BACK COUNTRY HORSEMEN OF IDAHO

Unified How-To Handbook

Routine operational instructions aligned to the BCHI Governance System

CONSOLIDATED DRAFT • Version 3.4 • October 6, 2026

Using This Handbook

This draft combines BCHI operational how-to guidance into one continuous handbook. It explains routine work but does not create authority, alter deadlines or voting thresholds, waive approvals, or replace Books 1–5.

Numbering and Control

HOW-001 through HOW-039 are the permanent handbook identifiers.

The reader-facing “HOW 1 — Title” labels provide simple navigation.

Each HOW entry must be read with its controlling policy, Book 4 procedure, and Book 5 form.

Only the current approved edition should be used for official work.

Standard HOW Format

Each HOW entry uses the same hierarchy: HOW title, permanent HOW code, control table, Purpose, When This HOW Applies, Responsibility, Steps, Records, Final Checklist, adoption decisions, and review notes. Detailed draft guides appear inside the related HOW entry rather than in a separate part.

Table of Contents

The page numbers below correspond to this consolidated draft edition.

HOW	Permanent code and title	Page
SECTION 1 — DOCUMENTS, RECORDS, AND GOVERNANCE CHANGES
1	HOW-001 — Signing and Emailing BCHI Documents	5
3	HOW-003 — Submitting a Governance Change	15
6	HOW-006 — Preparing, Approving, and Retaining Meeting Minutes	33
7	HOW-007 — Maintaining and Retaining BCHI Records	37
8	HOW-008 — Transferring Records Between Incoming and Outgoing Officers	41
34	HOW-034 — Responding to Public-Record or Information Requests	126
35	HOW-035 — Implementing and Communicating Adopted Governance Changes	129
36	HOW-036 — Reviewing the Handbook and Maintaining Its Revision History	135
SECTION 2 — CHAPTERS, OFFICERS, AND ORGANIZATIONAL RESPONSIBILITIES
4	HOW-004 — Carrying Out Chapter Officer Responsibilities	25
10	HOW-010 — Submitting Required Chapter Reports and Maintaining Good Standing	48
19	HOW-019 — Appointing and Operating a BCHI Committee	81
20	HOW-020 — Filling an Officer or National Director Vacancy	84
21	HOW-021 — Removing or Replacing an Officer	87
25	HOW-025 — Addressing Chapter Noncompliance, Suspension, or Revocation	99
26	HOW-026 — Forming and Recognizing a New Chapter	102
27	HOW-027 — Merging, Dissolving, or Reactivating a Chapter	105
SECTION 3 — CONVENTION, MEETINGS, AND VOTING
5	HOW-005 — Certifying Convention Delegates	29
13	HOW-013 — Preparing for the Annual Convention	61
14	HOW-014 — Checking In Delegates and Establishing Quorum	64
15	HOW-015 — Conducting Electronic or Hybrid Meetings	67
16	HOW-016 — Submitting and Processing Motions and Resolutions	70
17	HOW-017 — Conducting an Electronic Vote Between Meetings	74
18	HOW-018 — Handling a Delegate-Credential or Voting Dispute	78
37	HOW-037 — Calculating Convention and Board Quorum and Vote Thresholds	138
SECTION 4 — FINANCE, BUDGETS, GRANTS, AND PURCHASES
2	HOW-002 — Handling Donations from the BCHI Foundation	10
9	HOW-009 — Managing Chapter Finances and Internal Controls	45
28	HOW-028 — Purchasing Goods and Reimbursing Expenses	108
29	HOW-029 — Preparing and Adopting the Annual Budget	111
30	HOW-030 — Managing Contracts and Commitments	114
31	HOW-031 — Handling Restricted Grants and Donations	117
SECTION 5 — PROJECTS, EVENTS, SAFETY, AND VENDORS
11	HOW-011 — Planning and Approving BCHI Projects	53
12	HOW-012 — Reporting Accidents, Injuries, Property Damage, and Safety Incidents	57
38	HOW-038 — How to Register and Manage Vendors at a BCHI Event	143
SECTION 6 — ETHICS, COMPLAINTS, AND PUBLIC COMMUNICATIONS
22	HOW-022 — Using the BCHI Name, Logo, Letterhead, and Public Statements	90
23	HOW-023 — Disclosing and Managing Conflicts of Interest	93
24	HOW-024 — Receiving and Resolving Complaints	96
SECTION 7 — MEMBERSHIP, PRIVACY, AND ONLINE ADMINISTRATION
32	HOW-032 — Managing Membership Information and Privacy	120
33	HOW-033 — Maintaining BCHI’s Website and Online Forms	123
39	HOW-039 — Publishing BCHI Governance Documents on the Website Using PDF Embedder	151

HOW 1 — Signing and Emailing BCHI Documents

HOW-001

HOW number	HOW-001
Applies to	BCHI officers, directors, committee chairs, authorized representatives, and administrative support
HOW owner	BCHI Secretary, unless the Board of Directors assigns another custodian
Approval status	Working draft — not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To provide a consistent method for reviewing, signing, emailing, and filing official BCHI documents so that the correct person signs the final version, recipients understand the requested action, and BCHI retains a reliable record.

When This HOW Applies

Use this procedure for official BCHI correspondence and documents, including:

letters, agreements, acknowledgments, approvals, and authorizations;

documents approved by the Annual Convention, Board of Directors, Executive Committee, or an authorized officer; and

documents sent outside BCHI that represent an official BCHI position or commitment.

Do not sign until authority is confirmed. A BCHI title does not automatically authorize every commitment. Contracts, financial commitments, property matters, grants, tax documents, and legal filings may require specific approval, more than one signature, notarization, or an original signature.

Responsibility

The document preparer confirms that the text is complete and identifies the required signer and approval authority.

The signer confirms that the document is accurate and that the signer is authorized to act for BCHI.

The Secretary or designated records custodian retains the approved final document and supporting approval record.

The sender verifies the recipient, attachments, subject line, and requested response before sending.

Steps

Step 1. Confirm the document’s status and authority
Determine whether the document is a draft, approved final document, or routine correspondence. Identify the BCHI body or officer that authorized it. Keep the supporting motion, minutes, resolution, policy provision, or written approval with the record when applicable.

Step 2. Confirm the correct signer
Use the officer or representative authorized by the bylaws, policy, board action, contract terms, funding source, or other controlling requirement. If authority is uncertain, pause and obtain confirmation from the President, Secretary, Board of Directors, or appropriate legal or financial adviser.

Step 3. Prepare the final version
Remove comments, tracked changes, drafting notes, blank fields, and obsolete attachments. Check names, titles, dates, dollar amounts, addresses, deadlines, and referenced exhibits. Use BCHI letterhead or the approved template when appropriate.

Step 4. Choose the proper signature method
Use a typed or inserted electronic signature only when permitted by BCHI and acceptable to the recipient. Use a secure electronic-signature service when identity verification, audit history, or multiple signatures are important. Print and sign in ink when an original, witness, or notarization is required. Never paste another person’s signature without that person’s express authorization for that specific document.

Step 5. Sign and date the document
The authorized signer reviews the final version, signs using the required method, and dates the signature. The signer’s printed name and BCHI title should appear below or next to the signature unless the form supplies those fields.

Step 6. Create the distribution copy
Convert the signed document to PDF unless the recipient requires another format. Open the PDF and verify that all pages, signatures, initials, exhibits, and attachments are present and readable. Use a clear filename, such as BCHI_Subject_YYYY-MM-DD_Signed.pdf.

Step 7. Prepare and check the email
Address the email only to the intended recipients. Use a specific subject line. Briefly state what is attached, what action is requested, and the due date. Confirm that the correct final file—not an unsigned draft—is attached. Use Bcc when sending broadly if recipients should not see one another’s email addresses.

Step 8. Send and confirm when needed
Send the email from the appropriate BCHI account when available. Request confirmation for time-sensitive, contractual, financial, or legally important documents. If no confirmation arrives, follow up by the stated deadline or within a reasonable period.

Step 9. File the complete record
Save the signed final document, sent email, attachments, approval record, and any receipt or response in the designated BCHI records location. Follow the BCHI file-naming and retention rules. Do not rely solely on an individual’s personal email account as the permanent record.

Suggested Email

Subject: BCHI — [Document name] — [Action or response date]

Message: Attached is the signed [document name]. Please [requested action] by [date]. If you have questions or need another format, please contact [name and contact information]. Please confirm receipt.

Thank you,
[Name]
[Title], Back Country Horsemen of Idaho

Final Checklist

☐	The final text and attachments are complete.
☐	Required approval and signing authority were confirmed.
☐	The correct person signed and dated the document.
☐	The signature method meets the recipient’s requirements.
☐	The signed PDF was opened and checked page by page.
☐	Recipient addresses, subject line, message, and attachment were verified.
☐	The email states the requested action and deadline.
☐	The signed document, approval record, and sent email were filed.

Committee Decisions Pending — Excluded from Operative Guidance

Which officer will own this procedure and the official records repository?

Which types of documents require Board of Directors approval, two signatures, notarization, or legal review?

Which electronic-signature methods are approved for BCHI use?

What file-naming and retention schedule should apply?

Should chapters use this procedure as written or adapt it to their own records systems?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

Detailed Guide — Process an Electronic Signature

Before You Begin

Use the final document—not a working draft.

Locate the approval, delegation, budget authority, and any required second signer.

Check ES-01 through ES-04 for the signature level, authorized signer, prior-approval, dual-signature, witness, notarization, or legal-review requirement.

Steps

Open GOV-11 and identify the document, parties, purpose, required approval, and repository location.

Verify each signer’s office, authority, individual email address, and current authorization. Do not infer authority from title alone.

Select Level 1, 2, or 3 under Policy 804. Confirm that the recipient and applicable law accept the proposed method.

Use the BCHI-controlled signing account. Require individual user accounts and multifactor authentication; never share credentials.

Choose simultaneous signing only when order does not matter. Use sequential signing when an approval, attestation, notarization, or counter-signature must precede another signature.

Send the request with a clear subject, completion deadline, and contact for questions. Do not alter the document after routing.

For a declined or expired request, record the status on GOV-11, resolve the issue, and issue a new request if still authorized. Do not overwrite the prior audit trail.

After completion, verify every signature, date, attachment, certificate, and required second signature.

Store the final signed document, approval record, GOV-11, transmittal evidence, and audit certificate together. Enter or update REC-01 and ES-05.

Completion Check

Final text matches the approved text.

Authority and any prior Board approval are documented.

Audit certificate and official-record location are recorded.

CONTROL NOTE If electronic signing is unavailable, follow ADM-01’s fallback: use an approved ink, PDF, remote-notarization, or other legally accepted method; preserve the controlling paper original and its REC-01 location.

HOW 2 — Handling Donations from the BCHI Foundation

HOW-002

HOW number	HOW-002
Applies to	BCHI chapters, chapter officers, project leaders, the BCHI Foundation, and BCHI financial officers
HOW owner	Chapter Treasurer, with oversight by the Chapter President and any BCHI or Foundation officer assigned to the donation
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To ensure that money or property donated through the BCHI Foundation for a chapter or project is accepted, used, documented, and reported in accordance with the donor’s restrictions, Foundation requirements, BCHI governance, and sound financial controls.

When This HOW Applies

a Foundation donation is designated for a BCHI chapter, project, facility, event, or public-land partner;

a chapter asks the Foundation to receive or pay funds on its behalf;

donated money or property carries a restriction, acknowledgment requirement, deadline, or reporting condition; and

a chapter will purchase, install, transfer, or maintain an item funded by the donation.

Responsibility

The Foundation documents the donation, any restriction, the amount or property received, and the approved method of disbursement.

The Chapter President confirms that the chapter accepts the project and can meet the donor’s and land manager’s conditions.

The Chapter Treasurer records all receipts and expenses and keeps donation funds identifiable in the chapter’s financial records.

The project leader obtains approvals, receipts, completion evidence, and any required acknowledgment or final report.

BCHI and Foundation financial officers provide guidance when the recipient, tax treatment, ownership, or payment method is uncertain.

Do not promise tax deductibility, change a donor restriction, reimburse an undocumented expense, or transfer donated property until the responsible Foundation and BCHI officers have confirmed the proper handling.

Steps

Step 1. Document the donation
Obtain the donor’s name unless the donor requests anonymity, the amount or description of property, intended purpose, restrictions, date received, and any requested acknowledgment. Keep the Foundation’s gift record or written confirmation.

Step 2. Confirm acceptance and authority
The chapter votes or otherwise approves participation when the donation creates a project, obligation, ownership interest, matching requirement, or future maintenance duty. Confirm any required BCHI Board of Directors, Foundation, agency, or landowner approval before committing funds.

Step 3. Clarify who will hold and spend the funds
Determine whether the Foundation will pay a vendor directly, reimburse documented chapter expenses, transfer unrestricted funds, or retain the money until conditions are met. Use the method approved by the Foundation; do not route money through a personal account.

Step 4. Establish a project record and budget
Assign a project name or number. Record the approved budget, funding source, restrictions, responsible leader, expected completion date, and reporting requirements. Keep restricted funds separately identifiable in the accounting records.

Step 5. Obtain partner approval
For work or equipment on public or private property, obtain written approval covering location, design, installation, ownership, maintenance, signs, permits, and acceptance. Confirm who bears costs that exceed the donation.

Step 6. Make and document purchases
Follow BCHI, Foundation, chapter, and agency purchasing requirements. Obtain competitive pricing when required. Pay only approved expenses and retain invoices, receipts, proof of payment, contracts, and delivery records.

Step 7. Complete and inspect the project
Verify that the goods or work match the approved purpose. Record delivery or completion, photograph material results when appropriate, and obtain the partner’s written acceptance if ownership or maintenance transfers.

Step 8. Report and acknowledge
Provide the Foundation and chapter with the required financial and completion report. Follow the donor’s anonymity choice. Any sign or public recognition must use wording approved by the responsible organization and land manager.

Step 9. Close the donation record
Reconcile money received, expenses, refunds, and remaining balance. Ask the Foundation how unused restricted funds must be handled. File the complete record and report closure in the chapter minutes and financial report.

Records

gift record, donor restriction, acknowledgment, and correspondence;

chapter, BCHI, Foundation, and partner approvals;

budget, invoices, receipts, payment records, and reconciliation;

contracts, permits, delivery records, photographs, acceptance, and maintenance terms; and

final report and the decision on any unused balance.

Final Checklist

☐	The donation purpose and restrictions are in writing.
☐	Required chapter, BCHI, Foundation, and partner approvals were obtained.
☐	No donation money passed through a personal account.
☐	Every expense is authorized and supported by an invoice or receipt.
☐	The project or purchase was inspected and accepted.
☐	Recognition respects the donor’s anonymity choice and partner rules.
☐	The financial record reconciles to the donation amount.
☐	The Foundation received the required completion report and the record was filed.

Committee Decisions Pending — Excluded from Operative Guidance

Will the Foundation normally pay vendors directly, reimburse chapters, or permit both methods?

What approval and competitive-purchase thresholds apply?

Who owns donated improvements or equipment placed on public land, and who accepts long-term maintenance?

Which donation form, final report, and retention period will be mandatory?

Who approves public recognition wording and the use of BCHI or Foundation names and logos?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

Detailed Guide — Process a Grant Through the BCHI Foundation

Before You Begin

Confirm GRT-01 has been compared with the Foundation’s current governing documents and signing authorities before adoption or reliance.

Do not name, apply for, accept, spend, or promise funds for either entity without that entity’s documented authority.

Steps

The BCHI sponsor completes GRF-07 with the purpose, beneficiaries, scope, budget, schedule, partners, risks, reporting duties, and proposed roles. Use GRF-12 to check eligibility and compliance.

Obtain BCHI approval for BCHI participation, budget use, program commitments, representatives, and reports.

Request the Foundation’s separate approval for any Foundation application, receipt, custody, administration, expenditure, or reporting duty.

Before submission, identify the applicant, legal grantee, payee, fund owner/custodian, project owner, authorized signers, and the entity responsible for each report.

Document the arrangement in the grant agreement or a written agreement approved by both governing bodies. Complete GRF-04 and, after award, GRF-08.

Deposit funds only into an account controlled by the entity named in the grant agreement. The entity controlling funds maintains the official ledger and restriction accounting.

For each cost, verify scope, budget, period, restriction, invoice, receipt, proof of performance, coding, and approval. Use GRF-05; track activity with GRF-06 and GRF-09.

Reconcile inter-entity transfers and balances at least quarterly and before reports. Each entity retains evidence of its own approvals and actions.

Prepare progress and grantor reports with GRF-10. The legal grantee submits or formally approves reports required in its name.

Complete GRF-11 after deliverables, expenditures, match, volunteer value, assets, unused funds, final reports, access, records, and grantor acceptance are resolved.

Completion Check

Each entity’s approval is separate and documented.

Fund ownership, payment authority, reporting, and record custody are clear.

Closeout resolves balances, assets, obligations, and retention.

CONTROL NOTE The Foundation is a separate legal entity. BCHI approval is not Foundation approval, and neither organization may bind or direct the other without formally granted authority.

HOW 3 — Submitting a Governance Change

HOW-003

HOW number	HOW-003
Applies to	BCHI officers, directors, chapters, committees, and members authorized to propose a governance change
HOW owner	Governance Committee Chair and BCHI Secretary
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To provide a uniform method for proposing, reviewing, approving, publishing, and retaining changes to BCHI bylaws, rules of order, policies, procedures, appendices, and forms.

When This HOW Applies

new language, deletion, or revision is proposed for any BCHI governance book;

a conflict, omission, outdated reference, or unclear responsibility is identified;

a form or workflow must be changed because of an adopted governance action; and

an administrative correction is needed in an official governance document.

Responsibility

The proposer states the problem, exact change, reason, affected books/forms, and desired effective date.

The Governance Committee classifies the proposal, checks cross-references, and identifies the required review and approval path.

The Secretary verifies notice, records the decision, preserves the approved text, and coordinates official publication.

The Board of Directors or Convention delegates act only within the authority assigned to them by the governing documents.

The custodian of each affected book incorporates the approved change and updates revision records.

A good idea is not yet an adopted rule. Until the authorized body approves the change and the effective date arrives, the current official language remains controlling.

Steps

Step 1. Identify the controlling document
Locate the current provision and determine whether the issue belongs in the Bylaws, Rules of Order, Policies, Procedures, Appendices, or Forms. Check related provisions before drafting.

Step 2. Prepare the proposal
Use Form GOV-06 or its adopted successor. State the existing language, proposed language, reason, operational effect, financial effect, affected chapters or officers, cross-references, forms to revise, and requested effective date.

Step 3. Classify the change
Determine whether the proposal is substantive or an administrative correction. Substantive changes follow the approval authority and notice rules of the controlling governance document. Administrative corrections must not alter meaning, rights, duties, authority, voting, or financial obligations.

Step 4. Conduct governance and impact review
The Governance Committee checks consistency across all five books, Idaho law where applicable, BCHA requirements, chapter effects, implementation needs, and transition language. Obtain legal, financial, or technical review when needed.

Step 5. Assign the approval path and notice
Identify the body authorized to act and the vote required. The Secretary places the proposal on the proper agenda and distributes the full proposed text and supporting explanation within the required notice period.

Step 6. Record review comments and revisions
Keep a clear working draft. Record who suggested each material revision and why it was accepted or rejected. If notice rules limit amendments, determine whether a revised proposal requires renewed notice.

Step 7. Take formal action
Present the proposal with the exact text. Record the motion, amendments, vote, decision, effective date, and any implementation direction in the official minutes. Do not substitute a summary for the adopted language.

Step 8. Update every affected book and form
Insert the approved text, correct authorized cross-references, update the table of contents and revision history, replace affected forms, and mark superseded versions. Preserve the adopted wording and approval record.

Step 9. Publish and certify completion
The Secretary or designated custodian distributes the updated official version and records the revision date and change summary. Complete the implementation and certification sections of GOV-06, then file the complete change record.

Records

completed GOV-06 proposal and all submitted versions;

impact analysis, committee comments, and legal or financial review;

notice, agenda, minutes, motion, vote, and approved exact text;

updated books, forms, tables of contents, cross-references, and revision histories; and

distribution and implementation certification.

Final Checklist

☐	The proposal identifies the correct governance book and current provision.
☐	Exact proposed language and a clear reason are included.
☐	All affected books, forms, cross-references, duties, and costs were reviewed.
☐	The change was correctly classified as substantive or administrative.
☐	The authorized body, vote threshold, and notice requirement were confirmed.
☐	The official minutes contain the exact action, vote, and effective date.
☐	Every affected official document was updated consistently.
☐	GOV-06 and the complete change record were filed.

Committee Decisions Pending — Excluded from Operative Guidance

Which types of administrative corrections may each officer or committee approve?

What notice periods and vote thresholds will apply to each book?

Who maintains the official master copies and revision register?

Must all proposals use GOV-06, including form-only and administrative changes?

How will chapters be notified when an approved change affects their duties?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

Detailed Guide — Revise an Adopted Governance Document

Before You Begin

Identify the document level and approving authority: delegates for Bylaws and substantive Rules of Order changes; the authority specified by the governing documents for policies and procedures.

Classify the change as substantive or nonsubstantive. If meaning may change, treat it as substantive.

Steps

Complete the applicable change form and identify the provision, current version, requested language, reason, sponsor, authority, notice, threshold, and effective date.

Check the hierarchy: law → Articles of Incorporation → Bylaws → Rules of Order → policies → procedures → forms and operational guides.

Prepare a dated redline or side-by-side comparison and a clean proposed copy. Include conforming citations, forms, indexes, and transition needs.

Route the proposal through DOC-02, DOC-03, or DOC-04. Obtain committee, legal, financial, or Foundation review when the subject requires it.

Distribute the full packet within the required notice period and complete GOV-12. Preserve delivery evidence and comments.

The authorized body considers the exact proposal. Record amendments made during consideration, the final motion, vote count or result, threshold, adoption date, and effective date.

Prepare the clean adopted text using only what was approved. Remove drafting notes, redlines, struck text, and comparison columns.

Assign the version: begin at 1.0; increase the decimal for an authorized administrative correction; increase the whole number for a substantive amendment.

Update cross-references, table of contents, forms, website copy, revision history, and Master Governance Index.

Mark the former version “SUPERSEDED — NOT CURRENT,” preserve its effective-date range, archive the complete record, and have a second reviewer verify publication.

Completion Check

Correct approving body, notice, and threshold are proved.

Clean text matches the final adopted motion.

Current, superseded, and proposal records are separately identifiable.

CONTROL NOTE An administrative correction may fix formatting, numbering, or a cross-reference only when authorized and only if meaning does not change. It may not be used to bypass the substantive amendment process.

Detailed Guide — Add, Change, or Delete a Book 1 Bylaw Provision

Before You Begin

Decide whether the request adds a provision, changes existing language, or repeals an Article or Section.

Confirm the affected Article and permanent Section identifier. A repealed identifier is retired and may not be reused.

Treat any change in meaning, authority, rights, duties, voting, eligibility, deadlines, or legal effect as substantive.

Steps

To add: select the proper Article, assign the next available Section number, and draft the complete new text. Do not renumber existing Sections merely to close a gap.

To change: reproduce the exact current language and show the proposed language in redline or side-by-side form.

To delete: propose an express repeal of the identified Article or Section and explain the effect on dependent provisions. Do not simply erase it from the working copy.

Complete GOV-09 with the sponsor, rationale, affected cross-references, proposed effective date, and clean proposed text.

The Board of Directors may review for clarity and consistency but may not adopt, amend, repeal, or replace the Bylaws.

Provide the full required notice and complete GOV-12. Written notice must be sent at least fourteen days before the meeting unless a controlling requirement is longer.

Present the proposal to certified delegates at a meeting with quorum. Adoption, amendment, repeal, or replacement requires two-thirds of votes cast by delegates present and voting, unless law or the Bylaws require more.

Record the exact adopted text, amendments made during consideration, vote result, adoption date, and effective date.

Publish the clean current Book 1, retire any repealed identifier, update cross-references and REC-01, and archive the former version as SUPERSEDED — NOT CURRENT.

Completion Check

Delegate authority, quorum, notice, and two-thirds vote are documented.

The clean text contains only the adopted current provisions.

Repealed identifiers are retired and the prior version is preserved.

CONTROL NOTE The Board may authorize only nonsubstantive corrections to typography, formatting, numbering, or cross-references. Such corrections are not amendments, may not change meaning, and must be reported to delegates at the next Annual Convention.

Detailed Guide — Add, Change, or Delete a Book 2 Rule of Order

Before You Begin

Identify the RO-100 subject and whether the proposal is new, an amendment, or a repeal.

Confirm the permanent rule number and affected Sections, appendices, forms, and cross-references.

Separate substantive changes from authorized administrative corrections.

Steps

To add: assign the next unused RO-100-series number in the appropriate subject sequence and draft numbered Sections.

To change: quote the exact current rule and prepare a side-by-side comparison or redline plus a clean proposed version.

To delete: draft an express motion to repeal the rule or Section. Retire the identifier; never reuse it for another subject.

Submit the written proposal through the Secretary using DC-03 or the approved amendment submission method, with rationale, authority, consequences, and conforming changes.

Confirm the notice, agenda, quorum, and voting requirements under Book 1 and RO-108; preserve proof on GOV-12.

The delegates consider the exact proposal. A substantive Rules of Order amendment requires a majority of delegates present and voting at a meeting with quorum, unless a higher controlling threshold applies.

Record the final motion, amendments, count or result, adoption and effective dates, and any related appendix or form actions.

Publish only the clean current rule text, update the table of contents, appendices, form references, and REC-01, and archive the previous version.

Completion Check

The proposal used an unused or existing permanent RO number correctly.

Delegate approval and the required majority are documented.

Book 2 and its appendices agree with Books 1 and 3–5.

CONTROL NOTE Older language suggesting substantive Book 2 amendments may be approved by the Board of Directors is not controlling. Under the agreed Book 1 hierarchy, substantive Rules of Order changes require delegate approval.

Detailed Guide — Add, Change, or Delete a Book 3 Policy

Before You Begin

Identify the subject range and check the policy index for unused and retired numbers.

Confirm the proposed policy implements rather than conflicts with Books 1 and 2.

Identify every affected procedure, form, responsible owner, deadline, and cross-reference.

Steps

To add: choose an unused number in the correct 100–899 subject range and draft the title, purpose, authority, requirements, owner, related procedure, and forms.

To change: use GOV-05 to identify the existing policy and show exact current and proposed language.

To delete: select “Repeal of Policy” on GOV-05, explain the operational and legal effect, and identify procedures and forms to withdraw or revise. Retire the policy number.

Classify the proposal as substantive or administrative. If it could change meaning, process it as substantive.

Route the packet through DOC-03 for consistency, financial, legal, records, Foundation, or subject-matter review as applicable.

Place the proposal on a properly noticed Board of Directors agenda. Confirm quorum and conflicts before action.

The Board of Directors adopts, amends, or rescinds the policy by the applicable Board voting rule unless the subject is reserved to delegates.

Record the exact action, vote, effective date, transition instructions, and responsible implementation owner.

Publish the clean Book 3 text, update procedures, forms, indexes and REC-01, retire repealed numbers, and archive the superseded version.

Completion Check

The policy number belongs to the correct subject range and is not reused.

Board authority, quorum, vote, and effective date are recorded.

All lower-level procedures and forms are aligned or assigned for correction.

CONTROL NOTE No officer, chapter, or committee may independently add, amend, or rescind a Book 3 policy. Authorized administrative corrections may not change meaning, authority, duties, rights, thresholds, or legal effect.

Detailed Guide — Add, Change, or Delete a Book 4 Procedure

Before You Begin

Identify the controlling policy and verify that a procedure—not a policy amendment—is the correct document.

Check the permanent subject-code index. Repealed procedure codes are retired and not reused.

Identify forms, systems, training, deadlines, and records affected by the proposed workflow change.

Steps

To add: assign the next unused subject-based code, state the controlling policy, responsible role, required records, and complete workflow.

To change: complete GOV-06 and show the exact current steps beside the proposed steps; explain implementation and transition effects.

To delete: select “Repeal of Procedure” on GOV-06, identify the policy still requiring implementation, and state which replacement procedure or interim process will control.

Determine whether the proposal is substantive. A change to duties, approvals, deadlines, controls, required actions, or meaning is substantive.

Route the proposal through DOC-04 and obtain review by affected officers, custodians, committees, and legal or financial advisers when applicable.

Submit substantive changes to the Board of Directors for approval. Use only an expressly designated administrative authority for a correction that does not change meaning.

Record approval, vote or authorization, effective date, owner, training or communication, and any temporary transition.

Publish the clean Book 4 procedure, update Book 5 forms and all cross-references, retire repealed codes, update REC-01, and archive the prior version.

Completion Check

The procedure implements a controlling policy and creates no new policy.

Correct Board or designated administrative authority is documented.

Related forms, training, and transition work are completed.

CONTROL NOTE Deleting a procedure does not delete the policy obligation it implements. Do not repeal a procedure until a required workflow has a valid replacement or the controlling policy is separately changed.

Detailed Guide — Add, Change, or Delete a Book 5 Form or Guide

Before You Begin

Identify the policy and procedure the form implements. A form may collect or document requirements but may not create them.

Check the Book 5 catalog for the correct prefix, next unused number, duplicate titles, retired identifiers, and related forms.

Determine whether the form change reveals a needed policy or procedure amendment. Process that change separately first or concurrently.

Steps

To add: assign an unused permanent subject code such as GOV-, FIN-, REC-, VOL-, CH-, or EL- and create the official title and required fields.

Complete the catalog record: form number, title, related policy and procedure, custodian, approval date, revision date, version, retention, and submission instructions.

To change: preserve the permanent form number, compare the current and proposed form, and document why fields, instructions, calculations, signatures, or routing are changing.

To delete: propose retirement or replacement, identify the last valid version, effective retirement date, substitute form if any, and every reference requiring correction. Never reuse the retired number.

Obtain review from the form custodian, records custodian, affected officers, and legal, financial, election, grant, or privacy reviewer as appropriate.

Obtain Board of Directors approval for the permanent addition, substantive revision, replacement, or retirement. A temporary form may be authorized only under FRM-01 and must return to the next Board meeting.

Publish only the approved current form, mark prior copies SUPERSEDED — NOT CURRENT, and remove obsolete download links without destroying the archive.

Update the Book 5 catalog, Books 2–4 references, submission instructions, retention, website links, and REC-01. Communicate the effective date and stop-use date.

Completion Check

The permanent form number is retained or properly retired.

Every catalog-control field is complete.

The form matches its controlling policy and procedure and all obsolete links are corrected.

CONTROL NOTE A form revision is substantive when it changes an approval, certification, required signer, eligibility rule, deadline, calculation, duty, or legal effect. Such a change cannot be treated as a simple layout correction.

HOW 4 — Carrying Out Chapter Officer Responsibilities

HOW-004

HOW number	HOW-004
Applies to	BCHI chapter Presidents, Secretaries, Treasurers, other chapter officers, and chapter boards
HOW owner	Chapter President, with each officer responsible for the records and duties assigned to that office
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To give chapter officers a practical annual workflow for maintaining good standing, conducting meetings, protecting funds and records, reporting to BCHI, and completing an orderly transition to successor officers.

When This HOW Applies

a chapter officer is elected, appointed, serving, or leaving office;

the chapter conducts business, handles money, communicates with BCHI, or sponsors activities; and

BCHI requests chapter reports, delegate certifications, rosters, dues, insurance information, or governance compliance.

Responsibility

The President leads meetings, follows governing documents, assigns work, monitors deadlines, and serves as the primary chapter contact.

The Secretary issues notices, prepares agendas with the President, records minutes, maintains official records, and submits required certifications and correspondence.

The Treasurer protects chapter funds, maintains a separate chapter account and accurate ledger, reconciles accounts, reports regularly, and files required financial and tax information.

Other officers and committee chairs perform duties stated in chapter and BCHI governance and report their actions to the chapter.

The chapter board provides oversight and ensures that no one person controls authorization, payment, reconciliation, and review of the same transaction whenever practical.

Chapter office is a fiduciary and recordkeeping responsibility. Officers must not mix chapter and personal funds, act beyond granted authority, or leave official records only in a personal email account or device.

Steps

Step 1. Complete the officer transition
Within 30 days after election or appointment, transfer passwords through a secure method, bank authority, keys, contracts, rosters, minutes, financial records, property lists, pending commitments, deadlines, and contact information. Record completion.

Step 2. Review governing duties and the annual calendar
Read the BCHI and chapter governing documents that apply to the office. Create a calendar for meetings, elections, dues, reports, tax filings, insurance, delegate certification, project approvals, and record reviews.

Step 3. Maintain chapter good standing
Keep required officers in place, follow chapter bylaws, hold regular meetings, maintain membership and financial records, pay required BCHI obligations, submit reports on time, and promptly report changes in officer contact information.

Step 4. Prepare and conduct meetings
The President and Secretary prepare notice and an agenda. Confirm quorum, present prior minutes and financial reports, state motions clearly, record decisions and assignments, and follow the adopted parliamentary authority and BCHI rules.

Step 5. Manage money with internal controls
Deposit receipts promptly, document their source and restriction, obtain required approval before spending, pay from the chapter account, retain receipts, reconcile the account monthly, and have a second officer review statements and reports.

Step 6. Manage projects, events, and commitments
Obtain chapter and external approvals before committing people or money. Document the leader, scope, budget, safety and insurance needs, partner requirements, volunteer records, completion, and any continuing maintenance obligation.

Step 7. Communicate and report
Send required membership, financial, project, officer, insurance, and delegate information to BCHI by the stated deadlines. Report significant chapter decisions to members and retain the sent report.

Step 8. Protect official records and information
Use the designated chapter repository, consistent filenames, appropriate access controls, and backups. Limit access to personal, banking, donor, or member information to those who need it for chapter business.

Step 9. Review the year and prepare succession
Before year-end or the election, reconcile accounts, inventory property, list open commitments, verify reports, organize records, document passwords and accounts securely, and brief incoming officers.

Records

current bylaws, officer roster, annual calendar, agendas, notices, and approved minutes;

membership, delegate, committee, project, event, volunteer, and partner records;

bank records, reconciliations, budgets, financial reports, receipts, approvals, and filings;

contracts, insurance, property inventory, passwords/access transfer, and continuing obligations; and

year-end review and officer transition checklist.

Final Checklist

☐	Officer contact information and authority are current.
☐	The annual compliance and reporting calendar is being followed.
☐	Meeting notices, quorum, motions, minutes, and assignments are documented.
☐	Chapter money is separate, reconciled monthly, and reviewed by a second officer.
☐	Projects and commitments have required approvals and records.
☐	Required reports, dues, certifications, and filings were submitted on time.
☐	Official records are secure, backed up, and accessible to authorized successors.
☐	Outgoing and incoming officers completed a documented transition.

Committee Decisions Pending — Excluded from Operative Guidance

Should BCHI adopt a standard annual chapter compliance calendar?

What reports and deadlines are mandatory for chapter good standing?

What minimum financial controls and review requirements will apply to every chapter?

What records repository and retention schedule should chapters use?

Will BCHI require a signed officer-transition checklist each year?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 5 — Certifying Convention Delegates

HOW-005

HOW number	DC-01 / DC-02
Applies to	BCHI chapters, chapter Presidents and Secretaries, Convention delegates, and the Credentials Committee
HOW owner	BCHI Secretary and Credentials Committee Chair
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To ensure that each Convention delegate is properly selected, certified, seated, and counted so voting authority and the required dual quorum can be determined accurately.

When This HOW Applies

a chapter selects delegates or alternates for the BCHI Annual Convention or a Special Meeting;

a certified delegate is replaced before or during the meeting;

the Credentials Committee establishes or updates the delegate roll and quorum; and

the presiding officer needs an official count for voting or quorum rulings.

Responsibility

Each chapter selects delegates according to its bylaws and BCHI requirements and submits DC-01 by the announced deadline.

The Chapter President and Secretary verify chapter action and the identity and eligibility of each delegate and alternate.

The BCHI Secretary receives certifications, preserves the official submissions, and provides them to the Credentials Committee.

The Credentials Committee verifies certifications, resolves discrepancies, maintains the seated roll, and completes DC-02.

The presiding officer relies on the Credentials Committee report when declaring quorum and determining who may vote.

Attendance alone does not create voting authority. Only a delegate properly selected by the chapter, certified on the required form, and accepted by the Credentials Committee may be seated and counted.

Steps

Step 1. Determine the chapter’s authorized positions
Use the current BCHI Bylaws and Convention call to confirm the number of delegate positions the chapter may fill and the eligibility deadline for a new or reinstated chapter.

Step 2. Select delegates and alternates
The chapter acts at a properly called meeting or by another method authorized in its bylaws. Record the names, action, date, and any ranking or replacement instructions for alternates in the chapter minutes.

Step 3. Complete DC-01
List the chapter, authorized positions, certified delegates, alternates, meeting date, and required officer certifications. Use legal names and current contact information. Do not certify more delegates than the chapter is entitled to seat.

Step 4. Submit by the deadline
Send the signed certification to the BCHI Secretary using the announced method. Keep the sent copy and confirmation. Report changes immediately; do not wait until a vote is pending.

Step 5. Conduct credentials review
The Credentials Committee compares DC-01 with chapter eligibility and authorized positions, identifies missing or duplicate names, and contacts the chapter officers to correct discrepancies before seating.

Step 6. Register and seat delegates
At check-in, verify identity, provide the appropriate credential, record attendance, and identify any alternate who replaces an absent delegate. Prevent two people from using the same delegate position.

Step 7. Calculate the dual quorum
Using DC-02, report (1) chapters represented by at least one certified and seated delegate and the majority required, and (2) certified and seated delegates compared with the majority of all authorized delegate positions required by the Bylaws. Both tests must be satisfied.

Step 8. Report credentials to the meeting
The Credentials Committee Chair presents the written report. The meeting accepts or resolves the report under the Rules of Order. The Secretary records the figures, ruling, and any changes in the minutes.

Step 9. Maintain and update the official roll
Record arrivals, departures, substitutions, and challenges that affect quorum or voting. Before a close vote or when quorum is questioned, provide the presiding officer an updated count.

Records

chapter minutes showing delegate and alternate selection;

each submitted and corrected DC-01 and delivery confirmation;

registration, identity-verification, substitution, and challenge records;

initial and updated DC-02 reports and quorum calculations; and

Convention minutes recording credentials reports, rulings, and changes.

Final Checklist

☐	The chapter’s authorized number of delegate positions was confirmed.
☐	Delegates and alternates were selected through authorized chapter action.
☐	DC-01 is complete, signed, accurate, and timely submitted.
☐	The Credentials Committee resolved missing, duplicate, or excess certifications.
☐	Only verified, certified delegates received voting credentials.
☐	Every alternate substitution is documented and only one person occupies each position.
☐	DC-02 demonstrates both parts of the required dual quorum.
☐	The Secretary retained the certification, roll, reports, and minutes.

Committee Decisions Pending — Excluded from Operative Guidance

What is the final DC-01 submission deadline and permitted signature method?

May a chapter replace a delegate from the floor, and what proof is required?

How will remote delegates be identified, credentialed, and recorded?

Confirmed rule: authorized delegate positions means all positions allocated to chapters under Book 1, Article V, Section 7, whether filled or timely certified; only certified and seated delegates count as present.

Who decides a contested credential before and after the Convention adopts the Credentials Committee report?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

Detailed Guide — Prepare Convention Credentials

Before You Begin

Use the published Convention deadline and current list of chapters eligible at least five months before Convention.

Each eligible chapter may certify up to eight delegates and identify alternates under the governing rules.

Steps

The chapter selects its delegates and alternates through its authorized local process.

Complete CH-02 and DC-01 with the chapter name, delegate and alternate names, required contact information, and authorizing officer certification.

Submit the signed forms to the State Secretary or Credentials Committee by the published deadline and retain proof of submission.

The Credentials Committee verifies chapter eligibility, signatures, duplicate names, delegate limits, and any timely replacements.

Prepare a working roster that distinguishes certified delegates, alternates, checked-in persons, seated delegates, and nonvoting attendees.

At check-in, verify identity and attendance. Seat an alternate only after documenting which delegate is being officially replaced.

Resolve a disputed credential under Book 2 and refer unresolved seating questions to the delegate assembly.

Complete DC-02 and DC-06 showing eligible chapters, chapters represented, certified and seated delegates, replacements, and both parts of the quorum calculation.

Report the credentials and quorum before business begins and update the report whenever seating changes.

File CH-02, DC-01, DC-02, DC-06, challenges, replacement records, and final roster with the permanent Convention record.

Completion Check

No chapter exceeds eight seated delegates.

Alternates vote only while officially replacing a delegate.

Quorum reflects both represented chapters and certified/seated delegates as required.

CONTROL NOTE Credential preparation administers eligibility; it does not let the committee waive chapter eligibility, certification, seating, or quorum rules.

HOW 6 — Preparing, Approving, and Retaining Meeting Minutes

HOW-006

HOW number	HOW-006
Applies to	BCHI and chapter Secretaries, committee secretaries, presiding officers, and records custodians
HOW owner	Secretary or designated meeting recorder
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To create accurate, concise, and reliable minutes that document what a BCHI body did, establish authority for follow-up work, and preserve the official record.

When This HOW Applies

the Annual Convention, Board of Directors, Executive Committee, chapter, or committee conducts an official meeting;

members participate in person or electronically;

business is approved by unanimous consent, ballot, roll call, or another authorized voting method; and

minutes are corrected, approved, distributed, or transferred to the official records repository.

Responsibility

The recorder captures attendance, quorum, motions, decisions, elections, reports received, assignments, and adjournment.

The presiding officer states motions and voting results clearly and assists the recorder in resolving uncertainty before the meeting moves on.

The Secretary prepares the draft, protects confidential material, presents the minutes for approval, and files the approved version.

Members correct the accuracy of the record; approval of minutes does not reopen or ratify the underlying decision unless a separate motion does so.

The records custodian preserves approved minutes and referenced attachments according to BCHI retention rules.

Minutes record actions, not a transcript of debate. Include enough detail to show what was decided and by what authority, but do not attribute opinions or include unnecessary personal, medical, legal, or confidential information.

Steps

Step 1. Prepare before the meeting
Use the agenda, prior minutes, officer and committee rosters, pending motions, reports, and approved minute template. Create spaces for date, place or electronic method, presiding officer, recorder, attendance, quorum, motions, votes, assignments, and adjournment.

Step 2. Record opening facts
Record the organization’s name, meeting type, date, start time, location or electronic platform, presiding officer, recorder, members present and absent as required, guests when relevant, and the quorum determination.

Step 3. Record disposition of prior minutes
State whether prior minutes were approved as presented or as corrected. Record corrections in the current minutes or mark them on the approved copy according to the adopted practice.

Step 4. Record reports appropriately
Identify the report and presenter. Record that it was received or filed and summarize only recommendations or actions taken. Attach or reference the full written report when it is part of the official record.

Step 5. Record motions and decisions
Capture the exact final wording of each main motion, the maker if BCHI practice requires it, and whether the motion was adopted, lost, withdrawn, postponed, referred, or otherwise disposed of. Do not normally record the seconder or debate unless the governing rules require it.

Step 6. Record votes and assignments
Record the vote count for ballot, roll-call, counted, or division votes and whenever required by rule. For routine voice votes, record adopted or lost. Record deadlines, responsible persons, authorized amounts, restrictions, and requested reports.

Step 7. Record elections, credentials, and governance actions
For elections, record offices, elected persons, terms, and ballot counts when required. For credentials and governance actions, record official reports, exact adopted language or an attached exhibit, vote threshold, result, and effective date.

Step 8. Close and prepare the draft
Record the adjournment time. Promptly prepare a concise draft, check names, figures, motions, vote results, and attachments against the recorder’s notes and any authorized recording. Mark the document Draft and distribute only as authorized.

Step 9. Approve, sign, and file
Present the draft at the next meeting or use another authorized approval method. Enter corrections, mark the minutes Approved, record the approval date, and have the Secretary sign if required. File the approved minutes, attachments, agenda, notices, credentials report, and supporting actions in the official repository.

Records

meeting notice and final agenda;

attendance, credential, quorum, and voting records;

recorder’s notes or authorized recording, retained only as long as BCHI policy requires;

draft and approved minutes, corrections, written reports, and adopted exhibits; and

signed approvals, assignments, and records proving completion of authorized actions.

Final Checklist

☐	The meeting identity, date, time, location/method, officers, attendance, and quorum are recorded.
☐	Prior-minute approval and corrections are stated.
☐	Each motion’s final wording and disposition are clear.
☐	Required counts, roll calls, ballot results, elections, assignments, deadlines, and amounts are included.
☐	Sensitive details and unnecessary debate were excluded.
☐	Referenced reports and adopted exhibits are attached or reliably identified.
☐	The minutes were approved, dated, and signed if required.
☐	The approved record and supporting documents were filed in the official repository.

Committee Decisions Pending — Excluded from Operative Guidance

Which BCHI bodies must use a standard minutes template?

Must minutes identify the maker of a motion, and when must vote counts or names be recorded?

May minutes be approved electronically between meetings, and by what method?

How long may audio/video recordings and recorder’s notes be retained after approval?

Who may access executive-session minutes and other confidential records?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 7 — Maintaining and Retaining BCHI Records

HOW-007

HOW number	HOW-007
Applies to	BCHI officers, directors, committees, chapters, project leaders, and any person who creates or keeps an official BCHI record
HOW owner	BCHI Secretary or designated Records Custodian; each record owner remains responsible until transfer is confirmed
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To ensure that official BCHI records are identifiable, secure, retrievable, retained for the required period, and disposed of only under an approved schedule.

When This HOW Applies

an official record is created, received, signed, approved, revised, or replaced;

records are stored in paper, email, cloud, computer, phone, financial, photographic, or other formats;

access to confidential, financial, donor, member, personnel, insurance, or incident information is granted; and

an officer leaves office, a repository changes, or records reach the end of their retention period.

Responsibility

The Records Custodian maintains the official repository, file plan, access list, retention schedule, revision register, and disposition log.

Each officer, committee chair, project leader, and chapter promptly files records created for BCHI business and identifies confidential material.

The Treasurer protects financial and tax records; the Secretary protects governance, corporate, meeting, and chapter-status records.

Anyone with access uses BCHI records only for authorized purposes and reports loss, unauthorized access, or accidental destruction promptly.

Do not treat a personal email account, phone, computer, or paper file as the only location of an official BCHI record. Do not destroy records because they appear old; follow the adopted retention schedule and any legal hold.

Steps

Step 1. Identify the official record
Determine whether the item documents BCHI authority, action, money, membership, a project, a legal obligation, an incident, or another continuing business need. Separate working convenience copies from the official record copy.

Step 2. Classify and name the record
Assign the adopted records category and use the standard filename: date, subject, responsible body or chapter, document type, and version or approval status. Mark drafts and confidential records clearly.

Step 3. File the official copy
Place the complete record and required attachments in the designated repository. Convert important email decisions and attachments into the approved filing format. Confirm that the file opens and is placed in the correct folder.

Step 4. Protect access and privacy
Limit access according to duties. Use individual accounts, strong authentication, appropriate permissions, secure transmission, and locked storage for paper originals. Do not place sensitive information in public folders.

Step 5. Preserve authenticity and revisions
Keep the approved or signed version read-only when practical. Record approval date, effective date, revision number, superseded version, and custodian. Do not overwrite an official version without preserving the required history.

Step 6. Back up and test recovery
Maintain the approved backup method for electronic records and protect backups from the same loss that could affect the primary repository. Periodically confirm that representative records can be restored.

Step 7. Apply the retention schedule
At least annually, identify records whose minimum retention period has ended. Suspend disposition when litigation, audit, insurance, tax, investigation, grant, contract, or other hold applies.

Step 8. Authorize and document disposition
Obtain the approval required by the adopted schedule. Destroy confidential paper and electronic records so they cannot reasonably be reconstructed. Record the category, date range, method, date, and approving person in the disposition log.

Step 9. Review access and completeness
At officer transition and annually, remove unneeded access, confirm record owners, locate missing official records, update the inventory, and report unresolved gaps to the responsible officer or Board.

Records

records inventory, category definitions, file-naming standard, and retention schedule;

official records and attachments in their approved formats and repositories;

repository access list, backup and recovery-test records, and reported access incidents;

revision register, superseded versions, legal or administrative holds; and

annual review and authorized disposition logs.

Final Checklist

☐	The official record copy and responsible custodian are identified.
☐	The filename, category, approval status, and retention class are correct.
☐	Required attachments and related email decisions are filed with the record.
☐	Sensitive information is restricted to authorized users.
☐	Approved versions and required revision history are preserved.
☐	Backup and recovery controls cover the record.
☐	No record under a hold was altered or destroyed.
☐	Disposition was authorized, secure, and entered in the log.

Committee Decisions Pending — Excluded from Operative Guidance

Who will serve as BCHI Records Custodian, and what repository will hold each record category?

What filename, folder structure, approved formats, and revision-number system will BCHI require?

What retention period and disposition authority applies to each record category?

Which records are permanent, confidential, or subject to restricted access?

What backup frequency, recovery test, legal-hold, and annual-review process will be mandatory?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

Detailed Guide — Name and Store Files

Before You Begin

Determine whether the item is an official record, working copy, convenience copy, or duplicate.

Identify the responsible custodian, access level, retention period, and any active hold.

Steps

For paper records, scan all pages legibly—normally at 300 dpi—and verify signatures, dates, annotations, and attachments.

Use the record’s event, meeting, transaction, approval, or receipt date—not the scan date.

Name the file in the required order: YYYY-MM-DD_DocumentType_Subject_BCHI_Version. Use an approved document type and avoid special characters.

Examples: 2026-09-04_Minutes_StateBoardRegularMeeting_BCHI_APPROVED.pdf; 2026-08-20_Policy_VolunteerServiceReporting_BCHI_2.0.pdf. Use APPROVED, ADOPTED, or FINAL only when accurate.

Save the authoritative copy in the approved BCHI repository and correct subject folder. Do not treat a personal email, desktop, or removable drive as the official repository.

Apply role-based access appropriate to confidential, personal, financial, incident, insurance, claim, or legally protected information.

Enter the exact filename, date, custodian, authority, location, access class, retention, version, status, and related records in REC-01.

Verify the upload by opening the stored record and checking page count, readability, completeness, and retrieval.

Confirm the record is covered by the approved backup process. Archive superseded versions separately; do not overwrite history.

Completion Check

Exact filename matches REC-01.

Authoritative copy opens and is complete.

Access, retention, version, and backup are confirmed.

CONTROL NOTE Do not destroy a paper original merely because it was scanned. Follow the retention schedule, special-original requirements, holds, and destruction authorization.

HOW 8 — Transferring Records Between Incoming and Outgoing Officers

HOW-008

HOW number	HOW-008
Applies to	BCHI and chapter officers, National Directors, committee chairs, records custodians, and appointed successors
HOW owner	Outgoing and incoming officeholders, overseen by the President or next higher responsible officer
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To provide an orderly, secure, and documented transfer of official records, accounts, property, authority, and unfinished business whenever responsibility changes.

When This HOW Applies

an officer, director, committee chair, records custodian, project leader, or other responsible person changes;

a vacancy, removal, resignation, death, incapacity, reorganization, or repository change requires an unscheduled transfer; and

banking, filing, regulatory, insurance, website, communication, or vendor access must be changed.

Responsibility

The outgoing officeholder inventories and organizes everything held for BCHI, identifies pending work, and makes the transfer by the required deadline.

The incoming officeholder verifies receipt, secures access, reviews deadlines, and reports missing or unusable items promptly.

The President or designated transition coordinator monitors completion and resolves gaps; the Treasurer or Board verifies financial authority changes.

The Secretary retains the signed transition checklist and updates official rosters and access records.

A change of office ends the outgoing person’s authority unless the governing documents or a written transition assignment provide otherwise. Do not share passwords in ordinary email or leave former officeholders with unneeded access.

Steps

Step 1. Start the transition record
Record the office, outgoing and incoming persons, effective date, coordinator, transfer deadline, and any temporary authority. Use the adopted officer-transition checklist.

Step 2. Inventory records and property
List paper and electronic records, minutes, contracts, financial files, tax filings, correspondence, equipment, keys, cards, seals, forms, supplies, and other property. Note the location, condition, confidentiality, and official repository status.

Step 3. List accounts and access
Identify bank signers, mailing addresses, email, shared drives, website, social media, membership systems, insurance portals, vendor accounts, subscriptions, devices, and authentication methods. Do not place actual passwords in the general checklist.

Step 4. Document pending business
Prepare a concise status report of open motions, assignments, payments, deposits, reports, grants, contracts, claims, projects, deadlines, disputes, partner commitments, and people awaiting a response.

Step 5. Transfer files and property
Move official records to the designated repository and deliver physical property using a receipt or inventory. Provide only the access needed by the successor and explain the filing system and recurring calendar.

Step 6. Change authority and secure accounts
Complete required bank, state, federal, insurance, postal, vendor, and BCHI authorization changes. Change credentials or recovery methods through a secure process and remove unneeded former access.

Step 7. Conduct a handoff meeting
Review duties, governing provisions, annual calendar, current financial position, outstanding obligations, high-risk issues, key contacts, and the location of official records. Record questions and follow-up assignments.

Step 8. Verify and correct gaps
The incoming person tests access, opens representative files, confirms property and balances when applicable, and identifies missing records or unresolved discrepancies. Escalate material gaps rather than signing an inaccurate certification.

Step 9. Certify completion
Both parties sign or electronically certify the checklist when accurate. The coordinator records exceptions, assigns corrective work, reports completion to the responsible body, and files the transition record.

Records

completed transition checklist, inventory, receipts, and exception list;

account and access inventory without exposed passwords or recovery codes;

pending-business report, annual calendar, key-contact list, and handoff notes;

bank, regulatory, insurance, vendor, repository, and roster change confirmations; and

final certification, corrective assignments, and report of completion.

Final Checklist

☐	The effective date, coordinator, and transfer deadline are recorded.
☐	Official records, property, accounts, and access were inventoried.
☐	Pending obligations, deadlines, and unresolved issues are documented.
☐	Files and physical property were received and verified.
☐	Banking and other legal authority changes were completed.
☐	Credentials were transferred securely and former access was removed.
☐	Exceptions have an owner and due date.
☐	The completed checklist is certified and filed.

Committee Decisions Pending — Excluded from Operative Guidance

What transfer deadline applies to routine and emergency transitions?

Which offices and committee positions must use a signed transition checklist?

Who coordinates a transfer when the outgoing person is unavailable or refuses to cooperate?

Who may receive emergency access to banking, email, records, and online systems?

How will disputed inventories, missing funds or property, and incomplete records be investigated and reported?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

Detailed Guide — Transfer Records to a Successor

Before You Begin

Set the transfer date and identify the incoming custodian or Board designee.

Review REC-01 for all record series, locations, restrictions, holds, pending requests, and missing items.

Steps

Open REC-02 and inventory electronic folders, paper files, indexes, accounts, devices, keys, certificates, recovery methods, pending matters, and active holds.

File outstanding official records and separate personal or convenience copies from BCHI property.

Correct missing filenames, ownership, access classifications, retention fields, and cross-references in REC-01.

Transfer repository and system access through an approved secure method. Do not send passwords by ordinary email or leave shared credentials unchanged.

Change ownership and administrator roles to BCHI-controlled accounts; establish the successor’s individual account and multifactor authentication.

Transfer physical records and property with box, binder, device, key, or location identifiers.

Have the incoming custodian test access, search, sample retrieval, restricted folders, and backup availability before the outgoing user is removed.

List missing records, unresolved requests, deadlines, holds, and corrective actions on REC-02 with an owner and due date.

Obtain outgoing and incoming certifications, Secretary verification, and Treasurer verification for financial records. File REC-02 permanently and remove access no longer authorized.

Completion Check

Successor can retrieve sampled records.

Administrative and recovery control belongs to BCHI.

Former access is removed and exceptions are assigned.

CONTROL NOTE A departing officer may not keep BCHI records or continuing access unless the Board of Directors expressly authorizes a defined purpose or law requires retention.

HOW 9 — Managing Chapter Finances and Internal Controls

HOW-009

HOW number	HOW-009
Applies to	BCHI chapters, chapter officers, financial reviewers, committee chairs, project leaders, and anyone receiving or spending chapter funds
HOW owner	Chapter Treasurer, overseen by the Chapter President and chapter board or membership as required
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To safeguard chapter money, provide accurate and timely financial information, document authorized use of funds, and reduce error, loss, misuse, and commingling.

When This HOW Applies

money, checks, electronic payments, donations, dues, grants, reimbursements, sales, or event receipts are handled;

a budget, purchase, contract, project, restricted fund, bank account, or payment method is established; and

monthly, annual, tax, insurance, audit, review, or officer-transition reporting is prepared.

Responsibility

The chapter authorizes accounts, budgets, signers, spending limits, and financial policies through recorded action.

The Treasurer receives and records money, makes authorized payments, maintains supporting records, reconciles accounts, and reports regularly.

A person independent of transaction entry reviews statements, reconciliations, supporting documents, and reports at the frequency BCHI adopts.

Officers, committee chairs, and project leaders obtain approval before committing funds and submit complete documentation promptly.

Never mix chapter funds with personal funds, sign a blank check, alter supporting documents, or let one person authorize, pay, record, reconcile, and review the same transaction whenever duties can reasonably be separated.

Steps

Step 1. Establish authorized accounts and controls
Use accounts titled to the chapter with its approved tax identification and address. Record authorized signers, payment methods, online access, approval rules, spending limits, and who receives statements. Prohibit personal accounts for chapter money.

Step 2. Adopt and monitor a budget
Prepare expected income, restricted funds, operating expenses, projects, reserves, and major purchases. Obtain the required approval and record amendments. Compare actual results with the budget in regular reports.

Step 3. Receive and deposit money
Count receipts with two people when practical, issue a receipt or create a source record, identify restrictions, and deposit intact within the adopted time. Do not use cash receipts to pay expenses before deposit.

Step 4. Authorize purchases and commitments
Confirm budget availability and required approval before ordering, signing, or promising payment. Obtain competitive prices and written agreements when required. Disclose and manage any conflict of interest.

Step 5. Pay and reimburse documented expenses
Match each payment to an invoice, receipt, reimbursement request, approval, account category, and project or restriction. Use the approved chapter payment method and record the payee, purpose, date, and amount.

Step 6. Maintain the ledger and restricted balances
Enter every transaction promptly and reconcile deposits, payments, transfers, fees, and interest. Track restricted money separately so reports show the unspent balance and permitted purpose.

Step 7. Reconcile and independently review
Reconcile every account to the statement at the adopted frequency. A reviewer who did not prepare the reconciliation examines unusual, missing, duplicate, stale, or unsupported items and documents resolution.

Step 8. Report to the chapter and BCHI
Provide beginning balance, income, expenses, transfers, restricted balances, outstanding obligations, ending balance, and budget comparison. Submit annual and other required reports and retain proof of delivery.

Step 9. Close the year and transfer responsibility
Reconcile all accounts, confirm assets and liabilities, complete tax and information filings, inventory cards and financial property, conduct the required review, and transfer records and authority under HOW-008.

Records

approved budget, amendments, spending authority, signers, and account agreements;

deposit records, receipts, invoices, reimbursements, approvals, contracts, and proof of payment;

ledger, restricted-fund detail, bank statements, reconciliations, and independent reviews;

monthly, annual, project, grant, tax, insurance, and BCHI financial reports; and

year-end closing, property inventory, findings, corrections, and officer-transition records.

Final Checklist

☐	All money is held in authorized chapter accounts.
☐	Receipts were documented, deposited intact, and properly classified.
☐	Purchases and commitments had budget authority and required approval.
☐	Every payment has complete supporting documentation.
☐	Restricted balances are separately identifiable.
☐	Each account was reconciled and independently reviewed.
☐	Financial reports agree with the ledger and statements.
☐	Required filings, year-end review, and transition were completed.

Committee Decisions Pending — Excluded from Operative Guidance

What approval, competitive-purchase, contract, and reimbursement thresholds will apply?

How many authorized signers or approvals are required for checks and electronic payments?

How soon must receipts be deposited and expense documentation be submitted?

Who performs monthly review and the annual financial review, and what standard form will be used?

What reserve, investment, restricted-fund, cash-handling, debit-card, and electronic-payment rules will apply?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 10 — Submitting Required Chapter Reports and Maintaining Good Standing

HOW-010

HOW number	HOW-010
Applies to	BCHI chapters, chapter Presidents, Secretaries, Treasurers, membership coordinators, and BCHI officers who receive chapter submissions
HOW owner	Chapter President, with assigned reports prepared by the Secretary, Treasurer, membership coordinator, or other responsible officer
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To provide a uniform annual process for chapters to submit required information, correct deficiencies, and document continued eligibility for BCHI participation, representation, and services.

When This HOW Applies

a chapter begins a reporting year, changes officers, membership, legal status, insurance information, or contact information;

BCHI requests dues, rosters, financial information, project or volunteer reports, certifications, or other compliance records; and

a submission is late, incomplete, inconsistent, rejected, or required to restore good standing.

Responsibility

The State Secretary or designated coordinator publishes the official requirements, forms, deadlines, submission method, and BCHI contact.

The Chapter President assigns each requirement and verifies the complete package before certification.

The Secretary maintains the compliance calendar, officer roster, meeting and governance records, and delivery confirmations.

The Treasurer prepares dues, financial, tax, and insurance-related submissions assigned to the office; the membership coordinator verifies roster information.

The receiving BCHI officer logs submissions, notifies the chapter of deficiencies, records corrections, and reports chapter status to the authorized body.

Good standing should be determined by adopted requirements, not by informal custom. Do not transmit sensitive membership or financial information by an unapproved method, and do not mark a chapter delinquent without notice and an opportunity to correct the record.

Required Reports and Deadlines

Use the current approved forms and submission instructions. If an adopted governing provision later changes a deadline, the current controlled provision governs.

Item	Responsible party	Due date	Sent to
Membership Roster	Chapter Secretary	December 31	BCHI Secretary
Membership Dues	Chapter Treasurer	December 31	BCHI Treasurer
Calendar Money	Chapter Treasurer	December 15	Calendar Chair / Treasurer
Annual Chapter Report	Chapter President	Before Convention	BCHI President
Volunteer Hours Report	Chapter Secretary	January 31	State Volunteer Hours Coordinator

Steps

Step 1. Obtain the official annual requirements
At the start of the reporting cycle, obtain the BCHI compliance calendar, current forms, deadlines, dues instructions, submission method, and contact. Note any requirements triggered by membership count, events, grants, projects, insurance, or Convention participation.

Step 2. Assign responsibility and internal due dates
Place every item on the chapter calendar with a preparer, reviewer, internal due date, official deadline, and source records. Allow time for chapter approval or officer signatures when required.

Step 3. Maintain current chapter information
Promptly report changes in chapter name, officers, addresses, email, banking contact where required, insurance contact, legal or tax status, and other information BCHI needs for official notice and administration.

Step 4. Prepare membership and dues information
Use the required reporting date and membership definitions. Reconcile the roster count to dues or assessments, protect member information, and obtain the required chapter certification.

Step 5. Prepare financial, project, and organizational reports
Complete the required forms from the chapter’s official records. Reconcile financial figures, identify restricted funds where requested, report volunteer or project data consistently, and attach supporting action or certifications.

Step 6. Review and authorize the package
Check names, dates, totals, signatures, attachments, reporting period, version of each form, and consistency among submissions. Record any chapter or board approval required before sending.

Step 7. Submit and preserve proof
Send the package by the approved secure method before the deadline. Save the exact sent version, transmission date, sender, recipient, and confirmation or receipt in the chapter records.

Step 8. Correct deficiencies
When BCHI identifies a missing, late, or inconsistent item, acknowledge the notice, determine the cause, submit the correction within the allowed period, and retain both the notice and the corrected submission.

Step 9. Confirm and monitor good standing
Obtain or verify BCHI’s status confirmation. Report unresolved issues to the chapter and BCHI contact, complete any corrective plan, and carry unresolved obligations into the officer-transition record.

Records

official annual requirements, calendar, instructions, and current forms;

officer and contact updates, membership roster/count certification, and dues record;

financial, insurance, tax-status, project, volunteer, governance, and other required reports;

chapter approvals, exact submitted files, delivery confirmations, deficiency notices, and corrections; and

good-standing confirmation, corrective plan, appeal or review record, and transition status.

Final Checklist

☐	The current BCHI requirements, forms, deadlines, and submission method were used.
☐	Every requirement has a responsible preparer and reviewer.
☐	Officer, contact, membership, dues, and financial information reconciles.
☐	Sensitive information was transmitted and stored securely.
☐	Required approvals, certifications, and attachments are complete.
☐	The exact submitted package and proof of delivery are filed.
☐	Deficiencies were corrected or formally disputed within the allowed period.
☐	The chapter’s final good-standing status is documented.

Committee Decisions Pending — Excluded from Operative Guidance

What exact submissions and deadlines define chapter good standing?

Which membership date, definitions, dues formula, forms, and certification signatures will apply?

Who determines good standing, sends deficiency notices, and hears a disputed determination?

What correction period and consequences apply to late or incomplete submissions?

Which information may be shared with officers, delegates, members, insurers, BCHA, or the public?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

Detailed Guide — Submit Volunteer Reports

Before You Begin

Use the current CH-10 guide, official workbook, classifications, and annual rates.

Record each project on VOL-01 and retain supporting sign-in, agency, mileage, stock-use, equipment, and expense records.

Steps

Enter volunteer activity promptly on the official long-form VOL-01 worksheet. Do not substitute a summary-only sheet.

At month-end, reconcile project totals, duplicates, classifications, dates, and supporting records on VOL-02.

Resolve discrepancies with the project leader and document every correction; do not silently change source data.

At year-end, confirm all projects are included and formulas, classifications, and statewide rates remain unchanged.

Have the Chapter President or another authorized chapter officer review and sign VOL-03.

Transmit VOL-03, the complete annual workbook, and required supporting material to the State Volunteer Hours Coordinator by January 31 unless BCHI publishes another deadline.

Retain proof of transmission and the state acknowledgment. Respond to review questions by the stated date.

Document later corrections, preserve the original submission, and provide a corrected certification when required.

Retain the complete chapter and statewide reporting records for seven years, longer if a grant, agreement, insurer, hold, or law requires.

Completion Check

VOL-01 detail supports every annual total.

VOL-02 reconciliation and VOL-03 certification are complete.

Submission, acknowledgment, and corrections are retained.

CONTROL NOTE Reporting volunteer value does not by itself establish reimbursement eligibility.

HOW 11 — Planning and Approving BCHI Projects

HOW-011

HOW number	HOW-011
Applies to	BCHI and chapter project sponsors, project leaders, volunteers, financial officers, land managers, partners, and approving bodies
HOW owner	Project Sponsor and Project Leader, with authorization and oversight by the body assigned in BCHI or chapter governance
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To ensure that BCHI projects are properly authorized, planned, funded, safely performed, documented, accepted, and closed without creating unintended obligations.

When This HOW Applies

BCHI or a chapter proposes trail work, facilities, corrals, signs, equipment, events, studies, grants, donations, or other work involving people, money, property, or a partner;

work will occur on federal, state, local, tribal, nonprofit, or private property; and

a proposed change in scope, cost, schedule, design, ownership, maintenance, or public recognition affects an approved project.

Responsibility

The sponsor defines the need, beneficiaries, relationship to BCHI purposes, and approving body.

The Project Leader prepares the scope, partner approvals, budget, schedule, procurement, staffing, safety, communications, and closeout plan.

The Treasurer or financial officer verifies funding, restrictions, payment method, reporting, and continuing financial obligations.

The land manager or property owner gives written authorization and defines standards, inspection, ownership, maintenance, signs, and acceptance.

Volunteers follow the approved plan, supervision, safety requirements, and incident-reporting procedure.

Do not begin work, order materials, solicit restricted funds, or promise BCHI labor, ownership, maintenance, or recognition until the required BCHI or chapter action and written land-manager or property-owner approval are complete.

Steps

Step 1. Define the project
Describe the need, location, beneficiaries, scope, exclusions, expected result, sponsor, leader, partner, proposed dates, and how the project supports BCHI purposes. Identify whether the project belongs to BCHI, a chapter, or a joint effort.

Step 2. Confirm authority and preliminary support
Identify the body authorized to approve the project and obtain preliminary partner agreement before substantial planning or fundraising. Check governance, insurance, grant, tax, environmental, and land-management requirements.

Step 3. Conduct a site and feasibility review
Evaluate access, design, permits, environmental or cultural restrictions, equipment, materials, volunteer skills, seasonal limits, emergency communication, hazards, and effects on other users. Record assumptions and unresolved conditions.

Step 4. Develop the written project plan
Set deliverables, drawings or specifications, schedule, work assignments, budget, funding sources and restrictions, purchasing plan, safety plan, communications, reporting, inspection, acceptance, ownership, and maintenance.

Step 5. Obtain approvals and written partner terms
Secure the required recorded BCHI or chapter action and the partner’s written authorization. Confirm location, design, permits, supervision, volunteer documentation, signs, photographs, liability allocation, ownership, acceptance, and future maintenance.

Step 6. Secure funds and procure responsibly
Confirm funds before committing costs. Follow donation, grant, purchasing, conflict-of-interest, contract, and reimbursement rules. Keep bids or quotations, approvals, orders, invoices, receipts, and delivery records.

Step 7. Brief and supervise the work
Before work begins, review scope, tasks, leadership, tools, personal protective equipment, hazards, emergency plan, communications, environmental protections, partner rules, and incident reporting. Record participation as required.

Step 8. Control changes and incidents
Stop or adjust work when unsafe or outside authorization. Obtain approval for material changes in scope, design, cost, partner terms, or continuing obligations. Report incidents under HOW-012 and document corrective action.

Step 9. Inspect, accept, report, and close
Compare the result with the approved plan, correct deficiencies, obtain partner acceptance, reconcile finances, report volunteer accomplishments, transfer ownership or maintenance as authorized, handle unused funds, recognize donors appropriately, and archive the complete record.

Records

proposal, site review, drawings/specifications, feasibility findings, and project plan;

BCHI or chapter authorization, partner approval, permits, insurance review, and agreements;

budget, funding restrictions, bids, contracts, purchases, receipts, and reconciliation;

volunteer roster/hours, briefings, safety plan, changes, incidents, photographs, and progress reports; and

inspection, acceptance, ownership and maintenance terms, final report, recognition approval, and closeout record.

Final Checklist

☐	The project scope, sponsor, leader, location, beneficiaries, and approving body are identified.
☐	Required BCHI or chapter and written partner approvals are complete.
☐	The plan covers budget, funding, procurement, schedule, volunteers, safety, and reporting.
☐	Ownership, maintenance, insurance, permits, signs, and recognition are resolved.
☐	Volunteers received a documented work and safety briefing.
☐	Material changes and incidents were approved and recorded.
☐	Work was inspected and accepted by the appropriate parties.
☐	Finances, reports, unused funds, and records were closed out.

Committee Decisions Pending — Excluded from Operative Guidance

Which project types and dollar or risk levels require chapter, BCHI Board of Directors, Foundation, or other approval?

What standard proposal, project plan, partner agreement, safety plan, and final report forms will be required?

Who may sign contracts, permits, grant agreements, and documents accepting ownership or maintenance?

What insurance review, volunteer documentation, training, and incident thresholds apply?

Who approves material changes, public recognition, transfer of improvements, and disposition of unused restricted funds?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 12 — Reporting Accidents, Injuries, Property Damage, and Safety Incidents

HOW-012

HOW number	HOW-012
Applies to	BCHI and chapter officers, project and event leaders, volunteers, members, participants, witnesses, and persons responsible for insurance or partner notification
HOW owner	The on-scene leader for immediate response; the designated BCHI or chapter Safety/Insurance Officer for reporting, records, and follow-up
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To protect people, animals, property, and BCHI by providing a prompt, consistent response and an accurate, confidential record of accidents, injuries, illnesses, near misses, property damage, environmental events, and other safety incidents.

When This HOW Applies

an injury, illness, missing person, equine or other animal incident, vehicle or trailer event, fire, environmental release, property damage, or law-enforcement contact occurs during BCHI activity;

an event could result in an insurance claim, partner report, medical treatment, public concern, or future corrective action; and

a near miss or unsafe condition reveals a significant risk even though no injury or damage occurred.

Responsibility

Every participant immediately reports an emergency, incident, or serious near miss to the on-scene leader when able.

The on-scene leader protects life, summons help, controls continuing hazards, preserves facts, and initiates required notifications.

The designated reporter completes the adopted incident form promptly and sends it through the approved confidential channel.

The BCHI or chapter officer responsible for insurance and partner relations makes required notifications without admitting liability or promising payment.

The reviewing body identifies corrective action, tracks completion, protects privacy, and retains the record according to adopted policy.

Emergency care comes first. Call 911 or the appropriate emergency service when needed. Do not delay care to complete a form, speculate about fault, admit liability, promise payment, post incident details online, or alter the scene except to protect people, animals, property, or the environment.

Steps

Step 1. Provide immediate aid and summon help
Stop work, assess danger, call emergency services when warranted, provide care within the responder’s training, account for participants, and arrange safe access for responders. Address animal welfare through an appropriate owner or professional.

Step 2. Control continuing hazards
Secure tools, equipment, vehicles, animals, traffic, fire, unstable terrain, weather exposure, or environmental hazards. Preserve the scene when safe, but do not interfere with emergency responders or law enforcement.

Step 3. Notify responsible leaders
Notify the project or event leader and the designated BCHI or chapter Safety/Insurance Officer as soon as practical. Follow partner, land-manager, permit, grant, insurer, and law-enforcement notification requirements.

Step 4. Record facts at the scene
Record date, time, precise location, activity, conditions, people and animals involved, apparent injuries or damage, emergency response, and immediate actions. Identify witnesses and take appropriate photographs without intruding on medical privacy.

Step 5. Protect evidence and privacy
Preserve relevant equipment, documents, rosters, briefings, permits, communications, and photographs. Share medical, personal, insurance, and witness information only with authorized persons. Refer media and public inquiries to the designated spokesperson.

Step 6. Complete the incident report
The designated reporter completes the approved form using objective observations and direct statements. Distinguish facts from estimates; do not assign blame. Attach witness statements, photographs, agency reports, receipts, and other required records.

Step 7. Make insurance and partner reports
The authorized officer submits required notice within the applicable time, even when all details are not yet available. Preserve claim numbers, contacts, copies sent, and follow-up requests. Cooperate truthfully without exceeding assigned authority.

Step 8. Review and correct hazards
The appropriate officer or committee reviews causes and controls, determines whether work should remain suspended, assigns corrective actions, and communicates safety lessons without unnecessary personal identification.

Step 9. Close and retain the record
Document medical or claim follow-up only to the extent authorized, property disposition, partner acceptance, corrective-action completion, and closure. Store the confidential file separately with controlled access and the required retention or legal hold.

Records

emergency call and response information, participant accountability, and immediate-action notes;

completed incident form, witness statements, photographs, maps, agency reports, and relevant equipment or document records;

medical, personal, animal, property, and insurance information kept only to the authorized extent;

BCHI, chapter, insurer, partner, land-manager, law-enforcement, and regulatory notifications; and

review findings, corrective actions, claim or follow-up status, closure, retention class, and legal hold.

Final Checklist

☐	Immediate care, emergency notification, and participant accountability were addressed.
☐	Continuing hazards were controlled and the scene preserved when safe.
☐	Responsible BCHI or chapter leaders and required partners were notified.
☐	Facts, witnesses, conditions, actions, and appropriate photographs were recorded.
☐	The approved incident report is complete, objective, and confidential.
☐	Insurance and required external notices were sent by an authorized person.
☐	Corrective actions have owners and completion dates.
☐	The record is securely filed under the correct retention or legal-hold rule.

Committee Decisions Pending — Excluded from Operative Guidance

What incidents and near misses require written reporting, and within what time?

Who receives the initial report and who is authorized to notify insurers, partners, agencies, families, media, or legal counsel?

Which standard incident, witness, medical-release, property-damage, and corrective-action forms will be used?

When must an activity stop, and who may authorize it to resume?

What confidentiality, access, retention, legal-hold, and review requirements apply to incident records?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 13 — Preparing for the Annual Convention

HOW-013

HOW number	HOW-013
Applies to	BCHI officers, Convention committees, chapters, delegates, presenters, and persons preparing official Convention materials
HOW owner	Convention Chair under the direction of the President and Board of Directors
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To plan and document an orderly Annual Convention in which notice, credentials, reports, elections, proposals, facilities, finances, and records are ready on time.

When This HOW Applies

the Annual Convention calendar and assignments are established;

chapters submit delegate names, reports, nominations, proposals, or agenda requests;

official notice, agenda packets, ballots, facilities, technology, or post-Convention records are prepared.

Responsibility

The Board of Directors establishes authority, dates, location, budget, and required deadlines.

The Convention Chair maintains the master plan and coordinates committees, vendors, facilities, safety, and technology.

The Secretary prepares official notices, agenda materials, credentials records, and the permanent Convention file.

Chapters and officers submit complete materials by the stated deadlines.

Confirm the controlling provision in the current Bylaws, Rules of Order, policies, adopted forms, and applicable law before acting. If they conflict with this procedure, the controlling authority governs.

Steps

Step 1. Establish the master calendar
List every governing and operational deadline, responsible person, approval point, dependency, and distribution date.

Step 2. Confirm site, budget, and agreements
Document facility, accessibility, lodging, meals, technology, emergency, insurance, vendor, cancellation, and payment arrangements within approved authority.

Step 3. Collect official business
Receive officer and committee reports, nominations, proposed amendments, motions, resolutions, delegate certifications, and chapter reports; check completeness and timeliness.

Step 4. Prepare and distribute notice and packet
Issue required notice and distribute the proposed agenda, reports, proposals, election information, credentials instructions, meeting access details, and participant guidance.

Step 5. Prepare meeting operations
Create registration and credentials stations, delegate roll, quorum worksheet, scripts, ballots, tellers materials, presentation files, signs, equipment tests, and contingency plans.

Step 6. Conduct final readiness review
Confirm assignments, finances, safety, parliamentary support, records, communications, and unresolved issues shortly before opening.

Step 7. Close and report
Reconcile finances, collect final records, publish authorized results, complete minutes, track assignments, thank participants, and archive the Convention file.

Records

master calendar, assignment roster, budget, contracts, insurance and facility records;

official notice, agendas, reports, proposals, nominations, credentials, ballots, scripts, and attendance records;

quorum worksheets, election and voting results, minutes, financial reconciliation, evaluations, and follow-up list.

Final Checklist

☐	Authority, dates, site, budget, and deadlines are confirmed.
☐	Required notice and complete materials were distributed properly.
☐	Credentials, quorum, voting, technology, safety, and accessibility are ready.
☐	Post-Convention results, finances, assignments, and records were completed.

Committee Decisions Pending — Excluded from Operative Guidance

What annual planning calendar and submission deadlines will BCHI adopt?

Which body approves the site, budget, contracts, agenda, and late materials?

What packet contents, distribution method, contingency plans, and closeout reports are mandatory?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 14 — Checking In Delegates and Establishing Quorum

HOW-014

HOW number	HOW-014
Applies to	BCHI Convention officers, Credentials Committee, Secretary, chapters, certified delegates, and alternates
HOW owner	Credentials Committee Chair, reporting to the presiding officer and Convention
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To verify delegate eligibility, maintain an accurate certified roll, process authorized substitutions, and establish and monitor the quorum required for Convention business.

When This HOW Applies

delegates and alternates are certified before Convention;

participants check in, change status, leave, return, or request substitution;

quorum must be announced or challenged before or during business.

Responsibility

Chapters certify eligible delegates and alternates using the approved method.

The Credentials Committee verifies identity and authority, issues credentials, maintains the roll, and reports totals.

The presiding officer announces quorum and refers disputes under HOW-018.

The Secretary preserves the certified roll, quorum reports, and changes.

Quorum is a legal and governance safeguard. Use the exact current BCHI formula, including both chapter-representation and certified-delegate requirements when applicable; never estimate or count observers as delegates.

Steps

Step 1. Prepare the preliminary roll
Compile timely chapter certifications, delegate and alternate names, eligibility information, and authorized corrections without changing chapter choices.

Step 2. Verify each participant
Confirm identity, chapter, certification, status, and any required registration; distinguish delegates, alternates, directors, guests, and staff.

Step 3. Process substitutions
Require the approved chapter authorization, record whom the alternate replaces and the effective time, and prevent two people from holding the same voting position.

Step 4. Issue and control credentials
Provide badges, voting cards, electronic credentials, or ballots only after verification; replace lost credentials with a documented cancellation and reissue.

Step 5. Calculate and report quorum
Apply each required part of the quorum rule to the certified roll, show the calculation, and report the number present and the minimum required.

Step 6. Monitor changes
Record arrivals, departures, returns, substitutions, disqualifications, and technical disconnections that affect participation; notify the chair promptly if quorum may be lost.

Step 7. Reconcile and archive
Match attendance, credentials, ballots, and reported totals; document disputes and corrections and file the final certified roll.

Records

chapter certifications, preliminary and final delegate/alternate rolls, and eligibility corrections;

check-in log, credential issue/reissue log, substitutions, attendance changes, and quorum worksheets;

Credentials Committee reports, dispute determinations, voting totals, and final reconciliation.

Final Checklist

☐	Each voting participant is eligible, certified, verified, and recorded once.
☐	Substitutions and credential replacements are authorized and traceable.
☐	Every element of the quorum rule was calculated from the current roll.
☐	Attendance changes and final reconciliation are preserved.

Committee Decisions Pending — Excluded from Operative Guidance

What certification deadline, correction process, and proof of chapter authorization apply?

Who decides routine eligibility questions and contested credentials?

How often must quorum be recalculated, and how are temporary departures or technical failures treated?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 15 — Conducting Electronic or Hybrid Meetings

HOW-015

HOW number	HOW-015
Applies to	BCHI and chapter boards, committees, delegates, officers, members, invited participants, and meeting support staff
HOW owner	Presiding officer, assisted by the Secretary and designated technology host
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To conduct authorized electronic or hybrid meetings in which participants can be identified, hear and be heard, obtain recognition, vote securely, and create a reliable record.

When This HOW Applies

a meeting permits some or all participants to attend electronically;

electronic access is used to satisfy attendance or quorum;

technical failure may affect participation, voting, or the validity of business.

Responsibility

The calling authority confirms electronic participation is authorized and states the access method.

The technology host secures and tests the platform and supports participants.

The presiding officer enforces recognition, debate, voting, and disruption rules.

The Secretary verifies attendance, quorum, motions, votes, and technical interruptions.

Electronic participants count only when the governing requirements are satisfied and they can participate as required. Protect meeting links, ballots, recordings, personal information, and closed-session material.

Steps

Step 1. Select and configure the platform
Provide reliable audio, participant identification, host controls, accessible instructions, approved voting tools, security settings, and a backup communication method.

Step 2. Issue notice and instructions
Send the required notice, agenda, materials, access link, identification rules, technology test opportunity, voting method, and contact for help.

Step 3. Open and verify attendance
Admit authorized participants, confirm names and roles, explain controls and backup procedures, record attendance, and establish quorum.

Step 4. Manage recognition and debate
Require participants to seek recognition, identify themselves before speaking, avoid simultaneous discussion, and use chat only as authorized.

Step 5. Conduct and verify votes
Restate the motion, identify eligible voters, use the approved method, prevent duplicate voting, allow the stated voting period, and announce verifiable totals.

Step 6. Respond to technical problems
Pause when a material failure prevents required participation, document affected people and business, restore access or use the approved backup, and reassess quorum.

Step 7. Close and preserve records
Record adjournment, attendance changes, motions and results, technical incidents, and authorized recordings or chat; secure or delete platform data under policy.

Records

notice, agenda, access instructions, platform settings, tests, and support contacts;

verified attendance, quorum calculations, motions, ballots or vote reports, chat or recording retained when authorized;

technical-incident log, rulings, minutes, and follow-up actions.

Final Checklist

☐	Electronic participation was authorized and properly noticed.
☐	Identity, eligibility, attendance, and quorum were verified.
☐	Recognition, debate, and voting were understandable and secure.
☐	Technical failures and retained electronic records were handled under policy.

Committee Decisions Pending — Excluded from Operative Guidance

Which platforms, security controls, recording rules, and backup methods are approved?

What level of technical failure requires a pause, recess, postponed vote, or adjournment?

How are secret ballots, closed sessions, chat, recordings, and participant support handled?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 16 — Submitting and Processing Motions and Resolutions

HOW-016

HOW number	HOW-016
Applies to	BCHI delegates, directors, officers, committees, chapters, and persons authorized to propose official action
HOW owner	Secretary or designated Governance Coordinator, with the presiding officer
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To receive, review, distribute, consider, amend, decide, and retain motions and resolutions in a consistent form without changing the proposer’s intended substance.

When This HOW Applies

a proposal is submitted before a Convention, Board, chapter, or committee meeting;

a motion or resolution requires advance notice, fiscal review, or governance review;

the final wording, amendments, vote, assignments, or effective date must be preserved.

Responsibility

The proposer supplies clear action language, authority, rationale, cost, implementation, and required notice.

The receiving officer logs the submission and checks procedure without deciding its merits.

The presiding officer rules on consideration and wording under the governing rules.

The Secretary records the exact final text and disposition.

Administrative review may correct format or identify conflicts, but may not silently change substance. Amendments to bylaws or other controlling documents must follow their special notice and voting requirements.

Steps

Step 1. Draft the proposal
State one clear action, responsible body, effective date, funding or implementation needs, and exact text to be added, amended, repealed, or directed.

Step 2. Submit and log
Use the approved form and channel; record submitter, sponsor, date received, meeting, requested action, and attachments.

Step 3. Check completeness and authority
Identify the deciding body, notice and vote requirements, conflicts, fiscal or operational effects, and missing information; return defects for correction.

Step 4. Distribute without advocacy
Place timely items in the proper agenda or packet with review notes clearly separated from the sponsor’s wording.

Step 5. Present and process
Read or display the pending wording, record the maker and seconder when required, process amendments in order, and keep a working copy of exact changes.

Step 6. Record the decision
Capture the final wording, vote method and result, rulings, effective date, assigned responsibility, funding, and required follow-up.

Step 7. Publish and archive
Notify affected parties, update controlled documents only after adoption, link implementation records, and preserve every required version and notice.

Records

submission form, original and revised wording, authority citations, reviews, cost information, and correspondence;

notice and distribution proof, agenda version, amendments, rulings, ballots or vote totals, and minutes;

adopted text, effective date, assignments, implementation proof, revision history, and permanent register.

Final Checklist

☐	The proposal states an unambiguous action and proper deciding body.
☐	Notice, review, distribution, and vote requirements were satisfied.
☐	Every amendment and the final text are exact and traceable.
☐	Results, implementation, and controlled-document updates are recorded.

Committee Decisions Pending — Excluded from Operative Guidance

Which proposals require a standard form, advance deadline, legal, financial, or governance review?

Who may consolidate, return, postpone, or rule a submission out of order?

What motion/resolution register and publication process will BCHI maintain?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

Detailed Guide — Prepare a Board Resolution

Before You Begin

Confirm the Board has authority over the subject and identify any action reserved to delegates or another entity.

Determine the vote threshold, notice, conflict, budget, signature, and legal-review requirements.

Steps

Write a short title that states the subject and action.

Use “WHEREAS” clauses only for facts or context needed to understand the decision. Keep each clause accurate and supportable.

Use one or more “RESOLVED” clauses for the actual decision. State the responsible officer, scope, dollar or time limits, funding source, effective date, reporting duty, and expiration when relevant.

Add related-document instructions only when authorized—for example, directing the Secretary to publish an adopted policy revision after the proper approval.

Cite the controlling bylaw, Rule of Order, policy, budget, delegation, or prior action. Attach supporting material.

Check that the resolution does not purport to amend a higher-level document or bind the BCHI Foundation without the Foundation’s separate authority.

Send the final proposed text to the Secretary for the agenda and required notice. Use GOV-12 when proof of notice is required.

At the meeting, present it as a main motion. The Secretary records the exact text, amendments, vote, conflicts, and result.

After adoption, prepare a clean signed or certified copy and file it with the minutes, attachments, authorization form if used, and REC-01 entry.

Completion Check

Authority, threshold, and notice are confirmed.

Resolved clauses are specific and executable.

Exact adopted text and vote are in the permanent record.

CONTROL NOTE Book 5’s DC-03 is the Convention Resolution Submission Form. Do not use it for a routine Board resolution unless the matter is actually being submitted to the Convention.

HOW 17 — Conducting an Electronic Vote Between Meetings

HOW-017

HOW number	HOW-017
Applies to	BCHI bodies authorized to act between meetings, their eligible voters, officers, Secretary, and election or technology administrators
HOW owner	The officer or body authorized to initiate the vote; Secretary as official recorder
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To conduct an authorized, fair, secure, and verifiable electronic vote between meetings and enter the action into the permanent record.

When This HOW Applies

a decision is needed before the next meeting and governing authority permits action by electronic vote;

eligible voters receive a motion and cast votes during a defined voting period;

quorum, consent, secrecy, authentication, or later ratification requirements apply.

Responsibility

The initiating authority confirms urgency, authority, electorate, quorum, threshold, and voting period.

The Secretary issues identical notice, preserves the exact question, and records results.

The vote administrator protects voter eligibility, ballot integrity, confidentiality, and audit records.

Eligible voters review the full proposal and vote only once by the deadline.

Do not use an between-meeting electronic vote when the governing documents require live debate, prohibit the method, or do not authorize the initiating body. Silence is not a vote unless controlling authority expressly says otherwise.

Steps

Step 1. Confirm authority and need
Cite the provision permitting the vote and record why action cannot reasonably wait; identify the eligible electorate, quorum, required threshold, and whether unanimous consent or ratification applies.

Step 2. Finalize the exact question
Use neutral wording that permits an unambiguous authorized response and includes background, costs, conflicts, effective date, and attachments.

Step 3. Issue simultaneous notice
Send all eligible voters the same materials, opening and closing time with time zone, voting method, amendment or discussion process, help contact, and confidentiality statement.

Step 4. Authenticate and receive votes
Use individual credentials or another approved control, prevent duplicate votes, keep ballots secret when required, and acknowledge receipt without revealing choices.

Step 5. Manage questions and changes
Provide substantive clarifications to all voters; if the question materially changes, cancel and restart with complete notice rather than altering an open ballot.

Step 6. Close, verify, and determine result
Close at the stated time, preserve late or invalid submissions separately, verify eligibility and quorum, calculate the required threshold, and obtain independent review when required.

Step 7. Announce and record
Report the exact question, electorate, participation, vote totals or authorized secret-ballot result, outcome, effective date, and assignments; enter the action in the next minutes.

Records

authority determination, urgency statement, exact question, voter roll, notice, materials, and clarifications;

authentication and ballot audit record, valid/invalid/late vote treatment, quorum and threshold calculation;

certified result, announcement, implementation, and entry in the next meeting minutes.

Final Checklist

☐	Authority, electorate, quorum, threshold, and timing were confirmed before notice.
☐	All voters received identical complete information and a fair opportunity to vote.
☐	Ballots were authenticated, secure, and counted under the stated rules.
☐	The result and later minute entry preserve a complete audit trail.

Committee Decisions Pending — Excluded from Operative Guidance

Which bodies and subjects may use between-meeting electronic voting?

What notice period, discussion process, quorum, threshold, authentication, secrecy, and recount rules apply?

When is independent certification or later ratification required?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

Detailed Guide — Conduct an Electronic Vote

Before You Begin

Confirm the meeting or action is authorized electronically and that required notice, quorum, and participation conditions are met.

Identify eligible voters, required threshold, vote method, secrecy requirement, and contingency for technical failure.

Steps

Create EL-02 and record the body, question or office, date, platform, administrator, eligibility source, and required threshold.

Configure individual access and prevent duplicate or unauthorized voting. For a secret ballot, separate identity verification from ballot content.

Provide access instructions and a support contact before the meeting; test the platform without using the live ballot.

At the meeting, verify identities and electronic presence. Confirm quorum immediately before voting and monitor any loss of connection that affects presence.

The chair states the exact question and voting options, closes debate under the applicable rule, and announces the opening and closing time.

Open the vote. Do not allow proxies when electronic participation is available and prohibited by the governing rules.

Close the vote at the announced time. Reconcile eligible voters, ballots or responses issued, votes cast, blank or invalid votes, and any technical irregularities.

Have the independent verifier or tellers confirm the result. Complete EL-02 and DC-05; complete TEL-01 for an election.

The chair announces the result. The Secretary records the exact question, threshold, count, outcome, challenges, and quorum status in the minutes.

Store the platform export, audit report, forms, notices, and verification record under the applicable secrecy and retention requirements.

Completion Check

One vote per eligible voter is enforced.

Quorum and threshold are recorded.

Secret-ballot identity data is separated from vote content.

CONTROL NOTE GOV-15 documents an authorized Board written consent without a meeting; it is not a substitute for EL-02 at an electronic meeting.

HOW 18 — Handling a Delegate-Credential or Voting Dispute

HOW-018

HOW number	HOW-018
Applies to	Convention delegates, alternates, chapters, Credentials Committee, tellers, presiding officer, Secretary, and affected voters
HOW owner	Credentials Committee for fact review; deciding authority as established by the governing documents
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To resolve delegate-credential and voting disputes promptly, impartially, and on a documented record while protecting the Convention’s ability to proceed.

When This HOW Applies

certification, eligibility, substitution, seating, ballot issue, voter identity, duplicate vote, count, or announced result is challenged;

a chapter or individual requests review of a credentials or voting determination;

temporary seating or preservation of disputed ballots is needed.

Responsibility

The challenger states the issue and available evidence promptly.

The reviewing committee gathers facts and applies published rules without advocacy.

The presiding officer protects order and refers the matter to the proper authority.

The Secretary preserves the challenge, determination, appeal, and effect on business.

Never decide a contested vote by convenience or personal preference. Segregate disputed credentials or ballots, avoid disclosure of secret choices, and apply the same standards to similarly situated participants.

Steps

Step 1. Receive and identify the challenge
Record who challenges what, the requested remedy, time raised, affected chapter or vote, and whether action must pause.

Step 2. Preserve the status quo and evidence
Secure certifications, logs, credentials, ballots, electronic audit records, notices, rules, and witness information; segregate disputed material without altering it.

Step 3. Notify affected parties
Explain the issue, controlling process, temporary status, opportunity to respond, deciding authority, and expected timing.

Step 4. Review facts and authority
Verify certifications, identity, eligibility, substitutions, check-in, quorum, ballot controls, count sheets, and governing provisions; disclose conflicts and recuse when required.

Step 5. Make and state the determination
Issue a clear decision and remedy, such as seating, nonseating, corrected roll, recount, corrected total, new vote, or no change, with concise reasons.

Step 6. Process any authorized appeal
Explain the appeal method and deadline, forward the complete record, and preserve the initial decision unless the rules provide otherwise.

Step 7. Correct records and close
Update credentials, quorum, vote result, minutes, announcements, and implementation; file confidential ballots separately and document final disposition.

Records

written or recorded challenge, notice, responses, certifications, rolls, credentials, ballots, logs, and witness information;

conflict disclosures, review notes, authority citations, determination, remedy, and appeal;

corrected quorum or results, announcements, minutes, implementation, and final disposition.

Final Checklist

☐	The issue, requested remedy, timing, and affected business are clear.
☐	Evidence and ballot secrecy were protected.
☐	Affected parties had notice and a fair opportunity to respond.
☐	Decision, appeal, corrections, and final record are complete.

Committee Decisions Pending — Excluded from Operative Guidance

Who has initial and final authority over each type of dispute?

What filing deadline, temporary-seating rule, evidence standard, appeal process, and vote-recount method apply?

When must Convention business pause or a vote be repeated?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 19 — Appointing and Operating a BCHI Committee

HOW-019

HOW number	HOW-019
Applies to	BCHI and chapter appointing authorities, committee chairs, members, staff support, and liaisons
HOW owner	Appointing authority and committee chair
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To create committees with clear authority, membership, work plans, reporting, records, financial controls, and an orderly conclusion.

When This HOW Applies

a standing, special, advisory, Convention, project, or joint committee is established;

committee membership, scope, budget, deadline, or authority changes;

a committee reports, recommends action, completes its assignment, or is dissolved.

Responsibility

The appointing authority issues a written charge and selects members under governing rules.

The chair organizes meetings, assignments, participation, reports, and records within the charge.

Members disclose conflicts, prepare, participate, and protect confidential information.

The Secretary or liaison maintains the official roster, charge, reports, and final records.

A committee may investigate, advise, or act only within authority expressly granted. It may not bind BCHI, spend funds, sign agreements, speak officially, or change its charge without authorization.

Steps

Step 1. Issue the written charge
State purpose, authority, deliverables, boundaries, membership, chair, liaison, budget, reporting line, deadline, and whether the committee may act or only recommend.

Step 2. Appoint and orient members
Confirm eligibility, balance of representation, acceptance, conflicts, confidentiality, governing materials, records location, and expected participation.

Step 3. Create the work plan
Break deliverables into tasks, owners, milestones, meetings, information needs, consultation, expenses, and decision points.

Step 4. Conduct meetings
Give notice, use an agenda, establish required attendance or quorum, record recommendations and votes, manage recusals, and assign follow-up.

Step 5. Control communications and resources
Use authorized channels, protect records, obtain approval before expenses or commitments, and identify drafts as committee work until adopted.

Step 6. Report progress and recommendations
Provide concise status reports and submit final recommendations with rationale, costs, implementation needs, minority views when authorized, and requested action.

Step 7. Close, renew, or dissolve
Confirm disposition by the appointing authority, complete assignments and finances, transfer records and property, remove access, evaluate work, and document closure or renewed charge.

Records

written charge, appointment records, roster, disclosures, orientation, and work plan;

notices, agendas, attendance, minutes or action logs, research, correspondence, expenses, and progress reports;

final report, appointing-body action, implementation assignments, records transfer, and closure or renewal.

Final Checklist

☐	The charge clearly defines authority, scope, deliverables, term, and reporting.
☐	Membership, conflicts, access, budget, and work plan are documented.
☐	Meetings and recommendations remain within authority and are recorded.
☐	Final disposition, records, property, finances, and access are closed out.

Committee Decisions Pending — Excluded from Operative Guidance

Who appoints chairs and members and may remove or replace them?

What committee quorum, voting, meeting, confidentiality, expense, and reporting rules apply?

Which committees are standing, what are their standard charges, and when do appointments expire?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 20 — Filling an Officer or National Director Vacancy

HOW-020

HOW number	HOW-020
Applies to	BCHI officers, Board of Directors, delegates, National Directors, chapters, nominees, and election administrators
HOW owner	President or other officer designated by the governing documents; Secretary administers notice and records
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To identify a vacancy, maintain continuity, solicit and verify candidates, complete the authorized appointment or election, and transfer duties and records.

When This HOW Applies

an officer or National Director resigns, dies, becomes ineligible, is removed, or cannot serve;

a vacancy must be declared or an acting assignment is needed;

the vacancy is filled for the remainder of a term or until an election.

Responsibility

The appropriate authority determines and records that a vacancy exists.

The Secretary gives required notice and maintains nominations, eligibility, voting, and acceptance records.

The deciding body fills the vacancy using the method and threshold in the governing documents.

The appointee or electee accepts, discloses conflicts, and completes the transition.

A vacancy does not authorize an informal permanent replacement. Distinguish acting assignments from appointment or election, and do not allow a person to vote on filling a vacancy unless entitled to do so.

Steps

Step 1. Confirm and document the vacancy
Obtain resignation or other reliable evidence, cite the governing basis and effective date, identify the remaining term, and notify responsible leaders.

Step 2. Provide temporary continuity
Use only authorized succession or acting arrangements, limit temporary authority, protect records and funds, and begin the transition inventory.

Step 3. Determine the filling method
Identify who nominates, who decides, required notice, eligibility, vote threshold, ballot method, term, and any later election or confirmation.

Step 4. Solicit and verify candidates
Use a fair notice and nomination process; obtain consent, qualifications, membership status, conflicts, and other required information.

Step 5. Conduct appointment or election
Present eligible candidates, allow authorized consideration, use the required ballot and threshold, resolve ties, and certify the result.

Step 6. Obtain acceptance and announce
Record acceptance, office, effective date, term end, and any conditions; notify chapters, partners, banks, BCHA, or others as appropriate.

Step 7. Complete transition and records
Transfer authority, files, property, accounts, calendar, and pending business under HOW-008; update rosters and preserve the vacancy file.

Records

resignation or vacancy evidence, declaration, effective date, continuity actions, and authority citations;

notice, nominations, consents, qualifications, eligibility and conflict review, ballots, count, and certification;

acceptance, term, announcements, access and roster changes, and completed transition record.

Final Checklist

☐	The vacancy, effective date, remaining term, and temporary authority are documented.
☐	The proper filling method, electorate, notice, eligibility, and threshold were used.
☐	The result and acceptance were certified and announced.
☐	Authority, records, accounts, and pending work were transferred.

Committee Decisions Pending — Excluded from Operative Guidance

What event creates a vacancy and who formally declares it?

What acting authority is available and for how long?

What nomination period, eligibility review, voting method, tie process, and term apply to each office?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 21 — Removing or Replacing an Officer

HOW-021

HOW number	HOW-021
Applies to	BCHI officers, Board of Directors, delegates, chapters, complainants, affected officeholders, and reviewing bodies
HOW owner	The body granted removal authority by the governing documents
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To address alleged inability, ineligibility, misconduct, neglect, or loss of confidence through a fair, confidential, and documented process before removal or replacement.

When This HOW Applies

formal removal, suspension, limitation of authority, or replacement is requested;

an officer’s eligibility, capacity, conduct, or performance is materially questioned;

interim safeguards or a vacancy transition may be required.

Responsibility

The receiving officer routes the matter without prejudging it and protects the record.

The authorized body provides notice, impartial review, opportunity to respond, and the required decision process.

Conflicted persons disclose and recuse; the affected officer cooperates with lawful safeguards.

The Secretary records only the official action and maintains confidential supporting material separately.

Removal can affect reputation and legal rights. Follow the exact authority, notice, cause, hearing, vote, and appeal provisions; maintain confidentiality, avoid retaliation, and obtain qualified advice when warranted.

Steps

Step 1. Confirm jurisdiction and immediate risk
Identify the office, alleged basis, removal authority, required process, and whether temporary protection of people, funds, systems, or records is authorized.

Step 2. Require a specific written statement
Document relevant conduct, dates, duties, evidence, requested action, and witnesses; separate performance concerns from policy disagreements.

Step 3. Screen conflicts and appoint review
Disclose relationships and bias, recuse as required, select an impartial reviewer or body, and establish secure records and communications.

Step 4. Give notice and opportunity to respond
Provide the allegations, governing provisions, evidence allowed, proposed action, meeting or response deadline, representation rights if any, and confidentiality expectations.

Step 5. Conduct the authorized review or hearing
Consider reliable relevant information, allow fair presentation and questions under adopted rules, maintain order, and create an appropriate record.

Step 6. Decide and communicate
Use the required vote and standard; state findings, action, effective date, conditions, appeal or reconsideration rights, and limits on disclosure.

Step 7. Secure transition and follow-up
Protect assets and access, apply HOW-008 and HOW-020 as needed, notify only those who need to know, monitor retaliation or conditions, and retain records.

Records

written concerns, jurisdiction review, safeguards, conflict disclosures, appointment of reviewer, and notices;

responses, evidence, hearing or review record, findings, motion, vote, decision, and appeal;

access and property changes, vacancy and transition records, limited announcements, and follow-up.

Final Checklist

☐	The authorized body and exact required process were confirmed.
☐	Conflicts, confidentiality, notice, and opportunity to respond were handled fairly.
☐	The decision used the correct vote and contains clear findings and effect.
☐	Assets, access, vacancy, transition, notices, and records are controlled.

Committee Decisions Pending — Excluded from Operative Guidance

What causes and interim safeguards are authorized for each office?

What notice, evidence, hearing, vote, confidentiality, appeal, and recusal rules apply?

Who receives complaints when the President or entire deciding body is implicated?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 22 — Using the BCHI Name, Logo, Letterhead, and Public Statements

HOW-022

HOW number	HOW-022
Applies to	BCHI, chapters, officers, committees, members, volunteers, contractors, sponsors, partners, and event organizers
HOW owner	President or designated Communications Officer; chapters control authorized chapter communications within BCHI standards
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To protect BCHI identity and public trust by ensuring accurate, consistent, authorized use of its name, logo, letterhead, sponsorship recognition, websites, social media, and public statements.

When This HOW Applies

BCHI identity appears on print, signs, apparel, merchandise, websites, social media, fundraising, sponsorship, grants, events, or partner materials;

a person speaks to media, agencies, legislators, partners, or the public on BCHI’s behalf;

a questionable, outdated, altered, political, commercial, or unauthorized use is reported.

Responsibility

The communications owner maintains approved identity files, usage guidance, and authorized channels.

Officers and chapters obtain required approval and accurately identify whether they speak for BCHI, a chapter, or themselves.

Project and event leaders verify donor, sponsor, partner, and sign recognition before publication.

Anyone finding misuse reports it promptly and preserves examples.

Personal opinions must not be presented as BCHI positions. Do not imply endorsement of candidates, parties, products, businesses, fundraising beneficiaries, or partner statements without explicit authority.

Steps

Step 1. Identify the speaker and purpose
Determine whether the communication is official BCHI, chapter, committee, project, event, educational, fundraising, or personal, and identify the intended audience.

Step 2. Confirm authority and approvals
Verify who may speak, sign, publish, fundraise, co-brand, use letterhead, or approve a logo placement; obtain written approval when required.

Step 3. Use approved identity assets
Use current files, colors, proportions, chapter naming, disclaimers, and accessibility practices; do not distort, recreate, combine, or license the logo without permission.

Step 4. Verify content
Check facts, governing position, names, dates, links, partner acknowledgments, privacy, copyright, safety, and whether confidential or pending matters are excluded.

Step 5. Publish through the proper channel
Use an authorized account, retain account control, identify contact information, and keep personal accounts clearly personal.

Step 6. Respond to media and controversy
Refer high-risk inquiries to the spokesperson, prepare approved key facts, correct material errors promptly, and avoid speculation or disclosure of confidential matters.

Step 7. Retain and review
Archive final official communications and approvals, remove obsolete material, correct unauthorized uses, and periodically review accounts, access, and identity files.

Records

approved logo and identity files, usage guide, account and spokesperson authorizations;

drafts requiring approval, approvals, releases, sponsorship and partner terms, final publications, and corrections;

reported misuse, response, account access review, and archived official statements.

Final Checklist

☐	The speaker, organizational level, purpose, and authority are clear.
☐	Current identity assets and required approvals or disclaimers were used.
☐	Facts, privacy, copyright, partner recognition, and governing positions were checked.
☐	Official publication, correction, archive, and account control are documented.

Committee Decisions Pending — Excluded from Operative Guidance

Who approves state and chapter uses, co-branding, merchandise, fundraising, sponsorship, signs, and public statements?

What logo standards, political-activity limits, disclaimers, release requirements, and social-media rules apply?

Who may demand correction or removal of unauthorized use?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 23 — Disclosing and Managing Conflicts of Interest

HOW-023

HOW number	HOW-023
Applies to	BCHI and chapter officers, directors, delegates, committee members, employees or contractors if any, and persons influencing transactions or decisions
HOW owner	President or committee chair for meeting disclosures; Secretary or designated ethics custodian for annual records
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To identify actual, potential, and apparent conflicts early and manage them through disclosure, recusal, independent review, and complete records.

When This HOW Applies

a person or related party may receive financial, professional, organizational, family, or personal benefit from a BCHI decision;

a person participates in selecting a vendor, grant recipient, partner, employee, contractor, officer, or award recipient;

annual disclosure or a meeting-specific disclosure is required.

Responsibility

Each covered person makes timely complete disclosure and does not decide personally whether the conflict is harmless.

The presiding officer or authorized body determines management steps and documents them.

Disinterested decision-makers evaluate fairness and BCHI’s best interests.

The Secretary protects disclosures and records recusals and decisions in the minutes.

Disclosure does not automatically cure a conflict. A conflicted person should not receive confidential material, influence discussion, count toward a vote, or remain present when the adopted policy requires recusal.

Steps

Step 1. Complete periodic disclosure
Identify financial interests, outside roles, close relationships, gifts, transactions, and other interests covered by policy; update promptly when circumstances change.

Step 2. Disclose the specific matter
Before discussion or action, state the nature and extent of the interest to the chair and authorized body without waiting to be asked.

Step 3. Determine the management plan
The disinterested authority decides whether disclosure alone, limits, recusal, competitive review, independent valuation, or prohibition is required.

Step 4. Separate the interested person
Restrict documents, discussion, negotiation, influence, presence, quorum treatment, and voting as required; record departure and return.

Step 5. Evaluate and decide independently
Compare alternatives, cost, quality, terms, mission benefit, and fairness; use the required vote of eligible disinterested persons.

Step 6. Document accurately
Minutes identify the disclosed conflict, person absent or abstaining, management steps, alternatives considered, and decision without unnecessary private detail.

Step 7. Monitor and retain
Verify compliance with conditions, payments, contracts, or continuing relationships; address nondisclosure and retain annual forms and transaction records securely.

Records

annual and updated disclosures, meeting-specific notices, and conflict determinations;

competitive bids, valuations, alternatives, independent reviews, recusals, eligible vote, minutes, and agreement terms;

monitoring, corrective action, nondisclosure review, and retention/access records.

Final Checklist

☐	Covered interests were disclosed before participation.
☐	Disinterested authority selected and enforced the management plan.
☐	Alternatives, fairness, recusal, quorum, and vote were properly evaluated.
☐	Minutes and confidential supporting records are complete.

Committee Decisions Pending — Excluded from Operative Guidance

Who must file disclosures, how often, and what relationships or value thresholds are covered?

Who determines conflicts and consequences of nondisclosure?

How do recusals affect quorum, access, discussion, voting, and minutes?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 24 — Receiving and Resolving Complaints

HOW-024

HOW number	HOW-024
Applies to	BCHI, chapters, officers, members, volunteers, participants, complainants, respondents, witnesses, and appointed reviewers
HOW owner	Designated Complaint Coordinator or the nonconflicted officer/body established by policy
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To receive, assess, review, resolve, and retain complaints consistently while providing fair notice, protecting confidentiality, and preventing retaliation.

When This HOW Applies

a written or oral concern alleges misconduct, policy violation, unsafe conduct, discrimination, harassment, retaliation, misuse of funds or authority, or other BCHI-related harm;

a complaint must be referred to a chapter, BCHI, insurer, land manager, law enforcement, or another process;

review, corrective action, appeal, or closure must be documented.

Responsibility

The recipient protects immediate safety, acknowledges the complaint, and routes it promptly.

The coordinator determines jurisdiction, conflicts, interim safeguards, and the appropriate review path.

The reviewer is impartial, gathers relevant facts, and gives the respondent a fair opportunity to answer.

Decision-makers communicate and enforce authorized outcomes and protect records.

Do not promise absolute confidentiality, conduct an informal investigation through gossip, retaliate, or delay emergency or legally required reporting. Complaints involving crime, abuse, immediate danger, insurance, or legal obligations may require prompt outside notice.

Steps

Step 1. Receive and stabilize
Listen respectfully, address immediate danger or medical need, preserve evidence, explain next steps and confidentiality limits, and avoid deciding merits on first contact.

Step 2. Document and acknowledge
Record complainant, respondent, conduct, dates, locations, witnesses, supporting material, requested resolution, and receipt date; provide acknowledgment and contact.

Step 3. Assess jurisdiction and conflicts
Identify applicable BCHI or chapter authority, other required process, reporting duties, limitation periods, conflicts, and whether referral or joint handling is necessary.

Step 4. Set interim safeguards
Use only authorized, proportionate measures to protect people, funds, records, events, or the integrity of review without treating allegations as proven.

Step 5. Conduct impartial review
Notify the respondent of allegations, gather and test relevant information, interview fairly, allow responses, document credibility and unresolved conflicts, and protect against retaliation.

Step 6. Decide and communicate
The authorized body applies the adopted standard, states findings and actions, gives appropriate notice to the parties, and explains appeal or reconsideration rights.

Step 7. Implement, monitor, and close
Assign corrective actions, referrals, training, restitution, restrictions, or other authorized remedies; monitor completion and retaliation, issue closure notice, and retain the file securely.

Records

complaint, acknowledgment, jurisdiction and conflict review, referrals, mandatory reports, and interim safeguards;

notices, responses, interview notes, evidence log, review findings, decision, actions, and appeal;

implementation, monitoring, retaliation reports, closure notice, confidentiality and retention record.

Final Checklist

☐	Immediate safety, evidence, acknowledgment, and reporting duties were addressed.
☐	Jurisdiction, conflicts, confidentiality limits, and fair notice are documented.
☐	Review and decision were impartial and used the proper authority and standard.
☐	Actions, appeal, monitoring, closure, and secure records are complete.

Committee Decisions Pending — Excluded from Operative Guidance

What complaints are covered and where are they filed?

What acknowledgment, review, decision, and appeal timelines and standards apply?

Who handles complaints involving a chapter, President, Board majority, minors, criminal conduct, or conflicts throughout the normal chain?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 25 — Addressing Chapter Noncompliance, Suspension, or Revocation

HOW-025

HOW number	HOW-025
Applies to	BCHI Board of Directors, officers, chapters, delegates, members, compliance reviewers, and custodians of BCHI property and records
HOW owner	Board of Directors or other body granted authority by the Bylaws
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To identify chapter noncompliance, provide notice and a reasonable corrective opportunity, decide authorized sanctions fairly, and protect members, records, funds, property, insurance, and BCHI identity.

When This HOW Applies

a chapter misses required reports, dues, officer, membership, insurance, financial, governance, or other good-standing requirements;

serious or repeated conduct may warrant restriction, suspension, revocation, or emergency safeguards;

a chapter seeks appeal, reinstatement, reactivation, merger, or orderly closure.

Responsibility

The State Secretary or designated officer maintains objective compliance records and sends deficiency notices.

The chapter responds, corrects deficiencies, preserves assets and records, and identifies a responsible contact.

The authorized BCHI body reviews facts, conflicts, proportionality, and member impact before action.

The Treasurer and records custodian protect funds, property, insurance information, and official records during transition.

Suspension or revocation must rest on express authority and fair process. Do not seize chapter assets, expose member information, cancel coverage, or announce wrongdoing beyond what governing documents, agreements, law, and the final decision authorize.

Steps

Step 1. Identify and verify the deficiency
Compare objective facts with the exact requirement, confirm records and prior notices, distinguish administrative error from substantive or urgent noncompliance, and disclose reviewer conflicts.

Step 2. Send written notice
State each deficiency, governing authority, evidence, required correction, available assistance, response deadline, possible consequences, contact, and review or hearing process.

Step 3. Receive response and corrective plan
Allow the chapter to correct errors, submit evidence, explain circumstances, and propose tasks, owners, milestones, monitoring, and completion dates.

Step 4. Monitor correction
Confirm submissions, payments, elections, governance changes, financial safeguards, training, insurance, or other remedies; document extensions or failures consistently.

Step 5. Conduct authorized review
If unresolved or serious, give notice and opportunity to be heard, consider reliability, severity, repetition, member impact, prior efforts, alternatives, and emergency risks.

Step 6. Decide and notify
Use the required vote and issue written findings, status, restrictions, effective date, duration, conditions, appeal rights, public wording, and treatment of BCHI name, insurance, funds, property, and records.

Step 7. Implement, appeal, and reinstate or close
Track sanctions and appeal, protect members and assets, verify every reinstatement condition, restore status by authorized action, or complete revocation and records disposition lawfully.

Records

compliance calendar, submitted and missing items, verification, prior assistance, notices, responses, and corrective plans;

monitoring, conflict disclosures, hearing or review record, findings, motion, vote, decision, appeal, and announcements;

insurance, funds, property, identity, member and records safeguards, reinstatement proof, or final closure disposition.

Final Checklist

☐	Each deficiency is verified against an exact requirement and reliable record.
☐	The chapter received clear notice, assistance, time to respond, and fair review.
☐	The authorized body used the correct vote and imposed a documented proportionate result.
☐	Appeal, reinstatement or closure, members, assets, identity, and records are protected.

Committee Decisions Pending — Excluded from Operative Guidance

What deficiencies, cure periods, progressive actions, and emergency safeguards apply?

Which body may restrict, suspend, revoke, hear appeals, or reinstate, and by what vote?

How are insurance, BCHI identity, chapter assets, restricted funds, records, members, and public notice handled at each status?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 26 — Forming and Recognizing a New Chapter

HOW-026

HOW number	HOW-026
Applies to	Prospective chapters, BCHI officers and Board of Directors, sponsoring chapters, organizers, and prospective members
HOW owner	BCHI President or designated Chapter Development Coordinator, with recognition by the body authorized in the Bylaws
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To guide an organizing group from initial inquiry through documented BCHI recognition, orientation, and good standing.

When This HOW Applies

a group asks to organize or affiliate as a BCHI chapter;

BCHI evaluates territory, membership, governance, finances, insurance, or readiness;

provisional or final recognition, orientation, or first-year review is required.

Responsibility

Organizers recruit eligible members, choose interim leaders, adopt required documents, and submit complete information.

The Chapter Development Coordinator provides current requirements, forms, deadlines, and coaching without promising recognition.

The Secretary verifies the application and preserves the official chapter record.

The authorized BCHI body decides recognition and any conditions.

Confirm the controlling provision in the current Bylaws, Rules of Order, policies, adopted forms, contracts, and applicable law before acting. If they conflict with this procedure, the controlling authority governs.

Steps

Step 1. Hold an initial consultation
Explain BCHI purpose, chapter responsibilities, state and national relationships, dues, insurance, reporting, governance, and the recognition process.

Step 2. Confirm organizing readiness
Identify the proposed name, service area, members, interim officers, meeting capability, intended activities, and possible conflicts with existing chapters.

Step 3. Build the organizing record
Collect the member roster and consents; adopt required bylaws or standard governing document; approve officers, fiscal controls, bank arrangements, and communications contacts.

Step 4. Complete orientation and risk review
Provide instruction on finances, records, membership privacy, projects, safety, insurance, BCHI identity, reports, and officer transition.

Step 5. Submit and verify the application
Log the application and check eligibility, minimum membership, documents, dues or fees, officer information, conflicts, and required endorsements; return deficiencies for correction.

Step 6. Consider recognition
Distribute the complete record to the deciding body, disclose conflicts, allow questions, and record the motion, vote, conditions, effective date, and chapter identifier.

Step 7. Launch and monitor
Notify the chapter and affected BCHI offices, update rosters and systems, provide access and materials, assign support, and conduct the required first-year review.

Records

inquiry, organizer contacts, proposed name and territory, membership roster, and orientation record;

application, governing documents, officer list, financial setup, approvals, and correspondence;

recognition motion and vote, conditions, effective date, identifiers, system updates, and first-year review.

Final Checklist

☐	Organizers received complete current requirements and orientation.
☐	Membership, leadership, governance, finance, insurance, and reporting readiness were verified.
☐	The authorized body acted on a complete application and recorded its decision.
☐	Recognition conditions, system access, support, and follow-up were completed.

Committee Decisions Pending — Excluded from Operative Guidance

What minimum membership, organizing period, territory, sponsorship, documents, and fees are required?

Which body grants provisional and final recognition, by what vote, and with what conditions?

What orientation, first-year reporting, mentoring, and review are mandatory?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 27 — Merging, Dissolving, or Reactivating a Chapter

HOW-027

HOW number	HOW-027
Applies to	BCHI chapters, members, officers, Board of Directors, Treasurer, Secretary, neighboring chapters, and affected partners
HOW owner	BCHI President and Secretary, with action by each body authorized in the governing documents
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To manage a chapter merger, voluntary dissolution, inactive status, or reactivation lawfully while protecting members, restricted funds, records, property, insurance, and BCHI identity.

When This HOW Applies

two or more chapters propose to combine;

a chapter becomes inactive or votes to dissolve;

BCHI status, insurance, assets, records, obligations, or member placement must be resolved;

a former chapter seeks reactivation.

Responsibility

Chapter leaders give members proper notice, inventory obligations and assets, and obtain required chapter action.

BCHI verifies authority, member impact, restrictions, insurance, identity, and state-level requirements.

Treasurers reconcile accounts and protect restricted funds; records custodians secure permanent files.

The authorized body approves status changes and conditions.

Do not distribute assets, transfer restricted funds, cancel coverage, dispose of records, or continue using the BCHI name until the controlling documents, donor restrictions, agreements, and applicable law have been reviewed.

Steps

Step 1. Identify the proposed status change
Document whether the request is a merger, dissolution, inactive status, administrative closure, or reactivation; identify the initiating authority and reason.

Step 2. Give notice and consult members
Provide the required notice, proposal, effects, alternatives, meeting or ballot details, and opportunity for members and affected chapters to respond.

Step 3. Inventory the chapter
List members, officers, bank and investment accounts, restricted and unrestricted funds, property, contracts, debts, claims, insurance, records, websites, credentials, and pending projects.

Step 4. Adopt the chapter action
Use the required meeting, quorum, vote, minutes, and filings; state the effective date, successor, asset and record plan, and authorized signers.

Step 5. Obtain BCHI determination
Submit the complete record for review and authorized action on recognition, status, territory, name, insurance, membership, and conditions.

Step 6. Implement and reconcile
Pay or provide for obligations, transfer assets and restricted funds lawfully, move members, close or rename accounts, revoke access, preserve records, notify partners, and update public information.

Step 7. Reactivate when applicable
Verify current members, officers, governance, finances, insurance, training, reports, prior obligations, and name availability; document the decision and monitor restored good standing.

Records

proposal, notices, member communications, chapter motion and vote, and BCHI determination;

asset, fund, restriction, property, contract, insurance, access, membership, and records inventories;

transfers, closures, receipts, notices, filings, final or opening financial report, and reactivation conditions.

Final Checklist

☐	The correct status, authority, notice, quorum, and vote were verified.
☐	Members, obligations, assets, restricted funds, property, insurance, identity, and records were inventoried.
☐	Chapter and BCHI actions and effective dates are documented.
☐	Transfers, closures, member placement, notifications, and any reactivation review are complete.

Committee Decisions Pending — Excluded from Operative Guidance

What creates inactive status, and when may BCHI initiate administrative closure?

What votes and approvals govern merger, dissolution, reactivation, territory, and successor status?

How must assets, restricted funds, records, members, insurance, property, and BCHI identity be handled?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 28 — Purchasing Goods and Reimbursing Expenses

HOW-028

HOW number	HOW-028
Applies to	BCHI and chapter officers, directors, committees, project leaders, volunteers, purchasers, approvers, and treasurers
HOW owner	Treasurer, with the budget owner and approving authority
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To obtain needed goods and services at a reasonable cost and reimburse authorized expenses through consistent approval, documentation, payment, and review controls.

When This HOW Applies

BCHI or a chapter purchases goods or routine services;

a person requests an advance, uses personal funds, or seeks mileage or other reimbursement;

bids, sales tax treatment, receiving, return, dispute, or asset recording is required.

Responsibility

The requester confirms need, budget, specifications, and approval before committing funds.

The approver verifies authority, reasonableness, conflicts, and available funds.

The purchaser follows sourcing rules and does not split purchases to avoid approval limits.

The Treasurer verifies documentation, coding, authorization, and payment.

No person may approve their own reimbursement or use BCHI funds for personal benefit. A budget line alone does not necessarily authorize a purchase; use the adopted approval limits and conflict-of-interest rules.

Steps

Step 1. Define the need and cost
Describe the item or service, quantity, purpose, delivery, total expected cost, budget account, ownership, and any safety, warranty, or compatibility requirement.

Step 2. Obtain prior authorization
Use the approval required for the total commitment, including shipping, tax, recurring charges, and related purchases; document any emergency exception.

Step 3. Source fairly
Obtain the required number of quotes or document why competition is impractical; consider price, quality, availability, warranty, vendor reliability, and conflicts.

Step 4. Place and document the order
Use BCHI purchasing methods when available, confirm tax status, delivery address, return terms, and authorized signer, and retain the order and approval.

Step 5. Receive and inspect
Confirm quantity and condition, record receipt, report shortages or damage, secure the item, and enter controlled equipment in the property record.

Step 6. Submit reimbursement or payment
Provide the approved form, itemized receipt or invoice, business purpose, date, account, mileage or travel detail, and claimant certification by the deadline.

Step 7. Review, pay, and reconcile
A person other than the claimant approves; the Treasurer checks duplicates and documentation, pays by an auditable method, records the transaction, and resolves advances, returns, credits, or disputes.

Records

request, budget verification, approvals, bids or price comparisons, conflict disclosures, and exception justification;

purchase order, contract if any, itemized receipt or invoice, receiving record, warranty, and property entry;

reimbursement form, mileage or travel support, payment evidence, accounting entry, advance reconciliation, returns, and credits.

Final Checklist

☐	Need, budget, total cost, authority, and conflicts were checked before commitment.
☐	Required quotes and purchasing method were used without splitting the purchase.
☐	Goods or services were received, inspected, and recorded as needed.
☐	Payment or reimbursement has itemized support, independent approval, correct coding, and reconciliation.

Committee Decisions Pending — Excluded from Operative Guidance

What dollar thresholds require one quote, multiple quotes, Board approval, or a formal contract?

What expenses, mileage rate, travel rules, documentation, deadlines, advances, and emergency exceptions are allowed?

Who may approve purchases and reimbursements at each organizational level?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 29 — Preparing and Adopting the Annual Budget

HOW-029

HOW number	HOW-029
Applies to	BCHI Board of Directors, officers, Treasurer, committees, programs, chapters submitting state requests, and budget reviewers
HOW owner	Treasurer or Finance Committee Chair; adoption by the body authorized in the governing documents
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To translate BCHI priorities into a balanced, documented annual financial plan and establish reliable authority for income, spending, reserves, and monitoring.

When This HOW Applies

the annual budget calendar begins;

officers, committees, programs, or projects request funding;

revenue, reserves, restricted funds, capital needs, or contingencies must be estimated;

the proposed budget is reviewed, adopted, amended, or monitored.

Responsibility

The Board of Directors sets priorities and financial assumptions.

The Treasurer prepares historical data, revenue estimates, cash and reserve information, and the consolidated draft.

Budget owners justify requests and disclose commitments and restrictions.

The authorized body reviews and adopts the budget; officers monitor results.

A budget is a plan and spending limit, not authority to ignore purchasing, contract, grant, conflict, or approval procedures. Restricted money cannot be budgeted outside its donor-imposed purpose.

Steps

Step 1. Set the calendar and assumptions
Confirm fiscal year, adoption date, submission deadlines, priorities, inflation, membership and event assumptions, known commitments, reserve goals, and budget format.

Step 2. Issue budget instructions
Provide prior actuals, budget request forms, account definitions, required narratives, project and capital detail, responsible contacts, and instructions for classifying every amount by fund and expenditure category.

Step 3. Establish the fund and account structure
Before estimating revenue or expenses, identify the fund or purpose that controls each amount. At minimum, use General/Operating for unrestricted routine operations; Restricted/Protected for donor-, grant-, contract-, or Board-restricted money; and Special-Purpose/Event for separately managed activities such as Rendezvous, conventions, projects, or other designated programs. Reserve accounts may be shown separately when adopted. Each restricted or special-purpose balance must identify its permitted purpose and may not be used to conceal or offset unrelated operating activity.

Step 4. Prepare revenue estimates
Use supportable assumptions for dues, events, donations, grants, investment income, reimbursements, and other sources. Assign each revenue source to the correct fund or purpose and distinguish unrestricted resources from restricted, protected, or special-purpose resources.

Step 5. Evaluate expense requests
Compare requests with mission, prior results, contractual commitments, capacity, timing, total cost, and available revenue. Code each request to a consistent expenditure category and the fund or purpose that will pay it; identify one-time, recurring, capital, and contingent items.

Step 6. Build and review the draft
Present beginning balances, revenue, expenses, transfers, reserves, and projected ending balances by fund or purpose. Show the General/Operating budget separately from Restricted/Protected and Special-Purpose/Event activity so the Board can see which money is available for general use and which money is not.

Step 7. Give notice and adopt
Distribute the proposal as required, answer questions, process amendments precisely, and record the final motion, vote, effective date, and adopted schedules. The adopted schedules should identify the approved fund structure and any restrictions, transfers, or reserve designations.

Step 8. Load, communicate, and monitor
Enter the adopted budget in the accounting system using the approved fund and expenditure categories, notify budget owners, compare actual results to budget regularly, forecast year end, explain variances, and process amendments or transfers only through authorized action.

Records

approved fund and account structure, chart-of-accounts or category mapping, and documentation of restrictions, special-purpose designations, and reserve classifications;

budget calendar, instructions, assumptions, requests, historical actuals, estimates, and supporting schedules;

drafts, reviews, notices, amendments, adopted budget, motion, vote, and effective date;

accounting-system budget, owner communications, periodic actual-to-budget reports, forecasts, amendments, and year-end evaluation.

Final Checklist

☐	Fiscal year, priorities, assumptions, restrictions, reserves, and deadlines are clear.
☐	Revenue and expense estimates have support and responsible owners.
☐	The authorized body received proper notice and adopted exact final schedules.
☐	The adopted budget is communicated, loaded, monitored, and amended only by authority.
☐	General/Operating, Restricted/Protected, and Special-Purpose/Event funds are separately identified, with restrictions and permitted uses documented.

Committee Decisions Pending — Excluded from Operative Guidance

What fiscal year, calendar, format, reserve target, and level of detail will BCHI use?

Which body recommends, adopts, transfers, and amends the budget, and by what vote?

What variance thresholds and reporting frequency require explanation or corrective action?

What standard expenditure categories and named special-purpose funds will BCHI require, and who may authorize transfers between funds or purposes?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 30 — Managing Contracts and Commitments

HOW-030

HOW number	HOW-030
Applies to	BCHI and chapter officers, directors, committee and project leaders, authorized signers, contract managers, and treasurers
HOW owner	President or authorized contracting officer, with Treasurer and responsible program owner
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To ensure that contracts and other commitments are necessary, reviewed, authorized, signed, monitored, and closed without exposing BCHI to unintended obligations.

When This HOW Applies

a vendor, facility, land manager, sponsor, partner, consultant, software provider, or other party proposes binding terms;

a purchase includes recurring payments, cancellation terms, liability, insurance, data access, intellectual property, or future performance;

a contract is amended, renewed, terminated, disputed, or completed.

Responsibility

The program owner defines need, performance, funding, and operational capacity.

The authorized reviewer evaluates terms, risk, insurance, privacy, and legal concerns.

Only an authorized signer may bind BCHI or a chapter.

The contract manager tracks duties, dates, payments, amendments, and closeout.

Do not sign personally, click acceptance, make an oral promise, or allow work to begin unless authority and funding are documented. Never backdate an agreement or sign another person’s name.

Steps

Step 1. Define the proposed commitment
State parties, purpose, scope, deliverables, term, total and potential cost, funding, ownership, performance standards, and responsible manager.

Step 2. Select the other party
Follow purchasing and conflict rules; document competition, qualifications, references, insurance, licenses, and any sole-source justification.

Step 3. Review all terms
Examine payment, renewal, termination, cancellation, indemnity, insurance, confidentiality, data, publicity, intellectual property, dispute, governing-law, and record requirements; obtain qualified review when warranted.

Step 4. Obtain organizational approval
Secure budget and risk approvals and any required Board or chapter action before signature; attach the final negotiated version.

Step 5. Execute and distribute
Use the correct legal name and authorized signer, date every signature, ensure all exhibits are present, give each party a complete copy, and enter key dates in the contract register.

Step 6. Administer performance
Confirm deliverables before payment, monitor deadlines, insurance, changes, disputes, data and property, and document communications; execute amendments with the same discipline.

Step 7. Renew, terminate, or close
Give timely notice, prevent unintended auto-renewal, reconcile final payment, recover property and access, confirm records and continuing duties, evaluate performance, and close the register entry.

Records

need statement, procurement record, bids, conflicts, due diligence, funding and approvals;

reviewed drafts, advice, final agreement and exhibits, signatures, certificates, and contract-register entry;

deliverables, invoices, acceptance, amendments, notices, disputes, renewal or termination, and closeout evaluation.

Final Checklist

☐	Need, party, scope, full cost, funding, risk, and authority are documented.
☐	All terms and exhibits were reviewed and approved before work began.
☐	The correct entity and authorized signer executed the complete agreement.
☐	Performance, payments, dates, amendments, access, renewal, and closeout are controlled.

Committee Decisions Pending — Excluded from Operative Guidance

Who may sign which contracts, and what thresholds require Board or legal review?

What terms are prohibited or require special approval, including indemnity, auto-renewal, data, insurance, and dispute provisions?

Who maintains the contract register and reminder system?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 31 — Handling Restricted Grants and Donations

HOW-031

HOW number	HOW-031
Applies to	BCHI and chapter officers, fundraisers, grant managers, project leaders, treasurers, donors, and fiscal partners
HOW owner	Treasurer and designated Grant or Gift Administrator
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To accept, account for, use, report, modify, and close grants and donations that are limited by donor, grantor, project, time, or legal restrictions.

When This HOW Applies

a gift or grant is offered for a stated purpose, project, location, population, time, or condition;

BCHI serves as recipient, pass-through, fiscal sponsor, or purchaser for another BCHI entity;

restricted funds, donated property, matching funds, reporting, or unused balances must be managed.

Responsibility

The receiving officer obtains written terms before acceptance and avoids unauthorized promises.

The authorized body decides whether BCHI can fulfill the restriction and accepts material obligations.

The Treasurer establishes separate accounting and prevents diversion or commingling.

The grant or project manager performs, documents, reports, and requests approval for changes.

The donor’s or grantor’s written restriction governs use of the funds. Do not treat an internally designated fund as donor-restricted, and do not redirect restricted money merely because another need seems more urgent.

Steps

Step 1. Document the offer and restriction
Identify donor or grantor, amount or property, exact purpose, location, time, matching requirements, deliverables, ownership, publicity, reporting, return terms, and prohibited uses.

Step 2. Review before acceptance
Confirm mission fit, capacity, budget, insurance, tax and legal considerations, administrative cost, privacy, conflicts, and authority; negotiate unclear or unworkable terms in writing.

Step 3. Accept and acknowledge
Obtain authorized acceptance, a signed agreement or gift record, appropriate tax acknowledgment without valuation of donated property, and approved donor recognition.

Step 4. Establish financial controls
Create the correct fund, project, class, or account; record restriction, budget, responsible manager, documentation rules, match, deadlines, and any subrecipient controls.

Step 5. Spend and document
Verify every cost is allowable, allocable, within period and budget, approved, supported, and free of prohibited conflict; track donated goods and volunteer match as required.

Step 6. Monitor and report
Reconcile regularly, compare performance and spending to terms, preserve evidence, submit accurate timely reports, and notify leadership of underspending, overrun, delay, or noncompliance.

Step 7. Modify or close
Obtain written donor or grantor approval before changing purpose, budget, time, or disposition; complete final report, inventory, audit support, balance return or authorized transfer, and retention.

Records

offer, solicitation, restriction, proposal, award or gift agreement, acceptance, acknowledgment, and recognition approval;

restricted account setup, approved budget, match, receipts, payroll or volunteer support, property inventory, and reconciliations;

program and financial reports, correspondence, approved changes, final report, unused-fund disposition, and closeout.

Final Checklist

☐	The restriction and all obligations are written, understood, and accepted by authority.
☐	Restricted funds are separately tracked with a responsible manager and deadlines.
☐	Every expenditure and match item is allowable, approved, supported, and reconciled.
☐	Reports, changes, balance disposition, property, and closeout comply with the agreement.

Committee Decisions Pending — Excluded from Operative Guidance

Who may solicit, accept, decline, modify, or return restricted gifts and grants?

What indirect costs, matching commitments, fiscal sponsorships, pass-throughs, naming, and donor-recognition terms are allowed?

What accounting, reporting, audit, property, and retention requirements are mandatory?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 32 — Managing Membership Information and Privacy

HOW-032

HOW number	HOW-032
Applies to	BCHI and chapter membership officers, secretaries, treasurers, system administrators, communications staff, volunteers, vendors, and members
HOW owner	State Membership Coordinator or designated Privacy and Data Custodian
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To collect only needed membership information, keep it accurate and secure, use and share it only for authorized purposes, and retain or dispose of it appropriately.

When This HOW Applies

member information is collected, entered, updated, exported, shared, emailed, printed, analyzed, or deleted;

chapter and state rosters are reconciled;

access is granted or removed, a vendor processes information, or a privacy incident occurs.

Responsibility

The Membership Coordinator defines required fields, official systems, authorized uses, and access.

Chapters collect accurate information and provide required notices and choices.

Users protect information, avoid local shadow lists, and report loss or misuse promptly.

System administrators apply access, backup, export, and deletion controls.

Membership information belongs to BCHI’s administrative record; it is not a personal contact list for unrelated solicitation, politics, business, or mass distribution. Use blind-copy or an approved mailing system when recipients should not see one another’s addresses.

Steps

Step 1. Define purpose and minimum data
For each field, state why it is needed, who uses it, whether it is required, how long it is retained, and whether less sensitive information will suffice.

Step 2. Give notice and collect appropriately
Use approved forms that explain organizational use, sharing, communications choices, photo or directory choices when applicable, and how members update information.

Step 3. Enter and verify
Use the official system, standard formats, duplicate checks, membership status and dates, and periodic member or chapter verification.

Step 4. Control access and sharing
Grant the least access needed by role, use individual accounts, review exports and recipient lists, require secure transfer, and document disclosures to outside processors or organizations.

Step 5. Communicate safely
Use approved mailing lists, suppressions and unsubscribe choices where applicable, avoid exposing recipient addresses, and limit attachments or public rosters containing personal information.

Step 6. Correct, retain, and dispose
Process corrections promptly, preserve required financial or governance records, remove unnecessary duplicates, and securely dispose of information under the retention schedule.

Step 7. Respond to an incident
Contain access, preserve facts, notify the responsible officer, assess affected data and duties, reset credentials, make required notices, correct the cause, and document closure.

Records

data inventory, collection forms and notices, consent or communication choices, field definitions, and retention rules;

official roster, corrections, access list and reviews, exports, sharing approvals, vendor terms, and deletion records;

incident report, containment, assessment, notices, remediation, and follow-up review.

Final Checklist

☐	Only necessary information is collected with an understandable notice.
☐	The official roster is accurate, current, and not replaced by uncontrolled copies.
☐	Access, sharing, email distribution, vendors, retention, and disposal follow policy.
☐	Privacy incidents are contained, assessed, communicated, corrected, and recorded.

Committee Decisions Pending — Excluded from Operative Guidance

What membership fields are required, optional, publishable, or prohibited?

Who may access, export, share, or use information, and for what purposes?

What privacy notice, communication choices, retention periods, vendor controls, and incident response will BCHI adopt?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 33 — Maintaining BCHI’s Website and Online Forms

HOW-033

HOW number	HOW-033
Applies to	BCHI and chapter website owners, content editors, form owners, officers, committees, vendors, and system administrators
HOW owner	Designated Webmaster or Communications Officer, with each content owner responsible for accuracy
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To keep BCHI websites and online forms accurate, accessible, secure, current, recoverable, and under organizational control.

When This HOW Applies

a website page, file, calendar, news item, contact, link, form, payment, account, domain, or integration is created or changed;

governance, membership, event, donation, project, or public information is published or collected online;

access, security, backup, incident, or archival review is required.

Responsibility

The Webmaster manages platform, domain, access, updates, backups, security, and technical recovery.

Content owners approve accuracy, effective dates, privacy, records, and removal.

Form owners define fields, routing, confirmations, retention, and response responsibilities.

Officers control authorized public positions and governance publications.

Never publish confidential, personal, copyrighted, draft, superseded, or unapproved material. Do not create a website, domain, form, payment account, or administrator account that BCHI cannot recover and control when a volunteer leaves.

Steps

Step 1. Assign ownership and inventory
Maintain a register of domains, hosting, platforms, themes, plugins, forms, payment links, analytics, integrations, administrator accounts, content owners, renewal dates, and recovery methods.

Step 2. Prepare and approve content
Verify facts, authority, dates, links, accessibility, privacy, copyright, image permission, organizational level, contact information, and whether the item is final and public.

Step 3. Publish with revision control
Use clear titles, dates, file versions, effective dates, navigation, accessible headings and link text; replace or archive obsolete material without breaking the official record.

Step 4. Build and test online forms
Collect only needed data, identify the form owner and purpose, provide privacy and confirmation text, validate fields, secure routing, test mobile and accessibility, and verify record retention.

Step 5. Secure and maintain the system
Use individual accounts, multifactor authentication, least privilege, supported software, timely updates, spam and malware controls, certificates, backups, and tested recovery.

Step 6. Review routinely
Check key pages, governance files, contacts, calendars, forms, submissions, links, search visibility, accessibility, account access, renewals, and backups on the adopted schedule.

Step 7. Handle incidents and transitions
Contain compromise or erroneous publication, preserve evidence, restore clean content, notify responsible officers and affected persons as required, correct the cause, and transfer all credentials and records during turnover.

Records

website and account inventory, owners, access reviews, domain and vendor records, renewals, backups, and recovery tests;

content requests and approvals, final files, publication and removal dates, archives, permissions, and correction history;

form specifications, privacy text, tests, submission routing and retention, incident records, and transition checklist.

Final Checklist

☐	Every site, account, page, form, and integration has an accountable owner and recovery path.
☐	Published content is approved, current, accessible, lawful, and clearly identified.
☐	Forms minimize data, route securely, confirm submission, and preserve required records.
☐	Updates, access, renewals, backups, reviews, incidents, and transitions are documented.

Committee Decisions Pending — Excluded from Operative Guidance

Who may publish, approve, archive, remove, and restore state and chapter content?

What accessibility, privacy, security, update, backup, review, and incident standards apply?

Which forms, payments, platforms, domains, vendors, and integrations are approved?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 34 — Responding to Public-Record or Information Requests

HOW-034

HOW number	HOW-034
Applies to	BCHI and chapter officers, records custodians, committee chairs, members receiving requests, legal advisers, and communications staff
HOW owner	Secretary or designated Records Request Coordinator
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To receive and answer requests for BCHI information consistently, accurately, and lawfully while protecting confidential information and preserving a reliable record of the response.

When This HOW Applies

a person asks for minutes, governance documents, financial information, membership information, correspondence, project records, contracts, or other BCHI records;

a request cites a public-records law, subpoena, agency requirement, donor right, member right, or informal information need;

records must be searched, reviewed, redacted, withheld, or produced.

Responsibility

Anyone receiving a request forwards it promptly without deleting, altering, or independently releasing records.

The Coordinator logs, clarifies, classifies, searches, reviews, and communicates the response.

Record owners conduct complete searches and preserve responsive material.

Qualified legal or agency guidance is obtained when legal process or public-records law may apply.

BCHI may not be a governmental public-records agency, but a request can still involve contracts, grants, land managers, subpoenas, member rights, or other duties. Do not assume either that every record must be released or that every record may be withheld.

Steps

Step 1. Receive and preserve
Record the request exactly, sender, receipt date, delivery method, requested records, stated deadline, and contact; preserve potentially responsive records and suspend routine destruction when needed.

Step 2. Classify authority and scope
Determine whether the request is informal, organizational, contractual, grant-related, governmental, litigation-related, or legally compulsory; identify the responding authority and deadline.

Step 3. Acknowledge and clarify
Confirm receipt, ask neutral questions about ambiguous scope, format, date range, or delivery, and state the expected next communication without promising an unsupported result.

Step 4. Search systematically
Identify custodians, repositories, accounts, formats, search terms, and date ranges; document searches and collect complete versions with attachments.

Step 5. Review and prepare
Remove duplicates, confirm authenticity, separate responsive from unrelated material, protect privileged, confidential, personal, donor, security, and restricted information, and obtain review when needed.

Step 6. Approve and respond
Use the authorized response, cite any governing reason for withholding or redaction when appropriate, provide records in a usable secure format, and document fees only if authorized.

Step 7. Close and retain
Preserve the request, correspondence, search record, review, released copy, redactions or withholding decision, delivery evidence, costs, and any appeal, follow-up, or correction.

Records

original request, intake log, authority and deadline analysis, acknowledgment, clarification, and preservation notice;

custodian list, search methods and results, collected records, review notes, approvals, and redaction basis;

response letter, produced set, delivery evidence, fees, withheld-material log when appropriate, appeal, and closure.

Final Checklist

☐	The exact request, receipt, authority, scope, deadline, and preservation need are documented.
☐	A complete, reproducible search covered all likely custodians and repositories.
☐	Release, redaction, withholding, privacy, and legal issues received proper review.
☐	The response and complete production record are retained securely.

Committee Decisions Pending — Excluded from Operative Guidance

Who coordinates requests and who may authorize release, redaction, withholding, fees, or legal review?

What response targets apply to informal, member, donor, contractual, agency, subpoena, and legally compulsory requests?

Which BCHI records are routinely public, member-accessible, confidential, or restricted?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 35 — Implementing and Communicating Adopted Governance Changes

HOW-035

HOW number	HOW-035
Applies to	BCHI delegates, Board of Directors, officers, Secretary, Governance Committee, chapters, committee chairs, web and form owners, and affected members
HOW owner	Secretary or designated Governance Coordinator, with an assigned implementation owner for each change
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To convert an adopted governance decision into accurate controlled documents, assigned actions, system updates, training, and timely notice without changing the decision’s substance.

When This HOW Applies

the Convention, Board of Directors, or another authorized body adopts, amends, repeals, suspends, interprets, or sets an effective date for governance material;

bylaws, Rules of Order, procedures, appendices, forms, websites, calendars, or operations must change;

implementation progress or conflicts must be tracked.

Responsibility

The Secretary preserves the exact adopted text, vote, authority, and effective date.

The Governance Coordinator prepares controlled-document updates and a cross-reference impact review.

Assigned owners implement operational changes and report completion.

Communications owners notify affected groups using approved wording.

Implementation staff may correct format only within expressly granted authority. They may not resolve a substantive ambiguity, conflict, omission, or unintended consequence by silently rewriting the adopted action.

Steps

Step 1. Capture the final action
Obtain the exact adopted wording, amendments, vote, authority, meeting record, adoption date, effective date, transitional provisions, and assigned responsibility.

Step 2. Confirm and freeze the source text
Reconcile the chair’s announcement, working copy, ballots, and minutes; resolve discrepancies through the authorized correction process before publication.

Step 3. Conduct an impact review
Identify every affected book, section, cross-reference, definition, form, calendar, role, contract, budget, website, training item, and pending matter.

Step 4. Prepare the implementation plan
List each task, owner, due date, dependency, approval, communication audience, old-version disposition, and evidence of completion.

Step 5. Update controlled materials
Apply exact text and authorized nonsubstantive corrections, update numbering and cross-references, record revision metadata, preserve the superseded version, and complete quality review.

Step 6. Communicate and train
Issue a plain-language summary, exact effective date, affected actions, transition instructions, links to controlled versions, contact for questions, and needed officer or chapter training.

Step 7. Verify and close
Confirm every update and notice, test forms and systems, resolve open conflicts through proper authority, report completion, and link the implementation file to the permanent governance register.

Records

proposal and exact adopted text, amendments, authority, vote, minutes, adoption and effective dates;

impact analysis, implementation plan, assignments, approvals, updated and superseded controlled documents, and cross-reference review;

communications, acknowledgments, training, system and form tests, unresolved issues, completion report, and governance-register entry.

Final Checklist

☐	Exact adopted text, authority, vote, dates, and transition provisions are confirmed.
☐	Every affected document, form, system, role, deadline, and audience was identified.
☐	Controlled updates preserve substance, cross-references, versions, and superseded records.
☐	Communication, training, testing, open issues, and completion evidence are documented.

Committee Decisions Pending — Excluded from Operative Guidance

Who certifies exact adopted text and authorizes nonsubstantive corrections?

What implementation deadline, impact checklist, communication channels, and training are required?

How are ambiguities, conflicts, delayed effective dates, and failed implementation escalated?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

Detailed Guide — Post a Governance Draft for Review

Before You Begin

Confirm the proposal’s approving authority and required notice or review period.

Prepare a dated redline or side-by-side comparison and, when useful, a clean proposed copy.

Assign a draft filename and status that cannot be mistaken for an adopted document.

Steps

Complete the applicable proposal form and identify the affected book, section, current version, sponsor, reason, and proposed effective date.

Check the proposal against higher-level documents and list every related citation, form, index, or procedure that may require a conforming change.

Label every page or opening block “DRAFT — NOT ADOPTED,” with the draft date and version.

Place the draft in the designated review location with read-only access for general reviewers and controlled edit access for the drafting team.

Post or distribute the review link only after testing access with a non-owner account. Do not replace the current adopted copy on the public governance page.

State who may comment, the deadline, the method for comments, and the expected next decision point.

When formal notice is required, distribute the full required packet and complete GOV-12 with delivery evidence.

Preserve the posted draft and received comments in the proposal record; consolidate comments without erasing the originals.

At the close of review, remove or relabel the public review link and advance the packet through the proper adoption procedure.

Completion Check

Draft status and date are prominent.

Current adopted version remains separately accessible.

Distribution, comments, and proof of notice are retained.

CONTROL NOTE Posting a draft does not adopt it, authorize its use, or shorten any notice period.

Detailed Guide — Publish an Adopted Governance Document Online

Before You Begin

Confirm that the document was adopted by the body with authority to approve it and that the minutes, motion, resolution, or other approval record is available.

Obtain the exact adopted text, including every amendment approved during the meeting, and confirm the adoption date, effective date, and any transition provisions.

Identify the Secretary or records custodian responsible for the official record and the person authorized to update the website.

Steps

Step 1. Prepare the official publication copy Create a clean, read-only PDF. Include the organization name, document title, adoption date, effective date, approving body, version or revision date, and page numbers. Add a certification by the Secretary when required. Remove comments, tracked changes, drafting notes, and obsolete attachments.

Step 2. Preserve the controlling record Retain the signed or certified original, the exact adopted text, the approval record, and the publication PDF in the official records repository. The website copy provides public access; it does not replace the controlling official record.

Step 3. Assign a permanent filename Use the organization name, document title, status, and adoption date, such as BCHI-Bylaws-Adopted-2027-03-15.pdf. Do not use vague names such as final.pdf. Never reuse the filename for a later adopted version.

Step 4. Upload the PDF In WordPress, open Media, select Add New Media File, upload the PDF, and copy its web address. Do not delete or overwrite an earlier adopted version when a new version is published.

Step 5. Maintain a permanent governance page Create or update a public page titled Governance Documents or another approved title. Place it in the website menu. For each current document, show its title, adoption date, effective date, approving authority, and a clear link to view or download the official PDF.

Step 6. Identify the current version Mark the current document clearly as the official published version. Keep drafts and proposals on a separate review page so they cannot be mistaken for adopted governance.

Step 7. Archive superseded versions When a replacement is adopted, move the former link to a Superseded Documents section. Show the date it was superseded and state that it is retained for historical reference only. Preserve the former PDF and its original web address whenever practical.

Step 8. Test public access Open the governance page and every document link while signed out of WordPress. Test the links on a computer and mobile device. Confirm that each PDF opens, downloads, displays all pages, and matches the certified publication copy.

Step 9. Record and back up the publication Enter the filename, document title, adoption and effective dates, web address, publication date, and location of the signed original in the records index. Keep the official file in the records repository, maintain the regular website backup, and retain an offline or separately controlled backup.

Step 10. Preserve an independent snapshot When useful, submit the public governance page to the Internet Archive Save Page Now service. Treat the snapshot as historical evidence, not as the controlling BCHI record.

Suggested Webpage Statement

The PDF identified below is the official published copy of the document adopted by the authorized voting body. If any difference exists between this website copy and the signed official record maintained by the Secretary, the signed official record controls.

Completion Check

The exact adopted text and approving authority were verified.

The official PDF includes complete document-control information.

The signed or certified original and approval record were retained.

The public page and PDF links were tested while signed out.

The current and superseded versions are clearly distinguished.

The publication was entered in the records index and backed up.

CONTROL NOTE A website is an access and publication system, not the sole permanent record. The signed or certified official record maintained by the Secretary controls if a discrepancy occurs.

HOW 36 — Reviewing the Handbook and Maintaining Its Revision History

HOW-036

HOW number	HOW-036
Applies to	BCHI Governance Committee, Board of Directors, Secretary, procedure owners, chapters, officers, and handbook users
HOW owner	Secretary or designated Handbook Editor; substantive approval by the authorized body
Approval status	Working draft – not yet adopted
Review cycle	Review after governance changes and at least every three years

Purpose

To keep the How-To Procedures Handbook accurate, useful, traceable, and aligned with controlling governance through scheduled review and disciplined revision control.

When This HOW Applies

a scheduled handbook review is due;

governance, law, organizational structure, forms, systems, or practice changes;

a user reports an error, conflict, gap, obsolete step, or needed new procedure;

a revision is proposed, approved, published, superseded, or withdrawn.

Responsibility

The Handbook Editor maintains the master copy, issue log, review schedule, style, cross-references, and revision register.

Procedure owners verify operational accuracy and report needed changes.

The Governance Committee reviews consistency and recommends substantive revisions.

The authorized body approves changes at the level required by the governing documents.

The handbook explains how to act but cannot amend the Bylaws, Rules of Order, or other controlling authority. Label drafts clearly and do not replace the official edition until approval, effective date, quality review, and publication are complete.

Steps

Step 1. Maintain the master and issue log
Keep one controlled editable master, published read-only edition, owner list, review dates, submitted issues, status, priority, and related governance references.

Step 2. Trigger and scope review
At the scheduled interval or after a relevant change, identify affected procedures, users, forms, cross-references, risks, and whether an interim notice is needed.

Step 3. Gather user and owner input
Ask procedure owners and representative chapters what is inaccurate, unclear, burdensome, missing, duplicated, or inconsistent; collect examples without changing policy informally.

Step 4. Draft and classify revisions
Show exact proposed changes and rationale; classify them as editorial, nonsubstantive, substantive, urgent correction, new procedure, or retirement, and identify the required approval.

Step 5. Cross-check and approve
Compare the draft with Books 1-5, adopted actions, forms, law, contracts, and related procedures; obtain the proper review, notice, motion, vote, and effective date.

Step 6. Publish with revision control
Update procedure number and metadata, handbook edition, revision table, contents and cross-references; preserve the superseded edition, publish the official version, and remove obsolete public copies.

Step 7. Communicate and schedule next review
Notify users of material changes, provide transition or training, close resolved issues, assign remaining work, record completion, and set the next review date.

Records

controlled master and published editions, procedure-owner register, review calendar, issue log, and user feedback;

drafts, change classifications, rationale, cross-reference review, approvals, motions, votes, and effective dates;

revision history, superseded editions, publication and removal record, communications, training, open items, and next review date.

Final Checklist

☐	The controlled master, owner list, review calendar, and issue log are current.
☐	Each revision has a clear rationale, classification, authority, and cross-reference review.
☐	Approval, effective date, edition, revision table, publication, and superseded copy are traceable.
☐	Users were informed, open issues assigned, and the next review scheduled.

Committee Decisions Pending — Excluded from Operative Guidance

How often will the full handbook and each procedure be reviewed?

Who may approve editorial, nonsubstantive, substantive, emergency, new, and retired procedures?

What edition numbering, revision-table fields, comment process, publication location, and archival rules will BCHI use?

Committee Review Notes

Record proposed changes, assigned follow-up, or the committee’s decision.

HOW 37 — Calculating Convention and Board Quorum and Vote Thresholds

HOW-037

HOW number	HOW-037
Applies to	Annual Convention credentials personnel, presiding officers, tellers, Secretary, and Board of Directors
HOW owner	BCHI Secretary, Credentials Committee Chair, and presiding officer
Approval status	Working draft — not yet adopted
Review cycle	Review after any change to delegate allocation, Board composition, quorum, or voting rules

Purpose

To calculate and document the quorum and affirmative votes required for business at an Annual Convention, authorized delegate meeting, or meeting of the Board of Directors.

Controlling Authority

Policy: No separate policy controls; quorum and voting authority arise directly from Book 1 and Book 2.

Rules: Book 1, Article IV, Sections 4–6; Book 2, RO-103, Sections 7–14; and RO-116, Sections 1–6.

Implementing procedures: Book 4, MTG-01 and MTG-02. Related forms: DC-05, DC-06, TEL-01, and EL-02, as applicable.

Important Distinction

Convention quorum counts every authorized delegate position, including unfilled positions. Board quorum counts only duly seated voting directors and excludes vacant director positions.

Convention Quorum

A Convention quorum exists only when both tests below are satisfied.

Test	Calculation	Example with 15 chapters
Chapter representation	Divide chapters in good standing by 2, discard any fraction, then add 1.	15 chapters require 8 represented chapters.
Delegate representation	Multiply chapters in good standing by 8; divide by 2 and add 1.	15 × 8 = 120 positions; 61 seated delegates are required.

Step 1. Confirm the number of affiliated chapters in good standing on the credentials record.

Step 2. Calculate the chapter requirement: floor(chapters ÷ 2) + 1.

Step 3. Calculate total authorized delegate positions: chapters in good standing × 8. Do not subtract unfilled positions or absent delegates.

Step 4. Calculate the delegate requirement: floor(total authorized delegate positions ÷ 2) + 1.

Step 5. Count represented chapters and certified, seated delegates, including verified electronic participants.

Step 6. Declare quorum only if both minimums are met and record the calculation on DC-06.

Example result	Quorum?
10 chapters represented; 58 delegates seated	No — delegate test fails.
7 chapters represented; 70 delegates seated	No — chapter test fails.
8 chapters represented; 61 delegates seated	Yes — both tests pass.

Board of Directors Quorum

Step 1. Count duly seated voting directors. Exclude vacancies and nonvoting ex officio participants. Count an alternate only while officially replacing a director.

Step 2. Calculate Board quorum: floor(duly seated voting directors ÷ 2) + 1.

Step 3. Count participating directors, including directors attending through authorized and verified electronic means.

Step 4. Announce and record whether the required number is present. Quorum must remain present when business is conducted.

Board example	Calculation	Result
21 authorized positions; 2 vacancies	19 duly seated voting directors; floor(19 ÷ 2) + 1	10 directors required

Calculating an Ordinary Majority

Step 1. Confirm that quorum exists.

Step 2. Count only valid yes and no votes cast by persons entitled to vote. Abstentions are not votes cast unless a controlling provision states otherwise.

Step 3. Calculate the majority: floor((yes votes + no votes) ÷ 2) + 1.

Step 4. Compare the yes votes with the required number and record the result.

Example	Votes cast	Required	Result
Convention: 31 yes, 29 no, 10 abstain	60	31	Passes, 31–29
Board: 6 yes, 4 no, 2 abstain	10	6	Passes, 6–4

Special Voting Thresholds

Action	Required vote
Ordinary delegate or Board action	Majority of votes cast
Bylaw adoption or amendment	Two-thirds of delegate votes cast
Rules of Order adoption or substantive amendment	Majority of delegate votes cast
Officer or National Director election	Majority of delegate votes cast
Removal of an elected officer	Two-thirds of delegate votes cast
Merger or dissolution	Two-thirds of delegate votes cast, unless law or the Articles require more
Suspension of rules, closing debate, or another specially identified action	Two-thirds of votes cast

For a two-thirds requirement, multiply the votes cast by 2/3 and round up to the next whole vote. Example: 70 votes cast × 2/3 = 46.67, so 47 affirmative votes are required.

Records

credentials report and final certified delegate roll;

DC-06 quorum certification and any updated quorum calculation;

attendance record, director roll, substitutions, arrivals, departures, and electronic-participation verification;

DC-05, TEL-01, EL-02, ballots, teller reports, and announced voting results; and

minutes recording quorum, loss or restoration of quorum, vote totals, abstentions when required, and disposition of each motion.

Final Checklist

☐	The correct eligible chapter, authorized delegate-position, or duly seated director count was used.
☐	Both Convention quorum tests were separately calculated and satisfied.
☐	Vacant Board positions and nonvoting participants were excluded from Board quorum.
☐	Abstentions were excluded from votes cast unless a controlling rule required otherwise.
☐	The correct majority or two-thirds threshold was calculated and documented.
☐	Electronic participants, substitutions, arrivals, and departures were accurately recorded.
☐	The calculation, vote result, and supporting forms were retained with the meeting record.

Appendix A — Consolidation Record

September 7, 2026 — Added HOW-037, the required-report deadline table in HOW-010, and an updated Table of Contents.

This draft consolidates the former two-part edition. The numbered procedure sequence and HOW-001 through HOW-037 identifiers are controlling for handbook navigation. Newer detailed draft instructions were placed within their related procedures; no separate Part I or Part II remains.

HOW-038 – HOW TO REGISTER AND MANAGE VENDORS AT A BCHI EVENT

Authority: Policy 901 and Procedure EVT-VEN-01.

Purpose: A practical event-chair checklist. This entry does not change policy or delegated authority.

1. Planning Timeline

90-120 days before: Confirm vendor participation, site capacity, budget, categories, permits, insurer/venue requirements, fee and refund schedule, and coordinator.

60-90 days before: Publish invitation and packet; begin application, payment, permit, and insurance tracking.

30 days before: Review incomplete files; issue approvals or conditions; draft layout and electrical/vehicle plan.

7-14 days before: Close ordinary registration; verify permits and insurance; send final assignments and arrival instructions.

Event day: Check in vendors; inspect sites before opening; document corrections and incidents.

Within 10 business days after: Reconcile funds, refunds, chargebacks, incidents, and records; transfer the final file.

2. Sample Invitation

BCHI invites qualified commercial vendors, food vendors, nonprofit exhibitors, sponsors, demonstrators, clinicians, and approved service providers to apply for space at [EVENT]. Applications are reviewed under Policy 901, space is limited, and participation does not constitute BCHI endorsement. Submit EVT-VEN-01, EVT-VEN-02, required permits and insurance, and the applicable fee by [DATE] to [CONTACT].

3. Communication Templates

Incomplete: We received your application, but the items listed below are required by [DATE] before it can be approved.

Approval: Your application is approved subject to the attached event rules and booth assignment. Bring required permits and check in before setup.

Conditional approval: Your space is held, but you may not set up or operate until the listed conditions are verified.

Rejection: Your application was not accepted for the legitimate event-related reason stated below. You may request review under Policy 901.17.

4. Booth Layout

Number every booth; keep emergency lanes, hydrants, exits, animal routes, and accessible paths clear. Group food, generators, animals, and demonstrations where utilities and risks can be controlled. Record dimensions, power, vehicles, tents, and special restrictions on EVT-VEN-05.

5. Check-In and Safety

Confirm identity and booth; verify payment, permits, insurance, and conditions; inspect anchoring, electricity, fire protection, fuel, food, vehicles, animals, and equipment; obtain correction before opening; provide emergency contact and teardown instructions.

6. Treasurer Deposit Process

Issue or preserve a receipt; do not retain full payment-card data; safeguard funds; transmit them promptly with EVT-VEN-04; deposit to the approved event account or fund category; reconcile total applications, payments, deposits, refunds, and chargebacks; obtain second-officer review.

7. Closing and Records Transfer

Inspect cleanup and damage; record unresolved obligations; close refunds and chargebacks; attach incident and appeal records; number completed forms as [FormID]-YYYYMMDD-###; update REC-01; transfer the file to the records custodian; flag any claim, audit, tax deadline, or legal hold.

Final Checklist

☐ Approvals and delegation documented

☐ Packet and deadlines issued

☐ Uniform review completed

☐ Permits, insurance, and payment verified

☐ Layout and safety inspection completed

☐ Fees and refunds reconciled

☐ Incidents and appeals closed or transferred

☐ Complete file indexed and transferred

Document Administration

Status: PROPOSED – Board approval required before use.

Responsible custodian: Secretary or designated records custodian.

Related authorities and records: Policy 901; Procedure EVT-VEN-01; EVT-VEN-01 through EVT-VEN-08; REC-01 and REC-02.

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

HOW 39 — Publishing BCHI Governance Documents on the Website Using PDF Embedder

HOW-039

Purpose

To provide a uniform method for publishing BCHI governance documents on the BCHI website so members, chapters, officers, delegates, and the public can locate and view the current official versions. The recommended WordPress display method uses the PDF Embedder plugin so each document can be read directly on its webpage while also providing access to the official PDF file.

Documents Covered

Book 1 — Bylaws

Book 2 — Rules of Order

Book 3 — Policies

Book 4 — Procedures

Book 5 — Forms & Appendices

BCHI How-To Handbook

Governance Draft Change Log

Governance Cross-Reference

General Publication Principle

Each major governance document should have a permanent webpage address. The webpage address should normally remain unchanged when a new edition of the PDF is published. This allows references in emails, meeting minutes, chapter websites, printed materials, and other BCHI documents to continue pointing to the same location. The current approved PDF displayed on that page may be replaced as revisions are adopted.

Steps

Step 1. Install PDF Embedder
In WordPress, select Plugins > Add New, search for PDF Embedder, install and activate it, and review its settings. Confirm that PDFs display properly on desktop, tablet, and mobile devices. Only persons authorized to administer the BCHI website should install or change plugins.

Step 2. Prepare the official PDF
Confirm the document is the correct controlled version; verify its title, document number, approval or adoption status, adoption date when applicable, effective date, page numbering, table of contents, headers, footers, and cross-references. Convert the final controlled document to PDF and preserve the editable master separately. A draft must not be labeled or presented as an adopted document.

Step 3. Use consistent PDF file names
Use clear file names such as BCHI-Book-1-Bylaws.pdf, BCHI-Book-2-Rules-of-Order.pdf, BCHI-Book-3-Policies.pdf, BCHI-Book-4-Procedures.pdf, BCHI-Book-5-Forms-and-Appendices.pdf, BCHI-How-To-Handbook.pdf, BCHI-Governance-Change-Log.pdf, and BCHI-Governance-Cross-Reference.pdf. For archived editions, include the applicable date or version in the archival filename.

Step 4. Upload the PDF to WordPress
Select Media > Add New, upload the approved PDF, open the Media Library entry, confirm the file title, copy the PDF URL, and record the publication date in the document-control record or Change Log when required.

Step 5. Create a permanent governance webpage
Create a separate page for each major document, using titles such as BCHI Bylaws, BCHI Rules of Order, BCHI Policies, BCHI Procedures, BCHI Forms & Appendices, BCHI How-To Handbook, BCHI Governance Change Log, and BCHI Governance Cross-Reference. Where practical, place these pages under a common Governance page or menu.

Step 6. Identify the document at the top of the page
Show the organization name, book or document title, status, adoption date when applicable, effective date, last updated date, and a Download Official PDF link. Clearly identify drafts as working drafts and not adopted.

Step 7. Embed the PDF
In the WordPress Classic Editor, insert the PDF Embedder shortcode where the document should appear. Example: [pdf-embedder url=”https://example.org/wp-content/uploads/BCHI-Book-1-Bylaws.pdf”]. Replace the example URL with the actual Media Library URL and preview the page before publishing.

Step 8. Also provide a direct PDF link
The embedded viewer should not be the only way to obtain the document. Provide a direct link above the viewer so a user can save, print, open, or share the official PDF, or access it if the embedded viewer does not operate properly.

Step 9. Maintain a governance landing page
Maintain a central BCHI Governance Documents page linking to Book 1 through Book 5, the How-To Handbook, Governance Change Log, and Governance Cross-Reference. Each title should link to its permanent webpage.

Step 10. Update an adopted document
When a document is amended, confirm the amendment was properly adopted or approved; update the controlled master and revision information; produce a new PDF; preserve the superseded PDF; upload the new PDF; update the permanent webpage; update adoption, effective, and revision information; test the embedded viewer and direct-download link; and record the publication in the Governance Change Log or other document-control record. Do not create a new public webpage for every revision unless there is a specific reason.

Step 11. Preserve superseded versions
Preserve the superseded PDF, the date superseded, the replacement document, adoption or approval information, related minutes or resolutions, and revision-history information. Archived copies may be kept outside normal public navigation while remaining part of BCHI’s permanent records.

Step 12. Distinguish current, draft, and superseded documents
Clearly label documents as CURRENT OFFICIAL VERSION, WORKING DRAFT — NOT ADOPTED, or SUPERSEDED — FOR HISTORICAL REFERENCE ONLY, as appropriate. A draft should never visually appear to be an adopted BCHI governing document.

Step 13. Test the page
Confirm that the page opens correctly, the PDF loads, scrolling and zoom work, the direct PDF link works, mobile and desktop display are acceptable, title and status are correct, dates are correct, links from the Governance page work, and no obsolete version is being presented as current.

Step 14. Maintain stable links
Whenever practical, preserve the same webpage URL over time. A stable address such as /bchi-governance/bylaws is preferable to creating a new dated or ‘final’ URL for each revision because permanent addresses make citations and cross-references more dependable.

Records

final published PDF;

editable controlled master;

adoption or approval record and effective date;

superseded version and revision history;

publication date, permanent webpage address, and PDF file address;

approval for any correction and publication verification; and

Change Log entry when applicable.

Final Checklist

☐ Correct controlled document was used.

☐ Adoption or approval status is accurately shown.

☐ PDF has a clear controlled filename.

☐ Permanent webpage exists.

☐ PDF Embedder displays the document correctly.

☐ Direct PDF link is provided.

☐ Current version is clearly identified.

☐ Drafts are clearly marked as drafts.

☐ Superseded version has been archived.

☐ Governance landing-page link has been updated.

☐ Mobile and desktop display have been tested.

☐ Change Log or publication record has been updated.

Document Administration

Status: PROPOSED – Board approval required before use.

Responsible custodian: Secretary or designated records custodian.

Related HOWs: HOW-033 — Website and Online Forms; HOW-035 — Implementing and Communicating Adopted Governance Changes; HOW-036 — Handbook Review and Revision History.

Revision history: Initial proposed version prepared September 19, 2026.

Alphabetical Subject Index

Use this index to locate common tasks by subject. HOW numbers are permanent handbook identifiers.

Subject	See
Accidents and injuries	HOW-012
Budget, annual	HOW-029
Chapter formation	HOW-026
Chapter good standing and reports	HOW-010
Chapter merger, dissolution, or reactivation	HOW-027
Chapter noncompliance	HOW-025
Chapter officer responsibilities	HOW-004
Committees	HOW-019
Complaints	HOW-024
Conflicts of interest	HOW-023
Contracts and commitments	HOW-030
Delegates – certification	HOW-005
Delegates – credentials and voting disputes	HOW-018
Donations – BCHI Foundation	HOW-002
Donations – restricted	HOW-031
Electronic meetings	HOW-015
Electronic voting	HOW-017
Expenses and reimbursements	HOW-028
Governance changes – implementation	HOW-035
Governance changes – submission	HOW-003
Governance documents — website publication	HOW-039
Grants – restricted	HOW-031
Handbook review and revision history	HOW-036
Meeting minutes	HOW-006
Membership information and privacy	HOW-032
Motions and resolutions	HOW-016
Name, logo, letterhead, and public statements	HOW-022
Officer or National Director vacancy	HOW-020
Officer removal or replacement	HOW-021
PDF Embedder	HOW-039
Projects	HOW-011
Public-record or information requests	HOW-034
Purchasing	HOW-028
Quorum – Convention and Board	HOW-014; HOW-037
Records – maintenance and retention	HOW-007
Records – officer transition	HOW-008
Signing and emailing documents	HOW-001
Vendors	HOW-038
Voting thresholds	HOW-037
Website and online forms	HOW-033

Leave a Reply Cancel reply