AGM 2012

Minutes of Golden Bay Shared Recreational Facility Inc.

6pm Monday 11 June, Takaka Rugby Club

Present

Peter Blasdale MTB Club

John Byrne Squash and Hockey
Sara Chapman GB Civil Defence

Jenny Cooper GB Bridge Club

Simon Faulkner GB Tennis

Tommy Gross GB High School

Ann Jones Swimming Pool

David Lewis Tennis

Dean Lund Chair

Ross McDonald Collectable Vehicle Club

Duncan McKenzie GB A&P Assoc

Fleur Murray Hockey Club (and junior hockey)

Dave Myall GB Recreation

Sheryl Nalder GB Community Workers

Nicky Packard GB Assoc Football

Wayne Packard Takaka Rugby Club

Graham Pomeroy Search and Rescue

Jenny Pomeroy Secretary

Roger Tait Rugby Club and Rec Park

Melise Tilley GB Tennis

Faye Turnbull Netball

Jean Wedderburn A&P and Toy Library

Arlun Wells Athletics

Philip Woolf Emergency Services

Apologies

Morfydd Barker Senior Net

Martine Bouillir TDC Councillor

Dan Darwen Cricket

Grant Knowles Arts Council

Anita Hutchinson Tap Dancing

Tahlia Menary Collingwood Area School

Steve Mitchell Sport Tasman

Sally Ann Neal

Debbie Neal Dancing

Mik Symmons Community Board

Kevin Winter Soccer

Moved that apologies be accepted (Dean / Fleur) carried

Welcome

Dean welcomed everyone present

Chair’s report

Dean read his report (attached)

Moved that this report be adopted (Dean / Dave M) carried

Peter thanked Dean for his work.

Sheryl congratulated the group on the progress to date

Treasurer’s report

Fleur presented accounts for the year (attached)

Moved that report be accepted (Fleur / John B) carried

It was acknowledged that some expenses – petrol, ads in GB Weekly have been met personally

Election of officers

Ann and Sally Ann stood down from the committee.

Nominated by Seconded

Chair Dean Fleur Dave M carried

Vice Chair Pete Roger Wayne carried

Secretary Jenny P Dean Fleur carried

Treasurer Fleur Ann Jenny P carried

Member 1 John B Dean Fleur carried

Member 2 Roger Dean Fleur carried

Member 3 Arlun Dean Fleur carried

Member 4 Dave L Simon Faye carried

Member 5 Tommy Simon Sheryl carried

Auditor

Moved that David Beatson audit the accounts for 2012 – 2013 (Dave M/Ann) carried

Subscription

Moved that the subscription for 2012-2013 be $0. (Pete / Dean) carried

Motions submitted

1. We engage Sport Tasman to complete feasibility study on our behalf for the purpose of supporting funding applications to fundraising agencies and for Tasman District Council. (Dean/ John B) carried
2. Request that cost, $6,500, is met by donations from sport, recreation and community groups who will use and support the new facility and that representatives  go to their groups to seek approval to contribute and that the donations or a letter confirming the donations are forwarded to the treasurer. (Dean / Fleur) carried

Jenny P to write to the secretaries of the groups suggesting a donation of about $5 per person to contribute to the $6500 feasibility study.

Sheryl Nalder also suggested asking Trash Palace for a donation.

General Business

Charities Commission

Applied to charities commission in March.  20 week waiting list to get to front of queue and then 31 working days.  If successful charitable status will be back dated

Signatures on Cheque Book

Moved that Roger Tait replace Ann Jones as signatory. (Dean/Pete) carried.  Roger to go to BNZ to arrange this.

Membership

There was some discussion about membership

Meeting closed 7pm

Chairman's Report

Golden Bay Shared Recreational Facility Inc

11 June 2012

Considerable progress has been achieved in the 21 months since a public meeting was held in these rooms to discuss the possibility of a combined Community Facility.  I commend each and every person that has been involved in this project todate with every little piece of support or work having assisted in getting us to where we are today.

The efforts of a number of people have moved this initial idea and information gathering/sharing meeting to the point were we are having our very first Annual General Meeting of the Golden Bay Shared Recreational Facility Incorporated.

A summary of progress and a timeline is as follows:-

September 2010 Initial Public Meeting

Numerous Smaller Meetings of those interested in moving initial idea forward

March 2011 Presentation to Community Board to give them an understanding of what we are up to.

General idea and concept made public

June 2011 Second Presentation to Community Board in order to update them on where we were at and also gain there support for the project.

Support from Community Board forthcoming with recommendation to TDC for the approval of a $35,000 grant to develop initial concept plans

` Project Manager, Don Robertson of Tasman Projects was engaged

Requested, received and prioritised each user groups 'wish- lists"

Engaged Arthouse Architecture to complete initial Concept Plans and appraisal of costing's

January 2012 Organised a display and the A&P Show, displaying Concept Plans and seeking Public feedback.

Setup a display in the Takaka Library, again showing Concept Plans and seeking Public feedback

Summary of Feedback from these two displays was:-

Total Responses Received 128

Positive   92 (72%)

Negative   36 (28%)

Over this period the group has also been working closely with both the Tasman District Council, Sport Tasman and the Lotteries Commission in order to keep them abreast of our progress and seeking advice where needed.

April 2012 Presented on behalf of our group to the TDC Long Term Plan meeting

Meet with Sport Tasman to discuss the possibility of them completing our Feasibility Study

We are currently awaiting on Council confirmation that there Long Term Plan has been approved and that our project is included and once this is known we can then move to engaging Sport Tasman to complete the Feasibility Study.

The benefits of engaging Sport Tasman to complete this work for us include:-

1. Cost $6,500 v $20,000

2. They already have a good working relationship with TDC

3. Indepth knowledge and information from similar facilities at Upper     Moutere, Murchison, Motueka and Saxton Field

4. Are a supporter of these types of integrated community facilities in     isolated/rural areas

Following these two steps being completed we will move into the next phase of:-

1. Developing a Fundraising Strategy

2. Completion of Funding Applications to the various Funding     Agencies

3. Completion of final working plans

Our target is to commence this project in the 2013/14 financial year and will most likely be staged over a 2-3 year period in order to minimise disruption to existing users during the construction phase.

I would like to extend a big thank you to our extremely committed and hardworking committee who have invested significant time and energy in getting this project so far so quickly.

In particular I would like to make special mention to two individuals, Jenny Pomeroy & Peter Blasdale, who have both been instrumental in keeping this project moving forward with an enormous amount of work behind the scenes and always willing to put there hands up to take responsibility for tasks over these past 20 odd months.  Neither Jenny or Peter have anything really significant to personally gain from this project other than seeing a whole community benefit from a first-class facility that will result in a fantastic community participation and atmosphere.

I personally remain totally committed to this project as is currently on the table and in my view the undoubted benefits that will be derived from it over the years ahead.

I encourage all those behind this project to present a positive and united front and voice as we move forward from here.  No doubt we will come under further criticism, however I have no doubt whatsoever that the benefits that will be derived from this project will significantly outweigh the negative and that as a group we can overcome any obstacle that we encounter in seeing this to fruition.

Dean Lund

Chairman

Golden Bay Recreation  Park Facility
Financial Statement for year ending 30 March 2012
Start of Year Balance (opening of account July 2011)								$0.00
Plus Year to Date Revenue
22.8.11	BNZ staff donation				750.00
16.9.11	Fresh Choice donation				500.00
29.2.12	interest (less tax)				0.90
						$1,250.90
Less Year to Date Expenditure
13.10.11	Incorporated Soceity registration				102.22
						$102.22
Account balance as at 30 March 2012								$1,148.68

Minutes of the Golden Bay Shared Recreational Facility Meeting 27 February 2012, 6pm Takaka Rugby Club

Present

Dean Lund; Peter Blasdale; Jenny Pomeroy; Fleur Murray; Roger Tait; John Byrne and Ann Jones

Apologies

Arlun Wells and Sally Ann Neale

Minutes of the meeting held 2 February 2012

Moved that these were true and correct record and be taken as read Dean / Pete

Correspondance

Inward:

Jorgen Amendment to plan

Judene Edgar Feasibility Study

General Business

Jorgen’s email re amendment to plan

This new amendment was discussed and not favoured by group. Prefer to continue with reduced cost version of original plan rather than this new amendment.

Feasibility Study

Email received from Judene Edgar suggesting that Lotteries and TDC required an independent feasibility study, not an in-house one. Peter has spoken to Sonia Martell at Lottery Head office who has said that in-house was sufficient and that the consultation process and public meetings to date were the back bone of the study.

Suggested that a meeting is held with Crs Martine Bouillir, Paul Sangster and Mik Symmons to update them on our progress. After this meeting, some of the committee to go over to Richmond to meet with Cr Judene Edgar; Lloyd Kennedy (TDC); Shane Graham (DIA – Lottery); Steve Mitchell (Sport Tasman) and get clarification on whether we can carry out this study ourselves or whether we need to appoint an independent consultant. Quote received from Dave Allen Strategic Leisure is for $20,000 + GST and if we were to do the work and he were to sign it off, approx. $10,000 + GST.

Also get advice from Judene on fundraising at this meeting.

Charitable Status

Group to apply for charitable status. All present signed officer certification forms. Dean to get forms from Arlun and Sally-Ann. Jenny to complete application and send in.

Auditor

End of financial year is 31 March. Dean to approach Milnes Beatson to ask them to carry out audit.

Meeting closed at 6.45pm

Notes on Meeting 2 February 2012

Golden Bay Shared Recreational Facility

Notes on Meeting 2 February 2012, 2.30pm Rugby Club

Present

Peter Blasdale; John Byrne; Ann Jones; Dean Lund; Fleur Murray; Jenny Pomeroy; Roger Tait; Arlun Wells

Jorgen Andersen; Don Robertson

Apologies

Sally-Ann Neal

Update

Dean updated the group on costing from QS

Total for whole project is $4.97M excluding design fees and pool

A conservative estimate for a very basic 4 lane lap pool would be no less than $2M

Our share $850,000 + TDC $3.4M brings our total budget to $4.25M, $700,000 short of budget.

Don gave an update from Lloyd Kennedy

TDC currently working through long term plan. In draft stage at present, will be signed off in June 2012.

Whatever happens with amalgamation process, the long term plans for both councils will stay in place until 1 July 2015.

Money for our project from TDC has been ear marked as follows:

2012 – 2013 Nothing

2013 – 2014 $2.1 M for design and construction

2014 – 2015 $1.3 M for balance

In addition, further funds have been earmarked for grounds work, mainly associated with sports field layout:

2012 – 2013 Nothing

2013 – 2014 $30,000

2014 – 2015 $50,000

2015 – 2016 $100,000

Advisable to use this money in the above time frames as all (with exception of 2015-2016 $100,000) before the 2015 cut-off date.

$3.4M is allocated in the Long Term Plan for our project – development of the Golden Bay Rec Park.

It is unlikely that TDC will increase this money. Before the TDC releases their share, they need to see our commitment to raising our 20% ($850,000).

We have 17 months to organise ourselves and raise our share. We can get a commitment from funders that they will give their share in the appropriate time frame – we don’t necessarily have to actually have the money in the bank – some funding organisations like to see the money spent in a specific time frame or it needs to be returned.

We have just about spent the money allocated for concept plans and Don. Any further expenses we incur from now are our own.

Jorgen gave an update on costs

There has been some shaving done to bring the project to $4.97M:

• All architectural niceties
• Gravelling rather than tar seal of car park (this has been allowed in Mapua)
• No paths or plantings in car park
• Bridge to hockey removed
• Ramp from end of play area removed
• 1m out of corridor between function room and meeting rooms
• 1m out of length of gym
• Overhang of roof removed
• Cladding now iron
• Roof of whole building 1m lower

The $4.97M has a contingency of $236,000 and a 10% loading as building Golden Bay more expensive than in Nelson.

Other cost savings we could consider are

• Deferring building of hall
• Make one of the changing rooms into 2 store rooms and convert back at a later date, and build more storage at the same time
• Build hall as a shell, and fit out later
• 3 netball courts + 1 practice + ½ court for warm up area – remove practice court and practice can take place on warm up area. Bulk of field and court costs are for netball courts.

There was considerable discussion:

• Concern over number of changing rooms esp for Saturdays when many teams playing
• Overhang of roof important for protection of building
• Concern over lack of shade in seating area (also came up at A&P Show)
• What money was going to come available to build hall at later date
• If hall pushed out to stage 2, what would become of swimming pool
• More expensive in long run to build in two stages
• Hall important to be built in first stage, as Booth being knocked down
• Our vision is to have a “central hub”
• Biggest savings we could make are in the donation of materials
• Much can be done in kind, but needs to be a very open process to manage it.
• Need to either reduce the costs or raise an extra $750,000
• Ann wondered whether some funds could be acquired from elsewhere, particularly as there is some civil defence interest in the building and the earthquake risk at both the rugby club and GBHS.

Next Steps

Dean to send broken down costs to group. (Action Dean)

All to think about where more savings can be made and what the priorities are, and realistic ideas of what can be done in kind and report back at next meeting in a couple of weeks (Action All)

Jorgen donated an extra $5000 of Arthouse time to enable completion of concept plans. Thanked by whole group.

Pete gave update on A&P Show

Project favourably received.

72 votes went into straw poll, 67 supported, 3 against and 2 spoilt. 96% support

Meeting closed 4.10pm

Results from A & P Show straw poll

72 votes went into the straw poll box at the A & P Show.
A couple were "spoiled"

To the question " Do you support the concept for the Golden Bay Rec Park as shown"

67 said YES

3 said NO

Thats about 96% support.

A sample of what was in the comments section,

7 of the yes votes said they would also like to see a pool there
Looks great
great to have everything in one place
concerns about covered seating area to view rugby
senior net
demo kitchen Elizabeth Warren
kids play ground
?cost
fantastic looking facility
outdoor exercise stations around the park
happy having everything in one place
great for youth
gym/wts room

Rena Denmead who is a personal trainer and runs exercise classes in Collingwood would like to be involved and would take classes in the gym 524 8524
Geoff Devine sells indoor and outdoor fitness equipment 03 546 5505
M Barker of senior net would like to be kept in the loop bandmbarker@farmside.co.nz


Pete.

Minutes of Meeting held 13 December 2011

Golden Bay Shared Recreational Facility

Minutes of Meeting held 13 December 2011 6.30pm Rugby Club

Present

Pete Blasdale; John Byrne; Marguerite Dooley; Ann Jones; Dean Lund; Duncan McKenzie; Fleur Murray; Dave Myall; Wayne Packard; Graham Pomeroy; Jenny Pomeroy; Georgie Stone; Marcus Stone; Faye Turnbull; Jean Wedderburn; Arlun Wells.

Apologies

Brian Alder; Jenny Cooper; Dave Lewis; Carolyn McLellan; Steve Mitchell; Sally-Ann Neal; Mik Symmons; Don Robertson; Roger Tait; Dave Tippett

Apologies be accepted Dean / Fleur

Committee Nominations

An interim committee had been serving since September. Committee now elected.

Position Nominated Proposed Seconded

Chair Dean Lund Peter Blasdale Fleur Murray carried

Dep Chair Peter Blasdale Ann Jones Dave Myall carried

Secretary Jenny Pomeroy Peter Blasdale Fleur Murray carried

Treasurer Fleur Murray Graham Pomeroy Ann Jones carried

Com member Arlun Wells Ann Jones Fleur Murray carried

Com member Sally-Ann Neale Jenny Pomeroy Dean Lund carried

Com member Ann Jones Arlun Wells Fleur Murray carried

Com member Roger Tait Dean Lund Jenny Pomeroy carried

Com member John Byrne Graham Pomeroy Faye Turnbull carried

Moved that nominations be accepted Dean / Dave M

Update of Concept Plan

Dean has asked Jorgen for costing of the two options (these will be very similar) and a 4 lane 25m 1.4m deep lap pool. Hopes to have these back before A&P show, possibly prior to Christmas.

Dean to give feedback to Jorgen. Action Dean

Weights Room

There was some discussion about the weights room – that the plan does not have a room dedicated to weights. Georgia felt that this was important for those on a green prescription and for the teenagers. Had been discussed in the past and no one had actually come forward to date wanting it, it would be in direct conflict with a business in town and that the rugby club had tried it before but wasn’t really used as much as first thought.

Function Room

No decision yet made on option 1 or 2. Merits for both. Cost will be about the same so not deciding at this point is not going cause a problem.

Discussed about putting the toilets downstairs, but could be cost prohibitive. Structural cost increase considerably once start going to two levels which is why overall building planned for one level.

Option 1 may allow a lot more winter sun into the building.

Storage / Viewing Space at end of Gym

Graham raised concern that there might not be enough storage in the project. Search and Rescue themselves would be looking for about 20m².

Storage at the end of the gym may be bit thin. Possibly only 2m wide – not that user friendly. Also a huge amount of space above it wasted (whole height of the gym). Question raised whether the area above the storage could perhaps be viewing platform into the gym.

Outdoor storage needs to have a coordinated approach. Agreed that don’t need architecturally designed buildings, but once we have built a stunning centre don’t want to see lots of little huts dotted around the place.

A&P Show

A&P Show on 21 January. A stand has been booked.

Jenny P questioned whether we are ready and prepared to answer the questions likely to come up. Arlun suggested a pre-show meeting of those volunteering to man the stand. Agreed that the show is the easiest way to reach the most amount of people and that appropriate as it is on site.

Ann said that it was vital that everyone from our group is singing from the same hymn sheet.

Fact sheet and briefing to be written up beforehand. Questionnaire / suggestion box at stand for people to fill in there and then. Important to focus on the multi-function nature of the project – not just sport.

Public meeting to be held fairly soon afterwards while still fresh in people’s minds.

Jen P to send out email asking for volunteers. Action Jenny P

GB Weekly

Pete suggested an article in GB Weekly on the Friday prior to the show giving the history of the grounds and what the future could be like. Photos rather than plans – plans too small and difficult to explain with limited space. Pete to talk to GB Weekly. Action Pete

Feasibility Study

Pub Charity application unsuccessful on basis that didn’t really meet criteria (don’t usually fund set up costs). Jen P to look at fundview to see if can find another source to fund feasibility study. Action Jenny P

Model

Fleur raised that Barry Evans has offered to do a 3D model. All delighted with the offer, but felt that it is a bit soon – further down the track would very much appreciate this offer.

Meeting closed 8.20pm