)
Step 2 โ Approval
150. Board reviews:
a) Alignment with BCHI mission
b) Financial risk
c) Resource requirements
151. Approval must be documented before proceeding
Step 3 โ Planning and Budgeting
152. Develop event plan:
a) Timeline
b) Staffing/volunteers
c) Budget
153. Identify:
a) Cash handling needs
b) Payment methods (cash, check, electronic)
Step 4 โ Financial Controls Setup
Assign at least two individuals for handling funds
a) Prepare:
a) Cash log
b) Receipt system
b) Ensure:
a) Secure storage of funds during event
Step 5 โ Event Execution
Conduct event as planned
Maintain:
a) Accurate tracking of all funds received
b) Receipts where applicable
Step 6 โ Cash Handling and Deposit
Count funds promptly after event:
a) Preferably by two individuals
b) Complete cash log
c) Submit funds to Treasurer
d) Deposit funds within:
3โ5 business days (recommended)
Step 7 โ Financial Reconciliation
Treasurer verifies:
a) Amount received
b) Deposits made
c) Expenses
Compare:
a) Actual vs budget
Step 8 โ Reporting
Prepare Fundraising Event Report including:
b) Total revenue
c) Total expenses
d) Net proceeds
e) Variances from budget
Submit report to Board
Step 9 โ Recordkeeping
Retain:
f) Proposal
g) Approval record
h) Financial records
i) Final report
Store in:
j) BCHI Records / Financial / Fundraising / [Year]
6 โ Compliance and Restrictions
k) All fundraising activities must comply with applicable laws and regulations;
l) Donor restrictions must be honored;
m) Funds shall not be used for purposes inconsistent with BCHI policies;
n) Personal use of funds is strictly prohibited.
7 โ Internal Controls
Separation of duties:
a) Collection
b) Recording
c) Deposit
d) Use dual verification where possible
Avoid:
o) Single-person cash control
8 โ Exception Handling
If discrepancies occur:
154. Notify Treasurer immediately
155. Document issue
156. Report to Board
8 โ Related Documents
Policy โ Fundraising and Revenue
Financial Policy
Records Retention Policy
10 โ Related Forms (Book 5)
Fundraising Event Proposal Form
Fundraising Event Report Form
Cash Handling Log
This Book of Procedures exists to ensure continuity of operations, protect volunteers and officers, and provide consistent administration of BCHI business.
PROCEDURE MTG-03 โ ELECTRONIC MEETING PARTICIPATION
Authority
BCHI Bylaws Articles IV and VI and Book 2 โ Rules of Order provisions governing electronic participation and voting.
1. โ Purpose
This procedure establishes the methods for conducting meetings with electronic participation to ensure valid quorum, accurate voting, and full participation by authorized members.
2. โ Authority
Electronic participation is authorized under the BCHI Bylaws and Rules of Order.
If any conflict exists, the Bylaws and Rules of Order shall control.
3. โ Applicability
This procedure applies to:
Annual Convention (delegate meetings);
Board of Directors meetings;
Committee meetings when authorized.
4. โ Approved Platforms
The meeting organizer shall designate an approved platform capable of:
Real-time audio communication;
Participant identification;
Managing recognition of speakers;
Supporting voting methods when required.
Examples may include video conferencing or teleconference systems approved by the Board.
5. โ Pre-Meeting Preparation
5.1 โ Meeting Notice
The meeting notice shall include:
157. Date and time;
158. Access link or dial-in information;
159. Instructions for participation;
160. Any special requirements for voting.
5.2 โ Participant Identification
Participants must:
Log in using their full name;
Identify their chapter or role (delegate, director, guest);
Be verified prior to participation in debate or voting.
5.3 โ Delegate Certification
For delegate meetings:
The Credentials Committee shall verify delegate eligibility prior to the meeting;
A list of certified delegates shall be prepared for use during the meeting.
6. โ Opening the Meeting
6.1 โ Roll Call or Verification
The presiding officer or designee shall:
a) Verify attendance of participants;
b) Confirm identity of delegates or directors;
c) Ensure participants can hear and be heard.
6.2 โ Credentials Report
For delegate meetings:
a) The Credentials Committee shall report the number of certified and seated delegates;
b) This report shall be used to determine quorum.
7 โ Recognition and Participation
7.1 โ Recognition
Participants must be recognized by the presiding officer before speaking.
7.2 โ Speaking Method
Participants may:
a) Use a โraise handโ feature;
b) Request recognition verbally when appropriate.
7.3 โ Identification Before Speaking
Each speaker shall state:
a) Name;
b) Chapter or role;
c) Whether speaking as a delegate, director, or individual.
7.4 Priority
Delegates shall have priority in debate at convention meetings.
Directors shall have priority at Board meetings.
8. โ Voting Procedures
8.1 General Requirement
Voting must be conducted in a manner that ensures:
a) Accuracy;
b) Transparency;
c) Ability to verify results.
8.2 โ Approved Voting Methods
Voting may be conducted by:
a) Voice vote (when practical);
b) Roll call vote;
c) Electronic polling system;
d) Visual confirmation (e.g., show of hands on video).
8.3 โ Roll Call Voting
When required:
a) The Secretary shall call each voting member by name;
b) Each member shall respond clearly with โyes,โ โno,โ or โabstainโ;
c) Votes shall be recorded individually.
8.4 โ Electronic Polling
When using polling tools:
a) Access shall be limited to eligible voters;
b) Results shall be displayed or reported to the assembly;
c) The Secretary shall record the outcome.
8.5 โ Verification
Any voting member may request verification of a vote.
The presiding officer may require a different voting method if needed.
9. โ Quorum Considerations
9.1 โ Presence
Participants connected and verified shall be considered present.
9.2 โ Loss of Connection
If a participant loses connection:
a) They shall be considered absent during the disconnection;
b) Their vote shall not be counted unless clearly recorded.
9.3 โ Widespread Failure
If technical issues affect multiple participants:
a) The presiding officer may pause, recess, or adjourn the meeting;
b) Business shall not proceed if quorum cannot be confirmed.
10 โ Technical Issues
10.1 Individual Issues
Participants are responsible for maintaining their connection.
The meeting shall not be delayed for individual technical issues unless directed by the presiding officer.
10.2 โ System Failure
If the meeting platform fails:
a) The meeting may be recessed;
b) A backup platform or reconnection plan may be used;
c) Notice of continuation shall be provided if feasible.
11 โ Security and Integrity
11.1 โ Access Control
Access to the meeting may be restricted to authorized participants.
11.2 โ Prevention of Unauthorized Voting
Only verified delegates or directors may vote.
The presiding officer may invalidate any vote if eligibility is in question.
12. โ Recordkeeping
12.1 โ Minutes
The Secretary shall record:
a) Method of participation (in-person/electronic);
b) Attendance of voting members;
c) Motions and vote results.
12.2 โ Documentation
Electronic records (chat logs, polling results, recordings) may be retained as supporting documentation.
13 โ Transition and Continuity
Outgoing officers shall transfer all electronic meeting procedures, access credentials, and documentation to incoming officers.
14 โ Review
This procedure shall be reviewed periodically and updated as necessary to maintain effectiveness and compliance.
PROCEDURE EMG-01 โ EMERGENCY ACTION ADMINISTRATION
Authority
BCHI Bylaws Article IX and RO-120 โ Emergency Action.
1. Purpose
To document and administer temporary emergency authority under the Bylaws and RO-120 without expanding the authority of any officer, director, committee, or chapter.
2. Initiating an Emergency Action
161. Confirm that an immediate threat exists involving people, animals, property, records, finances, legal rights, or continued operations.
162. Determine whether delay for an ordinary Board meeting would materially increase the harm.
163. Identify the President or, if unavailable, the Vice President as the officer authorized to initiate the declaration.
164. Obtain the concurrence required by the Bylaws and record the names, offices, date, time, and method of concurrence.
165. Complete the Emergency Action Authorization form as soon as practicable.
3. Required Documentation
The authorization shall state:
166. the facts creating the emergency;
167. the effective date and time;
168. the temporary action or authority invoked;
169. the responsible person;
170. the expected duration;
171. any expenditure or legal commitment;
172. the budget, policy, or emergency limit supporting the commitment;
173. persons notified; and
174. the date by which Board ratification must occur.
4. Notice and Action
175. Notify the Board of Directors promptly using the most reliable available method.
176. Give affected officers, chapters, committees, vendors, insurers, legal counsel, land managers, or emergency services only the information needed for coordinated action.
177. Limit action to what is reasonably necessary and within existing authority.
178. Preserve contracts, receipts, communications, photographs, incident records, and other supporting evidence.
179. Reassess the emergency whenever circumstances materially change.
5. Ratification and Termination
180. Place the emergency action on the earliest practicable Board agenda and no later than the next regular or special Board meeting.
181. Provide the Board with the authorization form, supporting records, expenditures, commitments, actions taken, and current status.
182. Record the Board’s ratification, modification, rejection, or termination and the required vote in the minutes.
183. Notify affected persons when authority ends or changes.
184. Close outstanding commitments and file the final record under the records-management procedure.
6. Prohibited Uses
Stop and seek proper authority if the proposed action would amend or suspend a higher-level governance document, change delegate or voting rights, exercise a power reserved to delegates, elect or remove an officer or director, approve merger or dissolution, direct Foundation funds without Foundation authority, or exceed authorized financial limits.
PROCEDURE DOC-01 โ GOVERNANCE REVISION, PUBLICATION, AND VERSION CONTROL
Authority
Policies 113, 255, 256, and 257 โ Governance Revision and Version Control, Document Control, Storage and Control, and Linkage and Traceability.
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
1.0
Supersedes
New procedure
Related references
Policy 615; Book 5, Master Governance Index and applicable amendment forms
1. Purpose
To establish the workflow for proposing, reviewing, adopting, publishing, logging, and archiving revisions to BCHI articles, rules, policies, procedures, appendices, and forms.
2. Scope
This procedure applies to every change to an official BCHI governance provision, including substantive amendments, administrative corrections, renumbering, revised cross-references, and replacement of an entire provision.
3. Required Records
3.1 Proposed Amendment Document
During review, prepare a dated amendment document that identifies the affected book, provision number, current version, proposed effective date, proponent, approval authority, reason for the change, and related provisions or forms. Show the changes using either:
Redline: deleted language struck through and new language underlined.
Side-by-side comparison: current language in the left column and proposed language in the right column.
Use side-by-side comparison as the preferred format for BCHI directors and delegates unless a redline is clearer. Attach a clean proposed version when needed for complete understanding.
3.2 Clean Adopted Version
After adoption, prepare the complete provision as it will appear in the official governance book. Accept all proposed changes, remove editorial notes and comparison columns, confirm numbering and cross-references, and add the current metadata heading and brief revision history.
3.3 Archived Previous Version
Preserve the complete version that was in effect immediately before the change. Store it separately from the current governance books and apply the required superseded notice described in Section 7.
3.4 Revision Log
Enter every original adoption, administrative correction, and substantive amendment in the revision log located at the end of the applicable book or in the Master Governance Index.
4. Workflow
185. Initiate the proposal. Identify the affected provision, reason for the change, proponent, approval authority, and any notice or voting requirements.
186. Confirm the controlling authority. Determine whether the change requires action by the BCHI Board of Directors, delegates at Convention, or another authorized body. Confirm that a lower-level document does not conflict with a higher-level provision.
187. Prepare the amendment packet. Include the proposed amendment document, a clean proposed version when appropriate, the change summary, affected cross-references, forms requiring revision, proposed effective date, and any transition instructions.
188. Distribute the packet for review. Provide the packet within the notice period required by the Bylaws, Rules of Order, or other controlling provision. Identify the deadline and method for comments.
189. Record the official action. Record the motion or resolution, approving body, meeting date, vote result, amendments made during consideration, adoption date, and effective date.
190. Prepare the final clean text. Incorporate only the language actually adopted. Remove redlines, comparison columns, drafting notes, and former language.
191. Assign the version number. Apply the versioning rules in Section 6 and identify the version superseded.
192. Update related materials. Verify internal citations, Book 5 forms, indexes, tables of contents, hyperlinks, submission instructions, and related policies or procedures.
193. Publish the current version. Replace the former provision in the official governance book. Confirm that the published book contains only the clean current text.
194. Archive and log the change. Mark and store the previous version, retain the amendment and adoption records, and enter the action in the revision log or Master Governance Index.
195. Verify completion. A second authorized reviewer shall verify the current text, approval record, effective date, version number, cross-references, revision-log entry, and archive label.
5. Required Heading for Each Provision
Each provision shall begin with a document-control heading substantially in the following form:
Provision
Procedure GRT-01 โ Foundation-Held Grant Process
Responsible authority
Treasurer
Approved by
BCHI Board of Directors
Original adoption date
March 15, 2026
Current revision date
September 12, 2026
Effective date
September 12, 2026
Version
2.0
Supersedes
Version 1.0
Related references
Policy 30;
6. Version Classification
Change type
Version treatment
Examples
Original adoption
Begin at 1.0
First approved version
Administrative correction
Increase decimal: 1.0 to 1.1
Typographical correction, formatting repair, or corrected form reference that does not change meaning
Substantive amendment
Increase whole number: 1.0 or 1.1 to 2.0
Changes authority, duties, eligibility, deadlines, approvals, financial controls, required actions, or other meaning
When there is reasonable doubt whether a correction changes meaning, process it as a substantive amendment. Administrative corrections may be approved only by the person or body expressly authorized by the governing documents; otherwise, the normal approval authority applies.
7. Superseded-Version Notice
Place the following notice prominently on the first page of every archived previous version:
SUPERSEDED – NOT CURRENT
Version 1.0
Effective dates: March 15, 2026-September 11, 2026
Replaced by Version 2.0, effective September 12, 2026.
8. Revision History in the Current Provision
At the end of the clean current provision, include a concise revision history and change summary. Do not reproduce the entire former wording.
Revision History: Adopted March 15, 2026. Revised by the BCHI Board of Directors September 12, 2026. Effective September 12, 2026.
Change Summary: Updated grant-approval responsibilities and added required Foundation coordination.
196. Revision Log
The revision log shall contain at least the following fields:
Version
Date
Action
Approved by
Summary
Examples:
1.0
3/15/2026
Original adoption
Board of Directors
Initial PROCEDURE GOV-01.1
6/10/2026
Administrative correction
Secretary
Corrected form reference
2.0
9/12/2026
Substantive amendment
Board of Directors
Revised grant requirements
197. Records to Retain
For each revision, retain the following records together or through linked entries in the Master Governance Index:
The proposed amendment document and clean proposed version.
Review comments or committee recommendations required by the applicable process.
Notice and distribution record, when required.
Meeting minutes, motion or resolution, vote result, and approval record.
The clean adopted version and publication date.
The superseded previous version and its effective-date range.
The revision-log or Master Governance Index entry.
11. Quality-Control Checklist
Correct approving authority and required notice confirmed
Exact adopted language verified against the motion or resolution
Clean current text contains no redlines, comparison columns, or drafting notes
Document number, title, dates, version, supersedes field, and responsible authority completed
Cross-references, forms, index, and table of contents updated
Brief revision history and change summary added
Previous version marked SUPERSEDED – Not Current and archived separately
Revision-log or Master Governance Index entry completed
Second-person verification completed
Revision History
Adopted __________________ by the BCHI Board of Directors. Effective __________________.
Change Summary: Established the uniform workflow for proposing, adopting, publishing, versioning, logging, and archiving changes to BCHI governance provisions.
PROCEDURE REC-03 โ DIGITIZING, NAMING, INDEXING, AND FILING RECORDS
Authority
Policy 253 โ Digitization of Records and Policy 252 โ Records Retention, Management, and Destruction.
1. Purpose
This procedure provides the standard method for converting paper records to electronic form and for naming, indexing, checking, storing, retrieving, archiving, and transferring BCHI statewide records.
2. Responsibility
Secretary: administers the statewide system; maintains governance and administrative records and the Master Records Index; coordinates annual review and officer transfers.
Treasurer: files and indexes financial, tax, grant, donation, and restricted-fund records; applies any financial access restrictions.
Other custodians: prepare and file records assigned to their office, committee, project, or function.
President and Board of Directors: approve the repository, access structure, retention schedule, and significant exceptions.
3. Procedure
Step 1 โ Decide whether the item is an official record
Retain the item when it documents a BCHI decision, authorization, obligation, financial transaction, meeting, vote, election, membership action, project, incident, claim, asset, grant, donation, contract, publication, or other business activity.
Do not place obvious spam, unnecessary duplicates, personal material, or short-lived scheduling messages in the authoritative record unless they supply evidence needed to understand an official action.
Step 2 โ Assemble the complete record
Collect the final document and all material attachments, signatures, approvals, vote results, supporting exhibits, proof of delivery, and related correspondence. If the action occurred in email, text, or an electronic platform, preserve enough information to establish who acted, what was decided, and when.
Step 3 โ Prepare paper records for scanning
198. Remove staples, clips, folds, and obstructions.
199. Arrange pages in their correct order.
200. Confirm that the document is complete and identify blank pages that should be omitted.
201. Place small receipts or irregular items on a clean carrier sheet when necessary.
202. Separate confidential material if it requires restricted storage.
Step 4 โ Scan to the approved format
203. Scan ordinary text documents as searchable PDF files using optical character recognition (OCR).
204. Use color when color conveys information, signatures, markings, photographs, maps, or condition; otherwise grayscale is acceptable.
205. Use a resolution sufficient to make all text, signatures, dates, numbers, and annotations legible. A working standard of 300 dpi is recommended for ordinary documents.
206. Scan photographs in a suitable image format at a resolution that preserves their useful detail.
207. Do not digitally alter the substance of a scanned record. Rotation, cropping, deskewing, contrast adjustment, and OCR are permitted when they improve readability without changing content.
Step 5 โ Perform quality control
Before filing, compare the electronic file with the source and confirm:
every page is present and in order;
the image is upright, complete, and readable;
no text, signature, date, or edge has been cut off;
OCR text can be searched when required;
color information is preserved when necessary;
attachments are included or clearly cross-referenced; and
the file opens without an error.
If a scan does not pass quality control, scan it again before indexing it.
Step 6 โ Name the file
Use:
YYYY-MM-DD_DocumentType_Subject_BCHI_Version
Use the date of the meeting, transaction, approval, receipt, or event represented by the recordโnot merely the scanning date. Use standardized document types such as Agenda, Minutes, Resolution, Policy, Procedure, FinancialStatement, Invoice, Contract, Grant, Incident, Insurance, Asset, Report, Correspondence, or Photograph.
For a controlled document, use a numbered version while under development and APPROVED, ADOPTED, or FINAL only when that status is accurate.
Step 7 โ Assign an index number
Use a unique identifier in this general format:
BCHI-[CATEGORY]-[YEAR]-[SEQUENTIAL NUMBER]
Examples:
BCHI-GOV-2026-0042
BCHI-FIN-2026-0118
BCHI-INC-2026-0003
The Secretary may maintain a controlled list of category abbreviations. An index number shall not be reused, even if a record is later withdrawn or destroyed.
Step 8 โ Enter the record in the Master Records Index
Complete all required index fields. Copy the exact filename rather than retyping an abbreviated title. Identify related minutes, resolutions, contracts, claims, or replacement versions where applicable.
For a group of routine records maintained as one series, such as monthly bank statements, the custodian may create one series-level index entry if individual documents remain consistently named and readily retrievable.
Step 9 โ File the record
208. Place the authoritative file in the approved repository folder.
209. Confirm that the folder and access classification match the index.
210. Do not keep a second file labeled as the authoritative version.
211. Place public or member-access copies in the appropriate publication folder or website only after checking them for confidential information.
212. Confirm that permanent and essential records are included in the separate backup process.
Step 10 โ Handle the paper original
After the scan passes quality control, follow the retention schedule and any legal, tax, insurance, grant, contract, audit, historical, or signature requirements for the original.
Preserve originals that must remain in paper form or have continuing legal, historical, evidentiary, or operational value.
If destruction is authorized, use secure shredding for confidential or sensitive material.
Record the disposition in the Master Records Index when required.
Step 11 โ Correct or replace a filed record
213. Do not overwrite an approved, adopted, signed, or otherwise final record.
214. File the corrected or revised document as a new version.
215. Update the index to cross-reference the earlier and later versions.
216. Mark the earlier controlled version SUPERSEDED while preserving it in the archive.
217. If a file was mistakenly indexed, document the correction instead of silently reusing its index number.
Step 12 โ Retrieve and provide records
Search the Master Records Index by record number, date, category, subject, custodian, or originating body. Before releasing a record, confirm the requesterโs authority and review the record for confidential, personal, financial, incident, insurance, claim, or legally protected information. Preserve a record of formal requests and the response when appropriate.
Step 13 โ Conduct the annual review
The Secretary and assigned custodians shall annually:
218. confirm that required record series are present;
219. identify missing, misfiled, duplicate, or inaccessible records;
220. verify repository permissions and remove obsolete access;
221. test retrieval of a sample of records and confirm backup availability;
222. archive superseded records;
223. identify records eligible for approved disposition;
224. confirm that holds and preservation notices remain in effect where required; and
225. report material problems and corrective actions to the Board of Directors.
Step 14 โ Transfer records when responsibility changes
The outgoing and incoming custodians shall use the Book 5 Records Transfer Checklist to confirm transfer of repository access, physical files, pending records, indexes, passwords or recovery arrangements managed through the approved system, retention holds, and unresolved requests. The completed checklist becomes an official BCHI record.
Step 15 โ Dispose of eligible records
226. Review REC-01 and the approved retention schedule to identify records whose minimum period has expired.
227. Confirm that no litigation, claim, audit, investigation, subpoena, dispute, preservation notice, or reasonably anticipated proceeding applies.
228. Verify that the record is not permanent, historically significant, required by a longer controlling obligation, or the only authoritative copy of another retained record.
229. Obtain the destruction authorization required by Policy 252. The Secretary authorizes governance and organizational records; the Secretary and Treasurer jointly authorize financial records; the Board of Directors or designated records officer authorizes permanent, uncertain, or substantial series.
230. Destroy the records securely and irreversibly according to their medium and sensitivity.
231. Complete REC-03 โ Records Disposition Log and retain the log permanently. Do not silently delete an index entry.
Step 16 โ Preserve records under a hold
232. Upon notice of a pending or reasonably anticipated matter, the Secretary issues a written hold identifying the subject, record categories, custodians, systems, and preservation instructions.
233. Immediately suspend routine deletion, destruction, mailbox cleanup, device replacement, and backup expiration for potentially relevant information.
234. Each recipient acknowledges the hold, preserves responsive records and metadata, and reports additional sources or custodians.
235. The Secretary tracks acknowledgments and periodically confirms compliance, consulting the President, Treasurer for financial records, and legal counsel when appropriate.
236. Release a hold only through written notice after confirming that the preservation duty has ended. Resume ordinary retention review; do not automatically destroy released records.
Step 17 โ Restore records from backup
237. Record the incident, affected record series, date range, repository location, and suspected cause.
238. Stop actions that could overwrite recoverable information and notify the Secretary, responsible custodian, and system administrator.
239. Select a verified backup made before the loss or corruption and restore first to a controlled recovery location.
240. Scan for security concerns and compare filenames, record counts, dates, checksums or version history when available, permissions, and sample contents against REC-01.
241. Obtain custodian approval before replacing or merging records into the official repository.
242. Document restored and unrecoverable records, corrective actions, access changes, and the result of a sample retrieval test.
243. Report material loss, unauthorized access, or control failure to the Board of Directors and other parties when required.
Step 18 โ Complete the annual records review
Using REC-04 โ Annual Records Review Checklist, the Secretary coordinates review of repository completeness, custodians, permissions, former-user access, backup and sample restoration, retention eligibility, active holds, officer transfers, superseded versions, and missing records. The Treasurer certifies the financial-record component. Material findings, owners, due dates, and completed corrective actions are reported to the Board of Directors.
4. Records Created by This Procedure
Master Records Index
Records Transfer Checklist
Authorized User/Custodian List
Annual Records Review Report or checklist
Disposition log
Records-hold or preservation notices
Digitization quality-control documentation when required
5. Procedure Checklist
Determine that the item is an official BCHI record.
Assemble the final document and all supporting material.
Scan as searchable PDF or another approved format.
Compare the digital copy with the original.
Apply the standard filename.
Assign a unique record number.
Complete the Master Records Index entry.
File the authoritative copy in the correct controlled folder.
Apply the correct access restriction and backup treatment.
Retain or dispose of the original only as authorized.
Cross-reference revised, superseded, or related records.
PROCEDURE RND-01 โ RENDEZVOUS OPERATIONS CHECKLIST
Authority
Policy 801 โ State Rendezvous Program.
1 Purpose
To provide a standardized operational checklist for planning, approving, executing, and closing out a BCHI Rendezvous event in compliance with organizational policy and financial controls.
2 Scope
This procedure applies to:
The Board of Directors
Any appointed Rendezvous Committee
Any designated host chapter or managing entity
3 Master Timeline Overview
Phase Timeline Focus
Phase 1 18โ24 months out Feasibility & Approval
Phase 2 12โ18 months out Site & Budget
Phase 3 6โ12 months out Contracts & Planning
Phase 4 0โ6 months out Final Prep
Phase 5 Event Execution Operations
Phase 6 Post-Event Closeout & Reporting
4 Phase 1 โ Feasibility & Board Approval (18โ24 Months Prior)
Checklist:
Identify potential host chapter or planning group
Conduct initial feasibility review:
Volunteer capacity
Financial outlook
Site availability
Develop preliminary concept:
Event size and scope
Target attendance
General activities
Prepare Board Briefing including:
Recommendation to proceed or defer
Preliminary financial outlook
Obtain Board Decision:
Approved to proceed
Deferred / Declined
5 Phase 2 โ Site Selection & Budget Framework (12โ18 Months Prior)
Checklist:
Identify and evaluate potential sites:
Capacity
Accessibility
Permits required
Infrastructure (water, sanitation, etc.)
Select preferred site (Board approval if required)
Develop Preliminary Budget:
Estimated revenue (fees, sponsorships)
Estimated expenses (site, insurance, facilities, etc.)
Verify compliance with:
Financial Policy (reserves, approvals)
Insurance requirements
Submit Budget for Board Approval
Establish event accounting method:
Separate tracking
Dedicated account (if required)
6 Phase 3 โ Contracts & Detailed Planning (6โ12 Months Prior)
Checklist:
Secure site agreements and permits
Execute contracts (Board-authorized as required):
Vendors
Facilities
Services
Confirm insurance coverage:
Liability
Event-specific requirements
Establish event structure:
Schedule of activities
Clinics / demonstrations
Vendors / exhibitors
Assign roles:
Event coordinator
Finance lead
Volunteer coordinator
Safety officer
Launch communications plan:
Design and distribute advertisement flyers
Save-the-date announcements
Chapter outreach
7 Phase 4 โ Final Preparation (0โ6 Months Prior)
Checklist:
Open registration (if applicable)
Finalize budget adjustments
Confirm all vendors and services
Coordinate logistics:
Sanitation
Water
Parking
Signage
Confirm safety plan:
Emergency response
First aid availability
Conduct periodic financial review vs. budget
Provide status updates to Board
๐ช 8 Phase 5 โ Event Execution
Checklist:
On-site leadership assigned and present
Financial controls in place:
Cash handling procedures
Receipt tracking
Monitor:
Attendance
Safety conditions
Vendor compliance
Maintain incident log (if needed)
Ensure adherence to:
Approved budget
BCHI policies
9 Phase 6 โ Post-Event Closeout (Within 60 Days)
Checklist:
Reconcile all financial activity
Close out vendor payments
Prepare Post-Event Report including:
Budget vs. actual financials
Attendance data
Operational summary
Issues and recommendations
Submit report to Board
Archive records in accordance with BCHI document retention policy
10 Compliance Requirements
All activities under this procedure must comply with:
Policy 90 โ State Rendezvous Program
BCHI Financial Policies
Contract authorization requirements
Insurance and risk management standards
11 Operational Notes (Best Practice Guidance)
244. Do not commit funds or sign contracts without approval authority
245. Maintain clear separation between BCHI funds and host chapter funds unless otherwise authorized
246. Favor conservative budgeting (underestimate revenue, overestimate costs)
247. Document everything โ especially agreements and financial transactions
Why This Works in the Real World
This checklist:
Prevents โwe forgot somethingโ failures
Forces early Board decision (no last-minute chaos)
Protects finances and reserves
Creates repeatable success year after year
Still allows flexibility for small or large events
PROCEDURE FND-02 โ RAFFLE & CALENDAR OPERATIONS
Authority
Policies 356 and 802 โ Financial Controls for Raffles and Raffle and Fundraising Calendar Program.
1 Planning Phase
Confirm legal eligibility under Idaho law
Obtain Board approval
Define:
Number of calendars to produce
Ticket/entry structure
Prize list
Establish budget
2 Photo Collection
Announce call for submissions
Collect entries with:
Member name
Photo release acknowledgment
Select photos for calendar
3 Prize Development
Secure prizes:
Cash (approved and reserved)
Vendor gift certificates
Document all prizes:
Value
Source
Restrictions
4 Calendar Production
Design calendar
Include required disclosures:
Raffle rules
Drawing dates
Eligibility
Print production
5 Sales & Distribution
Track all calendar sales
Issue sequential tracking if required
Ensure:
No sales to prohibited participants (if applicable by law)
Accurate accounting of funds
6 Drawing Procedures
Establish drawing schedule (e.g., monthly or final drawing)
Conduct drawings:
Random selection method
Witnessed or documented
Record winners
7 Prize Distribution
Verify winner eligibility
Distribute prizes:
Cash (documented)
Vendor certificates
Obtain receipt/acknowledgment
8 Financial Closeout
Reconcile all revenue and expenses
Verify prize payouts
Prepare final report
9 Record Retention
Maintain:
Sales records
Winner records
Financial documentation
Photo releases
PROCEDURE TRN-01 โ PACKING CLINIC OPERATIONS
Authority
Policy 807 โ Packing Clinics and Educational Programs.
TRN-01.1 Planning Checklist
Identify instructor(s)
Define clinic scope:
Beginner / advanced
Day clinic / overnight
Select location:
Safe terrain
Adequate space for stock
Legal access (permit if needed)
Confirm insurance coverage
Develop budget (if applicable)
Obtain required approvals
๐ TRN-01.2 Pre-Event Preparation
Open registration (if needed)
Collect waivers (required)
Communicate requirements to participants:
Horse condition
Equipment list
Skill level expectations
Prepare:
Pack equipment
Demonstration materials
First aid kit
TRN-01.3 Safety Requirements
Conduct safety briefing at start:
Animal behavior
Handling protocols
Emergency procedures
Assign safety lead
Maintain safe spacing and control of animals
Monitor participants continuously
๐ TRN-01.4 Instruction Topics (Typical)
Saddle and pack setup
Load balancing
Knots and rigging
Trail etiquette
Backcountry safety
Leave No Trace principles
TRN-01.5 Financial Handling (if applicable)
Collect fees (if charged)
Record all payments
Deposit funds per policy
TRN-01.6 Post-Event
Record attendance
Document any incidents
Submit summary report:
Participation
Financials
Lessons learned
PROCEDURE FND-03 โ COMBINED CLINIC + FUNDRAISER OPERATIONS
Authority
Policy 808 โ Educational Clinic Fundraising Program.
FND-03.1 Event Design (Start Here)
Define clinic type:
Beginner / advanced packing
Day / multi-day
Select fundraising mix:
Registration fees
Raffle
Merchandise
Sponsorships
Set financial goal:
B reak-even / profit target
FND-03.2 Revenue Model Options
Model A โ Simple (Low Risk)
Clinic fee only
Example: $75 per participant
๐ Easy, reliable, low overhead
Model B โ Balanced (Recommended)
Clinic fee + raffle + sponsors
Example:
$75 clinic fee
$10 raffle tickets
3 sponsors @ $250
๐ Best mix of revenue + engagement
Model C โ Event Style (High Yield)
Clinic + vendor booths + merchandise + raffle
๐ Works well if combined with a mini-rendezvous
๐๏ธ FND-03.3 Planning Checklist
Select location & secure permits
Confirm insurance coverage
Approve budget
Secure:
a) Instructors
b) Sponsors
c) Raffle prizes (if used)
Open registration
๐ค FND-03.4 Sponsorship Setup
Offer tiers:
Bronze ($100)
Silver ($250)
Gold ($500+)
Provide:
Logo placement
Booth space
Recognition at event
๐๏ธ FND-03.5 Raffle Integration (Optional)
Confirm compliance with Idaho law
Secure prizes
Track ticket sales
Conduct drawing:
Documented
Witnessed
๐งข FND-03.6 Merchandise Sales
Prepare inventory
Track sales
Deposit funds per policy
FND-03.7 Safety Controls (Non-Negotiable)
Waivers signed
Safety briefing conducted
Animal handling rules enforced
๐ช FND-03.8 Event-Day Flow Example
Morning:
Check-in
Safety briefing
Intro instruction
Midday:
Hands-on packing
Sponsor recognition
Afternoon:
Advanced techniques
Raffle drawing
Merchandise sales
FND-03.9 Post-Event Closeout
Reconcile all funds
Pay expenses
Prepare report:
Revenue breakdown
Net profit
Attendance
PROCEDURE GRT-01 โ BCHI AND FOUNDATION GRANT COORDINATION
Authority
Policy 501 โ Grant Funds Held by the BCHI Foundation and the Book 1 provision governing BCHIโs relationship with the Foundation.
Foundation governing-document verification status: UNVERIFIED. GRT-01 shall not be presented for adoption or treated as an approved operating procedure until the comparison and written confirmation required by GRT-01.2 have been completed. The final adopted version shall identify the Foundation documents reviewed and the date verification was completed.
GRT-01.1 Purpose and Controlling Principle
This procedure implements Policy 501 and the Book 1 relationship-with-the-Foundation provision. BCHI and the BCHI Foundation are separate legal entities. Each acts only through its own governing body and authority; neither entity may bind or direct the other without formally granted authority.
GRT-01.2 Pre-Adoption Verification Required
Before adoption, the Secretary and Treasurer shall compare this procedure directly with the Foundationโs current articles of incorporation, bylaws, tax status, grant restrictions, financial policies, and signing authorities. The Foundation shall confirm in writing the sections describing its authority, custody of funds, approval, payment, accounting, reporting, records, and closeout. Any inconsistency shall be resolved by revising this procedure or using a written agreement approved by both governing bodies.
GRT-01.3 Authority Matrix
BCHI authority. BCHI decides whether a proposed project advances BCHI purposes; approves BCHI participation, program commitments, budget use, chapters or committees acting for BCHI, and BCHI reports; and authorizes BCHI representatives to negotiate or sign within documented limits.
Foundation authority. The Foundation independently decides whether it will apply for, accept, hold, administer, restrict, invest, disburse, or report grant funds under its governing documents and fiduciary duties. BCHI approval does not compel Foundation action.
Written coordination. When both entities participate, a written grant agreement, fiscal-sponsorship agreement, memorandum of understanding, or Board-approved designation shall identify the applicant, grantee, fund recipient, project owner, fiscal administrator, authorized signers, restrictions, approvals, reporting duties, records, fees, liability, and closeout.
GRT-01.4 Application and Project Approval
248. The BCHI project sponsor prepares the proposal, purpose, beneficiaries, scope, budget, schedule, partners, risks, reporting duties, and proposed entity roles.
249. BCHI approves the project and any BCHI commitment through the authority required by its governing documents.
250. The Foundation separately approves any Foundation application, receipt, custody, administration, expenditure, or reporting obligation.
251. No application may name or commit either entity without that entityโs documented approval.
GRT-01.5 Grant Agreement and Receipt of Funds
252. Identify which entity is the applicant, legal grantee, payee, and owner or custodian of funds.
253. The legal grantee signs the grant agreement through its authorized signer and accepts the resulting obligations.
254. Funds shall be deposited only into an account controlled by the entity designated by the grant agreement.
255. Funds received and controlled by the Foundation remain Foundation assets subject to donor and grant restrictions, applicable law, and Foundation authority. BCHI may request use but may not direct or commit those funds without Foundation approval.
256. Funds received and controlled by BCHI remain BCHI assets and are administered under BCHI controls. The Foundation may not direct or commit them without BCHI authority.
GRT-01.6 Expenditure Approval and Payment
257. The project manager verifies that a proposed cost is within the approved scope, budget, period, and restriction.
258. BCHI approves BCHI program activity and any BCHI expenditure according to its budget, delegation, procurement, reimbursement, and dual-signature controls.
259. The Foundation independently approves and pays expenditures from Foundation-controlled funds under its governing documents and grant requirements.
260. A BCHI approval is not a Foundation payment authorization, and a Foundation approval is not a BCHI payment authorization.
261. Requests shall include invoices, receipts, proof of performance, coding, approval, and any match or allocation support.
GRT-01.7 Accounting and Reconciliation
The entity controlling the funds maintains the official ledger, bank and investment records, restriction accounting, receivables, disbursements, and balances. When both entities have duties, each maintains its own records and the designated financial officers reconcile inter-entity transfers and balances at least quarterly and before each required report. Restricted funds shall not be commingled in the accounting records with unrestricted operating results.
GRT-01.8 Reporting
The written agreement shall assign responsibility for narrative, financial, match, volunteer-value, performance, tax, and grantor reports. The legal grantee submits or formally approves reports required in its name. Each entity shall supply accurate supporting information by the internal deadline and retain proof of submission and acceptance.
GRT-01.9 Record Custody and Access
BCHIโs Secretary is custodian of BCHI approvals, agreements, program records, and BCHI reports; BCHIโs Treasurer is custodian of BCHI financial records. The Foundation retains its corporate, grant, and financial records under its own custodial rules. The written agreement shall identify which entity holds originals, how the other receives necessary copies, confidentiality restrictions, repository locations, retention periods, audit access, and active holds. Each entity shall retain records necessary to prove its own actions and obligations.
GRT-01.10 Closeout
Before closeout, the responsible officers shall confirm completion of deliverables; final invoices and reimbursements; reconciliation of cash, match, volunteer value, assets, and balances; disposition or return of unused funds; ownership and disposition of purchased property; final reports; grantor acceptance; release of commitments; retention and hold requirements; and closure of project access. Each governing body shall approve matters reserved to it. Closeout shall be documented and linked to the grant record.
GRT-01.11 No Assumption of Authority
No BCHI officer, director, committee, or chapter may direct Foundation funds or represent Foundation approval without formal Foundation authority. No Foundation representative may bind BCHI or represent BCHI approval without formal BCHI authority.
PROCEDURE PRJ-01 โ PARTNERSHIP PROJECT PROCESS
Authority
Policy 502 โ Partnerships and Cooperative Projects.
PRJ-01.1 Evaluate the Opportunity
Identify partner organization
Determine:
a) Mission alignment
b) Scope of project
c) Risks
PRJ-01.2 Define the Project
Document:
Purpose
Location
Timeline
Identify responsibilities:
Who does what
โ๏ธ PRJ-01.3 Approval
Determine approval level:
Chapter
Board
Obtain required approval
๐ PRJ-01.4 Agreement
Complete MOU or agreement
Include:
Roles
Financial handling
Liability expectations
PRJ-01.5 Financial Setup
Confirm:
Who handles funds
How expenses are tracked
PRJ-01.6 Safety Planning
Identify risks
Assign safety lead
Confirm insurance coverage
๐ช PRJ-01.7 Execution
Carry out project
Monitor:
Safety
Compliance
PRJ-01.8 Closeout
Document results
Report outcomes
Record lessons learned
PROCEDURE EVT-02 โ FUNDRAISING TRAIL RIDE OPERATIONS
Authority
Policy 805 โ Fundraising Trail Rides.
EVT-02.1 Planning & Approval
Complete EVT-01 โ Event Approval Form
Define:
Location
Route length & difficulty
Rider limit
Determine fees:
Entry fee
Optional donations
Develop budget (if needed)
๐EVT-02.2 Site & Permits
Confirm land access
Obtain permits if required
Coordinate with land agency (if applicable)
EVT-02.3 Safety Planning
Assign:
Ride Leader
Sweep Rider
Identify:
Emergency access points
Communication method
Prepare:
First aid kit
Contact list
๐ EVT-02.4 Participant Management
Collect:
RM-01 Liability Waiver
RM-02 Equine Activity Acknowledgment (when required)
Provide:
Ride briefing:
Trail conditions
Safety rules
Group expectations
EVT-02.5 Financial Handling
Collect fees
Track:
Number of riders
Total revenue
Deposit funds per policy
๐ช EVT-02.6 Event Execution
Conduct ride
Monitor:
Rider safety
Horse condition
Trail conditions
EVT-02.7 Post-Event
Complete:
Financial reconciliation
Event summary
Submit:
PCF-03 Event Closeout Form
File:
Waivers
Attendance records
Required Forms:
EVT-01 โ Event Approval
RM-01 โ Liability Waiver (Idaho compliant)
VOL-01 โ Volunteer Log (if work involved)
PCF-03 โ Event Closeout
Optional / Recommended:
RM-04 โ Risk Assessment
CP-01 โ MOU (if partnered)
PROCEDURE EVT-03 โ YOUTH FUNDRAISING TRAIL RIDE OPERATIONS
Authority
Policy 805 โ Fundraising Trail Rides.
EVT-03.1 Planning & Approval
Complete EVT-01 Event Approval Form
Identify:
a) Age range
b) Skill level (beginner/intermediate)
Set rider limits based on supervision capacity
๐๏ธ EVT-03.2 Site Selection
Choose:
a) Safe terrain
b) Short, controlled routes
c) Easy emergency access
Avoid:
a) Steep or hazardous trails
b) Remote high-risk areas
EVT-03.3 Safety Setup
Assign:
a) Ride Leader
b) Sweep Rider
c) Youth Safety Coordinator
Confirm:
First aid availability
Emergency plan
๐จโ๐ฉโ๐ง EVT-03.4 Participant Requirements
Collect:
Parent/Guardian Consent Form
Liability Waiver
Verify:
Rider ability
Horse suitability
๐D
๏ฟฝ๏ฟฝ๏ฟฝ EVT-03.5 Ride Structure
Use controlled riding format:
Group riding only
No passing leader
Consider:
Lead-line for young riders
Buddy system
EVT-03.6 Financial Handling
Collect fees
Track participants
Deposit funds per policy
๐ช EVT-03.7 Event Execution
Conduct safety briefing
Monitor:
a) Riders
b) Horses
c) Trail conditions
EVT-03.8 Post-Event
Complete:
Financial reconciliation
Event report
File:
Waivers
Consent forms
FORMS USED
EVT-01 โ Event Approval
RM-01 โ Liability Waiver (Idaho)
RM-04 โ Risk Assessment
RM-05 โ PARENT/GUARDIAN CONSENT & RELEASE
PCF-03 โ Event Closeout
PROCEDURE FIN-03 โ FINANCIAL OPERATIONS
Authority
BCHI Bylaws Article VIII and Policies 351, 352, and 353 โ Financial Limitations, Financial Governance, and Fiscal Year and Financial Reporting.
FIN-03.1 Revenue Handling
Collect funds
Issue receipt (if applicable)
Record:
Source
Amount
Date
Deposit promptly
๐ฆ FIN-03.2 Deposits
Prepare deposit
Verify amount
Deposit within defined timeframe
๐ต FIN-03.3 Expense Authorization
Confirm expense is approved
Complete authorization form
Verify budget availability
FIN-03.4 Reimbursements
Submit reimbursement request
Attach receipts
Obtain approval
FIN-03.5 Financial Reporting
Prepare report including:
Income
Expenses
Balance
\` โ Present to Board
๐ FIN-03.6 Review / Audit
Provide records for review
Address findings
๐ FIN-03.7 Recordkeeping
Maintain:
Bank statements
Receipts
Reports
Store securely
FIN-03.8 Cash Handling (IMPORTANT)
Count by two individuals (if possible)
Record immediately
Avoid holding cash
PROCEDURE FIN-04 โ ANNUAL BUDGET PREPARATION AND ADOPTION
Authority
Policies 351, 352, 353, and 355 โ Financial Limitations, Financial Governance, Fiscal Year and Financial Reporting, and Chapter Financial Reserves and Use of Funds.
FIN-04.1 Purpose
To establish a uniform process for preparing, reviewing, adopting, administering, monitoring, and amending the annual BCHI budget, including clear separation of unrestricted operating money, restricted or protected money, and special-purpose or event funds.
FIN-04.2 Responsibilities
The Board of Directors sets financial priorities, assumptions, reserve expectations, and any limits or delegations that govern the budget.
The Treasurer prepares historical information, revenue estimates, beginning balances, reserve information, and the consolidated proposed budget.
Officers, committees, program leaders, and project leaders submit supported requests and identify restrictions, commitments, and expected revenue.
The body authorized by the governing documents adopts the budget and any later amendments or transfers requiring formal approval.
FIN-04.3 Budget Structure
The proposed and adopted budget shall identify, at minimum, the following fund or purpose classifications:
General/Operating โ unrestricted resources available for routine BCHI operations and approved programs.
Restricted/Protected โ money restricted by a donor, grant, contract, law, or formal BCHI action. The permitted purpose and remaining balance shall be separately identifiable.
Special-Purpose/Event โ separately managed activities such as Rendezvous, conventions, projects, clinics, fundraising events, or other designated programs. Each shall be separately identifiable when material.
Reserves โ Board-designated or otherwise controlled reserves shall be separately identified when used.
Restricted or special-purpose resources shall not be used to conceal, offset, or subsidize unrelated operating activity unless an authorized transfer or release of restriction permits it.
FIN-04.4 Annual Budget Preparation
262. Confirm the fiscal year, budget calendar, submission deadlines, assumptions, known commitments, reserve goals, and required level of detail.
263. Issue budget instructions and account/category definitions to responsible officers, committees, programs, and project leaders.
264. Estimate revenue using supportable assumptions for dues, events, donations, grants, investment income, reimbursements, and other sources. Assign each source to the proper fund or purpose.
265. Evaluate expense requests for mission alignment, prior results, contractual obligations, timing, total cost, available resources, and whether the item is recurring, one-time, capital, or contingent.
266. Prepare the consolidated draft showing beginning balances, revenue, expenses, transfers, reserves, and projected ending balances by fund or purpose.
267. Present General/Operating activity separately from Restricted/Protected and Special-Purpose/Event activity so decision-makers can see what resources are available for general use.
FIN-04.5 Review and Adoption
Distribute the proposed budget with the notice required by the governing documents. The proposal shall identify material assumptions, restrictions, reserves, transfers, risks, and decisions needed.
Amendments shall identify the exact line, fund, purpose, revenue source, expense, transfer, or reserve designation being changed.
The minutes shall record the motion adopting the budget, amendments approved, vote result, effective date, and the final schedules incorporated by reference or attached to the minutes.
FIN-04.6 Administration and Monitoring
The Treasurer shall enter the adopted budget into the accounting system using the approved fund and expenditure categories.
Actual results shall be compared with budget regularly. Material variances, forecast changes, unexpected obligations, and restricted-fund concerns shall be reported to the Board at the frequency and threshold established by policy or Board action.
Budget amendments and transfers between funds or purposes may be made only by the authority permitted in the governing documents, adopted budget, or written Board delegation.
FIN-04.7 Records
Retain the budget calendar, instructions, assumptions, requests, historical actuals, estimates, fund/account mapping, restriction documentation, drafts, notices, amendments, adopted budget, motion and vote, actual-to-budget reports, forecasts, authorized transfers, and year-end evaluation in accordance with BCHI records-retention requirements.
Related HOW Guidance
HOW-029 โ Preparing and Adopting the Annual Budget provides the detailed operational checklist and step-by-step guidance for carrying out this procedure.
PROCEDURE ETH-01 โ CONFLICT-OF-INTEREST DISCLOSURE AND MANAGEMENT
Authority
Policy 202 โ Conflict of Interest.
ETH-01.1 Purpose and Authority
This procedure implements Policy 202 โ Conflict of Interest and the conflict-disclosure requirements in the Bylaws, Rules of Order, and other applicable policies. It establishes a consistent process for disclosure, review, recusal, documentation, and resolution. It does not expand the authority of an officer, director, committee, chapter, or reviewer.
ETH-01.2 When This Procedure Applies
Use this procedure whenever an officer, director, committee member, employee, volunteer, chapter representative, or other person acting for BCHI has an actual, potential, or apparent personal, family, financial, business, organizational, or other interest that could affectโor reasonably appear to affectโindependent judgment on BCHI business.
ETH-01.3 Responsibilities
268. Each affected person shall disclose the conflict promptly and before participating in discussion, recommendation, approval, voting, contracting, payment, hiring, selection, discipline, or other action involving the matter.
269. The presiding officer or committee chair shall ensure that the disclosure and required recusal are addressed before action proceeds.
270. The Secretary is custodian of State-level disclosures and related governance records. The Treasurer shall receive a copy when the matter involves money, property, contracting, reimbursement, or financial controls.
271. The Board of Directors determines unresolved questions involving State officers, directors, or material BCHI interests. A conflicted person may provide requested facts but may not participate in the determination.
ETH-01.4 Disclosure and Review Workflow
272. Complete CE-02 โ Conflict of Interest Disclosure as soon as the conflict is known.
273. Identify the matter, relationship or interest, affected person or organization, possible financial or personal benefit, and any prior participation.
274. Submit the disclosure to the presiding officer, committee chair, Secretary, or other person designated by the controlling policy.
275. The responsible reviewer determines whether the conflict is actual, potential, apparent, immaterial, or requires additional information.
276. The reviewer records the required safeguards, which may include recusal, reassignment, competitive quotations, independent review, disclosure to the deciding body, abstention, or prohibition of the transaction.
277. The affected person shall leave the deliberation when directed, shall not vote, and shall not attempt to influence the decision through another person.
278. The minutes shall identify the disclosure, the personโs absence or abstention, the bodyโs determination, and the vote or action without including unnecessary confidential details.
279. If a conflict was not disclosed before action, the Board of Directors or authorized body shall review the action and determine whether it must be ratified, corrected, rescinded, referred for discipline, or otherwise remedied.
ETH-01.5 Complaints, Violations, and Appeals
Suspected nondisclosure, retaliation, misuse of position, or participation despite recusal may be reported on CE-03 โ Ethics Complaint Report or CE-06 โ Whistleblower Report Form. Corrective or disciplinary action shall be documented on CE-04, with CE-05 used for an authorized appeal. No person may retaliate against someone who makes a good-faith disclosure or report.
ETH-01.6 Records and Retention
CE-02 and related review records shall be retained for seven years after final disposition, longer while a hold or continuing obligation applies. Minutes and adopted Board actions remain permanent records. Confidential records shall be access-restricted and indexed according to Policy 252 and REC-01.
ETH-01.7 Required Forms
CE-02 โ Conflict of Interest Disclosure
CE-03 โ Ethics Complaint Report, when a violation is alleged
CE-04 โ Disciplinary Action Record, when action is imposed
CE-05 โ Appeal Request Form, when an appeal is authorized
CE-06 โ Whistleblower Report Form, when confidential reporting is appropriate
PROCEDURE FIN-05 โ OFFICER AND DIRECTOR TRAVEL EXPENSE ADMINISTRATION
Authority
Policy 357 โ Officer and Director Travel Expenses.
FIN-05.1 Purpose and Authority
This procedure implements Policy 357 โ Officer and Director Travel Expenses and applicable budget, delegation, electronic-signature, and records-management requirements. It governs advance authorization, documentation, review, reimbursement, and retention for BCHI travel. It does not create a right to reimbursement.
FIN-05.2 Advance Authorization
280. Before travel, identify the BCHI business purpose, event, traveler, destination, dates, required attendance, estimated transportation, lodging, meals, registration, and other anticipated costs.
281. Obtain approval from the Board of Directors, Executive Committee, or officer formally designated by the Board of Directors, as required by Policy 357 and the adopted budget.
282. Record spending limits, the approved mileage or meal rate, allowed lodging nights, required receipts, and any special conditions. Use GOV-01 when a separate delegation is required.
283. A traveler may not approve the travelerโs own authorization or reimbursement.
FIN-05.3 Travel and Expense Rules
284. Use the most direct reasonable route and economical transportation consistent with safety and the authorized schedule.
285. Personal-vehicle reimbursement is limited to either the approved mileage rate or actual authorized fuel expense, not both.
286. Lodging is limited to the minimum nights reasonably necessary under Policy 357. Additional nights or upgrades are personal unless separately authorized.
287. Do not claim meals already included in registration, lodging, or the event. Alcohol is not reimbursable.
288. Separate personal, spouse, family, guest, vacation, sightseeing, entertainment, upgrade, fine, and penalty expenses from the BCHI claim.
289. When a trip combines BCHI business and personal travel, BCHI reimburses no more than the documented cost and duration reasonably necessary for the BCHI purpose.
FIN-05.4 Reimbursement Workflow
290. Complete FIN-01 โ Expense Reimbursement Request within thirty days after the event unless an authorized exception is documented.
291. Attach itemized receipts, mileage calculation, event information, proof of prior authorization, account or project coding, and explanations for missing receipts or unexpected expenses.
292. The Treasurer reviews the request for authorization, mathematical accuracy, policy compliance, duplicate reimbursement, available budget, required documentation, and proper coding.
293. A request by the Treasurer shall be reviewed and approved by another authorized officer or the Board of Directors designee.
294. Exceptions, disputed items, missing documentation, or expenses exceeding authority shall be returned for correction or referred to the President or Board of Directors. The Treasurer may not pay an unsupported or unauthorized item.
295. After approval, payment is processed under FIN-03 and applicable dual-control requirements. The payment reference and date are entered on FIN-01.
FIN-05.5 Records and Retention
The Treasurer shall retain the authorization, FIN-01, receipts, explanations, approval, payment record, and accounting entry for at least seven years after the applicable fiscal year closes. Records shall be retained longer when required by a grant, contract, audit, claim, investigation, tax rule, or hold.
FIN-05.6 Required Forms
FIN-01 โ Expense Reimbursement Request
GOV-01 โ Delegation of Authority, when required
GOV-11 and ES-01 through ES-05, when electronic approval or signature controls apply
PROCEDURE DIS-01 โ INTERNAL DISPUTE RESOLUTION
Authority
Policy 701 โ Internal Dispute Resolution.
DIS-01.1 Purpose and Authority
This procedure implements Policy 701 โ Internal Dispute Resolution. It provides a fair, timely, documented process that allows affected parties to be heard while protecting BCHI operations, confidential information, impartial decision-making, and applicable appeal rights. It does not replace a controlling disciplinary, whistleblower, employment, insurance, law-enforcement, or legal process.
DIS-01.2 Informal Resolution
296. When safe and appropriate, the person raising the concern first describes the issue to the other affected person or responsible leader and requests a practical resolution.
297. The leader may clarify expectations, correct misinformation, arrange a facilitated conversation, or document agreed actions and deadlines.
298. Informal resolution shall not be required when there is alleged retaliation, discrimination, harassment, violence, fraud, misuse of funds, serious safety risk, abuse of authority, or another matter requiring formal review.
DIS-01.3 Formal Submission and Triage
299. Submit FD-01 โ Dispute Report Form to the Secretary, President, or other official designated by the controlling policy. Use CE-03 or CE-06 when the concern is primarily an ethics or whistleblower matter.
300. The receiving official acknowledges receipt, secures the record, checks for immediate safety or preservation needs, and identifies conflicts of interest.
301. A conflicted official shall not investigate, mediate, recommend, or decide the matter. An impartial alternate shall be appointed.
302. The responsible official determines jurisdiction, applicable governance provisions, parties, issues, interim safeguards, review method, and target schedule.
303. Matters outside BCHI authority shall be referred to the appropriate chapter, insurer, agency, law-enforcement authority, legal counsel, or other responsible body.
DIS-01.4 Notice, Review, and Opportunity to Be Heard
304. Give each affected party reasonable written notice of the issues, process, confidentiality limits, requested information, response deadline, and decision authority.
305. Allow each party a reasonable opportunity to provide relevant documents, identify witnesses, explain the facts, and respond to material adverse information.
306. The reviewer may interview participants, inspect records, obtain technical or legal advice, and recommend interim measures necessary to protect people, property, records, funds, or operations.
307. The process shall avoid unnecessary delay, repetitive submissions, intimidation, retaliation, and disclosure beyond persons who need the information.
DIS-01.5 Resolution and Appeal
308. The authorized decision-maker issues a written outcome identifying the issues considered, findings, governing authority, required actions, responsible persons, deadlines, and any authorized review or appeal.
309. Possible outcomes include no action, clarification, facilitated agreement, corrective action, reassignment, policy or training measures, restitution, referral, or discipline authorized by governing documents.
310. Disciplinary action shall be documented on CE-04. An authorized appeal shall use CE-05 and shall be decided by a body or person who did not make the original decision when practicable.
311. The Board of Directors may intervene or assume jurisdiction when necessary under Policy 701, but a conflicted director shall not participate.
DIS-01.6 Records and Retention
The Secretary or designated restricted-records custodian shall retain the submission, notices, responses, evidence, interview notes, findings, decision, corrective-action verification, and appeal record for seven years after final disposition, longer while a hold or continuing duty applies. Permanent Board actions shall be preserved with the minutes. Access shall be limited to authorized persons.
DIS-01.7 Required Forms
FD-01 โ Dispute Report Form
CE-03 โ Ethics Complaint Report, when applicable
CE-04 โ Disciplinary Action Record, when applicable
CE-05 โ Appeal Request Form, when applicable
CE-06 โ Whistleblower Report Form, when applicable
CE-07 โ Compliance Notice and Corrective Action Response, when applicable
PROCEDURE HR-01 โ TREATMENT OF VOLUNTEERS AND STAFF
Authority
Policy 751 โ Treatment of Volunteers and Staff.
HR-01.1 Purpose and Authority
This procedure implements Policy 751 โ Treatment of Volunteers and Staff. It establishes operating safeguards for fair, safe, organized, respectful, and retaliation-free treatment. It does not create an employment contract, guaranteed assignment, compensation right, or authority beyond BCHI governing documents and applicable law.
HR-01.2 Role and Work Preparation
312. The responsible leader defines the work, authority, supervisor, schedule, location, qualifications, safety requirements, expected conduct, records, equipment, reimbursement rules, and completion standard before assigning the work.
313. Assignments shall be based on BCHI needs, qualifications, availability, safety, and documented responsibilitiesโnot favoritism, personal pressure, or improper influence.
314. The leader provides necessary orientation, instructions, forms, contacts, and access appropriate to the role.
315. No person shall be directed to perform work the leader knows is unsafe, unlawful, outside BCHI authority, or beyond the personโs demonstrated qualifications without appropriate training and supervision.
HR-01.3 Conduct and Treatment Standards
316. Officers, supervisors, and project leaders shall communicate expectations clearly and treat participants consistently and respectfully.
317. Discrimination, harassment, bullying, threats, retaliation, intentional humiliation, coercion, and misuse of organizational position are prohibited.
318. Personal information shall be collected, shared, and retained only for legitimate BCHI purposes and protected under applicable privacy and records requirements.
319. Reasonable safety concerns, accommodation requests, conflicts, and good-faith reports shall be referred promptly to the appropriate BCHI official.
HR-01.4 Reporting and Response
320. A person may report unsafe, unfair, disorganized, retaliatory, or otherwise improper treatment to the immediate leader, President, Secretary, committee chair, or another official not involved in the concern.
321. Use CE-03 for a conduct complaint, CE-06 for an appropriate confidential whistleblower report, or PC-04 for an injury or safety incident.
322. The receiving official promptly addresses immediate safety, prevents retaliation, preserves relevant records, identifies conflicts, and selects the appropriate review process.
323. Formal disputes and disciplinary matters follow DIS-01 and applicable governance provisions. Emergency and incident matters follow EMG-01 or RSK-01 as applicable.
324. The responsible official communicates the outcome and required corrective action to those who need the information, while protecting confidential information.
HR-01.5 Transition or End of Assignment
When a role ends, the responsible leader shall recover BCHI records, property, equipment, funds, keys, credentials, and access; document unresolved work; and transfer necessary information to an authorized successor under ADM-02 and REC-02.
HR-01.6 Records and Retention
Routine role and training records may be retained for one to three years when they have no continuing value. Complaint, investigation, corrective-action, injury, reimbursement, or discipline records shall be retained for at least seven years after final disposition, or longer under the applicable insurance, legal, contract, grant, or hold requirement. Permanent Board actions remain with the minutes.
HR-01.7 Related Forms
CE-01 โ Code of Conduct Acknowledgment Form
CE-03 โ Ethics Complaint Report
CE-06 โ Whistleblower Report Form
PC-04 โ Incident Report, when applicable
REC-02 โ Records Transfer Checklist, when responsibility ends
PROCEDURE VOL-02 โ VOLUNTEER MANAGEMENT AND SUPERVISION
Authority
Policy 752 โ Volunteer Management Responsibility.
VOL-02.1 Purpose and Authority
This procedure implements Policy 752 โ Volunteer Management Responsibility. It establishes how BCHI leaders assign, support, supervise, document, and transfer volunteer responsibilities so operations remain effective and knowledge is not lost. Volunteer service reporting remains governed by VOL-01 and Policy 803.
VOL-02.2 Responsibility
325. The Board of Directors maintains sufficient oversight of major BCHI operations, recurring deadlines, legal and financial duties, access, risks, and succession needs.
326. Officers and committee chairs maintain current knowledge of the work assigned to their offices or committees and provide reasonable support to designated volunteers.
327. Each project or function shall have a clearly identified responsible leader and, when continuity requires it, a trained alternate or successor.
328. A volunteer may act only within documented authority, approved budgets, policies, procedures, and assigned responsibilities.
VOL-02.3 Assignment and Orientation
329. Define the assignmentโs purpose, scope, authority, supervisor, expected results, schedule, reporting, safety requirements, permitted spending, records, system access, and end date.
330. Confirm the volunteerโs qualifications, availability, conflicts of interest, training needs, and acceptance of the assignment.
331. Provide the applicable policy, procedure, How-To entry, Book 5 form, contact list, repository location, and escalation path.
332. Use GOV-07 when documenting a committee appointment and GOV-01 when authority must be formally delegated.
VOL-02.4 Supervision and Continuity
333. Establish reasonable check-ins, milestones, and reporting dates proportionate to the assignmentโs importance and risk.
334. Review work for completeness, accuracy, safety, compliance, spending authority, and timely filing of records.
335. Address training, workload, unclear authority, missed deadlines, safety concerns, and interpersonal problems promptly.
336. Maintain current operating notes, contacts, calendars, instructions, passwords or recovery information through approved secure controls, pending matters, and record locations sufficient for an authorized successor.
337. Cross-train another authorized person when a single personโs absence would materially interrupt operations.
VOL-02.5 Change or End of Assignment
338. Record the effective date, reason, unfinished work, deadlines, commitments, property, funds, records, access, and successor.
339. Recover or transfer BCHI property, records, credentials, keys, devices, accounts, and administrative rights using approved secure methods.
340. Complete REC-02 โ Records Transfer Checklist and update REC-01 when custody changes.
341. Promptly remove access that is no longer authorized and preserve records needed for continuity, audit, investigation, or a hold.
VOL-02.6 Records and Retention
Appointment, delegation, access, training, supervision, transition, and corrective-action records shall be indexed and retained under Policy 252. Routine assignment records may be retained for one to three years when no continuing value remains; delegations, financial or contractual records, disputes, and corrective actions shall be retained for at least seven years; adopted actions and permanent governance records remain permanent.
VOL-02.7 Required and Related Forms
GOV-01 โ Delegation of Authority, when required
GOV-07 โ Committee Appointment, when applicable
CE-01 โ Code of Conduct Acknowledgment Form
REC-01 โ Master Records Index
REC-02 โ Records Transfer Checklist
PROCEDURE OPS-01โ MAINTAIN OPERATIONAL TOOLKIT
Authority
Policy 806 โ Operational Toolkit.
The designated officer or committee shall:
342. Develop and update toolkit materials;
343. Submit updates to the Secretary for review and formatting;
344. Ensure alignment with current governance documents;
345. Periodically review toolkit content for accuracy and usefulness.
The Secretary shall:
346. Maintain the official version;
347. Update the repository and website;
348. Archive prior versions;
349. Ensure consistency across all governance books.
PROCEDURE EVT-VEN-01 – EVENT VENDOR REGISTRATION AND APPROVAL
Authority: Policy 901 – Event Vendors, Exhibitors, and Service Providers.
Status: PROPOSED FOR BOARD APPROVAL
A. Responsibilities
Board of Directors: Approves Policy 901 and material exceptions outside delegated authority; approves the event budget and any vendor terms specifically reserved to the Board.
Event Committee: Determines whether vendors are permitted; approves or recommends categories, event rules, fee schedule, insurance limits, deadlines, layout, and delegated authority.
Event Chair / Vendor Coordinator: Issues packets; reviews submissions uniformly; communicates decisions; manages check-in, site compliance, complaints, records, and reconciliation.
Treasurer: Confirms financial controls; receives deposits and reconciliation; approves or processes authorized refunds and contractor payments; handles chargebacks.
Secretary / Records Custodian: Indexes and retains the final vendor file and applies holds and disposition controls.
B. Procedure
350. Determine vendor participation. Event leadership determines whether vendors will be permitted and records the decision in the event plan.
351. Approve operating terms. Before solicitation, the Board or authorized event official approves vendor categories, fee schedule, insurance limits, booth rules, application deadline, refund deadline, and delegated exception authority.
352. Issue application packet. The Vendor Coordinator issues EVT-VEN-01, EVT-VEN-02, event rules, fee schedule, deadlines, insurance instructions, and required permit information.
353. Receive submission. The applicant submits the completed application; full description of merchandise, services, and activities; booth and vehicle dimensions; electrical, water, generator, propane, and equipment needs; licenses and permits; certificate and endorsements when required; signed agreement; and fee.
354. Log and review. The Vendor Coordinator logs the submission and evaluates it against uniform criteria using EVT-VEN-03. Missing items and deadlines are communicated in writing.
355. Use conditional approval when necessary. Food vendors and other regulated or insured vendors may receive conditional approval. They may not set up or operate until all conditions, permits, insurance, and payments are verified.
356. Confirm approved vendor. The coordinator sends written approval or conditional approval, booth assignment, check-in and arrival instructions, setup and teardown times, event rules, emergency contacts, and outstanding conditions.
357. Transmit funds. Fees are safeguarded and transmitted promptly to the Treasurer with receipts and EVT-VEN-04. The Treasurer records the deposit in the approved event account or fund category.
358. Conduct pre-opening verification. Event staff use EVT-VEN-05 and, when applicable, EVT-VEN-07 to verify location, dimensions, permits, insurance, equipment, tent anchoring, electricity, fire protection, food controls, vehicles, animals, and other safety conditions.
359. Correct or enforce. Staff document a complaint, hazard, or violation on EVT-VEN-06; state required corrective action and deadline; verify correction; or suspend activity or remove the vendor when authorized or necessary.
360. Close and reconcile. After the event, the Vendor Coordinator reconciles registrations, payments, deposits, refunds, chargebacks, cancellations, incidents, property issues, and outstanding obligations with the Treasurer.
361. Transfer records. The Vendor Coordinator assembles and transfers the complete file to the designated records custodian, updates the Master Records Index, and identifies any claim, hold, audit, or follow-up deadline.
C. Exceptions, Fees, Signatures, and Disputes
The Event Chair may approve ordinary site or schedule exceptions within published safety rules and written delegated authority. The Event Committee approves other operational exceptions. The Board or an expressly authorized officer approves exceptions affecting liability, insurance, prohibited activities, contracts, or unbudgeted financial commitments.
Only the Board, or an officer or Event Committee expressly authorized by the Board-approved budget or written delegation, may waive or reduce a fee. EVT-VEN-03 and EVT-VEN-04 shall state the amount, reason, authority, and conflict review.
The President, Treasurer, or another Board-authorized person may sign for BCHI. The Event Chair or Vendor Coordinator may acknowledge the standard EVT-VEN-02 only when written authority permits and no material terms are changed.
Treasurer approval is required for deposits, refunds, chargeback responses, contractor payments, and financial corrections. Board approval is required for unbudgeted obligations, nonstandard material contract terms, or matters reserved by policy or delegation.
A late application may be accepted by the Event Chair only if full review, space, safety, permits, insurance, payment, and staffing can be completed. A late fee may be charged only if included in the approved schedule.
Refunds follow the published schedule and EVT-VEN-08. The Event Chair determines eligibility; the Treasurer verifies authority and issues payment. Chargebacks are preserved with supporting records and promptly coordinated by the Treasurer and Event Chair.
Complaints and incidents are recorded on EVT-VEN-06, including persons involved, witnesses, facts, photographs or attachments, action, notification, and follow-up. Serious injury, property damage, threat, law-enforcement contact, or possible insurance claim shall be reported immediately under BCHI incident procedures.
Review requests follow Policy 901.17 and do not delay immediate safety or compliance measures.
Document Administration
Status: PROPOSED – Board approval required before use.
Responsible custodian: Secretary or designated records custodian.
Related authorities and records: Policy 901; EVT-VEN-01 through EVT-VEN-08; Policy 804; GOV-11 / ADM-01; REC-01 and REC-02; applicable financial and incident procedures.
Revision history: Initial proposed version prepared September 8, 2026.
END OF PROCEDURES
