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Grants Policy

Dragon Community Trust members and staff will not promise or imply the approval of particular grant applications before their proper consideration.

Decision by Net Proceeds Committee

  1. All final funding decisions are made by Dragon Community Trust’s Net Proceeds Committee (the Committee).
  2. Grant applications found to be non-compliant will not be approved. Non-compliant applications include those that are incomplete, retrospective, have outstanding audit information or refunds, involve a conflict of interest, do not comply with the authorised purpose, or duplicate full funding received from another source.

Authorised Purpose

  1. Grants will only be made in accordance with Dragon Community Trust’s Authorised Purpose.

Audit Requirement

  1. Recipients must return paid evidence and bank statements immediately after funds have been spent. Funds not used for the approved purpose, including any surplus, must be returned to Dragon Community Trust by bank transaction.
  2. If the Committee learns that a recipient received full funding for the same purpose from another source, it will take reasonable steps to recover the duplicated amount.

Grant Applications

  1. A grant will not be approved unless the application is submitted through Dragon Community Trust’s online system and includes:
    1. the applicant’s name and contact details;
    2. the purpose of the applicant and the name and contact details, including street address, of a contact person;
    3. specific reasons for the application;
    4. the total amount sought;
    5. evidence supporting the amount sought, such as competitive quotes;
    6. whether the applicant has applied elsewhere for the same purpose;
    7. whether the applicant is GST registered and, if so, its GST number;
    8. the applicant’s bank account details; and
    9. a declaration by two representatives confirming the information is true and correct and they are authorised to apply for the organisation.

Reasons

  1. Applicants will be given reasons when an application is declined.

Complaints

  1. Complaints may be made in writing to Dragon Community Trust’s Managing Director.
  2. Complaints about the conduct of Dragon Community Trust may also be made to the Secretary of the Department of Internal Affairs, PO Box 10-095, Wellington.

Grant Promises Prohibited

  1. Agreements promising grants from proceeds not yet generated will not be entered into.
  2. Dragon Community Trust members and staff will not promise or imply approval before proper consideration.

Distribution Timing

  1. A substantial portion of net proceeds received during a financial year will be distributed to the community for authorised purposes at least quarterly.
  2. All net proceeds received during a financial year will be distributed for authorised purposes within three months after the end of that financial year.

Record Keeping

  1. The following records will be kept in a database: date received; date of meeting or decision; applicant and representative contact details; purpose; amount; payment transaction details; and Grant Request ID.
  2. Successful applications and supporting information will be retained. Declined applications and supporting information will be returned to the applicant group.