Cuesports Foundation - Grants Procedure:

Decision by Committee

This Policy was reviewed and approved as of 1st November 2006.

1. Applications for grants shall be considered by a Committee of the Cuesports Foundation’s Trustees (“the Grants Committee”). The Grants Committee will consist of a minimum of 3 key Foundation personnel.

Authorised Purpose

2. Grants will only be made in accordance with the Cuesports Foundation’s Authorised Purpose. The Foundation’s Authorised Purpose is set out in full in the attached schedule.

Funding Priority

3. The Foundation when in a situation where the funds available for distribution are less than the applications for funding received, the applications shall be dealt with in the following order/priority:

  1. Funding applications to assist with the promotion and development of amateur Cue Sports;
  2. Funding applications to assist with the promotion and development of amateur Soccer;
  3. Funding applications to assist with the promotion and development of other amateur sports in New Zealand; and
  4. Educational grants and funding to assist non profit social service or welfare agencies in New Zealand.

4. Funding will not be given for the following:

  1. Retrospective costs;
  2. Activities which result in commercial gain;
  3. Individuals;
  4. Professional sports persons;
  5. Political purposes;
  6. Costs associated with social functions;
  7. "After Match" functions; and
  8. Prizes for sporting events, except trophies or modest non-cash prizes for use in genuine community sporting events.

5. The Grant Committee will not make a grant to any organisation who has previously received a grant, but has not spent these funds, or returned the relevant audit documentation to the Foundation.

Grant Forms

6. Applications may only be considered if they are submitted on the Foundation’s Grant Application Form and the form is correctly completed.

7. From 1 July 2005 grants will not be approved unless the application form includes:

  1. the applicant's name and contact details;
  2. the purpose of the applicant and the name and contact details (including a street address) of a contact person;
  3. specific reasons for the grant application;
  4. the total amount of money sought;
  5. evidence supporting the total amount sought (for example, competitive quotes for goods or services to be paid for by the grant);
  6. whether the applicant has applied for funds for the same specific purpose from another source;
  7. whether the applicant is registered for GST and, if so, its GST number;
  8. the applicant's bank account details;
  9. 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; and
    2. they have the authority to make the application on behalf of the applicant; or
  10. the application form must include space for the Foundation 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; and
    5. the signature of the Foundation’s officer.

Competitive Quotes

8. Grant applications will not be approved unless they are supported by competitive quotes or other evidence that the amount applied for by the applicant is appropriate.

Double Funding

9. Where information is obtained by the Grants Committee indicating that a grant recipient has received funding from another source for the same purpose, the Grants Committee will take reasonable steps to obtain a return of the money from the grant recipient.

Adherence to Grant Purpose

10. Grants will be made on the condition that they are only to be used for the purpose that they were applied for.

Payments

11. Grants will be paid directly to the grant recipient.

Reasons

12. Grant applicants will be provided with reasons for the Grant Committee’s decision if the Grant Committee decides to decline a grant application.

Grant Promises Prohibited

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

Distribution Timing

14. A substantial portion of the net proceeds received during a financial year will be distributed to the community for Authorised Purposes, on at least, a quarterly basis.

15. 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.

Conflict of Interest

16. A person involved in any site operated by the Cuesports Foundation shall not be involved whatsoever in relation to the grants process.

17. No grant shall be made where a Trustee personally benefits or a close family member of the Trustee benefits directly from the grant.

18. If the Trustee is a member of any club or organisation or has a close family member associated with the club or organisation, the Trustee shall declare the interest, that interest be recorded in the Minutes and the Trustee shall stand down from the decision in relation to the grant to that particular club or organisation.

Record Keeping

19. The following records shall be kept:

  1. A list of all applications for funding received;
  2. The date each grant was made;
  3. The name of the grant recipient;
  4. The specific purpose of the grant;
  5. The amount of the grant; and
  6. The cheque number or direct debit transaction details.

Schedule

The Cuesports Foundation’s Authorised Purpose

The Cuesports Foundation’s Authorised Purpose is any:

  1. charitable purpose;
  2. non-commercial purpose that is beneficial to the whole or a section of the community; and
  3. purpose to assist with the promoting, controlling and conducting of race meetings under the Racing Act 2003, including the payment of stakes.

This shall include, but not be limited to:

Grants to amateur sports teams, clubs and organisations which are affiliated to a regional or national body and which compete in recognised leagues and tournaments to assist with:

  1. the provision, maintenance and development of facilities and grounds, purchase of equipment, playing and training uniforms, trophies and modest tournament prizes (excluding cash prizes)
  2. the provision of coaching, training and development programs.
  3. actual and reasonable travel and accommodation expenses and entry fees for representatives participating in kindred groups

(Excludes payments to any team or player participating on a professional basis).

Grants to educational institutions to enable them to purchase equipment, books and educational aids and grants towards the construction of educational buildings not already covered by government funding.

The establishment of student scholarships, bursaries or grants to assist individual students to further their education provided such students are selected in a fair and open manner after public advertising.

Grants to recognised social service or welfare agencies to further the objectives of those groups.

All grants are limited to "not for profit" organisations within New Zealand.

No grant shall be made to any party which will result in a commercial advantage either directly or indirectly, to the member sites of Cuesports Foundation Limited.

When Cuesports Foundation Limited is in a situation where the funds available for distribution are less than the applications for funding received, the applications shall be dealt with in the following order/priority:

  1. Funding applications to assist with the promotion and development of amateur Cue Sports;
  2. Funding applications to assist with the promotion and development of amateur Soccer;
  3. Funding applications to assist with the promotion and development of other amateur sports in New Zealand; and
  4. Educational grants and funding to assist non profit social service or welfare agencies in New Zealand.

This policy is reviewed annually.

Cuesports Foundation Limited - Complaints Procedure

"If you submit an application for a grant and that application is unsuccessful, you may complain to Cuesports Foundation Limited Chairman. Complaints must be in writing to the address shown on the grant application form, and addressed to the attention of the Chairman. The Chairman will duly consider the complaints raised and respond formally in writing within ten working days."

Complaints about unsuccessful applications for grants may be directed to Cuesports Foundation Limited using the contact details on this web page Complaints about the conduct of gambling at this venue, or about the conduct of Cuesports Foundation Limited in relation to the gambling may be made to the Secretary for Internal Affairs at:

Northern Region Gaming Compliance Unit
AA Centre
99 Albert Street
PO Box 2220
AUCKLAND
Telephone: 0800 257 887
E-mail: northernregioncomplaints@dia.govt.nz
Facsimile: (09) 362 7945
Web site: www.dia.govt.nz

This Grants Policy is reviewed annually, and was reviewed as of November 1st 2006