Golden Bay Shared Recreation Facility Project User Group Meeting Tuesday 18th August - 6.00pm

                                                                        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  

 

  

 

 

 

           

Update on activities with the proposed new community facility

 Update on activities with the proposed new community facility.

 

New Committee

 

Dean Lund               Chair                   525 6201 (W)

 

Peter Blasdale         Deputy Chair        03 547 5588 (H)

 

Brian Harris             Secretary             525 8599 (H)

 

Fleur Murray            Treasurer             525 6116 (H)

 

John Byrne             Committee            525 9867 (H)

 

Roger Tait              Committee            525 9321 (H)

 

Philip Woolf            Committee            027 451 6076

 

Faye Turnbull          Committee            525 9908 (H)

 

Sara Chapman        Committee           027 619 2271

 

Co-opted by Committee as/when necessary : Candy Wegener ( Fundraising )

 

                                                                   Leigh Crocker ( Accountant )

 

                                                                   Kevin Winter ( Soccer ) and others on a "as required" basis.

 

New members to our Executive and Committee include :-

 

  a - Faye Turnbull, lifetime involvement in the Golden Bay community and sports clubs.

 

  b - Brian Harris, has recently returned to Golden Bay after a 4 year appointment as Chief Executive of the Chatham Islands Enterprise Trust. Previous history of community sports coaching, projects and fundraising.

 

Committee Responsibilities

 

The following role responsibilities were confirmed at our June Committee meeting :

 

a - Fundraising

 

Funding Agencies/Corporates - Sara Chapman

 

Fundraising Activities - Candy Wegener

 

b - Communication

 

GB Weekly - Sara Chapman

 

Facebook - Candy Wegener

 

User Groups - Brian Harris/Dean Lund

 

If your Group is planning or organising a fundraising activity or require assistance with publicity do not hesitate to contact Sara ( sc30beach@gmail.com ) or Candy ( candy_wegener@yahoo.de )

 

Site Plan

 

The site plan has been modified to allow for the relocation of the netball courts to the area adjacent to Brownies Inn. This will provide additional carparking and better alignment of the new complex with the main sports field.

 

Netball are supportive of this move and, if required, allows for the work on the construction of the new courts to commence in advance of the main project.

 

There are some relatively minor issues that need to be resolved on behalf of the Fire Service and A&P Association but these are not thought to be insurmountable.

 

Project Design Plans

 

The cost estimates based on the Arthouse design plans have come in at $4.4million compared to our budget of $4million. These figures are better than what was initially anticipated and we are getting closer to reaching our budget figure without having to reduce the size of the building footprint or radically alter the proposed design parameters.

 

The committee believes that a design/build tender process will allow individual companies to bring innovation and price competitiveness in their respective bids which will hopefully allow us to reach our budgeted $4million target.

 

Don Robertson ( Project Manager ) is preparing specifications as a first step towards the distribution of tender documents to selected companies.

 

The next important milestone will be the TDC Community Services meeting on the 25th June where Susan Edwards will table the proposed plans and recommended process for approval. The following day (26th) the Working Group will meet to hopefully be in a position to ratify the agreed process and timeframes.

 

Further meetings with User Groups will be planned to ensure that all interested parties are fully informed and in agreement with the proposed process.

 

Fundraising

 

Canterbury Community Trust have very generously committed $100,000.00 subject to the project proceeding. Once the project goes to tender and there is real certainty with the project commencing the committee intends to ramp up the fundraising activities, particularly at a corporate level. I am sure that once construction activity commences on site our Golden Bay community will get in behind all fundraising activities in support of this valuable community asset.

 

In conclusion the Committee remain determined and confident that this project will be completed, despite the obvious setbacks over the last couple of years. As always, if you have any queries or concerns please contact Dean or any committee member to discuss and work through. We are only too willing to make time to address any issues as we are totally committed to ensuring we get things right.

 

 

GBRSF Committee  

Annual General Meeting 22nd April 2015

Minutes of the 4th Golden Bay Shared Recreational Facility Inc. AGM

6.30 pm Wednesday 22 April 2015, Takaka Rugby Club

Welcome

Dean welcomed everyone present.

Present

Peter Blasdale Vice Chair

Sara Chapman GBSRF Fundraising

Ollie Gleeson Search and Rescue

Brian Harris

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

Faye Turnbull Netball

Philip Woolf GBSRF Committee member

Apologies

Carol Baker Impact Youth Trust

Alan Blackie Bridge

John Byrne Hockey 

Sally Douglas Senior Net

Abbie Langford Boys & Girls A&P and Youth Council

Sharon McConnon Squash

Roger Rosser A&P Assoc

Jean Wedderburn A&P Assoc & Bridge 

Candy Wegener Fundraising

Moved that apologies be accepted (Dean / Jenny) carried

Minutes of 3rd AGM (3 April 2014)

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

Matters Arising

None

Chair’s report

Dean read his report (attached)

Moved that this report be adopted (Dean / Philip) 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

Committee for 2015-2016

Position Nominated Seconded

Chair Dean Lund Fleur Pete

Vice Chair Peter Blasdale Roger Philip

Secretary Brian Harris Philip Roger

Treasurer Fleur Murray Dean Pete

Committee Members John Byrne Dean Jenny

Sara Chapman Dean Jenny

Roger Tait Dean Jenny

Faye Turnbull Dean Jenny

Philip Woolf Dean Jenny

All carried

Candy Wegener (fundraising), Leigh Crocker (accountant) and a football club rep (Kevin Winter) to be invited to meetings.  Committee can co-opt as necessary.

Auditor

Moved that Cynthia Sampson review the accounts for 2015- 2016 (Fleur /Dean) carried

Subscription

Moved that the subscription for 2015 - 2016 be $0. (Dean / Fleur) carried

General Business

Update

Dean gave an update on recent developments:

• Don Robertson, Tasman Projects has been appointed Project Manager.
• The project is back on track albeit with a budget reduction of $625,000.
• Concept plan that we have been working on was developed using the previous budget
• Even though general inflation is low, it is still high within the building sector.
• Golden Bay Facility Project Group are now looking at different (less expensive) ways of building it so that none of the elements are lost and all user groups are still catered for.
• GBF Project Group will take no more than 2 months to see if a different design is achievable – their main focus is to keep everything in the plan.

Fundraising

• Canterbury Community Trust grant has been confirmed.
• User group pledges are over $100,000.  
• There will be another open day (User groups and public, similar to February 2014) when final plan is decided.  User groups will then be asked to make good their pledge.
• There will be regular updates in the Golden Bay Weekly  - fundraising total, project updates and fundraising events.
• Sara Chapman will be overseeing and co-ordinating corporate fundraising and grant applications.  Candy Wegener will co-ordinate all local fundraising.
• Naming rights and sponsorship will be investigated once the plan is finalised.

Operational

Once the project gets close to completion an operational committee will take over – it will be a new committee, but could involve the same people.

Netball

• All keen that netball are the first group catered for, as they do not have a full court at present. 
• Three GB teams are currently playing in Motueka on Saturdays as there is no suitable court in Golden Bay
• Netball would be happy to have courts on Park Ave, rather than on Rec Park level, especially if it meant that they could be up and running for 2016 season.
• In time and as funds permited would then like to see hill landscaped so that there was continuity between the two levels
• Netball will monitor the trees / shade / frost situation on Park Ave during winter 2015.
• Netball would prefer 3 courts with no fencing, than 2 courts with fencing

Long Term Plan

Our hearing is on 1 May at 10.20 in Takaka Fire Station.  

Brian Harris

Brian, our new secretary, gave an overview of a similar project he has been involved with in the Chatham Islands.  His main points were:

• Retain footprint
• Keep all user groups involved – strength in numbers, both from fundraising point of view, but ultimately for the health of the centre
• Anything that is removed now because of reduction in budget will be regretted down the line, so stick to your guns

Meeting closed 7.45pm

Golden Bay Shared Recreational Facility Incorporated

Annual General Meeting  22^nd April 2015

Chairman's Report

Welcome to the 4^th Annual General Meeting of the Golden Bay Shared Recreational Facility Incorporated.  It certainly seems we have been operational a lot longer than the four years.

To be fair the past 12 months has been one of fluctuating fortunes and I admit to being a little disappointed we are yet to put a spade in the ground.

However upon reflection we have actually achieved a great deal over the past four years.  We need to remember that this time last year we didn’t actually have a Project; with the funding having been cut from the Council’s short and long term plans.

On the back of a huge uprising from the local community, making it very clear to our Council that this decision was not acceptable, we were successful in having our Community Project reinstated into both the Annual and Long Term Plans, albeit with a reduced budget.

This was a tremendous effort by all involved, with that effort reflected in the fact that our Project was the most submitted on Project in the whole of the Tasman District during the 2014 Plan consultation.

This outstanding community response certainly gave this committee real encouragement and energy to continue our work to see this Project to fruition.  It certainly gave me the confidence that we are heading down the right track and that it is what the vast majority of Golden Bay residents want and deserve.

There is no getting away from the fact that the population (young, old and generations to follow) are under-provided for in Golden Bay; with either substandard and deteriorating existing facilities or no facilities whatsoever.

Another real positive this year was the positive response to the request for pledges from the User Groups to kick-ff fundraising for this facility. A total of $101,850 was forthcoming which exceeded our expectations.

Our approach, and correctly so, has been a ‘softly softly’ start to the fundraising campaign.  However as we near the point of confirming final design this aspect will certainly ramp up and will demand a big effort from the whole community.

While on the face of it publicly, it appears little has been progressed over the past 12 months, however a great deal or work is happening in the background.

The current focus of this work is revolving around massaging the existing Concept Plan into the reduced budget.  The committee is absolutely determined to do this without any impact upon size or scope of what is currently proposed.  This is obviously no simple task but one we are determined to succeed in.

I would like to thank the Committee for their effort and patience over the past year.  Every little bit of help and effort goes along way.

In particular I would like to single out Jenny Pomeroy for special mention.  Jenny has been right at the forefront of this project from the start and I cannot thank her enough for the time and efforts she has put in; the level of commitment at her own personal cost she has invested into this project and the understated but professional hard-nose she has brought to the table.  She has certainly made my position significantly easier to manage.  It is with real regret, but totally understandable, the due to her pending relocation to Nelson that Jenny will not be seeking re-election to our Committee.  On behalf of our Committee and the community of Golden Bay I extend a warm thank you for your unrivalled contribution to our Project.

From here, we all need to keep working away in a positive and collaborative manner, knowing full well that this Project is very important to Golden Bay going forward and with the goal that by this time next year we will be seeing something special under construction on this very site.

Dean Lund

Chairman

Golden Bay Shared Recreational Facility Incorporated

Golden Bay Shared Recreational Facility Inc. Tuesday 3 March 6pm Rugby Club

Golden Bay Shared Recreational Facility Inc.

Tuesday 3 March 6pm Rugby Club

Present

Pete Blasdale; Sara Chapman; Dave Lewis; Fleur Murray; Dave Myall; Dean Lund; Jenny Pomeroy; Roger Tait and Adge Tucker

Apologies

Martine Bouillir; John Byrne; Kevin Winter and Philip Woolf 

Previous Meetings Minutes

3 September 2014

True and correct record.  No matters arising

Correspondence

Inward

Stuart Bryant Murchison operating budget and notes (4 Sept 2014)

Tara Fifield Notes from 28^th August working party meeting

Judene Edgar Suggestion that GBSRF run working party meetings, instead of TDC

MKM Postponement of meeting

Outward

Stuart Bryant Thanks for notes (4 Sept 2014)

Tara Fifield Requesting notes from 28^th Aug meeting, and sending up to date contact list x 2

MKM New date for meeting (Sara)

Project Summary (Dean)

Susan Edwards Request for letter confirming project in the budget (22 October)

Judene Edgar Request for draft pledge forms

User Groups Meeting 20 October 14 invite

Notes of 20 October meeting

Update on final total and thank you

Indiv groups, thanks (Fleur)

Dave Upfold – help with ticket sales

NBS Bouncy Castle for fundraising

Raffle thanks Brigand, Old School, BP, Mariposa, Takaka Fuel and Fish, Schnapp Dragon

No matters Arising

Finance

Current Balance $621.74

Money still to bank from Dave Upfold Shows and A&P Show

Group pledges $101,850.00 – Great Result.

General Business

1. Update

Dean gave an update of recent working party meetings and where the project is at.

2. Fundraising

There were some fundraising events over the summer, mainly groups fundraising towards their pledges.

GB Weekly will not charge for advertising for fundraising events for the facility.  

Action: Jenny to write to them to say thanks. 

Extremely important that all groups support each other.  Success of events depends on tickets sold, bums on seats etc – if a group is doing an event, important that the other groups support it, particularly with ticket sales.  

Classic Car Catering Sunday 5 April about 100 people

Opportunity offered by Paul Sangster, which committee have agreed to take on.

Actions:

Fleur to draw up plan – quantities “menu” etc and hand over organisation the week before 

Dave L to see if Cheryl Elsey interested in managing it on the day – otherwise Dean / Jenny

Need a couple of volunteers from each group to help on the day and provide food All 

Dave M indicated he will help on day.

Firewood

Philip Windle has offered 12-14 cord dry split gum for sale or raffle for facility.

Agreed to sell it, rather than raffle.

Dean – to check first that Arlun is happy for us to do this and if so put ad in GB Weekly.

Roger will supply a trailer for delivery.

Local Fundraising Co-ordinator

We need someone to support and co-ordinate the local fundraising initiatives.  Dean to approach Candy Wegener to see if she is interested.  Sara to continue with the grants and corporates.

3. Furniture

The Junction Hotel is closing and Dean has expressed an interest in having a look at any furniture, kitchen equipment etc which may be of use.

4. Long Term Plan

Submissions will be open shortly.  Jenny to do one on behalf of Committee.  Jenny to send email to user groups asking to do same and committee members to chase up.

5. AGM

AGM to be on 22 April, 6.30pm.  Jenny to advertise in GB Weekly and send email to user groups.

Jenny advised that as she is moving to Nelson she will not be standing for secretary’s position.

6. Bank Account

Moved Fleur / Dave (carried) that Bank Account is moved from Bank of New Zealand to NBS Takaka on 1 April.  Account Name GBSRF Inc. 

Dean absented himself from this discussion.

7. A&P Show

Jenny was asked whether Booth will still be ok for this years Boys and Girls A&P Show – yes – carry on as normal.

8. User Group Email

Jenny to send email to user groups with following information:

• Fundraising – the need to get on with this, and the need to support other groups activities and that they can advertise through GB Weekly
• Firewood available for purchase
• AGM Date
• Long Term Plan submissions
• Update on progress

Minutes of meeting Wednesday 3 September 2014

Golden Bay Shared Recreational Facility Inc.

Minutes of meeting

Wednesday 3 September 2014 6pm Rugby Club

Present

Pete Blasdale; John Byrne; Sara Chapman; Dave Lewis; Dean Lund; Fleur Murray; Dave Myall; Jenny Pomeroy; Roger Tait and Philip Woolf

Apologies

Martine, Leigh Gamby, Kevin Winter

Previous Meetings Minutes

20 Feb 2014

21 July 2014

Moved that true and corrence record and that taken as read (Dean / Fleur)

Correspondence

Inward

Judene Answer to Dean’s email and comments on draft submission (7 April)

Shailey MacLean, TDC Submissions to draft annual plan, time slots etc (various)

Charities Commission Notice of change accepted (Philip W swapped for Arlun)

Tara Fifield, TDC Minutes of working party 30 June 2014 & 25 July 2014.

Car Company Receipt of Application & application unsuccessful

Susan Edwards Declined suggestion of inviting Jorgen to 28 Aug working party meeting as still at scoping stage

Outward

User Groups Feedback forms, plans and reminders to send in (also sent by Shailey McLean at TDC)

Submission ideas

Thank yous (inc Judene, Paul, Martine, Carolyn McLellan, individuals)

Judene Thanks for coming to 20 & 28^th Feb meetings feedback 

Questions relevant to our submission (Dean)

Draft or our submission for comment

CCT Update (20 March 2014 & 5 August 2014)

TDC Submission to draft annual plan

Shailey MacLean, TDC Submissions to draft annual plan, time slots etc (various)

Societies Annual Return

Charities Commission Annual Return

Trina Mitchell Meeting request (18 September 2014) Manawhenua Ki Mohua x2

Tara Fifield (TDC) Orig site plan and explanation how we got to current plan (Dean)

Susan Edwards Suggest Jorgen be invited to 28 Aug Working Party meeting

Car Company Funding application

NZ Post Application for postage paid envelopes

Finance

Current balance $621.74

General Business

Update

Dean gave an update, mainly on the 28 August working party meeting:

• Toilets – still some discussion about number of pans – definitive answer by next meeting.
• Murchison Plan – it was suggested that as TDC owned the Murchison plans, a cheaper option for us, may be to have them adapted, instead of using our own. Dean, Pete, Philip and Jenny not in agreement with this as:

• Building wider and therefore would not fit on our site between playing fields and A&P land
• A ditch would have to be moved
• No squash courts, which when added would bring it to similar floor area.  They would also be disjointed and a distance from changing rooms
• Changing rooms were too small and not enough of them
• May be expensive to alter plans
• Consultation has been carried out to firstly come up with our design and then to get user group and public approval of the plans, which could be wasted.

• The proceeds of the Kotinga Hall sale will no longer go to the Community’s 20%, but rather to the Council’s 80%.
• It was stated that the $35,000 original seed fund for concept plans has been deducted from the $4M overall budget.  (This money was approved to come from the District Facilities Rate at a Grants and Community Services subcommittee meeting on 14 Sept 2011)
• Arthouse have been given the go ahead to amend the concept plans (relocation of toilets outside changing rooms) and to complete the developed design so that it can go to QS for pricing.
• Philip asked for terms of reference and Jenny for a time line so it is clear who is responsible for what and when – at present some of this direction is a little lacking.  These should be completed by Council by the next meeting.
• We can get a CPU (certificate of public usage) if we have part of the building unfinished – e.g. gym walls not lined.
• The cost of the working party meetings does NOT come out of our overall budget
• The operating budget is part of our groups remit
• Next working party meeting is 25^th September

Meeting with Susan Edwards

Jenny suggested that Pete meets with Susan Edwards to bring her up to speed on the work that we have done and to give her a chance to bring us up to speed with the work they are doing, so that everyone is clear.  ACTION Pete to organise once notes of 28 Aug meeting are out – Jenny to chase Tara to get notes.

Pete & Jorgen Meeting

Pete met up with Jorgen, to bring him up to speed.  Discussed the design and build option that Council favour.  Could save money on QS and tender process.  Arthouse could oversee in conjunction with a construction company.

Jorgen is waiting to be briefed by Council.  ACTION Dean to follow up with Jim Frater

Council will ultimately be the one who chooses the construction company, but we need to make sure that when appointing their willingness to work with “in kind” donations is considered, as it is likely to form a significant part of our fundraising.

Most likely that an independent project manager will need to be appointed in line with TDC policy.  (Scope for considerable saving here, if could be done internally by Arthouse)

TDC Long Term Plan

Sara raised the need for us to make sure that we are included in the Long Term Plan esp as our project will span a couple of years.  Most of the back ground work for this is done prior to Christmas and it would be worth a letter and a meeting with TDC later in the year (by 1 Nov).  ACTION Jenny to write once we have indicative costs

Approx Cost

Philip has done a rough calculation using Arthouse plans and Rawlings construction guide that the building with medium fit, 4% allowance for fluctuations, 5% contingency, 12% for preliminary and general work would come out at around $3.96M – within budget.  This includes the mezzanine, but not the netball courts – (they just about equal each other).  Car park is not included either.  This is good news as it is within budget.  Jorgen is aware that there is no point drawing up plans that come over $4M – a waste of everyones time.

Fund Raising

Need to raise $800,000 but $1M a better target, as there is the fit out to consider as well. Sara suggested a 3 stage strategy:

• Stage 1 $200,000 to come from clubs, user groups and CCT.  This will be set the thing in motion and give confidence to individuals and corporates
• Stage 2, $500,000 targeting corporate sponsors, small and large and Lotteries
• Stage 3, $300,000 from community and gaming trusts

Corporates and businesses will be the toughest and this will require a prospectus and presentations in face to face meetings.

A “post event” similar to the Big Night Out would be a fitting end to the campaign.

ACTION. Sara to prepare a two-page fundraising brief. She will attend WP meeting on 25^th. 

User Group Contributions

Once the developed design has been completed, we will present to the user groups and ask for donations and pledges.  Roger raised that groups will want to know what they can expect in terms of space, bookings and the expected cost to use the facility before they will commit funds.  ACTION Dean to find out how other centres – esp Murch and Moutere worked out a fair contribution from the varying user groups.  

Dave L raised paying an annual affiliation fee to the centre e.g. $5 per member, paid through their clubs – with current club numbers this would raise about $7500 in operating revenue – this would be in addition to the hire charges the club pays.  For some, regular users there would be an annual fee, for others a “fee per session”.  The rest of the income would be made up with commercial hire and grants.  No decisions were made – this is just a record of ideas for the committee to think about.  ACTION Dean to do some work on operating budgets.   ACTION Jenny – to write an email to all groups explaining where we are at, that we will be approaching them in the next couple of months to invite them to a meeting to present plans, capital and operating budgets and that we will be asking for contributions and pledges. 

A&P Show

All being well, we should be able to start construction during 2015.  There is reasonable certainty therefore that the January 2015 A&P Show will be the last one with the current buildings.  ACTION Dean to contact Jean Wedderburn, A&P Show secretary to say this, so that they can make their arrangements to mark this occasion.

Canterbury Community Trust

ACTION Dean to contact Bill Dahlberg bringing him up to speed.

Meeting closed 7.40pm