Golden Bay Shared Recreation Facility Project
User Group Meeting
Tuesday 18th August - 6.00pm
Takaka Rugby Football Clubrooms
Present : Wayne Packard, Robert Chubb - Rugby
: Faye Turnbull, Jessica Bruning - Netball
: Wayne Rothwell, David - GB Tennis
: Corina Ward, Ricky Ward - Hockey
: Roger Rosser, Duncan McKenzie - GB A&P
:Sharon McConnon, Brooks Bryne - Basketball
: Gary Balck, Sharon McConnon - Squash
: Sally Douglas - Senior Net
: Wouter de Maat - GB Search & Rescue
: Alan Blackie - Bridge Club
: Adge Tucker - GB AFC Football
: Fleur Murray - Hockey/GBSRF
: Mary Demlyn - Athletics
: Peter Blasdale/ John Byrne - GBSRF
: Dean Lund - Chair - GBSRF
: Brian Harris - Secretary - GBSRF
Apologies : Philip Woolf, Sara Chapman, Roger Tait - GBSRF
: Dave Myall - GBCW
: Kevin Winter - GB AFC Football
1 - Project Update
Dean provided the meeting with an overview of the key achievements and milestones over the last 12 months. He reported that there had been some significant and positive progress made over the last 8-10 weeks and all of the stakeholders were collectively committed to advancing the project expeditiously.
2 - Current Position and Timelines
Dean reported on the current status of the project including the advertising of ROI's, the shortlisting of the 4 selected companies by the Evaluation Panel and the preparation and issuing of tender documents to the successful companies. He then detailed the following key milestones and timelines for the meetings information :
Tenders Close :- 29 September 2015
Tenders e-mailed to Evaluation Panel :- 30 September 2015
Working Group Meets :- 01st October - 10.30am
Evaluation Panel Meets :- 01st October - 1.00pm
Full assessment of Preferred Tender :- Following Week ( during this period there will be the opportunity to come back to all User Groups for discussion ).
Preferred Tender to TDC Community Services Meeting :- 08th September 2015
Successful Tender to Tenders Panel for ratification :- 09th September 2015
Robert ( TRFC ) asked if some consideration could be given by the committee to the potential costs associated with retaining part or all of their facilities during the construction phase of the project given that the building programme will occur during the 2016 rugby season.
3 - Moving Forward
Assuming the successful tender meets all of the operational and pricing requirements the following timelines are envisaged :-
October - December 2015 - Resource and Building consent applications and approvals
February 2016 - Construction commences.
October 2016 - Construction completed.
Given that no tenders meet the required specifications or pricing criteria there will be the opportunity during this period to have negotiations with the preferred tenderer in an endeavour to reach a satisfactory outcome.
It has been agreed with TDC to treat the construction of the netball courts and carparking seperate from the building contract. ( these still form part of the overall project budget ) The potential benefit that this provides is twofold :- Firstly it enables the construction of the netball courts to proceed with the objective of ensuring completion prior to the 2016 season and secondly the opportunity to earn "in kind" community funding by completing a significant amount of the preparatory works via voluntary labour and donated equipment and materials. The GBSRF committee will have discussions with the Netball executive in September to further this initiative.
4 - Site Plan
The latest site plan was tabled and discussed. The key change from the original plan was the proposed re-siting of the netball courts to the area adjacent to Brownie's Inn. Members of the GB A&P expressed some concern with the potential impact this may have on some operational aspects of their annual show. It was agreed that members of the GBSRF will meet with A&P committee members on site to discuss and resolve these matters.
5 - User Group Consultation and Feedback
With the project now gaining momentum and having tight timelines Dean outlined the importance of having a communication structure that would provide the appropriate and timely response. From a Working Party perspective it was imperative that all communication and feedback was representative of each of the user groups committee and not that of an individual. With this in mind all communication should in the first instance be notified to the GBSRF Secretary via the appropriate User Group secretary.
6 - Finance
a - User Group Pledges - With the TDC requirement for GBSRF to have 50% of the required community funding ( $400,000.00 ) committed prior to the release of the TDC project funding it was now timely for the User Groups to deposit their funds into the NBS Trust account. These funds would remain in the Trust account until the project was approved to proceed and in the event that this was not the case all funds would be returned to the respective User Groups. Dean will provide the bank account details to the User Groups to enable the individual pledges to be deposited.
b - Fundraising Plans - Dean explained to the meeting that it had been difficult to commence our fundraising programme whilst the lack of certainty around the project existed. With the recent positive project developments coupled with the tender completion in October it is proposed to ramp up our fundraising efforts to meet our budgeted targets. The following fundraising budget has been established :-
Budget Confirmed
Lotteries $400,000.00
Canterbury Community Trust $150,000.00 $100,000.00
Gaming Machine Trusts $ 50,000.00
Public Events $ 20,000.00
Work In Kind ( Business ) $100,000.00
Work In Kind ( Locals ) $ 50,000.00
Corporate Sponsorship $100,000.00
Local Business Sponsorship $ 50,000.00
User Group Pledges $ 50,000.00 $105,000.00
Public Donations $ 75,000.00 $ 7,000.00
Total $1,045,000.00 $212,000.00
A corporate brochure is being prepared to enable approaches to be made to locally associated companies for sponsorship once the project is confirmed.
Wayne ( TRFC ) asked if the GBSRF committee had considered corporate sponsorship based on naming rights. This was confirmed and this was supported by the meeting participants on the basis that the sum provided was in keeping with the accrued benefit.
7 - Work In Progress
Dean spoke on the initial work done on both the operational structure/governance and operating budget models. He conveyed to the meeting the interest that Steve Mitchell had conveyed to assist in any way required to complete these important tasks. Steve has already had considerable experience in developing successful models for similar sporting and recreational organisations.
8 - General Discussion
Dean spoke of the frustrations and setbacks that the project had endured over the past 5 years and the relief that we were finally started to get some positive progress towards achieving our goal. In response to a question put by Dean there was unanimous affirmation by all meeting participants of their ongoing support for the project
Meeting Closed - 7.15pm
