Waimarie Croquet Club Relocation Project Presentation to Club Members, 1 December 2012

This presentation: Gives the background to the relocation project Describes progress to date Sets out the next steps required

Waimarie Croquet Club 90 years old Players of international standing One of this country’s largest clubs We host regional, national and international tournaments. This is our third relocation.

Waimarie at Walter Nash Park (Image of the existing site with suggested layout drawn on)

Why relocate? We are on the wrong side of the river stop-bank. Greater Wellington Regional Council now requires the Club’s site for new stop-bank development to protect the city. We have worked in partnership with the Hutt City Council to identify an appropriate new location. Twenty-three potential sites have been considered. We chose Walter Nash Park at Taita from the three remaining options at a Special General Meeting on 9th September 2009

Moving to the new site Leases at Ewen Park expire in 2017 and 2019 GWRC requires us to move before that. Stopbank work at Ewen Park expected to start in 2016 In spring 2016, we will move to our new home at Walter Nash Park, Taita in spring 2016 We are planning for 6 courts and will re-open with a minimum of 4 We will finish play at Ewen Park in August 2016

The clubrooms Our new clubrooms will be the former Taita Bowling Club building The building is large and its associated costs are high. Sharing with another organisation is the only feasible option Sharing also aligns with the HCC’s position on sporting hubs and multi-use of existing assets. Expecting to share with the Hutt Valley Darts Association (HVDA). Sharing with HVDA is a practical proposition as darts is predominantly an evening activity A joint committee will manage the clubrooms for us and the HVDA.

A vision for the Club’s future The major Croquet Centre for the Hutt Valley Walter Nash Park has the potential to re-establish a regionally and nationally significant croquet facility, especially with six new lawns. It has the parking, open space, attractive setting and clubhouse size to allow for future growth and development. “This is a very challenging project for current members. We must turn the Club we have inherited into a legacy that future generations can be proud of.”

The project partners Hutt City Council Project management, budget management Contractual relationships with suppliers Financial contribution Greater Wellington Regional Council Assistance with relocation of transportable items Financial contribution Waimarie Croquet Club Planning and managing its members’ interests in the project Assistance with technical advice on lawn establishment Raising its share of the funding

The relocation sub-committee is working to: Complete a Heads of Agreement with HCC and GWRC including project management and financial management responsibilities Align funding body requirements with construction requirements. Secure a lease at Walter Nash Park including land for the final two courts Deal with GST on the Club’s contributions Issue that the Club needs to resolve Three years or four to raise funds? Ideally a four year fundraising period, but play in 2016 requires lawn sowing in All funding must therefore be in by winter 2015, but the Club may need longer – How do we best bridge the gap?

Money and time Project cost (initial 4 lawns)$420,000 plus GST HCC and GWRC contribution$150,000 plus GST Waimarie Club contribution$270,000 (plus GST) Fundraising period 2013, 14, 15 Construction completed July 2016 End of final season on Ewen Park August 2016 Play commences on new site September 2016

Breakdown of initial cost estimates Earthworks$190,000 Drainage & irrigation$ 66,000 Fencing$ 27,000 Seating$ 40,000 Other$ 97,000 Total$420,000

Waimarie fundraising 1. Applications to Trusts$125, Club Reserves$ 95, Voluntary Loans$ 30, Fundraising Activities$ 20,000 Total by 2015$270,000

1. Applications to Trusts $125,000 over three years Total includes contributions from Croquet NZ and Wellington Croquet Association ($10,000 in total) Trusts won't fund retrospectively and require money to be spent in a specified time The Club currently applies to Trusts for its operating expenditure, that cannot be jeopardised by the new project.

2. Club Reserves $95,000 over three years The Club has already accumulated a surplus of $60,000 and could target $95,000 by The surplus could be raised by increases in subscriptions and prudent financial management of the Club’s operations.

Building the reserves: possibilities Reduced insurance cover, no advertising except in year book Turning the Club’s tournaments into fundraisers Increased charges: Winter Croquet ($5), Mah Jong ($5),Winter lunch ($25) Double the social subscription to $20 Progressive increase in subs per year, charging for competition entry, and /or introducing lawn fees ($20 pa plus entry fees) A $5 competition entry fee will cover engraving costs - or alternatively, a further $10 sub increase A lawn fee charge of $1 (up to a max of $3 pw) = $20 in subs A lawn fee charge of $2 (up to a max of $5 pw) = $50 in subs

3. Voluntary confidential loans $30,000 over three years Members who want to support the Club in this way lend the Club a sum of money, in confidence, for a period of time. Repayment at no interest is offered back to a portion of the members on a yearly balloted basis. Those balloted out can stay in for a longer part of the defined period of repayment. The loan can be a one-off payment, or if preferred, a range of entry levels to enable members to build up their contribution over a three year period.

4. Fundraising activities $20,000 over three years The Club needs a fundraising committee to co-ordinate fundraising Potential initiatives include: - Selling naming rights to lawns,shelter structures, seats etc - Fundraising events as a social programme - External opportunities such as bridge tournaments - Ongoing smaller activities on playing days

Your role as a member Become informed Read the brochure, ask questions for more information Become a supporter Attend the Special General Meeting and vote for the project. Assist in running and participating in fundraising activities Become a donor Take up the loan scheme, make a donation or take naming rights to an item available Become a worker Join the fundraising committee, help make it all happen!

Next steps… Further exploration of grant possibilities Complete Heads of Agreement with the two Councils, take steps to secure rights to the land Members informed of further progress by end of January Special General Meeting 11.30am, 9th Feb 2013 in the Clubrooms Fundraising Committee underway by March 2013 Presentations to the two Councils in April / May 2013 Commission the detailed engineering design and specifications in 2013