(1)
Reports
(a)
Financial Report. A separate financial report form as
specified by the Director must be filed for each Function for which the
Licensed Organization has filed the notice required pursuant to
961 CMR 4.03(2)
regardless of whether or not the Licensed
Organization actually conducts a Function on that day. This form must be
complete in all respects when filed. Failure to adequately complete and file
said form with in10 days of the day of the Function for which said report is
required to be filed may result in suspension or revocation of the Licensed
Organization's License to conduct Beano and Charity Games.
Control sheets and other such records or forms used by the
Licensed Organization to gather and support the information required to be
reported must be retained by the Licensed Organization and be kept available
for inspection at reasonable times by the Director. A tax in the amount of five
per cent of the Gross Receipts derived from the Function shall be paid to the
Commission at the time this form is filed.
(b)
Raffle/Bazaar Law
Report. A Licensed Organization shall within 30 days of the
expiration of its permit submit a report on a form to be approved by the
Commissioner of Public Safety. Such form shall require information concerning
the number of Raffles and Bazaars held, the amount of money received, the
expenses connected with the Raffle or Bazaar, the names of the winners of
prizes exceeding $25.00 in value, the Net Proceeds of the Raffles and Bazaars,
and the uses to which the Net Proceeds were applied. Such report shall be
certified to by the three persons designated in the permit application as being
responsible for such Raffle or Bazaar and by an accountant. Two copies of said
report shall be filed with the city or town clerk, and one copy filed with the
Director. Failure to file and report shall constitute sufficient grounds for
refusal to renew a permit to conduct Raffles and Bazaars.
(2)
Records
(a)
Record Keeping.
Accurate records and books shall be kept by each Licensed Organization in a
manner prescribed by the Director showing in detail the amount and source of
Gross Receipts, the expenses incurred and the name and address of each person
receiving a prize over $25.00 and the value of such prize.
(b)
Access to
Records. The Commission or the Local Licensing Authority or their
duly authorized agents or representatives shall at all times have access to all
books and records of any Licensed Organization for the purpose of examining and
checking them.
(c)
Period for Retention of Records. All records, books of
account, bank statements and all other papers incidental to the operation of
Raffles and Bazaars by the Licensed Organization shall be retained and
available for inspection by the Commission or its duly authorized
representatives for a period of four years from the close of the calendar year
to which the records apply.
(3)
Central Accounting
System. Each Licensed Organization for the operation of a Function
shall establish and maintain a central accounting system in a form prescribed
by the Commission for all activities conducted in conjunction with the
Function. Licensed Organizations shall obtain control sheets from the
Commission.
Such system shall contain, but not be limited to, the following
items:
(a) There shall be adequate
personnel and physical areas to provide for the following minimum separation of
duties.
1. banker and cashier, (count room) to
handle the original bankroll, provide chips to the games and redeem
chips;
2. runner to transport chips
and lockboxes between stations;
3.
pit bosses, each of whom shall supervise the operation of not more than six
gambling stations and who shall, if applicable, supervise the transfer of
lockboxes and chips to and from the count room;
4. an area for the counting of money (count
room) which is segregated from the area in which gambling is conducted. All
money received in connection with the Function shall be brought to this area
for counting.
Once any such money has been brought to this area, three
persons shall be assigned to the count area with a minimum of two in the
counting area at all times.
(b) The beginning bankroll and chip count
shall be verified by at least two persons who shall sign such
verification.
(c) There shall be
documentation containing verifying signatures for the transfer of money and
chips between any two stations.
(d)
All games shall be numbered and except as provided in 961 CMR 4.05(3)(m) be
provided with lockboxes and money paddles. The money paddle shall remain in the
lockbox slot whenever it is not in use. The money slot of the lockbox shall not
exceed 31/2 inches in length and 1/2 in width.
(e) The keys to all lockboxes are to be kept
in the count room at all times and the lockboxes are to be opened only in the
count room by the count room personnel.
(f) All games are to be played using chips,
script or the like and all currency tendered by the players shall be exchanged
for chips, script or the like and immediately placed in the lockbox by the
dealer if sale takes place at other than the count room.
(g) Allmoney and chips shall be transferred
to the count room at the end of the occasion for final tabulation,
reconciliation, and verification.
(h) The final tabulation and reconciliation
shall be verified by at least three count room personnel who shall sign such
verification.
(i) Access to the
count room (the bankers and/or cashier's area) shall be restricted to the
persons assigned to those functions.
(j) Records shall provide sufficient detail
to determine the gross receipts of each activity conducted.
(k) The records shall contain a
reconciliation of the ending cash on hand to net receipts.
(l) The ending cash on hand shall be
deposited intact at the conclusion of the event, and a validated deposit slip
shall be included as part of the event records.
(m) In the event that the Licensed
Organization allows players to purchase chips, script and the like only from
the banker or cashier(s) and allows no sale of chips, script or the like to any
other location, with all currency being immediately placed in a lockbox by said
banker or cashier(s) games need not be provided with lockboxes and money
paddles.
(4)
Bank Accounts
(a)
Proceeds from Raffles and Bazaars shall be kept in a separate special Raffle
and Bazaar bank account which shall be in the form of a checking account. All
receipts from each Raffle and Bazaar less the amount awarded as cash prizes for
that Raffle or Bazaar shallbe deposited in this special account no later than
the next business day following the date of the Raffle or Bazaar. Money shall
be withdrawn from this Special Account for only the following purposes:
1. Payment of expenses in accordance with 961
CMR 4.05(5);
2. Disbursement from
Net Proceeds for a Lawful Purpose as defined in
961 CMR 4.00.
(b) The commingling of any funds
derived from the operation of Raffles and Bazaars with any other funds of the
Licensed Organization is prohibited.
(5)
Expenses
(a)
Payment of
Expenses. Money for reasonable and necessary expenses may be paid
from the Gross Receipts only by checks having preprinted consecutive numbers
drawn on the special bank account established pursuant to 961 CMR 4.05(4). Said
checks must be made payable to the specific person or corporation providing the
goods or rendering the service which gives rise to the expense item and at no
time may checks be payable to cash.
(b)
Nature of
Expense. Only those expenses which are reasonable and necessary
and ordinarily incidental to the conduct of Raffles and Bazaars may be paid
from Gross Receipts or otherwise.