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
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