DOCUMENT ID: LODGE-17
TITLE: Approved Vendors and External Services Policy
VERSION: 1.0
STATUS: Active Draft
APPLIES TO: Charity Helpers Foundation (501(c)(3)) and Civic Helpers Network (501(c)(4), planned)

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APPROVED VENDORS AND EXTERNAL SERVICES POLICY

PURPOSE

This document defines when and how lodges may engage external vendors or paid services.
Its purpose is to protect quality, manage risk, and prevent reputational or legal exposure.

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IN-HOUSE VS EXTERNAL SERVICES

Lodges may freely perform work in-house using volunteer labor or locally owned resources.

External services refer to:
- paid vendors
- contracted services
- third-party production
- manufacturing or fulfillment
- publishing or printing services

Different rules apply to external services.

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APPROVED VENDOR REQUIREMENT

When external services are used for lodge-related work, they must:
- use approved vendors, or
- be coordinated through the appropriate entity

This applies to:
- printing
- publishing
- manufacturing
- merchandise
- large-scale production
- branded materials

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WHY APPROVAL IS REQUIRED

Vendor approval exists to:
- ensure quality and consistency
- protect shared names and materials
- manage liability
- prevent cost abuse
- avoid unauthorized representations

Approval is protective, not restrictive.

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COORDINATION OPTION

Lodges may request coordination assistance.

Coordination may include:
- vendor selection
- project management
- quality review
- payment handling

Any coordination fees must be disclosed in advance.

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NO EXCLUSIVITY OR DONOR PRIVILEGE

Approved vendor status:
- does not grant exclusivity
- does not imply endorsement
- does not create donor authority

Vendors do not gain control or influence.

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NON-COMPLIANCE

Repeated failure to follow this policy may result in:
- suspension of printing or publishing privileges
- restriction of access to shared capabilities

Such actions are reversible upon compliance.

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SUMMARY

External services introduce risk.
Approval ensures protection without blocking local initiative.

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END OF DOCUMENT
