Our Grants Policy

Compliance

Grassroots Trust Limited will comply with all aspects of the Gambling Act 2003 as it applies to the Trusts Gaming operation.

Authorised Purpose

Grants will only be made in accordance with Grassroots Trust Limited’s authorised purpose.  Grassroots Trust Limited’s authorised purpose is:

Grassroots Trust Limited is authorised to operate gaming machines to raise money for the following authorised purpose:

    1. Any charitable purpose;
    2. Any non-commercial purpose that is beneficial to the whole or a section of the community.

The above authorised purpose includes (but are not limited to):

  • The promotion and development of amateur rugby union football, within rugby provincial unions and clubs affiliated to the New Zealand Rugby Football Union Incorporated deemed to have subscribed to and be bound by the constitution and rules of the New Zealand Rugby Football Union Incorporated.
  • The promotion and development of any other amateur sport through direct support of amateur sporting bodies. Grants only issued to sports bodies which are formally established and/or legally constituted;
  • Promotion and development of community organisations which are established for charitable purposes or cultural purposes beneficial to the community or a section of it or any other purpose beneficial to the community or a section of it.

Decisions by Net Proceeds Committee

All final funding decisions are made by a quorum of at least three members of the Grassroots Trust Limited Board.

Grant applications found to be non-compliant will not be approved. In this context, “non-compliant” means grant applicants that do not contain all the relevant information, are retrospective, where previous accountability information has not been received, where there is a conflict of interest, where it does not comply with the authorised purpose of Grassroots Trust Limited, or where there is information that the applicant has received funding from other source(s) for the full amount needed for the purpose applied for here.

An application for funding is considered “retrospective” if goods and services are purchased prior to consideration by the Board of Directors. If an event takes place or goods/services are purchased prior to the Directors decision then the application will be considered non-compliant and declined.

Distribution and Timing of Distribution

Grassroots Trust Limited must distribute a minimum of 40% of GST exclusive gross proceeds. Gross proceeds is defined as gaming turnover plus any interest or investment return on proceeds plus any proceeds of fittings or machines purchased from the turnover, less prizes.

Grassroots Trust Limited Board will meet monthly to assess grant applications. Except in special circumstances, these meetings will be held on the fourth Wednesday of each month.

Complete funding applications received by the last working day of the month will be tabled at the grants meeting held during the following month. Any applications received after that date will be carried forward to the next meeting. Applicants will be notified of the outcome of the grant application, by email by the end of the month in which it was tabled at a Board meeting. Where the application is declined, the application and all supporting information will be returned to the applicant group upon request to do so by the applicant.  All funding results will be published on the Grassroots Trust Limited website.

All net proceeds received during a financial year will be distributed to the community for authorised purposes within three months following the end of that financial year.

Grant Forms

Grants will not be approved unless the application is completed in full on a Grassroots Trust Limited grant application form and includes:

  • The applicant’s name and contact details
  • The purpose of the applicant and the name and contact details (including a street address) of a contact person
  • Proof of organisation status i.e. charitable, non-profit etc.
  • Affiliation details
  • Specific reasons for the grant application
  • The total amount of money sought
  • Signed meeting minutes in full including the approved resolution from committee/executive meeting approving application for funds, name of the trust and authorised purpose
  • Financial statements – if available, please provide the latest audited edition
  • Evidence supporting the total amount sought addressed to the applicant and dated (for example, competitive quotes for goods or services to be paid for by the grant)
  • Whether the applicant has applied for funds for the same specific purpose from another source
  • Whether the applicant is registered for GST and, if so, its GST number
  • The applicant’s bank account details
  • A declaration by 2 representatives of the applicant confirming that:
  1. The information provided in the application form is true and correct to the best of their knowledge
  2. They have the authority to make the application on behalf of the applicant
  3. The application has not been completed by a person who has any management or ownership interest in a Grassroots Trust Limited venue that hosts gaming machines (“a gaming machine venue key person”)
  4. When any grant money is obtained the persons who decide how that money is spent will not be Grassroots Trust Limited gaming machine venue key persons
  5. When any grant money is obtained a check will be undertaken and no payment will be made from grant money to any Grassroots Trust Limited gaming machine venue key person for any goods or service.

The application form must include space for Grassroots Trust Limited to record:

  1. The amount approved
  2. The date of the approval
  3. The cheque number or details of the direct debit
  4. The grant number
  5. The signature of Grassroots Trust Limited’s officer

All applications will be assessed using the Grassroots Trust Limited internal application checklist.

These forms will be freely available from the following sources:

  • Grassroots Trust Limited office
  • Grassroots Trust Limited webpage – www.grassrootstrust.co.nz

Record Keeping

The following records shall be kept in a database format:

  • The date the grant application was received
  • The date of the meeting/decision
  • The name and contact details of the grant applicant
  • The name and contact details of the person completing the grant application
  • The purpose of the grant
  • The amount of the grant
  • The cheque number or direct bank payment transaction details
  • Grant request ID number

The grant application and all supporting information will be retained by Grassroots Trust Limited if the application is successful. Where the application is declined, the application and all supporting information will be returned to the applicant group upon request to do so by the applicant.

Payments

Generally, grants will be paid directly to the grant recipient by direct credit within one month of the application being approved.  In instances where the funds have been provided for activities/projects that will not occur within the ensuing six months, these funds may be held until written confirmation is received to show that the project/activity is nearly underway.  If these funds are not requested within the financial year that they were approved, the grant may be withdrawn.

GST

When a grant recipient is GST registered, a grant will only be made for the GST exclusive component.

When a grant recipient is not GST registered, a grant may be made for the full GST inclusive cost of the good or service.

Reasons

Grant applicants will be provided with reasons for Grassroots Trust Limited’s decision if Grassroots Trust Limited decides to decline a grant application.

Complaints

Complaints can be made to Grassroots Trust Limited’s Chairman in writing to PO Box 9019, Hamilton. The Grassroots Trust Limited will also advise complainants of their rights to complain to the Department of Internal Affairs if they are unsatisfied with how their complaint has been dealt with.

Complaints about the conduct of Grassroots Trust Limited may also be made direct to the Secretary of the Department of Internal Affairs at: PO Box 10-095, Wellington

Accountability Requirements

Recipients of grant funding must return paid invoices and bank statements to Grassroots Trust Limited within six months after the funds have been spent to complete the accountability requirement.  If these funds were not spent for the appropriate purpose, the Trust will request a refund of the full amount of the grant.  If a funding surplus exists, the surplus must be returned to Grassroots Trust Limited by cheque or direct credit within 20 working days of the request or as otherwise agreed with Grassroots Trust Limited.

The Directors will not generally make a grant to any organisation who has previously received a grant, but has not spent these funds, or returned the relevant accountability documentation or refund to Grassroots Trust Limited.

Grassroots Trust Limited may at any time request further accountability documentation to ensure funds have been spent appropriately.

Where information is obtained by the Board indicating that a grant recipient has received funding from other source(s) for the full amount needed for the purpose applied for here, the Board will take reasonable steps to obtain a return of the money from the grant recipient.  If a refund is requested, the grant recipient must return this money to Grassroots Trust Limited by cheque or direct credit within 20 working days of the request or as otherwise agreed by Grassroots Trust Limited.

Auditing Requirements

The Trust will review 100% of all approved grants for accountability and will audit and investigate 10% of approved grants annually, which will include and not be limited to visiting the grant recipient, verifying invoices provided by suppliers, verifying goods and services provided to the organisation.

Grant Promises Prohibited

Agreements promising to provide grants to potential grant recipients from proceeds that have not yet been generated will not be entered into.

Board members and all employees working on behalf of the Trust will not promise or imply the approval of particular grant applications prior to their proper consideration.

Grant Influence – Section 113

Grassroots Trust Limited’s venue key persons cannot have any input or influence in Grassroots Trust Limited’s grant process.  Venue key persons are:

  • The venue manager (defined as the person responsible for supervising the gambling and venue personnel at a Grassroots Trust Limited class 4 venue and for banking the proceeds of class 4 gambling)
  • The venue personnel (defined as the persons who work at a Grassroots Trust Limited class 4 venue and whose work involves dealing with gambling equipment, gamblers, or the proceeds of gambling)
  • The venue operator (defined as the occupier of a Grassroots Trust Limited class 4 venue who owns the primary business at the venue);
  • The venue operator’s directors, chief executive and senior manager
  • Any person who has a significant interest in the management, ownership, or operation of a venue operator
  • A person contracted to service Grassroots Trust Limited’s gambling equipment

Persons who have significant interest in the management, ownership, or operation of a venue operator include:

  • People with a financial or ownership interest in the business operating at the venue, or the venue premises
  • People with the power to make decisions that would normally be made by the directors, chief executive or senior management of the venue operator
  • People undertaking or being responsible for duties that are normally the responsibility of the venue manager (e.g. being responsible for the timely banking of gaming proceeds)

Venue key persons must not provide grant application forms to potential grant recipients.

Venue key persons cannot provide goods or services to Grassroots Trust Limited, apart from the services listed in their venue agreement. For example, if a venue key person also had a photocopier business, the venue key person could not sell a photocopier to Grassroots Trust Limited.

Venue key persons cannot provide goods or services to third parties and be paid from grant money which is derived from Grassroots Trust Limited. For example, a venue could not provide catering services to a hockey club if the hockey club plans to use grant proceeds to pay for the food.

Venue key persons cannot be involved in decisions about who will provide goods or services to a third party, if payment is being made from grant money which is received from Grassroots Trust Limited. For example, if a venue key persons were also a committee member of a community organisation which received a grant from Grassroots Trust Limited, the person could not have any input as to which painter the community organisation employs, if the painter is to be paid from grant money.

Venue Key Persons Conflict of Interest Register

Grassroots Trust Limited shall have an internal system to check that the venue key person requirements are adhered to. All grant applications and quotes will be checked by Grassroots Trust Limited or employees working on behalf of the Trust against a key person register. If any application is signed, supported or makes any reference to a venue key person the application will be declined. If any application indicates that a venue key person has assisted to obtain quotes or been involved in any decision as to how grant money will be spent, the grant will be declined. If the application indicates that the venue key person will be providing goods or services to the grant recipient using the grant money, the grant will be declined.

Grassroots Trust Limited’s grant application form will also require the applicant to formally declare that they will check that no payment will be made to any venue key person.

Organisation Declaration

We (the undersigned) make a solemn declaration conscientiously believing the same to be true and by virtue of the Oaths and Declarations Act 1957.  We declare that:

  1. The information provided in this application form is true and correct to the best of our knowledge.
  2. We have authority to make this application on behalf of then applicant (if the applicant is not a natural person).
  3. This application has not been completed by a person who has any management or ownership interest in a Grassroots Trust Limited venue that hosts gaming machines (“a gaming machine venue key person”).
  4. When any grant money is obtained the persons who decide how that money is spent will not be Grassroots Trust Limited gaming machine venue key persons.
  5. When any grant money is obtained a check will be undertaken and no payment will be made from grant money to any Grassroots Trust Limited gaming machine venue key person for any goods or services.

All of the information presented in this application – relating to the organisation I represent and to the specific proposal/project for which grant funds are requested – is true. This application includes complete information relating to other sources of funding that my organisation has received, been pledged, applied for, or intends for future application, for this and other organisational projects. All prices and quotes included in this application represent the actual costs that will be incurred by my organisation. I have read and understand the Conditions for Allocation of Funds and Audit and Inspection requirements. My organisation hereby agrees to participate in an inspection, to provide further information if requested, and/or audit by the Department of Internal Affairs or Grassroots Trust Limited if so requested.

Grant Commitments – Multi-Year Grants

Grants shall only be made from available net proceeds.  However, grants may be made by instalments in one or more years, if the following conditions are met:

  • The grant commitment must not exceed 4 years; and
  • The grant applicant must be made aware, on or before the time that the first instalment of the grant is paid, that payment of any future instalments of the grant is conditional on –
  1. Grassroots Trust Limited continuing to hold a licence; and
  2. Grassroots Trust Limited continuing to have available net proceeds; and
  3. The specific authorised purpose for which the grant was made continuing to be lawful; and
  • Each instalment of the grant must be re-confirmed by the net proceeds committee before payment; and
  • The grant applicant must provide the net proceeds committee with documentary evidence that previous instalments of the grant have been spent for their intended purpose; and
  • Grassroots Trust Limited must disclose the existence of multi-year grants it has entered into in its financial accounts and publish the details of its multi-year grants with its other grant information in a newspaper and on its website.

Subsequent instalments of multi-year grants are made in principal, i.e. the existence of the future instalments is strictly conditional upon the criteria being met.