TCBC POLICIES REGARDING DOCUMENTS

RETENTION OF DOCUMENTS

The following documents of TCBC shall be maintained for six years:

1. 1. 1. 1. minutes of meetings
         2. tax returns
         3. state filings
         4. bank statements
         5. accounting statements and
         6. backup financial documents. 

Ride Stats documents shall be maintained for the ride year until all rides for that year have been reconciled and closed.

Any other documents shall be maintained for three years.

After these retention periods have expired these documents shall be destroyed.

Articles of Incorporation and By-Laws, amendments thereto and exemption documents should be maintained on a permanent basis.

Adopted by the TCBC Board of Directors on December 3, 2013

REQUESTS FOR DOCUMENTS BY MEMBERS

 When a member requests copies of corporate financial or accounting documents, TCBC shall give to this member copies of the profit and loss statements and balance sheets for the period(s) requested but for no more than the previous three years and for the then current year to date. All other corporate documents requested by a member may be inspected at such location as determined by the TCBC Executive Committee, and copies of inspected documents may be given to the requesting party in the discretion of a majority of the Board of Directors. In lieu of an inspection of documents, copies of the requested documents may be given to the requesting party in the discretion of a majority of the Board of Directors. Requests for documents shall be made to the TCBC Executive Committee at officers@biketcbc.org.

            Adopted by the TCBC Board of Directors on December 3, 2013