- Each registered Gaming-Related Supplier (the “gaming services supplier”) who provides management services to licensed charities that use BOTs for fundraising, must, at minimum:
(1) ensure that all BOTs sold comply with Sections 1 to 9 of these standards before they are provided to licensed charities, registered Sellers of BOTS or Operators of bingo halls;
(2) ensure that a written contract exists between the licensed charity and the BOT seller which may be terminated by either party by written notice no later than 90 calendar days prior to the expiry date of the licence, to be effective upon the expiry of the licence, or forthwith if the charity’s licence or the BOT Seller’s registration is revoked or suspended;
(3) ensure that the written contract referred to in paragraph (2) contains a provision that in the event of a change in the licensed organization whose BOTs are sold by a particular BOT seller, the BOT Seller must first pay all outstanding revenues to the previous charity prior to commencing sales on behalf of the new charity;
(4) ensure that, in the event that the charity is changed as described in paragraph (3), the gaming services supplier provides the previous charity with a full reconciliation;
(5) ensure that the BOT Seller is in compliance with the requirements of Sections 21 and 22 of these standards and with the charity’s terms and conditions of its licence;
(6) record, at minimum, the following information and report to the licensed charity on the same on a monthly basis:
- the names, addresses and registration number of all BOT Sellers which the gaming services supplier manages on behalf of the charity;
- number of BOT deals sold by each BOT Seller by serial number and ticket type and style name;
- number of deals in inventory at each BOT Seller location.
(7) file with the Registrar a review engagement report and current financial statements upon the renewal of its registration(s);
(8) implement an internal control system which provides reasonable assurance that:
- financial records and reporting are accurate, reliable and prepared on a timely basis;
- procedures are in place to track the BOT deals sold to their customers and account for all BOT deals purchased, sold or in inventory, including any shortages;
- the potential for error and fraud is minimized;
- functions, duties and responsibilities are appropriately segregated;
- assets are safeguarded; and
- efficient operations are promoted.
(9) Each gaming services supplier may be requested to have its internal control system reviewed by a licensed public accountant in relation to the criteria outlined in paragraph (8) and shall submit the accountant’s report, which must identify whether appropriate procedures are in place to ensure that the internal control objectives outlined in paragraph (8) are met, and must outline any deficiencies, to the Registrar within three (3) months of the request.