Minutes of meeting Wednesday 3 September 2014

Golden Bay Shared Recreational Facility Inc.

Minutes of meeting

Wednesday 3 September 2014 6pm Rugby Club

Present

Pete Blasdale; John Byrne; Sara Chapman; Dave Lewis; Dean Lund; Fleur Murray; Dave Myall; Jenny Pomeroy; Roger Tait and Philip Woolf

Apologies

Martine, Leigh Gamby, Kevin Winter

Previous Meetings Minutes

20 Feb 2014

21 July 2014

Moved that true and corrence record and that taken as read (Dean / Fleur)

Correspondence

Inward

Judene Answer to Dean’s email and comments on draft submission (7 April)

Shailey MacLean, TDC Submissions to draft annual plan, time slots etc (various)

Charities Commission Notice of change accepted (Philip W swapped for Arlun)

Tara Fifield, TDC Minutes of working party 30 June 2014 & 25 July 2014.

Car Company Receipt of Application & application unsuccessful

Susan Edwards Declined suggestion of inviting Jorgen to 28 Aug working party meeting as still at scoping stage

Outward

User Groups Feedback forms, plans and reminders to send in (also sent by Shailey McLean at TDC)

Submission ideas

Thank yous (inc Judene, Paul, Martine, Carolyn McLellan, individuals)

Judene Thanks for coming to 20 & 28^th Feb meetings feedback 

Questions relevant to our submission (Dean)

Draft or our submission for comment

CCT Update (20 March 2014 & 5 August 2014)

TDC Submission to draft annual plan

Shailey MacLean, TDC Submissions to draft annual plan, time slots etc (various)

Societies Annual Return

Charities Commission Annual Return

Trina Mitchell Meeting request (18 September 2014) Manawhenua Ki Mohua x2

Tara Fifield (TDC) Orig site plan and explanation how we got to current plan (Dean)

Susan Edwards Suggest Jorgen be invited to 28 Aug Working Party meeting

Car Company Funding application

NZ Post Application for postage paid envelopes

Finance

Current balance $621.74

General Business

Update

Dean gave an update, mainly on the 28 August working party meeting:

• Toilets – still some discussion about number of pans – definitive answer by next meeting.
• Murchison Plan – it was suggested that as TDC owned the Murchison plans, a cheaper option for us, may be to have them adapted, instead of using our own. Dean, Pete, Philip and Jenny not in agreement with this as:

• Building wider and therefore would not fit on our site between playing fields and A&P land
• A ditch would have to be moved
• No squash courts, which when added would bring it to similar floor area.  They would also be disjointed and a distance from changing rooms
• Changing rooms were too small and not enough of them
• May be expensive to alter plans
• Consultation has been carried out to firstly come up with our design and then to get user group and public approval of the plans, which could be wasted.

• The proceeds of the Kotinga Hall sale will no longer go to the Community’s 20%, but rather to the Council’s 80%.
• It was stated that the $35,000 original seed fund for concept plans has been deducted from the $4M overall budget.  (This money was approved to come from the District Facilities Rate at a Grants and Community Services subcommittee meeting on 14 Sept 2011)
• Arthouse have been given the go ahead to amend the concept plans (relocation of toilets outside changing rooms) and to complete the developed design so that it can go to QS for pricing.
• Philip asked for terms of reference and Jenny for a time line so it is clear who is responsible for what and when – at present some of this direction is a little lacking.  These should be completed by Council by the next meeting.
• We can get a CPU (certificate of public usage) if we have part of the building unfinished – e.g. gym walls not lined.
• The cost of the working party meetings does NOT come out of our overall budget
• The operating budget is part of our groups remit
• Next working party meeting is 25^th September

Meeting with Susan Edwards

Jenny suggested that Pete meets with Susan Edwards to bring her up to speed on the work that we have done and to give her a chance to bring us up to speed with the work they are doing, so that everyone is clear.  ACTION Pete to organise once notes of 28 Aug meeting are out – Jenny to chase Tara to get notes.

Pete & Jorgen Meeting

Pete met up with Jorgen, to bring him up to speed.  Discussed the design and build option that Council favour.  Could save money on QS and tender process.  Arthouse could oversee in conjunction with a construction company.

Jorgen is waiting to be briefed by Council.  ACTION Dean to follow up with Jim Frater

Council will ultimately be the one who chooses the construction company, but we need to make sure that when appointing their willingness to work with “in kind” donations is considered, as it is likely to form a significant part of our fundraising.

Most likely that an independent project manager will need to be appointed in line with TDC policy.  (Scope for considerable saving here, if could be done internally by Arthouse)

TDC Long Term Plan

Sara raised the need for us to make sure that we are included in the Long Term Plan esp as our project will span a couple of years.  Most of the back ground work for this is done prior to Christmas and it would be worth a letter and a meeting with TDC later in the year (by 1 Nov).  ACTION Jenny to write once we have indicative costs

Approx Cost

Philip has done a rough calculation using Arthouse plans and Rawlings construction guide that the building with medium fit, 4% allowance for fluctuations, 5% contingency, 12% for preliminary and general work would come out at around $3.96M – within budget.  This includes the mezzanine, but not the netball courts – (they just about equal each other).  Car park is not included either.  This is good news as it is within budget.  Jorgen is aware that there is no point drawing up plans that come over $4M – a waste of everyones time.

Fund Raising

Need to raise $800,000 but $1M a better target, as there is the fit out to consider as well. Sara suggested a 3 stage strategy:

• Stage 1 $200,000 to come from clubs, user groups and CCT.  This will be set the thing in motion and give confidence to individuals and corporates
• Stage 2, $500,000 targeting corporate sponsors, small and large and Lotteries
• Stage 3, $300,000 from community and gaming trusts

Corporates and businesses will be the toughest and this will require a prospectus and presentations in face to face meetings.

A “post event” similar to the Big Night Out would be a fitting end to the campaign.

ACTION. Sara to prepare a two-page fundraising brief. She will attend WP meeting on 25^th. 

User Group Contributions

Once the developed design has been completed, we will present to the user groups and ask for donations and pledges.  Roger raised that groups will want to know what they can expect in terms of space, bookings and the expected cost to use the facility before they will commit funds.  ACTION Dean to find out how other centres – esp Murch and Moutere worked out a fair contribution from the varying user groups.  

Dave L raised paying an annual affiliation fee to the centre e.g. $5 per member, paid through their clubs – with current club numbers this would raise about $7500 in operating revenue – this would be in addition to the hire charges the club pays.  For some, regular users there would be an annual fee, for others a “fee per session”.  The rest of the income would be made up with commercial hire and grants.  No decisions were made – this is just a record of ideas for the committee to think about.  ACTION Dean to do some work on operating budgets.   ACTION Jenny – to write an email to all groups explaining where we are at, that we will be approaching them in the next couple of months to invite them to a meeting to present plans, capital and operating budgets and that we will be asking for contributions and pledges. 

A&P Show

All being well, we should be able to start construction during 2015.  There is reasonable certainty therefore that the January 2015 A&P Show will be the last one with the current buildings.  ACTION Dean to contact Jean Wedderburn, A&P Show secretary to say this, so that they can make their arrangements to mark this occasion.

Canterbury Community Trust

ACTION Dean to contact Bill Dahlberg bringing him up to speed.

Meeting closed 7.40pm

Notes of Meeting 21 July 2014 5.30pm Rugby Club

Golden Bay Shared Recreational Facility Inc

Notes of Meeting 21 July 2014 5.30pm Rugby Club

Present

Peter Blasdale; John Byrne; Dave Lewis; Dean Lund; Dave Myall; Jenny Pomeroy; Roger Tait; Kevin Winter and Philip Woolf

Apologies

Fleur Murray

Meeting was held to review concept plans and feedback from public and user group consultation meetings in February 2014, prior to the next Council working party meeting, 25 July 2014.

Main points agreed unanimously

1. Toilets

Toilets to be removed from all changing rooms.  Small toilet block, unisex (4 pans, 2 urinals) to be added outside the 4 larger changing rooms which will also be accessible to the public.

Deemed enough toilets inside the building (off the bar area and the gym) to eliminate need for toilets in the two smaller changing rooms.
Overall will mean 6 less pans – saving in both capital and operating costs.

2. Showers

Showers to be stainless and either open space, or partitioned with Formica panelling rather than individual shower cubicles.  Capital cost saving.

3. Mezzanine

This is most likely to be part of a later build than the initial project.  Important however to plan for toilets on this level – MAKE SURE THAT THERE IS A SOIL STACK / SPACE FOR A SOIL STACK in initial build.

4. Design and Build

Seems to be an option preferred by Council.  Group is strongly against this idea for the following reasons:

Have been working with Arthouse for nearly 4 years – they understand the project AND have successful experience with similar projects

A huge amount of time would be lost if we were to change direction now – time is of the essence – from a funders, public (users) and Council point of view.  Any delays now will be costly

If we were to go down the design and build route, this should have been decided from the outset – too late now

Suggested that Arthouse “pitch” to Council.  Arthouse came in under budget with cricket and athletics pavilion at Saxton field.

5. Site or Building

Whole group would like to see the building remain in its current position on the plan ie a little east of the current building, over the booth.  Alternative suggestion (between rugby and football fields) is not attractive as

over a natural waterway which would require significant engineering and consents to move

would reduce field area

disconnect between netball and function room (netball viewing, toilets etc)

carpark to far away

lie of land

91% of feedback supported proposed location

6. Timetabling of building

Philip drew attention to the fact that it is highly likely that the cheapest way to build it, is with a clear, prepared site ie demolishing of current building before building commences.  Build likely to take about 10 months.  If this is the case, it is v important that timing considers the A&P Show and that user groups are aware that they will need to make alternative arrangements.  (Small short term price to pay, but needs to be considered all the same).

7. Partial Build – Later Fit Out – Insurance & Code of Compliance etc

IF the budget doesn’t cover the proposed concept plans, we should build the spaces, and fit them out later rather than reduce the sq m.  To reduce the area would eliminate some user groups, meaning it is not a full community facility. However if this is to be the case, need to make sure that we don’t run into issues with insurance and code of compliance, using a building which is not finished and therefore not signed off, or indeed not being able to use the building as it is not signed off.

Fundraising

$170 from Anthony Tait and Candy Wegener for juicing seminar.

Action Points

Dean and Pete to attend working party meeting in Richmond on 25 July

Jenny to email minutes to Paul and Martine

Jenny to write to Iwi to alert them to the project and ask them to be involved

Jenny to write to Bridget Frame at CCT to update them after working party meeting

Philip to see if potential fundraising coordinator is interested in taking role

All – fundraising thoughts, ideas and contacts!

Annual General Meeting 3rd April 2014

Minutes of 3rd Golden Bay Shared Recreational Facility Inc. AGM

6.00pm Thursday 3 April 2014, Takaka Rugby Club

Welcome

Dean welcomed everyone present

Present

Peter Blasdale Vice Chair

John Byrne Squash and Hockey
Dean Lund Chair

Fleur Murray Treasurer and Hockey

Nicky Packard Football

Wayne Packard Rugby

Graham Pomeroy Search and Rescue

Jenny Pomeroy Secretary

Roger Tait Rugby Club and Rec Park

Apologies

Carol Baker Impact Youth Trust

Leigh Crocker Les Mills

Leigh Gamby Bridge, Community Board

Dave Lewis Tennis

Dave Myall Golden Bay Rec Co-ordinator

Paul Sangster Councillor

Arlun Wells Athletics

Kevin Winter Football

Philip Woolf Takaka Fire

Moved that apologies be accepted (Dean / John B) carried

Minutes of 2^nd AGM (3 May 2013)

Moved that these be taken as read and are a true and accurate record. (Jenny/John) carried

Matters Arising

None

Chair’s report

Dean read his report (attached)

Moved that this report be adopted (Dean / Jenny) carried

Jenny thanked Dean for his work.

Treasurer’s report

Fleur presented accounts for the year (attached)

Moved that report be accepted (Fleur / Jenny) carried

Election of officers

Arlun Wells resignation from the committee was regretfully accepted and he was thanked for the work he had put in.

Committee for 2014-2015

Position Nominated Seconded

Chair Dean Lund Fleur Pete

Vice Chair Peter Blasdale Jenny Roger

Secretary Jenny Pomeroy Dean Pete

Treasurer Fleur Murray Dean Graham

Committee Members John Byrne Dean Fleur

Dave Lewis Dean Fleur

Dave Myall Dean Fleur

Roger Tait Dean Fleur

Philip Woolf Dean Roger

All carried

Kevin Winter (football) and Leigh Crocker (accountant) to be invited to meetings

Auditor

Moved that Cynthia Sampson audit the accounts for 2013 - 2014 (Fleur /Dean) carried

Subscription

Moved that the subscription for 2013 - 2014 be $0. (Dean / Pete) carried

General Business

Update

Dean gave an update on recent developments esp, regarding the removal of the project from the draft Annual Plan and stressed the importance of user groups sending their submissions to Council.

Meeting closed 6.25pm

Golden Bay Shared Recreational Facility Incorporated

Annual General Meeting 3rd April 2014

Chairman's Report

Welcome to the 3rd Annual General Meeting of the Golden Bay Shared Recreational Facility Incorporated.

The past 12 moths has seen a number of higher and significant developments achieved in the pursuit of a Community Facility being built for the people of Golden Bay.

These 'highs' include:-

the continued development of the Concept Plan in conjunction with Arthouse Architecture, User Groups and the general public

the establishment of a very good and committed relationship with the Nelson based trustee's of the Cantgerbury Community Trust

the indication of  significant initial donation from the CCT from their "Special 25year Fund"

the continued development of working relationships with a number of TDC councillors, including the Mayor and Staff

the development of a Working Group to take this project forward.  This group includes 4 Councillors, 3 Council Staff, 1 GB Community Board Member, Arthouse and myself.

A ground-swell of support from the general public of Golden Bay

All of this is considered to hold us in good stead going forward and all necessary building blocks in the process.

However over-riding all of this was the 'bomb-shell' received in February that the TDC Councillors had voted to delete this project from both the Annual and Long Term Plans.

While initially very upsetting and had us all questioning where to from here, if anywhere?  I am delighted with the overall response from our group since.

The "we are not beaten yet" attitude is fantastic and this has been hugely reinforced and supported by the general public of Golden Bay; whereby we have received support from quarters that I would never have thought possible.

In a round about way I think the project being deleted from the Council's 2014/15 Annual Plan has actually worked in our favour in terms of increasing and galvanising support for what we are proposing; therefore leaving the Council in no doubt whatsoever that the proposed project genuinely has the support of the majority of Golden Bay residents.

Clearly the next two weeks leading up to Annual Plan Submissions closing on 15.4.14 is crucial for this project; particularly in ensuring Submissions are completed and sent to Council.  

I urge everyone in this room to do there utmost over this period to ensure this happens.

From there we need to swamp the TDC Annual Plan hearing in May with as many people as possible to visually show the Council this project is the most important issue for Golden Bay at this point in time and we want it.

I would like to take this opportunity to personally thank Jenny for the time, effort and unwavering enthusiasm she has devoted to this project since the inception of our Committee.  Her commitment and workload over this time has only increased, to the point whereby I would be truly lost without her input.  Thank you Jenny on behalf of all supporters of this project.

Finally, thank you to our Committee for the continued commitment and support over the past 12 months of significant ups and downs; and for the extra effort we are requesting now.

I personally look forward to having our 4th AGM in the new Social Room of the new Community Centre in 2015.

Dean Lund

Chairman

GB Shared Recreation Facility Incorporated

Ideas for Submissions to Draft Annual Plan

Golden Bay Shared Facility – Ideas for Submissions to Draft Annual Plan

Firstly, thank you for taking the time to write a positive submission.  

N.B. The feedback forms you recently sent in following the two meetings about the concept plans on 28^th February are NOT submissions to the Annual Plan.  Everything you wrote will be taken note of.  This was an extremely important exercise and thank you.  However, it is the actual submissions to the Annual Plan which Councillors will consider when deciding whether or not to put the GB Facility back on track.

These are now open and close 15 April.  It will come round quickly, so please don’t put this in the “too hard to handle basket”.  The more positive submissions Council receive, the greater the chance of getting this show back on the road.

There will be two Annual Plan meetings in Golden Bay on Monday 31 March.  

Collingwood Sunday School Hall, Elizabeth St.  4-5pm.  Drop in session

Takaka Fire Station.  7-8.30pm.  Presentation

Submitting your submission

You can write your submission on line via the TDC website, or on the form at the back of the Annual Plan edition of Newsline.  Forms can also be picked up from TDC Service Centre or from NBS.  

As the GB Facility has been pulled from the Draft Annual Plan, it is now more important than ever that you submit to get it back into the final version.  The same happened with the Tasman Great Taste Trail last year – it was out of the draft and in for the final version and on page 2 of the summary they are saying how popular it is proving to be.  We are far from beaten!  Again on page 2 it says “Council has questioned its commitment to funding the GB Recreational Facility in order to borrow less and would like to hear the community’s views on this before it makes a final decision.  We would continue design work and preparing the costings this year to assist that decision.”  So it is not all doom and gloom – we can, with all of our input make this happen.

Speaking to your submission

It is really important that if you think that you can that you speak to your submission – please don’t be shy.  The Councillors are human and we will be there to support you.  By speaking you will be able to clarify any points you made, it will help make your submission stick – think of the many hundreds on so many different issues they will be reading, and it will mean you have a face.

The Submission itself

Submissions need to be positive (rather than going on about it being unfair and our turn) and offer alternatives to ways Council can save money.  Some of the things you might like to include:

If submitting on behalf of a group say how many members and point out the demographics e.g.  100 members, 40% of who are school children

Say how often you train, host tournaments, host visiting teams and what your current facilities (if any) are like

Success of similar facilities e.g. Moutere Hills and Murchison – the model works!  It is now our turn.  We have been told from the outset that GB would be the last one – so make it the last one, not the “nearly ran”

Multi Use facilities are currently considered to be the modern survival tool for sport and community facilities across New Zealand

Corner stone of rural sport and well being

We have been paying into the District Facilities Rate for 10 years.  The rate was established to fund these “one off” projects with the understanding that each ward would eventually have its own facility and also share the others.  GB is the only ward without one and due to our isolation is impractical for us to share others on a regular basis.  (Facilities include: Rotoiti Community Hall, Moutere Hills, ASB Aquatic Centre, Grandstand at Sports Park Motueka, Motueka Recreation Centre upgrade, Murchison Centre, Tasman Tennis Centre upgrades and new courts, contribution to Maruia Hall, purchase of 3000 temporary seats for use at various sporting and other events, contributions under an agreed funding formula for ongoing developments at Saxton Field, Theatre Royal and Trafalgar Centre)

Current GB Facilities, such as they are, have a high level of R&M costs – the rugby club building and grandstand has a dubious earthquake rating and needs a $10,000 engineering report done on it.  Then possibly following this would require expensive remedial work – makes a lot more sense to put that money into a new multi-purpose recreational facility that a greater proportion of the Community would use

30 user groups with combined membership of over 1500.  Also A&P Show, weddings, funerals, conferences etc

Not in competition with existing facilities

Ground work done – concept plans, feasibility study (paid for in good faith by the future user groups) some funding secured (which could expire) – if there is any delay this would be out of date.  A waste of money, and energy.  There is plenty of momentum at present – capitalise on it.

It will never be cheaper

This is CORE INFRASTRUCTURE – just as important as roads, storm water etc

Benefits eg one site, parents being able to support kids and partake in sport / recreation themselves rather than ferrying kids from one place to another.  No showers or toilets at other places.  Many clubs don’t have a “home”.

If this doesn’t go ahead the promise has been broken.  Initial meeting in August 2010.  We were told that there was money in the Long Term Plan for Golden Bay, like there had been for every other Ward.  We were told to form a group, get a plan together and come back to Council.  We have done this in good faith at considerable personal expense (energy and time as well as money).  All the time being told that this was still on track – Newsline issue 294 “Council has worked very hard to keep rates down at this level, but at the same time provide for proposed additional or improved services where possible, for example the proposed Golden Bay Recreation Centre.”

Tasman District Council’s Vision Statement: Thriving Communities enjoying Tasman lifestyle

Tasman District Council’s Mission Statement: To enhance community well-being and quality of life.

Also offer some alternatives to reduce costs in other ways:

Takaka Service Centre.  $1M allocated for this

Mapua Wharf Commercial Building (site of former aquarium in Mapua).  $1.2M allocated

Reduce some of TDC operating costs e.g. charge a fee if rates are paid by credit card, or just stop rates being paid by credit card.  Reduce the catering bill.

Reduce the communication – much doubling up – Newsline, Nelson Mail, Guardian, Leader etc.

Charge for parking across the district.

Thank you once again for taking the time to write a submission.  If you need any help, please get in touch with a member of the committee.  The most important thing is that you send in your submission.  Remember “The smallest deed is better than the greatest intention”

Dean Lund Chair 5256201 (W)

Peter Blasdale Deputy Chair 03 5475588 (H)

Jenny Pomeroy Secretary 5248389 (H)

Fleur Murray Treasurer 5256116 (H)

John Byrne Committee Member 5259867 (H)

Dave Lewis Committee Member 5258770 (H)

Dave Myall Committee Member 027 6697142

Roger Tait Committee Member 5259321 (H)

Arlun Wells Committee Member 5256036 (H)