Code of Conduct and Ethics Policy | Sexual Harassment Policy Conflict of Interest Policy | Document

Preamble

Becky Baker Foundation (hereinafter the “BBF”) is a non-profit organization whose mission is

to educate and support those impacted by breast cancer. In adherence with best practices designed to

foster good governance, the policies herein apply to all Board and Committee Members, staff, and

volunteers to assist in the development and administration of the BBF mission and its programs.

Additionally, the Board and Committee Members, staff, and volunteers of the BBF are charged with

providing oversight and accountability over all operations and activities to ensure the BBF remains

in good standing with local, state, and federal charitable and tax laws. The policies set forth herein

are intended to supplement, but not to supersede, any existing statements of policy now in existence

or hereinafter adopted.

Code of Conduct and Ethics Policy

To ensure compliance with state and federal laws, the BBF’s Board of Directors (hereinafter the

“Board”) has adopted this Code of Conduct and Ethics Policy (the “Code of Conduct and Ethics

Policy”) for Board and Committee Members, staff, and volunteers of the BBF. Board and

Committee Members, staff, and volunteers must act in the best interests of the BBF and must

comply with both the letter and the spirit of this Code of Conduct and Ethics Policy.

No code or policy can anticipate every situation that may arise. Therefore, this policy and related

procedures are a definitive resource for all Board and Committee Members, staff, and volunteers,

who are encouraged to contact the President of the BBF with questions about specific circumstances

that may associate with one or more of the provisions of this policy.

1. Duty of Care - Handle the business of the organization with the care an ordinary and prudent

person would use.

Directors must actively participate in meetings, review documentation, ask questions, learn about

the activities of the organization, understand risks and be intentional when deciding what risks are

acceptable. As stewards of the organization, board members must think short-term and long-term,

BBF Policy Statement Affirmation Rev: 082025 Page 1have the depth of knowledge to understand documents like financial statements and strategic

reports, and know what questions to ask internal and external advisers.

2. Duty of Loyalty - Act in the best interests of the organization, even if it means forfeiting an

opportunity that would benefit them personally.

Directors must not profit at the expense of the organization or receive unreasonable compensation

or benefit from the activities of the organization or from serving on its board. They should ensure

that the organization’s Conflict of Interest policy is followed. That may mean disclosing on Form

990 any compensation, familial relationships, or business transactions between the nonprofit

organization and themselves (or their family member, business interest, or other relevant

connections).

Directors should avoid even an appearance of impropriety that they are benefiting at the expense of

the organization. Any member of governance who is potentially conflicted should recuse

themselves from deliberations and decision making related to a proposed transaction in which their

objectivity may be compromised.

3. Duty of Obedience - Work to ensure the organization follows all applicable laws, complies with

all reporting requirements, and follows the organization’s articles and bylaws.

Directors should affirm that the organization is working to fulfill its mission and purposes, while

complying with all laws and reporting requirements.

4. Use of the BBF Name, Initials, and Logo. Board and Committee Members, staff, and

volunteers may use the BBF name to indicate that they are a part of the organization. Board and

Committee Members, staff, and volunteers may not use any name that refers to the Becky Baker

Foundation, or any name that includes “BBF,

” outside the organization without the prior approval

of the President. Board and Committee Members, staff, and volunteers may not use the BBF's

official logo without specific approval from the President. Board and Committee Members, staff,

and volunteers are prohibited from selling or otherwise distributing any of the BBF’s branded

materials without the prior approval of the President. Board and Committee Members, staff, and

volunteers may not use the BBF name or the BBF logo to suggest that an event or activity is

sponsored, endorsed, or authorized by, or affiliated with the BBF without prior approval of the

President.

5. Personal Advantage. Board Members are prohibited from using their board position to procure

personal advantages not available to the general public.

6. Media. Board and Committee Members, staff, and volunteers may not speak on behalf of the

BBF without prior approval. All requests from the media regarding the BBF must be directed to the

President of the BBF.

7. Violations and Sanctions. Violations of this Policy will be brought to the attention of the Board.

The action taken by the Board will be commensurate with the seriousness of the violation and may

result in disqualification from Board/Committee Membership, and/or termination of service as a

Board or Committee member, staff member, or volunteer.

BBF Policy Statement Affirmation Rev: 082025 Page 2Sexual Harassment Policy

The BBF hereby adopts this Sexual Harassment Policy Statement (the “Harassment Policy”) which

governs the behavior of each Board and Committee members, staff, and volunteers. The

undersigned does hereby affirm the following:

1. Sexual Harassment is prohibited conduct. To that end, this policy prohibits all forms of

harassment including inappropriate and unwelcomed physical touching, obscene gestures, threats,

derogatory comments, jokes, teasing, sexually explicit language, sexual jokes, display of sexual

materials, inappropriate comments based on sex or gender, sex or gender-related jokes, requests for

dates or other expressions of attraction or sexual interest, and other similar conduct.

2. The BBF will not tolerate harassment against any person based upon a protected status, including

race, color, religion, gender, national origin, age, disability, marital status, sexual orientation,

military or veteran status, or any other classification protected by state, federal or local laws and

ordinances.

3. Individuals who feel they have been victims of any kind of harassment or believe they have

witnessed harassment should report the incident immediately to an officer of the BBF. All reports of

harassment shall be investigated by the BBF; and

4. Violations of this policy will not be tolerated and may result in disciplinary action, including

disqualification from Board or Committee membership, and/or termination of service as an Board or

Committee, staff member, or volunteer.

Conflict of Interest Policy

The BBF hereby adopts this Conflict of Interest Policy (the “Conflict of Interest Policy”). The

undersigned does hereby affirm the following:

1. A “Conflict of Interest” transaction is any proposed or effected transaction, decision or vote

involving the BBF in which an officer, director, or member of a committee, or a person related to

the officer, director, or member of a committee, (an “Interested Person”) has a beneficial interest or

any other relationship or connection to the transaction, decision or vote that would reasonably be

expected to bias or otherwise influence the Interested Person’s judgment; and

2. Interested persons must disclose Conflict of Interest transactions to the Board and cannot play

any direct or indirect role in the deliberations or vote on the matter.

3. The BBF shall annually survey its officers, directors, and committee members to provide for

disclosure of situations potentially giving rise to Conflict of Interest situations involving the BBF.

Not less than annually, the BBF shall review compliance with this reporting requirement and shall

consider revisions or additions to the BBF’s Conflict of Interest policy; and

4. The BBF shall not lend money to, nor use its credit, to assist an officer, director, or member of a

committee. Any person who assents to or participates in the making of any such loan or use of credit

shall be liable to for the cost of such use of credit and for the amount of such loan until the

repayment for such loan.

Document Retention Policy

The BBF hereby adopts this Document Retention Policy (the "Document Retention Policy"). The

undersigned does hereby affirm the following:

1. This policy governs the retention and destruction of documents and other records, both in hard

copy and electronic media (referred to as "documents" in this Policy).

2. Documents shall be maintained in either paper or electronic media with adequate provisions for

backup and archival to reasonably assure the safe keeping of the documents. Usage of an internet

BBF Policy Statement Affirmation Rev: 082025 Page 3based electronic document storage system approved by the BECKY BAKER FOUNDATION

Board of Directors shall constitute prima facie evidence of compliance with requirements for secure

storage.

3. No person shall knowingly destroy any document with an intent to obstruct or influence the

investigation or proper administration of any matter within the jurisdiction of any government

department or agency or in relation to or contemplation of any such matter or case.

4. The information listed in the retention schedule below is intended as a guideline for category

identification of documents and the minimum length of storage required. Documents may be

retained/stored for longer periods of time, as needed. Questions regarding the retention of

documents not listed below should be directed to the BBF President.

5. Provided that at such time there is no known circumstance supporting a longer period of

retention, after expiration of the applicable period, documents may be destroyed in accordance with

this Policy by any means of high security and confidential disposal.

6. Document Retention Schedule:

Document Type Retention Period

Annual Financial Statements Permanent

Bank records, receipts, other financial records 7 years

Compliance and Awards records 7 years

Contracts and related correspondence and documents 10 years

Contribution Records & Donation Receipt Permanent

Corporate records, Articles, Bylaws, Agendas, Minutes & Resolutions Permanent

Electronic Mail (E-mail) Correspondence and internal memoranda 7 years

Insurance policies and claim records Permanent

IRS Exemption records and Annual Tax Filings Permanent

Membership Records Permanent

Strategic Plans, Policies, Procedures & Affirmation Statements 7 years

All documents not otherwise indicated 7 years

Whistleblower Protection Policy

The BBF hereby adopts this Whistleblower Protection Policy (the “Whistleblower Policy”). The

undersigned does hereby affirm the following:

1. Board and Committee Members, staff, and volunteers must practice honesty and integrity in

fulfilling responsibilities and must comply with all applicable laws and regulations.

2. The BBF has an open-door policy and encourages Board and Committee Members, staff, and

volunteers to share their questions, concerns, suggestions, or complaints.

3. If any person reasonably believes that a suspected violation of law or written policy exists, a

written complaint may be filed by that person with any officer of the BBF. Violations or suspected

violations may be submitted on a confidential basis by the complainant.

4. All reports of unlawful activity shall be investigated and resolved by the BBF. Reports of

violations or suspected violations will be kept confidential to the extent possible, consistent with the

need to conduct an adequate investigation.

5. A complainant who in good faith follows this policy shall be protected from retaliation.

6. Any Board or Committee Member, staff, or volunteer who retaliates against any person who has

reported a violation in good faith is subject to discipline up to and including disqualification from

Board or Committee membership, and/or termination of service as an Board or Committee member,

staff member, or volunteer.

BBF Policy Statement Affirmation Rev: 082025 Page 4General

1. The BBF may adopt expanded statements of policy which supplement or are in addition to the

above policies.

2. Board and Committee members, staff, and volunteers shall agree in writing with the above and

any other policies duly adopted upon election or appointment as such and shall thereafter annually

agree in writing with these policies.

3. The undersigned has read and hereby affirmatively agrees and subscribes to the policies

contained herein.

4. The undersigned understands that the BBF is charitable tax-exempt organization and, to maintain

its federal tax exemption, must engage exclusively in activities which accomplish one or more of its

tax-exempt purposes.

5. This document may be executed in one or more counterparts, each of which shall be deemed to

be an original, but all of which together shall constitute one and the same instrument.