TEMUKA & GERALDINE A & P ASSOCIATION INC PO Box 3049, Watlington, Timaru 7943 www.temukageraldineap.co.nz New Zealand Registered Charities No: CC 24915
14 August 2020
The Chief Executive Timaru District Council PO Box 522 Timaru 7940
Attention: Covid-19 Stimulus Fund
Dear Sir / Madam
COVID-19 STIMULUS FUND APPLICATION
The Temuka and Geraldine Agricultural & Pastoral Association Inc is now in its 147th year of annually presenting its Autumn Agricultural and Pastoral Show in March at the Winchester Domain. This is the only Agricultural & Pastoral Show in the Timaru District and is adapting and growing each year to bring rural and urban communities together for a fun day of entertainment and competitions.
The association is in the fortunate situation of having its own buildings based at the Winchester Domain / Showgrounds. There are five buildings on the grounds each with different uses. One of those buildings, which is the main building, is badly in need of major repair and the association is now undertaking the task to repair this building.
The association members are working hard on fund raising activities, but we cannot achieve our goals without the financial assistance of organisations such as yours.
The association now submits the attached application and we thank you for the opportunity to apply for funding.
If you require any further information, I can be contacted directly on 021 1515 237 or 03 693 8992 or by email [email protected]
Yours faithfully
Sandra McKenzie Association Treasurer Temuka & Geraldine Agricultural & Pastoral Association Inc
Secretary: Teresa Heap E: [email protected] P: 03 688 0777 or M: 027 488 0777 Bank Account: ANZ 01 0841 0006319 00 Page 393 TDC Stimulus Fund Applicaiton - Cover Letter 1
Section 1: Key Information
1.1 Project Title: Re-roofing of the main building at the Winchester Domain / Showgrounds at State Highway 1, Winchester.
1.2 Please provide your details:
Organisation Name: Temuka & Geraldine Agricultural & Pastoral Association Inc.
Organisation Address: PO Box 3049 Watlington Timaru 7943
Entity Type: Registered Charity CC 24915
Are you/your organisation GST registered: GST No. 11-238-742
Contact Name & Role: Sandra McKenzie – Association Treasurer
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Bank Account Details Temuka & Geraldine A & P Association Inc ANZ Bank, Temuka
1.3 Key Project Information:
Please provide a The project is a significant upgrade of the main existing building at the brief description Winchester Domain / Showgrounds. The building is now very old and of the project/ requires a major upgrade. This will be completed in 6 stages. This funding activity: application is for Stage 1 – Re-roofing.
The outcome will be a building which can be used primarily by the Temuka & Geraldine A & P Association, also as well as contributing to the wider community as a community asset that is available to all community well being and stimulating activity.
The project/activity will be located/based: Winchester Domain / Showgrounds
The start date of the project/activity will be: (01/11/2020)
The completion of the project/activity will be: (31/10/2021)
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Section 2: The Project
2.1 Please briefly explain the status of the project:
The project is at the planning stage, with Stage 1 – Re roofing to be started in November 2020.
2.2 Please provide or attach a project plan/schedule:
A Project Plan / Budget is attached.
2.3 Please provide an overview of the applicant’s relevant skills and experience for delivering projects of this nature:
The Project Team working committee consists of seven team members plus one advisor: Graeme King – Assn President Stephanie McCullough – Assn Senior Vice President Margaret King – Assn Life Member Peter McCullough – Assn Junior Vice President David Vincent – Assn Show Day Operations Manager Rosie Yeandle – Assn Co-Convenor Entertainment Sandra McKenzie – Assn Treasurer Charlie Hines – Building Advisor
The grounds and buildings are maintained by the association with regular days set aside throughout the year for general maintenance. The association has undertaken building projects in the past with the last being a purpose-built measuring shed in 2004.
The Project Team has a wide range of skills including finance, building, and electrical skills.
.4 Costs:
How much are you applying for? (NZD): $13,238.50 Plus GST
What is the total cost of the project? (NZD): $52,954.00 Plus GST
Is this Stimulus Fund critical to the project starting/happening ☐ Project Starting sooner/or being of better quality/or something else: ✓ Happen Sooner (please tick all relevant boxes) ☐ Better Quality ☐ Other ______
Will further funding be Further funding will be required as the project moves through required in the future: the various stages. The entire project is to be completed by the Associations 150th A & P Show in March 2024.
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Has this project previously No applied for funding from any other sources (e.g. Provincial growth Fund, Aoraki Foundation):
2.5 Please indicate where all funding is being or intended to be sourced from:
Source of funding: $ (NZD) Status/Commentary (ie. Received/confirmed)
Stimulus Fund (through this application) $13,238.50
(please specify all other sources of $ funding, including prior government funding)
Fundraising $25,000.00 Already completed by the Association
Fundraising $14,715.50 To be completed by November 2020
Total: $52,954.00
2.6 Please provide a high-level breakdown of your spend (GST exclusive) of the Stimulus Fund: (This will be bound to the funding agreement developed if the project is approved)
Cost Description: Payment Criteria: $ (NZD) Invoice Date:
Preliminary & $1,075.00 General
Materials $32,199.00
Labour $14,400.00
Edge Protection $5,280.00
Total: $52,954.00
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2.7 Has any public consultation been conducted:
No formal consultation has taken place, but informal talks have been held with local organisations.
2.8 Where the project utilises land, does the land have any other interests associated with it:
The land is owned by the Department of Conservation and leased from the Timaru District Council. The buildings are owned by the Temuka & Geraldine A & P Association.
2.9 Does the project have appropriate Resource Management Act and Building consents:
No consents are being sought as this project is to repair and upgrade the existing building.
2.10 When the project is delivered, what is the plan to operationalise the asset (if an asset), and maintain it throughout its life? If involvement is required from Council, please outline what might be required?
By upgrading the building, the association wish to make it more user friendly for the community to utilise and the ongoing hire fees will then generate the income required to maintain the building.
Section 3: Overall Benefits and Risks
3.1 Briefly outline the social, cultural, environmental and economic benefits of the project to the district and overall value for money:
Social The association has been approached by several organisations about the possibility of hiring the amenities dependant on upgrading the facilities to a better standard. A New Zealand wide organisation has also indicated that they would be interested in exploring the possibility of using these facilities if they were upgraded. This would bring more travellers to the district and help the economy.
Cultural The Winchester School utilise the Domain / Showgrounds and the facilities would continue to be available to any group that wishes to hire it.
The association’s annual show provides a showcase that provides entertainment for all cultures.
Our Association Show is unique to the area and is the only Agricultural & Pastoral Show in the Timaru District.
Environmental This is a lovely wide-open space that could be more appealing to the wider community with better facilities on the grounds.
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Economic The area would be self-funding with no further input required. The added incentive of having out of town people enjoying and exploring our district is exciting with the added bonus of financial reward for our local businesses, only adding to the importance of this project.
3.2 What procurement process has been undertaken (i.e. selection of a provider), or will be undertaken, and how will that be managed? In addition, please provide a description of how greater public value will be achieved through the procurement process, for example by considering one or more of the following: - How local businesses will be provided with opportunities - How skills will be developed locally - How waste / emissions are being reduced in this procurement The Temuka & Geraldine A & P Association is in the process of getting quotes for the upgrade to this building. The first priority is to make the building weatherproof, preventing any other damage and maintaining the building. The association will continue the upgrade in stages and apply for funding through other organisations as this progresses. Quotes are being sought from local organisations as the association believes in supporting our local community.
3.3 What is the expected contribution to local employment:
A team of 3-5 trades personnel will be required to physically re-roof the building. Materials will be sourced from local businesses adding to the number of man hours involved in this project which is currently estimated at approximately 500 hours.
As the further stages progress, more employment opportunities will become for local trades personnel.
3.4 What are the risks associated with the project? Each risk should be ranked as high, medium or low and include a short explanation as to why it was given that risk rating and how this might be addressed:
Risk Low/ Med/ Mitigation approach High
Medium The Project team and association members will do as much as possible with Rising Costs their skills set to assist the contractor.
Low / The Project team and association Medium members are prepared fundraise as much Funding not approved by as possible to ensure that this project is organisations completed.
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3.5 Please provide how the project contributes to existing strategies and meets customer/community demand or markets:
The Temuka & Geraldine Agricultural & Pastoral Association Inc are committed to a district where the land use and growth is sustainably managed to ensure a fantastic lifestyle and thriving economy with a strong local identity.
The Temuka & Geraldine A & P Association prides itself on the bringing together of like- minded people (rural and urban) with a passion for agricultural and pastoral excellence. The annual show has shown a rise in the gate takings over the last 7 years which indicates that the community is interested in supporting an event of this kind and we believe that it lessens the distance between the two life styles making the rural lifestyle more accessible to the urban dwellers.
Section 4: Attachments Please attach any additional information you consider necessary to support your application and specify what is attached:
✓ Funding Budget
✓ Verification of your bank account number
✓ Current Photograph of Building
✓ Artists Impressions
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Winchester Showgrounds – taken August 2020
Artist Impression
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Section 5: Declarations
I declare that: - I have read this form and fully understand the procedures, terms, conditions and criteria; - the statements in this application are true and the information provided is complete and correct and there have been no misleading statements or omission of any relevant facts nor any misrepresentation made; - the application involves an activity/project that is a lawful activity that will be carried out lawfully; - the applicant(s) is not in receivership or liquidation nor will the project be managed by an undischarged bankrupt or someone prohibited from managing a business; - I have secured all appropriate authorisations to submit the application, to make the statements and to provide the information in the application; - I understand that the falsification of information, supplying misleading information, or the suppression of material information in this application, may result in the application being eliminated from the assessment process and may be grounds for termination of any funding agreement awarded as a result of this application process. - If successful, I will provide a report to Council on the success or otherwise of the initiative, project or event, within three months of its completion. This will be public information to ensure accountability to the community on the use of the fund; - I consent to this application being made publicly available. I have indicated the information that I would prefer to remain private, subject that to the Local Government Official Information and Meetings Act; - I understand if an initiative, project or event does not progress within the 2020/21 financial year, the pledge shall be voided and funds reallocated by Council. - I acknowledge any funding will be subject to the conditions of the funding agreement to be determined at the sole discretion of Timaru District Council - I will provide any additional information required, as requested by Timaru District Council
Full Name: Sandra McKenzie
Title/Position: Association Treasurer
Organisation: Temuka & Geraldine Agricultural & Pastoral Association Inc.
Signature/E-Signature of applicant:
Signature/E-Signature of President:
Date: 14 August 2020
Page 11 Doc #1352478 v.2 Page 402 TDC Stimulus Fund Application 12 From: [email protected] Sent: Friday, 14 August 2020 5:07 PM To: Stimulus Fund Subject: RE: Temuka & Geraldine A & P Ass Inc Application Attachments: Quote # QU0674.pdf
Please find attached the one quote we have, which I omitted from the application. We are in the process of obtaining more quotes, but this is the only one to hand at this time.
Many thanks Sandra
From: Stimulus Fund Sent: Friday, 14 August 2020 2:48 PM To: '[email protected]' Subject: RE: Temuka & Geraldine A & P Ass Inc Application
Kia Ora,
Thank you for submitting your application to the Timaru District Council Stimulus Fund.
We are now preparing your application to be submitted to council and will be in touch should we require any further information.
Whilst we accept your application for the fund, we have noticed you haven’t supplied any quotes for the re‐roofing of the building. Could you please provide us with quotes, or otherwise explain why you are unable to at this time, by Monday the 17th of August. Please advise if this will not be possible and provisions can be made.
Please note, we require a representative of your project to be available at the Council meeting on the 1st of September when funding decisions are made. This will give you the opportunity to answer any questions the councilors may have in regards to your application. We will be in touch once applications close on the 14th of August to let you know the time to attend.
Feel free to get in touch if you have any further questions.
Ngā mihi,
Stimulus Fund
Timaru District Council | PO Box 522 | Timaru 7940 P: 03 687 7200 | W: www.timaru.govt.nz
From: [email protected]
Please find attached our covering letter and application form.
Thank you,
Sandra McKenzie Association Treasurer
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2 Page 404 Quote Date Winchester Showgrounds 04 Aug 2020 QUOTE Quote Number QU-0674
Reference Shed Re-roof
Description Quantity Unit Price Amount NZD New Roof Remove existing iron, Replace Purlins, Safety mesh and while building paper, fix new coloursteel 5-rib, Replace Ridge cap, Flashings, Fascia and spouting. Labour 1.00 14,400.00 14,400.00 Materials 1.00 32,199.00 32,199.00 Preliminary & General 1.00 1,075.00 1,075.00 Provisional Sum: Edge Protection 1.00 5,280.00 5,280.00 No allowance made to paint the fascia Subtotal 52,954.00 Total GST 15% 7,943.10 Quoted Total NZD 60,897.10 Total Net Payments 0.00 TOTAL NZD 60,897.10 Quote Expiry: 03 Oct 2020
Terms
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