(A) Complete financial records for each charity relating to bingo operations conducted in a bingo hall must be kept according to generally accepted accounting practices. In addition, consecutively numbered duplicate receipts must be prepared for each sale, with the patron receiving one receipt and the permittee keeping the duplicate receipt. Receipts may be produced either by cash registers that automatically record duplicate receipts or by some other method approved in advance by the city. All money received from sales shall be deposited, within 24 hours of receipt from patrons, in a separate bank account, used only by the charity for bingo funds. No credit or extended payment terms shall be extended to any patron at any time. All authorized expenditures and bingo prizes shall be paid by pre-printed, consecutively numbered checks written on the charity's bingo bank account. All checks written on the account must show the legal name of the payee and the payee's social security number or federal tax I.D. number. For each session, a written record must be kept setting forth the name of the charity, the date, starting and ending times, the number of patrons present, the total amount of money received, the prizes awarded, the check numbers of the checks used to pay the bingo prizes, and the names of the designated members of the charity conducting the game.
(B) In addition, a continuous VHS recording (with both audio and video being recorded) of each session shall be made starting five minutes before the beginning of the session and ending no earlier than five minutes after the end of the session. At the beginning of the VHS tape, a placard must be displayed before the video camera showing the date and time, and an audio statement must be recorded stating the date, name of the charity, the name of the designated members conducting the session, and the number of patrons present. The remainder of the VHS video portion of the tape shall show the numbers being drawn during the session. The audio portion of the VHS recording shall record the voices of the designated members conducting the session. Before the end of the VHS recording, but after the end of the session, a designated member of the charity must make an audio statement once again setting forth the date, name of the charity, names of the designated members who conducted the session, the number of patrons present, plus the number and amount of prizes awarded, and the numbers of the checks used to pay prizes to patrons. Two of the designated members must state on the audio portion of the VHS recording their names and a statement that the information stated regarding their session is accurate. In addition, those two designated members must sign-off before close of the session as to the accuracy of the receipts, expenditures and all other bookkeeping records relating to that session. Sign-off forms shall be as prescribed by the city.
(C) All bookkeeping records, including, but not limited to, all the written records, sign-off forms, bank statements, cancelled checks, check books, duplicate receipts, deposit tickets and receipts, and all leases and agreements shall be maintained on the premises of the bingo hall for a period of no less than three years. All VHS tapes of the sessions must be labeled with the date of the session, the beginning and ending times of the taping, and the name of the charity conducting the bingo, and they must be maintained on the premises of the bingo hall for a period of no less than one year after the session recorded on the VHS tape. All bookkeeping records and VHS tapes of sessions shall be available for inspection and copying by the city and by state and county law enforcement personnel at all times that the bingo hall is open for business.
(D) Charities permitted to conduct bingo in a bingo hall which have gross bingo receipts of more than $52,000 annually, or gross bingo receipts of more than $1,000 in any one week, may spend a maximum of 25% of the gross receipts, less prizes which are attributable to sessions, for payment of authorized expenses. In no event shall the charity expend bingo proceeds for any purpose other than prizes attributable to such sessions and authorized expenses as defined herein. All other bingo proceeds must be utilized for charitable purposes by the charity. Charities permitted to conduct bingo in a bingo hall with annual gross receipts of $52,000 or less per year and which do not have gross receipts of over $1,000 in any one week, may deduct the actual cost of authorized expenses and the amount of prizes attributable to sessions, with the remainder of the bingo proceeds being utilized for charitable purposes by the charity.
(Ord. 96-09, passed 2-15-96)