Board Application | Port Royal Community

PRCCF Board and Committee Responsibilities

The Port Royal Community Charitable Fund (PRCCF)

PRCCF falls under Community Foundation of the Lowcountry (CFL)
We are a Field of interest non-endowed fund (Not a Foundation).
We fall under the 501 C3 tax exempt status of CFL.

Established in 2021, the Port Royal Community Charitable Fund (PRCCF) has a three-pronged mission:

To encourage and support the charitable, caring interests of Port Royal residents,
To enhance the sense of community among Port Royal residents by having our own charitable fund, and
To leverage resources in order to have a larger impact in the greater community.

The PRCCF purpose is to provide grants to benefit our neighbors in Beaufort, Hampton, Jasper, and Colleton counties; to respond to people in need; and to provide resources to help improve the lives of people in the Lowcountry.

Responsibilities of the Officers of the Board:

Board Chair: Responsible for the operational management of the fund. Key tasks are to:

Lead the Board.
Oversee the work of all committees and assist where necessary.
Communicate with PR administration and Community Foundation of the Lowcountry.
Participate on the Finance and other Committees as needed.
Identify and select committee chairs and assignments.

Vice Chair: Responsible to assist the Board Chair in the operational management of the fund. Key tasks are to:

Act as Board Chair in the absence of the Board Chair.
Succeed the Board Chair for the following year.
Maintain the Participation and Annual Giving Circle lists.
Participate with RD on Campaign.
Participate on the Finance Committee

Secretary: Responsible to maintain the official records of the Advisory Board activities. Key tasks are to:

To take and keep minutes of advisory board meetings.
To keep all historical records.
To send the Board meeting notices with agendas, minutes, and reports.

Treasurer: Responsible to manage, track and report on financial transactions. Key tasks are to:

Work with CFL to maintain all financial records.
Work with the Board Chair to develop the annual budget each year.
Recommend a grants allocation to the Board.
Prepare monthly statements.
Assess the financial health of the fund.

Responsibilities of the Standing Committees:

Resource Development (RD): Responsible for developing financial resources needed to meet the mission of the Port Royal Community Charitable Fund. Key tasks are to:

Plan and execute events aimed at fundraising, friend raising, direct giving and generating support.
Work on the annual appeal.
Obtain annual financial business partners .
Prepare an annual fundraising budget.

Grants: Responsible administering the Grants program. Key tasks are to:

Revise and maintain the grant guidelines, criteria, forms, and processes.
Recommend a theme and a grant allocation for each grant year.
Assemble and train a Grant Review Team.
Evaluate grant proposals and recommend grant awards to the Advisory Board
Work with M&C to plan an award program/ceremony.
Obtain progress reports from the prior years’ grantees.

Marketing and Communications (M&C): Responsible for internal and external communications and public relations regarding resource development and grant making activities. Key tasks are to:

Market the PRCCF and the events and the annual campaign.
Update marketing materials and publish the annual report and brochure.
Communicate to our Port Royal neighbors and to the greater community.
Announce the grant award winners to the broader community.
Assure that at least one, if not more articles, appear in each issue of the Trident, issue eblasts as needed, arrange for messages on the electronic board, website, social media.

Nominating: Responsible for developing an annual slate of members of the Board and candidates for vacancies occurring during the year. The committee is. Key tasks are to:

Determine open positions and work with M&C to notify the community of Board openings.
Identify the leadership and operational skills that are needed and identify potential candidates.
Revise and make application forms available.
Review applications, conduct interviews, recommend candidates to the Advisory Board.
Arrange for new members to attend an orientation and the June Advisory Board meeting.

Finance: Responsible for managing the financial health and stability of the fund. Key tasks are to:

Establish and maintain financial processes and forms.
Oversee adherence to policy, processes, and best practices.

Campaign as part of RD: Responsible for developing strategies and plans for the fund’s sustainability. Key tasks are to:

Develop long term strategies to identify and recruit sustaining donors.
Work on the annual appeal to garner sustaining members to each year’s giving circle.
Work with MC to send out letters to residents to remind them about the the annual appeal.

There are additional job responsibility descriptions for M&C and Secretary available upon request.

Thank you for applying to be a Port Royal Community Charitable Fund (PRCCF) advisory board member. It is through commitments like yours that we can serve such a diverse population in the greater Hilton Head community.

The PRCCF is governed by an 11-member Advisory Board of Directors. Directors are elected each year to serve a 3-year term.

A nominating committee composed of members of the present board is charged with reviewing applications submitted in February from candidates who are interested in serving on the advisory board. The nominating committee may conduct interviews in March and will present candidates to the entire Advisory Board. Candidates will be approved at the May meeting to begin the term on July 1.

The nominating committee will consider prior and current volunteer board and non-profit experiences and all other relevant qualifications. The nominating committee will verify that candidates will serve if elected.

Responsibilities and Requirements of Board Members:

Specific responsibilities and requirements include:

Support the mission and purpose of Port Royal Community Charitable Fund through community contacts, personal financial support, and donor relations/development.
Attend the scheduled meetings of the Board. A minimum attendance of two-thirds (2/3) of the scheduled meetings is required.
Sign a Conflict of Interest/Confidentiality Statement, and maintaining confidentiality regarding donor information, grantee information, and discussions of the Board.
Serve on one or more Standing Committees: Grants, Resource Development, Marketing and Communications or Nominating.
Promote the Port Royal Community Charitable Fund’s effort toward building a closer sense of community among Port Royal landowners.
Recognize the special importance of ethics, including confidentiality and conflict of interest/loyalty, in working with Port Royal Community Charitable Fund’s donors, sponsors and potential donors.

Board Member Skills and Qualifications:

Our Port Royal Community is comprised of an incredible group of landowners with a diverse and wide range of personal and professional life experiences. Serving as a volunteer member of the Board provides the added pleasure of sharing experiences with interesting neighbors of differing backgrounds who work together toward achieving the common short and long-term objectives of this philanthropic endeavor.

Specifically, Board members should be those:

with the desire to serve
willing and available to contribute the time necessary to fulfill the responsibilities of the Board and appointed Standing Committee tasks
who approach problems and opportunities with an open mind

Prior volunteer and/or volunteer board experience is preferred but not a requirement. Expertise in business management, finance, marketing/communications, technology/social media, event planning, or philanthropy/fundraising is also preferred but not a requirement.

PRCCF Board and Committee Responsibilities

PRCCF Board Application