All of the following relate to conditions of TTCF's Gaming Machine Operator's Licence and apply to every applicant or organisation making application for grants from gaming machine funds.

All applications must have the following information completed or attached before the Grants Committee can consider them;

THE FORM

1. All sections of the form must be filled out correctly.  Failure to complete the entire form may result in the application being returned without consideration.
2. The original application form must be sent to the Foundation (photocopies are not acceptable) although forms downloaded & printed in full from this website are acceptable.
3. Applications must be received at least 6 weeks prior to any event or purchase for which funding is sought.
4. The form must be signed and dated by two authorised persons, eg; the Secretary, Treasurer or Chairperson of the applicant group and in the case of schools, the Principal and one other.
5. The form must not be altered in any way by anyone other than the applicant.
6. Supporting documentation must be inserted into the middle of the form.  The bank deposit slip must be firmly affixed in the position indicated.  Please do not bind or enclose your application into folders, sleeves or presentations of any kind. 

ATTACHED TO THE FORM

At least 2 competitive quotations for all products/services that are proposed.

1. Quotes must be less than 3 months old and addressed to the applicant group & contain full supplier details (name, address, telephone, GST status, etc).
2. Emailed quotes may be acceptable from reputable suppliers but must be less than 3 months old and contain full supplier details (name, address, telephone, GST status, etc).
3. If funding is required towards general running costs (allowable is certain circumstances only) then your most recent set of audited accounts must be provided and copies of previous invoices (such as power/phone/rates, etc) supplied.
4. For salaries (see Authorised Purpose) a signed employment contract clearly stating the term of the contract, employee's name and rate of pay, must be provided.
5. If only one quotation can be provided due to the specialist nature of purchases, etc, please detail this on the application form.
6. Photocopied pages from catalogues are not acceptable.

The Minutes of the committee/executive meeting including;

1. The full names of all members attending the meeting.
2. A resolution to apply for funding from THE TRUSTS CHARITABLE FOUNDATION INC for the purpose and amount for which your organisation are applying for funding.
3. Minutes and resolution must be certified as true & correct and be signed by the Secretary/Chairperson or other executive member.
4. Minutes should be on the official letterhead of the applicant organisation.

For Sporting Groups;

1. Proof of current affiliation to a national or regional body.
2. Proof/itinerary and date/s of event/s for which funding is sought.
3. Names and roles of individuals in the team/organisation if travel funding is being requested.

Incorporated Societies must provide;

• Common Seal and Certificate of Incorporation.

Charitable Trusts must provide;

• Certificate of Incorporation and Trust Deed & proof of non-profit status.
• Charities Registration Number.

Other organisations must provide;

• Proof of non-profit status or IRD 'charitable' certificate.
• In the case of schools, endorsement from the Principal, on school letterhead.

Bank Account Details for the applicant organisation must be;

• Pre-printed bank deposit slips (photocopies will not be accepted), or
• Bank generated account details, verified by the bank. 

Financial Statements;

• Latest audited edition.

You must also;

1. Keep a full copy of the application and supporting docuementation (all applications are retained by TTCF).
2. Declare on the application form any other funding that has been sought for the same purpose, from any other funding organisation.
3. Ensure that all and any previous applications funded by TTCF have been fully accounted for before making further application.  See "Accountability Report"

OTHER NOTES - PROPER USE OF FUNDING

1. Funds can only be granted for purposes or events that have not occurred at the time the application is considered ie: funding cannot be retrospective. Funds cannot be provided to reimburse applicants for funds they have already spent.
2. Any funds provided must be used for the specific items or services stated in the application. Written permission must be sought and obtained from TTCF before any different items or services are purchased.
3. Items or services funded must be purchased from the supplier providing the quote attached to the application. Permission must be sought and obtained in writing from TTCF before any different supplier is used.
4. Funds must be used for the purpose for which they were granted and any funds not used for that purpose must be returned to the Foundation immediately.
5. Funds cannot be promised for a future event. On-going funding can only be catered for by a separate application every time funding is required.
6. Funds must be used as soon as practical after being granted and cannot be held over for use at some time in the future.
7. Any queries relating to grant applications should come directly from the applicant, to TTCF.

Other questions the Grants Committee will be asking;

1. Is this a genuine community group that is able to control and spend public monies in an appropriate manner, including maintaining appropriate records and providing a complete and clear audit trail?
2. Is the purpose for which the funds will be used providing a genuine 'community benefit' to a significant section of the community? ie: not predominantly 'social' in nature or only of benefit to a few people.
3. Is it certain that no person will benefit commercially from the grant other than the legitimate providers of goods or services stated in the application?

The above are only some of the conditions and regulations that apply to the issuing of grants from gaming machine proceeds.

The Foundation is entirely responsible for the commitment of funds and is not required to approve any grant whether it is compliant with the requirements or not.

All grants are subject to audit by either the Foundation or the Department of Internal Affairs.

powered by boxed