OUR POLICIES

---

As a volunteer with Bless The Badge Ministries (BTBM), I agree to:

1. Volunteer Status – I understand that all service to BTBM is on a volunteer basis and that I will not receive financial compensation for my time, talents, or contributions.
2. Intellectual Property & Branding – I may not use BTBM’s logo, name, or branding on apparel, printed materials, or digital media without prior written approval from Executive Leadership.  I may not copy, download, or share BTBM’s Canva files, templates, or content outside the organization.
3. Conduct & Representation – I will represent BTBM with professionalism and respect, upholding the mission and values of the organization.
4. Confidentiality – I will not disclose sensitive information about BTBM, its members, or its operations without authorization.
5. Liability – I release BTBM, its Board, and leadership from liability for injuries or damages arising out of my volunteer activities, except in cases of gross negligence or willful misconduct.

All members of the Bless The Badge Ministries board, leadership and volunteer team agree to this Volunteer Agreement via electronic signature.

This Agreement establishes the terms for individuals serving as Tactical Relationship Training™ (TRT) Instructors under Bless The Badge Ministries (BTBM).

1. Certification – Certification as a TRT Instructor is granted through BTBM and remains valid only while the individual is an active member of BTBM leadership.
2. Termination – Certification automatically ceases upon departure from BTBM for any reason (resignation, removal, or completion of service).
3. Intellectual Property – TRT curriculum, logos, names, and materials are the sole property of BTBM.  Instructors may not reproduce, distribute, or use TRT content outside of BTBM without written authorization.
4. Conduct – Instructors must teach core content faithfully, without modification, and in alignment with BTBM’s mission and values.
5. Accountability – Failure to adhere to this agreement may result in immediate loss of certification and further action as determined by Executive Leadership.

All members of the Bless The Badge Ministries leadership and instructor team agree to this TRT Instructor Certification Agreement via electronic signature.

This Agreement governs the use of Tactical Relationship Training™ (TRT) preview content provided by Bless The Badge Ministries (BTBM) to clinicians, agencies, churches, and other organizations.

1. Purpose – Preview content is provided solely for evaluating TRT’s relevance and applicability within clinician presentations, agency programs, church settings, or other partner contexts.
2. Limitations – Content may not be copied, shared, distributed, or used for training or public presentation beyond the agreed preview. Content may not be adapted, branded, or modified without prior written permission from BTBM. Churches may use the content only for projection within their BTBM event purposes and not for public broadcast or external distribution.
3. Ownership – All TRT content is proprietary to BTBM and protected under intellectual property laws.
4. Confidentiality – Recipients agree to maintain confidentiality and not disclose content to third parties outside the agreed preview context.
5. Return or Destruction – At the conclusion of the preview, recipients must either return all provided materials or certify their destruction.

All partners of Bless The Badge Ministries, including clinicians, agencies, churches, or other organizations agree to this TRT Preview Content Agreement (via electronic signature.

Purpose
Bless The Badge Ministries (BTBM) requires that decisions are made solely in the best interest of the organization, free from influence or bias of personal or financial interests. This policy protects the integrity of BTBM’s decision-making and charitable mission.

Applicability
This policy applies to:

• Board of Directors (including Honorary Non-Voting Members)
• Executive Directors
• Regional Directors
• State Ambassadors
• All other BTBM leadership
   

Policy

1. Disclosure – All covered persons must disclose any actual, potential, or perceived conflict of interest as they arise.
2. Recusal – A person with a conflict of interest must recuse themselves from discussion and voting related to that matter.
3. Documentation – All conflicts and recusals will be recorded in the meeting minutes.
4. Prohibited Benefits – Leadership and volunteers may not use their position to secure personal benefit, financial gain, or special privilege.
5. Enforcement – Violations may result in removal from leadership and, if necessary, legal action.

All members of the Bless The Badge Ministries board and leadership team agree to this Conflict of Interest Policy via electronic signature.

Purpose
Bless The Badge Ministries (BTBM) retains records to comply with Florida law, IRS requirements, and operational needs. Records are destroyed securely after the retention period, unless legal action, an audit, or an investigation is pending.

Retention Schedule

• Articles of Incorporation, Bylaws, IRS Determination Letter | Permanent
• Board Meeting Minutes & Policies | Permanent
• Financial Statements, Bank Records, Expense Reports | 7 years
• Contracts & Agreements | 7 years after completion
• Donor Records | 7 years
• Event Attendance & Evaluations | 3 years
• Insurance Policies | 7 years after expiration
• Employee / Volunteer Records | 7 years after departure
• Electronic Correspondence with Legal / Financial Significance | Consistent with related category above
   

Destruction
Records may be destroyed after the retention period, provided approval is obtained from the Treasurer or the Executive Leadership Team. Paper records should be shredded, and digital records should be securely deleted.

All members of the Bless The Badge Ministries board and leadership team agree to this Document Retention and Destruction Policy via electronic signature.

Purpose
This policy ensures that all Bless The Badge Ministries (BTBM) events are financially responsible, mission-aligned, and accountable to stakeholders. It provides guidance on budgeting, attendance expectations, per-person costs, program-specific justifications, funding verification, and travel planning.

Applicability
This policy applies to:

• All volunteers involved in planning, organizing, or approving events.
• All events, including conferences, workshops, training sessions, and pilot programs.
• All tiers of events, from small gatherings (Tier 0) to large multi-speaker conferences (Tier 3).

Guiding Principles

All event planning decisions must consider the following principles:

1. Financial Stewardship to the Lord: All funds must be used wisely, intentionally, and faithfully, ensuring expenditures reflect responsible stewardship of ministry resources.
2. IRS Fiscal Responsibility: Events must directly advance the charitable/religious mission (not provide perks for insiders); be reasonable under the circumstances (costs are not excessive compared to the value provided); be properly documented (budget, receipts, attendance, and clearly stated purpose).
3. Accountability to Sponsors: Event planning and budgeting must honor sponsor commitments, ensuring contributions deliver expected advertising value and mission alignment.

Per-Person Cost Benchmarks (IRS Guidance)

• Under $100: Standard benchmark for all tiers; considered reasonable for IRS purposes.
• Over $100: Requires policy exception as below.

Event Tiers and Budgets

Events must select a tier based on anticipated attendance and available funding.

• Tier 0 | $2,500 | 2 Speakers | Minimum Attendees = 25 | Minimum Registrations = 50
• Tier 1 | $4,500 | 4 Speakers | Minimum Attendees = 45 | Minimum Registrations = 90
• Tier 2 | $6,250 | 6 Speakers | Minimum Attendees = 60 | Minimum Registrations = 120
• Tier 3 | $8,000 | 8 Speakers | Minimum Attendees = 80 | Minimum Registrations = 160

If anticipated attendance falls below thresholds, the event will be scaled down or rescheduled.

Timeline

• 90+ Days Before: All funding for the selected tier budget must be received. Open registration, draft budget, confirm speaker tier.
• 60+ Days Before: Registration must reach double the minimum expected attendance. If not, travel will not be booked - reassess tier.
• 30 Days Before: Final go/no-go decision. If minimum confirmed attendance is not met, scale down or postpone.
• Event Week: Execute event, track attendance, collect evaluations.
• Post-Event (within 14 days): Report on attendance, calculate cost per participant, follow up with donors and sponsors.  

Policy Exceptions

A justification explains why an event’s cost per person doesn't meet the benchmark and/or requires special consideration. Examples include:

1. Train-the-Trainer Programs: Specialized instruction to equip certain participants to teach others.
2. Contracted Workshops with Departments or Organizations: External groups manage marketing, registration, and attendance.
3. Coaching-Intensive Workshops: Programs requiring specialized facilitators or materials for mental health or relationship outcomes.
4. Pilot Programs or New Initiatives: Early-stage events testing new curricula or approaches.
5. Local TRT Instructors: When sufficient funding is available and certified local TRT Instructors are accessible, up to $100 per adult participant may be allocated toward full-day event costs, based on 50% of registered adults, who are not BTBM team members or volunteers. The first $140 must be allocated to event insurance before any other funds are spent.
    

Documentation must include:

• Explanation of why standard budget and benchmarks aren't sufficient.
• Expected impact or outcomes of the event.
• Confirmation of any external cost-sharing, sponsorship, or participant support.
   

Exceptions may proceed outside of thresholds with:

1. Written justification from a member of BTBM leadership, and 
2. Approval from the Executive Leadership Team.

All members of the Bless The Badge Ministries board, leadership and volunteer team agree to this Event Cost and Attendance Policy via electronic signature.

Purpose

This policy establishes the rules and procedures for expense approval, reimbursement and fiscal controls within Bless The Badge Ministries (BTBM).

Applicability

This policy applies to all Board members, Executive Directors, Regional Directors, State Ambassadors, Event Coordinators, and all other volunteers.

General Guidelines

• All individuals serve on a volunteer basis; reimbursement is only for approved expenses.
• All expenses are subject to available funds within the state budget (or national, if approved).
• Excluding pre- and post-conference meals, expenses above $50 require prior approval from the Executive Leadership Team.
• Advance payments may be requested to reduce financial burden.
• Expense reimbursements must be submitted within 7 days with receipts and justification.
• Policies below apply to all reimbursements; exceptions must be approved in writing by the Executive Leadership Team.

Fiscal Controls

To ensure responsible handling of BTBM funds and compliance with IRS and Florida nonprofit requirements:

1. Authorized Signers: All bank accounts require at least two authorized signers.
2. Reimbursement Approval: All reimbursements require itemized receipts and prior approval as outlined above and below.
3. Dual Approval: Transactions over $500 require approval from two members of the Executive Leadership Team.
4. Annual Review: Executive Leadership Team will review finances at least annually and report to the Board.
5. No Personal Use: BTBM funds or assets may not be used for personal benefit.
    

Approved Expense Categories

• Advertising & Marketing
• Airfare
• Event Supplies
• Insurance
• Lodging
• Meals (see below)
• Parking & Tolls
• Transportation

Meals

Pre-Conference Meal

• Fellowship with the event coordinator, speakers, and (budget permitting) the planning team.
• Up to $30 per person (includes food, non-alcoholic drinks, tax, and tip).
• Maximum of 12 people, budget permitting.
• No alcohol reimbursed.

Post-Conference Debrief Meal

• BTBM team debrief meal (pizza or similar).
• Up to $15 per person.
• Maximum of 10 people, budget permitting.
• No alcohol reimbursed.

Meals on Travel Days

• Reimbursable meals on travel days are limited to those not otherwise provided by the hotel or conference, and are budget permitting.
• Example application:
  • Friday (Travel & Pre-Conference): breakfast and/or lunch may be reimbursed if purchased during travel; dinner is covered as the pre-conference meal above.
  • Saturday (Conference): breakfast (hotel) and lunch (conference) are provided; no additional meals reimbursed other than the post-conference meal.
  • Sunday (Return Travel): breakfast (hotel) provided; lunch and/or dinner may be reimbursed if purchased during travel.
• Maximum reimbursement: $15 per person per meal (includes food, non-alcoholic drinks, tax, and tip).
• Itemized receipts are required for all reimbursement requests.
• No alcohol or entertainment expenses will be reimbursed.

Other Meals

• No other meals are reimbursable unless specifically approved in writing by the Executive Leadership Team.

Travel Expenses

• All flights, lodging, rental cars, and insurance are booked by the Treasurer only - no exceptions.
• Covered additional costs: checked luggage, parking, tolls, fuel, rental cars, rideshare, shuttle service.
• Exclusions:
  • No upgrades (airline, hotel, rental car).
  • No elective stays.
  • No entertainment.
• Mileage Reimbursement – IRS charitable mileage rate ($0.14 per mile).

Other Expenses

Certain ministry activities outside of events may incur modest, mission-aligned costs. These expenses must comply with the general reimbursement rules (available funding, receipts, and prior approval for amounts above $50) and demonstrate clear connection to BTBM’s outreach and relationship mission.

Examples include:

• TRT at Home (Life Group Model): Participant meals or refreshments, up to $15 per person, to foster fellowship and engagement.
• Community Outreach Events: Modest donations or giveaways (e.g., bicycles for National Night Out) when used for ministry visibility or community engagement.
• Promotional or Networking Events: Booth registration, printing, or display materials at law enforcement–related gatherings (e.g., State Chiefs, Chaplains, or FOP conferences).

Requirements:

• Expenses must be covered by available state funding that is not earmarked for a specific event.
• Any single expense over $50 requires advance approval from the Executive Leadership Team.
• Documentation must include receipts, description, and outreach or program purpose.
• Alcohol, entertainment, and personal benefit expenses are strictly prohibited.

Reimbursement Process

• Requests must be submitted via BTBM’s official form with receipts.
• Requests must include date, amount, purpose, and category.
• Treasurer processes reimbursements via Zelle or Venmo only.

Accountability

• Treasurer maintains all reimbursement records.
• Executive Leadership reviews and approves reimbursements.
• Misuse may result in removal, restitution, and/or legal action.

All members of the Bless The Badge Ministries board, leadership and volunteer team agree to this Expense Approval, Reimbursement, and Fiscal Controls Policy via electronic signature.

Purpose
Bless The Badge Ministries (BTBM) encourages ethical conduct and compliance with the law. This policy protects anyone reporting suspected wrongdoing from retaliation.
 

Policy

• Anyone may report concerns about financial or legal misconduct to the Executive Leadership Team.
• Reports involving Executive Leadership should be directed to the Board.
• Reports may be anonymous.
• BTBM will investigate all reports promptly and confidentially.
• No retaliation is allowed against anyone reporting in good faith.

All members of the Bless The Badge Ministries board and leadership team agree to this Whistleblower Policy via electronic signature.