Knights of Columbus Charities of Georgia, Inc. Board of Directors and Corporate Officers For the term July 1, 2013 through June 30, 2014

Transcription

1 Knights of Columbus Charities of Georgia, Inc Peachtree Parkway, Suite D-265 Suwanee, GA A 501 (c)(3) Tax Exempt Organization Board of Directors and Corporate Officers For the term July 1, 2013 through June 30, 2014 Elected by the Georgia State Council: Gerald (Jerry) F. Farnell, President 1090 Hardwood Hollow Greensboro GA Home: (706) Cell: (706) jfarnell@plantationcable.net (Term expires June 30, 2015) Bradley (Brad) C. Burnett, VP/Secretary 6530 Wedgewood Chase Suwannee, GA bcbatl@bellsouth.net (Term expires June 30, 2016) Louis (Lou) Bonadies, Treasurer 2948 Orchard Drive Clarkesville GA Home: (706) Cell: (706) lou2@windstream.net (Term expires June 30, 2014) Ex-Officio Members: Sanford B. Hillsman, State Deputy 2516 College Park Lane Albany, GA Home: (229) state.deputy@att.net (Automatic appointee as State Deputy) Mark W. Hofmann, State Advocate 231 Isaac Head Road Jackson, GA (Home) (Cell) markkofc@yahoo.com (Automatic appointee as State Advocate) Mark J. McMullen, State Secretary 5287 Whitehaven Park Lane, SE Mabelton GA Home: (770) Office: (770) Cell: (404) mark.mcmullen@ansira.com Mark Corrigan, State Treasurer 6201 Garrard Avenue Savannah GA Home: (912) Cell: (912) Mcorrigan@entresolutions.com

2 Knights of Columbus Charities of Georgia, Inc. SYNOPSIS OF KEY PORTIONS OF THE BYLAWS 1. Purpose of Synopsis Bylaws: The bylaws constitute the code of rules for the regulation and management of Knights of Columbus Charities of Georgia, Inc. (KCCG is the acronym used for Knights of Columbus Charities of Georgia,Inc throughout this document). 2. Business Purpose: The Corporation is organized exclusively to carry on religious, charitable, literary, and educational services and to conduct related activities which qualify this Corporation for exemption from taxation under Section 501 (c) (3) of the Internal Revenue Code of 1954, and to expend or apply assets of the Corporation for such purposes. Charitable status of KCCG has been granted and back dated to August Establishment and Function: The affairs of the Corporation shall be controlled and administered by a governing body known as the Board of Directors. 4. Composition and Term: The Board of Directors shall be composed of seven (7) persons four ex officio members of the Executive Committee of the Georgia State Council, two of which will be the State Deputy and the State Advocate. Three members will be elected from members of the Knights of Columbus who are Third Degree members of councils in the jurisdiction of Georgia. Beginning at the Georgia State Council (GSC) annual meeting in May 2009, three Third Degree members will be elected to three, two and one year terms. Thereafter a Third Degree member will be elected each year by the GSC at the annual May meeting. 5. Powers: The Board of Directors may exercise all powers granted to it as it determines to be expedient and necessary in the interest of the Corporation, subject to the articles of incorporation, these bylaws, or the Code. 6. Voting Quorum: Each director has one vote and an affirmative vote of a majority will be required to conduct business, except in the case of an amendment to the bylaws which will require a two thirds vote or five of the seven directors voting in the affirmative in the presence of a quorum. 7. Vacancies: Vacancies may be filled by a majority vote of the directors. 8. Duties of Corporation Officers: A. The President of the Board presides, appoints committees, supervises activities and reports on those matters deemed appropriate by the Board.

3 B. The Vice President/Secretary presides when the President is not present, acts in his place if the office is vacant, overseas committees, takes the minutes and reports on appropriate matters.(added by Board: He receives and records incoming funds, turns funds over to the Treasurer and maintains policy files.) C. The Treasurer maintains the financial records, prepares an annual accounting and financial statement, reports on these matters, and will cause the financial books and records of the Corporation to be audited by a Certified Public Accountant who will provide a written report that will become a part of the permanent record of the Corporation. 9. Financial Regulations: Expenditures of $ or more must be approved by the Board unless it is part of an ongoing project. No member of the Board or a committee may receive compensation. All may be reimbursed for their actual and necessary expenses when reasonably incurred on behalf of the Corporation. The Corporation s fiscal year is the calendar year. 10. Board Committees: The Board may establish committees comprising persons other than Board members. 11. Indemnification: The Corporation may purchase and maintain insurance on behalf of all persons who are or were directors, officers, employees or agents of the Corporation or those serving at the request of the Corporation. 12. Amendments to the Articles of Corporation: Proposals may be initiated by a unanimous affirmative vote of the Board of Directors and it is open to amendments at a official meeting and when unanimously adopted no change is effective until it is filed with the Georgia Secretary of State as required by the Code.

4 (CCG) Board of Directors Operational Procedures A. The Vice President/Secretary will receive all charitable funds earmarked for the Knights of Columbus Charities of Georgia, Inc. He will account for them and forward them by safe means to the Board s Treasurer. The method for keeping records shall be on a cash basis. Reports may be by . B. The Vice President/Secretary will take the minutes and forward them to Board members within two weeks following a meeting by . Another Board member may share this duty. C. The Treasurer will issue financial statements monthly by to the Board and the other State officers. D. The Treasurer will ensure the annual audit and IRS filing requirements are conducted in a timely fashion and report his actions and the results. E. The President of the Board will provide a financial report to the Georgia State Council at its annual meeting. F. The Board of Directors will decide when and how funds are to be accounted for and distributed. G. The President of the Board is the spokesperson for the Board. He will brief/educate the Georgia State Council as is necessary. H. Board meetings will be held four times in a fraternal year as needed and whenever possible should coincide with other Georgia State Council programs and activities that involve State officers. The President of the Board will prepare a calendar. I. The meeting each June is critical because of Georgia State Council elections in May and Board elections due in June. This transition time should be managed in an atmosphere of cooperation with leeway in the decision making process allowed for those leaving the Board and those coming on the Board on July 1st.

5 WHEN WE SHOULD USE 1. correspondence may be used to authorize the disbursement of charity funds held by KCCG. IT MAY NOT BE USED TO REQUEST OF THE KCCG CHARITY CAMPAIGNS OR DONATIONS. ONLY WRITTEN SIGNED DOCUMENTS MAYBE USED. 2. correspondence may be used to seek opinions and to edit official documents. 3. correspondence will be used to set dates for meetings of members or committees of the Board. 4. correspondence may be used to communicate with the Executive Committee, local councils or the Supreme Council. 5. correspondence may be used to communicate with donors, and with persons and organizations requesting assistance. There may be legal issues that would require some other method of correspondence. 6. It is the responsibility of each Board member to keep the Vice President/Secretary informed of changes of address, phone numbers and addresses. The VP/Secretary will inform other members by correspondence may be used at any other time that an issue is truly important and urgent, and a quorum of members cannot be present to deliberate and make a decision.

6 PROCEDURES/CRITERIA FOR REQUESTING KCCG CHARITY FUNDS A. The request for funds must be submitted by a local council in writing and approved by a Grand Knight and Recorder after approval of a majority of a quorum. It is to be submitted directly to the President of the Board of the KCCG. The KCCG form(s) for this purpose should be used. B. The request must state in detail the need for the funds. The need must not be contrary to teachings of the Catholic Church or contrary to any law. The bona fides must be clearly and thoroughly explained in writing. C. The request must indicate if the recipient is a private person and if so include the person s name, address, and social security number; and if an organization it should provide its full corporate name, address, and tax ID number; or it must be identified as a charitable organization under State and IRS codes. D. A request from the Georgia State Deputy must fulfill the requirements stated above and have Executive Committee approval unless it is recognized as an ongoing charity program of the Knights of Columbus. E. The charity programs currently listed as bona fide programs are in general terms--- People with Intellectual Disabilities; the Wheelchair Program; Special Olympics of Georgia/Camp Inspire, Pennies from Heaven, Ultrasound Initiative and Coats for Kids. They require no explanation of need. The appropriate State Chairman of each of these charity efforts may request, with the approval of the State Deputy, distribution of monies held by the KofCCG for that particular charity. Others may be added later. (Approval to disburse funds can be in format. Have the SD send chairman an approving the disbursement. Chairmen must include this in the request to the President of KofCCG.) F. The President will forward requests for funds to members of the Board by e- mail or by postal mail. G. Board members may require further information, proof of need, legal advice or verification as deemed appropriate. H. Whenever possible Board members must respond to the request forwarded to them within a week from the date of the request using the Board s form. Objections/approvals/questions will be circulated to all Board members, to the State Deputy or the Supreme Council as is deemed advisable by the President of the Board.

7 I. It is difficult to list acceptable justifications for funds versus those that are not. However, all local charitable needs should be carefully considered by the local council and if possible the council should handle the matter locally. J. KCCG cannot function in a manner similar to the Catholic Relief Service, for instance, which has wide discretion to use its funds. Therefore councils must remember other sources of charitable assistance such as a parish or the St. Vincent de Paul Society. K. Decisions as to what is a workable, genuine or acceptable request for campaign or financial assistance is the sole prerogative of the Board of Directors.

8 Request Form One This form is to be used to request/ justify the creation of a KCCG recognized charity campaign for subordinate councils of the Georgia State Council. The monies are to be donated to the KCCG for a particular cause allowing the donor to take a tax deduction. Disbursements will be made at the discretion of the KCCG. 1. Insert the KofC council name, number, address and phone number above. 2. Insert the name, address and bona fides of the proposed recipient of the charitable funds. 3. Explain the purpose/need for this campaign. You maybe requested to provide more information. 4. Suggested start and conclude dates:. 5. Identify thoroughly the designated recipient and the person (s) who will account for the use of the funds: 6. This is a formal request to the Board of Directors of Knights of Columbus Charities of Georgia, Inc. and it has been approved by a majority vote of a quorum of Knights of this council. Please establish a campaign fund designation. It is being forwarded to the President of the Board of Directors, of the KCCG. 7. Grand Knight, Council# Recorder, Council # Your council will be notified by the Board of Directors if your application is approved or disapproved within 15 days of receipt.

9 Request Form Two 1. This form is to be used to request a donation to a thoroughly documented, serious charity need. 2. Insert the KofC council name, number, address, and phone number on the following lines 3. Provide an explanation/justification for the request below. Identify the person or organization in need and provide sufficient personal or organizational information as to satisfy the tax deductible requirements of the I.R.S. should queries be made. If it is an organization, please provide a mission or vision statement and any other pertinent data. You maybe requested to provide more information. 4. To whom will the funds be given or where deposited and the name, address and phone number of the person who will be responsible for accounting for the use of the funds. 5. When are the funds needed? 6. This is a formal request to the KCCG. A majority of a quorum of council membership has approved this request. It is being forwarded to the President of the Board of Directors of the KCCG. 7. Grand Knight, Council# Recorder, Council # Your council will be notified as soon as possible by the Board of Directors as to whether your request is approved or disapproved.

10 Instructions on Check Writing and Correspondence 1. In order for a person to claim a tax deduction for a donation to the KCCG the private or corporate check must be made out to: Knights of Columbus Charities of Georgia, Inc. 2. COUNCILS should collect checks and send them to: Brad Burnett Knights of Columbus Charities of Georgia, Inc Peachtree Parkway, Suite D-265 Suwannee, GA DO NOT SEND CHECKS TO THE STATE SECRETARY AS HE WILL SIMPLY HAVE TO FORWARD THEM TO THE VP/SECRETARY 3. Requests for the KCCG to create a charity fund raising campaign or requests for donations or requests for disbursements of KCCG funds must be submitted in writing, following the instructions in the request criteria instructions and should be sent to: Jerry Farnell, President Knights of Columbus Charities of GA.,Inc 1090 Hardwood Hollow Greensboro, GA COUNCILS MAY NOT SUBMIT REQUESTS BY ONLY BY WRITTEN, SIGNED COUNCIL CORRESPONDENCE.