Golden Bay Shared Recreational Facility Inc.
Minutes of Meeting 21 October 2013, 6pm, Takaka Rugby Club
Present
Peter Blasdale, John Byrne, Dean Lund, Fleur Murray, Jenny Pomeroy, Roger Tait & Arlun Wells
Apologies
Leigh Crocker, Dave Lewis & Dave Myall
Moved that apologies be accepted (Dean/John) carried
Minutes of Meetings held 4 July 2013
Moved, that these were a true and correct record and that they be taken as read (Dean / Fleur) carried.
Matters arising
Drama have decided to continue with their new roof project for the Play House and not add on to the facility.
Correspondence
Inwards
Don Time line
Summary of Dean, Jim Frater, Susan Edwards, Mike Tasman Jones meeting
Jorgen Programme and clarifying concept plans are still broad general outline
Stage definitions
John Barraclough Camera Club – integrating their requirements into the new facility
John Barraclough Thanks for meeting, will report to Seniornet, Genealogy and Camera club and let us know their thoughts on St Johns
John Barraclough Seniornet, Genealogy & Camera Club happy to share St John’s with S&R
Don Tasman Projects Consultant Agreement (18 Sept 2013)
Jorgen Fee Update (18 Sept 2013)
Don / Jim Frater Clarification of approval stages, time lines etc (emails 12-19 Sept 2013)
Kevin Winter Quote from Humes for drainage pipes (30 Sept 2013)
Don Rec Park Report, parking letter, parking calcs (17 Oct 2013)
Outward
Judene Edgar Thanks for inclusion in annual plan
Bill Dahlberg Project outline
CCT
Shane Graham Project outline
Lotteries
Potential User Groups Update contact list
Invite to meeting 3 Sept to discuss plans
Storage Requirements
Membership numbers and frequency of meetings
Damien O’Connor Thanks for time
Park Ave residents (9) Invite to meeting to share plans
Park Ave residents (6) Thanks for coming to meeting
A&P Thanks for time
Kaye Latham (Lottery) Thanks for time
Wendy Courtois (CCT) Thanks for time
Bill Dahlberg Thanks for meeting Sat 21 Sept
Max Spence (CCT)
John Barraclough Reply to email re St John’s Room (3 Oct 2013)
Replies from User Groups re plans
Leigh Gamby Bridge
Faye Turnbull Netball
Grant Knowles Arts
Dave Lewis Tennis
Maree Fleming Athletics
Kirsty Richmond Basketball, Gymnastics
Jean Wedderburn A&P
Matters Arising
User group numbers – should include the Fire Brigade and St John’s as they both train at the Rec Ground.
Rest covered in update in general business
Finance
Current Account Balance $227.71 CR
There is going to be some admin and printing expenses coming up and would be helpful if we had some petty cash to cover these. Fleur to talk to TDC and / or Community Board and our Councillors to see if there is a grant available to cover these expenses. Action Fleur
General Business
The Canterbury Community Trust
Moved that Golden Bay Shared Recreational Facility apply to The Canterbury Community Trust for $250,000. (Dean / Jenny carried)
Update
Summary of Recent Meetings
1. Dean & Kevin Winter, Football Club
Shared facility meeting between Kevin Winter and Dean Lund
27/09/13.at 0900
Kevin to measure concrete pipes at side of fields and obtain quote.600 ID 227mtrs length.
Discussion on field placement leaving main pitch same orientation but shifting further to southeast.
With ditch piped and bank between upper and lower level modified locating a full size and intermediate pitch running in a SE NW direction on lower level leavening Room for hockey pitch running n/s.
GbFootball has to have a minimum of 2 fullsize (90 x60 min ) and 1 x intermediate pitch (70x50 min) to operate not using school grounds plus cooperation of Nelson bays football with draws.
Discussion on all teams playing at rec park and none at High school keeping all sport together,consultation with rugby and football admin regarding draws for teams to spread use of facility.
If ditch piped would need to relocate football training lights and remove trees on boundary of rugby and football pitches.
Football pitches would require better drainage to acomadate higher use.
discussion on GB Football not requiring storage in facility building if our present shed can remain on site,seems that with latest plans will be ok to stay in present location.?
27/09/13.at 0900
Kevin to measure concrete pipes at side of fields and obtain quote.600 ID 227mtrs length.
Discussion on field placement leaving main pitch same orientation but shifting further to southeast.
With ditch piped and bank between upper and lower level modified locating a full size and intermediate pitch running in a SE NW direction on lower level leavening Room for hockey pitch running n/s.
GbFootball has to have a minimum of 2 fullsize (90 x60 min ) and 1 x intermediate pitch (70x50 min) to operate not using school grounds plus cooperation of Nelson bays football with draws.
Discussion on all teams playing at rec park and none at High school keeping all sport together,consultation with rugby and football admin regarding draws for teams to spread use of facility.
If ditch piped would need to relocate football training lights and remove trees on boundary of rugby and football pitches.
Football pitches would require better drainage to acomadate higher use.
discussion on GB Football not requiring storage in facility building if our present shed can remain on site,seems that with latest plans will be ok to stay in present location.?
Indicative quote for pipes
Subject: Indicative Concrete Pipe Price-Humes.
Good morning Kevin.
Good to talk to you the other day.
As discussed here is a indicative or budget price for you so you can get a feel for what is required.
Closer to the time you are perhaps looking to do the project, then we can do a firm quoted price for you.
Price is $190.20 + GST per lineal metre for CPT600RRJ Class 2(X) Concrete Pipe.
This price includes the rubber ring in the per metre rate as well as flat deck delivered into Takaka. Unloading would be by your agent.
If you would like, the branch manager Richard Morrison would be happy to catch up in person with you and go over the site and your requirements.
Richards contact details are as attached. I will give him you details as well.
Feeling of our meeting, that while piping the ditch would be ideal, it would probably not form part of the initial project.
As Football will be such a big user of the new facility, we should invite a member of their club to our meetings. Action Jenny
2. Lotteries and CCT
Both these meetings were positive and both organisations were aware of our project (thanks Pete). We fall under the “special fund” criteria for CCT. Application to be submitted at the end of the week. (25 October)
New Plan
Function room has been rotated, squaring it up and enabling viewing to both netball and rugby. Jenny to send out most recent plan to all user groups for feedback, stressing that it has yet to be approved and have a QS estimate. Action Jenny
Car parking
The parking requirements for the new facility are 326. (See parking calcs). Current requirements are 286. Increase of 40. Actual current carparks 30. As this works at present, it is possible that only 70 are needed (the current 30 + the 40 shortfall). However, committee well aware that this would be inadequate and that more need to be provided. Roger suggested 2 rows running along the back wall of the building. Land at bottom of hill could also be used for overflow parking. Dean to contact Don with these suggestions.
Working Group
A working group consisting of: councillors; Jim Frater; Susan Edwards; Don; Arthouse and a couple or reps from our group, will be set up to oversee the project. Dean to chase up the status of this group.
Paul Sangster
Group in agreement that Paul Sangster be invited to our future meetings. Jenny
A&P Show
Dave Myall to be asked to organise stand at A&P Show - ?managed predominantly by user groups with members of the committee overseeing.
Fund Raising
Dean presented his fundraising strategy which Matt Toynbee, CCT & Lotteries have seen and agree is possible. At the moment energy and attention to be put into the CCT & Lottery applications.
User group donations are $50,000 – both Moutere and Murchison raised more than this from their user groups, and each had a group that gave $25,000. User groups need to be made aware of where we are up to before we go public with fundraising.
Public Events – important but user groups could run these. Dave Lewis to look at fun / sports day.
Corporate – Dean is putting a brochure / info pack together (similar to Motueka Hospital). Everyone to look down lists of National and Nelson companies (most of these have significant business in Golden Bay, even though they are not based here) and work out which ones they might have an “in” with, and add any not on the list. Everyone, by next Meeting NO approaches to be made at this stage. We need some advice on how much needs to be donated to be able to offer naming rights.
Work In Kind
Much discussion about work in kind. There are some parts of the project e.g. the demolition with are finite and isolated which could be carried out on a voluntary basis. There have already been expressions of interest in this. Other work in kind could be carried out by local tradespeople reducing their profit margins rather than doing the work for free. E.g. Tender goes out and 3 quotes come in for x amount. Opt for the lowest amount – if a local tradesperson could do this for less by reducing their profit margins (and are prepared to stand by their work) the “in-kind” part is the difference between the lowest quote and what the local tradesperson does the work for. Advice will need to be sought from Don and TDC on how in-kind work has been managed on other projects as this is v important part of our fundraising.
Arlun to find out more about the “trading up” concept.
Jenny suggested that we should target some of our fundraising at the holiday makers. Ideas from all for next meeting.
Meeting closed 8pm
