Horowhenua Rural Halls Fund
The Rural Halls Fund was established in 1989 specifically for the purpose of financially supporting ten Horowhenua (County) Rural Hall Societies with maintenance for the halls they manage.
The nine original hall societies remaining today are the top priority for funding from this Fund and are referred to as Tier One applications.
Other Horowhenua community hubs, marae and facilities can apply, but will be given lower priority and should apply to the Tier Two applicant category.
This grant will be open for one funding round in the 2023 – 2024 financial year that opens on 1 August 2023 and closes at 11.59pm on 31 August 2023
(Note: Projects cannot begin before 1 November 2023).
Who can apply?
Tier One Applicants:
- Ihakara Hall
- Ōhau Hall
- Opiki Hall
- Manakau Hall
- Tokomaru Hall
- Poroutawhao Hall
- Koputaroa Hall
- Moutoa Hall
- Mangahao Hall (Mangaore)
Tier Two Applicants:
Other non-profit groups that maintain community halls/hubs/marae/facilities for public use in the Horowhenua where there is no Rural Hall within a reasonable distance may also be eligible for a Rural Halls Fund (e.g. Waitārere Beach and Foxton Beach).
Rural Halls Fund Criteria
When considering Rural Halls Fund allocations, Council’s Funding and Recognition Subcommittee will use the following criteria:
Council has determined that the following priorities will be applied in the assessment of applications lodged:
- Priority One - Any project that is directly related to protecting the overall integrity of the hall structure - this covers replacement of roofing/repainting of roof, replacement of cladding/repainting of exterior, provision/repair to water and waste water services and upgrading of/improvements to power supply.
- Priority Two - Projects involving the interior upgrading of the hall, including repainting/repairs of interior linings, ceiling and floor structures, repairs to/replacement of windows to a more maintenance free and secure arrangement, together with the upgrading of toilet facilities to lower maintenance, water conserving units and provision of new, more modern ovens.
- Priority Three - Projects that generally improve the visual appearance of the hall interior, i.e. floor coverings (carpet, vinyl, etc.), kitchen cupboards, improved lighting with energy conservation capabilities, and seating.
It is the expectation of the Community Funding and Recognition Committee that applicants will be required to meet a greater proportion of the costs associated with projects falling into categories 2 and 3 unless they pose a health and safety risk to users. If this is proven, a higher priority will be considered.
Applicants must complete all questions on their application, supplying copies of all supporting documentation. Where there is missing information or documentation the applicant should explain why. Incomplete applications may result in a request for financial assistance being declined. While the grant remains open for applications, Council Officers may attempt to give applicants an opportunity to rectify missing elements but no guarantee is given in this regard and no request for extra information infers eligibility for a grant.
Photographs of the particular project area to assist the Funding and Recognition Committee in assessing the nature of the request are also appreciated along with any plans prepared.
The Funding and Recognition committee may require an Applicant to provide further information in support of their grant application, if applicable, a Council Officer will be in touch with you.
All successful applicants are accountable for Council funding according to the below terms and conditions. No less than ten (10) months after funding is awarded, successful applicants must have completed the project and the requisite accountability form, attaching copies of all receipts (A receipt is required for any budget line item amounting to $250 or more).
Failure to provide adequate and timely reporting on funding may preclude further applications to grants administered by the Horowhenua District Council.
Any significant changes to the proposed project must be advised to the fund administrator immediately. Where partial funding is granted, unless otherwise expressed in writing, the applicant agrees (when uplifting the grant) that reduced funding will not affect the project as described in the application, despite shortfall.
If the application is successful, recognition of Horowhenua District Council's fund must be made in any advertising or promotion of the applicant's project. Applicants should attach all supporting documentation that could assist the Horowhenua Community Funding and Recognition Committee in their selection process.
In all cases applicants must include:
- Written quotes for each expense item in your project budget that have a cost of over $250. Local suppliers should be used where possible. Where a preferred quote is not the least expensive quote provided, this should be indicated by the applicant.
- A copy of your organisations latest financial statements (accounts) that includes disclosure of financial assistance received from other sources. Funds tagged for specific purposes must be clearly identified. Horowhenua District Council reserves the right to request that an applicant’s financial accounts are reviewed or audited as a condition of any grant awarded.
- An up to date bank document that clearly shows an account number and the name of the applicant organisation (or parent body).
Terms and Conditions
- A grant recipient must:
a. Spend the grant within nine (9) months of a grant request being approved, within the approved time frame specified in the Accountability Reporting and Payments schedule or upon request by HDC (whichever comes first). Payment of any subsequent grants may not be made until all milestone accountability reporting requirements are met in full.
b. Spend the grant only for the purpose(s) approved by, and subject to any conditions imposed by, the Horowhenua District Council’s Community Funding and Recognition Committee.
c. Return to the HDC any portion of the grant that is not spent on the approved purpose(s). If the grant payment includes GST, the grant recipient must also return the GST component of the grant.
d. Make any files or records relating to the activity or project available for inspection within 10 working days if requested by HDC.
e. Keep financial records that demonstrate how the grant was spent for five (5) years after the end of the agreement term.
f. Acknowledge the receipt of the HDC grant as a separate entry in its financial statements, or in a note to its financial statements.
g. Inform HDC of any changes that affect the organisation’s ability to deliver the activity(ies) or project(s) (eg changes to financial situation; an intention to wind-up or cease operations; or any other significant event, before the grant has been fully used.
h. Agree to notify HDC if any of the grant money is stolen or misappropriated and to consider if Police charges need to be laid.
i. Agree that HDC have authority to publish that the grant has been made to the grant recipient for the approved purpose.
- During the term of this agreement a grant recipient may request a variation to the purpose, term, or conditions of this agreement. This needs to be requested before any expenditure, failure to do so will be treated as non- compliance with grant terms and conditions.
- A grant must not be spent on any item that falls within the exclusions outlined by HDC.
- Failure to comply with any of the terms and conditions within this agreement, or the provision of false information in the request may result, without limitation, in Horowhenua District Council terminating this agreement and:
a. Requiring repayment of all or part of the grant.
b. Withholding payment of this and other HDC administered funds until issues are resolved.
c. Imposing additional terms and conditions before any HDC funding is approved.
d. Recommending to the Community Recognition & Funding committee, to decline future funding.
- For the purpose of gaining or providing information relevant to the funding of the organisation, the HDC may disclose to, or obtain information from, any other government department or agency, private person or organisation.
- The HDC is subject to the Official Information Act 1982 and may be required to release information unless there is good reason under the Act to withhold the information.
- A reduced level of funding (partial funding) may be offered by Council, particularly when demand on the grant scheme is high. Where partial funding is awarded and subsequently uplifted by an applicant, the applicant agrees that the project can be completed despite the immediate shortfall. Applicants are given time to consider any funding awarded to them before uplifting.
- The decision of the Horowhenua Community Funding and Recognition Committee is final and not open to negotiation. If the Hall Society’s position changes with respect to the submitted project then this should be advised to the Grant Scheme Administrator as soon as possible along with a formal request for the approved funding purpose to be modified. This will be referred to the Horowhenua Community Funding and Recognition Committee for determination.