DOCUMENT ID: LODGE-20
TITLE: Vendor Coordination and Service Fee Disclosure
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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VENDOR COORDINATION AND SERVICE FEE DISCLOSURE

PURPOSE

This document explains when vendor coordination services may be provided and how any associated service or administrative fees are disclosed.
Its purpose is to ensure transparency, prevent misunderstanding, and maintain trust.

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WHEN COORDINATION APPLIES

Vendor coordination may be offered when:
- a lodge requests assistance
- external production or services are required
- project complexity creates risk
- compliance or quality oversight is necessary

Coordination is optional unless required by policy.

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SCOPE OF COORDINATION

Coordination services may include:
- vendor selection
- project scoping
- quality review
- payment handling
- delivery verification

Coordination does not imply control over lodge decisions.

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SERVICE AND ADMINISTRATIVE FEES

When coordination services are provided:
- any service or administrative fee must be disclosed in advance
- fees must be reasonable and purpose-based
- fees may cover time, oversight, and accounting costs

Fees are not profit-driven.

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NO HIDDEN COSTS

There are no hidden or retroactive fees.

Lodges must be informed of:
- expected costs
- fee structure
- payment timing

Consent must be obtained before proceeding.

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ENTITY ALIGNMENT

Fees and coordination must:
- align with the operating entity
- respect C3 and C4 separation
- comply with applicable regulations

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DECLINING COORDINATION

Lodges may decline coordination services.

Declining coordination:
- does not affect affiliation
- may require use of approved vendors independently
- does not incur penalties

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SUMMARY

Transparency preserves trust.

Service fees exist to cover work, not to extract value.

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END OF DOCUMENT
