KOMITI O NGA RAHUI - ratana communal board of trustees

“Kia Whai Kororia, Hareruia kia Ihoa o Nga Mano Matua, Tama, Wairua Tapu me ngā
Anahera Pono, tatu ki ngā Tuakana Wairua, Te Arepa, Te Omeka, Piri Wiri Tua,
Hamuera, ko te Mangai kei roto aia nei, ake nei, ae!”
KOMITI O NGĀ RAHUI
RATANA COMMUNAL
BOARD OF TRUSTEES
Hui Whakapumau Report
4th April 2015
1
HE MAUMAHARA TENEI O TO TATOU WHAEA TE MEMA PUMAU O
TE KOMITI O NGA RAHUI – RATANA COMMUNAL BOARD OF
TRUSTEES
KO BETTY HOHIPERA RONGONUI-MEIHANA
O te raa e te Whaea moe mai raa i roto
i ngaa ringaringa o ngaa Ariki
Ka mihi ki o tatou tini mate
Ka aroha atu hoki kia ratou kaore i uru mai
Ki roto ki tenei tau hou,
Noreira hoki atu ki te kainga tuturu o taua o te tangata
Haere, haere, haere,
Moe mai i roto I te kahui Ariki – Wairua
2
RIPOATA O TE HEMANA
Kia Whai Kororia Hareruia kia Ihoa o Nga Mano, Matua, Tama,
Wairua-Tapu me nga Anahera-Pono me te Mangai
hei tautoko mai aianei akanei Ae!
E te Tumuaki tena koe, e te Hemana me te Hekeretari tena korua, e nga Pou me nga
Morehu tena tatau katoa.
First I give all praise and thanks to our Heavenly Father for his consistent blessings over
the last 12 months and our condolences’ to those who have lost loved ones may Ihoa
continue to bless you all and give you strength Mangai tautoko Ae!
Once again I give thanks to our members who volunteer their time and energy to work
tirelessly in looking after our buildings and reserved lands.
Buildings
Every year the board has minimised its workload and focused on what MUST be done.
The Boiler and Temepara is this year’s priority as outlined in our report. However,
despite our lack of finances we believe there is a solution for every difficulty.
100th Anniversary 8th November 2018
We have a lot of work ahead of us in preparation for this occasion. It falls on a
Thursday and carries on until Sunday 11th.
To this end a planning committee will be formed with the intention of organising a
matoro to discuss the plan. We look forward to some positive feedback and support.
Land
We have always had Reserves Trustees. That is Trustees of all of the land areas used
for church purposes and upon which we have our church buildings. Historically the
Trustees were also active members of the Ratana Communal Board of Trustees.
Today we only have 2 trustees being Sonny Tamou (Snr) and Jack John Smith, and
sadly we lost Aunty Betty recently.
At a meeting held in 2014 it was accepted that the whanau assume 100% of the land
Trusteeship for safety purposes and the Ratana Communal Board assume Trusteeship
of all church buildings on behalf of the Morehu. Thus the rationale for the board to
restructure itself and to solidify its position.
Attached is draft Constitution for your feedback before we submit to Charities
Commission.
3
Turetangata Kaupapa A Mahi
In our restructuring this development is in its teething stages and although KOMITI O
NGA RAHUI is in fact still the Communal Board we are considering that it be the arm
that works with the Morehu and with those organisations that deal with turetangata
matters. This issue was a directive from the Tumuaki and we have come to Hui
Whakapumau to ask for feedback on how this could happen.
No reira e nga Morehu, katoa e runga e te ingoa o te Matua, Tama, Wairua-Tapu me
nga Anahera-Pono me te Mangai hei tautoko mai aianei akanei Ae!
Joyal Tainui Pene
Hemana
KOMITI O NGA RAHUI – RATANA COMMUNAL BOARD.
4
DRAFT
CONSTITUTION AND RULES
FOR THE
RATANA COMMUNAL BOARD OF TRUSTEES
April 2015
5
INTERPRETATION – In these rules unless the context requires a different interpretation
1. Ratana Communal Board of Trustees (RCBOT) means the board of trustees
2. Court means the Māori Land Court of New Zealand, Aotea District
3. Financial Year means the end of the financial year as determined by the Ratana
Communal Board of Trustees when the financial accounts and records are
closed off for review.
4. General Meetings means regular monthly meetings held by the Ratana
Communal Board of Trustees
5. Hui Whakapumau means the annual Synod of the Ratana Church
6. May means it is at the discretion of whoever is responsible to carry out the rule.
7. Publicly Notified means publicly notified under the public notices section in the
Wanganui Chronicle and advertised 14 days and then again 7 days before the
Annual General Meeting. Publicly notified may also include notices distributed
within Ratana Pa.
8. Shall means that there is a legal, mandatory, or compulsory requirement to carry
out the rule.
9. Special Meetings means meetings of the Ratana Communal Board of Trustees
(from here on referred to as RCBOT) held for a specific purpose/reason.
10. Trusts means the purpose or conditions established by the trust orders and or
conditions that trust funds are acquired. This will include any subsidiary bodies
formed to carry out specific duties under the DIRECTION OF the RCBOT.
11. Vesting orders: Person/s named as trustees responsible for administrating the
said land and buildings according to the Trust Orders.
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PART ONE:
1.
NAME
The name of the trust is
Ratana Communal Board of Trustees abbreviated or referenced as RCBOT
2.
DUTIES AND RESPONSIBILITIES OF THE TRUSTEES
“The RCBOT shall be charged with the duties and responsibilities of the proper
care, development, upkeep, maintenance and repair of the said land and all
buildings and other improvements thereon.”
“The RCBOT shall be responsible for ensuring that all requirements, requisitions,
and by-laws of the Medical Officer of Health or other statutory authority or local
authority and all requirements of any regulations for the time being in force
relating to Māori Reservations are duly complied with.”
PART TWO: ADMINISTRATION
Administration is additional to the vesting and trust orders set by the Māori Land
Court, Aōtea District, and provide rules for the administration and management of
the Communal Board who have formed and operational arm called Ratana
Communal Board of Trustees.
1.
POWERS AND DUTIES OF THE TRUSTEES
a) To adhere to and execute all trust orders set down by the Māori Land Court,
Aōtea District on the 11 April 1958 and any subsequent orders made by the
court.
b) To accept ownership of any property, assets, or funds, donated, gifted or
bequeathed and accepted by the RCBOT.
c) To administer any donations, gifts, or bequests made to and accepted by the
RCBOT
d) To generally execute and carry out all powers and duties that is necessary to
administer and manage the affairs of the RCBOT according to the laws of
New Zealand.
e) To uphold the absolute authority of the President of the Ratana Church as the
representative head for the adherents of the Ratana Movement.
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f) To submit a report on the administration, management, and affairs of the
RCBOT to Hui Whakapumau.
g) To engage, employ and dismiss managers, secretaries, servants, agents,
workmen, solicitors, accountants, or other consultants, surveyors, engineers,
valuers and other professional advisors required to carry out the powers of
the Trust.
h) To invest all or any of the money upon any securities in which Trust funds
may be invested by Trustees in accordance with the Trustee Act 1956 or in
accordance with any other statutory authority
i) To enter into arrangements or agreements or contracts with any other person
or organisation.
2.
TRUSTEES
2.1
Composition
The composition or number of trustees shall be no less than five and no more
than seven.
2.2
Eligibility of Trustees
a) Trustees shall be an adherent of the Ratana Movement.
b) Trustees shall be over the age of eighteen years.
c) Trustees must be eligible according to any rules of the Māori Land Court,
Aōtea District.
2.3 Election of Trustees
a) Trustees shall be elected from an Annual General Meeting to be held at
Ratana Pa subject to compliance with rules above.
b) Trustee’s nominations shall be made in writing, signed by the nominee and at
least one other person supporting the nomination. Nominee must meet
criteria of 2.2 a) above.
c) All trustee nominations shall be forwarded to the Secretary of the RCBOT and
receipted at lease two clear days before an Annual General Meeting.
d) Should the trustee nominations not exceed seven in total then all nominations
shall be accepted as trustees.
e) Should the trustee nominations exceed seven in total an election of trustees
shall be held at the Annual General Meeting.
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f) The Chairperson of the Annual General Meeting shall determine the election
process by ballot or show of hands.
g) The Chairperson shall not exercise a casting vote.
h) There shall be no voting by proxy.
i) Adherents of the Ratana Movement may attend and vote at an Annual
General Meeting.
2.4
Appointment and Replacement of Trustees
a) The term of office for any trustee shall be three years or until the third Annual
General Meeting after the Annual General Meeting at which they were
appointed.
b) Trustees may put themselves forward for election at the end of their term of
office.
c) Due to resignation, bankruptcy, insanity, or incapacity, the RCBOT may coopt a replacement trustee to fill any vacancy until the next Annual General
Meeting.
d) The RCBOT may remove any Trustee from the Board if any Trustee is absent
from three consecutive meetings of the Board without an apology being
lodged with the Secretary of said board.
e) The removal of any trustee and/or the appointment of a co-opted trustee shall
be passed by resolution at a special meeting of the Communal Board called
for that purpose.
f) Any co-opted trustee shall hold that office until the next Annual General
Meeting which will be convened within 3o days following Hui Whakapumau
3. OFFICERS OF THE COMMUNAL BOARD
The RCBOT shall have the following officers, who shall be appointed at the first
general meeting following each Annual General Meeting,
Chairperson:
Who shall chair the meetings of the RCBOT and carry out any such duties that
are generally accepted duties associated with that of a chairperson.
Secretary:
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Whose duties shall be to keep minutes and records of all meetings, to give notice
of meetings, and to carry out any such duties as the RCBOT may direct that are
generally accepted duties associated with that of a secretary.
Treasurer:
Whose duties shall be to keep true and accurate financial accounts and records
in a manner that is consistent with any legal requirements and to carry out such
duties as the RCBOT may direct according to generally accepted duties
associated with that of a treasurer.
4. TRUST ARE TO BE MAINTAINED OR ESTABLISHED
The RCBOT shall maintain existing trusts and may receive such real and
personal property or any estate or interest or funds which in the course of law
may be vested in the RCBOT, and may include;
a) Donations from members of the Ratana Church and Movement and/or any
person who supports the trusts of the RCBOT.
b) Funding from any arrangement with a government body or regional body or a
local body (if the funding supports or assists the trust of the RCBOT) must be
complied with.
c) Any property as may be received by the RCBOT from any source.
5. MEETINGS OF THE RCBOT
5.1 Annual General Meeting.
a) An Annual General Meeting shall be held every year.
b) The date, time, and venue for an AGM shall be determined by the RCBOT.
c) The Annual General Meeting shall be held in Ratana Pa.
d) The Annual General Meeting shall be publicly notified
e) The business of an Annual General Meeting shall include;
i.
ii.
iii.
iv.
v.
The Minutes from the previous Annual General Meeting (except the
Inaugural Annual General Meeting);
A report from the RCBOT, a review statement signed by a qualified
person and
A copy of the annual Statement of Accounts.
To elect a Reviewer or Auditor or Auditors, and;
To consider and decide any other matter which may be properly brought
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before an Annual General Meeting.
5.2 General Meetings
a) General meetings of the RCBOT shall execute and carry out all powers and
duties that are necessary to administer and manage the affairs of the Trust.
b) The Communal Board shall meet on a monthly basis unless due to
extraordinary circumstances it is inconvenient to do so.
c) Notice of any general meeting shall be the responsibility of the Secretary to
make contact with all the trustees informing them of the date, time and venue
for any meeting.
d) In the absence of an executive officer (providing there is a quorum) a
temporary replacement can be nominated from the floor.
5.3 Special Meetings
a) The RCBOT may from time to time call special meetings outside of General
meetings.
b) Any special meeting called shall stipulate the reason or reasons for the
meeting.
c) The procedure for giving notice for a special meeting shall be the same for that
Of a general meeting under 5.2 c).
5.4 Quorums for Meetings
Quorums for meetings RCBOT shall require four of the trustees to be present
and no business shall be conducted without a quorum being reached.
5.5 Proceedings at meetings
a) For general meetings of the RCBOT the proceedings shall follow generally
accepted protocols and procedures for conducting a meeting.
b) For special meetings of the RCBOT the proceedings shall only deal with the
reason or reasons for calling the special meeting.
c) The minutes of any special meetings shall be presented at the next general
meeting of the and re RCBOT corded in the minutes of that meeting.
5.6 Voting at Meetings
a) Only trustees shall exercise a vote at any meeting of the RCBOT
Except at an Annual General Meeting.
b) Resolutions shall be passed by a majority vote.
c) The Chairperson may exercise the prerogative of a casting vote in the event
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of an impasse.
5.7 Attendance at Meetings
a) Trustees shall attend meetings ref to clause 2.4 d}
b) The President of the Ratana Church may attend meetings
c) Any other person may attend meetings at the invitation or with the approval
of The Chairperson.
6.
FINANCIAL ACCOUNTS
a) The RCBOT shall keep proper financial accounts and records at all
Times.
b) The financial accounts and records shall follow generally accepted
accounting Standards and practices in New Zealand.
c) At each general meeting a financial report shall be presented by the treasurer
and will include income received, expenditure and accounts to be passed for
payment or if already paid acknowledged as paid and any other financial
business relating to the administration and management of the RCBOT
d) The financial accounts and records shall be open to inspection by any trustee
On request at a time to be arranged between the treasurer and any trustees
RCBOT.
e)
At the end of each financial year RCBOT shall present all the financial
accounts, records, minutes and any other information required for Auditing or
Review the financial accounts to the elected Auditor or Reviewer.
f)
The Reviewer or Auditor shall audit the financial accounts of the RCBOT
according to standard accounting and auditing practices of New Zealand.
g) The RCBOT shall present annual audited financial statements to the Annual
General Meeting, and to Hui Whakapumau.
h) At each Annual General Meeting a Reviewer or Auditor shall be elected for
the purposes of reviewing/auditing the Financial accounts and records of the
RCBOT
7. PRIVATE PECUNIARY PROFIT
No private pecuniary profit shall be made by any person from the RCBOT
except that;
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i any member may receive full reimbursement for all expenses properly
incurred by that member in connection with the affairs of the RCBOT
ii The RCBOT may pay reasonable and proper remuneration to any officer
or servant of the Board (whether a member or not) in return for services
actually rendered to the RCBOT.
iii Any member be paid all usual professional / business charges for services
rendered, time expended and all acts done by that member or by any firm
or entity of which that member is a member, employee or associate in
connection with the affairs of the RCBOT;
iv Provided that no member or person associated with the member of the
RCBOT shall derive any income, benefit or advantage from the RCBOT
where they can materially influence the payment of the income, benefit or
advantage.
8. INTERESTED PERSON – CONFLICT OF INTEREST
Any person who is or may be in any other capacity interested or concerned
directly or indirectly in any property or undertaking in which the RCBOT is or
may be in anyway concerned or involved, shall disclose the nature and
extent of the trustee’s interest to the RCBOT, and shall not take any part
whatever in any deliberations of the RCBOT concerning any matter in which
that person is or may be interested other than as a trustee of the RCBOT.
8.1
Limitation of Liability
8.1.1 Trustees shall be liable for:
i.
Any loss not attributable to the trustee’s own dishonesty or to the wilful
commission by that trustee of an act known by the trustee to be a
breach of trust; or
ii.
the acts or defaults of a co-trustee; or
iii.
Any act done in good faith in conformity with the decisions of the
trustees; or
iv.
The neglect or default of any solicitor, banker, accountant or other
agent or servant appointed or employed in good faith by the trustees.
8.1.2
No trustee shall be bound to take any proceedings against a co-trustee
for any breach or alleged breach of trust committed by such co-trustee.
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10. ALTERATIONS TO THE RULES
The rules within this constitution may be altered, added to, rescinded, or
amended by a resolution passed at an Annual General Meeting or at a special
meeting. Any rule altered, added to, rescinded, or amended by a resolution
passed at a special meeting must be confirmed at the next Annual General
Meeting.
11. DISPUTES RESOLUTION
If a dispute arises at any time in respect of a matter which is not provided for in
these Rules or any doubt exists as to the interpretation of these Rules or any
other matter shall arise pertaining to the RCBOT, its properties or interests, the
same shall be determined by the RCBOT whose decision shall be conclusive
and binding.
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NGA WHENUA RIPOATA
Before we report on buildings belonging to you our Morehu we acknowledge the 100th
Anniversary on the 8th November 1918 which it seems loaming over the horizon very
quickly. It is the desire of the Board to have the following work completed by end of
2017 or earlier if possible. That way we can all enjoy the celebrations starting 1st
January 2018 and we know many of you across the motu have some wonderful plans
on the table.
The problem is we do not have the funds to complete this work and we need your help!
This is a call for HELP! to find the resourcing to carry out maintenance required on our
buildings. You will understand why when we report on our Financial situation.
TEMEPARA
A Major Internal Paint Job Required!
This activity is happening in the four corners of the building and bubbling below the
surface of walls where it has not yet started to peel.
15
This is just above door on left in centre of room as you walk in.
Wall on left hand side near above door.
No major work was carried out during year with exception of roof damage as result of
storm. Fortunately only cost incurred was Insurance excess of $500.
Gravestones have been re-painted with a little more work to touch up gold areas.
Prior to Christmas there was vandalism inside the building. With help of Morehu the
repairs and clean up were swiftly dealt with.
16
LIST OF WORK REQUIRED IN TEMEPARA
1. Preparation, plastering and painting walls including reinstatement of tohu me
ngaa taonga (we have yet to obtain quotes for tohu mahi).
Quotes (Excl. GST) :
i.
Painting :
a. Master Painters - $13,766.00
b. Richard Gedye Ltd - $18,324.00
ii.
Plastering – Skelsey Plasterers - $6,950.00
iii.
Supply Scaffolding - $5,700.00 plus $490/week rental
2. Spraying of insect repellent particularly for borer. (Usually done every 5years).
3. Re-piling of building.
4. Seats re-varnished
MANUAO
No major work carried out during 2014.
Men’s Toilets
We are awaiting confirmation of possible sponsorship to upgrade men’s toilets ie.
removing existing urinal system and replacing with separate urinal pans.
Kikoopu
All zips are past their use by date and need replacing.
Boiler
There is a strong will of
collaboration between the
various Komiti Haahi Matua Turetangata Komiti. This
involves Ratana Communal
Board, Orakeinui and Komiti
Marae.
It has been agreed we will
share in the cost of replacing
the Boiler at an estimated of
$45,000. The contribution of
the Board is being
generously donated by a Whanau Trust.
17
Process and Preparation:
This involves pulling out the old boiler, roughening up existing concrete slab before
applying new concrete, fixing bolts ready for fastening Boiler. Installation will be
completed by Steve’s Machinery from Whanganui.
Next stage is installation of new pipes and last of all electrical work. Work should be
completed by June.
LIST OF WORK REQUIRED IN MANUAO
1. Boiler – Steam & Machinery Ltd
Replace existing Boiler with second hand diesel fired Anderson Boiler
Quotes (excl. gst) $22,000.00
Plus cost of electrics and plumbing which we will not know till after
installation of Boiler.
2. Men’s Toilet – A+ Plumbing
To remove existing stainless steel urinal, fix walls, concrete up channel and
install 5 new porcelain urinettes.
Quotes (excl gst) $9,980.00
3. Kikoopu – Zips – A+ Plumbing
Office – Replace three zip hot water units with boil and brew 4.5 ltrs
Quotes (excl gst) $2,950.00
Kikoopu – Remove four hot water cylinders and replace with 2 Rinnai Infinitys in
ceiling and running new plumbing to a new hot tap at each sink.
Quotes (excl gst) $9,985.00
Wharemaori
During our National Komiti Whaiti hui an offer was made to work on restoration,
preservation, storage and external work to building. This is being followed up by the
board. It is hoped work will be underway soon.
Wharemarama (Orakeinui)
We are very greatful for the work and generosity of Orakeinui Trust. They have taken
care of the wonderful external repaint, supply and installing of surrounding iron fence,
removed old water tanks and repaired verandah.
Seamer House
No major works carried out during 2014.
18
KAITIAKI HURHURU RIPOATA
A
APPENDIX I - Financial Report prepared by the Boards Accountants, SBA
Whanganui for the year ending 31 December 2014.
B
APPENDIX II – Tuku Aroha Account
C
APPENDIX III – Koha & Caravan collected 25th January 2015
19
APPENDIX I
Contact Soraya Peke-Mason for full copy of Financial Statements.
20
APPENDIX II
TUKU AROHA ACCOUNT
Below is list of regular annual doners, they have Automatic Payments in place on either
a weekly, fortnightly or monthly basis.
N.G. Tioko
G.J. Taiaroa
R & N Maraku
K.P. & M Anderson
J.H. & R.B. Hotu
L.T.R. TePoi
A Ratapu
A & S Mason
J.H. & R.E. Pharazyn
J.J. Smith
R.R. Johnson
H & B Meihana
M Edmonds
L.K.T.R.F Paraone
21
APPENDIX III
KOHA COLLECTED 25th JANUARY
Receipt
No.
13359
Name
Mataara Wara
13360
13361
13362
Whaea Tansy
Daniel Lines
Rotorua Pariha
13363
Otiria Moerewa KW
13364
13365
13366
13367
Otiria Moerewa KW
Te Arepa Morehu KW Perth
Diane Marsh
Roger Tozer
13368
13369
13370
Cancelled
Awhina Areta & Jean Hart
Te Pariha o Glen Innes
13371
13372
13373
13374
13375
13376
13377
13378
13379
13380
13381
Te Puke Hei Marae
Waetford Whanau
Te Kaute o Mangonui
Ngati Taka
Waru & Emily Ashby
Wati Whanau o Kaipara
Rose Orr
Kairirangi Hohepa
Te Aroha o Ihoa ote Haahi Ratana
Morehu
Tauranga Moana Pariha
R Casanella
13382
13383
Hika Whanau
Kohunui Whanau
13384
Te Rauna Cawker Omeka Paa
13385
13386
Pamela Webber
Amy Solomon Turangi
13387
Tamaki Makaurau Morehu
Amount
Designation
$400.00
$500.00
$50.00
$1.40
$150.00
$150.00
$40.00
$40.00
$20.00
$5.00
$500.00
$50.00
$100.00
$100.00
Manuao
Temepara
Temepara
Manuao
Manuao
Temepara
Temepara
Manuao
Orakeinui
KW Registration
Manuao
Temepara
Temepara
Manuao
$100.00
$150.00
$150.00
$20.00
$50.00
$100.00
$50.00
$100.00
$500.00
$100.00
$20.00
Temepara
Temepara
Manuao
Temepara
Temepara
Manuao
Manuao
General
Temepara
General
Manuao
$60.00
$270.00
$10.00
$20.00
$100.00
$10.00
$10.00
$20.00
$20.00
$40.00
$25.00
$25.00
$100.00
General
Manuao
Manuao
Temepara
Temepara
Temepara
General
Temepara
Manuao
Temepara
Temepara
Manuao
Temepara
22
13388
13389
Aperahama Whanau
Mangamoka KW
13390
13391
Tohu Maraha
Puritia Te Kani
TOTAL:
$50.00
$100.00
$100.00
$5.00
$100.00
$$50.00
$50.00
$4,611.40
Manuao
General
General
Registration
Temepara
Temepara
Manuao
CARAVAN SITE COLLECTION 2015
Receipt No.
1652
1653
1654
1655
1656
1657
1658
1659
1660
1661
1662
1663
1664
1665
1666
1667
1668
1669
1670
1671
1672
1673
1674
1675
1676
1677
1678
Name
Rameka
Vanessa Te Ua
Caroline Reti
Sarah Rameka
Keria Rameka
Tama Rameka
Tracy Brown
Billy TK
Sophie Te Moni
Ron Hapi
J Peeti
Donald Walker
Jenna Paki
Grace Tahari
Ririnui
Kereopa
Natalie Rameka
Maaka
Kapene
Merv McLeod
Rob Abraham
Rameka
Rocky Tahuri
Denise Poroa
Les Owens
Koha
Hamuera Evans
Fee
TOTAL
$80.00
$80.00
$80.00
$80.00
$80.00
$80.00
$80.00
$80.00
$80.00
$80.00
$80.00
$80.00
$80.00
$80.00
$80.00
$80.00
$80.00
$80.00
$80.00
$80.00
$80.00
$80.00
$80.00
$80.00
$100.00
$20.00
$40.00
$2080.00
23