ALL applications must have the following before the Grants Committee can consider them:

THE FORM

1. All sections of the application 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 Trusts Charitable Foundation, PO Box 83 Levin.  Photocopies are not acceptable although forms downloaded and printed in full from The Trusts Charitable Foundation Inc. website are acceptable (click here to download the application form). Applications must be received at least six weeks prior to any event or purchase for which funding is sought.
3. The form must be signed and dated by two authorised persons, e.g. the Secretary, Treasurer or Chairperson of the applicant group and in the case of schools, the Principal and one other.
4. The form must not be altered in any way by anyone other than the applicant.
5. Supporting documentation must be inserted into the middle of the form.  A 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
   
6. At least two quotations from different suppliers for all the products and services that are proposed in the application.
   a. Internet quotes or photocopies from catalogues are not acceptable.
   b. Quotes must be less than two months old and addressed to the applicant group.
   c. If funding is proposed towards general running costs (see “Authorised Purpose”) then a set of recent, audited accounts must be provided and copies of previous accounts such as for power/phone/rates etc must be provided.
   d. 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.
   e. If only one quotation can be provided due to the specialist nature of purchases, etc., please detail this on the application form.
    
7. The minutes of the committee/executive meeting including:
   a. The full names of all members attending the meeting.
   b. Minutes must include a resolution to apply for funding from The Trusts Charitable Foundation.
   c. Minutes and resolutions must be certified as true and correct and be signed by the Secretary, Chairperson or another authorised person.
   d. Minutes must be on the official letterhead of the applicant organisation.
    
8. For Sporting Groups:
   a. Proof of affiliation to a regional or national body.
   b. Proof/itinerary and date/s of event or events for which funding is sought.
   c. If travel is proposed for teams, names and status of team members travelling.
    
9. Proof that the group is a genuine amateur, ‘non-profit’ or charitable organisation. This may include the following: 
   a. Seal and certificate of incorporation
   b. Certificate of IRD ‘charitable’ or non-profit status.
   c. Trust Deed, Certificate of Incorporation of Trust.
   d. For sporting teams, proof that the team is currently affiliated to a regional body that is in turn affiliated to a nationally recognised sporting organisation – see www.sparc.co.nz for details.
   e. For schools, an endorsement from the Principal on school letterhead is required.
    
10. Bank Account Details.  Acceptable forms are:
    a. A pre-printed bank deposit slip in the name of the applicant group.
    b. Bank generated account details verified by the bank.
    c. Photocopies will not be accepted.
     
11. You must:
    a. Keep a copy of the application and supporting documentation.
    b. Provide accountability for the expenditure of the funds by completing the Accountability Form which is sent with your approval letter and by providing the appropriate bank statements, receipts and invoices required.  If you do not have an Accountability Form, click here to download one from The Trusts Charitable Foundation website.

OTHER NOTES

1. Funds can only be provided for purposes and events that have not occurred at the time the application is considered, i.e. funding cannot be retrospective.  Funds cannot be provided to reimburse applicants for funds they have already spent.
2. Any funds provided must be used tor the items or services stated in the application.  Permission must be obtained from The Trusts Charitable Foundation (Inc) 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 form.  Permission must be obtained from the Foundation 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 grant applications should come directly from the applicant to The Trusts Charitable Foundation.

Other Questions The Grants Committee will be asking are:

• 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 an audit trail if required?
• Is the purpose for which the funds will be used providing a genuine ‘community benefit’ to a significant section of the community?  i.e. not predominantly social in nature or only of benefit to a few people.
• Is it certain that no person will benefit commercially from the grant other than as 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 Trusts, i.e. Portage and Waitakere Licensing Trusts Elected Members (through TTCF) are entirely responsible for the commitment of funds and are not required to approve any grant, regardless of whether it is compliant with the above requirements or not.

All grant enquiries should be made to.
The Trusts Charitable Foundation Ph (06) 3673542, Fax (06) 367 3541 Email info@modus.net.nz

All grants are subject to audit either by The Trusts Charitable Foundation (Inc) or by the Department of Internal Affairs.