Agenda of Rural Halls Subcommittee Meeting

Monday, 24 May 2021

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council:

Rural Halls Subcommittee Meeting

Te Rārangi Take
Report to Rural Halls Subcommittee

Nā:

From:

Kevin Carter, Community Grants and Partnerships Advisor

Te Take:

Subject:

Rural Halls Maintenance Fund 2021

1.0 Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

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 Fund 2020.

1.2 This report contributes to the purpose of local government by primarily promoting social wellbeing and more specifically through the Council’s strategic objective by ensuring that the District heritage is conserved for future generations.

1.3 This report concludes by recommending that specific grant allocations are made to eligible applicants to the Rural Halls Maintenance Fund 2020.

2.0 Recommendations - Ngā Tūtohunga

A) That the Rural Halls Subcommittee Meeting receive the report of the Community Grants and Partnerships Advisor titled Rural Halls Maintenance Fund 2021 dated 24 May 2021

B) That the following grants be allocated from the 2021/2022 Rural Halls Fund:

Hall	Brief Project Description	Request

C) That the following grants be declined from the 2021/2022 Rural Halls Fund:

Hall	Brief Project Description	Request

3.0 Background – Te Horopaki

3.1 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 is responsible for 21 halls in the plains and rural district of Hastings, which must be for the benefit of the rural community.

3.2 The Rural Halls Fund has an annual allocation of $50,000 (excluding GST) to be distributed as grants to rural halls of Hastings District. This is an annual funding round which normally opens in April each year, for allocation in the subsequent financial year.

3.3 The annual Rural Halls Fund budget is split in two sections:

· $20,000 for Council contribution to maintenance projects per year

· $30,000 for Council contribution to earthquake assessments and subsequent strengthening work per year

3.4 The Rural Halls Fund Policy 2017 outlines the administration of the fund.

3.5 The Rural Hall Subcommittee made an amendment to the Rural Halls Fund Policy in 2020, removing the need for the hall to have 50% funding, some halls have still outlined how they are contributing to the overall costs, and this can be seen in their applications (Attachment 1).

3.6 The Rural Halls Subcommittee will still favour applications that show the halls have made or attempted to make a financial contribution to the Hall.

4.0 Discussion – Te Matapakitanga

4.1 The 2021 Rural Hall Maintenance Fund opened on the 1^st April and closed on the 30^th April

4.2 Three applications have been received

4.3 All the applications have been assessed by the HDC Building Team and deemed acceptable and achievable

4.4 The full applications are contained (Attachment 1).

4.5 The applications are listed in order of date received.

4.6 The current Rural Halls Fund available budget is $$52,718.12 and is made up as follows:

Rural Halls Fund Maintenance 21/22	$20,000
Rural Halls Fund Reserve Maintenance	$2,718.12
TOTAL Available for Maintenance	$22,718.12
Rural Halls Fund Earthquake assessment and strengthening 21/22	$30,000
Rural Halls Fund Reserve Earthquake assessment and strengthening	-$4,124.00
TOTAL Available for Earthquake	$25,876.00
Total Available (*excluding GST)	$48,594.00

4.7 The two reserve funds build from carry-forwards of unused funds each funding round and can be 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.

4.8 There are 3 applications in total, totalling $26,290.46.

4.9 We received 3 applications totalling $26,290.46 to the2021 Rural Halls Fund with a maintenance focus,

2021 Rural Halls Fund Applications (maintenance)
	Hall	Project	Request
1	Kereru Hall Society	Roof repairs	8,619.11
2	Waimarama Maraetotara Memorial Hall	Amenities upgrade	10,000.00
3	Maraekakaho Church Hall Trust	External repairs, maintenance and painting of the stage end of the hall	7,671.35
TOTAL: Currently available for Maintenance:			$26,290.46 $22,718.12

4.10 We received 0 application totalling $0 to the 2021 Rural Halls Fund with an earthquake assessment and strengthening focus:

2021 Rural Halls Fund Applications (earthquake)
	Hall	Project	Request
1			$0.00
TOTAL Currently available for earthquake strengthening :			$0.00 $30,000.00

4.11 In March 2020 the following halls were successful in additional PGF Funding:

*2020 PGF successful applicants*
	*Hall*	*Project*	*Received*
1	Waikare & Districts sports club Incorporated	Roof Repairs	$84,663
2	Kereru Hall Society	Flooring	$11,280
3	Cape Coast Community Group (Te Awanga)	Flooring	$2,908
4	Kaiwaka Public Hall Board	Painting	$4,246
5	Poukawa Hall Committee	Hall upgrade	$34,400
6	Matapiro District Recreation Society	Roof	$18,963
7	Maraekakaho Hall	Electric and upgrade	$132,489
		*TOTAL*	*$288,949*

4.12 In November 2020 the following halls were successful in HDC Rural Halls Funding:

*2020 successful applicants*
	*Rural Hall*	*Project*	*Received*
1	Patoka Memorial Hall	Bathroom refurbishment	$3,750.00
2	Tutira community Hall	Re piling	$64,124.00
3	Twyford Raupare Recreation Hall	Hall upgrades	$39,626.76
4	Kereru Hall Society	Upgrading the electricity	$4,241.28
5	Sherenden Hall Society Inc	Rainwater and gutters project	$7,000.00
6	St Therese Hall Whakatu Trust	General Hall Maintenance	$1,300.00
			$120,042.04

5.0 Options – Ngā Kōwhiringa

Option One - Recommended Option - Te Kōwhiringa Tuatahi – Te Kōwhiringa Tūtohunga

5.1 Option One - Recommended Option - Te Kōwhiringa Tuatahi – Te Kōwhiringa Tūtohunga

Option One is for the committee to decide on the applications they wish to fund from the 3 applications, this is the preferred option because these projects will progress the maintenance that is required to enable continued use of these halls. The projects have been recommended for approval by the Council’s Property Assets Team and by the associated rural communities.

5.2 Option Two – Status Quo - Te Kōwhiringa Tuarua – Te Āhuatanga o nāianei

Option Two is to not fund any applications to the 2020/21 Rural Halls Fund.

5.3 Option Three – Te Kōwhiringa Tuaturu

Option Three is to fund some of the applications to the 2020/21 Rural Halls Fund. Each application is an individual application, any combination of applications can be accepted.

6.0 Next steps – Te Anga Whakamua

6.1 If approved a funding agreement will be drawn up between each of the groups and Council outlining the roles and responsibilities of each party.

6.2 Upon receiving the signed funding agreement and invoice from the group, payment will be made in line with the Council’s finance policy.

6.3 At the end of the project the group is required to submit an accountability report to ensure the funds were spent correctly as per their funding agreement.

Attachments:

1 ⇩

Rural Halls Maintenance Fund Applications 2021

COP-01-9-6-21-25

Summary of Considerations - He Whakarāpopoto Whakaarohanga

Fit with purpose of Local Government - E noho hāngai pū ai ki te Rangatōpū-ā-Rohe

The Council is required to give effect to the purpose of local government as set out in section 10 of the Local Government Act 2002. That purpose is to enable democratic local decision-making and action by (and on behalf of) communities, and to promote the social, economic, environmental, and cultural wellbeing of communities in the present and for the future.

This proposal promotes the Social wellbeing of communities in the present and for the future.

Māori Impact Statement - Te Tauākī Kaupapa Māori

There are no known impacts for Tangata Whenua

Sustainability - Te Toitūtanga

N/A

Financial considerations - Ngā Whakaarohanga Ahumoni

This has been budgeted for and allocations are within budget.

Significance and Engagement - Te Hiranga me te Tūhonotanga

The matters within this report do not trigger the thresholds within Council’s significance policy.

Consultation – internal and/or external - Whakawhiti Whakaaro-ā-roto / ā-waho

Internal engagement with the Building and Property Services Team.

There has been no external engagement, although this funding is open to all Halls and has been advertised publicly.

Risks

There are no risks linked to this report

Rural Community Board – Te Poari Tuawhenua-ā-Hapori

This report is for the Rural Halls Subcommittee, which includes members of the Rural Community Board

Te Rā Hui: Meeting date:	Monday, 24 May 2021
Te Wā: Time:	1.00pm
Te Wāhi: Venue:	Landmarks Room Ground Floor Civic Administration Building Lyndon Road East Hastings
Te Hoapā: Contact:	Democracy and Governance Services P: 06 871 5000 \| E: democracy@hdc.govt.nz
Te Āpiha Matua: Responsible Officer:	Group Manager: Community Wellbeing & Services – Rebekah Dinwoodie

Nga mema o te Komiti Komiti Subcommittee Members:	Heamana Chair: Nick Dawson Marcus Buddo, Sue Maxwell and Jonathon Stockley Ngā KaiKaunihera Councillors: Tania Kerr (Deputy Chair), Sophie Siers, Alwyn Corban and Ann Redstone
Tokamatua: Quorum:	4 members
Apiha Matua Officer Responsible:	Group Manager: Community Wellbeing & Services – Rebekah Dinwoodie
Te Rōpū Manapori me te Kāwanatanga Democracy & Governance Services:	Jackie Evans (Ext 5018)

1.0	Apologies & Leave of Absence – Ngā Whakapāhatanga me te Wehenga ā-Hui 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.
2.0	Conflict of Interest – He Ngākau Kōnatunatu 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 Manager: Democracy and Governance (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.
3.0	Confirmation of Minutes – Te Whakamana i Ngā Miniti Minutes of the Rural Halls Subcommittee Meeting held Monday 30 November 2020. (Previously circulated)
4.0	Rural Halls Maintenance Fund 2021	5
5.0	Minor Items – Ngā Take Iti
6.0	Urgent Items – Ngā Take Whakahihiri

Item 4 Rural Halls Maintenance Fund 2021
Rural Halls Maintenance Fund Applications 2021	Attachment 1

Rural Halls Subcommittee – Terms of Reference