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 & 28th 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 25th 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 25th.
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
