G ra n t s

m u n i t y G a m i ng
Com m Grant Guidelines
ra
2025 Prog
Community Gaming Grants acknowledges it carries out its work
on the territories of First Nations throughout British Columbia.
We recognize and respect the traditional custodians of these
lands where we work and live.

COMMUNITY GAMING GRANTS

2025/26 Program Grant Guidelines

Efective February 1, 2025

Copyright © 2025, Province of British Columbia.

All rights reserved.
Tis material is owned by the Government of British Columbia
and protected by copyright law. It must not be reproduced
or redistributed without the prior written permission of the
Province of British Columbia.
Table of Contents
Preface: What’s New in the 2025 Program Guidelines 5

Chapter One: Information For All Applicants 6

1. Program Overview 7
2. Available Funding 8
2.1 Funding Levels 8
2.2 Sectors 8
2.3 Application Intake Periods 11
3. Organization Eligibility 12
3.1 Eligible Organizations 12
3.2 Ineligible Organizations 13
3.3 Organization Financial Eligibility 14
3.4 Eligibility for Extra-Provincial Non-Share Corporations 16
4. Program Eligibility 17
4.1 Eligible Programming 17
4.2 Ineligible Programming 19
4.3 Program Financial Eligibility 19
4.4 Program Description 22
5. Applying for a Grant 25
5.1 How Applications Are Assessed 25
5.2 Renewed Funding Application 26
5.3 Determining Which Application Form to Use 26
5.4 How to Apply 26
5.5 Indigenous Organizations 26
5.6 Notifcation of Decision 26
5.7 Reconsideration of Decision 26
5.8 Useful Resources 27
6. Using Community Gaming Grant Funds 28
6.1 Eligible Use of Grant Funds for All Grant Recipients 28
6.2 Prohibited Use of Grant Funds for All Grant Recipients 29
6.3 Minor Capital Projects and Capital Acquisitions 30
6.4 Out-of-Province Travel 31
6.5 Scholarship and Bursary Programs 32
7. Disbursement of Funds and Reporting Requirements 32
7.1 Gaming Account 32
7.2 Timeframe to Disburse Grant Funds 33
7.3 Transferring Funds to the General or Operating Account 34
7.4 Gaming Account Summary Report 34
7.5 Gaming Account Cheques and Electronic Funds Transfers 35

Continued

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8. Role of the Community Gaming Grant Recipient 35
8.1 Accountability 35
8.2 Gaming Records 35
8.3 Conficts of Interest 35
8.4 Acknowledgement of Funding 35
8.5 Dissolution or Amalgamation of an Organization 36
8.6 Audit 36
8.7 Roles of the Community Gaming Grants Branch and the Gaming Policy and Enforcement Branch 36
9. Contact Information 37

Chapter Two: Information For Service Clubs 38

10. Service Club Overview 39
10.1 Examples of Service Clubs 39
10.2 Programs Specifc to Service Clubs 39
10.3 Eligible Use of Funding for Service Clubs’ Conduit Organizations 41

Chapter Three: Information for the British Columbia Association of Charitable

Gaming (BCACG) and Community Charitable Gaming Associations (CCGAs) 42
11. Overview 43
11.1 Eligibility for the BCACG and CCGAs 43
11.2 Exclusions from the General Program Guidelines for BCACG/CCGA Applicants 43
11.3 Conditions for a BCACG/CCGA Grant 43

Appendices 45
Appendix I: Determination of Program Delivery Level 46
Appendix II: Reasons for Requested Documents 47
Appendix III: Government Funding 49
Appendix IV: Program Sub-Sectors 50

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Preface:
What’s New in the 2025 Program Guidelines
Efective February 1, 2025, the Community Gaming Grants Branch will be transitioning from the
Gaming Online Service to a new online platform. Te new application form is designed to guide
applicants to provide the right information and documents for their circumstances. The Program
Grant Guidelines have been updated to provide clarity about the policies and information required, to
support applicants through this process.
All applicants are strongly encouraged to review the Program Grant Guidelines in their entirety to
ensure they understand all eligibility criteria.
Te following changes have been made to the 2025 Program Guidelines:
® Section 3.1: Te eligibility criteria have not changed; however, this section has been restructured to
provide clarity.
® Section 3.4: Clarifcation was added about who is considered the applicant for extra-provincial
nonshared corporations.
® Section 4: Language was added to distinguish between a program that is equal to and a program
that is a distinct part of an organization’s overall operations. Tis distinction is important because
separate, program-level fnancial information is needed unless the program is equal to the
organization’s entire operations.
® Section 4.2: Te criteria has not changed but the list of ineligible programs has been restructured
to provide clarity and support organizations in determining if the program is equal to the
organization’s entire operations. Ineligible programming, previously found in Section 2.2, was
moved to this section to consolidate the information in one place.
® Section 4.3: New for this year, the option to provide simplifed program fnancials (for
organizations requesting $10,000 or less) only applies to programs that have been delivered more
than 12 months.
® Sections 5.2 and 5.3: Te Renewed Funding form is not available in the 2025 grant year.
® Section 6.4: Pre-approval requests for Out of Province Travel will no longer be submitted through
the Gaming Online Service.
® Section 7.1: New for this year, Gaming Account cheques are no longer the required method for providing
bank account information. New applicants and certain returning applicants must complete the
Direct Deposit Application form (FIN 312) for the direct deposit of grant funds.
® Section 8.5: Instructions were added for grant recipients planning to amalgamate.

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 Chapter One:
Information For All Applicants

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1. Program Overview
Te Community Gaming Grants program distributes funds from commercial gambling revenues to
not-for-proft organizations through three diferent funding streams: Program Grants, PAC & DPAC
Grants, and Capital Project Grants.
Program Grant funding enhances community life through supporting programs that:
® provide opportunities for enrichment through participation in sport and the arts;
® enhance and protect our local environment;
® improve quality of life for community members; and,
® enhance and support the safety of our communities.
Tese grants ensure British Columbians from all regions of the province have access to programs and
services that improve their quality of life, support local needs and build inclusive, vibrant communities.
Program Grants specifcally fund ongoing programs (e.g., services or activities), as well as minor capital
projects and capital acquisitions related to program delivery. An organization can receive funding to
support one or more programs. Organizations seeking funding for major capital projects may also apply
to the separate Capital Project Grant program.
Prior to applying, applicants should read all relevant chapters and appendices of the Program
Guidelines to ensure that they understand all eligibility requirements for receiving a grant.

The Fernie Nordic Society

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2. Available Funding
2.1 Funding Levels
Grants are awarded based on the demonstrated size and scope of an organization’s program delivery
and overall community beneft. Grant amounts may vary from year to year and the decision whether
to award a grant, including any specifc terms and conditions, rests with the grant manager, as set out
in the Gaming Control Act.
Te maximum grant amount an organization can receive depends on the delivery level of the
program(s) for which funding is requested.
Program Delivery Level Maximum Grant Amount Per Year
Local organizations Up to $125,000
Regional/Provincial organizations Up to $250,000
To be eligible for more than the local level of funding, an organization must deliver programming
across multiple communities, serve a signifcantly large geographic area or be recognized as a regional
or provincial lead in their sector.
See Appendix I for other factors the branch takes into consideration when assessing requests for levels of
funding greater than Local.

2.2 Sectors
Te grant application process separates not-for-proft programming into fve unique sectors, each with
its own intake period. An organization may only submit one grant application per calendar year. Te
sector descriptions below provide a basic overview of the type of programming that may be eligible in
each sector.
If an organization is unsure which sector their program(s) fall within, the application should be
submitted in the sector that aligns most closely with the organization’s purpose(s), as outlined in the
constitution, or with the majority of the organization’s eligible programming.

Les Echos du Pacifque , Coquitlam.

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Arts and Culture
Organizations within this sector deliver programs that provide public access to and/or preservation of
the arts, heritage or culture.
Examples of eligible Arts and Culture programs may include:
® Performing arts (e.g., theatre, music, dance).
® Media arts (e.g., flm, video, sound, community radio, photography).
® Visual arts (e.g., painting, drawing, sculpture, ceramics).
® Literature.
® Art Councils.
® Children and youth art programming.
® Community and agricultural fairs and festivals (see Section 4.1).
® Heritage preservation (e.g., community museums, archives, historical displays).
® Indigenous and other cultural activities/events (e.g., sharing culture with the broader community).

Sport
Organizations within this sector deliver organized sports programs to youth and amateur athletes.
Programs include instruction and provide a pathway to development, with opportunities to compete.
Examples of eligible Sport programs may include:
® Youth sports that build foundational skills or a pathway to competition, and instructional adult
sports (e.g., soccer, swimming, hockey, skating, basketball, baseball, biking, rowing/paddling,
sailing, martial arts, skiing, etc.).
® Special Olympics.
® Seniors Games.

Environment
Organizations within this sector deliver programs that revitalize, protect or provide education about
British Columbia’s ecosystems and environment or that address animal welfare.
Examples of eligible Environment programs may include:
® Ecosystem conservation (e.g., land stewardship, invasive species removal, greenbelt and watershed
protection/maintenance, garbage clean-up, etc.).
® Public education.
® Climate action (e.g., awareness, emissions reduction, alternative energy, etc.).
® Promotion of agriculture, food production and local food systems.
® Wildlife rescue and rehabilitation.

Human and Social Services

Organizations within this sector deliver programs that improve the quality of life in a community
by supporting the wellbeing of children, youth, families and/or seniors; by addressing equality issues
(e.g., gender, LGBTQ2S+, race, etc.); by addressing the unmet needs of under-served groups; or, by
providing public outreach and education regarding important social issues.

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Examples of eligible Human and Social Services programs may include:
® Child and youth care and support (e.g., child care, kids’ camps, after school programming, Scouts,
Cadets, 4-H, etc.).
® Services for people living with a disability or health condition.
® Poverty reduction, food security and short-term housing programs (e.g., food banks, emergency
shelters, transition housing programs, life skills, etc.).
® Mental health and counselling services (e.g., public education, outreach, substance use treatment,
crisis services, etc.).
® Community building (e.g., neighbourhood houses, seniors’ centres, services for newcomers, etc.).
® Indigenous wellness and community services (e.g., youth-elder programs, Friendship Centre
programming, etc.).

Public Safety
Organizations within this sector deliver programs that enhance and support the safety of
the community.
Examples of eligible Public Safety programs may include:
® Volunteer firefighting.
® Land or marine search and rescue.
® Amateur emergency radio.
® Trail and outdoor recreation safety (e.g., hiking, biking or snow trail education and maintenance).
® Disaster relief and emergency preparedness.
® Anti-racism programs (e.g., community-based Resilience BC Anti-Racism Network programs).
® Community crime prevention.
® Restorative justice initiatives.

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2.3 Application Intake Periods
Organizations must apply during the intake period for the sector that most closely aligns with the
programs and services they deliver. See Section 2.2 for guidance.
Program Type Annual Application Timelines

Apply between February 1 and April 30.

Arts and Culture
Notifcation by August 31.
Apply between March 1 and May 31.
Sport
Notifcation by September 30.
Apply between July 1 and August 31
Public Safety
Notifcation by November 30.
Apply between July 1 and August 31.
Environment
Notifcation by November 30.
Apply between August 1 and November 30.
Human and Social Services
Notifcation by February 28.

African Descent Festival Society, Vancouver.

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3. Organization Eligibility
3.1 Eligible Organizations
To be eligible for a grant, organizations must (meet all of the following criteria):
® Be a not-for-proft (including designated Community Service Cooperatives).1
Te organization must:
® Have a primary purpose to operate for community benefit.
® Provide programs that beneft the community and not solely its members’ interest.
® Engage volunteers in the operation of the organization and/or program(s).
® Deliver programming that falls within one of the fve sectors outlined in Section 2.2.
® Have a voting membership that is inclusive and reasonably open to anyone with an interest in the
organization and its programs. Te voting membership must:
® Be involved in the management and control of the organization and participate in democratic
voting processes as part of decision making for the organization.
® Not be restricted. Limitations on who may become a member will only be permitted if
there is a defensible rationale (e.g., to ensure representation of an underrepresented group or
organization or to fulfl bona fde operational requirements).
® Be more than double the number of board members.
® Be comprised of no more than two-thirds of members (including organizations) representing
for-proft and/or government interests.
® Have a board whose members do not receive remuneration or other fnancial beneft for their
services.2 At least two-thirds of the board members must:
® Be democratically elected by the voting membership.
® Board positions are periodically contested by election and are open to the organization’s
entire membership. Permanent board positions are not permitted.
® Restrictions on who may hold board positions and board appointments are permitted
only in instances where there is a defensible rationale (e.g., to ensure representation
of an underrepresented group or organization or to fulfl bona fde operational
requirements).
® Reside in B.C. (with exceptions described in Section 3.4).
® Not represent for-proft and/or government interests.
Not-for-proft organizations are not required to be provincially or federally incorporated. However,
provincially incorporated not-for-proft organizations must be in good standing with the B.C.
Registries and Online Services.
Extra-provincial non-share corporations3 must be in good standing with B.C. Registries and Online
Services. Federally incorporated extra-provincial non-share corporations are also required to be in good
standing with Corporations Canada. For additional information regarding extra-provincial non-share
corporations, please see Section 3.4.

1 An asset locked Community service Cooperative designated as such under Part I I of the Cooperative Associations Act.
2 As set out in the Societies Act, organizations must report the remuneration of directors who received remuneration for
being a director or acting in another capacity, as a note in the fnancial statements.
3 A member-funded society, as per the Societies Act, is funded primarily by its members to carry out activities for the
beneft of the members. Upon dissolution or liquidation, a member-funded society may distribute its money and other
property to its members.

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3.2 Ineligible Organizations
An organization is ineligible for a grant if it:
® Is for-profit.
® Is a member-funded society.4
® Is a cooperative (except designated Community Service Cooperatives).5
® Is a community contribution company (C3).6
® Is an ancillary group sustaining a for-proft business.
® Is a chamber of commerce or board of trade.
® Is a political party, political action group or lobby group.7
® Is a federal, provincial, regional, municipal, First Nation or other local government.
® Is a government (as described above) operated library, museum, gallery, recreation centre or
other facility.
® Is a hospital, medical or health care facility.
® Is an educational institution, school or school authority.
® Is a penal institution or correction centre.
® Is a religious institution.8
® Is a professional/industry organization.
® Has objectives, programs or expenditures that do not conform with all laws, regulations and the
general public policies of the Province of British Columbia.
® Is an organization that provides programs that promote racial or ethnic superiority, religious
intolerance, persecution or social change through unlawful action, including organizations closely
afliated or associated with an organization providing this programming.
® Is an organization where the majority of the board members are employed by the organization or
provide services under contract to the organization.

4 A member-funded society, as per the Societies Act, is funded primarily by its members to carry out activities for the beneft
of the members. Upon dissolution or liquidation, a member-funded society may distribute its money and other property
to its members.
5 An asset locked Community Service Cooperative designated as such under Part 11 of the Cooperative Associations Act.
6 A for-proft business with an asset lock component restricting the level of dividends paid to shareholders and requiring the bulk
of the company profts to be invested in community purposes.
7 A lobby group is defned as an organization whose primary functions include advocacy and lobbying activities with the
intention to infuence government decisions.
8 Non-proft organizations afliated with a religious institution are eligible if they meet the requirements outlined in
Section 3.1.

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3.3 Organization Financial Eligibility
To be considered for a grant, applicants must meet specifc organization fnancial eligibility criteria.
Required Documentation
Each applicant must submit all of the following organizational fnancial documents:
® A revenue and expense statement for the previous fscal year (i.e., the most recently completed
fscal year at the time of application).
® If the organization’s fnancial statements are completed by an accountant, these are required.9
® A balance sheet for the previous fscal year.
® Accompanying notes to the fnancial statements for the previous fscal year.
® An organization budget for the current fscal year.
For organizations that have been operating for less than 12 months at the time of application,
applicants must submit all of the following documents:
® A revenue and expense statement (actuals) for the year-to-date.
® A statement of fnancial position or any relevant documentation on the organization’s assets and
liabilities for the year-to-date.
® An organization budget for the current fscal year.
® An organization budget for the next fscal year.

Organization Financial Eligibility

Te branch reviews the organization’s previous fscal year revenue and expense statement, balance sheet,
and accompanying notes to assess organization fnancial eligibility.
An organization is temporarily ineligible to receive a grant if it:
® Exhibits conditions that cast signifcant doubt on the organization’s fnancial stability and is
deemed to be an ongoing concern or risk; and/or
® Has more than 50 per cent of its previous fscal year’s operating expenses on hand in the form of
current cash assets and investments.10
Tis surplus percentage is based on information in the organization’s fnancial statements and is
calculated as follows:
Current cash assets and investments of the organization,
minus (-) gaming funds,11
minus (-) current liabilities,
minus (-) internally restricted funds,
minus (-) externally restricted funds,
divided (/) by the actual operating expenses of the previous fscal year,
multiplied (x) by 100,
equals (=) the surplus percentage calculation.

9 If an organization’s fscal year recently ended and the year-end fnancial statements are not fnalized (e.g., being prepared
by an accountant), please submit draft or internally prepared fnancial statements.
10 Defned as unrestricted cash items, marketable securities and short- and long-term investments. Cash assets do not
include accounts receivable or pre-paid expenses.
11 Funds remaining in the organization’s Gaming Account at their fscal year end that were deposited or received in the
previous fscal year from licensed gaming events, Community Gaming Grants or gaming fund donations from service
clubs.

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For the purpose of this surplus calculation:
® Deferred revenues should be included in an organization’s current liabilities.
® Gaming funds are not considered deferred revenue.
® Provide notes with the organization’s fnancial statements to enable the branch to determine what
is considered deferred revenue and on what basis. Tese notes should include a list of the sources of
the revenue (e.g., registration fees received for the next fscal year).
® Internally restricted funds must be designated for a specifc purpose, such as building and
land development costs or capital acquisitions (details required, e.g., new vehicle or new
security system).
® Te reason for the restriction and the date it was approved by the board must be noted in the
fnancial statements and the accompanying board minutes.
® Funds must be restricted prior to the organization’s fscal year end.
® General purpose, “rainy day”, vaguely defned, generic building maintenance, or contingency
funds will be considered unrestricted funds.
® Internally restricted funds will be considered unrestricted after having been reserved for more
than fve years.
® Internally restricted funds for building and land development costs will be considered
unrestricted after seven years.
® Externally restricted funds must be clearly identifed in the organization’s balance sheet, with an
explanation of what the funds are restricted for and by whom.
® Community Gaming Grant funds are considered restricted funds.
Funds must not be restricted or transferred for the express purpose of reducing the current cash assets
and investments of the organization. Te branch may not accept transactions that are intended to
create eligibility.
Te surplus calculation is used to assess fnancial eligibility to ensure that grant funds are awarded to
organizations that need it the most. Holding an accumulated, undesignated surplus in excess of 50 per
cent of annual operating expenses will render the organization temporarily ineligible for a grant.

Employee Remuneration
Similar to the Societies Act, organizations must report the remuneration of employees and contractors
whose remuneration was at least $75,000, as a note in the fnancial statements. Te note to the
fnancial statements may be formatted in either of the following ways:
® A list of those people whose remuneration was at least $75,000, which indicates the amount of
remuneration paid and:
® For each employee, their position or title.
® For each contractor, the nature of the services provided.
® Te total number of people whose remuneration was at least $75,000 and the total amount of
remuneration paid to them.

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3.4 Eligibility for Extra-Provincial Non-Share Corporations
Extra-provincial non-share corporations may be eligible for grants to support the delivery of their
programs and services in British Columbia, for the beneft of British Columbians.
An extra-provincial non-share corporation is a not-for-proft organization that has been incorporated or
otherwise formed federally under an enactment of Canada; in a province or territory other than B.C.;
or, in another country.
All extra-provincial non-share corporations must meet the organization eligibility requirements set out
in Section 3.1, with the following exceptions:
® All extra-provincial non-share corporations must have a governing body specifc to B.C. or the
local community, which has members who reside in B.C. and who do not receive remuneration or
other fnancial beneft for their services as executive members.
® If the governing body specifc to B.C. or the local community is appointed, an extra-provincial
non-share corporation may be considered to meet the requirement of having a democratically
chosen board if it has a single, authoritative Board of Directors at the highest level of organization
governance, which is democratically chosen by its voting membership.
A local/provincial chapter of an extra-provincial non-share corporation that has autonomous
governance and meets the requirements set out in Section 3.1 does not require the exceptions
listed above.
All other sections of the Program Grant Guidelines remain applicable to extra-provincial non-share
corporations on an ongoing basis. Te local/provincial chapter is considered the applicant, for the
purpose of the requirements outlined in the other sections. Grant funds must remain under the
management and control of the governing body specifc to B.C.

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 Urban Ink Production Society, Vancouver

4. Program Eligibility
Grants provide funding to support eligible programs delivered by not-for-proft organizations. A program
is defned as a service, activity or series of related activities that is delivered on an ongoing basis. Programs
address a community-identifed need and demonstrate community involvement.

4.1 Eligible Programming

Applications must be submitted on a program basis. Tis means that funding requests must be for
costs related to program delivery. One or more eligible programs may be included in an application as
follows:
® One program that is equal to the entire operations of the organization (“program equals organization”).
® One, or up to ten, distinct portion(s) of the organization’s overall operations.
For “program equals organization” to be true, the organization must not have any ineligible programs
(listed in Section 4.2).
Applicants with ineligible programs must apply for the distinct, eligible portion(s) of their operations
only. Tis will allow the branch to assess the size and scope of eligible programming, separately.
To remain relevant or adapt to a community’s needs, a program may have minor components
that change (e.g., annual topic or a switch to online programming); however, the core or essential
components of an established program should remain the same from year to year.
Community or agricultural fairs, exhibitions, festivals and cultural celebrations may be eligible, if they
are held on a recurring (i.e., minimum annual) basis.
Organizations and their employees must have and conform with the training, certifcations, licenses,
authorities and other regulatory requirements necessary to deliver the programs for which funding
is requested.

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All Programming:
A program may be eligible if it:
® Is currently operating and being delivered.
® Has incurred cash expenses within the past 12 months.
® Is directly delivered by the applicant organization.
® Te applicant organization is responsible for program expenditures.
® Funding for the same or similar programs will only be provided to a single organization that
directly delivers the program and is responsible for program expenditures.
® Delivers an ongoing service, activity or series of activities to the community.
® Demonstrates accessibility and inclusivity.

New Programming:
Programs delivered for less than 12 months may be considered. Applicants must meet all other
eligibility criteria, and must demonstrate capacity to deliver the new program, including:
® How the program will meet an identifed need in the community.
® How the program will be delivered on an on-going basis; pilots, projects or one-time events will
not be considered.
® How the program is sustainable and that it is currently operating.

Vancouver Latin American Cultural Centre Society, Vancouver

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4.2 Ineligible Programming
Ineligible programs include, but are not limited to:
® Programming delivered under a contract or funding agreement.
® Subsidized housing, excluding short-term housing programs (e.g., emergency shelters, transition
housing, etc.)
® Volunteer training that is not part of an eligible program.
® Sporting events that are not part of the delivery of an ongoing sport program or for which the
primary purpose is fundraising.
A program is considered ineligible if the following activities and/or services are the primary purpose or
main component12 :
® Programming intended to generate revenue for the organization and/or its other programs,
including social enterprises and other fundraising activities.
® Programming that does not deliver an immediate, direct service to individuals in the community
(e.g., research, capacity building, lobbying, economic development, tourism, etc.).
® Programming that exclusively benefts other organizations or benefts the community indirectly
through other organizations.
® Financial assistance to individuals directly through monetary support (in the form of cash, gift
certifcates, gift cards or other such vouchers function in the same way as cash), or indirectly, by
purchasing goods or services on their behalf.
® Te sale of tangible goods or food to participants at a discount, at cost, or for a profit.
® Te operation of a facility or venue.
® Programs whose benefciaries are outside of British Columbia.
® Career development, including vocational or employment skills training, job placement programs,
and professional development.
® One-time events that will not be delivered on an ongoing (i.e., minimum annual) basis.
® Alumni association programs.
® Support for artists or artistic development.
® Specialized training for elite athletes (athletes who receive fnancial compensation for their
performance).
® General recreational activities (e.g. ftness classes, billiards, shufeboard, etc.) unless essential to
address a specifc need for a vulnerable group.
® Motorized sports.

4.3 Program Financial Eligibility

Applicants must include program fnancial information for each of the programs for which funding is
requested. Te program fnancial information helps the branch understand the size and scope of the
program, the level of funding needed, and to assess the fnancial eligibility of each program.
For “program equals organization,” the organization level fnancial information will be used to assess
the program’s fnancial eligibility.
For each program that is a distinct portion of an organization’s overall operations, separate program
level fnancial information is required, as outlined below.

12 Organizations may make funding requests on a “program equals organization” basis only if the activities/services listed
here are a minor component. Grant funds may not be used for costs related to these components.

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Required Documentation
For programs that have been delivered for more than 12 months at the time of application, applicants
must submit all of the following documents:
® A program revenue and expense statement (program actuals) for the previous fscal year (i.e., the
most recently completed fscal year).
® A program budget for the current fscal year.
Both the program actuals and budget must clearly outline all revenues and expenses related to the
delivery of the program. Tey must also clearly identify each source of revenue, including provincial
and/or federal government funding, contracts, and/or grant monies.
For new programs which have been delivered for less than 12 months at the time of application,
applicants must submit all of the following documents:
® A program revenue and expense statement (program actuals) for the year-to-date.
® A program budget for the current fscal year.
® A program budget for the next fscal year.
Budgets must indicate which revenue sources are confrmed or proposed and clearly identify each
source of provincial and/or federal government funding, including contract and/or grant monies.

For organizations requesting $10,000 or less in total grant funding, the online application will
provide an option to enter simplifed revenues and expenses directly into the application. Tis option
applies only to programs that been delivered more than 12 months and are a distinct portion of
the organization’s operations. Applicants must include the following information for the simplifed
program fnancials for each program they are applying for:
® Total program revenue for the previous fscal year
® Total program expenses for the previous fscal year
® Identify government funding as separate line items (name of funding source and amount)
® If applicable, provide in-kind contributions (both as a revenue and expense) and an in-
kind summary
® Program budgets for the current or next fscal year are not required
Example program financial documents are available on our website at:
[Link]
application-resources#Examples

Pro-Rated Organization Operational Costs on Program Financials

An organization may allocate a pro-rated portion of organization operational costs to a program’s
expenses, provided that these costs are directly related to the delivery of the program (e.g., wages, rent,
utilities, legal services, accounting, insurance, etc.).
For example:
® If an employee spends 40 per cent of their time working in the eligible program, then the
organization may include 40 per cent of that employee’s wages as a program expense.
® If a program accounts for 30 per cent of an organization’s overall activities, then the organization
may include 30 per cent of their insurance fees as a program expense.

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Other Government Funding Sources
Te branch reviews the previous fscal year revenue and expense statement (program actuals) for each
program to ensure that it meets the following program fnancial eligibility criteria:
® For each eligible program, government funding (from provincial and federal sources) must not
exceed 75 per cent of the actual operating costs in the previous fscal year. To ensure the total
provincial-federal contribution to the program remains within this 75 per cent threshold, grant
funding for the program may be limited or denied. See Appendix III for additional information
regarding sources of government funding.
® Te remaining 25 per cent may be satisfed in a variety of ways, including (but not limited to):
® user or registration fees.
® fundraising.
® municipal contributions.
® donations.
® in-kind contributions (see below).

In-Kind Contributions
In-kind contributions may be included as part of a program’s previous fscal year revenues and expenses
(program actuals). In-kind contributions are those contributions provided to an organization by a third-
party, to support the delivery of its programs. In-kind contributions may include volunteer hours and/
or donated professional labour, equipment, services, space and materials, which are provided at no cost
to the organization.

Holly Collis-Hadford in Julius Caesar, Greater Victoria Shakespeare Festival 2019; photo by Lara Eichorn.

21
 Volunteer hours and donations should be valued as follows:
® Donated materials, equipment and space at verifed fair market value.
® Donated accredited professional services at verifed fair market value.
® Volunteer labour at up to $20/hour.
® Please note: Tis hourly rate is recommended for the sole purpose of calculating in-kind
volunteer contributions for inclusion in the grant application.
If an organization chooses to include in-kind contributions in their program actuals, the in-kind dollar
amounts must:
® Be clearly identifed in the program revenue and expense statement (program actuals) for the
previous fscal year.
® Be listed as both a revenue and an expense, so that the amounts balance out to zero.
® Be supported with an in-kind contribution summary. An example in-kind summary is available
for reference on our website at: [Link]
gambling/grants/[Link].
If “program equals organization” and the applicant wishes to have in-kind contributions considered,
the online application will provide an option to attach an in-kind contributions summary.
If an organization chooses to include in-kind contributions in their program actuals, they must
maintain complete records of all volunteered hours and donated labour, equipment, services, space and
materials, which are to be retained as part of the organization’s gaming records.

4.4 Program Description

Applicants must include a program description for each of the programs for which funding is requested.
Te program description helps the branch understand the size and scope of the program, as well as how the
program operates and who it benefits.
Program descriptions for on-going programs should provide concise information about the ongoing delivery
of the program and must address the questions in the table below, as demonstrated over the past 12 months,
at the time of the application.
Program descriptions for new programs which have been delivered for less than 12 months at the time
of application must include a viable program plan for the on-going delivery of the program; demonstrate
organizational and fnancial capacity to deliver the program; address how it will meet an identifed need
within the community; and address the questions in the table below, as planned for the frst 12-months
of operation.
Additional support for these requests may include but are not limited to: letters of support from the
community; funding or donor contribution confrmations; estimates or quotes for required goods and
services; and/or statistics demonstrating the estimated number of people who will benefit.

22
What? ® What is the purpose of the program?
® What program activities have been delivered over the past 12 months?

Who? ® Who participates in, or benefts from, the program?

® How many people participated in, or beneftted from, each activity?

When? ® When and how often do program activities take place? (e.g., daily, weekly, monthly, year-
round, seasonally, etc.)
® How many events, classes, workshops, or sessions were delivered over the past 12 months?
• If applicable, include a schedule of activities indicating dates/times

Where? ® Where are the program activities delivered (e.g., the organization’s own facility, a public
facility, an outdoor location, various locations, etc.)?
How? ® How is the program delivered?
® Who delivers the program? (e.g., staf, volunteers, etc.)
® How many people deliver the program?

Why? ® Why is the program needed in the community?

Accessibility & ® How does the program demonstrate accessibility and inclusivity for people regardless of
Inclusivity their sexual orientation, gender identity, and gender expression (LGBTQ2S+); sex; age; ability;
race; ethnicity; culture; religion; language; education; income; or, geography (except in
instances where the exclusion of an individual or group is required for another individual or
group to be efectively served)?
• If the organization limits individual or group access to its program(s), an explanation
must be provided.
• Does the program provide additional access to individuals or groups who face barriers
to participation?
• How is the community made aware of the organization’s programs and opportunities
to participate?
• How is the program advertised?
• Is there a cost to participate?
• If so, are participation costs affordable?
• •Are there discounts or fee subsidies available?

Community ® How does the community support the program (e.g., fnancial, in-kind, volunteer
Support contributions, etc.)?
® The organization may provide letters of support from individuals or agencies knowledgeable
about the sector, community or program services.

23
Applicants should also provide sector-specifc details based on the sector under which they are applying,
outlining how each program demonstrates the following key elements (as applicable):

Arts and Culture:

® How the program provides public access to arts and culture in the community. For example:
® Public events.
® Free public performances or reduced ticket prices.
® Opportunities to experience hands-on art activities.
® Participation or attendance statistics.

Sport:
® How the program provides access for all people to engage in organized, instructional and
competitive physical activities in the community.
® How program activities support athletes at all levels, with a focus on skill development for
amateur athletes.
® In the online application, applicants in the Sport sector are required to provide the total number of
participants registered in the previous 12 months (at the time of application).
® For the purpose of this total, each participant may only be counted once, regardless of how
many program activities they participate in. For example: Player A is registered in Fall League
and Spring League soccer; this participant may only be counted once.
® In the program description, applicants in the Sport sector must also provide a breakdown of the
number of participants registered in each program activity over the previous 12 months (e.g., Fall
League, Spring League, “Learn-To” programs, Summer camp, etc.). Te branch acknowledges
that the breakdown totals may exceed the number of registered participants entered in the online
application, as some participants may be registered in more than one program activity. Tis
information helps the branch understand the size and scope of programming.
® Participant information from return applicants may be reviewed from previous applications.
® New applicants can provide historical participation numbers in their program description.

Environment:
® How the program helps to protect and improve the environment by:
® Conserving or revitalizing local ecosystems.
® Reducing greenhouse gas emissions.
® Providing community education or engagement opportunities related to the environment
and agriculture.
® Supporting the welfare of domestic animals and/or wildlife.

Human and Social Services:

® How the program improves the quality of life in a community by:
® Supporting the wellbeing of children, youth, families and/or seniors.
® Addressing the unmet needs of under-served groups in the community.
® Addressing gender equality.
® Providing access to public education.
® Beneftting Indigenous communities

24
 Public Safety:
® How the program contributes to public safety in the community by:
® Providing volunteer-delivered emergency response services.
® Assisting in emergency preparedness and public safety initiatives.
® Promoting restorative justice.
® Creating safe outdoor spaces, neighbourhood safety initiatives and restorative justice programs.
® Te total number of searches, rescues, callouts and training hours performed in the past
12 months.
® Te total number of volunteer hours contributed in the past 12 months.
® Volunteer hours from return applicants may be reviewed from previous applications.
® New applicants can provide historical volunteer hours in their program description.

Habitat Acquisition Trust, Saanich.

5. Applying for a Grant

5.1 How Applications Are Assessed
Grant analysts review and carefully consider the required supporting documents submitted with each
application (e.g., organization fnancial statements, program fnancial documents, program description,
etc.). Please see Appendix II for a description of the purpose of each required support document.
Each application is assessed on its own merit in the context of demonstrated community need and
subject to the availability of funding. Te branch does not rank or compare applicants through a
competitive adjudication process. Grants are awarded as applications are received and reviewed. An
application does not guarantee any level of funding and the requested amount may not be approved.
Te amount approved may vary from year to year.
Applicants that submit late or incomplete applications may not be funded. An application is considered
complete when the application and all supporting documents have been received by the branch.
Supporting documents must be attached within the online application.

25
5.2 Renewed Funding Application
Note: Renewed Funding is not available in the 2025 grant year.

5.3 Determining Which Application Form to Use

Note: Renewed Funding is not available in the 2025 grant year.

5.4 How to Apply

Grant applications must be completed online at:
[Link]
If assistance is required accessing the online application, this service is available at Service BC
locations throughout the province. For the full list of locations, visit: [Link]
governments/organizational-structure/ministries-organizations/ministries/citizens-services/servicebc

5.5 Indigenous Organizations

Applicants may self-identify as an Indigenous not-for-proft organization when applying for a grant.
Community Gaming Grants understands that unique cultural practices, traditions, and values may
be interwoven into the fabric of Indigenous not-for-proft organizations. Community Gaming Grants
encourages those Indigenous organizations that are unable to meet current eligibility criteria to reach out
and discuss their application with Community Gaming Grants (CommunityGamingGrants@[Link])
prior to applying.

5.6 Notifcation of Decision

Applicants will receive notifcation of the results of their application by email to the addresses provided
in the “Delivery Method” section of the application. Notifcation emails are usually sent by the fnal
notifcation date for each sector (see Section 2.3).

5.7 Reconsideration of Decision

An organization may request that the branch reconsider its decision regarding an application for a
grant. Te intent of the reconsideration process is to determine whether any errors, omissions and/or
misinterpretations were made in the assessment of the original application.
Requests for reconsideration must be submitted to the branch, within 30 days of receiving the decision
letter. For more information, please visit: [Link]
fundraising/gaming-grants/documents-forms/information-forms-resources#Recon
New information or documentation that substantively changes the original application is not permitted.
Information that is clarifying or explanatory may be submitted. Te request must clearly state the
reasons for the requested reconsideration and must address each disputed point in the decision letter.
Once the reconsideration request is received, the branch will conduct a thorough review to ensure that
the published procedures, rules and conditions were applied fairly and correctly. A fnal decision will
then be made to vary or uphold the original decision. Te organization will receive a written notifcation
of the decision, which will be the fnal step for that application. Te decision will be sent to the
organization within 90 days of receipt of the written request for reconsideration.
If an organization has questions or concerns about the content of their grant notifcation letter but does
not wish to appeal the decision, they may call or email the branch at any time. A formal reconsideration
request is not required and response times to questions will be much faster than a formal review.

26
5.8 Useful Resources
Conditions for a Community Gaming Grant:
® Conditions for a Program Grant outline the requirements of the grant recipient:
[Link]
pdf?forcedownload=true

Pre-application checklists:
® Please review the pre-application checklist for the Regular Form application before beginning
the online application process. It is available online at:
[Link]

Tutorials for completing the application:

® Guidance on how to complete the online Regular Form application is available online at:
[Link]
application-resources#Tutorials

Example fnancial documents and best practices:

® Organizations can fnd examples of organizational and program fnancial documents to assist in
meeting the fnancial requirements for a grant. [Link]
gambling-fundraising/gaming-grants/documents-forms/application-resources
® Financial Accountability and Preventing Fraud – Best Practices
[Link]
accountability_and_preventing_fraud_-_best_practices.pdf

Reporting requirements:
All grant recipients must submit an annual Gaming Account Summary Report to the branch, within
90 days of the organization’s fscal year end. Te Gaming Account Summary Report provides details
regarding activity in the Gaming Account during the organization’s fscal year.
® Gaming Account Summary Report Form: [Link]
and-culture/gambling/grants/[Link]
Te following documents provide examples of how to prepare a Gaming Account Summary Report
and Reimbursement Summary document.
® Example Gaming Account Summary Report: [Link]
and-culture/gambling/grants/[Link]
® Example Reimbursement Summary: [Link]
culture/gambling/grants/[Link]
® Tutorial Gaming Account Summary Report: [Link]
and-culture/gambling/grants/[Link]?forcedownload=true

Frequently Asked Questions:

® Questions related to the Program Grant Guidelines: [Link]
recreation-arts-and-culture/gambling/grants/community_gaming_grants_-_frequently_asked_
[Link].

27
6. Using Grant Funds
6.1 Eligible Use of Grant Funds for All Grant Recipients
Grant funds are intended to be used to support costs essential to the direct delivery of an approved
program and may be used toward a percentage of organization operational costs.
Eligible costs may include, but are not limited to:
Program Costs:
® A pro-rated portion of organization operational costs (see Section 4.3) which are attributable to the
delivery of the approved program13 , such as:
® utilities
® rent
® insurance
® internet/phone
® ofce supplies
® Wages and benefts of paid positions.
® Program supplies.
® Program advertising.
® Rental or purchase of minor equipment that is essential for the delivery of the approved program.
® Cultural components (e.g., training, honorariums) that contribute to the inclusive
delivery of a program by enhancing and/or developing relationships with Indigenous or
marginalized communities.
® With pre-approval, minor capital projects with a total cost of $20,000 or less (see Section 6.3).
® With pre-approval, capital acquisitions (see Section 6.3).
® Volunteer training costs related to the delivery of the approved program.
® Travel within British Columbia that is essential to the direct delivery of the approved program (for
information regarding out-of-province travel see Section 6.4).
® Travel/accommodation costs incurred to travel to the BC Association of Charitable Gaming
annual symposium, up to branch limits.14

13 An organization may allocate a pro-rated portion of organization operational costs to a program’s expenses, provided
that these costs are directly related to the delivery of the program (e.g., wages, rent, utilities, legal services, accounting,
insurance, etc.). For example, if a program accounts for 30% of an organization’s overall activities, then they may include
30% of the insurance fees as a program expense.
14 Grant funding may cover the reimbursement of travel costs to the BCACG symposium for up to two staf/volunteers, to
maximum limits as follows:
a. $1,200 maximum for travel originating more than 400km from symposium location.
b. $600 maximum for travel originating less than 400km from symposium location.

28
 Organization Operational Costs:
® Up to 15% of the organization’s total grant funds can be used toward organizational operational
costs. Tis total does not include funding provided specifcally for minor capital projects or
acquisitions. Tese costs do not need to be related to the direct delivery of the program. Costs
can include:
® Wages of non-program staf
® Rent
® Insurance
® Utilities
® Ofce Supplies
® Professional Memberships (e.g., sector/industry-specifc professional associations)
® IT
® Financial Management costs (e.g., bookkeeping, accounting)
® Legal costs
® Translation

6.2 Prohibited Use of Grant Funds for All Grant Recipients

Grant funds must not be used for:
® Te development of new programs (however, a new program may be considered if it has begun
operating).
® Adding a new component or service that has not previously been delivered (however, a new
component or service may be eligible once delivered for 12 months).
® Costs related to the governance of the Society (e.g., Board of Directors insurance, Corporate
Registry fees, etc.).
® Costs directly associated with providing housing/accommodation as the primary purpose of
the program.
® Projects (defned as specifc bodies of work undertaken to create a unique product or service, for a
specifed duration).
® Travel which is social, recreational or invitational in nature.
® Travel or other costs related to administrative meetings (e.g., annual general meetings, board
meetings, staf/board retreats, conferences, etc.).
® Fundraising (i.e., activities with the intent to generate revenue, such as concession stands, sale of
goods, etc.).
® Direct fnancial assistance to individuals through monetary support (in the form of cash, gift
certifcates, gift cards or other such vouchers that function in the same way as cash), or indirect
fnancial assistance to individuals, by purchasing goods or services on their behalf.
® Tangible goods or food that will be sold to participants at a discount, at cost, or for a profit.
® Professional development for paid staff.
® Prizes of money or gift cards.
® Mortgage payments.
® Out-of-province and/or out-of-country aid.
® Out-of-province travel costs, without prior approval (see Section 6.5).
® Past debt (i.e., expenses from a previous fscal year), loan or interest payments.

29
 ® Balancing a non-gaming account in a defcit position or to satisfy a cash flow issue.
® Replacement of reduced or eliminated funding, including government funding.
® Sustaining or endowment funds.
® Donations to other organizations or individuals (except for Service Clubs, see Chapter Two).
® Donations to hospital foundations (except for Service Clubs, see Chapter Two).
® Expenses for programs that are delivered under contract.
® Please note: If an organization employs a person on a contract basis to deliver their program,
this may be considered an eligible expense associated with the direct delivery of their program
(see Section 6.1).

6.3 Minor Capital Projects and Capital Acquisitions

In addition to funding for an organization’s ongoing programming, subject to the availability of
funding, applicants may request funding for a minor capital project or capital acquisitions that support
their eligible programming. It is important to note that applicants may not apply solely for minor
capital project or capital acquisition funding.
To be considered eligible for funding, the minor capital project or capital acquisition must be essential
to the delivery of one or more of the organization’s approved programs, and, once purchased, must be
owned and/or managed by the organization.

Minor Capital Projects

An eligible minor capital project must have a total cost of $20,000 or less; capital projects with a total
cost of over $20,000 may be eligible for funding through the separate Capital Projects Grant funding
stream. A capital project may require considerable planning, site preparation, and may require third-
party contractors to assemble, install or build.
Examples of minor capital projects may include:
® Building accessibility improvements (e.g., wheelchair ramps, automatic door openers, lift
systems, etc.)
® Facility renovations or maintenance (e.g., kitchen or bathroom upgrades, new fooring, roof/
building exterior renovations, etc.)
® Construction of new facilities or structures (e.g., storage sheds, docks, fences, etc.)

Capital Acquisitions
Capital acquisitions are generally considered to be larger, one-time purchases. Expendables and items
with a short life span (e.g., equipment or supplies that are replaced on a regular basis) are not considered
capital acquisitions.
Examples of capital acquisitions may include:
® IT systems, audio-visual systems, ofce equipment
® Vehicles
® Large equipment (e.g., scoreboards; lighting; portable fences, gates and stages; etc.)
® Furnishings or appliances for program facilities

30
 Requirements
To apply for minor capital project or capital acquisition funding, applicants must submit a Regular
Form application. Te project details and supporting documents should be included as part of the
funding request for only one of the programs for which funding is requested. Requests for minor
capital project and capital acquisition funding should not be included as a separate program in the
grant application.
Applicants must provide the following information and documentation within the relevant program
details section of the application:
® Why the minor capital project or capital acquisition is required.
® How the project or acquisition is essential to the delivery of the organization’s eligible program(s).
® Tird-party quotes or estimates for all project or acquisition costs that require a contractor and/or
cost $5,000 or more (minimum of one; two or more preferred).
Minor capital project and capital acquisition funding will be considered on a one-time basis (i.e.,
applicants may not receive additional minor capital project or capital acquisition funding on a frequent
or regular basis). Funding that is approved for a minor capital project or capital acquisition may only
be used for the project or acquisition, as outlined in the application, and is not considered part of the
organization’s program funding.
Organizations and their employees must have and conform with the training, certifcations, licences,
authorities and other regulatory requirements necessary to deliver the programs and operate the
acquisitions for which funding is requested.
Please note: Funding for minor capital projects and capital acquisitions difers from the funding
provided through the separate Capital Project Grant Program, which supports capital projects with a
total cost of more than $20,000.
For information on the separate Capital Project Grant program, see: [Link]
sports-culture/gambling-fundraising/gaming-grants/capital-project-grants.

6.4 Out-of-Province Travel

Under exceptional circumstances, grant applicants may request pre-approval to use a portion of the grant
funds towards out-of-province travel costs. Requests for pre-approval must be submitted to the branch
prior to the date of travel.
Out-of-province travel may be approved under the following circumstances:
® Representing the province as a result of merit achieved through organized competition.
® Regional amateur competition in a recognized league or club that involves cross-border travel.
® Medical treatment unavailable in the province.
Grant funds must not be used for out-of-province travel to attend conferences, conventions, retreats,
training sessions, or board meetings.
For information about how to submit a request, please visit: [Link]
culture/gambling-fundraising/gaming-grants/documents-forms/application-resources#Tutorials

31
6.5 Scholarship and Bursary Programs
In some circumstances, a scholarship or bursary may be considered an eligible disbursement. A
scholarship is provided to a student on the basis of academic merit, while a bursary is provided on the
basis of fnancial need.
A scholarship or bursary may be an eligible disbursement in cases where all of the following conditions
are met:
® Te organization is a Service Club (see Chapter Two) or the scholarship/ bursary program is an
identifed purpose in the organization’s constitution, memorandum or mandate.
® Te scholarship/bursary program is ofered by an eligible organization whose board determines the
selection criteria and procedure.
® Te scholarship/bursary is paid directly to the student.
® Te grant funds are used for post-secondary education only at a provincially authorized post-
secondary institution, as recognized by the Ministry of Post- Secondary Education and Future
Skills, or equivalent.
® Te group from which the scholarship/bursary recipient is selected is not primarily comprised of
the organization’s members or their families.

B.C. Black History Awareness Society, Victoria.

7. Disbursement of Funds and Reporting Requirements

7.1 Gaming Account
Each grant recipient must maintain a separate Gaming Account held in British Columbia, specifed
in the organization’s full name, for the exclusive purpose of receiving, holding and disbursing gaming
funds, including any gaming funds received through licensed gaming, Community Gaming Grants
or gaming fund donations from Service Clubs. Non-gaming funds must not be deposited into the
Gaming Account.

32
 Te Community Gaming Grant program is transitioning to a new application platform, in 2025. Te
Direct Deposit Application form (FIN 312) is the new method for providing Gaming Account details, for
the purpose of depositing grant funds. Gaming Account information will be transferred to the new
system for returning applicants, who received a grant between April 1, 2024, and March 31, 2025. All
other applicants must attach a Direct Deposit Application form to their application. New applicants
must open their Gaming Account, and complete this form, prior to applying.

7.2 Timeframe to Disburse Grant Funds

Grant funds must be disbursed within 12 months of the date the grant was received by an organization.
Grant funds may be used for eligible expenses incurred:
® Anytime within the fscal year during which the grant was received, and/or
® Anytime in the 12 months following the date the grant was received.
For example:
Organization ABC has a fscal year end date of December 31, 2025. Tey receive a $5,000 Community
Gaming Grant on November 23, 2025.
® Organization ABC may use these grant funds to reimburse the General/ Operating Account for
eligible program expenses incurred anytime between January 1, 2025 and December 31, 2025 (the
fscal year during which the grant was received).
® See Section 7.3 for important information about using grant funds to reimburse the General/
Operating Account.
® Tey may also use these grant funds to pay for eligible expenses incurred in the next fscal year, up
until November 23, 2026 (12 months from the date the grant was received).
® Te organization must disburse a minimum of $5,000 from the Gaming Account by
November 23, 2026.
If an organization cannot disburse its funds within the required timeframe, it must request written
approval to retain the funds for a longer period, by emailing the branch at: CommunityGamingGrants@
[Link]. Te written request must describe the reason(s) for the request, the amount to be retained,
and the proposed purpose(s) and the timeline for disbursement.

33
7.3 Transferring Funds to the General or Operating Account
Grant funds may be transferred, by cheque or electronically, from the Gaming Account to the
organization’s General/Operating Account for the reimbursement of eligible expenses (see Section 7.5 for
additional information about cheque and electronic transfers).
All transfers/reimbursements from the Gaming Account to the General/ Operating Account
must be made within the timeframe set out in Section 7.2 and are required to meet all of the
following conditions:
® Te reimbursement is for an eligible expense listed under Section 6.1.
® Te transfer is not for prepayment of a future program expense.
® Te transfer/reimbursement must occur in the same fscal year in which the expense was incurred.
® Te reimbursement must be supported by invoices/receipts (to be retained with the Gaming
Account records).
® Te transfer/reimbursement must be reported on the Gaming Account Summary Report (see
Section 7.4) for the fscal year in which the transfer/ reimbursement occurred.
® Te Gaming Account Summary Report must include a summary of the reimbursed General/
Operating Account expenses (this summary may be submitted as an attachment to the report).
® Te reimbursement summary must provide disbursement details for each reimbursed expense,
and it must reconcile dollar-for- dollar with the amount of grant funds transferred to the
General/ Operating Account.
® An example reimbursement summary is available on our website [Link]
gov/sports-recreation-arts-and-culture/gambling/grants/[Link].

7.4 Gaming Account Summary Report

To ensure that Community Gaming Grants are being used appropriately and for approved purposes,
all grant recipients must submit an annual Gaming Account Summary Report to the branch, within
90 days of the organization’s fscal year end. Te Gaming Account Summary Report provides details
regarding activity in the Gaming Account during the organization’s fscal year. Te report must include
a list of all disbursements and/or reimbursements made from the Gaming Account and must include
details about each disbursement/reimbursed expense. Te organization may also include photos with
the report. Please note that photos or statistics shared by the organization may be shared publicly to
promote the Community Gaming Grants program and programming supported by grant funding.
For each disbursement/reimbursement, the organization must include the following details:
® the date
® the cheque or reference number
® the payee
® the purpose of the payment
® the amount paid
A Gaming Account Summary Report is due to the branch for any fscal year during which there was a
balance in the Gaming Account, whether or not a grant was received in that fscal year.
Te Gaming Account Summary Report is available on the branch website at: [Link]
assets/gov/sports-recreation-arts-and-culture/gambling/grants/[Link].
An example Gaming Account Summary Report is available on our website at: [Link]
assets/gov/sports-recreation-arts-and-culture/gambling/grants/[Link].

34
7.5 Gaming Account Cheques and Electronic Funds Transfers
As per sections 18.f and 18.g of the Conditions for a Program Grant, all grant recipients must ensure
that cheques issued against the Gaming Account are signed by at least two, unrelated signing ofcials,
at least one of whom must be an ofcer of the organization. Cheques issued against the Gaming
Account must not be pre-signed.
Electronic transfers and/or automated debit transactions must be authorized in writing by two current,
unrelated board members. Authorization documents must identify the specifc purpose and maximum
dollar amount permitted (general purposes such as “wages” are not sufciently detailed) and are to be
retained as part of the organization’s gaming records.

8. Role of the Community Gaming Grant Recipient

8.1 Accountability
Grant recipients must be accountable for the funds they receive and must comply with the Gaming
Control Act, Gaming Control Regulation and conditions of
the grant. All conditions must be satisfed before another application will be considered. Te
Conditions for a Program Grant are located online, at: [Link]
arts-and-culture/gambling/grants/[Link]?forcedownload=true.

8.2 Gaming Records

As per section 18.c and 18.d of the Conditions for a Program Grant, all grant recipients must maintain
Gaming Account records that clearly show the amount and purpose of each transaction.
Recipients must secure and retain all account/transaction records and receipts for all disbursements,
including cancelled cheques, bank statements, bank transaction receipts, invoices and sale receipts, for a
period of fve years from the end of the fscal year in which the revenue was disbursed.
In accordance with the Freedom of Information and Protection of Privacy Act, copies of gaming records
provided to the Community Gaming Grants Branch will only be provided to persons authorized by
the recipient organization.

8.3 Conficts of Interest

Grant recipients are expected to manage conficts of interest, whether real, potential or perceived, as
set out in Section 56 of the Societies Act. Directors must disclose material interests in proposed or
existing contracts, transactions or in matters that might put a director’s interest in confict with the
director’s duties to the society. Disclosures must be recorded and accessible to members (noted in Board
minutes; contained in a consent resolution; or mailed to the Board). If you believe a confict of interest
has impacted, or has the potential to impact, the use of grant funding, please contact the Community
Gaming Grants Branch.

8.4 Acknowledgement of Funding

Grant recipients must acknowledge the fnancial assistance provided by the Province of British Columbia
in program materials (including any signage used for funded capital projects) by displaying the following
written acknowledgement:
“We acknowledge the fnancial support of the Province of British Columbia.”

35
 Please review the logo-use guidelines at the following link and complete the application for third-party
use of the logo: [Link]
visual-identity/design-policy#third-party-use.

8.5 Dissolution or Amalgamation of an Organization

Upon dissolution of an organization, all unused grant funds and assets purchased with grant funds
must be transferred to the Minister of Finance, or if those assets are not in a form that can be easily
transferred to the Minister of Finance, then to another eligible organization within B.C.
Organizations facing dissolution must notify the branch, prior to dissolution, by email at:
CommunityGamingGrants@[Link]. Te written notifcation must describe the circumstances of the
dissolution so that the branch may provide direction.
Upon amalgamation with another organization, unused grant funds may not be transferred to the new,
amalgamated organization without prior approval from the branch. If a grant recipient is planning to
amalgamate, it must contact the branch, by email at: CommunityGamingGrants@[Link].
8.6 Audit
Audits may be conducted, as per the Gaming Control Act, to ensure that Community Gaming
Grant funds are used for eligible purposes in accordance with the standards, policies, conditions
and guidelines.
An organization may be selected for an audit for a range of reasons, which include, but are not
limited to:
® Specifc selection criteria that are directly attributable to risk factors.
® Te result of a complaint received from the public.
® Concerns regarding an organization’s reporting and/or submitted applications.

8.7 Roles of the Community Gaming Grants Branch and

the Gaming Policy and Enforcement Branch
Te Community Gaming Grants program is governed by the terms outlined in the Gaming Control Act
and the Gaming Control Regulation.
Te Ministry of Tourism, Arts, Culture and Sport has full statutory responsibility for the Community
Gaming Grants program. Te Community Gaming Grants Branch develops program policies,
processes all grant applications and determines which organizations will receive grants and in
what amounts.
Te Ministry of Attorney General, through the Gaming Policy Enforcement Branch (GPEB), regulates
gambling in British Columbia and is responsible for the overall integrity of gaming and horse racing in
the province. GPEB supports the Community Gaming Grants program by providing services such as
audits and investigations.

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9. Contact Information
Mailing Address:
Community Gaming Grants Branch
PO Box 9892 Stn Prov Govt
Victoria, BC V8W 9T6

Physical Address (for courier deliveries or in-person visits):

Community Gaming Grants Branch
6th Floor, 800 Johnson Street
Victoria, BC V8W 1N3

Telephone: 250-356-1081

Email: CommunityGamingGrants@[Link]

Website: [Link]
community-gaming-grants

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 Chapter Two:
Information For Service Clubs

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10. Service Club Overview
Tis chapter provides information that applies specifcally to Service Clubs.
Service Clubs are community organizations that difer from many other not- for-proft organizations
in that part of their charitable work involves raising money to donate to other organizations. Service
Clubs may also deliver their own programs or provide scholarships and bursaries. Service Clubs that
deliver their own eligible program(s) must apply for these programs separately from their Community
Donations Program, within the online grant application.
A Service Club may be eligible for a grant if it meets all eligibility criteria outlined in Chapter One of
these Guidelines and has 10 or more voting members. Service Club applications must be submitted in
the Human and Social Services sector. Service Clubs may retain up to 15 percent of the grant, to cover
administrative and operational costs (see Section 6.1).

10.1 Examples of Service Clubs

Examples of Service Clubs include, but are not limited to, the following:
® Elks Canada and Canadian Royal Purple
® Elves Club
® Kinsmen, Kinette or Kin Clubs
® Kiwanis Club
® Knights of Columbus and Columbiettes
® Lions, Lioness and Leo Clubs
® Optimist Club
® Rotary Club
® Royal Canadian Legion, Ladies’ Auxiliary and Youth Auxiliary
® Shrine Club
® Soroptimist Club
® Zonta Club
® Women’s Institute

10.2 Programs Specifc to Service Clubs

Community Donations and One-time Donations
Service Clubs are the only organizations that may use grant funds to administer a Community
Donations Program. Service Clubs may donate their grant funding to organizations of their choice
which meet all organization and program eligibility criteria.
Te Community Donations program description should describe the process used by the organization
to choose recipients. A list of proposed donations should also be provided, if available at the time
of application.
Service Clubs are also the only organizations permitted to provide one-time donations to an individual
or family within their community, in cases where that donation will provide emergency assistance or
relieve an exceptional condition or circumstance for the recipient.

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Pertaining to donations, Service Clubs:
® May donate to another organization, provided the recipient organization and programs meet
all eligibility criteria, including a separate and democratically chosen board. For a Service Club
Checklist see [Link]
[Link].
® Are required to report to the branch any instance where grant funds were used inappropriately by
a donation recipient.
® May donate to hospital foundations toward the purchase of medical equipment that is not
ordinarily funded by the Ministry of Health.
® Must not receive grant funds from, or donate grant funds to, another Service Club.
® Must report the details of all donation disbursements, as well as the money retained for administrative
and operational costs, on their annual Gaming Account Summary Report (see Section 7.4).
® Must use cheques imprinted with the words “Gaming Account.”

Scholarship and Bursary Programs

Service Clubs are permitted to provide a scholarship or bursary program, either directly or through an
approved conduit organization. A scholarship is provided to a student on the basis of academic merit,
while a bursary is provided on the basis of fnancial need.
Scholarships or bursaries may be an eligible disbursement where:
® Te Service Club executive and/or membership determines the selection criteria and procedure.
® Te scholarship/bursary is paid directly to the student.
® Te grant funds are used for post-secondary education only at a provincially authorized post-
secondary institution, as recognized by the Ministry of Post- Secondary Education and Future
Skills, or equivalent.
® Te group from which the scholarship/bursary recipient is selected is not primarily comprised of
the organization’s members or their families.

Use of Conduit Organizations

A conduit organization is defned as an approved organization that receives grant funds from a
donating Service Club, for the purpose of distributing funds for scholarships or bursaries. Service Clubs
are the only organizations that may donate to conduit organizations.
All approved conduit organizations must:
® Meet organization eligibility requirements (see Section 3).
® Have a separate Gaming Account for receipt of gaming funds from donating Service Clubs.
® Appropriately disburse the gaming fund donations as scholarships or bursaries from the Gaming
Account within 12 months of receipt (see Section 10.3).
® Advise the donating Service Club of any instances where scholarship/ bursary funds are returned
by the student and deposit those funds back into the conduit organization’s Gaming Account.
® Not place any gaming funds, including those returned by a student, into an endowment or
trust account.
® Not charge any service charges or administrative fees to the donating Service Club for
administering the scholarship/bursary.
For a list of approved conduit organizations, or to register as an approved conduit organization, please
contact the branch at CommunityGamingGrants@[Link].

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10.3 Eligible Use of Funding for Service Clubs’ Conduit Organizations
Gaming funds distributed as scholarships/bursaries, by approved conduit organizations (see Section
10.2), must be:
® Only available to individuals who reside in B.C.
® Open to the community, within the parameters set by the donating Service Club.
® Paid directly to the student.
® If for any reason, the student does not complete the funded studies, the student must return
funds to the conduit organization, which must then advise the donating Service Club.
® Te donating Service Club may allow the conduit organization to immediately donate the
returned funds to a diferent suitable
® scholarship/bursary recipient or to hold the funds for a future donation.
® If the funds were granted by the branch to the donating Service Club more than 12 months
previously, the donating Service Club may return the funds to the Minister of Finance.

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 Chapter Three:
Information for the British Columbia Association
of Charitable Gaming (BCACG) and Community
Charitable Gaming Associations (CCGAs)

42
11. Overview
Tis chapter provides information that applies to the British Columbia Association for Charitable
Gaming (BCACG) and Community Charitable Gaming Associations (CCGAs).
Te BCACG and the CCGAs are not-for-proft organizations that provide support services to other
not-for-proft organizations, to assist them through the Community Gaming Grant application process.
Te BCACG liaises between not-for-proft groups and the Province of British Columbia and also works
closely with the CCGAs in the provision of support services to the not-for-proft sector.
Te BCACG and CCGAs must comply with all general grants Guidelines, as outlined in Chapter One
of these Guidelines, with the exclusion of those sections noted below (see Section 11.2).
11.1 Eligibility for the BCACG and CCGAs
Te BCACG and CCGAs are eligible for grants for the purpose of delivering programming in support
of the Community Gaming Grants program.
11.2 Exclusions from the General Program Guidelines for BCACG/CCGA Applicants
Te BCACG and CCGAs are required to comply with all general Community Gaming Grants
Program Guidelines (including all eligibility, accountability, and reporting requirements) as noted in
Chapter One of these Guidelines, with the following exceptions:
® Section 4.1 – Not-for-proft organizations that directly deliver programs to the community may be
eligible for a grant.
® Section 4.1 – A program may be eligible if it has been delivered for a minimum of 12 consecutive
months, at the time of application.
® Section 4.3 – To ensure the total provincial and/or federal government funding to the program
remains within the 75 per cent threshold, grant funding for the program may be limited or denied.
® Section 6.2 –grant funds must not be used for:
® Te development of new programs.
® Adding a new component or service that has not previously been delivered.
® Travel or other costs related to administrative meetings (e.g., annual general meetings, board
meetings, retreats, conferences, etc.).
® Replacement of reduced or eliminated funding, including government funding.
If the BCACG or CCGAs seek grant funding for programming that is not directly related to
supporting not-for-proft organizations with the grant application process, the organization will be
required to apply for this other programming separately. Tis programming will also be required to
meet all eligibility criteria outlined in Chapter One of these guidelines.
11.3 Conditions for a BCACG/CCGA Grant
Te BCACG and CCGAs must adhere to all Conditions for a Program Grant. Te BCACG and
CCGA’s must also adhere to certain specifc conditions, as noted below.
Conditions for the BCACG
® Te BCACG will be required to deliver on the following activities as a condition of their grant:
® Provide leadership to local CCGAs.
® Communicate with CCGAs on a regular basis to ensure all organizations have consistent and
accurate information on the Community Gaming Grants Program.

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 ® Ensure that CCGA presentations are approved by the BCACG.
® Communicate key information to the not-for-profit sector.
® Deliver community presentations using branch-approved materials.
® Report service delivery statistics to the branch, to demonstrate how the organization is engaging
with its members (e.g., number of presentations delivered; number and type of organizations
helped; application outcomes for organizations that received assistance (if outcomes are
known); etc.).
® Seek and document feedback from not-for-proft community groups to provide to the branch.
® Provide not-for-proft sector expertise to support the branch’s future-focused policy development.

Conditions for CCGAs

CCGAs will be required to deliver on the following activities as a condition of their Community
Gaming Grant:
® Work with the BCACG.
® Communicate with the BCACG and other CCGAs on a regular basis to ensure all
organizations have consistent and accurate information on the Community Gaming
Grants Program.
® Submit presentation materials to the BCACG for approval.
® Communicate key information to the not-for-proft sector in coordination with the BCACG.
® Deliver community presentations using branch-approved materials.
® Report service delivery statistics to the branch and share with the BCACG to demonstrate how
they are engaging with their members (e.g., number of presentations delivered; number and type
of organizations helped;
® application outcomes for organizations that received assistance (if outcomes are known).
® Seek and document feedback from not-for-proft community groups to provide to the BCACG or
the branch.
® Provide not-for-proft sector expertise to the BCACG or the branch to support future
policy development.

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Appendices

45
 Appendix I:
Determination of Program Delivery Level
In order to be eligible to receive funding above the local level, applicants are required to provide the
branch with a business case justifying the reason(s) their programs and services could be considered to
be regional or provincial in nature, as opposed to local.
Te branch will assess these requests on a case-by-case basis in the context of the applicant’s sector.
Typically, factors such as the following are considered:
® Te geographic reach of the program/services or the number of communities served.
® Te number of alternate/adjacent service providers within the geographic jurisdiction of the
organization, whether comparable organizations would recognize the organization as the
“regional” or “provincial” lead or service provider.
® Clearly articulated letters of support from relevant local organizations and relevant sector partners.
® Te number of people accessing services.
® Any other measures deemed relevant to the program delivery and the sector.
Regardless of the service delivery status of an organization, each application is assessed on its own merit,
based on the size and scope of the programming presented.

Chemainus Festival of Murals Society.

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Appendix II:
Reasons for Requested Documents
Required Document Rationale
Organization-level fnancial statements for the
previous fscal year:
® Revenue and expense statement for the previous ® To calculate an organization’s surplus
fscal year. percentage, which is used to determine
® Balance sheet for the previous fscal year. organization fnancial eligibility
® Accompanying notes to the fnancial statements.

Organization-level budget for the current fscal year. ® To assess organization sustainability.

Copy of the organization’s constitution and bylaws

® To review the organization’s
or equivalent document, certifed by the
purpose(s) and structure, to determine
British Columbia Registrar of Companies (if
organization eligibility.
applicable).
® To determine if two-thirds of board
Current Board of Directors list, with positions and members reside in BC.
contact information for each member. ® To identify who the board members are for
information sharing purposes.
For returning applicants that have changed their
fscal year-end date (one of the following):
® Copy of minutes from the Annual General
Meeting during which the motion was passed ® To confrm the change
® Copy of a letter from the CRA, confrming the
new date
® Audited fnancial statements

® To provide bank account information for the

Direct Deposit Application form (FIN 312)
direct deposit of grant funds.

For each distinct program, for which funding

is requested:
® Program-level revenue and expense statement ® Program actuals: to assess the size and
(program actuals) for the previous fscal year. scope of each program and the funding
® Program-level budget for the current fscal year. level requested.
® Program level budget for the next fscal year ® Program budgets: to determine whether the
(programs delivered less than 12 months only). program is sustainable.
If the organization has listed in-kind contributions in ® In-kind summary: to assess in-kind
the program fnancials, an in-kind summary must be contributions to program.
included, which provides details regarding the source/
type/value of the support.

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Required Document Rationale

® To determine program eligibility.

For each program for which the organization is ® To determine program delivery and viability,
requesting funding: a program plan must be included in the
program description for new programs
Program description (see Section 4.4.)
delivered for less than 12 months at the time
of the application.

For applicants in the Sport sector (with the exception of

Provincial Sport Organizations), Scouting organizations,
and Cadet organizations:
Number of registered participants. ® To assess the size and scope of
• Each participant may only be counted each program.
once, regardless of how many program
activities they participate in
(see Section 4.4).

Current, valid daycare/child care license, if applicable ® To assess the size and scope of child
(only required for licensed child care programs). care programs.

For Mental Health or Substance Use residences:

® Evidence that the facility is registered under ® To ensure the facility meets all relevant local
the Community Care and Assisted Living Act, and/or provincial requirements.
licensed as a residential care facility with a B.C.
health authority, or equivalent (if applicable).

All outstanding or overdue Gaming Account ® To ensure fnancial accountability.

Summary Reports (GASRs). These reports do not ® To ensure that grant funds have been
have to be attached to the application but may be disbursed appropriately and within 12
emailed separately to the branch. months of receipt, as required.

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 Appendix III:
Government Funding
Under Section 4.3 of the Community Gaming Grants: Program Grant Guidelines, “government
funding” refers to money that is provided directly to an organization by the federal or provincial
government or another federal/provincial body (e.g., school districts, health authorities and Crown
corporations). Funding from local, municipal, regional or First Nation governments is not considered
“government funding” for the purpose of determining program fnancial eligibility.
Federal or provincial government funding that is provided through a third- party will not be
considered “government funding” for the purpose of assessing Program Grants.
Sources of government funding include, but are not limited to, the following:

Provincial
® Agricultural Land Reserve Commission ® Environmental Assessment Office
® BC Arts Council ® First Peoples’ Cultural Council
® BC Council for International Education ® Forestry Innovation Investment Ltd.
® BC First Nations Health Authority ® Fraser Health Authority
® BC Games Society ® Innovate BC
® BC Housing Management ® Interior Health Authority
Commission (BC Housing) ® Insurance Corporation of British Columbia
® BC Immigrant Investment Fund ® Legal Services Society
® BC Touring Council ® Northern Health Authority
® Child Care Operating Funding ® Provincial Health Services Authority
(from the Ministry of Children ® Royal BC Museum
and Family Development)
® School districts
® Columbia Basin Trust
® Island Health (formerly Vancouver
® Community Link Island Health Authority)
® Community Living British Columbia ® Vancouver Coastal Health Authority
® Destination BC ® WorkBC

Federal
® Canada Council for the Arts ® Environment and Climate Change Canada
® Canada Development ® First Nations and Inuit Health
Investment Corporation Branch - Health Canada
® Canada Lands Company Limited ® First Nations Health Authority
® Canadian Broadcasting Corporation ® National Arts Centre Corporation
® Canadian Wildlife Service ® Natural Resources Canada
® Department of Canadian Heritage ® New Initiative Fund
® Employment and Social ® Service Canada
Development Canada ® Western Economic Diversifcation Canada

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 Appendix IV:
Program Sub-Sectors
Applicants must select a program sub-sector for each program for which grant funding is requested.
Te sub-sectors allow the Community Gaming Grant Branch to collect information regarding the
number and type of programs that receive grant funding.
For each program for which funding is requested, please select the sub-sector that best describes the
purpose, activities or goals of the program.

Arts and Culture

® Dance – Performance/ Education ® Visual Arts – Exhibition/ Education
® Fair – Agriculture ® Media Arts – Exhibition/
® Fair – Community Performance/Education
® Festival ® Literature – Exhibition/
® Museum/Heritage/Archives Performance/Education
® Music – Performance/ Education ® Culture/Multicultural
® Visual Arts – Exhibition/Education ® Arts Council
® Teatre – Performance/ Education ® Other – Arts and Culture

Sport Sector
® Aquatics/Swimming ® Racquet Sports
® Baseball/Softball ® Ringette
® Basketball ® Rowing/Sailing/Boating/
® Biking/Cycling Waterski & Wakeboard
® Bowling/Lawn Bowling ® Seniors Games
® Curling ® Skating
® Equestrian ® Skiing/Snow Sports
® Football/Rugby ® Soccer
® Golf ® Special Olympics
® Gymnastics ® Other – Sport
® Hockey ® Track & Field
® Lacrosse ® Volleyball
® Martial Arts/Combat Sports

Environment
® Agriculture ® Ecosystem Conservation
® Animal Welfare ® Education/Outreach
® Climate Change Adaptation ® Other – Environment

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Public Safety
® Land Search and Rescue ® Emergency Communications Radio
® Marine Search and Rescue ® Recreation/Trail Safety
® Fire/Emergency Response ® Other – Public Safety
® Justice/Crime Prevention

Human and Social Services

® Child Care ® Scouts/Cadets/Other
® Developmental Disability Supports ® Seniors Service/Activities
® Disability Supports ® Service Clubs/Community Donations
® Mental Health, Substance Use ® Emergency Social Services, Outreach
® Health/Health Condition Programs ® Education/Tutoring Services
® Food and Nutrition ® Children, Youth and Family Services
® Hospice, Bereavement ® Other – Human and Social Services
® Immigrant/Refugee Supports

John Howard Society Nanaimo: Restorative Justice Program.

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