Porsche Club of America, Central New York Chapter

Charity Committee Charter

Historical Data

Adopted:  Annual Meeting November 10, 20007

Porsche Club of America

Central New York Region

Charity Committee Charter

           I.     Purpose

The primary function of the Charity Committee is to research and select charitable organizations with which the Central New York Region of Porsche Club of America (“The Club”) will raise monies or goods, through various activities, for donation to such charitable organizations. The Charity Committee’s primary duties and responsibilities are to:

·        Review recommendations and credentials of charities submitted by the membership for consideration.  Select a charitable organization with which the Club will partner with annually.

·        Serve as objective parties in determining the needs of a charity partner.

·        Provide an open avenue of communication among the members of the club and selected charities on the endeavors undertaken by the committee.

·        Monitor donations by providing reporting to the membership on a scheduled basis.

The Charity Committee will primarily fulfill these responsibilities by carrying out the activities enumerated in Section IV of this Charter.

         II.     Composition

The Charity Committee shall be comprised of at least three members but no more than 7 member of the club who are in good standing with PCA National and CNY Region of PCA.  No one member may serve more than 6 consecutive years on the committee. 

The members of the Committee shall be appointed by the President at the annual organizational meeting of the Club.  Members interested in participating on the committee shall compose a letter of interest to be submitted to the President no later than November 30^th of each calendar year.  The President shall poll existing committee members to ascertain their consent to continue to serve on the committee.  Should a member of the committee resign, the vacancy shall be filled by the President at the annual planning meeting through letters of interest received.  If the resignation brings the number of members to less than three, the President shall immediately appoint a member of the Club to fill the vacancy.

Unless a Chairperson is appointed by the President, the members of the Committee may designate a Chairperson by majority vote of the full Committee membership at the first meeting of each calendar year.

       III.     Charity Nomination Process and Criteria for Nomination

Members of CNY PCA may nominate charitable and non-profit organizations for consideration annually.  Nominations of charities/NFP’s shall be done annually and submitted to the Charity Committee no later than the last calendar day in February.   No one charity can receive donations from the Club for more than two consecutive years.

The following describes the nomination process:

1.      Complete the consideration form located on the web site for CNY PCA.

2.      Detail on the form, using a separate piece of paper if necessary, the name, purpose and other information you would like the Charity Committee to know of in making their determination.

3.      Attach printed information on the entity and supply other material useful to the Charity Committee in making their selection. 

4.      Mail the consideration request along with all printed material to the Charity Committee member listed on the form.  

5.      Should the Committee not receive any organizations for consideration, it shall choose a charity based on the same criteria as required of the membership.

6.      The committee may also extend the existing contributions for the next calendar year if the existing Charity has not exhausted its two consecutive year limit.

7.      The Committee may also request that the Club not partner with a charitable organization.  Such request shall require the majority vote of the membership.

       IV.     Meetings

The Committee shall meet at least annually, or more frequently as circumstances dictate. As part of its job to foster open communication, the Committee shall report at least annually with the Club of its activities.  Meetings may be held in person, through telephone conference calls or through email messaging.

          V.     Responsibilities and Duties

To fulfill its responsibilities and duties the Charity Committee shall:

1.      Review and reassess annually the adequacy of this Charter.

2.      Recommend activities and fund raising projects to the membership at the annual planning meeting of the Club.

3.      Submit requests for charity consideration forms to the membership annually utilizing  the web site, email and/or newsletter mailings.

4.      Review submitted requests from the membership on a bi-annual basis to determine the charity in which the Club will focus its fundraising effort for the upcoming term.

5.      Research submitted Charities needs and validity.  Complete a report on the research and any findings.

6.      Communicate with the Charity on an on-going basis.

7.      Submit articles to the newsletter on a quarterly basis on fund raising events and on the progress of these events.

8.      Submit articles to the newsletter on a periodic basis on the Charity itself, to include its purpose and those it serves.

9.      Prepare a report to be submitted to the membership at the annual organizational meeting of the Club on the donations/goods provided by the fund-raising activities of the club.

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