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

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.