Description: COAT-ARM Hastings District Council

 

Civic Administration Building

Lyndon Road East, Hastings

Phone:  (06) 871 5000

Fax:  (06) 871 5100

WWW.hastingsdc.govt.nz

 

 

 

 

Open

 

A G E N D A

 

 

Rural Halls Subcommittee MEETING

 

 

 

Meeting Date:

Monday, 10 September 2018

Time:

1.00pm

Venue:

Landmarks Room

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

 

Subcommittee Members

Chair: Mr P Kay

Mr N Dawson, Mr M Lester and Mrs S Maxwell

Councillors Kerr, Lyons, Heaps and Redstone

(Quorum=4)

Officer Responsible

Group Manager: Asset Management – Craig Thew

Committee Secretary

Carolyn Hunt (Ext 5634)

 


Rural Halls Subcommittee – Terms of Reference

A Subcommittee of the Rural Community Board.

Fields of Activity

The Rural Halls Subcommittee is responsible for assisting 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.

Membership

Chairman – Chairman of the Rural Community Board

Rural Community Board Members

2 Heretaunga Ward Councillors

 

Quorum - 4 Members

 

Delegated Powers

·         Reviewing Application for Grants from the Rural Hall Maintenance Fund. 

·         Recommending the allocation of grants within the allocated funding. 

·         Recommending changes in criteria for grants from the Rural Hall Maintenance Fund.

 


 

HASTINGS DISTRICT COUNCIL

 

Rural Halls Subcommittee MEETING

 

Monday, 10 September 2018

 

VENUE:

Landmarks Room

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

TIME:

1.00pm

 

A G E N D A

 

 

 

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 

 

 

     


File Ref: 18/588

 

 

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:

Applicant

Project

Grant

Kaiwaka Hall

Replacement of a hot water cylinder and installation

$1,788

Te Awanga Hall

Installation of a heat pump into the meeting room

$1,380

Clive Community Hall

Upgrade of electrical fittings to gain certificate of compliance

$610

Waimarama/Maraetotara Hall

Repair of leaking roof

$6,040

Pakowhai Hall

Stormwater upgrade

$1,500

Kereru Hall

Hot water system and urinal upgrade

$5,828

Waikare & Districts Sports Club

Water system and coolstore repair and replacement costs

4,119

Maraekakaho Church Hall

Painting of iron roof and hall exterior

12,938

 

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:

 

Hall

Project

Grant

Te Awanga

Roof repair to meeting room

 

$4,397

Farndon Park

Alterations to the building interior layout and refinish interior.

$3,361

Twyford & Raupare

Install fire alarm and monitoring system.

$6,288

Patoka

Fit heat pump to improve comfort levels for school use.

$1,733

Pakowhai

Earthquake strengthening assessment.

$10,000

Maraekakaho*

Earthquake strengthening assessment.

$10,500

*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.

 

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:

 

Hall

Project

Grant

Te Awanga

Roof repair to meeting room

 

$4,397

Farndon Park

Alterations to the building interior layout and refinish interior.

$3,361

Twyford & Raupare

Install fire alarm and monitoring system.

$6,288

Patoka

Fit heat pump to improve comfort levels for school use.

$1,733

Total Maintenance Grants:

2018/2019 budget $20,000

$15,779

Pakowhai

Earthquake strengthening assessment.

$10,000

Maraekakaho

Earthquake strengthening assessment.

$10,500

Total earthquake assessment/ strengthening grants:

2018/2019 budget $30,000

$20,500

Total Grants 2018

Total budget 2018/2019 $50,000

 

$36,279

 

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.

 

 

Attachments:

 

1

Table One - 2018 Rural Halls Applications

COP-01-02-18-970

 

2

Rural Halls Policy

COP-01-02-17-951

 

3

Overview of Earthquake-prone Building Provisions

REG-2-9-18-3221

 

4

Rural Halls Maintenance Fund - Hastings District Rural Halls as at October 2017

COP-01-02-17-954

 

5

Te Awanga Hall

COP-01-9-5-18-3

Under Separate Cover

6

Revised quotation Te Awanga hall roofing

COP-01-02-18-969

Under Separate Cover

7

Farndon Park Domain

COP-01-9-5-18-4

Under Separate Cover

8

Revised quotation - Farndon Park

COP-01-02-18-971

Under Separate Cover

9

Twyford and Raupare Hall

COP-01-9-5-18-5

Under Separate Cover

10

Patoka Hall

COP-01-9-5-18-6

Under Separate Cover

11

Pakowhai Hall

COP-01-9-5-18-2

Under Separate Cover

12

Maraekakaho Hall

COP-01-9-5-18-7

Under Separate Cover

13

Rural Hall Survey - Maraekakaho

CFM-01-1-1-18-1138

Under Separate Cover

14

Rural Hall Survey - Te Awanga

CFM-01-1-1-18-1139

Under Separate Cover

15

Rural Hall Survey - Farndon Park Domain Hall

CFM-01-1-1-18-1140

Under Separate Cover

16

Rural HallSurvey - Pakowhai

CFM-01-1-1-18-1142

Under Separate Cover

17

Twyford & Raupare Memorial Hall

CFM-01-1-1-18-1143

Under Separate Cover

 

 

 


Table One - 2018 Rural Halls Applications

Attachment 1

 

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Rural Halls Policy

Attachment 2

 

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Overview of Earthquake-prone Building Provisions

Attachment 3

 

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Rural Halls Maintenance Fund - Hastings District Rural Halls as at October 2017

Attachment 4

 

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