Policies, procedures and more

Spirit Open Equestrian Program 
General Policies

Drugs and alcohol


SPIRIT OEP is a Drug-Free place. The use of Illegal Drugs and Alcohol is inconsistent
with the behavior expected of volunteer and staff. The use of Illegal Drugs and Alcohol and
misuse of Prescribed and Over the Counter Drugs subjects volunteers, staff and participants
to unacceptable safety risks that undermine the SPIRITs ability to operate safely, effectively,
and efficiently.

Weapons

It is the SPIRITs policy to maintain a firearms and weapons free place and prohibit the
possession of firearms and weapons regardless of any license or permit that an individual
may have which would otherwise authorize the individual to carry firearms or weapons.
The SPIRIT will strictly enforce this policy.

Appropriate behavior

It is the commitment of SPIRIT Open Equestrian Program and its management to ensure
this place is free from negative, aggressive, and inappropriate behaviors, and that the
environment is aimed at providing high quality services in an atmosphere of respect,
collaboration, openness, safety and equality. All volunteers, staff, participants and visitors
have the right to be treated with dignity and respect.


Visitors

Visitors are welcome to schedule a visit by phone, or –email, have to sign liability release
document and should be greeted by staff or volunteer assigned to assist at the time
scheduled ahead. Anyone without signed liability release can be greeted at the park area
near the Barn. No barn visits beside program activities and scheduled with assigned staff 
allowed.

Communication:

Adult staff and volunteers will not communicate with participants in the program via
unsanctioned social media.  All communication will be verbal, through Facebook postings
or the blog. When necessary email can be used with parental permission.




Conflict of Interest Policy

Article I
Purpose


The purpose of the conflict of interest policy is to protect SPIRIT Open Equestrian Program
(the “Corporation”) interest when it is contemplating entering into a transaction or arrangement that
might benefit the private interest of an officer or director of the Corporation or might result in a
possible excess benefit transaction. This policy is intended to supplement but not replace any
applicable state and federal laws governing conflict of interest applicable to non-profit and charitable
corporations.

Article II
Definitions

1. Interested Person Any director, principal officer, or member of a committee with governing board
delegated powers, who has a direct or indirect financial interest, as defined below, is an interested
person

2. Financial Interest A person has a financial interest if the person has, directly or indirectly, through
business, investment, or family:

a. An ownership or investment interest in any entity with which the Corporation has a transaction or
arrangement,

b. A compensation arrangement with the Corporation or with any entity or individual with which the
Corporation has a transaction or arrangement, or a potential ownership or investment interest in, or compensation arrangement with, any entity or
individual with which the Corporation is negotiating a transaction or arrangement.

Compensation includes direct and indirect remuneration as well as gifts or favors that are not
insubstantial. A financial interest is not necessarily a conflict of interest. Under Article III, Section 2,
a person who has a financial interest may have a conflict of interest only if the appropriate governing
board or committee decides that a conflict of interest exists.

Article III
Procedures

1. Duty to Disclose In connection with any actual or possible conflict of interest, an interested person
must disclose the existence of the financial interest and be given the opportunity to disclose all
material facts to the directors and members of committees with governing board delegated powers
considering the proposed transaction or arrangement.
2. Determining Whether a Conflict of Interest Exists After disclosure of the financial interest and all
material facts, and after any discussion with the interested person, he/she shall leave the governing
board or committee meeting while the determination of a conflict of interest is discussed and voted
upon. The remaining board or committee members shall decide if a conflict of interest exists.

Procedures for Addressing the Conflict of Interest
a. An interested person may make a presentation at the governing board or committee meeting, but
after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the
transaction or arrangement involving the possible conflict of interest.

b. The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested
person or committee to investigate alternatives to the proposed transaction or arrangement.

c. After exercising due diligence, the governing board or committee shall determine whether the
Corporation can obtain with reasonable efforts a more advantageous transaction or arrangement from
a person or entity that would not give rise to a conflict of interest.

d. If a more advantageous transaction or arrangement is not reasonably possible under circumstances
not producing a conflict of interest, the governing board or committee shall determine by a majority
vote of the disinterested directors whether the transaction

or arrangement is in the Corporation’s best interest, for its own benefit, and whether it is fair and
reasonable. In conformity with the above determination it shall make its decision as to whether to
enter into the transaction or arrangement.
Violations of the Conflicts of Interest Policy
a. If the governing board or committee has reasonable cause to believe a member has failed to
disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief
and afford the member an opportunity to explain the alleged failure to disclose.

b. If, after hearing the member’s response and after making further investigation as warranted by
the circumstances, the governing board or committee determines the member has failed to disclose
an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

Article IV
Records of Proceedings


The minutes of the governing board and all committees with board delegated powers shall contain:
a. The names of the persons who disclosed or otherwise were found to have a financial interest in
connection with an actual or possible conflict of interest, the nature of the financial interest, any action
taken to determine whether a conflict of interest was present, and the governing board’s or committee
’s decision as to whether a conflict of interest in fact existed.

b. The names of the persons who were present for discussions and votes relating to the transaction
or arrangement, the content of the discussion, including any alternatives to the proposed transaction
or arrangement, and a record of any votes taken in connection with the proceedings.

Article V
Compensation

A voting member of the governing board who receives compensation, directly or indirectly, from
the Corporation for services is precluded from voting on matters pertaining to that member’s
compensation.
A voting member of any committee whose jurisdiction includes compensation matters and who
receives compensation, directly or indirectly, from the Corporation for services is precluded from
voting on matters pertaining to that member’s compensation.
No voting member of the governing board or any committee whose jurisdiction includes
compensation matters and who receives compensation, directly or indirectly, from the Corporation,
either individually or collectively, is prohibited from providing information to any committee regarding
compensation.

Article VI
Annual Statements


Each director, principal officer and member of a committee with governing board delegated powers
shall annually sign a statement which affirms such person:

a. Has received a copy of the conflicts of interest policy,
b. Has read and understands the policy,
c. Has agreed to comply with the policy, and
d. Understands the Corporation is charitable and in order to maintain its federal tax exemption it
must engage primarily in activities which accomplish one or more of its tax-exempt purposes.

Article VII
Periodic Reviews

To ensure the Corporation operates in a manner consistent with charitable purposes and does not
engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted.
The periodic reviews shall, at a minimum, include the following subjects:

a. Whether compensation arrangements and benefits are reasonable, based on competent survey
information, and the result of arm’s length bargaining.

b. Whether partnerships, joint ventures, and arrangements with management Corporations conform
to the Corporation’s written policies, are properly recorded, reflect reasonable investment or payments
for goods and services, further charitable purposes and do not result in increment, impermissible
private benefit or in an excess benefit transaction.

Article VIII
Use of Outside Experts


When conducting the periodic reviews as provided for in Article VII, the Corporation may, but need
not, use outside advisers. If outside experts are used, their use shall not relieve the governing board
of its responsibility for ensuring periodic reviews are conducted.


Nondiscrimination Policy Statement

SPIRIT Open Equestrian Program, Inc. prohibits discrimination against any member of the
community on the basis of race, religion, color, sex, age, national origin or ancestry, genetic
information, marital status, parental status, sexual orientation, gender identity and expression,
disability, or status as a veteran.

Child Protection Policy Statement
CHILD PROTECTION POLICY STATEMENT

General purpose statement:

SPIRIT Open Equestrian Program seeks to provide a safe and secure environment for the children
who participate in SPIRIT programs and activities. By implementing the below practices, our goal is t
o protect children involved in SPIRIT Open Equestrian Program from incidents of misconduct or
inappropriate behavior while also protecting  staff and volunteers.

Definitions:

For purposes of this policy, the terms “child” or “children” include all persons under the age of eighteen
(18) years. The terms “worker” or “staff” means paid persons in organization. The term “volunteer”
means any not paid adult involved in program in a role of Instructor/Assistant Instructor/Instructor in
Training in activities with children.


Communication regulations with children in the program are defined in the General Policies.

Selection of Workers:

All persons who desire to work with the children participating in our programs and activities will be
screened. This screening includes the following:
 Written Application:

 All persons seeking to work with children must complete and sign a written application in a
form to be supplied by us. The application will request basic information from the applicant,
permission to run background checks, and will inquire into previous experience with children,
previous SPIRIT Open Equestrian Program affiliation, reference and employment information, as
well as disclosure of any previous criminal convictions. 

      Criminal Background Check:
 A national criminal background check is required for all staff (regardless of position)  and key
volunteers upon decision of Executive or Program Directors. 

RESPONDING TO ALLEGATIONS OF CHILD ABUSE


For purposes of this policy, “child abuse” is any action (or lack of action) that endangers
or harms a child’s physical, psychological or emotional health and development. 

Staff or volunteers may become aware of suspected abuse or neglect of a child in the program. 
In the event an individual involved in the supervision of children at SPIRIT Open Equestrian Program
becomes aware of suspected abuse this should be reported immediately to the Executive Director for
further action.  
 In the event that an incident of abuse is alleged to have occurred at SPIRIT Open Equestrian Program
or during our sponsored programs or activities, the following procedure shall be followed:
 Staff will immediately ensure the child is safe and no longer subject to harm. Whoever is alleged to be
a perpetrator of the abuse will be removed from all roles at SPIRIT program and instructed by the
Executive Director to remain away from the SPIRIT premises and all activities until being advised
otherwise. He or she shall be instructed by the Executive Director to have no contact with the victim
or with witnesses. The Executive Director will contact the parent or guardian of the child  Decisions
about further investigation or  actions will be left to parents/guardians Any person who is not found
innocent of the alleged abuse or misconduct will be permanently
removed from SPIRIT Open Equestrian Program.


ACCIDENTAL INJURIES TO CHILDREN 

  1.  For minor injuries, scrapes, and bruises, workers will provide First Aid (Band-Aids, etc.) as appropriate and will notify the child’s parent or guardian of the injury at the time the child is picked up from our care
2. For injuries requiring medical treatment beyond simple First Aid, the staff member in charge (Instructor, Instructor Assistant or Executive Director) will immediately be summoned and she will contact the parent and/or guardian. If warranted by circumstances, an ambulance will be called. 
  1. Once the child has received appropriate medical attention, an incident report will be completed.

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