GBSRF User Groups / Manawhenua ki Mohua Meeting Thursday 07th January 2016 Takaka Fire Station - 6.30pm

  GBSRF User Groups / Manawhenua ki Mohua Meeting

 

                                                                          Thursday 07th January 2016

 

                                                                          Takaka Fire Station - 6.30pm

 

 

PRESENT

 

Dean Lund - GBSRF

 

Brian Harris - GBSRF

 

John Bryne - GBSRF

 

Roger Tait - GBSRF/Rec.Park Board

 

Philip Woolf - GBSRF

 

Sara Chapman - GBSRF

 

Carolyn McLellan - GB Community Board

 

Martine Bouillir - TDC Councillor

 

Noel Baigent - A&P Assoc.

 

Wayne Packard - TRFC

 

John Ward-Holmes - Manawhenua ki Mohua

 

Cherie Bryne -                      "

 

Lauralee Duff -                      "

 

Margie Little -                       "

 

Barney Thomas -                  "

 

Mairangi Reiher -                  "

 

Renee Thomas -                   "

 

Maree Reiher -                      "

 

Rima Piggott -                       "

 

Olivia Hall -                           "

 

APOLOGIES

 

Susan Edwards - Tasman District Council

 

Peter Blasdale - GBSRF

 

MATTERS ARISING

 

1 - Philip welcomed everyone to the Fire Station facilities, with a special welcome to representatives of Manawhenua ki Mohua.

 

2 - On behalf of Manawhenua ki Mohua John thanked the GBSRF committee for the meeting invitation and the opportunity to partake and contribute regarding the proposed Mauri Stone Placement ceremony.

 

3 - Dean provided the meeting with a background to the GBSRF project leading up to the programmed commencement of construction in early February.

 

4 - Barney then provided an overview of the history and cultural significance of the mauri stone and their placement :

 

* - The stones represent the life blood and keeping the facility alive.

 

* - The blessing is conducted prior to dawn.

 

* - The placement site must be permanent and typically is either at the back wall or front entrance of the proposed building.

 

* - Community involvement is encouraged, particularly given the broad cross-section of community sporting and recreational group involvement in the new facility.

 

* - Prior to their placement the bare stones are passed around the group to be blessed.

 

* - The stones should be sourced locally and be of the approximate size of 2 coffee cups.

 

5 - Philip explained the proposed timetable for the demolition of the booth and the preparation to provide the contractors with a clear site by 01st February. After some discussion it was agreed to the following date for the mauri stone placement ceremony :

 

TUESDAY 02nd FEBRUARY 2016 - Please Note : This isn't weather dependant and will take place wet or fine.

 

TIME : To be confirmed but is likely to be around 4.30am with attendee's to assemble 20 minutes prior.

 

6 - The following organisations have confirmed their intention to a mauri stone placement :

 

Tasman District Council

 

Golden Bay Shared Recreation Committee

 

Manawhenua ki Mohua

 

Recreation Park Board

 

GB A&P Association.

 

All User Groups will be invited to have a representative attend the ceremony and to place a stone if desired. Those groups intending to avail themselves of this opportunity to place a stone will be required to advise GBSRF no later than Friday 29th January. This is to enable the size and depth of the hole to be correctly established prior to the ceremony.

 

Please Note : All groups involved in the mauri stone placement must have a suitable container/wrapping for their stone that will be placed in /applied after the blessing and prior to the placement into the hole. As an example a sporting group might choose to wrap their stone in their playing strip or some other item of significance to them. Stones for placement can be brought along on the morning of the ceremony.

 

7 - Martine asked Barney on the process for the dawn blessing and stone placement. Barney stated that the arrangements have yet to be finalised but typically the programme would follow the following sequence :

 

a - Welcome

 

b - Karakia

 

c - Waiata

 

d - Open the floor to other speakers.

 

e - Mauri stone blessing and placement.

 

f - Closing - Manawhenua ki Mohua

 

g - Breakfast and refreshments.

 

Barney and Cherie will complete the programme arrangements and confirm start time for circulation to all interested parties.

 

GENERAL BUSINESS

 

1 - Invitations - a list of personal invitations will be compiled by Brian, Martine, Carolyn, Dean and Sara and e-mailed out the week commencing 18th January. In addition a notice will be published in the Golden Bay Weekly inviting members of the public to attend the ceremony.

 

2 - Takaka Rugby Clubrooms - Wayne confirmed that the facilities would be available for the breakfast at the conclusion of the ceremony.

 

3 - Breakfast / Koha - Martine to check with Susan that TDC will be meeting the cost of these items. GBSRF committee will provide the resources to prepare and serve the breakfast.

 

4 - Hole for stone placement :

 

a - Siting and digging of hole - Philip to liaise with Gibbons regarding this.

 

b - Stone Placement Device - Depending on the hole depth we may require a device to assist with the placement of stones.

 

c - Hole Location - John to arrange for GPS coordinates to be taken of the hole location.

 

5 - Translation : Cherie provided the translation for " One place for all " which is " Kotahi te wahi katoa "

 

 

Meeting Closed : 7.30pm

 

 

  

 

GOLDEN BAY SHARED RECREATION FACILITY USER GROUP MEETING MINUTES THURSDAY 10th DECEMBER 2015 TAKAKA FIRE STATION - 6.00pm

 GOLDEN BAY SHARED RECREATION FACILITY

 

                                                           USER GROUP MEETING MINUTES

 

                                                            THURSDAY 10th DECEMBER 2015

 

                                                             TAKAKA FIRE STATION - 6.00pm

 

1 - Apologies : Dean Lund, Robert Chubb, Paul Sangster, Rhoda McDonald, Carolyn McLellan, Wouter deMaat.

 

2 - John Byrne ( Acting Chair ) welcomed everyone to the meeting and spoke of the challenges to date and the exciting stage that the project was now at.

 

3 - Project Update :

 

A - Site Plan :  Philip updated the meeting with the revised site plan which included the re-siting of the netball courts including the positioning of the shelter. With regard to the potential re-alignment of the power lines Duncan explained that this would require an easement from the current landowner ( Philip Windle )

 

B - Building Plans/Construction Programme : Philip worked through the finalised plans for the building highlighting the key materials to be utilised during construction and the structural changes from the original concept plans. The primary focus has been on looking at the potential options for reducing the overall project contract cost without impacting on the operational efficiency of the facilities. Any accrued savings would enable the opportunity to consider "nice to have items' such as solar energy or controlled electronic access which would potentially provide operational cost efficiencies in the longer term.

 

C - Land Gifting - Noel provided the meeting with and informative and humerous account of the historical ownership and gifting of the land now under A&P ownership. He spoke of the unanimous support from the A&P executive to gift the parcel of land to enable the siting of the two netball courts adjacent to the new complex. Noel also confirmed the A&P Association's total support for the new facilities.

 

4 - User Group Representatives : Brian spoke of the need to update the personnel/contact details for each of the User Groups. He asked that each of the groups nominate a person plus an alternate that would continue to represent their respective organisation. Given the likely fast moving and challenging period during the project construction it was important that each user group representative understood their responsibility to provide two way feedback on any matters of interest or concern.

 

5 - Pre-Construction Programme.

 

A - Mauri Stone Placement : This will take place prior to the site preparation and the commencement of construction with a final date to be confirmed. Lauralee explained the cultural significance of the stone placement including the siting and timing of the stone placement. A further meeting will take place with representatives of MWM on Thursday 07th January 2016 at 6.30pm at the Takaka Fire Station to confirm final arrangements and User Group representatives are all invited to attend.

 

B - A&P Show Stand - GBSRF will again have a stand at the show promoting the new facilities with photographic concept plans of each of the main buildings. Assistance with manning the stand from User Group members would be appreciated.

 

C - Booth Working Bee - Duncan provided the meeting with an overview of the preparations leading up to the annual show on the 16th January and the timing of the dis-establishment of equipment/exhibits. He believed it would not be realistic for A&P personnel to commence the demolition of the booth on the Sunday. Philip offered to put together a team of workers on Sunday 17th to assist in commencing the process in preparation for the actual demolition the following weekend. 

 

D - Operation Booth - Philip updated the meeting on the progress for both the demolition and material salvage from the booth. He believed there was a potential saving of $6 - 10K with the salvage of materials and contractor demolition cost. TDC require any work to be overseen by an approved contractor and supported by an approved Health & Safety plan. GB Builders will assume the responsibilty of approved contractor and a H&S plan has been forwarded to TDC for their consideration. In addition both the Takaka and Collingwood Fire Brigades will carry out a roofing exercise on the weekend of 23/24 January that will assist in the staged demolition of the roofing materials. It is intended that suitably qualified personnel will be approached to assist with the material salvage and building demolition and supported by the appropriate signage, controlled access, safety and emergency procedures.

Philip is working with the Project Manager regarding the required specifications for any potential utilisation of donated fill and approved disposal site owners regarding the disposal of unwanted materials.

 

Duncan raised the possibility of securing some of the salvaged materials to assist with the building of a suitable storage facility to house the A&P tables. Philip couldn't see a problem with this and asked Duncan to provide some detail on what they may require.

 

6 - Netball Courts Construction : Sara provided a brief update on the current status with the two courts. TDC will put the contract for construction out to tender and this will be based on a asphalt surface given the environmental and longevity concerns with other compounds. We are still to hear from Rata Foundation on the outcome of our funding application for the two new courts.

We have been fortunate to secure 160 metres of 3.6m fencing and posts from Motueka High School that should provide a significant amount to our in-kind donation credits..

 

7 - Fundraising Update.

 

A - A&P Show Raffle - We have been fortunate to secure a generous donation from Helicopter Ag for 3 scenic helicopter rides to be drawn and utilised during the A&P show. As previously advised we are looking for support from all of our User Groups to sell 40 tickets each to ensure we sell the 1000 tickets on offer and benefit by the full $5000.00. Ticket butts and money to be returned to NBS no later than Wednesday 13th January 2016.

 

B - Fundraising Prospectus - Sara tabled the prospectus that has been prepared to support applications for 3 year naming rights on the 18 nominated facilities within the building. Advertising has been conducted in the GB Weekly to gauge local interest before extending to a wider catchment of potential sponsors.

 

C - Lotteries Commission Funding - A meeting has been conducted with the Nelson Bays representative to seek advice on our forthcoming funding application. We received a favourable response and preparations for the formal application in January are now underway.

 

D - Golf Tournament : Preparations are well advanced for the golf day at Takaka Golf Club. This will be advertised in due course.

 

 

 

Meeting Closed : 7.30pm