Letter of support from Community Board

Minutes of Meeting 5 April 2013

Golden Bay Shared Recreational Facility Inc.

Minutes of Meeting 5 April 2013, 6pm, Takaka Rugby Club

Present

Peter Blasdale, John Byrne, Dave Lewis, Dean Lund, Fleur Murray, Dave Myall, Jenny Pomeroy, Roger Tait,

Apologies

Arlun Wells

Minutes of Meetings held 19 November 2012 & 13 December 2013

Moved that these were a true and correct record and that they be taken as read (Dave M / Roger) carried.

Matters arising covered in general business

Correspondence

Inwards

Community Board Support for project

The Canterbury Community Trust request for audited accounts

Steve Mitchell, Sport Tasman emails relating to feasibility study

Draft and completed feasibility study

Tara Fifield, TDC Presentation to TDC Community Service Meeting 24.4.13

Outwards

GB Genealogy Group replying to their concern over project

The Canterbury Community Trust application for grant

Enclosing audited accounts

Withdrawing application for grant

Search & Rescue, GB Rec Workers Feasibility Study finished, thanks for support, copy available

Rugby, Netball, Hockey, Bridge on request (forwarded to Leigh Crocker, Athletics & Netball)

Gymnastics, Athletics, Tennis, Squash

Mountain Bike, Aerobics, Basketball,

Soccer & Trash Palace

Merv Solly Thanks for his time

GB Community Board Thanks for support

Matters Arising covered in General Business

Finance

Current balance $6576.70

Accounts for payment

$6500 inc GST Sport Tasman Feasibility Study

Move that this account is passed for payment (Dean / John) carried

Fleur reported that she had been in contact with IRD re registering for GST, but possibly a bit early at this stage. Dean / Pete / Jenny to check with TDC at 17 April meeting whether any invoices / donations can be put through TDC.

General Business

Feasibility Study – Presentation to Community Board

The final version of the Feasibility Study was received 18 March 2013. It clearly shows the need, support and viability of the proposed facility. Dean, Pete & Jenny presented the findings of the study (draft) to the Community Board at their 12 February meeting (draft at this stage) and asked for their formal support. They had a vote at their 12 March meeting where:

Moved Symmons / Chair McLellan

That the Golden Bay Community Board receives the Golden Bay Community, Recreation, Leisure and Cultural Centre RGB 13-03-08; and gives public backing to the proposed Golden Bay Community, Recreation, Leisure and Cultural Centre proposal as outlined in the Sport Tasman Feasibility Study.

Community Services Meeting Presentation 24 April 2013

Dean to present progress to date, including feasibility study to the TDC Community Services Meeting on 24 April.

Netball Courts / Canterbury Community Trust

An application for funding from CCT for the netball court part of the project was submitted in time for 20 December deadline. This was subsequently withdrawn because there is to be a further netball court at GBHS on the site of the classroom block, and the Community Board were not in favour of this part of the project being brought forward, as the facilities operating rate would kick in and they felt that the community would prefer to see more of the project completed before this happened.

Pete has been in discussion with CCT – they are now aware of our project and advise that we meet with the local trustees at some stage over the winter.

Meeting with Judene Edgar

Pete and Jenny met with Judene on 5 April, mainly to seek fundraising advice. Main points from this meeting:

Fundraising

• Judene doesn’t have the time to commit to heading our fundraising
• Important that one person co-ordinates fundraising, so that you know exactly who is doing what
• Need a strategy for applying for grants – time lines, due dates etc
• Advantage of a project like this is that 100% is going to the project, nothing is being lost in eg admin
• Need a way for acknowledging community donations – Murchison has a mural, Moutere Hills a vine
• Businesses tend to give from their marketing and advertising budgets, therefore need to make sure they are getting advertising or marketing from it e.g. naming rights, advertising boards, higher level contribution plaque.
• Most common reason for people not donating to a project is that they didn’t feel that they were actually asked – ads etc are not enough – ask
• Events are important as they raise community awareness, get community behind the project and bring in some money. Asking for straight donations can also raise a lot of money.

Project Budget

Looks like this is capped at $3.7M + 20% from Community fundraising. It is unlikely that raising more will enable us to build more. Pete has had a brief meeting with Jorgen to talk about areas which could be trimmed and will be meeting with him again 9 or 10 April. There was some discussion from the group over ideas which Pete will suggest to Jorgen:

• Dance studio either to be scrapped, or turned into a storage area, and scrap storage areas at end of gym, as much of these is wasted space due to height of building
• Car parks – Dean to seek clarification on how many we need
• Simplify building – no corridor between gym and squash court block, lower roof
• Netball warm up area
• Meeting rooms – less or simpler

Meeting 17 April 2011 – Judene, Jim Frater, Susan Edwards, Don

Judene has organised a meeting with the above, prior to the presentation to Community Services on 24 April, to discuss:

• Project Budget
• Long Term Lease of A&P Land
• Whether donations can be put through TDC and tagged for our project (for GST purposes)
• Submission to draft annual plan

Submission to Draft Annual Plan

Submissions are due on 22 April. It is important that we do submit, mainly on how much money we need for our project over the 2013 -2014 financial year.

Will discuss this further at meeting on 17 April (Judene, Jim Frater, Susan Edwards, Don)

Meeting with Merv Solly

Dean, Roger and Jenny met with Merv to discuss the netball courts and to keep him in the loop. Merv was enthusiastic and supportive of the project and gave much practical advice.

AGM

This will be Monday 1 April 6.30pm at Takaka Rugby Club

Meeting finished at 7.30pm

Tuesday 12 March 2013 Golden Bay Community Board

7 7.5

1

REPORTS

GOLDEN BAY COMMUNITY, RECREATION, LEISURE AND CULTURAL CENTRE Decision Required

Summary

Report To:

Meeting Date:

Report Author:

Report Number:

File Reference:

Golden Bay Community Board

12 March 2013

Carolyn McLellan, Chair

RGB 13-03-08

At our February meeting we had a very comprehensive presentation from representatives of the proposed Recreation Centre, Peter Blasdale, Jenny Pomeroy, and Dean Lund.

They spoke to the Feasibility Study compiled by Sport Tasman and answered a variety of questions.

They requested that the Golden Bay Community Board give full public backing to this proposal and they sought approval to fast track the netball courts as per stage 1 of the feasibility study.

This latter request is now not as urgent because the Golden Bay High School will have another netball court established in time for the opening of the netball season. That will give 2 courts plus the gymnasium which, although not ideal, is better than last season.

Regarding giving approval and full public backing, it is important to remember that the Board originally gave approval in principle to this facility on the understanding that those driving this proposal would seek further support in the community and look at all the options and uses for such a facility.

The feasibility study demonstrates that this group have done everything that was asked of them and has shown that a wide variety of sports and other groups are firmly behind this project.

A concern that some Board members have expressed is that fundraising for this project will negatively impact on the current fundraising being undertaken for the Golden Bay Family Health Centre, Te Hauora O Mohua. However, the three members who attended the Board Meeting assured us that they will concentrate on applying for grants etc until Health Project fundraising is concluded.

2 Draft Resolution

Recommendation

That the Golden Bay Community Board receives the Golden Bay Community, Recreation, Leisure and Cultural Centre RGB 13-03-08; and gives public backing to the proposed Golden Bay Community, Recreation, Leisure and Cultural Centre proposal as outlined in the Sport Tasman Feasibility Study.

Minutes of Meeting 13 December 2012

Minutes of Meeting 13 December 2012, 12.30pm, NBS, Takaka

Present

Peter Blasdale, Dean Lund, Dave Myall, Roger Tait, Arlun Wells

Apologies

John Byrne; Dave Lewis, Fleur Murray; Jenny Pomeroy

A short meeting was held to discuss the group applying to various funding agencies for donations towards the costs of the netball courts.

Peter / Arlun formal applications be made to Canterbury Community Trust, Lion Foundation, Pub Charities, NZ Community Trust and Trillian Trust for donations towards the construction of the netball courts.  Carried unanimously.

Meeting closed 12.45pm

Minutes of Meeting 19 November 2012

Golden Bay Shared Recreational Facility Inc.

Minutes of Meeting 19 November 2012, 6pm, Takaka Rugby Club

Present

Peter Blasdale, Dave Lewis, Dean Lund, Fleur Murray, Dave Myall, Mik Symmons, Jenny Pomeroy, Roger Tait, Arlun Wells

Apologies

John Byrne

Minutes of Meeting held 30 July 2012

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

Correspondence

Inwards

IRD IRD Number

IRD Donee Organisation Status

GB Genealogy Group Concern over project

Charities Commission Registration Approval

Companies Office Alteration of Rules

Sport Tasman Draft Feasibility Study

Outwards

Companies Office Rule Change

Varying Groups Thanks for donation to Feasibility Study (Fleur)

Barry Evans Thanks for model

Varying Groups Meetings with Steve Mitchell (several)

Arts Council, A&P Asking for donations towards feasibility study

Basketball, Toy

Library, Leigh 

Crocker, Georgie Stone

Don Roberston Advice on getting netball courts and car park finished by next winter

(Dean)

Matters Arising

Genealogy Group

Pete met with the Genealogy Group in September to explain the project further.  They are an active group 20-30 members, meeting once a month in the same rooms as senior net.  At present they have own computers, lockable storage, kitchen facilities.  They are understandably anxious as they feel that they have a lot to lose.  It is important for us to keep them involved in our discussions, particularly when it comes to final design.  The current plan would provide similar facilities for them.  Maybe when we look at final design we should look at a small kitchen (tea / coffee) in the same block as meeting room, so does not involve opening up a whole block just to make a cup of tea.

Jenny to write to Genealogy Group explaining this in reply to their letter

Pete has also met with Morfydd Barker from Senior Net to further explain the project to them.

Draft Feasibility Study

Jenny to forward to the committee.  This is very much in draft form and is NOT yet ready to be shared beyond the committee.  Any comments / suggestions to be forwarded to Dean or Jenny so that they can be passed on to Steve Mitchell.

Our project comes out favourably in the study.

Once we have the final version, Mik suggested that we present this to the Community Board.  Important that the community knows how far ahead we are.

Finance

Current bank balance $6117.59.  $500 to come from football.

With the donation from football and funds already in our account we have now raised enough to cover cost of feasibility study.

GB SAR $200

GB REC Workers $100

Rugby $1000

Netball $500

Hockey $400

Bridge Club $250

GB Junior Gym $70

Trash Palace $200

Tak Athletics $500

Tennis $500

Squash Club $500

Mtn Bike $100

Aerobics L Crocker $150

Basketball $500

Total $4970

Pledge from Soccer/Football $500

GST 

Fleur to sort out GST registration, with 6 monthly return.

Accounts for payment

$120 Barry Evans for model

$25 Fleur – stationary – receipt book, stamps etc

Move that accounts are passed for payment (Fleur / Arlun) carried

Audit

2011-2012 Accounts are with Brian Reilly for auditing.  To be filed with Companies Office once completed. 

General Business

Dave Myall

Moved that Dave Myall replaces Tommy Gross on the committee.  (Dean / Roger) carried

Student Council reps, Hamish Clark (GBHS) and Phoebe Zeller (CAS) to be included in bigger meetings. 

Netball Courts / Car Park

Committee in favour of trying to bring this part of the project forward, so that they are ready for next winter.  Not only does netball desperately need a home, with the GBHS courts covered by temporary class rooms, but also strong feeling that the rest of the project would gather momentum with this stage completed.

The full cost of the car park and courts would be approx. $600,000.  Netball happy to go without fences to start off with.  Arlun suggested that we also look at just doing netball courts and not car park.  

Fleur suggested that we look at covering the practise and one court with an all-weather hard surface which would be suitable for other sports e.g. hockey, football, rugby training.

As this part of the development is on A&P land and not TDC land, the lease would have to be sorted first for TDC to give any funding.  Also, some doubt as to whether TDC would bring any funding forward as they are looking to take things out of annual plan rather than put them in.

Dean to organise a meeting with Beryl Wilkes from TDC (standing in for Lloyd Kennedy) and Don to discuss this idea further.

Arlun suggested that we get the quotes for this work and then work out what can potentially be donated.

Canterbury Community Trust

Application for sports category due 20 December 2012.  

Mik has attended the last couple of donee meetings for CCT and reported they have already earmarked their bigger projects.  Need to be aware that they spread funding throughout their whole region.  Local trustees are Bill Dahlberg and Max Spence – worth keeping in touch with them.

Dave reported from his experience with COGS that applications need to be good, as a poor initial application can reduce chances for future applications.  

Earthquake Assessment – Rugby Club Building

Roger reported that the rugby club building failed the initial earthquake assessment, so now a more detailed assessment is being carried out.  Roger will report back when he has more information

Newsletter

In future when we have more to report we should send out a newsletter to the wider group so that they are fully informed.

Fundraising Proposal

Dean has prepared a fund raising proposal which we could take to potential donors.  Jenny to forward to committee and ask for feedback.  Mainly for netball courts stage in its current form, but would be the basis for the whole project.

Meeting finished at 7.30pm

Minutes of General Meeting held at 7.10pm, Monday 30 July 2012

Golden Bay Shared Recreational Facility Inc

Minutes of General Meeting held at 7.10pm, Monday 30 July 2012, Takaka Rugby Club

Present

Peter Blasdale, John Byrne, Dave Lewis, Dean Lund, Fleur Murray, Dave Myall, Jenny Pomeroy, Roger Tait, Arlun Wells.

Dean / Dave L Move that the meeting proceed despite not being notified in required time frame to all members as per rule 17.10.  Carried, unanimously

Dean / Arlun moved that GB Shared Recreational Facility Inc adopt the changes recommended by Emily Hammond, Registration Analyst, Internal Affairs to rules 3.1, 3.2 and 3.3 so that we can proceed with our application for charitable status.  Carried unanimously  (Action Jenny)

Meeting Closed 7.20pm

Minutes of Meeting 30 July, 2012

Minutes of Meeting 30 July, 2012 6pm, Takaka Rugby Club

Present

Peter Blasdale, John Byrne, Dave Lewis, Dean Lund, Fleur Murray, Dave Myall, Jenny Pomeroy, Roger Tait, Arlun Wells.

Dean welcomed the new committee and reinforced that we are working for this project and all user groups, not our individual ones.

Minutes of the meeting held 27 February 2012

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

Correspondence

Inward

Susan Edwards, request that Facility Committee  update councillors

Strategic Development Manager, TDC on progress at Community Services Committee

Internal Affairs steps required to progress registration for charitable status

Senior Net x 2 emails wishing us well but concern over how they fit in

Outward

Varying groups letter requesting donation towards feasibility study

Matters Arising

1. Meeting with Community Services Committee 23 August.  Dean, Peter Jenny to attend.  Meeting with Cllr Judene Edgar afterwards.
2. Jenny to reply to Internal Affairs
3. Pete to visit Morfydd Barker, Senior Net to explain project further and to arrange a meeting with some of Senior Net if requested.
4. Jenny to get list of secretaries of clubs.  Dave L to chase soccer.  Letter also to be sent to Arts Council, A&P, Basketball, Toy Library, Leigh Crocker and Georgie Stone.

Finance

Donations received to date:

Bridge $250

Hockey $400

Mountain Bike $100

Netball $500

Rugby $1000

Search and Rescue $200

Squash $500

Trash Palace $200

Way to Go $100

Total $3250

Promised

Gymnastics $70

Tennis

General Business

Feasibility Study

Dean, Pete and Jenny to meet with Steve Mitchell on Weds 1 August to get update on progress with study.

Membership

Seek advice from Steve Mitchell at Wednesday’s meeting

Model

Dean to approach Barry Evans to ask him to build a model

Fundraising

Smaller fundraising committee to be set up.  Jenny Cooper to be asked if she would be part of this.

Dave Lewis suggested that we should hold a Sport’s Day at the Rec Park, a festival, where a chance to have a go at all sports.  Will serve as a fundraiser, but primarily to increase profile, and give people the idea of how good it is going to be when all the codes are on one site.

Group aware that there are a number of large fundraising projects on the go in Golden Bay at present – Medical Centre, Village Theatre, Cycle Ways.

GB Weekly

Dean / Pete to approach GB Weekly to keep up profile.

Meeting closed 7.10pm