COAT-ARM Hastings District Council


Civic Administration Building

Lyndon Road East, Hastings 4156

Phone:  (06) 871 5000

Fax:  (06) 871 5100













Rural Halls Subcommittee




Meeting Date:

Monday, 4 December 2017


CG-14-31-00005                                                                         1

Minutes of a Meeting of the Rural Halls Subcommittee

held on 4 December 2017 at 1.00pm


Table of Contents


Item                                                                                    Page No.


1.         Apologies  1

2.         Conflicts of Interest 1

3.         Confirmation of Minutes  1

4.         Allocation of Grants for Priority 3 and 4 applications to the Rural Halls Maintenance Fund 2017/2018  1

5.         Additional Business Items  3

6.         Extraordinary Business Items  3



CG-14-31-00005                                                                         1




MINUTES OF A MEETING OF THE Rural Halls Subcommittee

HELD IN THE Landmarks Room, Ground Floor, Civic Administration Building, Lyndon Road East, Hastings ON

 Monday, 4 December 2017 AT 1.00pm



Present:                          Chair: Mr Kay

                                               Councillors Heaps, Lyons and Redstone

Mr N Dawson and Mrs Maxwell



IN ATTENDANCE:             Group Manager: Asset Management (Mr C Thew)

Community Grants & Projects Advisor (Ms V Berkahn)

Team Leader Strategy & Projects (Ms L Stettner)

Building Consents Project Manager (Mr G van Veen)

Committee Secretary (Mrs C Hunt)




1.         Apologies   


Councillor Heaps/Mrs Maxwell

That apologies for absence from Councillors Kerr and Lester be accepted.



2.         Conflicts of Interest

There were no declarations of conflicts of interest.


3.         Confirmation of Minutes


Mr Kay/Mrs Maxwell

That the minutes of the Rural Halls Subcommittee Meeting held Monday 11 September 2017 be confirmed as a true and correct record and be adopted.





Allocation of Grants for Priority 3 and 4 applications to the Rural Halls Maintenance Fund 2017/2018

(Document 17/1020)



The Community Grants & Project Advisor, Ms Berkahn spoke to her agenda report and responded to questions from the Rural Halls Subcommittee.

Ms Berkahn would liaise with the Asset Management Group in regard to the process for post work inspections to ensure the funds had been used for the projects.


Mr van Veen spoke to the meeting and provided an overview of the Earthquake Prone Building (EPB) Methodology.   He advised that buildings that did not fit within the profile categories or were excluded were outside the scope of the EPB methodology and no further action was required under the Building Act 2004. Very few buildings would fit the exemption criteria. 


Buildings that were identified as earthquake prone had 15 years become earthquake proof.


Councillor Lyons/Councillor Redstone

A)        That the report of the Community Grants & Projects Advisor titled Allocation of Grants for Priority 3 and 4 applications to the Rural Halls Maintenance Fund 2017/2018 dated 4/12/2017 be received.

B)        That the amendments to the Rural Halls Policy (COP-01-02-17-951) are received.

C)       i)          That the Maraekakaho Church Hall Trustees are allocated a grant of up to $12,938 from the remaining 2017/2018 Rural Halls Maintenance Fund for projects at the Maraekakaho Hall as follows:


§   Painting of iron roof                      Up to $7925.00

§   Painting of the hall exterior         Up to $8250.00


            ii)         The allocation is subject to the Trust Board providing evidence that they have the financial capability to complete each of the projects within the grant allocation of up to $12,938.00.


D)        That the Priority 4 requests from Maraekakaho Hall, Pakowhai Hall and Sherenden Hall be declined as:

·    there is insufficient budget to consider funding these applications; and

·    the Property Assets team recommended delay on these requests until the extent and timing of any structural work is known.


E)        That the update regarding the Building Act 2004, Subpart 6A-Special provisions for earthquake-prone buildings is received.


            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.






5.         Additional Business Items

            There were no additional business items.


6.         Extraordinary Business Items

            There were no extraordinary business items.




The meeting closed at 1.30pm