1. Community Gaming Grants Webinar July 12, 2016 Hosted by BC Family Resource Programs

2. Agenda Program Overview Organization Eligibility Eligible Programs Use of Funds and Compliance Quick Compliance Checklist Highlights to the Online Application Appendix Volunteer Hours Gaming Account Summary Report and Sample Forms Capital Projects Gaming Funds Cannot be Used for Reconsiderations Audit Licenses Key Links; Key Documents

3. By the Numbers For fiscal year 2014/2015 More than 7,000 applications Over 5,300 Community Groups successful Receive an Average Grant $27,000 $135 million for 2013/14 Ticket raffles etc. raised another $30 million Gaming Proceeds to Community Groups... $165 million

4. Sectors Application Period – February 1 – May 31 Arts & Culture and Sport Final Notification Date – August 31 Application Period – July 1 – August 31 Public Safety and Environment Final Notification Date – November 30 Application Periods – August 1 – November 30 Human & Social Services, PAC’s, Service Clubs Final Notification Date – February 28

5. Community Gaming Grants Who Can Apply? Non-profit community organizations that deliver programs to their community. A program is defined as on ongoing service or activity designed to achieve one or more defined objectives. Maximum grant available Local $100,000 Regional$225,000 Provincial$250,000

6. Programs Must Clear community benefit, not solely for members interest. Ongoing & designed to achieve defined objective(s). Operated for at least 12 months prior to application. Open, accessible and inclusive. Be sustainable or have a lasting impact (No one time events, recurring Annual OK). For a first time application, letters of support are required.

7. Funds Community Benefit…  Community Benefit (Program) Important to Organization

8. Organization Eligibility Organization must be not-for-profit. Have a voluntary and broadly based membership involved in the management and control of the organization and its programs. Voting membership of the organization must be more than double the number of board members. Delivers programs established and maintained by its volunteers. <50% of annual budget on hand. <75% of annual budget from federal or provincial government, including the gaming grant.

9. Organization Eligibility cont’d Gaming Funds support direct delivery of a program that benefits the broader community. Has board members that are democratically chosen by, and from within, its volunteer base. Board members are Canadian residents, at least two-thirds reside in BC. Directors do not receive remuneration or other financial benefit for their services as an executive member. Meets the Province’s standards for financial accountability.

10. Program is Sub-Set of Organization Organization Greater than or Equal to Program

11. Eligible programs Provide a direct service to the community and are responsive to that community’s needs and issues. Grant applicants must demonstrate That the programs for which they seek funding meet eligibility criteria. How have the program(s) benefitted (how will they benefit) others.

12. Organizations/Programs Not Eligible Programs delivered under contract (Provincial or Federal) but Municipal contributions are OK. If only of benefit to the individual organization. Does not deliver an immediate benefit (1 year). Cannot go outside the province. Vocational Training programs. Alumni associations, religious programs, for profits or ancillary to, political, hospital, medical, educational institution or school, penal institution, museums/libraries funded provincially or federally. If more than 50% of last years operating expenses on hand. Raised more than $250,000 through own gaming licenses in past 12 months.

13. Using Gaming Grant Funds Used within BC to cover costs essential to the direct delivery of an approved program. Operating costs – wages, utilities, facility rental, supplies, etc. When essential to program delivery. Rental/purchase of equipment, travel, etc. Capital acquisitions required for program. Computers, furniture, vehicles, owned by the organization. Disburse the Grant within 12 months of receipt.

14. Quick Compliance Checklist 1. Gaming Account. 2. Proper Board Authorization to transfer funds. 3. Proper cheque signing practices. 4. In good standing with the Registrar of Societies – if incorporated. 5. Gaming Account Summary Report is filed within 90 days. 6. Gaming Event Revenue Report (licensed gaming) is filed within 90 AND included in your GAS-R. http://www2.gov.bc.ca/assets/gov/sports-recreation-arts-and- culture/gambling/gambling-in-bc/info-compliance-checklist.pdf Keep ALL records for 5 years after the fiscal year end in which the revenue was disbursed. Comply with all gaming grant conditions.

15. Acknowledgement The grant recipient must acknowledge the financial assistance of the province of BC in program materials, (including signage for capital projects) by displaying the following: “We acknowledge the financial support of the Province of British Columbia.”

16. Application Highlights Online Tutorial

17. Applying For a Community Gaming Grant ONLY ONLINE APPLICATIONS ACCEPTED Regular Form Tutorial Community Gaming Grant - Application Tutorial - Regular Short Form Tutorial Community Gaming Grant - Application Tutorial - Short

18. The Short Form Application Use Regular Form Application in years 1, 4, 7, etc. Use Short Form Application in years 2,3 & 5,6, etc. IF: You are requesting the same amount YOU WERE GIVEN for the same programming. Does not have a space for Program Description. Cannot use the short form IF: There was a Reconsideration. For new programming. To request additional funding.

19. How to Apply https://www.gaming.gov.bc.ca/gaming/Home.do https://www.gaming.gov.bc.ca/gaming/Home.do

20. Search for and Select your Organization

21. Organization Information: Contact, Governance, Financials, etc.

22. Program Information – for Each Program

23. Program Description – Add Files

24. Describe in Detail… Save, and Return to Application

25. Officers Responsible & Delivery Method

26. I Agree and Submit

27. Print and Save

28. Appendix Gaming Account Summary Report Tracking Volunteer Hours Capital Projects & Restricted Funds Sample Forms Available Online Reconsiderations GPEB Audit and Compliance Licensed Gaming Key Links; Key Documents

29. Gaming Account Summary Report Submit within 90 days of fiscal year end. May submit by mail or email. Report all gaming account activity. Gaming grants, raffles, gaming fund donations from other organizations, GST rebates, interest, etc. Include cancelled or void cheques. Two Board members (one must be Treasurer) sign the GAS report.

30. Volunteer Hours Tracking Sheet It is policy that gaming grants may only fund to a maximum of 75% of the cost to deliver a program. The balance comes from other revenue and services, including In-Kind. Account for Volunteer Hours as In-Kind Income, with an equal amount under Expense for In-Kind Labour. General Labour at $10 per hour. Skilled Labour at $25 per hour. Professional Services at their regular rate.

31. Capital Projects/Restricted Funds Minor capital project is $20,000 or less. Major capital project is over $20,000 – Gaming will fund no part of a Major Capital project. Internally Restricted Funds are set by the Board. Up to 3 years, with approved extensions. Can be 5 years for a building. Must be noted in the financials with Board Minutes. Externally Restricted Funds are set outside of the organization – by the donor. No time limit, but clearly designated in financials.

32. Gaming Funds Cannot Be Used For Development of new programs. Projects or creation of a new position. Expansion of an existing program. Travel that is social, recreational, invitational. Travel to AGM’s, Board meetings, retreats, etc. Fundraising – concessions, sales. Past debt, loan, interest payments. Replace eliminated funding. Professional development (volunteer training is ok, not staff) Subsidizing the procurement of a contract.

33. Sample Forms Available Online Organization Balance Sheet. Organization Revenue and Expense Statement. Organization Budget. Program Financial Statements & Budgets. In-Kind Contributions. In-Kind Contributions Summary. Gaming Account Summary Report.

34. Sample Financial – a la David GamingOwn $In KindTotal Revenue Other Gov't0000 Gaming Grant1000000 Fundraising0500025007500 Other0000 Total05000250017500 Expenses Advertising100050015003000 Contractors100000 Office010000 Food150005002000 Wages6000300009000 Volunteer Appr500 1500 Total100005000250017500

35. Reconsideration http://www2.gov.bc.ca/assets/gov/sports-recreation-arts-and-culture/gambling/gambling- in-bc/internal-review-procedures-grants.pdf http://www2.gov.bc.ca/assets/gov/sports-recreation-arts-and-culture/gambling/gambling- in-bc/internal-review-procedures-grants.pdf When there was a FULL denial or in the event that an error was made (GPEB). New information or documents that substantially change the original application are not admissible. Within 30 days of notice of denial: Written request to Director, Community Gaming Grants. David.Pyatt@gov.bc.ca Clearly state reason for requesting a variance or reversal of decision. Address each point in the letter, providing clarifying information to address misinterpretations. A decision will be sent within 60 days.

36. GPEB - Audit and Compliance Division Every year organizations are selected. Audits: a review to verify compliance with the terms and conditions of the grant. Grant, License or Sector Specific Based on a risk assessment process, to increase compliance in a specific area or address a problematic practice among a certain sector.

37. Licensed Gaming – Fund Raising Class A – More than $20,000 in gross revenue $50 Fee, up to 10 week approval Class B – Less than $20,000 in gross revenue $25 Fee, 3 working days Class D - $5,000 or less in gross revenue; max $2/ticket $10 Fee, 3 working days Class C – Fairs and Exhibitions $150 Fee, up to 10 weeks Limited Casinos

38. Licensed Gaming Options Class AClass BClass DClass C Fairs/Exhibitions Ticket Raffles Independent Bingos Wheels of Fortune Social Occasion Casino Texas Hold’em Poker Limited Casinos Social Occasion Casino

39. Key Links; Key Documents Gambling and Fundraising Landing Page http://www2.gov.bc.ca/gov/content/sports-culture/gambling-fundraising Community Gaming Grant Starting Page – Overview, How to Apply, Additional Resources http://www2.gov.bc.ca/gov/content/sports-culture/gambling-fundraising/gaming-grants Community Gaming Grant Guidelines http://www2.gov.bc.ca/assets/gov/sports-recreation-arts-and-culture/gambling/grants/guide-cgg.pdf Community Gaming Grant Conditions http://www2.gov.bc.ca/assets/gov/sports-recreation-arts-and-culture/gambling/grants/cond-cgg.pdf Community Gaming Grant–Pre-Application Checklists http://www2.gov.bc.ca/assets/gov/sports-recreation-arts-and-culture/gambling/grants/chklist-cgg.pdf http://www2.gov.bc.ca/assets/gov/sports-recreation-arts-and-culture/gambling/grants/chklist-cgg-short.pdf

40. Web Sites BCACG www.bcacg.com/resources/community-gaming-grants/ Community Gaming Grants http://www2.gov.bc.ca/gov/content/sports- culture/gambling-fundraising/gaming-grants

41. Thank you executivedirector@bcacg.com www.bcacg.com executivedirector@bcacg.com