Victoria s Quilts Canada

Transcription

1 Victoria s Quilts Canada Policy on Raffle Lotteries As a registered charity, Victoria s Quilts Canada (VQC) may conduct raffles for the purpose of fundraising to purchase quilt manufacturing supplies. A raffle lottery is a fundraising activity where tickets are sold for a chance to win prizes and includes 50/50 draws. Approval Process Once a Branch has determined that they would like to proceed with this type of fundraising activity, the Branch Chair or Treasurer must submit to the National Treasurer the following information in writing at least three weeks prior to submitting the forms to your local municipality: budget (expected revenues and expenses) - see sample in Annex A raffle ticket approved by the National Communications Director account number of raffle account. The VQC National Treasurer must approve all raffles before a Branch may proceed to obtain a raffle license. Guidelines Once you have the required forms, carefully read through all the rules and regulations that will apply to the raffle. It is your responsibility as a representative of VQC to ensure that you comply with these rules and regulations. The raffle account is a separate account where all revenues from the raffle must be deposited. Only 'expenses' and 'use of net proceeds' as outlined in your budget can be paid from the raffle account. Branches must operate a raffle in accordance with the Criminal Code of Canada and respect all applicable laws, regulations and bylaws that apply to the lottery/gaming organization for their respective province, city or municipality. No cash prize awards are permitted as a result of the raffle. Tickets can only be sold in the province where the license was granted. VQC-F-01 VQC Policy on Raffle Lotteries Approved: February 2015 / Revised: August 28,

2 Raffle tickets must not be sold to a minor (person under 18 or 19 years of age depending on the province). Advertising and selling of tickets is prohibited until the Branch has received their license. The Branch Treasurer must ensure that proper financial controls are put in place in accordance with the rules and regulations set forth in the License Application. Upon receipt of the license from your municipality, a copy must be provided to the National Treasurer. All raffle records (i.e. ticket stubs, etc.) must be kept by the Branch Treasurer for a period of seven years. A final lottery report outlining revenues and expenses must be submitted to your municipality within the required time frame as outlined in the License Agreement. A copy of the report must also be forwarded to the National Treasurer. Raffle Ticket The raffle ticket must contain the following information: the VQC logo and name of the organization name of the Branch where, when and at what time the draw will take place the prizes and cash value of each date and place where the prizes can be picked up dollar amount of tickets number of tickets printed ticket number (to be printed by the printer) license number note to the effect that the purchaser must be 18 or 19 years or older (depending in which province you are located). A sample ticket can be found in Annex B. If the raffle is conducted in the province of Quebec the raffle ticket must be bilingual. 2 VQC Policy on Raffle Lotteries Approved: February 2015 / Revised: August 28, 2017

3 Financial Reporting to National Office The Branch Treasurer will provide the following information to the National Treasurer as part of the monthly financial reports submitted for the Branch: all revenues are to be reported on a separate Bank Deposit Log, with account number and account type (R) for expenses paid out from this account, include the receipt with cheque number and date paid, or proper Volunteer Expense Reimbursement Form with receipt monthly bank statement. Once the raffle draw has taken place revenues must be spent within a short time frame. VQC Policy on Raffle Lotteries Approved: February 2015 / Revised: August 28,

4 APPENDIX A SAMPLE BUDGET VICTORIA'S QUILTS CANADA BUDGET FOR 2017 RAFFLE REVENUES BUDGET ACTUAL Raffle Ticket Sales $9, Total Revenues: $9, EXPENSES License Fee $90.00 Printing of Tickets $ Bank Charges $40.00 Quilt Appraisals $90.00 Total Expenses: $ USE OF NET PROCEEDS Batting $4, Flannel $3, Total Use of Net Proceeds: $8, Prepared by: Martine Genest, Treasurer July 13, VQC Policy on Raffle Lotteries Approved: February 2015 / Revised: August 28, 2017

5 APPENDIX B SAMPLE RAFFLE TICKET Notes: the Communications Director is available to help in designing the raffle ticket the ticket does not have to be bilingual in areas where only one language is used. VQC Policy on Raffle Lotteries Approved: February 2015 / Revised: August 28,