Notes of Meeting 24 November 2011

Golden Bay Shared Recreational Facility

Notes of Meeting 24 November 2011. 7pm Rugby Club

Present

Pete Blasdale; Stuart Borlase; John Byrne; Tony Cunningham; Marguerite Dooley; Ann Jones; Dean Lund; Duncan McKenzie; Fleur Murray; Wayne Packard; Graham Pomeroy; Jenny Pomeroy; Roger Tait; Jean Wedderburn; Arlun Wells; Kevin Winter

Apologies

Carol Baker; Jenny Cooper; Dave Lewis; Dave Myall; Kaye Stark; Faye Turnbull; Ricky Ward

Membership

Marguerite Dooley, Duncan McKenzie and Kevin Winter became members

Election of Committee

Committee to be elected at next meeting. Once date set, nominations to be emailed to Jenny P. Jenny P to send out reminder

Action Jenny P

Update

Dean updated everyone on progress since last meeting (1 September):

• Grant from TDC for concept plans and Don Robertson
• Now and Incorporated Society – Golden Bay Shared Recreational Facility Incorporated
• 2 Meetings with Arthouse – one to discuss site plan, second to discuss building plan
• Pub Charity application in for money for feasibility study - should hear by 10^th December
• Dean, Pete and Roger met with A&P committee to explain project - result of meeting was a good understanding and can work together

Vision Statement

Dean read vision statement and asked those present that we were still on track. All confident that we were.

Site and Building Plans

Group discussed the site and building plans and ideas and alterations. Dean to phone Jorgen to discuss suggested changes.

Action Dean

Site Plan

Windle land purchase. This is still on the cards but outside of this project

Athletics

Shot, discus, long jump could be moved alongside rugby. Keeps all athletics together, nearer storage, don’t take up much room when not being used, run up is grass, leaves space for further soccer / hockey fields if extra land eventuates.

Track should be able to fit into rugby fields, rather than on current angle

Soccer

Two fields ok, but would still have to use High School

Netball

Suggestion to move courts so can be more easily viewed from function room. (Came up in discussion post meeting that this would mean a netball court would be directly in front of the main entry)

Car Parking

Legal requirement for 270 car parks, but may seek resource consent to challenge this

Car park likely to have raised footpaths so not walking through cars

Outside Storage

Storage buildings to be retained where possible. Possibly close in the open shed so a store for athletics.

Pool

Not happy with proposed site. Suggested move along back (car park side) of main hall.

Some debate about the pool, particularly around costs. Ann / Marguerite to bring ideas of building and operational costs for a 4 lane, 25m long, 1.4m deep pool to next meeting.

Action Ann / Marguerite

Building Plan

Produce Booth

Duncan raised A&P show committee’s concerns over the setting up of the produce, photographs etc, normally displayed in the booth, in the main hall. Tables heavy to shift, wall space not necessarily suited to pinning photos on. Floor of main hall may not be suitable for outdoor footwear.

All operational concerns and can be worked round. It was reiterated that no group should be worse off.

Function Room

Suggestion to move this round 180° so that the corners are not taken up by bar and shop and can have view out over fields.

Shop and Kitchen to rotate 90°

Put storage and toilets together so not taking up 2 corners

“Weights Room”

Not big enough.

Toilets / Storage

Get some ideas from Jorgen of relocating these to get maximum viewing. Move these from the function room to somewhere else

Mother’s Room

Keen to keep this. Divide with a curtain so can double up as a first aid room

Meeting Rooms

Need only 2 meeting rooms, interconnecting, not 3. One bigger, one smaller.

White boards

Data projector (in both)

Storage for computers and Search and Rescue gear. (Discussion with Search and Rescue post meeting preference for locked cupboard rather than computers set up behind a shutter – lap tops anyway).

Changing Rooms

Changing rooms in the squash block need to have outdoor access as well as indoor. Will be mainly used as gym / squash changing rooms, but need to have versatility to be used as outdoor changing rooms as well.

Preference that changing rooms are unisex

Squash Courts

Rotate 90° - makes for more viewing

Gym Floor

Group felt that it was important that this was as multi-function as possible.

Add on

Design not to be so rigid that it would be impossible to extend at a later date.

Storage

Ask Jorgen about usable spaces above the buildings – mezzanines.

Next Step

Dean to talk to Jorgen about fine tuning and then set a date for the next meeting.

Action Dean

Meeting with Arthouse 21 November 2011

Notes on Meeting with Arthouse 21 November 2011, 7pm, Rugby Club

Present

Jorgen Andersen and Helena Glover – Arthouse

Pete Blasdale; Ann Jones; Dean Lund; Fleur Murray; Dave Myall; Jenny Pomeroy; Don Robertson; Roger Tait; Jean Wedderburn; Arlun Wells; Kevin Winter.

These are simple notes explaining the initial plans. Meeting was to present an overall idea NOT to get bogged down in the minutiae – colours, fittings etc – just to see if the idea worked.

Once there is general agreement on the concept plan and costings have been carried out, it will then be put into Council’s long term plan.

Jorgen willing to be present at a public meeting so that he can answer some of the questions directly.

St John’s building could be good spot for a youth room – separate from the main complex, but joined by a covered walkway.

270 car parks

Main building

Located where rugby club rooms and Booth are at present.

Single storey – kitchen, function room to be built up as ground slopes away (2m). Flow is from cars to building to fields

4 separate forms under one roof – don’t need to open up whole building, but just the parts required. Could also be built in stages.

Last two “blocks” are on an angle – good for gladiator seating. Also raised viewing over netball area

Flat grassed area at end of building.

Building is 100m long, but there are 3 access ways through it, so don’t have to walk whole way round. 1800m² – about $2000 per m². These access ways could be good places to hang memorabilia and art.

Hall

One large sports court with lines overlaid. 2m run out all round. Possibly make 1m on one side 3m on other to allow standing room for spectators. There is the possibility in future years to build this out on the field side (5m) and put in stacked seating – too expensive at this stage, but the space is there.

Storage at the end of hall – 50/50 accessible from inside or outside.

Some discussion about storage – utilitarian storage could be in a separate non architecturally designed building.

Changing Rooms

For 15-20 people

Meeting Rooms

8-12 people

Squash

Possibly rotate 90° to allow space for viewing. Courts glass backed

Function Room

200 people

Tennis Courts

Link by a walkway. Walkway could also be used on show day for pedestrians as members parking will move so more traffic on road leading up to gates.

Meeting with A & P Association

Dean, Roger and Peter went to speak to a gathering of the A & P association committee on Wednesday the 9th of November.
The A & P association had expressed some concerns over the initial suggestion for the rec park layout.
Dean explained the rationale behind the layout, and we went over some plans and had a Q & A session.
At the end of the meeting all the members present from the A & P association committee seemed to be very happy with the concept.
One thing is clear, there will have to be a new lease agreement drawn up to the satisfaction of the A & P association and TDC, on the completion of this venture.

Meeting on 28th October 2011

Notes from the meeting on 28th October 2011 held @ Takaka Rugby Football Clubrooms @ 3 pm

Members of the committee met with Arthouse Architecture to discuss ideas to be incorporate going forward and to hear their slant on where the project is at'.

Present > Arlun Wells, Dave Myall, Jean Wedderburn, Peter Blasdale, Roger Tait, Dean Lund, Ann Jones & Don Robinson - Project Mgr. Apologies Jenny Pomeroy / Fleur Murray

Arthouse was represented by Jorgen Anderson & Helena ?

Don mentioned that TDC has a preference for finance to occur over TWO fiscal years ie July 2012 > June2014

Staged project to reflect the needs and time of when different sports require the existing fields ie Winter & Summer sports and the A & P Show which is held annually on the 3rd Saturday of January.

Topography of land (including the Windle block) was discussed = fall from East > West - Drainage - inground and surface drains and ditches

$3-4m ? breakdown of $1m site development $3m facilities etc. NB Saxton Oval worked out at $1500 SQ/M   Single level with simple structure envisaged according to Jorgen.

Presented a possible spatial layout - # of playing fields, courts, parking / dual purpose areas.

Ideas of what could be utilised from existing resources if format and condition allowed. There is doubt over the earthquake fitness of the existing structures.

Discussion on the use of changing rooms etc - access from storage facilities and off field access. Timing and proximity to storage lockups.   Design will incorporate as many facilities as poss that can crossover.

Search & Rescue domociled as specific area/

 \sports field rearrgt - all N end = Winter sports

Jean Wedderburn presented a layout of the requirements for A $ P Show

Timeframe = 2-3 weeks to revisit  brief and  allow flexibility/ End of november next mtg.

10-14 days concept costings > have available to public interest groups by Show weekend 14/1/12

Talk to QS re costings for lap pool.

Next meeting 21/11/11 @ 3 pm    Same venue

TDC - Glenn Stevens - Parks & Rec available to assist with landscape plans

"At our meeting on 28th October 2011, we resolved to apply to Pub Charities for funding for the feasibility study relating to the Golden Bay Shared Recreational Facility Inc" Moved A Jones Seconded Dean Lund. Carried Unanimously

We are now an incorporated society

We are now an incorporated society - Reg number 2553997


Thanks for all your help with that one.

Golden Bay Shared Recreational Facility Minutes of Meeting 3 October 2011 – 5.30pm Rugby Club

Golden Bay Shared Recreational Facility

Minutes of Meeting 3 October 2011 – 5.30pm Rugby Club

Present

Kaye Bickley; Peter Blasdale; John Byrne; Jenny Cooper; Ann Jones; Dave Lewis; Dean Lund; Fleur Murray; Dave Myall; Wayne Packard; Graham Pomeroy; Jenny Pomeroy; Georgia Stone; Mik Symmons; Roger Tait; Faye Turnbull; Arlun Wells.

Apologies

Jean Wedderburn; Kevin Winter

Dean welcomed all and updated on events since last meeting.

1. 14 September TDC approved a grant of $35,000 to use for a concept plan from Arthouse and to pay Don Robertson.
2. Arthouse Architects have been engaged to draw concept plan so that we have something to take to the public. They have asked GB Surveyors for a site survey of Rec Park – plan, services, topography etc – they cannot start to draw up a concept plan until they have this information. Once this is complete Jorgen from Arthouse will meet with a small group to discuss the concept plan. Cost of the site survey is limited to $3000 which is not part of the concept plan’s quote. There was some discussion about looking for donations and discounts from businesses who are doing work for the project.
3. Don Robertson’s first bill, $1760 + GST arrived. Dean / Dave M moved that bill be paid. Carried. Dean to send copy to Lloyd Kennedy and to find out mechanics of paying it. Action Dean
4. $500 received from Fresh Choice in August. Account balance now $1250

Jenny P / Fleur moved that Golden Bay Shared Recreational Facility resolve to apply to become an Incorporated Society. Carried

Jenny P / Ann moved that the rules be approved. Carried

Election of Committee

An interim committee was elected to serve until the first meeting of the Incorporated Society (Oct / Nov 2011)

Position Proposed Seconded

Chairman Dean Lund Dave Myall Fleur Murray carried

Vice Chair Peter Blasdale Graham Pomeroy Kaye Bickley carried

Secretary Jenny Pomeroy Ann Jones Peter Blasdale carried

Treasurer Fleur Murray Jenny Cooper Graham Pomeroycarried

Committee Roger Tait Dean Lund Ann Jones carried

Arlun Wells Fleur Murray Faye Turnbull carried

Dave Myall Dave Lewis John Byrne carried

Ann Jones Roger Tait Jenny Cooper carried

John Byrne Graham Pomeroy Kaye Bickley carried

Meeting closed 6.10pm

Golden Bay Shared Facility Notes of Meeting 1 September 2011

Golden Bay Shared Facility

Notes of Meeting 1 September 2011 – 5.30pm Rugby Club

Present

Stuart Borlase; Jenny Cooper; Tony Cunningham; Marguerite Dooley; Colleen Harwood; Ann Jones; Dave Lewis; Dean Lund; Duncan McKenzie; Fleur Murray; Dave Myall; Sally-Ann Neale; Graham Pomeroy; Jenny Pomeroy; Kaye Stark; Georgia Stone; Mik Symmons; Faye Turnbull; Ricky Ward; Jean Wedderburn; Arlun Wells; Lloyd Kennedy and Don Roberston

Apologies

Peter Blasdale; Jana Cottle-McConnon; Lori Godden; Steve Mitchell; Wayne Packard; Roger Tait; Kevin Winter

Dean welcomed all, introduced Lloyd (facilities manager for TDC) and Don (self-employed Project Manager) and gave an update on progress since the last meeting on 28^th April where there strong support to continue with the project was given.

Community Board Presentation 1 June

Peter Blasdale, Jenny Cooper, Sally-Ann Neale and Jenny Pomeroy attended the Community Board meeting updating them on their progress since the group’s last presentation (6 March) and the proposed next phase. The next phase being to scope the proposed project, engage an architect to develop a concept plan and to appoint a project manager to see this through. The request to the Community Board was:

• to support the proposal
• recommend to TDC that funding is made available to undertake:

appointment of a Project Manager

appointment of an Architect

Initial Design (to concept phase only)

Feasibility study, including costing of project

Further public consultation

Mik – the presentation was well received by the Community Board and the recommendation to support the next stage was unanimously approved.

Resolution passed at CB Meeting 14 June 2011

The Golden Bay Community Board writes to council to seek seeding funding for concept plans and project management to take the proposed multi-purpose facility at the Golden Bay Recreation Park to the next planning stage in order for this to be presented to the community of Golden Bay.

Lotteries Meeting 27 June

Peter Blasdale, Jenny Cooper, Dean Lund and Dave Myall met with Department Internal Affairs, Nelson (Lotteries) to discuss applying for money for feasibility study.

Key points from meeting:

• Deadline of 7^th July for next round of funding too close to put in a thorough complete application. A poor application at this point could ruin further applications down the line. Next round is November.
• Lottery funding covers up to 30% of whatever you want to raise
• Incorporated Society with charitable status or a Charitable Trust needs to be set up
• Check lotteries website as to what it covers when applying for the funds for a feasibility study
• When budgeting include the “goods and services” provided in kind

Don Robertson

Don is a self-employed project manager working for both his own company, Tasman Projects and for RDT Pacific. He has worked closely with Lloyd on some TDC projects – ASB pool, library, 2006 TDC office building. He works on projects where there isn’t the in-house ability.

Don took on the Community Board Presentation and drafted up requests to 8 design firms. 4 replied – Irving Smith Jack who were expensive and AMS Design, Arthouse Architects and Ken Robinson Architects. These 3 came back within 5% of each other.

The requests were sent out with strict time tabling in order to meet the November Lottery deadline and TDC Annual Plan funding.

The designers were asked to split their costs 2/3 building and 1/3 park development.

The designers were also told, with NO guarantee that the idea that the firm that does the concept will carry on with the whole project and therefore asked to quote on the entire project. This was to reduce risk of getting sucked in on low quote for concept phase and then high fees for whole project.

Meetings and Site Visits with 3 Architects 25 August 2011

Peter, Dean, Fleur, Jenny P and Roger visited Moutere Hills (Arthouse, David Wallace); Saxton Oval Athletics and Cricket Pavilion (Arthouse, Jorgen Andersen); Saxton Hockey and Softball Pavilion (AMS Design, Allan Matheson) and Alison MacAlpine Centre, Nelson Girls College (Ken Robinson, John Palmer)

Arthouse was unanimously the preferred choice – team approach, bigger team, flare, open.

Engage Arthouse Architects to complete phase 1 Concept Design (Dean / Dave Myall) – carried unanimously

Don – the rider on this is that the funding is available. Apply to TDC for this.

Lloyd – Council Grant and Community Facility Committee meets 12 September and he has recommended that this money is provided. Community Board have also recommended this. About $30,000 – Concept Design and Don’s fee.

Community Consultation

There was some discussion about community consultation and how far the project had “gone” without this community being involved. All meetings to date had been advertised in the GB Weekly, this one was not. It was stressed that this was not closed meeting, parties that had shown an interest in the meetings to date were invited, and others were welcome (there were new faces). It was a meeting to move the project along so that we could get to the stage that we had something tangible to present to the public. At this stage there are only ideas. It was also stressed that the “plan” that had been on display in the library was only a plan to make sure that the playing fields and the building fit on the land available. It was by NO means a fait accompli and will not resemble the finished project. It was a CONCEPT and clearly headed as such. The positive is that the fields do fit and that it has got people talking and coming along to the meetings.

A&P members wanted to make it known that they use every inch of the ground for the Show. Duncan – A&P Show in favour of the project as long as the show is not hindered. Dean stressed that the outcome will be better for ALL users.

Something of this scale cannot be planned by community consensus.

Earthquake Risk

Ann Jones asked about the earthquake risk. Not Lloyd’s arena. Roger in discussion with Jim Frater. TDC’s buildings are insured with a high ($100,000) excess.

Civil Defence will be involved in discussions before the build commences.

Formalising Group

Advice received that we are better off forming an Incorporated Society with Charitable status rather than a Charitable Trust.

To form an Incorporated Society need 15 members, a name, rules and $100. Advice again is to keep the membership around 15 – 20, making sure that the main groups are represented.

A committee should be formed from that group – chair, vice chair, secretary, treasurer and committee members.

Skill set needed – sports admin; marketing and promotions; event management; financial; fundraising and legal if available.

Jenny Cooper and Jenny Pomeroy have formed the basis of a constitution from the sample rules from the Societies website and another similar project (which were sent by Dave Tippett as an example of a reasonably good constitution).

Kevin Winter and Ann Jones to have a look through this draft constitution and get back to Jenny x2 with comments. (Arlun also to be part of initial group). Next draft to be sent to group for any further comments and then application to form Inc Soc to be completed at next meeting.

Action – Kevin, Ann, Arlun, Jenny x2

We have been advised to get some legal advice on the constitution before applying to become in Incorporated Society.

Ann – the process can be a bit slow and leaving to the next meeting (end Oct) would be too late for the Lottery application (November). Look at having earlier meeting to sign this off. Lloyd – applications to lotteries can be made if Incorporated Society process is not finalised, but has been applied for.

Nominations for committee to Jenny P before next meeting so that committee can be voted on. Jenny to send out info prior to this meeting. Action Jenny P

Swimming Pool

The requests sent out to the architects include a provision for a pool in the future. There is some concern about how long public swimming will be able to continue at GBHS. Mixed messages are being received.

Dean recommended to Ann that she continues her investigations into the costs of pools, so that we are dealing with fact. Action Ann

Netball

With the temporary class rooms on the netball courts at GBHS the netball finished early this year and is without a home. Faye and Kay keen that netball is high on the list to be started early so that they have somewhere to play next season.

Don and Lloyd to talk to Faye and Kay about netball plans. Action Faye, Kay

Financial

$750 from BNZ in bank. Application in with Fresh Choice for further grant.

Fundraising

Lloyd – strategy needs to be developed for applying for funds, applications need to be thorough otherwise doors could well be closed in the future.

Next Steps

Next meeting end Oct – may be sooner to finalise Incorporated Society

Mid / late October hear back from architects

Group are comfortable with Dean, Peter, Roger, Jenny C, Jenny P, Fleur, Dave M continuing with progress until committee voted in.

Marguerite – would like emails to keep informed of progress to date. Action Jenny P

Arts Council

The following email was sent by Grant Knowles:

Golden Bay Community Arts Council

Statement concerning proposed Golden Bay community recreation, leisure & cultural centre

The arts council would like to state we are neither for nor against this project as a collective and we are interested in continuing a dialog in regards to this proposal

These are the main points we would like to make to include the Arts in this project

• There could possibly be a clash over the use of the space. Some of our events would need the space for one/two weeks or longer (eg; Bay Art, Farewell Spit exhibition). Wall hanging space and lighting/ natural light also a factor.
• The acoustics; In regards to a performance space, there needs to be a healthy discussion. There are already many spaces in Golden Bay that don’t work for live music or performance, so it’s important this doesn’t become another one.
• Attached dressing rooms and space for lighting rigs should be also considered
• The previous wish list presented by myself is personal and in NO way represents the Golden Bay Community Arts Council
• We would like this statement minuted for the record

Thank you

Grant Knowles

Chairman

Golden Bay Community Arts Council

Meeting finished at 6.55pm

Community Board Presentation, requests to the Architects and Arthouse reply can be found on the blog. goldenbayfacility.blogspot.com