Golden Bay Shared Facility Notes of Meeting 1 September 2011

Golden Bay Shared Facility

Notes of Meeting 1 September 2011 – 5.30pm Rugby Club

Present

Stuart Borlase; Jenny Cooper; Tony Cunningham; Marguerite Dooley; Colleen Harwood; Ann Jones; Dave Lewis; Dean Lund; Duncan McKenzie; Fleur Murray; Dave Myall; Sally-Ann Neale; Graham Pomeroy; Jenny Pomeroy; Kaye Stark; Georgia Stone; Mik Symmons; Faye Turnbull; Ricky Ward; Jean Wedderburn; Arlun Wells; Lloyd Kennedy and Don Roberston

Apologies

Peter Blasdale; Jana Cottle-McConnon; Lori Godden; Steve Mitchell; Wayne Packard; Roger Tait; Kevin Winter

Dean welcomed all, introduced Lloyd (facilities manager for TDC) and Don (self-employed Project Manager) and gave an update on progress since the last meeting on 28^th April where there strong support to continue with the project was given.

Community Board Presentation 1 June

Peter Blasdale, Jenny Cooper, Sally-Ann Neale and Jenny Pomeroy attended the Community Board meeting updating them on their progress since the group’s last presentation (6 March) and the proposed next phase. The next phase being to scope the proposed project, engage an architect to develop a concept plan and to appoint a project manager to see this through. The request to the Community Board was:

• to support the proposal
• recommend to TDC that funding is made available to undertake:

appointment of a Project Manager

appointment of an Architect

Initial Design (to concept phase only)

Feasibility study, including costing of project

Further public consultation

Mik – the presentation was well received by the Community Board and the recommendation to support the next stage was unanimously approved.

Resolution passed at CB Meeting 14 June 2011

The Golden Bay Community Board writes to council to seek seeding funding for concept plans and project management to take the proposed multi-purpose facility at the Golden Bay Recreation Park to the next planning stage in order for this to be presented to the community of Golden Bay.

Lotteries Meeting 27 June

Peter Blasdale, Jenny Cooper, Dean Lund and Dave Myall met with Department Internal Affairs, Nelson (Lotteries) to discuss applying for money for feasibility study.

Key points from meeting:

• Deadline of 7^th July for next round of funding too close to put in a thorough complete application. A poor application at this point could ruin further applications down the line. Next round is November.
• Lottery funding covers up to 30% of whatever you want to raise
• Incorporated Society with charitable status or a Charitable Trust needs to be set up
• Check lotteries website as to what it covers when applying for the funds for a feasibility study
• When budgeting include the “goods and services” provided in kind

Don Robertson

Don is a self-employed project manager working for both his own company, Tasman Projects and for RDT Pacific. He has worked closely with Lloyd on some TDC projects – ASB pool, library, 2006 TDC office building. He works on projects where there isn’t the in-house ability.

Don took on the Community Board Presentation and drafted up requests to 8 design firms. 4 replied – Irving Smith Jack who were expensive and AMS Design, Arthouse Architects and Ken Robinson Architects. These 3 came back within 5% of each other.

The requests were sent out with strict time tabling in order to meet the November Lottery deadline and TDC Annual Plan funding.

The designers were asked to split their costs 2/3 building and 1/3 park development.

The designers were also told, with NO guarantee that the idea that the firm that does the concept will carry on with the whole project and therefore asked to quote on the entire project. This was to reduce risk of getting sucked in on low quote for concept phase and then high fees for whole project.

Meetings and Site Visits with 3 Architects 25 August 2011

Peter, Dean, Fleur, Jenny P and Roger visited Moutere Hills (Arthouse, David Wallace); Saxton Oval Athletics and Cricket Pavilion (Arthouse, Jorgen Andersen); Saxton Hockey and Softball Pavilion (AMS Design, Allan Matheson) and Alison MacAlpine Centre, Nelson Girls College (Ken Robinson, John Palmer)

Arthouse was unanimously the preferred choice – team approach, bigger team, flare, open.

Engage Arthouse Architects to complete phase 1 Concept Design (Dean / Dave Myall) – carried unanimously

Don – the rider on this is that the funding is available. Apply to TDC for this.

Lloyd – Council Grant and Community Facility Committee meets 12 September and he has recommended that this money is provided. Community Board have also recommended this. About $30,000 – Concept Design and Don’s fee.

Community Consultation

There was some discussion about community consultation and how far the project had “gone” without this community being involved. All meetings to date had been advertised in the GB Weekly, this one was not. It was stressed that this was not closed meeting, parties that had shown an interest in the meetings to date were invited, and others were welcome (there were new faces). It was a meeting to move the project along so that we could get to the stage that we had something tangible to present to the public. At this stage there are only ideas. It was also stressed that the “plan” that had been on display in the library was only a plan to make sure that the playing fields and the building fit on the land available. It was by NO means a fait accompli and will not resemble the finished project. It was a CONCEPT and clearly headed as such. The positive is that the fields do fit and that it has got people talking and coming along to the meetings.

A&P members wanted to make it known that they use every inch of the ground for the Show. Duncan – A&P Show in favour of the project as long as the show is not hindered. Dean stressed that the outcome will be better for ALL users.

Something of this scale cannot be planned by community consensus.

Earthquake Risk

Ann Jones asked about the earthquake risk. Not Lloyd’s arena. Roger in discussion with Jim Frater. TDC’s buildings are insured with a high ($100,000) excess.

Civil Defence will be involved in discussions before the build commences.

Formalising Group

Advice received that we are better off forming an Incorporated Society with Charitable status rather than a Charitable Trust.

To form an Incorporated Society need 15 members, a name, rules and $100. Advice again is to keep the membership around 15 – 20, making sure that the main groups are represented.

A committee should be formed from that group – chair, vice chair, secretary, treasurer and committee members.

Skill set needed – sports admin; marketing and promotions; event management; financial; fundraising and legal if available.

Jenny Cooper and Jenny Pomeroy have formed the basis of a constitution from the sample rules from the Societies website and another similar project (which were sent by Dave Tippett as an example of a reasonably good constitution).

Kevin Winter and Ann Jones to have a look through this draft constitution and get back to Jenny x2 with comments. (Arlun also to be part of initial group). Next draft to be sent to group for any further comments and then application to form Inc Soc to be completed at next meeting.

Action – Kevin, Ann, Arlun, Jenny x2

We have been advised to get some legal advice on the constitution before applying to become in Incorporated Society.

Ann – the process can be a bit slow and leaving to the next meeting (end Oct) would be too late for the Lottery application (November). Look at having earlier meeting to sign this off. Lloyd – applications to lotteries can be made if Incorporated Society process is not finalised, but has been applied for.

Nominations for committee to Jenny P before next meeting so that committee can be voted on. Jenny to send out info prior to this meeting. Action Jenny P

Swimming Pool

The requests sent out to the architects include a provision for a pool in the future. There is some concern about how long public swimming will be able to continue at GBHS. Mixed messages are being received.

Dean recommended to Ann that she continues her investigations into the costs of pools, so that we are dealing with fact. Action Ann

Netball

With the temporary class rooms on the netball courts at GBHS the netball finished early this year and is without a home. Faye and Kay keen that netball is high on the list to be started early so that they have somewhere to play next season.

Don and Lloyd to talk to Faye and Kay about netball plans. Action Faye, Kay

Financial

$750 from BNZ in bank. Application in with Fresh Choice for further grant.

Fundraising

Lloyd – strategy needs to be developed for applying for funds, applications need to be thorough otherwise doors could well be closed in the future.

Next Steps

Next meeting end Oct – may be sooner to finalise Incorporated Society

Mid / late October hear back from architects

Group are comfortable with Dean, Peter, Roger, Jenny C, Jenny P, Fleur, Dave M continuing with progress until committee voted in.

Marguerite – would like emails to keep informed of progress to date. Action Jenny P

Arts Council

The following email was sent by Grant Knowles:

Golden Bay Community Arts Council

Statement concerning proposed Golden Bay community recreation, leisure & cultural centre

The arts council would like to state we are neither for nor against this project as a collective and we are interested in continuing a dialog in regards to this proposal

These are the main points we would like to make to include the Arts in this project

• There could possibly be a clash over the use of the space. Some of our events would need the space for one/two weeks or longer (eg; Bay Art, Farewell Spit exhibition). Wall hanging space and lighting/ natural light also a factor.
• The acoustics; In regards to a performance space, there needs to be a healthy discussion. There are already many spaces in Golden Bay that don’t work for live music or performance, so it’s important this doesn’t become another one.
• Attached dressing rooms and space for lighting rigs should be also considered
• The previous wish list presented by myself is personal and in NO way represents the Golden Bay Community Arts Council
• We would like this statement minuted for the record

Thank you

Grant Knowles

Chairman

Golden Bay Community Arts Council

Meeting finished at 6.55pm

Community Board Presentation, requests to the Architects and Arthouse reply can be found on the blog. goldenbayfacility.blogspot.com