Letter of support from Community Board

Minutes of Meeting 5 April 2013

Golden Bay Shared Recreational Facility Inc.

Minutes of Meeting 5 April 2013, 6pm, Takaka Rugby Club

Present

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

Apologies

Arlun Wells

Minutes of Meetings held 19 November 2012 & 13 December 2013

Moved that these were a true and correct record and that they be taken as read (Dave M / Roger) carried.

Matters arising covered in general business

Correspondence

Inwards

Community Board Support for project

The Canterbury Community Trust request for audited accounts

Steve Mitchell, Sport Tasman emails relating to feasibility study

Draft and completed feasibility study

Tara Fifield, TDC Presentation to TDC Community Service Meeting 24.4.13

Outwards

GB Genealogy Group replying to their concern over project

The Canterbury Community Trust application for grant

Enclosing audited accounts

Withdrawing application for grant

Search & Rescue, GB Rec Workers Feasibility Study finished, thanks for support, copy available

Rugby, Netball, Hockey, Bridge on request (forwarded to Leigh Crocker, Athletics & Netball)

Gymnastics, Athletics, Tennis, Squash

Mountain Bike, Aerobics, Basketball,

Soccer & Trash Palace

Merv Solly Thanks for his time

GB Community Board Thanks for support

Matters Arising covered in General Business

Finance

Current balance $6576.70

Accounts for payment

$6500 inc GST Sport Tasman Feasibility Study

Move that this account is passed for payment (Dean / John) carried

Fleur reported that she had been in contact with IRD re registering for GST, but possibly a bit early at this stage. Dean / Pete / Jenny to check with TDC at 17 April meeting whether any invoices / donations can be put through TDC.

General Business

Feasibility Study – Presentation to Community Board

The final version of the Feasibility Study was received 18 March 2013. It clearly shows the need, support and viability of the proposed facility. Dean, Pete & Jenny presented the findings of the study (draft) to the Community Board at their 12 February meeting (draft at this stage) and asked for their formal support. They had a vote at their 12 March meeting where:

Moved Symmons / Chair McLellan

That the Golden Bay Community Board receives the Golden Bay Community, Recreation, Leisure and Cultural Centre RGB 13-03-08; and gives public backing to the proposed Golden Bay Community, Recreation, Leisure and Cultural Centre proposal as outlined in the Sport Tasman Feasibility Study.

Community Services Meeting Presentation 24 April 2013

Dean to present progress to date, including feasibility study to the TDC Community Services Meeting on 24 April.

Netball Courts / Canterbury Community Trust

An application for funding from CCT for the netball court part of the project was submitted in time for 20 December deadline. This was subsequently withdrawn because there is to be a further netball court at GBHS on the site of the classroom block, and the Community Board were not in favour of this part of the project being brought forward, as the facilities operating rate would kick in and they felt that the community would prefer to see more of the project completed before this happened.

Pete has been in discussion with CCT – they are now aware of our project and advise that we meet with the local trustees at some stage over the winter.

Meeting with Judene Edgar

Pete and Jenny met with Judene on 5 April, mainly to seek fundraising advice. Main points from this meeting:

Fundraising

• Judene doesn’t have the time to commit to heading our fundraising
• Important that one person co-ordinates fundraising, so that you know exactly who is doing what
• Need a strategy for applying for grants – time lines, due dates etc
• Advantage of a project like this is that 100% is going to the project, nothing is being lost in eg admin
• Need a way for acknowledging community donations – Murchison has a mural, Moutere Hills a vine
• Businesses tend to give from their marketing and advertising budgets, therefore need to make sure they are getting advertising or marketing from it e.g. naming rights, advertising boards, higher level contribution plaque.
• Most common reason for people not donating to a project is that they didn’t feel that they were actually asked – ads etc are not enough – ask
• Events are important as they raise community awareness, get community behind the project and bring in some money. Asking for straight donations can also raise a lot of money.

Project Budget

Looks like this is capped at $3.7M + 20% from Community fundraising. It is unlikely that raising more will enable us to build more. Pete has had a brief meeting with Jorgen to talk about areas which could be trimmed and will be meeting with him again 9 or 10 April. There was some discussion from the group over ideas which Pete will suggest to Jorgen:

• Dance studio either to be scrapped, or turned into a storage area, and scrap storage areas at end of gym, as much of these is wasted space due to height of building
• Car parks – Dean to seek clarification on how many we need
• Simplify building – no corridor between gym and squash court block, lower roof
• Netball warm up area
• Meeting rooms – less or simpler

Meeting 17 April 2011 – Judene, Jim Frater, Susan Edwards, Don

Judene has organised a meeting with the above, prior to the presentation to Community Services on 24 April, to discuss:

• Project Budget
• Long Term Lease of A&P Land
• Whether donations can be put through TDC and tagged for our project (for GST purposes)
• Submission to draft annual plan

Submission to Draft Annual Plan

Submissions are due on 22 April. It is important that we do submit, mainly on how much money we need for our project over the 2013 -2014 financial year.

Will discuss this further at meeting on 17 April (Judene, Jim Frater, Susan Edwards, Don)

Meeting with Merv Solly

Dean, Roger and Jenny met with Merv to discuss the netball courts and to keep him in the loop. Merv was enthusiastic and supportive of the project and gave much practical advice.

AGM

This will be Monday 1 April 6.30pm at Takaka Rugby Club

Meeting finished at 7.30pm