Golden Bay Shared Recreational Facility Inc.
Minutes of Meeting 4 July 2013, 6pm, Takaka Rugby Club
Present
Peter Blasdale, Dean Lund, Jenny Pomeroy, Mik Symmons & Arlun Wells
Apologies
John Byrne, Dave Lewis, Fleur Murray & Dave Myall
Moved that apologies be accepted (Jenny/Dean) carried
Minutes of Meetings held 8 April 2013
Moved, with one typo (AGM 1 May, not 1 April) that these were a true and correct record and that they be taken as read (Dean / Pete) carried.
Matters arising covered in general business
Correspondence
Inwards
Heritage Golden Bay do not support removal of Grandstand
Charities Commission Notice of change approval (committee)
Annual return acknowledgement
Jorgen Andersen Revised Plans
Outwards
Heritage Golden Bay acknowledging concerns over Grandstand
Ivan Riley, Collectable Car Club Thanks for donation
Dean Lund Support for nomination for JP
Judene Edgar Summary of meeting 17 April
TDC Submission to draft annual plan
Matters Arising
Grandstand – important to take photos of Grandstand for archives before knocked down. Idea raised of rotating rugby paddocks 90° and building a “two way” grandstand between the rugby and soccer fields. Possibly a longer term option
Finance
$150 donation received from Collectible Car Club
Current Account Balance $226.70 CR
General Business
1. TDC Annual Plan Submission
Dean, with several others from the wider group, spoke to our submission to the draft annual plan on 8 May. Went down well for councillors to see other faces associated with the project.
Our request asking for $300,000 of the $3.7M (for final plans and consents) in during financial year 2013-2014 was accepted at the full Council Meeting on 27th June 2013.
There was some discussion about when the facilities operating rate would kick in for Golden Bay households. Arlun pointed out that it was v important that people were aware of this prior to reading their rates demand. Mik to clarify.
2. Drama Society
The Drama Society has looked into replacing the roof at the Play House. This has turned into a much bigger project than initially expected and as a result has approached our group with the idea of building a new auditorium adjacent to the new facility, sharing facilities such as parking, toilets, social area. This could be a cheaper option for them, and would introduce a new demographic and increase use of the facility. The drama society have stressed that this would be at their cost.
Dean to find out from TDC (Susan Edwards) if this is possible, as it would re-increase the size of our now scaled back project, which TDC may not be comfortable with. Dean will also talk to Jorgen to see if this could be incorporated into the plans. If it can, Drama Society to be responsible of addition costs.
3. A&P Association
Some members of the A&P Association are still uneasy about the new facility and how it will impact on storage and display space for the show. Dean to meet with Roger Rosser, A&P Association President, next week to talk through some of these issues and to make sure that they have some input into the design, so that the new facility works for them. While we can understand the resistance to change, it doesn’t appear that any of their concerns are insurmountable and the new facility will be a great asset for the show.
4. Meeting with Don and Jorgen
Dean and Pete will meet with Don and Jorgen on 12 July to discuss the planning of the planning. Jenny urged some caution and not to get railroaded into drawing up more detailed plans at this stage, as there is still much discussion to be had with the varying groups and managing of their expectations. Dean pointed out that this was a very preliminary meeting.
Arlun questioned whether the architectural work should be tendered, as every other part of the building process would be. Dean and Jenny confirmed that the original pitches from Arthouse, AMS Design and Ken Robinson, Palmer and Palmer were all within the same ball park for both the concept plans and final design, with Opus being significantly more expensive.
5. Meeting with Lotteries & Canterbury Community Trust
Pete went to the Charities information day in June where he met with Shane Graham and Kaye Latham the local Lottery representatives. They will be visiting Golden Bay on 27th August and would like to meet with some of our group. Pete to organise. Need to find out who local lottery trustee is.
Canterbury Trust will contact Pete to arrange a meeting to explain our project. Mik stressed the importance of getting our project identified as a “bigger project” in the region. Part of their donations are ear-marked for bigger projects, where it wouldn’t be unusual to get a donation of around $100,000 but they need warning, and not to receive an application out of the blue, so that they can plan for it.
It is also important for our local and Nelson MPs to be aware of our project.
6. Accountant
One of the themes that came out of the charities day, was the importance in having an accountant involved. Dean to follow up whether Milnes Beatson would be able to do our accounting work and whether Leigh Crocker would be prepared to assist the committee.
7. Integrated Health Group
They move into the new facility in September, after that their fundraising efforts will be scaled back. The community may need a breather before they embark on another major fundraising drive, but ok to start approaching major businesses and agencies for grants. The IHG will meet with us to discuss fundraising ideas.
8. Fundraising
Need to raise $450 - $500K from donations, sponsorship, business and in kind. The expectation that the rest will come from grants.
Important that one person heads the fundraising. Judene is happy to spend some time with that person to get them up and running. Everyone to think of people who may be able to do this and get back to Dean. They do not necessarily need to be involved in the group.
Jenny suggested that Pete might make a short, 2-3 minute film about the project which could be enclosed in an “information pack” for potential funders.
There was some discussion about a launch party, inviting the public, community board, councillors etc once final plans have been drawn up. We need to be wary of false starts.
9. Website
Thought at this stage that a website was perhaps not needed – they cost (a minimum of about $1200 to set up and webhosting in addition) and do not necessarily get many hits. Very few people seem to donate via the website. Jenny to find out from Picton their views on their website.
Meeting closed 7.55pm
