Request for all funds/contributions will follow these procedures:

The deadline for inclusion in the annual budget is no later than the September CHA Board Meeting. If not included in the budget, it will typically take 30 days or more to complete the approval process.

The applicant must complete a Request for Funds and Contributions (“RFFC”) form (see Attachment 1a and 1b). Attachment 1a is a Microsoft Word document and it is preferable if it could be completed and then transmitted by e-mail to the Treasurer of the Association (currently, John Whitworth: jbwhitworth@comcast.net.) If it is sent via e-mail it is sufficient to type the name of the Applicant and does not require a signature.

All pertinent information should be included on the RFFC. If the Applicant wishes to supply further supporting letters, diagrams or other information these should be mailed (or if in electronic form, e-mailed) to the CHA as below.

If the applicant cannot send the completed form itself by e-mail, it should be signed and then posted, along with any supporting documents, to the CHA, P.O. Box 8031, Richmond VA, or handed to any CHA Officer for forwarding to the Treasurer.

Once the form has been officially received it will be posted on this website. This will allow all to see the current and past requests which have been made, and the eventual decisions on each application, as determined by the Board or by the Members in general session.

The Treasurer/Assistant Treasurer will track the request and a copy of the signed form will be given to the applicant as a receipt and distributed to the Board for consideration. After the Treasurer/Assistant Treasurer and Board have accomplished due diligence on the merits of the request and evaluated it in relationship to the CHA Budget it will be voted on by the Board, typically at its next meeting. The Board can approve requests up to $500.00; for requests of more than $500.00, the Board will make a recommendation to the CHA Membership which will vote on it in accordance with the Bi-Laws.

When the RFFC is approved, the funds will be distributed (as noted on the form) on the date(s) specified and as receipts are obtained. Periodic updates of progress must be made to the Treasurer/ Assistant Treasurer (as a minimum - a final report). The final project report should have all the receipts and paperwork to verify that the funds went towards the specific purposes intended and for no other activities or purposes that were not approved.

Any unused funds for the specified RFFC purposes should be promptly returned to the CHA Treasurer.

The Treasure/Assistant Treasurer will keep all approved and disapproved RFFCs on file for a period of not less than five-years for bookkeeping and accounting purposes.

Attachment 1a: request-for-funds-form.doc (MS Word); Attachment 1b: request-form.pdf (Adobe Reader)

Attachment 2: Request 2008 Number 1: To come

Attachment 3: Request 2008 Number 2: 08-002.pdf

Attachment 4: Request 2008 Number 3: cha-08-003.jpg;cha-08-003-b.jpg