Small Games of Chance License

This is a first draft of this policy - waiting on team feedback.

Purpose

This policy explains how Tree of Life operates small games of chance, specifically raffles, so that they are legal, fair, and handled with good financial controls.

Scope

This policy applies to all small games of chance operated under the name of Tree of Life, including ministries, outreaches, and events.

Legal Compliance

1. Tree of Life will only conduct raffles and other small games of chance in compliance with all applicable state, county, and city rules for small games of chance.
2. No raffle may be run under Tree of Life without all required licenses or permits and approvals in place.
3. This policy does not replace legal advice. Legal questions should be taken to the Lead Pastor or designee, who will contact the appropriate authority or legal counsel.

Approved Raffle Events

Tree of Life will generally operate up to three planned raffle experiences each calendar year connected to:

1. Egg Hunt
2. Breezefest
3. Festival of Trees

Any additional raffle outside these three must receive prior written approval from the Senior Pastor or equivalent designee.

One Active Raffle At A Time

1. Tree of Life will operate only one organizational raffle at a time.
2. No ministry, department, staff member, or volunteer may start a new raffle while another Tree of Life raffle is active.

Ticket Sales Period

1. Ticket sales for any single raffle may not exceed five consecutive weeks.
2. The exact sales start and end dates will be set by the staff sponsor and Raffle Coordinator before tickets are printed.
3. Ticket sales must stop at the end of the approved five week window. No tickets may be sold after that deadline.

Drawing Date and Communication

The drawing date for each raffle will:

1. Be generally 34 days after the Saturday of the connected event.
2. Generally fall on a Friday.
3. Be clearly set and approved before ticket sales begin.

The staff sponsor of the raffle must:

1. Add the drawing date and time clearly to the appropriate Tree of Life Google Calendar.
2. Post a physical sign in the admin wing in a location that is easy to see, with the drawing date and time clearly visible.
3. Confirm that all printed tickets and promotional materials match the approved drawing date, time, and location.

Any change to the drawing date after ticket printing must be approved by the Lead Pastor or Executive Director and communicated clearly in writing to ticket holders in a timely way.

Ticket Format and Pricing

All tickets must include, at a minimum:

1. Tree of Life as the sponsoring organization
2. Required license or permit information (if applicable)
3. Date, time, and location of the drawing
4. Prize description
5. Ticket price
6. Unique ticket number

Tickets must be sold at a fixed price that is set before printing.

Tickets may not be sold to anyone who is under the legal minimum age for participation.

Roles and Responsibilities

Raffle Coordinator

A Raffle Coordinator will be designated. The Coordinator will:

Confirm that licenses and approvals are in place before ticket sales begin.

Maintain a master list of:

1. Raffle events and sponsors
2. Ticket sales dates
3. Drawing dates

Ensure there is only one active raffle at any time.

Maintain central records for tickets, proceeds, and prizes.

Staff Sponsor Of The Raffle

For each raffle, a staff sponsor must be assigned. The sponsor will:

Submit a short Raffle Plan that includes:

1. Event name
2. Ticket sales start and end dates (no more than 5 weeks)
3. Drawing date and time
4. Prize description and approximate value

Sign an acknowledgment stating that they:

1. Have read and understand this policy
2. Are aware of city and state rules that apply
3. Agree to follow the deposit and purchasing procedures in this policy

Complete the communication requirements in Section 7:

1. Add drawing date to Google Calendar
2. Post the admin wing sign with the drawing date and time

Oversee ticket distribution, consignment tracking, collection of money, and prize purchasing according to this policy.

Ticket Handling And Consignment

Tickets must be stored securely before distribution.

No tickets may be given out to be sold without a record of:

1. The person receiving tickets
2. Date tickets are taken
3. Ticket numbers and quantity taken

Tickets on consignment

When a person takes tickets on consignment to sell:

The sponsor must record:

1. Seller name and contact info
2. Ticket number range given to that seller
3. Date taken and date due for money and any unsold tickets

The seller is responsible to:

1. Return all unsold tickets
2. Turn in full payment for any tickets marked as sold

At the close of ticket sales, the sponsor will reconcile:

1. Tickets printed
2. Tickets distributed
3. Tickets returned unsold
4. Tickets sold and money received

If a seller has sold tickets but has not turned in money by the agreed due date, the sponsor must:

1. Document the issue in writing and notify the Raffle Coordinator and Executive Director
2. Attempt to contact the seller to resolve the situation
3. Stop issuing any future consignment tickets to that person until the matter is resolved

Tickets may never be marked as sold in records unless payment has been received or there is a written record of an approved exception.

Prize Purchasing And Use Of Cash From The Till

Sometimes raffle prizes will be a combination of goods and cash, such as a freezer and a freezer full of meat.

Prize planning and approval

1. Before the raffle starts, the sponsor will list proposed prizes and estimated costs in the Raffle Plan.

1. The Lead Pastor or Executive Director must approve any large prize concepts, such as high value items or complex packages.

Purchasing procedure

The sponsor may purchase prize items in one of the following ways:

a) Church card or check

1. Preferred method where possible.

1. Receipts must be turned in to the office with the raffle name clearly written on them.

b) Cash from the till

The sponsor may take cash from the till to purchase prize items only if:

1. The amount is within the approved budget for the raffle.
2. A written note is left in the till at the time cash is removed, stating:
3. Date
4. Amount taken
5. Name of sponsor
6. Raffle name
7. Purpose of withdrawal (for example: "Freezer and meat prize purchase")
8. A receipt for the purchase is returned and attached to the note as soon as possible.

When receipts are turned in:

1. Any leftover cash must be returned to the till with a note that links it to the original withdrawal.
2. The office will record the total cost of the prize as a raffle expense.

All prize purchases must have receipts. If a receipt is lost, the sponsor must submit a written explanation and obtain approval from the Executive Director.

Deposit And Money Handling Procedures

General rules

1. All raffle money (cash and checks) belongs to Tree of Life and must never be kept for personal use or stored at home.

1. Money and ticket stubs should be kept together in a secure place until deposit and reconciliation are completed.

Daily or weekly turn in

1. During the five week sales period, the sponsor will arrange regular turn in of money and ticket stubs from sellers.

1. Cash and checks collected must be turned in to the office no later than the next business day after collection whenever reasonably possible.

Deposits

The office or designated staff member will:

1. Count the money in the presence of at least one other staff member or trusted volunteer when possible.
2. Complete a deposit slip, recording:
   1. Raffle name
   2. Date
   3. Total cash and total checks
3. Deposit the funds into the designated Tree of Life account.

A copy of the deposit slip will be kept in the raffle file.

Reconciliation

By the end of ticket sales, the sponsor and the office will reconcile:

1. Tickets printed, distributed, returned, and sold
2. Money collected and deposited
3. Any outstanding consignment tickets or money

Any differences must be documented in writing, with an explanation if known, and given to the Executive Director.

If tickets are sold but money is not turned in

The sponsor must:

1. Document the situation, including seller name, estimated number of tickets sold, and attempts to collect the funds.
2. Notify the Raffle Coordinator and Executive Director in writing.

The Executive Director will decide:

1. How to record the loss, if necessary
2. Whether further follow up or restrictions for that seller are needed

As a rule, no one with an unresolved issue of missing raffle funds will be given tickets to sell in future raffles.

Conducting The Drawing

Drawings must be conducted using a random method and must match the publicly stated date, time, and location.

The drawing should be open to public observation.

Winners and prize details must be recorded and placed in the raffle file.

Winners do not need to be present unless this requirement is clearly noted on the ticket and permitted by law.

Prohibited Activities

No raffle may be run without licenses or approvals where required.

No individual may use Tree of Life’s name, logo, or property to run a raffle for personal benefit.

No one may remove raffle money or prize items without following the procedures in this policy.