welcome Revised 01/19/2011! To The Meredith Eves 456789 Your Name Here 09/09/2012 Bingo Chairperson Training Program Module TWO: Licensing
Licensing Section Responsible for: • Answering Inquiries & assisting in complaint investigation • Transferring Equipment • Registry of Workers • Pre-License Interviews • Also responsible for • License Fees • Forms • Administrative Rules • Issuing Licenses! Jack Willow 654345 April 10, 2012 Your Name Here
Types of Licenses • Conductor • Lessor • Manufacturer • Distributor • Unit Manager • System Service Provider Per HB 1474
Conductor A non-profit organization who conducts the bingo games Other terms you’ll hear: • Licensed authorized organization • Conductor-lessor • Lessor-conductor • Charitable lessor • Charitable Conductor • Charity
Lessor Persons who lease bingo premises to licensed authorized organizations for the conduct of bingo Other terms: • Charitable lessor • Lessor-conductor • Commercial lessor • Grandfathered lessor • Association Big $$ Win BINGO
Manufacturer Persons who make bingo equipment and supplies. • Sells only to TX licensed distributors or other manufacturers
Distributor Persons who sell the manufactured bingo equipment and supplies to licensed authorized organizations or other distributors Showtime Bingo Products Distributor
Distributor Contact Information Current Distributors and their Contact Information! Use the list of active distributors here to buy your bingo supplies, compare product and prices!
Unit Manager Persons who are responsible for the payment of prize fees and filing of the quarterly reports for an accounting unit
The “Original” License The Very First License Issued to the Licensee • By-laws • Meeting minutes • Proof of charitable activity & existence • Membership rosters • Background checks • 501c documents
License Renewal A “regular” license is renewed Annually or Bi-annually 2011-2012 2011-2013
License Amendment = CHANGE Changes made during the active license term • change in bingo chairperson • change in license days / times • change in location
Licenses Issued in 2010 87 Originals 1,289 Renewals 742 Amendments 7,084 Temporaries A total of 9,202 licenses issued ! (Unaudited figures as of 1/19/2011)
Conductor License Types “Regular License” Temporary License License that expires on first or second anniversary of the date of issuance. Term includes an annual license. HB 1474 New Term
Regular License • Good for up to three occasions per week. • Each occasion may be up to four hours.
Temporary License • The temporary license is issued for one4 hourbingo occasion for a specified date and time. • These are commonly used for special occasions or holidays. • $25.00 per occasion Or ESCROW
Number of Temporary Licenses Permitted • Regular License – 24 per license period year • Regular Bi-Annual License – 24 per license period year for a total of 48 temporary licenses • No Regular License – 6 per calendar year Increased by HB 1474
Temporary License Location OPTIONS • At the same playing location as a regular license. • At a different playing location from the regular license. • At an unlicensed playing location. • Location Must • Be in the same county as organization’s primary business office or contiguous county • Be legalized for conduct of bingo by election HB 1474
BIGCHANGE! • Rule 402.401 (Amended with effective date of 03/09/2010) • REGARDING TEMPORARY LICENSES “Occasion not held. If a licensed temporary occasion is not held, the organization will forfeit any license fee paid.” CREDIT PLAN AHEAD; MONITOR YOUR BINGO OPERATION CAREFULLY!
File Your Renewal! • Temporary occasions cannot be approved whose effective date falls in a future licensing period if the renewal application has not been filed. T T T Current license period Future license period
Help Us Help You! • Whenever possible, use the interactive form • Easy to read, easy to data-enter—less errors • Look for this icon symbol for forms on the website: • Reading hand-writing can be difficult and lead to data-entry errors that become part of your permanent record until discovered and corrected. ? ?
Double Check: Use The Right Form! • Section 1 – Use if playing at your annual license playing location. • Section 2 – Use if playing at a location different than your annual license playing location. • Regular and interactive forms on our website for your use
BINGO OCCASION HB 1474 • Redefines the definition of an “occasion” • “a single gathering or session at which a bingo game or a series of bingo games, including the selling and redeeming pull-tab bingo tickets, are conducted on the day and at the times listed on the license issued to a licensed authorized organization”. • The occasion no longer includes preparatory or concluding activities incidental to the conduct of bingo such as selling bingo paper. • Citations • Sec. 2001.002(6), Sec.2001.419, Rule 402.201
Sec. 2001.419 BINGO OCCASION • Deletes the requirement to observe a 10-minute intermission • If more than one bingo occasion is conducted at the same premises on the same day: • The bingo occasions must be announced separately • The licensed times may not overlap • Bingo cards may be sold during a bingo occasion for play during a subsequent bingo occasion that is scheduled to being at the same premises in not more than eight hours after the sale of the bingo cards for the subsequent occasion begins. • Bingo paper for a bingo occasion may be sold at the licensed premises before the bingo occasion begins. • Citations • Sec. 2001.002(6), Sec.2001.419, Rule 402.201 Intermission HB 1474
No more than two occasions may be conducted per day EXCEPT……. A third occasion is allowed under a temporary license provided the organization holds an annual license at that playing location. 2 3 Limits to the Number of Occasions Per Day
Coordinate All Changes in the Hall • Ensure that the temporary date and times do not overlap any annual bingo occasion being held that day. • Submit amendment applications at the same time as the temporary application. ?Temp The License Examiner has to be able to see the entire hall playing schedule and coordinate ALL of the changes.
Regarding Advertising… $250 Door Prizes Betty’s Bingo • Remember, unless the license is issued and received, it is illegal to advertise or conduct the bingo occasion. Bingo License Pending; Grand Opening 11-03-2012
Amendments A regular license must be amended any time there is a change to the: • bingo occasion days and times • designated bingo chairperson • playing location • primary business location • organization’s legal name *See Administrative Rule 402.422 effective 02/10/2009 Bingo Chairperson
Texas Application to Amend License to Conduct Bingo Amending Days/Times Only With ESCROW funds , fax will be faster!
Amending Days/Times Only • Texas Application to Amend License to Conduct Bingo Amending Days/Times Only. • $10.00 fee. • Once approved, application form is faxed back and should be posted next to the license.
Texas Application to Amend a License to Conduct Charitable Bingo Used for changes to: • Bingo chairperson • playing location • primary business office • organization name Submit your current annual license for a change in playing location. ACE Acme Charity Bingo
BINGO IN CONTIGUOUS COUNTIES! • Bingo must be legal in the county • May conduct bingo in contiguous county to organization’s primary business location county, or the principal residence of their chief executive officer • In this picture, conductors in Travis county (red) may conduct bingo in contiguous counties (blue) of Williamson, Bastrop, Caldwell, Hays, Blanco and Burnet counties
How can I verify “con teeg goo us” counties? There is a Texas Department of Transportation (txdot) website page that will help you! http://www.txdot.gov/travel/county_grid_search.htm Just select the Texas County; it will show you all surrounding counties
Amending your Playing Location • Enclose a copy of the meeting minutes where your organization voted to move playing locations. • must be certified as true and complete by an officer • must contain the name and/or address of the new playing location** Bingo New Home VOTE TONIGHT ! ** Administrative Rule 402.422
Amending your Primary Business Office • Where the records relating to the primary purpose of the organization are maintained. • If no business office, then use the residential address of your chief executive officer. • Enclose a certified copy of the meeting minutes when and where the organization voted to move. Organization’s Business Office CEO’s Residence
Amending your Bingo Chairperson • Must be an officer or director of the organization. • Must be in compliance with the bingo training requirement. Administrative Rule 402.406 effective February 10, 2009
Amending your Organization’s Name …..a formal process • Enclose the following: • Certified copy of the meeting minutes • Copy of the new organizing instruments • Copy of the correspondence sent to the IRS • Letter from parent organization, if applicable
When amending your PLAYING LOCATION… You must: (1.) surrender your original bingo license when you are filing an amendment to change your playing location and (2.) you must make a copy of your annual license and post it until your new amended license is received. Per Section 2001.306(c) John B. David 899 Tweeter St. Bennett, TX 76344 1443311322 09/09/2008-09/08/2009 Twany Animal Shelter 78878 Smith Ave. Dickinson, TX 78777 John B. David 899 Tweeter St. Bennett, TX 76344 1443311322 09/09/2008-09/08/2009 COPY Twany Animal Shelter 78878 Smith Ave. Dickinson, TX 78777
Letter of Authority Time Crunch! • Issued when a license cannot be received before the requested effective date. • Post in lieu of a license until the actual amended license is received.
Letter of Authority • If a Letter of Authority is granted for a temporary license, no license is mailed to the organization because the date would have passed. • Do not rely on a Letter of Authority being issued; plan ahead to allow sufficient time for our office to process the application and your organization to receive the license. Too Slow !
Administrative Procedure Act (APA) Approval Letter • Serves as an approval until the final disposition of a pending renewal application. • APA Approval Letters should be posted at the playing location.
Escrow Accounts • The organization may submit license fees in advance to be placed in an escrow account. • Indicate the purpose of the funds on the check or in an accompanying letter. • Account balances may be obtained from the Bingo Services Center.
License Fee Payments • License Fee Payments should be: • Written from your bingo or unit bingo account, as applicable • Made payable to the State Comptroller
Renewal • All regular licenses must be renewed. • License periods are one or two years. • HB 1474 offers some license fee pay options HB 1474
Renewal Applications • The Charitable Bingo Operations Division mails renewal applications approximately 30-45 days before the end of the license term. • You are responsible for filing timely. Forms must be postmarked on or before the license expiration date to avoid a penalty. You’ve got mail!....maybe!Is your address of record correct and current????? Ensure any changes are reported promptly!
Renewal Applications • You will have to pay a penalty if you file your renewal application late. I want my bingo!
LATE Renewal of Annual License Options Past license renewal date… • Up to 14 days late---license fee(LF) + 10% LF • 15-28 days late---license fee + 20% • 29-42 days late---license fee + 30% • 43-56 days late---license fee + 40% • 57-60 days late---license fee + 50% • >60 days---reapply for original license You can do it, but being late costs you money!
Renewal Applications • Personalized for each organization. • Changes to information may be made directly on the form. • Please ensure that any previously submitted changes are reflected on your renewal application.
License Fees • License fee listed on the renewal application are estimated fees. • All annual license fees are recalculated after reports are filed and the difference is credited or collected, as applicable.
License Fee Balance Due or Credit • If after the year is over and your organization has made more gross receipts than was estimated, you will owe additional license fee for that given year, shown as a LICENSE FEE BALANCE DUE on the renewal application, plus the new estimated license fee. • If your actual gross receipts were less than estimated, you will have a LICENSE FEE CREDIT DUE.