BIKE TAUPŌ INC.

MINUTES OF MEETING – Tuesday 19 March 2013, 7:30pm 

Waikato Regional Council Building, corner of Paora Hapi and Titiraupenga Streets, Taupō.

 

PRESENT:   Thea De Petris, Ian Jensen, Shorty Hughes, Julie Norris, Cath Oldfield, Mike Keys, Pete Masters

 

APOLOGIES: Mike Langley, Keith Crate

 

CONFIRMATION OF PREVIOUS MINUTES:  Need to change the wording about the Girls on Bikes in Outward Correspondence referring to events being run on the GLT.  What should it say? Keith wants it noted that it was never requested that the track be closed for the event.  

 

MATTERS ARISING:

 

Toilets – Cath has applied to Transpower

 

Tunnel Audit - 3 for the price of 1! Cath needs invoices/photos etc to do audit to Southern Trust.

 

Coaster Rebuild -  

 

Phone App – WiP

 

Hot Water Bridge Funding – Sent to Nautilus Foundation

 

Strategic Plan – Cath to write up from draft done with Alan Vane

 

Special AGM – Date set when Year End Accounts are finished.

 

Partnership Approaches – See M&M report

 

Strategic Plan – Cath to write up from draft done with Alan Vane

 

Flags/T Shirts – See M&M report

 

Annual TDC Report – WiP

 

Website – See M&M report

 

IMBA Taupō Photo – WiP

 

Concession Policy for GLT – WiP

 

Trail Ambassadors - WiP

 

Huka Falls Subdivision Submission –

 

Lonestar/100% Lake Taupō –

 

Constitution Rewording –

 

CAN Conference 13/14 April –

 

Kids Bike Taupō Contract/Public Liability Insurance – Covered under BT, if programme is under BT

 

CORRESPONDENCE REPORT:

 

Inbox: 

20/02/13MTB Club invite to final of Summer Series

27/02/13Rebekah Willink with query about dogs on tracks

27/02/13Survey questions – forwarded

03/03/13Wildlife on W2K – sow on track

03/03/13Will Levy query about guides for Australian riders

04/03/13Taupō Sports Advisory Council replied that Kids Bike Taupō a suitable project for their funding

10/03/13Ivan Rudd from Rotary Club of Taupō Moana with $5k

11/03/13Chris Morris – Double Dammed race cancelled

19/03/13Geoff Smith from Malcolm Flowers Insurance to say that Public Liability for Bike Taupō will cover kids biking, so long as programme under Bike Taupō

19/03/13Will Levy would like to apply for concession

 

Outbox:

01/03/13Reply to Rebekah Willink – dogs ok if they are under control and poo cleaned up

04/03/13Rowan replied to Will Levy to say he needs to use concession businesses or apply for his own concession.

04/03/13Christine Hutchison invited to CAN AGM.  Unable to attend.

Julie moved/2nd Mike Keys

TREASURERS REPORT:

 

Report moved by Karyn/2nd Ian

 

KEITH CRATE REPORT:

 

MANAGER’S REPORT:  

 

Craters 

Not much on the tracks apart from the New Cork Screw is half build 

Have the funding for the new Coaster but will wait until the Cork Screw is completed before starting 

Other tracks are getting a hard time from the dry weather 

The Toilet is in and looks great and is in use 

We had a issue with last weeks MTB Thursday race being run in the wrong zone with luck this has been sorted but I was very disappointed with the MTB club 

PD 

All going OK including a visit from the Minster Rowan can give more on that. 

Eastern Tracks 

I have never seen the Rotary Ride in such a bad state because of the dust and traffic 

Will have to look at realigning the bottom of the Huka Lodge down hill as its to steep and cutting out I was not happy with the alignment at the time and time has proved me correct on this 

TDC went and put a spraying contractor down the Rotary Ride down hill and he cut the punga's down so he could drive along the track 

I have followed up with Alison on how this happened as we have always looked after the spraying etc on these tracks will report more at the meeting 

W2K 

All good boys have been doing some veg work while we are sorting out some GLT issues 

 

GREAT LAKE TRAIL: 

Waihaha is open 

The crew have started work on the water fall section This will take about two months 

Track counter at Chinaman's showing very big numbers

Accident

Rider had to be flown out of Kawakawa Bay track in the GLT

 

URBAN JUNGLE/KIDS BIKE TAUPŌ: 

1. Contract for Cath  - Mike Keys in process of editing contract. Once completed and Cath is satisfied, Mike, Thea and Ian will approve contract based upon authority given to these committee members at the previous Bike Taupō Meeting.

2. Cath’s update on school visits/holiday programmes –

 

I am having a great time, as usual, taking these bikes into the schools.  Since the last meeting I have been to St Pats, Taupō Primary and Waitahanui.  St Pats and Taupo Primary ‘get it’ and I have been there lots of times now, but it was my first time at the Kura at Waitahanui.  I wish you all could have been there; it was the best time EVER!  They have tracks along the river behind the school already and they just loved having bikes that worked.  I have left 6 good bikes there for a week or two and will change them for some recycled bikes that they can keep permanently.  They really could do with some helmets, but we will find some.  The only problem was that there were six punctures due to blackberries and that my Te Reo is hopeless.  It looks like my hours at the AC Baths are going to be halved, which is a good thing because I will have more time to do this real work.  If we could at least get tracks built in all the schools, kids can bring their own bikes to school and we can still take these bikes in for those who have none. 

 

I have been asked by School’s Out to do a session in the holidays and I said that they would need to pay, as funding shouldn’t be used for a private business.  They are fine with that.  Do we want to invoice them as Bike Taupō?  Will need to because of PL Insurance.  I said it would be $75 to take the bike to them.

 

I am applying to Taupō District Council Community Sport Fund for $3,500 for School Visits, maintenance and ten helmets.

 

I contacted Malcolm Flowers Insurance about our Public Liability Insurance and if it would cover this programme.  This is the reply.

We would confirm that Bike Taupo Inc, liability policy extends to cover the activities while on school premises.

Thank you 

Geoff Smith

 

I am talking with Skills Active and working with Mike Rendall at TDC to get some people trained in MTB Instructing so that we can offer mountainbiking at the Stadium through their Active Schools Programme.  Mike has Lion Foundation funding to pay for training and running Active Schools.  Does the committee see any problem using the BT bikes for this programme?  It is still getting school kids biking.

 

Income Outgoing 

TDC3,000Purchase of bikes4,750 

Hap Cameron             522. 40School visits @ $502,000 

Bike Hire 120Bike Maintenance1,000 

Total3,64210 Helmets @ $25  700 

2 x Helmet bags @ $120   240 

Funding Needed5,148 

 8,790Total     8,790 

3. 2013 budget for school programme.  The flag has been removed as M&M is getting one.  Thanks!

Cath has set up an budget spreadsheet in the dropbox. As outlined in last report, we still require 4,598 of funding for this year to break even. Cath has yet to be paid for her time or travel costs.

As approved during last meeting Cath will be applying for funding to cover these costs but it would be good if there was some available funding available through Bike Taupo presently. 

4. Contact Energy proposal is still in negotiations. We have met with Contact and Cycle Challenge Management as Contact is keen to see some of the profits from Cycle Challenge go to this programme. Outcome of this meeting was positive, everyone sees the obvious fit. Hayden from Cycle Challenge is working with Paul to see if any further price reduction in gear for schools can be achieved from his sponsors. Also a 10 minute presentation is to be given to Rotary Moana 18 April – this is first step to get trustee approval for funding. Paul will most likely come up for that 10 minute presentation.

Presentation also scheduled with DHB in Rotorua in April regarding possible funding.

Lastly we are working with Higgins to get approximate costs for track builds with their sponsorship input.

Negotiations are still proceeding with Contact. 

Crater’s MTB Park – Wairakei Forest

 

Wairakei Meeting  - 18 March 2013

Craters MTB Park  5.30pm

Present; Spike, Bruce, Pete, Eddie, Brent and Shorty

Apologies Len and Wizz

Track up date

Corkscrew  - will be renamed Beagle Boys – ½ down the downhill close to the flats.

Coaster – Pete and Bruce marked out, 2 bridges, slightly downhill all the way, Collar bone drop will still be there.  Digger and handcut. $5k Rotary and 20hrs donated digger time by Scrag should nail it. 

Squirt - finish this track and put the skills area back in.

Tracks have been well used and this shows by the wear and tear and dust, as it rains the tracks will be fixed up especially SH fun, Tank downhill, Walters Wiggles etc.. 

Toilet first one is in !!! A huge effort by and big thanks to Shorty. Track crew to check daily Mon – Friday and Members check during the weekend. We require a box to put the cleaning gear in and a combo lock so we can all access it.  Not camping signs - more of these will go up. If we have problems with free campers in the car park the toilets will need to be removed. 

Kegress/Ferret connection – so this track is used a bit more looking at put a link entry and exit from Ferret in to Kegress. 

Wairakei Bayview

Brent talked to Kathy Guy who is more than happy for us to build a track around the Golf Course – just keep her informed of what is going on. Sorry no funding, but happy to give prize for a fundraising event eg night at the Chateau. 

Squeeze will be put in top of hill behind the hotel.

Signs require updating True Left of Aratiatia and Wairakei Tourist Hotel. 

Steam field area – approx 6 years before this are is logged. 

Funding/Sponsors

Big thank you Eddie for the contact with First national this has led to 2k per year and maybe more in the future. Any connections to potential sponsors please pass on details to Spike.  First national Tourist trap is go. 

Strettons Drop – Outback ramp – Strettons does BT books approx. 8k a year.

Managers Corner – SH Fun and Squirt tunnel intersection.

Scrag Squirt or something similar 

Sponsors board in the shelter at Craters MTB Park carpark

Corrections

The Minister of Corrections Anne Tolly visited Craters MTB Park for an hour and is happy with a track being called Beagle Boys and has seen the work the crew has accomplished.  If we have a natural disaster in the park we may be able to call on corrections for chainsaw and labour to clear the tracks.

Website

Check to see what maps you can access or print off – a Whakatane group in the weekend could only access the old orange map?

Maps in carpark require up dating. 

Loops

We went for an hour ride Squirt/SH fun uphill/BBC and the new extension/tourist trap.

Different coloured arrows for the time/distance of the ride.

Photos

We need some new and old photos please to go on the website and to used for media/promotions.

Map

Any updates for the next edition please email Shorty. Shorty will GPS new tracks and extensions eg, Totara Gully, BBC extension, Beagle Boys , Squirt. 

Long term Plan – WIP

 

MARKETING AND MEDIA:

BT Marketing & Media Report March 2013

Flag

Has been ordered from Sign On at a discounted price of $450 inc GST.  Normal cost is approx $660.

T Shirts

Design being done by Me Creative.  

Media 

Taupo Weekender– Waihaha Track 07/03/2013

NZ by Bike- GLT blog by Matt Kyhnn 12/03/2013

Facebook- 674 likes

Chainlinks- Summit article, Issue 1 February 2013

Mark is noticing an increase in Aussies who are here specifically to ride the BT tracks. Usually as an add on to Rotorua.

Donations

January $341.50

February $363.40

Website

Have received quotes from KMMS & Me Creative to transfer our current website to their platforms. The prices vary significantly.  Further discussion to be had with KMMS as scope has been extended to include a GLT website within the BT website.

App

A quote has been received from KMMS, which the subcommittee is considering. 

Photos

We need more pics.  There is supposed to be a Photo folder in Dropbox but I can’t find it so have started another.  Request the committee drop all relevant pics in it.  Please label, date & put in sub folder if necessary.

A notice is on Facebook and website & will be in the next BT newsletter asking for photos that we can use on the website & publications.

Partners

For our records, any discussion with Partners/potential Partners must be recorded in BT Relationship & partner database in Dropbox/Partners.  

Ian;Has spoken to Alex Keys from Truss and Keys. Alex doesn’t think they can commit $1500.00 to sponsor a track but will definitely provide some $$$ but unsure how much.

Has been back in contact with Matt Cronin from Lone Star and will be meeting with them next week to see what their thinking is.

              Hasn’t heard back from First National to confirm their total amount but will get this finalized next   week.

Julie;Has spoken to George at Zest. Interested in listing on maps next round.  Requested donation box be removed, as it is too big for their counter.

Has spoken to Charles (manager) at Body Fuel, they have a no donation box policy, keen to support BT via vouchers.

 

FUNDING/ADMINISTRATION:

 

In February I have - 

•Been working on the draft version of the Strategic Plan

•Attended meetings with Thea De Petris and Rowan Sapsford 

•Received and replied to various emails

•Explored funding options with Taupō Sports Advisory Council

•

I am waiting on a quote for helmet bags and could really use a copy of the year end accounts to send with the Sports Advisory application, due 28 March.  I will wait until next week and then just use 2011 with an explanation.  Will also apply to Grassroots and maybe Youthtown for Kids Bike Taupō.

 

TDC/SUBMISSIONS:

 

NEWSLETTER: 

All information to Shorty please. 

 

GENERAL BUSINESS:

 

Mayoral Campaign

 

Meeting Closed:  

 

Next Meeting: EW Tuesday 16 April 2013 @ 7.30pm

 

Signed as a true and correct record

 

_________________________________                Date: ___________

Rowan Sapsford  (Bike Taupo Chairman)