HASTINGS DISTRICT COUNCIL
Rural Halls Subcommittee MEETING
Monday, 11 September 2017
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VENUE:
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Landmarks Room
Ground Floor
Civic Administration Building
Lyndon Road East
Hastings
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TIME:
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1.00pm
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A G E N D A
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1. Apologies
At the close of the agenda no
apologies had been received.
At the close of the agenda no
requests for leave of absence had been received.
2. Conflict
of Interest
Members need to be vigilant to
stand aside from decision-making when a conflict arises between their role as a
Member of the Council and any private or other external interest they might have.
This note is provided as a reminder to Members to scan the agenda and assess
their own private interests and identify where they may have a pecuniary or
other conflict of interest, or where there may be perceptions of conflict of
interest.
If a Member feels they do
have a conflict of interest, they should publicly declare that at the start of
the relevant item of business and withdraw from participating in the
meeting. If a Member thinks they may have a conflict of interest,
they can seek advice from the Chief Executive or Executive Advisor/Manager:
Office of the Chief Executive (preferably before the meeting).
It is noted that while Members can
seek advice and discuss these matters, the final decision as to whether a
conflict exists rests with the member.
3. Confirmation
of Minutes
Minutes of the
Rural Halls Subcommittee Meeting held Monday 5 September 2016.
(Previously circulated)
4. 2017 Funding Round
and Policy Amendment 5
5. Additional
Business Items
6. Extraordinary
Business Items
REPORT TO: Rural
Halls Subcommittee
MEETING DATE: Monday 11
September 2017
FROM: Community Grants & Projects
Advisor
Vicki
Berkahn
SUBJECT: 2017
Funding Round and Policy Amendment
1.0 SUMMARY
1.1 The
purpose of this report is to obtain recommendations from the Rural Halls Subcommittee
on the allocation of funds to applicants to the Rural Halls Maintenance Fund
2017, and to recommend policy amendments around Council contribution level,
priorities for funding, and community benefit of rural hall applications.
1.2 This request
arises from the need to allocate the annual Rural Halls Maintenance fund to
eligible applicants, and the need to approve suggested amendments to the Rural
Halls Maintenance Fund Policy.
1.3 The
Council is required to give effect to the purpose of local government as
prescribed by Section 10 of the Local Government Act 2002. That purpose is to
meet the current and future needs of communities for good quality local
infrastructure, local public services, and performance of regulatory functions
in a way that is most cost–effective for households and businesses. Good
quality means infrastructure, services and performance that are efficient and
effective and appropriate to present and anticipated future circumstances.
1.4 The
objective of this decision relevant to the purpose of Local Government is to
contribute to good quality infrastructure, i.e. rural community halls, so these
facilities can meet the current and future needs of rural communities.
1.5 This
report concludes by recommending that grant allocations are made to eligible
applicants to the Rural Halls Maintenance Fund 2017/2018, for Priority 1
applications, and that consideration is given to whether Priority 3 and 4
applications are funded; and that policy amendments around Council contribution
level, priorities for funding, and community benefit of rural hall
applications are recommended.
2.0 BACKGROUND
2.1 Rural
Halls are important to the communities around them because they provide a venue
for social and cultural events, and are a focal point or meeting place for the
rural community.
2.2 The
rural halls maintenance fund has an annual allocation of $20,000 to be
distributed as grants to rural halls of Hastings District, for maintenance
projects. This is an annual funding round which opens 1 July each year.
2.3 From
2017/2018 an additional $30,000 per annum has been made available to the fund
for Council contribution to earthquake assessments and subsequent strengthening
work.
2.4 Any
unallocated funds are kept as a reserve fund and are available in subsequent
funding rounds.
2.5 The
nature of work for each project is categorised by priority as per the Rural
Halls Maintenance Fund Policy (Attachment 1), which now includes
completion of detailed earthquake assessments, and subsequent strengthening
work as ‘Priority 2’.
3.0 CURRENT
SITUATION
3.1 In
December 2016, the Rural Halls Subcommittee indicated that the Rural Halls
Maintenance Fund policy be amended to enable a greater contribution than 50%
towards the cost of earthquake assessments and subsequent strengthening work,
and that eligibility for the fund includes that the maintenance of the rural
halls must be for the benefit of the rural community.
3.2 The
policy (Attachment 1) has been amended to reflect these requested
changes as follows:
3.2.1 Priorities
for Funding
Priority 2: Completion
of detailed earthquake assessments, and subsequent strengthening work;
3.2.2 Eligibility
for the Fund
To be eligible for
the Fund, the applicant hall will be located within the rural and plains areas
of Hastings District, and be a legal entity, and be for the benefit of the
rural community and not private owners.
3.2.3 Requirements
In December 2016, the
Hastings District Rural Community Board introduced the ability of the Rural
Halls Subcommittee to consider a greater Council contribution than 50%, in
particular relating to costs for detailed earthquake assessments and subsequent
strengthening work.
The application form
(question 7) requests usage by the rural community over the previous 12 months,
to demonstrate community benefit from maintaining the hall.
3.3 There
are 10 applications to the 2017 Rural Halls Maintenance fund, which is
the highest number of applications to be received in a single funding
round.
3.4 A
summary of the applications is in Table One, including ownership status and
percentage of new building standard for applications other than priority 1
work.
3.5 Table
One: Applications to 2017 Rural Halls Maintenance Fund
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Applicant
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Project
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Priority
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Request
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Sherenden
Hall
(privately owned, 23% NBS)
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Sand
and apply polyurethane to walls and windows in the entranceway and main body
of hall
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4
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$4,135
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Kaiwaka
Hall
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Replacement
of hot water cylinder and installation
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1
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$1,788
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Te
Awanga Hall
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Installation
of a heat pump into the meeting room
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1
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$1,380
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Clive
Community Hall
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Upgrade
of electrical fittings to gain certificate of compliance
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1
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$610
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Patoka
Hall
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Installation
of heat pump
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1
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$1,833
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Waimarama/Maraetotara
Hall
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Repair
of leaking roof
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1
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$6,040
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Pakowhai
Hall (privately owned, 24% NBS)
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Painting
of interior
and stormwater upgrade
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4
1
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9,885
1,500
$11,385
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Maraekakaho
Hall
(privately owned, tbc% NBS)
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Painting
of roof, exterior,
and
interior
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3
4
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16,175
3,425
$19,600
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Kereru
Hall
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Hotwater
system and urinal upgrade
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1
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$5,828
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Waikare
& Districts Sports Club
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Water
system and coolstore repair and replacement costs
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1
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4,119
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Total
Requested
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$56,718
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3.6 The available balance for the Rural Halls Maintenance Fund as at 17
August 2017 is as follows:
Opening balance as at
1 July 2017 31,536
Budget for 2017/2018 50,000
Less grants to be
uplifted 15,500*
(*Tutira grant
– contacted 08/17, awaiting tree-felling prior to commencing project)
Balance available
for 2017/2018 $66,036
4.0 OPTIONS
4.1 Option
One is for the Rural Halls subcommittee to consider the applications and
available budget and award the grants requested; and approve the policy
amendments in 3.2.
4.2 Option
Two is for the Rural Halls subcommittee to consider the applications and
available budget and consider whether applications which are not Priority 1 are
funded; and make further recommended policy amendments to those in 3.2.
4.3 Option
Three is for the Rural Halls subcommittee to consider the
applications and available budget and not award the grants requested; and not
approve the policy amendments in 3.2.
5.0 SIGNIFICANCE
AND ENGAGEMENT
5.1 The
matters within this report do not trigger the thresholds within Council’s
significance policy.
6.0 ASSESSMENT
OF OPTIONS (INCLUDING FINANCIAL IMPLICATIONS)
6.1 Option
One would enable grants to be allocated to all applicants within the available
budget for 2017/2018, and allow for the policy changes to reflect suggested
changes to Council contribution levels for earthquake assessments and
subsequent strengthening work. However, the subcommittee needs to
consider that only $23,098 of requested funds is for Priority 1 maintenance,
and that approving the applications for the Priority 3 and 4 work would utilise
the increased budget which was approved for earthquake strengthening work (now
Priority 2).
6.2 Option
Two would enable grants to be allocated to applicants with Priority 1 requests,
and to consider whether the Priority 3 and 4 requests should be funded because
this amount ($33,620) is in the available budget for 2017/2018, however the
intent of this funding was for future earthquake strengthening work, and may be
better to carry forward. Option Two would allow for additional policy
changes to reflect suggested changes to Council contribution levels for earthquake
assessments and subsequent strengthening work.
6.3 Option
Three would not enable grants to be allocated to applicants, and would not
allow for the policy changes to reflect suggested changes to Council
contribution levels for earthquake assessments and subsequent strengthening
work.
7.0 PREFERRED
OPTION/S AND REASONS
7.1 Option
Two is the preferred option because it will enable grants to be awarded to
Priority 1 applicants within the available 2017/2018 budget, and allow for the
carry forward of $33,620 requested for Priority 3 and 4 work, because these
requests are not for earthquake strengthening. Option Two will allow for
policy amendments to reflect the desired change in Council contribution levels
to future earthquake assessment and structural maintenance claims to this fund.
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8.0 RECOMMENDATIONS AND
REASONS
A) That
the report of the Community Grants & Projects Advisor titled “2017
Funding Round and Policy Amendment” dated 11/09/2017
be received.
B) That the following Priority 1 grants be recommended from the
2017/2018 Rural Halls Maintenance fund:
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Applicant
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Project
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Request
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Kaiwaka Hall
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Replacement of hot water cylinder and installation
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$1,788
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Te Awanga Hall
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Installation of a heat pump into the meeting room
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$1,380
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Clive Community Hall
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Upgrade of electrical fittings to gain certificate of compliance
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$610
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Patoka Hall
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Installation of heat pump
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$1,833
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Waimarama/Maraetotara Hall
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Repair of leaking roof
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$6,040
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Pakowhai Hall
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Stormwater upgrade
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$1,500
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Kereru Hall
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Hotwater system and urinal upgrade
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$5,828
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Waikare & Districts Sports Club
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Water system and coolstore repair and replacement costs
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4,119
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$23,098
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C) That the following Priority 3 and 4 grants are considered for
recommending that they are funded:
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Applicant
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Project
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Request
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Sherenden Hall
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Sand and apply polyurethane to walls and windows in the
entranceway and main body of hall
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$4,135
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Pakowhai Hall
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Painting hall interior
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$9,885
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Maraekakaho Hall
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Painting of roof, exterior,
and interior
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$19,600
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$33,620
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D) That the following policy amendments are recommended and
applicable to future funding rounds:
Priorities
for Funding
Priority
2: Completion of detailed earthquake assessments, and
subsequent strengthening work;
Eligibility
for the Fund
To
be eligible for the Fund, the applicant hall will be located within
the rural and plains areas of Hastings District, and be a legal
entity, and be for the benefit of the rural community and not private owners.
Requirements
In
December 2016, the Hastings District Rural Community Board introduced
the ability of the Rural Halls Subcommittee to consider
a greater Council contribution than 50%, in particular relating
to costs for detailed earthquake assessments and subsequent
strengthening work.
With the
reasons for this decision being that the objective of the decision will
contribute to meeting the current and future needs of communities for good
quality local infrastructure, i.e. rural halls.
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Attachments:
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1
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Rural Halls Maintenance Fund Policy - Revised 2017
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COP-01-02-17-951
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2
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Sherenden Hall
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COP-01-9-4-17-1
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3
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Kaiwaka Hall
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COP-01-9-4-17-2
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4
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Te Awanga Community Hall
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COP-01-9-4-17-3
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5
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Clive Community Hall
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COP-01-9-4-17-5
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6
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Patoka Memorial Hall
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COP-01-9-4-17-6
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7
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Waimarama/Maraetotara Hall
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COP-01-9-4-17-4
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8
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Pakowhai Hall
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COP-01-9-4-17-7
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9
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Maraekakaho Hall
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COP-01-9-4-17-8
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10
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Kereru Hall
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COP-01-9-4-17-9
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11
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Waikare and Districts Sports Club
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COP-01-9-4-17-10
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Hastings District
Council
