Huckleberry's Sports & Charitable Society

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Authorised Purposes Distribution Policy

The Society has funds available to distribute to the local community which are obtained from the net proceeds gained from operating Gaming Machines at their venue in Turangi.

This Policy outlines the procedures which the Society undertakes in considering applications.

All the necessary information pertaining to this is contained on the application form.

Annual Reviews

Policies are reviewed by the Society annually reassessing the criteria, methods and systems highlighted by the Department of Internal Affairs gambling inspectors who carry out regular inspections to ensure that grants issued are within the regulations of the Gambling Act 2003.

The most recent review took place in October 2010 and the minor amendments made are contained in the revised application form.

Grants Procedure

The Society invites organisations fitting the advertised criteria to apply for funds from Huckleberrys by:

1. Having applications forms available for uplifting at the gaming venue (Four Fish).
2. By providing information on this website.

Issue of Grants - Authorised Purposes

The Society is required to consider applications in accordance with the Authorised Purposes as set out in the venue Licence - GM 1028 (licence number).

When the Society was established the trustees of the time developed an eligibility criteria (periodically upgraded), to provide the guidelines by which to consider each and every application submitted to the Society.

The Criteria is as follows-:

Grant Eligibility Criteria

1. All applicant organisations must meet the following criteria to be eligible for a grant:
   1. Based in the local geographical area (Turangi).
   2. Is an incorporated society, a formally constituted organisation, a charitable body recognized by the IRD and/or the Charities Commission, is a registered or formally constituted sports club or is affiliated to a national body, or is recognised as an educational institution such as kindergarten, primary school, kohanga reo.
   3. Has a bank account in the name of the applicant organisation.
2. The following information is required to be submitted with all applications. Failure to provide any of the above may result in the application being automatically declined:
   1. A resolution or a copy of minutes, signed by the Secretary of applicant referring to the decision to apply for funding.
   2. Evidence that the applicant meets the previously stated eligibility criteria such as a constitution or certificate of incorporation.
   3. Printed deposit slip or bank certified account number details slip in the name of the applicant organisation (no personal accounts).
3. Applications may be declined for any of the following reasons :
   1. The application form is incomplete.
   2. The applicant organisation does not meet the eligibility criteria.
   3. The purpose applied for does not meet the eligibility criteria.
   4. There are insufficient funds available at that time.
   5. The applicant group has or would receive more than 20% of authorised purpose funds generated by the venue for that financial year.
   6. The application is for an event or purpose that has already occurred, i.e. is retrospective.
   7. The applicant group has not yet submitted evidence of spending (receipts, invoices, bank statements) from a previous grant.

All declined applications are held by this Society for administrative and auditing purposes and the applicants are informed of the decision as soon as is practicable.

All successful applicants are required to supply this Society with copies of receipts for the expenditure of the funds they have received for authorised purposes. Any unused portion of those funds must be returned directly to this Society within six months of receiving them.

Grants Committee

The Grants committee is comprised of all members of the Society and meets at intervals of between four to six weeks depending on the number of applications received at any given time.

Special meetings will be called if circumstances necessitate additional consideration.

The committee assesses the application with regard to the criteria and the secretary notifies the applicant within two days of the grants meeting taking place.

If successful funds will be deposited into the applicants bank account after approval.