HASTINGS DISTRICT COUNCIL
Rural Halls Subcommittee MEETING
Monday, 10 September 2018
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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 General Counsel or the Democratic Support Manager
(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 4 December 2017.
(Previously circulated)
4. Rural Halls Maintenance
- 2018/2019 Funding Round 5
5. Additional
Business Items
6. Extraordinary
Business Items
REPORT TO: Rural
Halls Subcommittee
MEETING DATE: Monday 10
September 2018
FROM: Community Grants & Projects
Advisor
Vicki
Berkahn
SUBJECT: Rural
Halls Maintenance - 2018/2019 Funding Round
1.0 SUMMARY
1.1 The
purpose of this report is to obtain a decision from the Rural Halls
Subcommittee on the allocation of funds to applicants to the Rural Halls
Maintenance Fund 2018.
1.2 The
Fields of Activity for the Rural Halls Subcommittee is to assist the Rural
Community Board by:
· Reviewing
applications for grants from the Rural Hall Community Fund;
· Recommending
the allocation of grants within the funding available;
· Recommending
changes in criteria for grants.
1.3 This
request arises from the need to allocate the annual Rural Halls Maintenance
fund to eligible applicants, in accordance with the Rural Halls Maintenance
Fund Policy.
1.4 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.
1.5 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.
1.6 This
report concludes by recommending that specific grant allocations are made to
eligible applicants to the Rural Halls Maintenance Fund 2018.
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. Council are responsible for 21 halls in the plains and rural
district of Hastings, which must be for the benefit of 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 April each year,
for allocation in the subsequent financial 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 In
the report to the Rural Halls Subcommittee 4 December 2017 a number of actions
were addressed as follows:
i. That
the Rural Halls Maintenance Fund Policy be updated to ensure that the $30,000
per annum component for earthquake strengthening be kept separate from the
funding for maintenance. The policy has been amended to reflect this (Attachment
2, section 1.4).
ii. That
the review of funding applications includes inspection of hall premises by
appropriate Officers as required, and that relevant matters are addressed in
the report for consideration by the Subcommittee. Table One includes the
Property Assets Team comments on the current applications, and the policy has
been amended to reflect this (Attachment 2, section 3.2).
iii. That
Officers develop a priority list for earthquake strengthening for the rural
halls. The EPB Methodology update for all rural halls is contained in
Attachment 4.
2.5 From
the 2017/2018 Rural Halls Maintenance Fund, there were 8 grants awarded over 2
meetings (11 September and 4 December 2017).
2.6 All
grants have been uplifted and work completed, except for the Maraekakaho
painting project, which was awarded the balance of the 2017/2018 fund at the 4
December 2017 meeting.
2.7 2017/2018
Grants:
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Applicant
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Project
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Grant
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Kaiwaka Hall
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Replacement
of a 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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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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Hot water
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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Maraekakaho
Church Hall
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Painting of
iron roof and hall exterior
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12,938
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3.0 CURRENT
SITUATION
3.1 The
Rural Halls Maintenance Fund Policy 2017 (Attachment 2) outlines the
administration of the fund which includes involvement by the Property Assets
Team to inspect each applicant hall and provide comments on relevant matters to
the Rural Halls Subcommittee for their consideration.
3.2 The
2018/2019 Rural Halls Maintenance Fund budget is as follows:
Rural Halls
Maintenance Fund $20,000
Earthquake
assessment and strengthening Fund $30,000
3.3 There
is also a Rural Halls Maintenance reserve fund which has a balance of $63,769
as at 30 June 2018.
3.4 The
reserve fund builds from carry-forwards of unused funds each funding round and
is used to fund projects which may have been delayed from previous funding
rounds, or priority projects where the funding requested exceeds the annual
available budget in any year.
3.5 Any
matters regarding the Building Act 2004, subpart 6A-Special provisions for
earthquake prone buildings are the responsibility of officers from
Council’s Regulatory Services Team. Officers are reviewing latest
changes to the Act and will report back at a later date as to what impact this
may have over our facilities and halls.
3.6 There
is one Hall with a current grant allocation from 2016 of $15,500 for
strengthening costs (Tutira Hall). However upon advice from Council this
project is on hold until the matters regarding the Building Act are decided
upon by Council.
3.7 An
Overview of Earthquake-prone Building Provisions is provided in Attachment 3
for information only.
3.8 There
are six applications to the 2018 Rural Halls Maintenance Fund as outlined
below:
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Hall
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Project
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Grant
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Te Awanga
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Roof repair to
meeting room
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$4,397
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Farndon Park
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Alterations to the
building interior layout and refinish interior.
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$3,361
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Twyford &
Raupare
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Install fire alarm and
monitoring system.
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$6,288
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Patoka
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Fit heat pump to improve comfort levels for school use.
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$1,733
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Pakowhai
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Earthquake strengthening
assessment.
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$10,000
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Maraekakaho*
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Earthquake strengthening
assessment.
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$10,500
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*Maraekakaho were awarded a grant of $12,938
(4 December 2017) for painting of roof and hall exterior which has not yet been
uplifted. Section 1.6 of the Rural Halls Maintenance Policy states
applicants generally have 12 months to uplift their grants.
3.9 Table
One attached provides further information on each application including
comments and recommendations from the Property Assets Team and Regulatory
Services Team.
3.10 Also
attached are recent Building Condition reports which are completed by the
Property Assets Team and include inspection of any maintenance
improvements. These assessments were completed in July and August 2018,
for Te Awanga, Farndon Park Domain, Twyford, Pakowhai, and Maraekakaho (Attachments
13 to 17).
4.0 OPTIONS
4.1 Option
One is to fund the six applications which have been inspected by the
Property Assets Team and recommended for funding.
4.2 Option
Two is to not fund any applications to the 2018 Rural Halls
Maintenance Fund.
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 – to fund the six applications which have been inspected by the
Property Assets Team, is able to be supported out of the available funds for
2018/2019 because the maintenance requests total $15,779, and the earthquake
assessment requests amount to $20,500. The respective budgets are $20,000
per annum for maintenance projects and $30,000 for earthquake
assessment/strengthening costs.
6.2 Option
Two - to not fund any applications to the 2018 Rural Halls
Maintenance Fund will have no budget implications but will not progress the
maintenance or strength of these halls.
7.0 PREFERRED
OPTION/S AND REASONS
7.1 Option
One - to fund the six applications which have been inspected by the
Property Assets Team, is the preferred option because there is available
budget; the projects have been recommended for approval by the Council’s
Property Assets Team; and these projects will progress the maintenance and
assessment required to enable continued use of these halls by the associated
rural communities.
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8.0 RECOMMENDATIONS
AND REASONS
A) That the
report of the Community Grants & Projects Advisor titled “Rural
Halls Maintenance - 2018/2019 Funding Round” dated 10/09/2018
be received.
B) That the following grants be allocated from the 2018/2019 Rural Halls Maintenance fund:
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Hall
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Project
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Grant
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Te Awanga
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Roof repair to
meeting room
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$4,397
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Farndon Park
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Alterations to the
building interior layout and refinish interior.
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$3,361
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Twyford
& Raupare
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Install fire alarm and
monitoring system.
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$6,288
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Patoka
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Fit heat pump to improve comfort levels for school
use.
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$1,733
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Total Maintenance
Grants:
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2018/2019
budget $20,000
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$15,779
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Pakowhai
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Earthquake strengthening
assessment.
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$10,000
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Maraekakaho
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Earthquake strengthening
assessment.
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$10,500
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Total
earthquake assessment/ strengthening grants:
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2018/2019
budget $30,000
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$20,500
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Total
Grants 2018
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Total
budget 2018/2019 $50,000
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$36,279
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C) That
these grants are subject to confirmation of actual quotes where estimates
have been provided.
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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Table One - 2018 Rural Halls Applications
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COP-01-02-18-970
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2
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Rural Halls Policy
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COP-01-02-17-951
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3
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Overview of Earthquake-prone Building Provisions
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REG-2-9-18-3221
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4
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Rural Halls Maintenance Fund - Hastings District
Rural Halls as at October 2017
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COP-01-02-17-954
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5
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Te Awanga Hall
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COP-01-9-5-18-3
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Under Separate Cover
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6
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Revised quotation Te Awanga hall roofing
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COP-01-02-18-969
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Under Separate Cover
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7
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Farndon Park Domain
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COP-01-9-5-18-4
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Under Separate Cover
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8
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Revised quotation - Farndon Park
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COP-01-02-18-971
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Under Separate Cover
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9
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Twyford and Raupare Hall
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COP-01-9-5-18-5
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Under Separate Cover
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10
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Patoka Hall
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COP-01-9-5-18-6
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Under Separate Cover
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11
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Pakowhai Hall
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COP-01-9-5-18-2
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Under Separate Cover
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12
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Maraekakaho Hall
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COP-01-9-5-18-7
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Under Separate Cover
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13
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Rural Hall Survey - Maraekakaho
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CFM-01-1-1-18-1138
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Under Separate Cover
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14
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Rural Hall Survey - Te Awanga
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CFM-01-1-1-18-1139
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Under Separate Cover
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15
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Rural Hall Survey - Farndon Park Domain Hall
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CFM-01-1-1-18-1140
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Under Separate Cover
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16
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Rural HallSurvey - Pakowhai
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CFM-01-1-1-18-1142
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Under Separate Cover
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17
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Twyford & Raupare Memorial Hall
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CFM-01-1-1-18-1143
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Under Separate Cover
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Hastings District
Council
