Minutes of Meeting 13 December 2012

Minutes of Meeting 13 December 2012, 12.30pm, NBS, Takaka

Present

Peter Blasdale, Dean Lund, Dave Myall, Roger Tait, Arlun Wells

Apologies

John Byrne; Dave Lewis, Fleur Murray; Jenny Pomeroy

A short meeting was held to discuss the group applying to various funding agencies for donations towards the costs of the netball courts.

Peter / Arlun formal applications be made to Canterbury Community Trust, Lion Foundation, Pub Charities, NZ Community Trust and Trillian Trust for donations towards the construction of the netball courts.  Carried unanimously.

Meeting closed 12.45pm

Minutes of Meeting 19 November 2012

Golden Bay Shared Recreational Facility Inc.

Minutes of Meeting 19 November 2012, 6pm, Takaka Rugby Club

Present

Peter Blasdale, Dave Lewis, Dean Lund, Fleur Murray, Dave Myall, Mik Symmons, Jenny Pomeroy, Roger Tait, Arlun Wells

Apologies

John Byrne

Minutes of Meeting held 30 July 2012

Moved that these were a true and correct record and that they be taken as read (Arlun/Fleur) carried.

Correspondence

Inwards

IRD IRD Number

IRD Donee Organisation Status

GB Genealogy Group Concern over project

Charities Commission Registration Approval

Companies Office Alteration of Rules

Sport Tasman Draft Feasibility Study

Outwards

Companies Office Rule Change

Varying Groups Thanks for donation to Feasibility Study (Fleur)

Barry Evans Thanks for model

Varying Groups Meetings with Steve Mitchell (several)

Arts Council, A&P Asking for donations towards feasibility study

Basketball, Toy

Library, Leigh 

Crocker, Georgie Stone

Don Roberston Advice on getting netball courts and car park finished by next winter

(Dean)

Matters Arising

Genealogy Group

Pete met with the Genealogy Group in September to explain the project further.  They are an active group 20-30 members, meeting once a month in the same rooms as senior net.  At present they have own computers, lockable storage, kitchen facilities.  They are understandably anxious as they feel that they have a lot to lose.  It is important for us to keep them involved in our discussions, particularly when it comes to final design.  The current plan would provide similar facilities for them.  Maybe when we look at final design we should look at a small kitchen (tea / coffee) in the same block as meeting room, so does not involve opening up a whole block just to make a cup of tea.

Jenny to write to Genealogy Group explaining this in reply to their letter

Pete has also met with Morfydd Barker from Senior Net to further explain the project to them.

Draft Feasibility Study

Jenny to forward to the committee.  This is very much in draft form and is NOT yet ready to be shared beyond the committee.  Any comments / suggestions to be forwarded to Dean or Jenny so that they can be passed on to Steve Mitchell.

Our project comes out favourably in the study.

Once we have the final version, Mik suggested that we present this to the Community Board.  Important that the community knows how far ahead we are.

Finance

Current bank balance $6117.59.  $500 to come from football.

With the donation from football and funds already in our account we have now raised enough to cover cost of feasibility study.

GB SAR $200

GB REC Workers $100

Rugby $1000

Netball $500

Hockey $400

Bridge Club $250

GB Junior Gym $70

Trash Palace $200

Tak Athletics $500

Tennis $500

Squash Club $500

Mtn Bike $100

Aerobics L Crocker $150

Basketball $500

Total $4970

Pledge from Soccer/Football $500

GST 

Fleur to sort out GST registration, with 6 monthly return.

Accounts for payment

$120 Barry Evans for model

$25 Fleur – stationary – receipt book, stamps etc

Move that accounts are passed for payment (Fleur / Arlun) carried

Audit

2011-2012 Accounts are with Brian Reilly for auditing.  To be filed with Companies Office once completed. 

General Business

Dave Myall

Moved that Dave Myall replaces Tommy Gross on the committee.  (Dean / Roger) carried

Student Council reps, Hamish Clark (GBHS) and Phoebe Zeller (CAS) to be included in bigger meetings. 

Netball Courts / Car Park

Committee in favour of trying to bring this part of the project forward, so that they are ready for next winter.  Not only does netball desperately need a home, with the GBHS courts covered by temporary class rooms, but also strong feeling that the rest of the project would gather momentum with this stage completed.

The full cost of the car park and courts would be approx. $600,000.  Netball happy to go without fences to start off with.  Arlun suggested that we also look at just doing netball courts and not car park.  

Fleur suggested that we look at covering the practise and one court with an all-weather hard surface which would be suitable for other sports e.g. hockey, football, rugby training.

As this part of the development is on A&P land and not TDC land, the lease would have to be sorted first for TDC to give any funding.  Also, some doubt as to whether TDC would bring any funding forward as they are looking to take things out of annual plan rather than put them in.

Dean to organise a meeting with Beryl Wilkes from TDC (standing in for Lloyd Kennedy) and Don to discuss this idea further.

Arlun suggested that we get the quotes for this work and then work out what can potentially be donated.

Canterbury Community Trust

Application for sports category due 20 December 2012.  

Mik has attended the last couple of donee meetings for CCT and reported they have already earmarked their bigger projects.  Need to be aware that they spread funding throughout their whole region.  Local trustees are Bill Dahlberg and Max Spence – worth keeping in touch with them.

Dave reported from his experience with COGS that applications need to be good, as a poor initial application can reduce chances for future applications.  

Earthquake Assessment – Rugby Club Building

Roger reported that the rugby club building failed the initial earthquake assessment, so now a more detailed assessment is being carried out.  Roger will report back when he has more information

Newsletter

In future when we have more to report we should send out a newsletter to the wider group so that they are fully informed.

Fundraising Proposal

Dean has prepared a fund raising proposal which we could take to potential donors.  Jenny to forward to committee and ask for feedback.  Mainly for netball courts stage in its current form, but would be the basis for the whole project.

Meeting finished at 7.30pm

Minutes of General Meeting held at 7.10pm, Monday 30 July 2012

Golden Bay Shared Recreational Facility Inc

Minutes of General Meeting held at 7.10pm, Monday 30 July 2012, Takaka Rugby Club

Present

Peter Blasdale, John Byrne, Dave Lewis, Dean Lund, Fleur Murray, Dave Myall, Jenny Pomeroy, Roger Tait, Arlun Wells.

Dean / Dave L Move that the meeting proceed despite not being notified in required time frame to all members as per rule 17.10.  Carried, unanimously

Dean / Arlun moved that GB Shared Recreational Facility Inc adopt the changes recommended by Emily Hammond, Registration Analyst, Internal Affairs to rules 3.1, 3.2 and 3.3 so that we can proceed with our application for charitable status.  Carried unanimously  (Action Jenny)

Meeting Closed 7.20pm

Minutes of Meeting 30 July, 2012

Minutes of Meeting 30 July, 2012 6pm, Takaka Rugby Club

Present

Peter Blasdale, John Byrne, Dave Lewis, Dean Lund, Fleur Murray, Dave Myall, Jenny Pomeroy, Roger Tait, Arlun Wells.

Dean welcomed the new committee and reinforced that we are working for this project and all user groups, not our individual ones.

Minutes of the meeting held 27 February 2012

Moved that these were a true and correct record and that they be taken as read (Dean / John) carried.

Correspondence

Inward

Susan Edwards, request that Facility Committee  update councillors

Strategic Development Manager, TDC on progress at Community Services Committee

Internal Affairs steps required to progress registration for charitable status

Senior Net x 2 emails wishing us well but concern over how they fit in

Outward

Varying groups letter requesting donation towards feasibility study

Matters Arising

1. Meeting with Community Services Committee 23 August.  Dean, Peter Jenny to attend.  Meeting with Cllr Judene Edgar afterwards.
2. Jenny to reply to Internal Affairs
3. Pete to visit Morfydd Barker, Senior Net to explain project further and to arrange a meeting with some of Senior Net if requested.
4. Jenny to get list of secretaries of clubs.  Dave L to chase soccer.  Letter also to be sent to Arts Council, A&P, Basketball, Toy Library, Leigh Crocker and Georgie Stone.

Finance

Donations received to date:

Bridge $250

Hockey $400

Mountain Bike $100

Netball $500

Rugby $1000

Search and Rescue $200

Squash $500

Trash Palace $200

Way to Go $100

Total $3250

Promised

Gymnastics $70

Tennis

General Business

Feasibility Study

Dean, Pete and Jenny to meet with Steve Mitchell on Weds 1 August to get update on progress with study.

Membership

Seek advice from Steve Mitchell at Wednesday’s meeting

Model

Dean to approach Barry Evans to ask him to build a model

Fundraising

Smaller fundraising committee to be set up.  Jenny Cooper to be asked if she would be part of this.

Dave Lewis suggested that we should hold a Sport’s Day at the Rec Park, a festival, where a chance to have a go at all sports.  Will serve as a fundraiser, but primarily to increase profile, and give people the idea of how good it is going to be when all the codes are on one site.

Group aware that there are a number of large fundraising projects on the go in Golden Bay at present – Medical Centre, Village Theatre, Cycle Ways.

GB Weekly

Dean / Pete to approach GB Weekly to keep up profile.

Meeting closed 7.10pm

AGM 2012

Minutes of Golden Bay Shared Recreational Facility Inc.

6pm Monday 11 June, Takaka Rugby Club

Present

Peter Blasdale MTB Club

John Byrne Squash and Hockey
Sara Chapman GB Civil Defence

Jenny Cooper GB Bridge Club

Simon Faulkner GB Tennis

Tommy Gross GB High School

Ann Jones Swimming Pool

David Lewis Tennis

Dean Lund Chair

Ross McDonald Collectable Vehicle Club

Duncan McKenzie GB A&P Assoc

Fleur Murray Hockey Club (and junior hockey)

Dave Myall GB Recreation

Sheryl Nalder GB Community Workers

Nicky Packard GB Assoc Football

Wayne Packard Takaka Rugby Club

Graham Pomeroy Search and Rescue

Jenny Pomeroy Secretary

Roger Tait Rugby Club and Rec Park

Melise Tilley GB Tennis

Faye Turnbull Netball

Jean Wedderburn A&P and Toy Library

Arlun Wells Athletics

Philip Woolf Emergency Services

Apologies

Morfydd Barker Senior Net

Martine Bouillir TDC Councillor

Dan Darwen Cricket

Grant Knowles Arts Council

Anita Hutchinson Tap Dancing

Tahlia Menary Collingwood Area School

Steve Mitchell Sport Tasman

Sally Ann Neal

Debbie Neal Dancing

Mik Symmons Community Board

Kevin Winter Soccer

Moved that apologies be accepted (Dean / Fleur) carried

Welcome

Dean welcomed everyone present

Chair’s report

Dean read his report (attached)

Moved that this report be adopted (Dean / Dave M) carried

Peter thanked Dean for his work.

Sheryl congratulated the group on the progress to date

Treasurer’s report

Fleur presented accounts for the year (attached)

Moved that report be accepted (Fleur / John B) carried

It was acknowledged that some expenses – petrol, ads in GB Weekly have been met personally

Election of officers

Ann and Sally Ann stood down from the committee.

Nominated by Seconded

Chair Dean Fleur Dave M carried

Vice Chair Pete Roger Wayne carried

Secretary Jenny P Dean Fleur carried

Treasurer Fleur Ann Jenny P carried

Member 1 John B Dean Fleur carried

Member 2 Roger Dean Fleur carried

Member 3 Arlun Dean Fleur carried

Member 4 Dave L Simon Faye carried

Member 5 Tommy Simon Sheryl carried

Auditor

Moved that David Beatson audit the accounts for 2012 – 2013 (Dave M/Ann) carried

Subscription

Moved that the subscription for 2012-2013 be $0. (Pete / Dean) carried

Motions submitted

1. We engage Sport Tasman to complete feasibility study on our behalf for the purpose of supporting funding applications to fundraising agencies and for Tasman District Council. (Dean/ John B) carried
2. Request that cost, $6,500, is met by donations from sport, recreation and community groups who will use and support the new facility and that representatives  go to their groups to seek approval to contribute and that the donations or a letter confirming the donations are forwarded to the treasurer. (Dean / Fleur) carried

Jenny P to write to the secretaries of the groups suggesting a donation of about $5 per person to contribute to the $6500 feasibility study.

Sheryl Nalder also suggested asking Trash Palace for a donation.

General Business

Charities Commission

Applied to charities commission in March.  20 week waiting list to get to front of queue and then 31 working days.  If successful charitable status will be back dated

Signatures on Cheque Book

Moved that Roger Tait replace Ann Jones as signatory. (Dean/Pete) carried.  Roger to go to BNZ to arrange this.

Membership

There was some discussion about membership

Meeting closed 7pm

Chairman's Report

Golden Bay Shared Recreational Facility Inc

11 June 2012

Considerable progress has been achieved in the 21 months since a public meeting was held in these rooms to discuss the possibility of a combined Community Facility.  I commend each and every person that has been involved in this project todate with every little piece of support or work having assisted in getting us to where we are today.

The efforts of a number of people have moved this initial idea and information gathering/sharing meeting to the point were we are having our very first Annual General Meeting of the Golden Bay Shared Recreational Facility Incorporated.

A summary of progress and a timeline is as follows:-

September 2010 Initial Public Meeting

Numerous Smaller Meetings of those interested in moving initial idea forward

March 2011 Presentation to Community Board to give them an understanding of what we are up to.

General idea and concept made public

June 2011 Second Presentation to Community Board in order to update them on where we were at and also gain there support for the project.

Support from Community Board forthcoming with recommendation to TDC for the approval of a $35,000 grant to develop initial concept plans

` Project Manager, Don Robertson of Tasman Projects was engaged

Requested, received and prioritised each user groups 'wish- lists"

Engaged Arthouse Architecture to complete initial Concept Plans and appraisal of costing's

January 2012 Organised a display and the A&P Show, displaying Concept Plans and seeking Public feedback.

Setup a display in the Takaka Library, again showing Concept Plans and seeking Public feedback

Summary of Feedback from these two displays was:-

Total Responses Received 128

Positive   92 (72%)

Negative   36 (28%)

Over this period the group has also been working closely with both the Tasman District Council, Sport Tasman and the Lotteries Commission in order to keep them abreast of our progress and seeking advice where needed.

April 2012 Presented on behalf of our group to the TDC Long Term Plan meeting

Meet with Sport Tasman to discuss the possibility of them completing our Feasibility Study

We are currently awaiting on Council confirmation that there Long Term Plan has been approved and that our project is included and once this is known we can then move to engaging Sport Tasman to complete the Feasibility Study.

The benefits of engaging Sport Tasman to complete this work for us include:-

1. Cost $6,500 v $20,000

2. They already have a good working relationship with TDC

3. Indepth knowledge and information from similar facilities at Upper     Moutere, Murchison, Motueka and Saxton Field

4. Are a supporter of these types of integrated community facilities in     isolated/rural areas

Following these two steps being completed we will move into the next phase of:-

1. Developing a Fundraising Strategy

2. Completion of Funding Applications to the various Funding     Agencies

3. Completion of final working plans

Our target is to commence this project in the 2013/14 financial year and will most likely be staged over a 2-3 year period in order to minimise disruption to existing users during the construction phase.

I would like to extend a big thank you to our extremely committed and hardworking committee who have invested significant time and energy in getting this project so far so quickly.

In particular I would like to make special mention to two individuals, Jenny Pomeroy & Peter Blasdale, who have both been instrumental in keeping this project moving forward with an enormous amount of work behind the scenes and always willing to put there hands up to take responsibility for tasks over these past 20 odd months.  Neither Jenny or Peter have anything really significant to personally gain from this project other than seeing a whole community benefit from a first-class facility that will result in a fantastic community participation and atmosphere.

I personally remain totally committed to this project as is currently on the table and in my view the undoubted benefits that will be derived from it over the years ahead.

I encourage all those behind this project to present a positive and united front and voice as we move forward from here.  No doubt we will come under further criticism, however I have no doubt whatsoever that the benefits that will be derived from this project will significantly outweigh the negative and that as a group we can overcome any obstacle that we encounter in seeing this to fruition.

Dean Lund

Chairman

Golden Bay Recreation  Park Facility
Financial Statement for year ending 30 March 2012
Start of Year Balance (opening of account July 2011)								$0.00
Plus Year to Date Revenue
22.8.11	BNZ staff donation				750.00
16.9.11	Fresh Choice donation				500.00
29.2.12	interest (less tax)				0.90
						$1,250.90
Less Year to Date Expenditure
13.10.11	Incorporated Soceity registration				102.22
						$102.22
Account balance as at 30 March 2012								$1,148.68