DCF Letter to Presidents
To: Club Presidents
Re: District Charity Fund
Re: District Charity Fund
The Fund is a 501(C)3 entity with a sales tax exemption.
The purpose of the Fund is to provide a resource to clubs that do not have a 501(C)3 fund and need to
provide donors with a charitable deduction for their contribution to your project.
If you would like to avail yourself of the Fund, be aware of the following provisions and requirements:
1. The Fund can accept donations from any person or corporation at any timer. The Treasurer will
send out a “Thank you” for donations that are $100 or more.
2. The release of funds from the Fund (for your project) requires two votes from the Trustees of
the Charity Fund. If you have any questions regarding the appropriateness of using the Fund for
your project, it is best to request that the Trustees vote prior to any solicitation. The Trustees
must vote as follows:
(a) That the purpose of the project is appropriate for a 501(C)3 entity to support…..i.e.
scholarships, medical project, food pantry
(b) That the Fund will distribute funds collected on behalf of a club may be distributed (to the
extent of the funds received) as directed by the club for: (here would be the specific
payees of the funds). The exact wording of the vote must be drafted to ensure that we comply
with the requirements for a 501(C)3 expenditure.
the Charity Fund. If you have any questions regarding the appropriateness of using the Fund for
your project, it is best to request that the Trustees vote prior to any solicitation. The Trustees
must vote as follows:
(a) That the purpose of the project is appropriate for a 501(C)3 entity to support…..i.e.
scholarships, medical project, food pantry
(b) That the Fund will distribute funds collected on behalf of a club may be distributed (to the
extent of the funds received) as directed by the club for: (here would be the specific
payees of the funds). The exact wording of the vote must be drafted to ensure that we comply
with the requirements for a 501(C)3 expenditure.
3. Any funds that are to be paid to assist the accepted project are in the nature of a
reimbursement to the club must be voted before the disbursement by the club and appropriate
documentation provided. For example, a fund raiser for charity may be held at a location that
requires an advance deposit.
reimbursement to the club must be voted before the disbursement by the club and appropriate
documentation provided. For example, a fund raiser for charity may be held at a location that
requires an advance deposit.
4. For any use of the Fund there must be one and only one contact person in your club for the
Charity Fund. The Fund cannot deal with the club president, the event chair person, the club
treasure and/or any other member all for the same project.
Charity Fund. The Fund cannot deal with the club president, the event chair person, the club
treasure and/or any other member all for the same project.
5. All communications to and with the Fund must be directed to the Chair, Alan Bowers and NOT
to the District Treasurer.
to the District Treasurer.
6. Any collected funds which have not been allocated for disbursement by your club after three (3)
years from receipt shall be considered no longer encumbered on behalf of your club.
years from receipt shall be considered no longer encumbered on behalf of your club.