HASTINGS DISTRICT COUNCIL
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, 9 September 2019 AT 10.35am
Present: Chair: Mrs S Maxwell
Councillors Heaps, Lyons, Kerr and Redstone
Mr N Dawson and Mr M Lester and Ms L Wilson
IN ATTENDANCE: Group Manager: Asset Management (Mr C Thew)
Community
Grants Advisor (Mr K Carter)
Building
Consents Project Officer (Mr G van Veen)
Building
Assets Manager (Mr J Jiang)
Manager
Social & Youth Development (Ms D Elers)
Democracy &
Governance Services Advisor (Mrs C Hilton)
ALSO
PRESENT: SUBMITTERS
SPEAKING:
(Twyford
and Raupare Memorial Hall – Sub #1)
Derek Burns and Brian McLay – presenting submission
Principal,
Twyford School - Mr Sam Hocking
Year
8 student, Twyford School – Halo Siloata
(Waimarama
Maraetotara Memorial Hall – Sub #3)
Tony Lane and Claire Vogtherr – presenting submission
(Matapiro
Hall – Sub #4)
Mike Connor and Julie Hindmarsh – presenting submission
(Clive
Community Hall – Sub #5)
Mary
Hannan and Paul Chambers – presenting submission
1. Apologies
It
was noted that an apology had been received from Anne Yule and Mark Harris who
represented the Sherenden Hall Society Inc (Submission #2). A letter to
this effect was circulated at the meeting (CG-14-31-00030).
2. Conflicts
of Interest
There were no
declarations of conflicts of interest.
3. Confirmation
of Minutes
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Councillor Kerr/Councillor Heaps
That the minutes of the Rural Halls
Subcommittee Meeting
held Monday 10 September 2018 be confirmed as
a true and correct record and be adopted.
CARRIED
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With
the agreement of the meeting, Item 5 was taken out of order and the
applications for funding were presented and considered.
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5.
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Rural Halls Fund
2019/2020 Funding Round
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(Document 19/832)
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HEARING OF VERBAL SUBMISSIONS
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Submission No. 1 (Twyford and Raupare Memorial Hall) – Derek Burns (Secretary/Treasurer)
and Brian McLay (Chair) spoke to the submission requesting funding to carry
out carpeting to walls to reduce damage and provide better heating and
improve the acoustics. This was the only venue for public meetings,
social functions and other events in that area. The intent of the
overall work was to get the hall fit for purpose and then an incoming new
committee could take over from there. They responded to questions from
the meeting.
They explained that extra work also needed to be undertaken on the
walls which would incur additional costs. No costing had been included
for any of the voluntary labour – estimated at more than $2,000.
The following items were circulated:
·
A letter, dated 6 September 2019, from Twyford
School supporting the need for the upgrade of the Twyford and Raupare
Memorial Hall (part of CG-14-31-00033).
·
A list of items of work to be addressed and estimated/quoted
costs (part of CG-14-31-00033).
·
Samples of carpet and wall coverings etc.
·
Two pages of sketches showing proposed artwork
for area behind the stage.
They reported that the funding level being sought was
less than 50% of the total work being undertaken and the labour rate used in
the application had not been calculated at a very high rate.
Submission No. 3 (Waimarama Mararetotara Memorial
Hall) – Tony Lane and Claire Vogtherr
spoke to the submission requesting funding to undertake electrical work,
replacing kitchen benches and replacing a hot water cylinder. They
responded to questions from the meeting, noting that work was still being
undertaken following the 2012 flood.
An email with amended Pages 30 and 31 of the original
submission was received (CG-14-31-00026) and circulated and addressed at
the meeting. This showed an updated figure relating to Item 5 of the submission
for exterior cladding – this had originally included the costs for the
roof.
A power point was also presented (CG-14-31-00025)
to the meeting. The meeting was advised that the hall was also the
civil defence hub in the area.
A set of accounts had been prepared for the Eastern and
Central Community Trust application that had been made and those accounts
could also be forwarded to the council.
Submission No. 4 (Matapiro Hall) – Mike Connor and Julie Hindmarsh spoke to the submission
requesting funding to redecorate the bathrooms to promote greater use of the
hall.
They gave a power point presentation (CG-14-31-00038
and CG-14-31-00043); showed an aerial photograph of the hall site (CG-14-31-00039)
and circulated an enlarged copy of one of the slides from the
presentation headed “Financial Summary” (CG-14-31-00042).
They responded to questions from the meeting.
The recommendations from this meeting would be
addressed by the council on 26 September and the second part of the power
point presentation for the Matapiro Hall (CG-14-31-00029) would be
included as an attachment to those recommendations.
They reported that the funding level being sought was
less than 50% of the total work being undertaken and the labour rate used in
the application had not been calculated at a very high rate.
Discussion took place regarding the effect of having the
entire site deemed to be a war memorial and how the council may be able to
assist in addressing this situation, as this was a council owned hall.
Submission 5 (Clive Community Hall) - Mary Hannan and Paul Chambers (Custodian/Treasurer) spoke to
the submission requesting funding to remove and replace kitchen units and
benches and responded to questions from the meeting. Three pages of
information was circulated in support of the submission (CG-14-31-00044).
The meeting was advised that the applicant was putting
$5,000 towards the total project cost. The kitchen did not have
commercial status but it was used by a large number of people.
The meeting then considered the report recommendations.
Parts “A” and “B” were addressed - with Part
“C” to be considered following Item 4 on the agenda. An
additional Recommendation “D” was added to address the Matapiro
Hall situation.
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Councillor
Kerr/Councillor Redstone
A) That the Rural Halls Subcommittee receives the report titled “Rural Halls Fund 2019/2020 Funding Round” dated 9 September 2019.
B) That the following grants be allocated from
the 2019/2020 Rural Halls Fund subject to the rural hall committees providing
evidence, to the satisfaction of the Community Grants Advisor, of their 50%
contribution to the total cost of their project:
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Hall
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Brief Project Description
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Request
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Twyford and Raupare Memorial Hall
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Carpeting walls to reduce damages and
provide better heating and improve the acoustics
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$6,950.00
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Sherenden Hall
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New water pump and cylinder to ensure
constant water supply to kitchen and bathrooms
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$808.18
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Waimarama Maraetotara Memorial Hall
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Replace main switchboard.
Install emergency lighting and smoke
alarms.
Replace Kitchen benches.
Replace hot water cylinder
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$10,435
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Matapiro
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Redecorate bathrooms areas to
encourage more people to use the facility
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$3,110.00
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Clive Community Hall
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Removal and replacement of kitchen
units and kitchen benches
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$4,697.92
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TOTAL
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$26,001.10
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CARRIED
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Councillor Kerr/Mr
Lester
D) Matapiro
War Memorial Hall
That
Council fully investigate the Matapiro
War Memorial land and all options that would allow the Matapiro community to
access a long term commercial lease to generate significant funds for the
future maintenance of the Matapiro War Memorial Hall and that a report on
options be brought to a future meeting for consideration.
CARRIED
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4.
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Rural Halls - Update on Condition of halls and the
implications of the Building (Earthquake - prone Buildings) Amendment Act
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(Document 19/833)
Officers spoke
to the agenda report and responded to questions from the Rural Halls
Subcommittee.
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Councillor Lyons/Ms
Wilson
A) That the Rural Halls Subcommittee receives the report titled “Hastings District Rural Halls - Building Status Report”
dated 9/09/2019.
B) That the Rural Halls Subcommittee
endorse the recommended priority actions as outlined in Table 3 of the report
as shown below:
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Hall name
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Estimated Cost Detailed Eng Assessment
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When by
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Estimate Remediation Cost
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Estimate General Maintenance Cost
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Priority
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Maraekakaho Church Hall
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$15,000
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2024
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$100,000
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$8,000
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1
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Tutira Hall
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$15,000
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2024
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$40,000
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$0
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1
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Waimarama Maraetotara Memorial Hall
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$15,000
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2024
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$40,000
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$100,000
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1
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Matapiro & District Recreation
Hall
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$15,000
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2024
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$25,000
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$30,000
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1
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Kaiwaka (Tareha) Hall
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$15,000
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2024
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$25,000
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$5,000
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2
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Pakowhai War Memorial Hall
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$15,000
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2024
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Unknown
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$3,000
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2
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Sherenden Hall
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$15,000
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2024
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Unknown
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$8,000
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2
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Kereru Hall
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$15,000
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2024
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Unknown
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$3,000
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3
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Total
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$120,000
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$254,000
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C) That the Rural Halls Subcommittee recommend that
the Council consider increasing the rural halls annual funding allocation
from $50,000 to $75,000 pa to assist in advancing the engineering assessments
and remedial building work to meet new building legislation – (Note:
2019/20 funding allocation was $60,000 due to the reserve amount from 2018/19
being included).
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) in a way that is most cost-effective for
households and business by: assisting the rural communities in improving the
condition of rural halls in terms of earthquake legislation and general
maintenance.
CARRIED
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5.
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Rural Halls Fund 2019/2020 Funding Round
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(Document 19/832)
The meeting
further addressed Agenda Item 5. Part “C” of the
recommendations was still to be addressed.
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Councillor Kerr/Councillor Redstone
C) That
the current Rural Halls Fund earthquake assessment
and strengthening budget ($30,000) and the Rural Halls Fund reserve
earthquake assessment and strengthening budget ($30,000) be used to complete
Earthquake Assessments on the halls recommended and prioritised by the Parks
and Property Services Team, as per their report dated Monday 9 September 2019
(19/746).
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.
CARRIED
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6. Additional Business Items
There were no additional business items.
7. Extraordinary
Business Items
There were no extraordinary business items.
________________________
The meeting closed at 12 noon
Confirmed:
Chairman:
Date:
Hastings District Council