Operating Policies

1.1 Records and responsibilities

The Web Administrator maintains the official membership and participation data under authorized access. The Secretary preserves membership decisions, notices, recognition records, and supporting documentation and works with the Web Administrator on eligibility verification. The Treasurer maintains the official payment ledger. Sponsors supply participation and conduct information but cannot grant membership.

Maintain distinct fields for admission date, activation date, membership year, renewal confirmation, dues or valid exemption, payment evidence, affiliation disclosure, sponsor, attendance, recognized service, and applicable restrictions. Do not confuse a historical join date with uninterrupted qualifying service or active status. Preserve correction history instead of silently overwriting past facts.

1.2 First time admission workflow

Record an inquiry containing legal and preferred name, contact information, motorcycle details if applicable, reasons for joining, relevant community involvement, and previous affiliations. A member referral is encouraged but not required. Explain the process, costs, and privacy practices before collecting an application or screening consent.

Track three qualifying hang-around rides, events, or activities. Retain the source requirement for at least one Board-approved volunteer/community service event. No membership colors are issued at this stage. Do not enforce the source's three-month hang-around wording: the approved replacement is three events.

Leadership reviews identity and eligibility. Authorized club volunteers review public records relevant to the application; record the applicant’s consent before review using Public Record Review Consent in Club Records → Forms and Tools, or an approved online application that records the same consent. Restrict access to authorized admission reviewers. Verify identity before relying on a record and give the applicant an opportunity to correct mistaken identity or explain inaccurate or incomplete information before a final decision. Do not put results in public rosters or general messaging channels. Evaluate concerns under adopted admission criteria, not rumor.

Once authorized, record the start of the separate three-to-six-month prospect period, sponsor, expected participation, service tasks, and review dates. The sponsor helps the applicant learn conduct, service, safe riding, and event expectations and reports concerns factually. Extensions beyond six months require a documented Board reason, new deadline, and remaining requirements.

Require meaningful volunteer participation during prospecting. The sponsor documents actual contribution and readiness for Board review. There is no fixed hourly minimum; the source's example of ten hours is not a cutoff. Preserve the separate hang-around volunteer-event requirement and the returning-member requirements.

The sponsor presents readiness and concerns. Verify requirements before the Board recommendation and membership vote. After both approvals, complete current forms and applicable payments, record activation, issue approved insignia, and arrange patch-in. Explain voting eligibility separately; acceptance does not override renewal or election deadlines.

1.3 Returning member workflow

Determine whether the person was a former full member and whether the completed membership-year gap permits reinstatement. Same-year late renewal is not a reinstatement route and cannot erase discipline or resignation restrictions. Document the route and Board authorization date.

Assign a sponsor and track at least 90 calendar days from authorization, two general meetings, and two rides/events including one Board-approved volunteer event. Only attendance during the authorized return period satisfies these requirements. Before recommendation, resolve eligibility concerns and obtain current application details, affiliations, conduct acknowledgment, and applicable waivers.

After Board recommendation and membership approval, collect $75, or $25 if annual dues are independently exempt, and activate the member. Apply late-year coverage by activation date: August 2 through September 30 activation covers the remainder plus the next full membership year. Preserve any valid historical patch permission without treating it as current voting membership.

1.4 Renewal and fees

Prepare the renewal roster before October. Dues are due the first Tuesday in October, with grace through the first Tuesday in November. Record exempt-member confirmation as a renewal without payment. Honorary confirmation may be verbal. Do not mark an exempt member unpaid merely because no dues transaction exists.

The Treasurer reconciles receipts and payments; the Web Administrator and Secretary reconcile the eligibility roster. After the deadline, distinguish late renewal, lapsed status, and a completed-year gap. Preserve late renewers' active status on completion while recording the December election restriction. Any approved individual election-deadline exception must be documented before voting begins.

The first $50 new-applicant payment is not an extra charge on top of the $100 total. Record voluntary contributions separately from dues. The initial patch fee is one-time; do not treat every renewal as a new $50 patch purchase. Lost or damaged replacement items require a separately approved charge, not an invented annual fee.

1.5 Participation administration

Track ordinary attendance by calendar year. Distinguish general meetings from rides/events and actual volunteer service. In July send a courtesy reminder showing recorded attendance, remaining requirements, and December 31 deadline. Do not send violation notices to exempt Lifers, Past Presidents, or Honorary Members based on ordinary annual minimums.

For year-end shortfalls, issue written notice, give at least 14 calendar days for correction or explanation, and place the matter before the Board. Record approved hardship relief for the specified year. A normal improvement plan states the shortfall, practical expectations, time for review, and who will help verify progress. It does not itself remove otherwise-valid votes or membership. Refer failed plans for another Board review.

1.6 Lifer verification and recognition

Before renewal, the Web Administrator and Secretary review records for members approaching ten qualifying years. Record the actual eligibility date, supporting service history, any approved gap exception, participation requirements applicable before recognition, and good-standing verification. An approaching candidate is not newly exempt before earning recognition.

The Web Administrator verifies membership dates and continuity; the Secretary verifies the remaining criteria and records jointly verified ordinary recognition. Notify the Board and member, update the historical registry, and arrange ceremonial presentation. The presentation date does not delay an already verified honor. The first eligible renewal exemption follows earned and verified eligibility.

For a gap exception use the Hardship and Rule Exception Request in Club Records → Forms and Tools, obtain the required two-thirds approval with applicant recusal, and retain the reason. Preserve the pre-gap qualifying service, exclude the gap itself, and maintain an accurate history. Unapproved gaps restart an unearned clock. Retain exception records at least seven years and keep the historical award registry permanently.

1.7 Honorary members and departure records

Record the nomination, contribution, Board decision, verbal acceptance, annual confirmation, allowed information access, and any separately approved honorary insignia. Do not require a new honorary award vote every year merely to record confirmation. Lack of confirmation is not a finding of misconduct or erasure of historical recognition.

On departure record the effective date, reason, property obligations, retained insignia permissions, and recognition outcome. Do not delete former members to hide service history. For related-club Lifer forfeiture, mark the award history forfeited and document the factual basis and notice. For expulsion retain historical Lifer recognition but require return of club-owned patches. Separate active roster access from historical recognition and permitted display.

1.8 Forms and existing online records

Use Club Records → Forms and Tools to find the current administrative worksheet or existing online application. Forms record action under the bylaws and policies; they do not grant approval or change requirements. The separate Forms and Tools compilation is archived for reference rather than maintained as a third governing document.

Use information already recorded in an approved application, roster, financial ledger or inventory. Record the missing review, decision or handoff and a reference to the existing record instead of collecting the same information again. The New and Returning Member Checklist tracks completion and approvals; it is not a second membership application. Public Record Review Consent must record the exact approved screening consent before review; a general conduct acknowledgment is insufficient.

A browser worksheet is not saved merely because its fields are completed. Until a verified saving connection is provided, authorized staff must retain the reviewed summary in the appropriate restricted Club record. Finance holds the official accounting entry, and Storage Inventory holds the inventory record. A handoff worksheet supplies supporting evidence rather than a duplicate ledger.

2.1 Leadership authority

The President coordinates operations and is the primary spokesperson. The Board governs collectively. The Vice President supports coordination and orientation; the Sergeant at Arms supports order and safety; the Treasurer manages finances; the Secretary manages official records. The leadership reporting order does not replace voting, appeal, or complaint rights.

The President works with officers on objectives, ongoing projects, community relationships, event planning, reports, and continuity. The President reports on Club business at the annual Board meeting. The Vice President helps with agendas, member communications, committee logistics, and member orientation. The Sergeant at Arms de-escalates disputes, gives informal counseling, takes immediate situational safety action, and refers formal discipline to the Board under Bylaws 8.1 and 8.2.

Road Captain and Tail Gunner are operational assignments. The Road Captain plans routes, stops, fuel range, safe parking, formations, and pre-ride briefings. The Tail Gunner monitors the rear, relays hazards and signals, assists riders with problems, and communicates with the Road Captain so the group does not leave a rider behind. Roles do not authorize traffic violations or unsafe maneuvers.

Retain the source's post-ride debrief from the Sergeant at Arms to the President and Vice President within three business days, addressing route issues, safety concerns, and improvements. The Road Captain reviews it for future planning. Use briefing before a ride and debrief after a ride consistently.

The Good Will Ambassador is appointed at the President's discretion to support member welfare, illness and bereavement outreach, welcoming, milestones, and coordinated assistance. Donations, flowers, and expenditures still require the applicable financial approval. Protect private family information. No operational title alone grants a Board vote; an existing director retains their director vote.

2.2 Absences and assignments

Directors notify the President at least 24 hours before a scheduled absence where practicable, or promptly after an emergency. The President notifies the Vice President for their own absence. The Board determines excusal by majority approval without the affected director voting, and the Secretary records it without unnecessary private detail.

Maintain a calendar-year count of unexcused regular Board absences. Three trigger notice and review, not automatic removal. Authorized live remote participation counts as attendance. Communicate role-specific work and handoffs separately from meeting attendance.

2.3 Transition checklist

After election, announce verified results and schedule orientation. Within one week the Secretary provides incoming directors the bylaws, policy manual, duties, meeting schedule, current projects, budget, and pending matters. Preparing a transition does not authorize incoming directors to govern before their term starts.

At the late-December organizational session elect each officer separately under the bylaws. Record the incoming term, valid director seat, experience qualification or exception, and vote. During a continuing two-year presidential term, elect only offices actually open.

Ensure essential authorized access is ready January 1 or the midterm assumption date. Finish remaining handover within seven calendar days. Use individual authorized access and provider ownership-transfer procedures rather than publishing passwords in a checklist. Remove obsolete access when authority ends without destroying Club records. Record third-party delays, compensating arrangements, and the person responsible for completion.

Transfer ongoing initiatives and partner relationships; minutes and archives; bank records, signer forms, balances and outstanding obligations; inventory, keys and equipment; disciplinary matters through restricted channels; calendars, ride routes and emergency procedures; website, email, media and data administration; and pending compliance filings. The outgoing and incoming Treasurer jointly review and acknowledge the final financial report. Both parties sign the handover record; the President verifies completion and unresolved items.

3.1 Conduct standards

Treat members, associates, families, businesses, charitable recipients, and the public with respect. Support lawful Club purposes, safe activities, honesty, and responsible use of Club property and identity. Resolve disagreements respectfully and use the complaint process when needed. Wearing Club insignia does not authorize harassment, intimidation, discrimination, threats, theft, or violence.

Participate as required for the member's status and assigned responsibilities. Represent the Club appropriately in public and online. Avoid gossip, false accusations, defamation, and public disclosure of private Club matters. Protect access to records and credentials.

Follow traffic laws, licensing and insurance requirements, ride formations, briefings, and safety instructions. Avoid reckless riding. Do not consume alcohol or drugs in a manner impairing judgment during rides or other Club activities. Illegal drug use or possession is prohibited. Conduct allegations and criminal activity are addressed through fair process; no sentence in this policy creates automatic final expulsion.

Respect leadership directions given within lawful delegated authority. A disagreement, complaint, professional consultation, or good-faith report to authorities is not a chain-of-command violation merely because it concerns leadership.

3.2 Complaints and protective action

Submit a written complaint stating events, dates, relevant evidence, witnesses, and requested assistance to the President. If the President is implicated, unavailable, or conflicted, submit through an unconflicted director to the Board. Do not route the decision to the Vice President alone.

The Sergeant at Arms may give informal counseling and stop unsafe participation immediately. Informal counseling is not a formal disciplinary warning or finding. The reviewer distinguishes an immediate safety concern from the final merits. Authorized temporary restrictions may protect an event or people pending review. Document who acted, what was restricted, the reason, and the next review. Provide written allegations, response opportunity, impartial consideration, result, sanction duration, and appeal information before final discipline.

Formal disciplinary warnings, whether verbal or written, probation, and membership suspension require majority Board approval under Bylaws 6.4 and 8.2. Expulsion retains its approved two-thirds threshold and statutory floor. Officers communicate authorized sanctions; they do not approve formal sanctions unilaterally. An elected seat or officer position requires its separate removal process. Do not relabel expulsion as a suspension or temporary hold to avoid a required vote. If a more severe motion fails, any lesser sanction requires its own decision.

For presidential removal, schedule the membership meeting within 30 calendar days after referral and give at least 14 calendar days' written member notice. Preserve the investigation, hearing and special voting requirements in Bylaws 8.4.

3.3 Confidentiality and reporting

Share private information only for a legitimate authorized purpose and preserve legal inspection, reporting, and response rights. Confidentiality does not require prior Club permission for a good-faith report to police or other appropriate authorities or confidential professional advice. Retaliation for a good-faith complaint, truthful cooperation, or seeking review is prohibited. An unsubstantiated complaint is not automatically a knowingly false complaint.

Keep complaint and screening files separate from ordinary roster and social channels. Minutes record authorized decisions and totals without unnecessarily publishing allegations, medical facts, minors' details, or hardship recipients' identities. Retain evidence needed for review and any required preservation obligation.

3.4 Appeals and insignia

Record appeals received within 30 days and schedule Board decision within 30 days of receipt. Document good cause for any extension and inform the appellant. A Board appeal does not reverse a member-reserved removal vote.

Apply patch-return rules by status and reason for departure, not a single blanket instruction. Lifers and Past Presidents with approved retention rights may retain and wear patches; expulsion or a disqualifying related-club affiliation requires return as the bylaws provide. Personally purchased ordinary merchandise may be kept.

4.1 Calendar and notices

Maintain first-Tuesday general meetings and last-Tuesday Board meetings, with announced times and locations. Annual and special membership notices retain 14-to-60-day requirements. Special Board notices require at least 24 hours, unless every entitled director gives a written waiver; longer specific requirements control. Include the connection method for live remote Board participation and retain delivery evidence.

Before a vote verify the body's quorum, eligible voters, conflicts, applicable denominator, and any special notice. Ordinary Board approval requires a majority of eligible directors present, not merely a majority of votes cast; higher thresholds and the statutory floor in Bylaws 6.4 apply. Except for an express statutory special route, quorum is the greater of a majority of serving directors and one-third of prescribed seats rounded upward. For a financial-conflict transaction under the disinterested-director route, section 9.6 requires a majority of all disinterested directors and at least two affirmative votes; do not use only those attending as the denominator. A GroupMe text poll is not a live meeting. Use unanimous explicit written consent for action without a meeting, retaining the exact proposal and every director's response. A no, silence, or abstention prevents that route and may lead to a properly called meeting.

4.2 Annual election preparation

When constructing the transition, seek volunteers first for necessary one-time extensions and obtain formal approval of the named schedule. Count overlapping continuity and elected service once; preserve the longer valid elected term.

At October's last-Tuesday Board meeting certify the size formula count, including otherwise-eligible grace-period members. Record authorized Board size, existing unexpired terms, presidential protection, continuity seat, and actual election openings. Do not simply advertise three openings without checking the seat register.

At November's first-Tuesday membership meeting record nominations and candidates' agreement to serve. Verify one year of full membership by assumption of office, good standing and renewal qualification, leadership experience, and 75 percent attendance from January 1 through nomination close. Round attendance up. Record any separate hardship exception before voting. Lifers and Past Presidents seeking election satisfy candidate qualifications even though ordinary attendance minimums do not apply to them.

Publish the ballot and voting-window instructions. State the number of candidates each voter may select and the term lengths of available seats. If the same ballot includes full and shorter terms, assign full two-year terms to the highest vote-getters, then shorter terms in descending length to the next successful candidates. Announce this allocation before voting. Apply the approved tiebreaker to a tie affecting election or unequal term allocation.

4.3 Ballot administration

Validate each voter's eligibility without exposing ballot choices to general membership. The preferred access is one GroupMe link or QR code, usable by absent eligible members during the meeting window. For the 2026 election, also provide authorized live phone/video participation, verify remote identity, and offer a reasonable opportunity to participate and follow proceedings substantially concurrently. Receipt or submission of a ballot link alone does not establish attendance or quorum. Do not treat DOB lookup alone as verification or assume Google sign-in, email, paid texting, or individual codes are usable without approval and testing.

Before deployment demonstrate one eligible member one vote, no direct/proxy duplication, controlled opening and closing, private selections, an auditable tally, and accessible fallback. Two neutral noncandidate reviewers independently certify an electronic election. For manual secret ballots retain three neutral counters from the source until a changed manual procedure is adopted. A candidate may not verify their own contested tally.

Reject or handle overvotes and invalid selections under announced procedures; do not invent a favorable interpretation after results are known. Retain anonymized ballots or equivalent evidence separately from eligibility records. Certify totals and the tie decision. Highest totals win; longest current uninterrupted membership resolves a tie affecting a final seat or unequal term allocation, then a witnessed random draw if needed.

4.4 Member proxy register

Record granting member, authorized holder, specific meeting or session, date, signature or verifiable electronic authorization, any directions, delivery, revocation, and use. One attending eligible member may carry one proxy. An absent director cannot use this member process to delegate a Board vote. Before counting a direct electronic vote, ensure that member's proxy is not also used.

4.5 Minutes and retention

Minutes record the meeting, notice where relevant, attendance and quorum, motions, outcomes, required totals, conflict disclosures and recusals, appointments, and authorized extensions. Retain amendments and adoption records permanently. Store ballots, consents, proxies, and supporting decisions under the appropriate retention and privacy controls. Correct records through an identifiable correction, preserving the original and approval history.

5.1 Funds and accounting

The Treasurer maintains accurate accounts for income, expenses, assets, liabilities, donor restrictions, Board designations, and available funds after obligations. The General Fund contains unrestricted operating money. Donor-restricted funds retain their purpose restrictions. Board-designated unrestricted balances are identified separately and may be changed only through proper authorization.

Track restricted use in the ledger even if banking arrangements change. A transfer between Club accounts is not duplicate income or a new expense. Record processing fees, refunds, reversals, unpaid obligations, and reimbursements separately and reconcile them to source transactions. Do not assume every Bikes for Tykes receipt has identical donor restrictions.

5.2 Collection receipts and deposits

Authorized collectors record payer, amount, date, purpose and payment method and issue a receipt. Document the handoff to the Treasurer, with both parties confirming the amount. The Treasurer deposits funds into authorized Club accounts, retains deposit evidence, updates the ledger promptly, and matches electronic receipts to bank settlements. Preserve scanned or digital receipts in the approved financial folder by fiscal year and category.

Use traceable Club payment channels. Cash reimbursements are limited, require approval and a signed receipt, and are not a substitute for expense records. Identify cash floats separately from event income so withdrawing and returning a till is not fundraising revenue.

5.3 Approval and payment

Apply the bylaw operating matrix, $300 aggregate monthly presidential delegation, $1000 joint emergency delegation, and separate donation authority. Check fund purpose, available budget, outstanding obligations, conflicts, and total commitment before approval. For financial-conflict transactions, apply Bylaws 9.6 before relying on any delegated spending approval. Include deposits and related future payments when evaluating a contract. Do not split orders.

Submit ordinary requests at least one week before the event or purchase where practicable. Include purpose, amount, vendor, timing, fund, financial impact, and supporting quote. The President reviews mission and operations, the Treasurer verifies funds, and the Vice President participates in approvals above $250. Obtain the actual required approval; leadership notification is not approval.

Pay through a Club check or authorized electronic account. Record approval evidence, invoice, amount, payee, date, fund, payment identifier, and receipt. Contracts are signed by the President or Board-designated signer only after required authorization. Notify the President of restricted or designated-fund expenditures and obtain Board approval for General Fund supplementation.

5.4 Budget schedule and reporting

The President's review does not create a veto or substitute for Board approval. Material changes return to the Board. The adopted budget and approved projects survive leadership changes within their original terms.

At each regular Board and general membership meeting report income and expenses, fund and bank balances, outstanding obligations, expected expenses, budget comparison, and discrepancies. The source's weekly executive summary goes to the President, Vice President, and Secretary and includes balances, recent transactions, upcoming costs, and risks. Maintain the ledger promptly and review it monthly. Prepare an annual statement of income, expenses, net result, and outlook.

5.5 Independent review and records

Annually assign reviewers independent of handling the funds reviewed. Provide access to accounts, approvals, receipts, reconciliations, restricted-fund records, and budgets. Record findings, corrections, and unresolved differences and make an appropriate summary available to members. Describe this as an independent internal financial review; do not represent it as a CPA audit. Obtain an external audit if required or authorized.

Retain financial records at least seven years, or longer when law, donor terms, insurance, litigation holds, or another requirement applies. Preserve governing documents, minutes, adoption records, and historical recognition permanently. Limit personal and youth information to necessary retention and access rather than applying permanent retention to all raw personal data.

5.6 Gifts acknowledgments and compliance

Record cash gifts with donor, date, amount, purpose restrictions, and any goods or services provided. Noncash acknowledgments describe items and quantity without assigning the donor's tax value. Maintain internal inventory, condition, intended use, storage, later disposition, and proceeds records. Internal valuation for inventory does not become the donor's tax appraisal.

Use current IRS acknowledgment and disclosure requirements, including qualifying gifts of $250 or more and applicable quid pro quo disclosures. Do not promise every payment, ticket, sponsorship, purchase, or donated service is deductible. Identify any benefit provided accurately. The Treasurer verifies the correct annual return or notice, due date, extension, and state obligations; the source's blanket February 28 deadline is not retained as a legal filing date.

6.1 Donation categories and request review

Every charitable grant requires Board approval regardless of amount. Requests align with charitable purposes, are verifiable, and fit available authorized funds. Membership relationship alone does not establish charitable eligibility. Retain three source categories and amounts pending any separate approved change.

Internal connected former members include recognized Lifers and former members who continue recurring rides, volunteering, or support. Verify the need and program purpose rather than treating Club membership as entitlement to funds.

Submit required request information using the funding form, email, or a Board sponsor; the Secretary ensures equivalent information is retained. The President reviews mission alignment; the Treasurer confirms the charity budget and fund restrictions; the Board discusses and votes. Record approval, amount, fund, beneficiary category, payment evidence, and any conditions. Standard approvals use the ordinary lawful Board threshold.

Repeat internal assistance to the same individual within 12 months and emergency charitable exceptions require two-thirds of eligible, unconflicted directors present at a meeting with a quorum. Round the required affirmative vote upward. A director requesting assistance does not vote on their request. The statutory minimum in Bylaws 6.4 also applies. Five eligible participants require four yes votes. Without a meeting, use the approved unanimous explicit-consent procedure. These exceptions do not override charitable eligibility, approved budgets, dollar limits or donor restrictions. The President–Treasurer operating-emergency delegation does not authorize charitable grants.

Report approved giving to membership and summarize annually. Protect hardship recipients' identities unless they consent; record private identity in a restricted ledger and use an anonymized report. Retain acknowledgments and impact information as appropriate. Denied requests may be resubmitted with genuinely new information or circumstances; use the parliamentary authority for reconsideration procedure. Review this policy annually.

6.2 Outside fundraising approval

Before committing Club identity, volunteers, equipment, fundraising administration, or financial resources, submit the beneficiary, purpose, date, location, goal, requested assistance, responsibilities, collection and distribution plan, and known expenses to the President or Board. The President reviews suitability for Board presentation. Formal participation requires Board approval recorded before the commitment.

The Board assesses mission, resources, volunteer capacity, operational responsibility, financial exposure, reputation, and administrative tier. Significant participation requires a written pre-event agreement identifying the beneficiary, responsibilities, tier, allocation, approved direct expenses, collection channels, distribution method, name/logo permissions, conditions, and reporting expectations.

6.3 Administrative allocations

Choose the tier from actual responsibility, not merely the event title. Unless the Board approves another method before the fundraiser and records it in the agreement, net proceeds equal funds collected minus approved direct fundraiser expenses. Apply the allocation to net proceeds, then determine the beneficiary balance. Record income, direct expenses, allocation, distribution, and proof of payment distinctly.

Example: $10000 collected less $1000 approved direct expense leaves $9000 net. Tier III's 15 percent allocation is $1350, leaving $7650 for the beneficiary. This is an arithmetic example, not approval of an actual event or expense.

The Board may reduce or waive an allocation for member/immediate-family hardship, extraordinary community need, emergency relief, strategic partnership, minimal workload, or another justified mission purpose. Decide and document the exception before the event. One event's exception does not create a standing waiver. Donor terms and applicable restrictions control over an allocation arrangement.

6.4 Collection settlement and identity

Use approved financial channels, retain receipts, and reconcile all funds. Prefer traceable payments to beneficiaries rather than cash. Authorized administrative allocations become Club operating funds only to the extent consistent with the agreement, donor terms, and governing requirements. Retain proposal, approval, agreement, collections, expenses, allocation, reconciliation, distribution evidence, and final report.

No person may independently lend the Club's name, logo, tax identification, credentials, or claimed nonprofit status to another fundraiser. The Club may withdraw under approved authority if funds are mishandled, the Club is misrepresented, the agreement is breached, or exposure becomes unacceptable. Do not describe use of nonprofit status as a transferable license or guarantee of deductibility. Report the final settlement to the Board and review the policy periodically.

7.1 Cost and retail calculation

Use the approved merchandise tool for new pricing unless the Board documents an exception. All-in cost includes item cost and unavoidable per-item decoration, freight, tax, packaging, and other direct charges. Enter separate rows for variants with different costs. Verify the quote before publishing a price or accepting preorders.

Calculated price is cost multiplied by one plus markup. Retail is calculated price rounded upward to a $5 multiple. Under the inspected workbook's CEILING behavior, an exact $5 multiple remains at that multiple. Gross profit is retail less all-in cost, before processing, platform, event, and other overhead. Markup is not profit margin.

7.2 Exceptions and maintenance

Members and public pay the same retail price unless the Board approves a documented exception before sale. Clearance, bundles, charitable giveaways, sponsor arrangements, or strategic pricing may justify an exception. Record date, approver, reason, and price with the vendor order and pricing record.

The Treasurer or assigned merchandise lead updates costs. The Board reviews tiers annually or when costs or priorities materially change. Adopted tier changes must update both policy and calculation tool.

8.1 Purpose status and ages

Future Shakers is a family-connected youth and young-adult service, mentorship, and recognition program under Board authority. It encourages responsibility, teamwork, compassion, leadership, and community service. It is not BSSC membership, prospect status, or a promise of future membership. Participants have no membership vote, office, confidential-governance access, or authority to bind the Club.

Eligibility begins at five and ends on the twenty-first birthday. Ages five through seventeen require guardian consent and authorized adult supervision. Ages eighteen through twenty are self-consenting adult participants, not voting members, and still require an eligible sponsoring member. At 21 participants may apply through normal admission without automatic acceptance, reduced prospecting, fee waiver, or guaranteed sponsor.

8.2 Eligibility enrollment and records

Each participant needs an active member in good standing as sponsor and an eligible family or significant caregiving connection: child, stepchild, grandchild, step-grandchild, foster child, legal ward, or a comparable approved relationship. Unclear cases go to the Board. This is not a general-public youth-membership program. A member may sponsor multiple participants, each with an individual record.

Use the existing Future Shakers online application linked from Forms and Tools; do not require a duplicate enrollment application. For minors the parent or legal guardian supplies the consent; adult participants consent for themselves. The Secretary checks the enrollment application, age, sponsor, relationship, guardian authority when applicable, emergency contact, conduct acknowledgment, consent, media choice, and required activity documents. A majority Board vote approves enrollment. Attendance at events alone is not enrollment. Record the approval and status before recognition-patch issuance.

There is no program application fee or annual dues unless separately established by the Board. Optional or replacement items may carry reasonable approved charges. Verify information annually without requiring an entirely new application solely because a year changed. Report important contact, guardian, sponsor, safety, and permission changes promptly.

Maintain a private register of identity, date of birth, age category, enrollment and approval, guardian and emergency information, sponsor, permissions, patch issuance, service, recognition, status, and age transitions. Use Future Shakers Review and Service Record only for the internal review, decision and follow-up information not already captured in the register. Annual verification is an administrative check, not a repeat family application. An annual change alone does not require a new Board enrollment vote. Statuses are Active, Inactive, On Hold, Withdrawn, Removed, and Aged Out. If a sponsor becomes ineligible, arrange an approved replacement; place participation on hold if none is available. Re-enrollment requires current age eligibility, sponsorship, documents, and Board approval.

8.3 Supervision and safe activities

Every minor must have a responsible adult physically present and supervising. The adult is the parent/guardian, sponsor, or another adult specifically authorized by the parent/guardian. No drop-off childcare or custodial service is offered. The adult remains responsible for conduct, transportation, personal needs, safety instructions, and removal when required. Adult participants need no guardian supervision but follow program and event rules.

Approved service may include Bikes for Tykes, donation sorting, community cleanups, preparing event materials, age-appropriate setup, greetings, parades, festivals, and approved charity or outreach activities. Event leads specify ages, capacity, assignments, supervision, clothing, permission, and safety requirements.

Do not assign alcohol sale, service, purchase or handling; firearms, ammunition or weapons; operating motor vehicles for the program; hazardous machinery, heights, chemicals or materials; adult-only areas; security or crowd-control duties; gambling or age-restricted work; or other unreasonable or unlawful risks. These restrictions remain program rules even for ages eighteen through twenty.

Program enrollment does not authorize or require riding. Minor passenger decisions remain with the guardian under legal and safety requirements. Ordinary private transportation remains an arrangement between responsible adults; organized Club transportation requires specific Board approval. Overnight or out-of-area minor participation requires guardian involvement and an authorized supervising adult. Unrelated adult/minor private overnight accommodations are prohibited as part of the program.

Use open, observable group settings where practical and avoid unnecessary isolated adult/minor situations. Avoid private or secret electronic communications with minors; include or communicate through the guardian or authorized adult where practical. Contact emergency services when needed, notify responsible adults, and do not delay necessary assistance while trying to obtain a response.

8.4 Service and recognition

Count actual approved service; ordinary travel, meals, recreation, and social time generally do not count. Authorized leadership verifies date, organization, activity, hours, and cumulative total. Verified outside service through schools or legitimate community organizations may be recognized with approval. There is no annual minimum service-hour requirement unless separately established by the Board.

Certificates, pins, patches, coins, awards, or public acknowledgment may be used. Exceptional service, kindness, leadership, initiative, or Bikes for Tykes work may receive separate recognition. Changes to recognition items do not themselves alter eligibility or safety rules.

8.5 Patch and representation

Issue the approved Future Shakers recognition patch after enrollment. It is distinct from a BSSC membership back patch, rocker, officer title, or prospect identifier. Participants may wear it on an appropriate vest, jacket, shirt, backpack, or similar item without falsely implying membership or authority. No unauthorized membership insignia or reproductions are permitted.

Fundraising, solicitation, websites, public accounts, stores, and official media in the program's name require authorization and appropriate adult oversight. Replacement patches may be approved at reasonable replacement cost. Voluntary departures and age-outs may retain earned commemorative patches; the Board may require return following permanent removal for serious misconduct. Misuse may lead to a direction to stop display under authorized review.

8.6 Conduct and review

Evaluate conduct with regard to age, maturity, circumstances, and understanding. Begin ordinary concerns with reminders, explanation, adult discussion, or reassignment. Repeated concerns may require parent/sponsor notice, written warning, temporary restriction, improvement plan, or Board review.

Serious concerns include violence, threats, bullying, harassment, theft, intentional damage, weapons misuse, illegal substances, serious unsafe behavior, fraudulent fundraising, or misuse of identity. Authorized leadership may stop an activity for immediate safety. The President may place participation on temporary hold while the matter is reviewed.

Permanent removal requires written notice of the concern, a chance for the adult participant or guardian to respond, and majority Board approval with quorum. An adult's misconduct should be addressed with that adult, or another appropriate supervisor found where practical, before penalizing the participant. A guardian or adult participant may request Board reconsideration within 30 days. The Board's reconsideration is final for program purposes. These are program decisions, distinct from full-member expulsion.

8.7 Privacy consent and age transitions

Collect only information needed for administration, safety, service, and recognition. Restrict records to authorized program personnel. Do not publish private registers, birthdates, emergency contacts, guardian information, discipline, home addresses, school schedules, or other unnecessary identifying information. Do not sell data or provide it for outside marketing.

A guardian or adult participant may approve or decline media use. Declining does not affect eligibility. Honor changes prospectively and make reasonable efforts not to publish identifiable opted-out participants; incidental third-party media at public events cannot be guaranteed absent. Necessary sharing for emergencies, insurance, authorized activity administration, or legal requirements remains governed by purpose and access controls.

At eighteen update the participant's age category and obtain their own current acknowledgments, contact verification, and media choice; no new Board approval is required solely because of that birthday. At 21 mark Aged Out, preserve appropriate service and recognition, and end program status. Where practical give information 60 to 90 days before age-out. There is no expectation or guarantee that the participant joins BSSC.

8.8 Oversight and continuity

The President provides administrative oversight unless the Board designates a coordinator. This does not replace the Secretary's application check or Board enrollment/removal votes. Sponsors support communication and conduct but cannot grant exceptions. The Treasurer handles program money under ordinary financial rules.

Review enrollments, sponsors, permissions, age transitions, service, patches, records, and safety annually. Material changes require Board approval. Routine logged changes to forms, contacts, record methods, and recognition items may be made only within approved rules. Transfer the register, pending cases, permissions, service records, inventory, access, and upcoming birthdays during leadership handover. Officer turnover does not cancel enrollment. The Board may suspend or discontinue the program, notify families, and preserve appropriate records.

Adopted by ____________________ on ____________________

Effective date ____________________

President ____________________ Secretary ____________________