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)

Minutes of Meeting 21 October 2013, 6pm, Takaka Rugby Club

Golden Bay Shared Recreational Facility Inc.

Minutes of Meeting 21 October 2013, 6pm, Takaka Rugby Club

Present

Peter Blasdale, John Byrne, Dean Lund, Fleur Murray, Jenny Pomeroy, Roger Tait & Arlun Wells 

Apologies

Leigh Crocker, Dave Lewis & Dave Myall

Moved that apologies be accepted (Dean/John) carried

Minutes of Meetings held 4 July 2013

Moved, that these were a true and correct record and that they be taken as read (Dean / Fleur) carried.

Matters arising 

Drama have decided to continue with their new roof project for the Play House and not add on to the facility.

Correspondence

Inwards

Don Time line

Summary of Dean, Jim Frater, Susan Edwards, Mike Tasman Jones meeting

Jorgen Programme and clarifying concept plans are still broad general outline

Stage definitions

John Barraclough Camera Club – integrating their requirements into the new facility

John Barraclough Thanks for meeting, will report to Seniornet, Genealogy and Camera club and let us know their thoughts on St Johns

John Barraclough Seniornet, Genealogy & Camera Club happy to share St John’s with S&R

Don Tasman Projects Consultant Agreement (18 Sept 2013)

Jorgen Fee Update (18 Sept 2013)

Don / Jim Frater Clarification of approval stages, time lines etc (emails 12-19 Sept 2013)

Kevin Winter Quote from Humes for drainage pipes (30 Sept 2013)

Don Rec Park Report, parking letter, parking calcs (17 Oct 2013)

Outward

Judene Edgar Thanks for inclusion in annual plan

Bill Dahlberg Project outline

CCT

Shane Graham Project outline

Lotteries

Potential User Groups Update contact list

Invite to meeting 3 Sept to discuss plans

Storage Requirements

Membership numbers and frequency of meetings

Damien O’Connor Thanks for time

Park Ave residents (9) Invite to meeting to share plans

Park Ave residents (6) Thanks for coming to meeting

A&P Thanks for time

Kaye Latham (Lottery) Thanks for time

Wendy Courtois (CCT) Thanks for time

Bill Dahlberg Thanks for meeting Sat 21 Sept

Max Spence (CCT)

John Barraclough Reply to email re St John’s Room (3 Oct 2013)

Replies from User Groups re plans

Leigh Gamby Bridge

Faye Turnbull Netball

Grant Knowles Arts

Dave Lewis Tennis

Maree Fleming Athletics

Kirsty Richmond Basketball, Gymnastics

Jean Wedderburn A&P

Matters Arising

User group numbers – should include the Fire Brigade and St John’s as they both train at the Rec Ground.

Rest covered in update in general business

Finance

Current Account Balance $227.71 CR

There is going to be some admin and printing expenses coming up and would be helpful if we had some petty cash to cover these.  Fleur to talk to TDC and / or Community Board and our Councillors to see if there is a grant available to cover these expenses.  Action Fleur

General Business

The Canterbury Community Trust

Moved that Golden Bay Shared Recreational Facility apply to The Canterbury Community Trust for $250,000.  (Dean / Jenny carried)

Update

Summary of Recent Meetings

1. Dean & Kevin Winter, Football Club

Shared facility meeting between Kevin Winter and Dean Lund
27/09/13.at 0900
Kevin to measure concrete pipes at side of fields and obtain quote.600 ID 227mtrs length.
Discussion on field placement leaving main pitch same orientation but shifting further to southeast.
With ditch piped and bank between upper and lower level modified locating a full size and intermediate pitch running in a SE  NW direction on lower level leavening Room for hockey pitch running n/s.
GbFootball has to have a minimum of 2 fullsize (90 x60 min ) and 1 x intermediate pitch (70x50 min) to operate not using school grounds plus cooperation of Nelson bays football with draws.
Discussion on all teams playing at rec park and none at High school keeping all sport together,consultation with rugby and football admin regarding draws for teams to spread use of facility.
If ditch piped would need to relocate football training lights and remove trees on boundary of rugby and football pitches.
Football pitches would require better drainage to acomadate higher use.
discussion on GB Football not requiring storage in facility building if our present shed can remain on site,seems that with latest plans will be ok to stay in present location.?

Indicative quote for pipes

Subject: Indicative Concrete Pipe Price-Humes.

 Good morning Kevin.

 Good to talk to you the other day.

As discussed here is a indicative or budget price for you so you can get a feel for what is required.

Closer to the time you are perhaps looking to do the project, then we can do a firm quoted price for you.

Price is $190.20 + GST per lineal metre for CPT600RRJ Class 2(X) Concrete Pipe.

This price includes the rubber ring in the per metre rate as well as flat deck delivered into Takaka. Unloading would be by your agent.

If you would like, the branch manager Richard Morrison would be happy to catch up in person with you and go over the site and your requirements.

Richards contact details are as attached. I will give him you details as well.

Feeling of our meeting, that while piping the ditch would be ideal, it would probably not form part of the initial project.

As Football will be such a big user of the new facility, we should invite a member of their club to our meetings.  Action Jenny

2. Lotteries and CCT

Both these meetings were positive and both organisations were aware of our project (thanks Pete).  We fall under the “special fund” criteria for CCT.  Application to be submitted at the end of the week. (25 October)

New Plan

Function room has been rotated, squaring it up and enabling viewing to both netball and rugby.  Jenny to send out most recent plan to all user groups for feedback, stressing that it has yet to be approved and have a QS estimate.  Action Jenny

Car parking

The parking requirements for the new facility are 326.  (See parking calcs).  Current requirements are 286. Increase of 40.  Actual current carparks 30.  As this works at present, it is possible that only 70 are needed (the current 30 + the 40 shortfall).  However, committee well aware that this would be inadequate and that more need to be provided.  Roger suggested 2 rows running along the back wall of the building.  Land at bottom of hill could also be used for overflow parking.   Dean to contact Don with these suggestions.

Working Group

A working group consisting of: councillors; Jim Frater; Susan Edwards; Don; Arthouse and a couple or reps from our group, will be set up to oversee the project.  Dean to chase up the status of this group.

Paul Sangster

Group in agreement that Paul Sangster be invited to our future meetings.  Jenny

A&P Show

Dave Myall to be asked to organise stand at A&P Show - ?managed predominantly by user groups with members of the committee overseeing.

Fund Raising

Dean presented his fundraising strategy which Matt Toynbee, CCT & Lotteries have seen and agree is possible.  At the moment energy and attention to be put into the CCT & Lottery applications.

User group donations are $50,000 – both Moutere and Murchison raised more than this from their user groups, and each had a group that gave $25,000.  User groups need to be made aware of where we are up to before we go public with fundraising.  

Public Events – important but user groups could run these.  Dave Lewis to look at fun / sports day.

Corporate – Dean is putting a brochure / info pack together (similar to Motueka Hospital).  Everyone to look down lists of National and Nelson companies (most of these have significant business in Golden Bay, even though they are not based here) and work out which ones they might have an “in” with, and add any not on the list.  Everyone, by next Meeting NO approaches to be made at this stage.  We need some advice on how much needs to be donated to be able to offer naming rights.

Work In Kind

Much discussion about work in kind.  There are some parts of the project e.g. the demolition with are finite and isolated which could be carried out on a voluntary basis.  There have already been expressions of interest in this.  Other work in kind could be carried out by local tradespeople reducing their profit margins rather than doing the work for free.  E.g. Tender goes out and 3 quotes come in for x amount.  Opt for the lowest amount – if a local tradesperson could do this for less by reducing their profit margins (and are prepared to stand by their work) the “in-kind” part is the difference between the lowest quote and what the local tradesperson does the work for.  Advice will need to be sought from Don and TDC on how in-kind work has been managed on other projects as this is v important part of our fundraising.

Arlun to find out more about the “trading up” concept.

Jenny suggested that we should target some of our fundraising at the holiday makers.  Ideas from all for next meeting.

Meeting closed 8pm 

Minutes of Meeting 4 July 2013, 6pm, Takaka Rugby Club

Golden Bay Shared Recreational Facility Inc.

Minutes of Meeting 4 July 2013, 6pm, Takaka Rugby Club

Present

Peter Blasdale, Dean Lund, Jenny Pomeroy, Mik Symmons & Arlun Wells 

Apologies

John Byrne, Dave Lewis, Fleur Murray & Dave Myall

Moved that apologies be accepted (Jenny/Dean) carried

Minutes of Meetings held 8 April 2013

Moved, with one typo (AGM 1 May, not 1 April) that these were a true and correct record and that they be taken as read (Dean / Pete) carried.

Matters arising covered in general business

Correspondence

Inwards

Heritage Golden Bay do not support removal of Grandstand

Charities Commission Notice of change approval (committee)

Annual return acknowledgement

Jorgen Andersen Revised Plans

Outwards

Heritage Golden Bay acknowledging concerns over Grandstand

Ivan Riley, Collectable Car Club Thanks for donation

Dean Lund Support for nomination for JP

Judene Edgar Summary of meeting 17 April

TDC Submission to draft annual plan

Matters Arising

Grandstand – important to take photos of Grandstand for archives before knocked down.  Idea raised of rotating rugby paddocks 90° and building a “two way” grandstand between the rugby and soccer fields.  Possibly a longer term option

Finance

$150 donation received from Collectible Car Club

Current Account Balance $226.70 CR

General Business

1. TDC Annual Plan Submission

Dean, with several others from the wider group, spoke to our submission to the draft annual plan on 8 May.  Went down well for councillors to see other faces associated with the project.

Our request asking for $300,000 of the $3.7M (for final plans and consents) in during financial year 2013-2014 was accepted at the full Council Meeting on 27^th June 2013.  

There was some discussion about when the facilities operating rate would kick in for Golden Bay households.  Arlun pointed out that it was v important that people were aware of this prior to reading their rates demand.  Mik to clarify.

2. Drama Society

The Drama Society has looked into replacing the roof at the Play House.  This has turned into a much bigger project than initially expected and as a result has approached our group with the idea of building a new auditorium adjacent to the new facility, sharing facilities such as parking, toilets, social area.  This could be a cheaper option for them, and would introduce a new demographic and increase use of the facility.  The drama society have stressed that this would be at their cost.

Dean to find out from TDC (Susan Edwards) if this is possible, as it would re-increase the size of our now scaled back project, which TDC may not be comfortable with.  Dean will also talk to Jorgen to see if this could be incorporated into the plans.  If it can, Drama Society to be responsible of addition costs.

3. A&P Association

Some members of the A&P Association are still uneasy about the new facility and how it will impact on storage and display space for the show.  Dean to meet with Roger Rosser, A&P Association President, next week to talk through some of these issues and to make sure that they have some input into the design, so that the new facility works for them. While we can understand the resistance to change, it doesn’t appear that any of their concerns are insurmountable and the new facility will be a great asset for the show.

4. Meeting with Don and Jorgen

Dean and Pete will meet with Don and Jorgen on 12 July to discuss the planning of the planning.  Jenny urged some caution and not to get railroaded into drawing up more detailed plans at this stage, as there is still much discussion to be had with the varying groups and managing of their expectations.  Dean pointed out that this was a very preliminary meeting.

Arlun questioned whether the architectural work should be tendered, as every other part of the building process would be.  Dean and Jenny confirmed that the original pitches from Arthouse, AMS Design and Ken Robinson, Palmer and Palmer were all within the same ball park for both the concept plans and final design, with Opus being significantly more expensive.

5. Meeting with Lotteries & Canterbury Community Trust

Pete went to the Charities information day in June where he met with Shane Graham and Kaye Latham the local Lottery representatives.  They will be visiting Golden Bay on 27^th August and would like to meet with some of our group.  Pete to organise.  Need to find out who local lottery trustee is.

Canterbury Trust will contact Pete to arrange a meeting to explain our project.  Mik stressed the importance of getting our project identified as a “bigger project” in the region.  Part of their donations are ear-marked for bigger projects, where it wouldn’t be unusual to get a donation of around $100,000 but they need warning, and not to receive an application out of the blue, so that they can plan for it.

It is also important for our local and Nelson MPs to be aware of our project.

6. Accountant

One of the themes that came out of the charities day, was the importance in having an accountant involved.  Dean to follow up whether Milnes Beatson would be able to do our accounting work and whether Leigh Crocker would be prepared to assist the committee.

7. Integrated Health Group

They move into the new facility in September, after that their fundraising efforts will be scaled back.  The community may need a breather before they embark on another major fundraising drive, but ok to start approaching major businesses and agencies for grants.  The IHG will meet with us to discuss fundraising ideas.

8. Fundraising

Need to raise $450 - $500K from donations, sponsorship, business and in kind.  The expectation that the rest will come from grants.  

Important that one person heads the fundraising.  Judene is happy to spend some time with that person to get them up and running.  Everyone to think of people who may be able to do this and get back to Dean.  They do not necessarily need to be involved in the group.

Jenny suggested that Pete might make a short, 2-3 minute film about the project which could be enclosed in an “information pack” for potential funders.

There was some discussion about a launch party, inviting the public, community board, councillors etc once final plans have been drawn up.  We need to be wary of false starts.

9. Website

Thought at this stage that a website was perhaps not needed – they cost (a minimum of about $1200 to set up and webhosting in addition) and do not necessarily get many hits.  Very few people seem to donate via the website.  Jenny to find out from Picton their views on their website.

Meeting closed 7.55pm 

Minutes of 2nd Golden Bay Shared Recreational Facility Inc. AGM

Minutes of 2^nd Golden Bay Shared Recreational Facility Inc. AGM

6.30pm Wednesday 1 May 2013, Takaka Rugby Club

Welcome

Dean welcomed everyone present

Present

John Byrne Squash and Hockey
David Lewis Tennis

Dean Lund Chair

Ross McDonald Collectable Vehicle Club

Duncan McKenzie GB A&P Assoc

Dave Myall GB Recreation

Graham Pomeroy Search and Rescue

Jenny Pomeroy Secretary

Roger Tait Rugby Club and Rec Park

Faye Turnbull Netball

Arlun Wells Athletics

Apologies

Gary Balck Squash

Peter Blasdale Mountain Bike, vice chair

Jenny Cooper Bridge

Marguerite Dooley Swimming

Ann Jones Swimming

Fleur Murray Treasurer and junior hockey

Nicky Packard GB Assoc Football

Wayne Packard Takaka Rugby Club

Kaye Starke Netball

Bruce Telford Squash

Marg Thomas Takaka Rugby Club

Moved that apologies be accepted (Dean / Dave M) carried

Minutes of 1^st AGM (11 June 2012)

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

Matters Arising

The feasibility study has been completed by Sport Tasman.  The cost has been met by sport, recreation and community groups who will use and support the proposed new facility.

Chair’s report

Dean read his report (attached)

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

Jenny thanked Dean for his work.

Treasurer’s report

Jenny presented accounts for the year in Fleur’s absence (attached)

Moved that report be accepted (Jenny / Duncan) carried

Jenny thanked the groups for their contribution towards the feasibility study.

Clarified that the feasibility study was paid for $6500 inc GST in April 2013 and therefore falls into 2013-2014 financial year.

Election of officers

Moved that the outgoing committee of Dean, Pete, Jenny, Fleur, John, Roger, Arlun and Dave Lewis is re-elected for 2013-2014 (Graham / Ross) carried.

Dave Myall was nominated by Faye, seconded by Dean as the 5^th committee member. Carried.

Committee for 2013-2014

Chair Dean Lund

Vice Chair Peter Blasdale

Secretary Jenny Pomeroy

Treasurer Fleur Murray

Committee Members John Byrne

Dave Lewis

Dave Myall

Roger Tait

Arlun Wells

Auditor

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

Subscription

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

General Business

There were no items for general business.  

A discussion followed about:

1. A&P Association’s concern in particular over the booth not being retained and whether the gym would work as an alternative for displaying the produce and photographs on show day.  The A&P Association is less in favour of the project since the Booth is not part of the proposed plans.  General feeling was that these are easily surmountable obstacles.  Communication to continue with A&P Assoc.   Jenny to send feasibility study to Jean Wedderburn (A&P secretary)
2. Netball would very much like to be one of the first groups to move to the new facility as they still only have one full size court at the High School.  
3. In kind work needs to be carefully managed so that we don’t miss out on the support we have for the project.

Meeting closed 7.30pm

Golden Bay Shared Recreational Facility Incorporated

Annual General Meeting

1 May 2013

Chairman’s Report

Welcome to the 2^nd Annual General Meeting of the Golden Bay Shared Recreational Facility Incorporated.

We are now approaching three years since the idea of developing a combined facility in Golden Bay was first mooted. Despite not as yet having seen any physical results from the significant time and effort that has been put in over this period, I consider we have made major steps forward over the past 12 months that sees this project and our goal of developing a “one stop shop” for sport, community and recreation in Golden Bay moving closer to fruition.

Over this time we have clearly illustrated the need for this facility and that fact the existing facilities are either non-existent or sub-standard.  Communities needs in general have grown and the expectation today is that facilities of yesteryear are no longer good enough.

I consider we have overcome a major milestone with the comprehensive public support we have received across a number of separate polls conducted by ourselves, GB Weekly and Sport Tasman.  While there will always be doubters, I believe we can proceed with real confidence that we are behind a worthy project that will succeed and which in time will convert a certain percentage of those currently against.  Having said that, we need to continue to communicate clearly and thoroughly with the wider community as we move forward to ensure we hear and understand all points of view and that they are given due consideration.

A thorough and supportive Feasibility Study, completed by Sport Tasman, while hilighting the above two main issues; need and public support; also confirms the operational viability of what we are proposing.  Financial viability is non-negotiable which reinforces the need for the entire community to embrace the facility going forward and support its concept and the opportunities it will provide, facilities that will be the envy of similar small rural communities around New Zealand.

Strong, enduring relationships have been developed with Sport Tasman (Steve Mitchell), Tasman District Council (all councillors and relevant staff) and the major funding agencies (Lotteries and Canterbury Community Trust).  The work in developing these relationships is time well spent as these will be the key organisations we will rely on as we move forward.

I would like to thank all committee members for their input over the past 12 months and at this point would like to make special mention of Jenny Pomeroy.  Jenny has the furthest distance to travel to meetings, be they in Takaka or Richmond and yet she has never once said she isn’t available.  On top of this Jenny has spent countless hours preparing funding submissions, minutes, agenda’s, chasing me up for work I should have done and finding answers to problems/questions that we have as a group.  Her workload associated with this project over the past 12 months has been second to none and on behalf of our Group would like to extend our gratitude for this.

While we have some major challenges ahead in the next 12 months, namely fundraising, final plan and working drawings and gaining Tasman District Council approval; I am more committed and determined to ensure this project is seen to completion as I have absolutely no doubt it is the right thing for Golden Bay for many years ahead.

Dean A Lund

Chairman

Golden Bay Shared Recreational Facility Incorporated