Grants Policy

Grants Policy

Availability of Net Proceeds

    1. In order to comply with the Gambling Act 2003 Section 110(2). The Akarana Community Trust Ltd must publish, at intervals of not more than three months, the availability of net proceeds for authorised purposes by way of publication on both this website and in at least one newspaper. To satisfy this requirement the Company hereby advises that it has funds available for distribution and any request made on the official application form will be considered at the next Net Proceeds Committee meeting.

Decision by Net Proceeds Committee

    1. The Trustees consider the priority of grants applications based on its grant distribution policy. This list of criteria, methods, systems and polices is reviewed annually.
    2. Grant applications found to be non-compliant will not be approved. In this context, “non-compliant” means grant applications that do not contain all the relevant information, are retrospective, where previous audit information has not been received, where a refund has not been returned, where there is a conflict of interest, where it does not comply with the authorised purpose of The Akarana Community 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.

Authorised Purpose

    1. Grants will only be made in accordance with The Akarana Community Trust Limited Authorised Purpose.

Audit Requirement

    1. Recipients of grant funding must return paid invoices and bank statements to The Akarana Community Trust Limited immediately the funds have been spent to complete the audit requirement. If these funds were not spent for the appropriate purpose, The Akarana Community Trust Limited will request a refund of the full amount of the grant. If a funding surplus exists, the surplus must be returned to The Akarana Community Trust Limited by cheque.
    2. Where information is obtained by the Net Proceeds Committee indicating that a grant recipient has received funding from other source(s) for the full amount needed for the purpose applied for here, the Committee will take reasonable steps to obtain a return of the money from the grant recipient.

Grant Forms

    1. Grants will not be approved unless the application is on The Akarana Community Trust Limited grant application form and 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.
      10. the application form must include space for The Akarana Community 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.

Reasons

    1. Grant applicants will be provided with reasons for The Akarana Community Trust Limited decision if The Akarana Community Trust Limited decides to decline a grant application.

Complaints

    1. Complaints can be made to The Akarana Community Trust Limited Managing Chairperson. Complaints must be made in writing to: The Chairperson, The Akarana Community Trust Ltd, PO Box 217 231, Botany Junction 2164.
    2. Complaints about the conduct of The Akarana Community Trust Limited may be made to the Secretary of the Department of Internal Affairs at: P O Box 10-095, Wellington.

Grant Promises Prohibited

    1. Agreements promising to provide grants to potential grant recipients from proceeds that have not yet been generated will not be entered into.
    2. The Akarana Community Trust Limited members and staff will not promise or imply the approval of particular grant applications prior to their proper consideration by the Net Proceeds Committee.

Distribution Timing

    1. 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.
    2. 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.

Record Keeping

    1. The following records shall be kept in a database format:
      1. The date the grant application was received;
      2. The date of the meeting/decision;
      3. The name and contact details of the grant applicant;
      4. The name and contact details of the person completing the grant application;
      5. The purpose of the grant;
      6. The amount of the grant;
      7. The cheque number or direct bank payment transaction details;
      8. Grant Request ID number.
    2. Any grant application and all supporting information will be retained by The Akarana Community Trust Limited.

Annual Review

  1. The Society is required to review on an annual basis the criteria, methods, systems and policies it uses for considering the distribution of net proceeds. The Directors of the Society will be undertaking this review within 12 months of operation, any changes for future reviews will be posted on this website.

Welcome ACT

  • Akarana Community Trust is one of a number of community funders who derive income from the operation of gaming machines. For details of other funders who distribute grants in your area, please go to www.dia.govt.nz

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