Decision by Net Proceeds Committee 1. All final funding decisions are made by Milestone Foundation Limited's Net Proceeds Committee. 2. Grant applications founds 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 there is a conflict of interest, where it does not comply with the authorised purpose of Milestone Foundation 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 3. Grants will only be made in accordance with Milestone Foundation Limited's authorised purpose. Milestone Foundation Limited's authorised purpose is:
Milestone Foundation Limited may make grants for any charitable purpose and any non-commercial purpose that is beneficial to the whole or a section of the community. Priority funding will be given to education, health and matters that promote and support the Asian culture.
The above authorised purpose includes (but is not limited) providing grants for: a. Increasing access to technology resources to educate and skill people at a primary and secondary level (e.g. the provision of computers and tablets in classrooms, electronic whiteboards, and Wi-Fi access at schools); b. Scholarships and prizes for academic achievement (provided the students are selected in a fair and open manner, and are overseen by a recognised educational authority or school board, and provided that they are limited to primary and secondary level); c. The provision of non-profit childcare and educational services for children; d. Public health services including education, counselling and rehabilitation services; e. Providing healthcare equipment to public hospitals and non-profit health clinics; f. Relieving poverty through access to advice, support and assistance to recent immigrants to New Zealand including, without limitation: i. Counselling services; ii. Health information; iii. Mediations for family conflicts; iv. Visitation; v. Creating social networks; and vi. Providing assistance and support for other family members who provide care for such persons. g. Guidance services aimed at enabling Asian immigrants to settle faster and take up responsibilities as part of the New Zealand society and so eliminate the possibility of Asian immigrant families being dependant on government social assistance; h. The provision of advice and training to Asian immigrants on access to job training and work experience; i. The provision of training to assist unemployed Asian immigrants in gaining the confidence and initiative to handle themselves in all aspects of communication and job seeking; j. The provision of education and training for the improvement of road safety, with a particular focus on recent Asian immigrants to New Zealand; k. The promotion, planning, organising and running of non-profit events that celebrate or concern Asian culture; l. Classes that teach Asian languages and culture; m. Classes that teach the English language to new immigrants; n. The provision of advice, assistance and information about Asian cultures; o. Providing milk and breakfasts to decile one schools; p. The promotion of health via encouraging participation in amateur sport, including participation in table tennis, badminton and soccer; and q. The promotion of public amenities such as parks or museums.
Audit Requirement 4. Recipients of grant funding must return paid invoices and bank statements to Milestone Foundation Limited immediately the funds have been spent to complete the audit requirement. If these funds were not spent for the appropriate purpose, Milestone Foundation Limited will request a refund of the full amount of the grant. If a funding surplus exists, the surplus must be returned to Milestone Foundation Limited by cheque. 5. 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 net proceeds committee will take reasonable steps to obtain a return of the money from the grant recipient.
Grant Forms 6. Grants will not be approved unless the application is on Milestone Foundation Limited's grant application form and includes: (a) the applicant's name and contact details; (b) the purpose of the applicant and the name and contact details (including a street address) of a contact person; (c) specific reasons for the grant application; (d) the total amount of money sought; (e) evidence supporting the total amount sought (for example, competitive quotes for goods or services to be paid for by the grant); (f) whether the applicant has applied for funds for the same specific purpose from another source; (g) whether the applicant is registered for GST and, if so, its GST number; (h) the applicant's bank account details; (i) the application form must include space for Milestone Foundation Limited to record: (i) the amount approved; (ii) the date of approval; (iii) the cheque number or details of the direct credit; (iv) the grant number; and (v) the signature of Milestone Foundation Limited's officer.
Reasons 7. Grant applicants will be provided with reasons for Milestone Foundation Limited's decision if Milestone Foundation Limited decides to decline a grant application.
Complaints 8. Complaints can be made to Milestone Foundation Limited's Managing Director by writing to Milestone Foundation Limited. Milestone Foundation Limited will also advise complainants of their right to complain to the Department of Internal Affairs if they are unsatisfied with how their complaint has been dealt with. 9. Milestone Foundation Limited will forward a copy of all written complaints received to the Department of Internal Affairs for their information and advise the Department as to how the complaint has been dealt with. 10. Complaints about the conduct of Milestone Foundation Limited may also be made direct to the Secretary of the Department of Internal Affairs at: PO Box 10-095, Wellington.
Grant Commitments - Multi-Year Grants 11. 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: - Milestone Foundation Limited continuing to hold a licence; and - Milestone Foundation Limited continuing to have available net proceeds; and - 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 - Milestone Foundation Limited must disclose the existence of multi-year grants it has entered into in its financial accounts and public the details of its multi-year grants with its other grant information in a newspaper and on its website. 12. Subsequent instalments of multi-year grants are made in principal, i.e. the existence of the future instalments is strictly conditional upon the above criteria being met.
Distribution Timing 13. 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. 14. 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 15. The following records shall be kept in a database format: a. The date that each grant is made; b. The date of the meeting/decision; c. The name of the grant recipient; d. The specific purpose of the grant; e. The amount of the grant; f. The cheque number of direct bank payment transaction details; and g. Grant request ID number. 16. The grant application and all supporting information will be retained by Milestone Foundation Limited if the application is successful.
GST 17. When a grant recipient is GST registered, a grant will only be made for the GST exclusive component. 18. When a grant recipient is not GST registered, a grant may be made for the full GST inclusive cost of the good or service.
Grant Influence - Section 113 19. Milestone Foundation Limited's venue key persons cannot have any input or influence in Milestone Foundation 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 Milestone Foundation Limited class 4 venue and for banking the proceeds of class 4 gambling); - the venue personnel (defined as the persons who work at a Milestone Foundation 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 Milestone Foundation 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; and - a person contracted to service Milestone Foundation Limited's gambling equipment. 20. Persons who have a 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 or the venue operator; and - people undertaking or being responsible for duties that are normally the responsibility of the venue manager (e.g. being responsible for the timely banking or gaming proceeds). 21. Venue key persons must not provide grant application forms to potential grant recipients. 22. Venue key persons cannot provide goods or services to Milestone Foundation 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 Milestone Foundation Limited. 23. Venue key persons cannot provide goods or services to third parties and be paid from grant money which is derived from Milestone Foundation 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. 24. 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 Milestone Foundation Limited. For example, if a venue key person were also a committee member of a community organisation which received a grant from Milestone Foundation 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 25. Milestone Foundation 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 Milestone Foundation Limited staff 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 any 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. 26. Milestone Foundation 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. The declaration will state:
Organisation Declaration We declare that: - The information provided in this application form is true and correct to the best of our knowledge. - We have the authority to make this application on behalf of the applicant. - This application has not been completed by a person who has any management or ownership interest in a Milestone Foundation Limited venue that hosts gaming machines ("a gaming machine venue key person"). - When any grant money is obtained the persons who decide how that money is spent will not be Milestone Foundation Limited gaming machine venue key persons. - When any grant money is obtained a check will be undertaken and no payment will be made from grant money to any Milestone Foundation Limited gaming machine venue key person for any goods or service.
We (the undersigned) make a solemn declaration conscientiously believing the same to be true and by virtue of the Oaths and Declarations Act 1957.