MINUTES OF MEETING

Tuesday 20 November 2012, 7:00pm

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

PRESENT:   Shorty Hughes, Cath Oldfield, Julie Norris, Rowan Sapsford, Ian Jensen, Mike Keys, Pete Masters, Pete McFarlane, and Thea de Petris

APOLOGIES: Karyn Hutton, Mark Gibson, Keith Crate

Thea arrived with Jason from Brisbane.  He was in town with 9 more mates and had been riding tracks.  They were on an organised trip and flew into Auckland.  They had been working their way down and riding places on the way.  He enjoyed W2K and said that they would definitely stay in Taupō next time.  He said that they would like to buy a momento or souvenir, like a T shirt, but couldn’t find any GLT or Taupō ones.  He said they would buy something in Rotorua instead.  He liked Taupō’s streets and specifically mentioned the traffic calming.  He felt the town was fresh and clean.
 

      Actions Outstanding to January 2013    Name    Status
1.    Toilets at Craters.     Shorty/Cath   
2.    Tunnel at car park in Craters.     Shorty/Bruce/Gary   
3.    Taupō Moana Rotary money for track rebuild.  Huka money to be used for Cycle Active bikes. Sales & Purchase agreement. Waiting on reply from Rotary.  Contact Rotary again.    Cath/Thea   
4.    BNZ changeover.    Karyn/Rowan   
5.    Independent accountant to audit books.  Committee to approach anyone who might be BT friendly.    Pete Masters    
6.    App for BT.  Start thinking about how/costs etc.       
7.    Hot Water Bridge funding    Pete/Cath   
8.    Strategic Plan    Committee   
9.    Celebration    Julie   
10.    Call a Special General Meeting when yearend financials done.  Check constitution about timing of AGM to ensure that we have books ready from year end.    Mike/Karyn/Rowan   
11.    Z funding    Cath   
12.    Partnership approaches.  Spreadsheet, contracts and invoices.    Julie/Mark/Cath   
13.    Funding for Hot Water Bridge    Cath/Pete   
14.    Flag.  T shirts.         
15.    Annual TDC report in New Year    Rowan   

CONFIRMATION OF PREVIOUS MINUTES:  Cath/Shorty
MATTERS ARISING:

Toilets – Resolution to apply for a further $25k to build both toilets.  Shorty investigating building the first one now with Lion’s $20k.  Prudent to put in slab and tanks for two at this time.  Attempt to build one at least.

LTCC/Taupo Moana Rotary -  Cath has sent an email to see where we are, but no reply.  Cath will follow up, maybe in person as Pete Boomen needs to be paid 1 December.

BNZ – Thomas and Karyn in process of changing

Logo Shirts – Shirts done and look very professional.  Thanks Julie.

Independent Auditor – Pete Masters has a couple of bike friendly people he wants to ask.

AGM Financials – Mike to check constitution to see about timing of AGM so that we have the books done for the AGM.  Will need to call a Special General Meeting to pass the books when Strettons finished.

ELECTION OF OFFICERS:

Rowan moved that Karyn remain as Treasurer.  2nd Shorty.
Julie moved that Mike Keys be Secretary.  2nd Thea.        All in favour 

CORRESPONDENCE REPORT:

Inbox:  Z service stations offering $5k to local community organisations.  Cath to explore.

Outbox:
                               
TREASURERS REPORT:
No report.  In the process of changing banks and year end books still at Strettons too.  Full report next meeting.

KEITH CRATE REPORT:
No Report

MANAGER’S REPORT: 

Eastern and Western link Tracks
Maintenance  is going OK just a day’s spraying to do before Xmas on the RR
Most tracks all in good order for the Huka
Those that are not being used have all had a clean-up as well
Have spent a day on the TDC Waikato River tracks so they remain open for the next year
Have also done a day’s work on TeTotara Gully putting in a safety fence at the big drop and set out the new section to make that better
Have looked at TeTotara Gut and it would be very easy to make a route around the broken bridge so we need to have a chat about this Do we take that track over from Doc and make it work for us

Craters
All in good order for the Huka
Maybe three days spraying on the odd tracks and that’s it before Xmas
Still getting the odd trees coming down when it’s windy
New Tank Stand is all in and getting great feedback that it’s great to have a nice easy up hill to feed the other tracks
Set out has been done on Cork Screws replacement so things moving along
Signage is a bit slow going up, that’s my fault we have just been to busy getting things open but have temps in place
Will look at the Tunnel and toilets after the Huka
New map looking great on the info boards

GLT
Process is good still one machine in rock but other moving along quite fast
Little digger now on that job as well with Jason doing tidy up work behind the others

Have a planning trip to the lake landing area  on the 28th
Bridge will be finished this week
Toilet going in at China-mans the following week
Will have the crew cutting back veg on W2K  on the 28th so all in good order for Xmas
                        Pete Masters moved/2nd Rowan

GREAT LAKE TRAIL:
Election of officers for sub-committee. 
Alan Vane as Chair.  Chad Hooton, Mike Langley, Terry Slee, Mark Gibson, Pete Masters, Pete McFarlane, Thomas Schwarz and Karyn Hutton.        
Moved by Thea/2nd Rowan.  All in favour.

URBAN JUNGLE:
Suggestion that maybe BT should put in an appearance at a committee meeting of each cycling club once a year, or so.  Some have BT people involved anyway, but might be good to keep contact.  Most networking is done informally anyway, usually at Plateau on Friday nights!
 
KIDS BIKE TAUPŌ:
Thea has a meeting with Contact and Paul McArdle from Bike On NZ on 4 December to look at a case study to send to Contact in Wellington.  Well done, Thea!!

Thea also met with Christine Hutchison from TDC to talk about getting bikes into schools.  She is very aware that TDC is helping with transport, storage, bike usage and funding and wanted the communication open. 

Cath has been taking 25 or so bikes to various schools at lunchtimes.  The kids love it!  Even went to one preschool and was well received.  The transport issue is only temporary with Cath using TDC van.  Ideally a big van from a sponsor that we could book when we need it. 

WAIRAKEI:
Wairakei 8 Wisemen
29 October 2012            6pm @ Vine
Present: Carwyn May, Brent Cameron, Len Malcolm, Peter McFarlane, Eddie Edhouse and Shorty.
Apologies: Alex Fierro and Brendon Reynolds
Logging
Update of logging.
Logging finished.
Bike tracks reconstruction.
Tank and Walters Wiggles open.
Toilets and second Tunnel for car park.
Have $7k funding from Southern Trust the tunnel so far.
Toilets $20k approved funding from the Lion Foundation and $5 funding from the MTB club -still short approx $15k
Map
Latest Craters map design shown, we went over the map and got some ideas together. Copy of maps given out to every one and are to be returned to Brent ASAP.  Action: Brent will set up a meeting with Rowan to go over the map changes. 
The Wairakei Sub-Committee would like to see the next draft please before it is printed.
Shorty has GPSed and sent data to Ro for the new Lake Hire Link, Tank and Walters.
Track descriptions and grades for the new website
Action: Len will update these in a word document.  Draft at next meeting please.
Would be good if this printed on an A4 page (using the whole page), instead of how it printed off the old website. (approx 4 pages worth)
Taupo ride planner
Route finder for bikers new to the area (similar to the Rotorua one) gives different loops and approx time/grade. Action: Brendon and Carwyn will work together to work out some graded loops, draft at next meeting please.  
Wairakei Resort Hotel – possible new track.
Access track to the new area (back of outback) and Craters MTB park from Wairakei. Hand cut done by volunteers, Monday night boys, Mad engineers etc... and maybe look at a grade two loop track as well – Action: Brent will meet with Kathy Guy, with idea and basic boundary map to seek permission. Will require more detail of exact location of track once permission is given.
Marshals for Huka and info for newsletter (Pedal Talk)

Next meeting 
Wairakei sub- committee MTB reps appointment.
Go over the draft of the craters map, Taupo ride planner and track descriptions.

Following meeting
Bike Taupo has asked if there is a long term plan for Craters approx 5 years. At present we have a yearly development plan. A long term plan would help us (BT, MT Club and Wairakei Committee) to plan $ required future development of track system, maintenance and maybe a storm damage fund and permission from LINZ. Put your thinking caps on - need some ideas and costs, then will put ideas past Bike Taupo Committee.
Looking at refreshing the team.  Stay in communication with stakeholders in Wairakei.  Two from MTB Club and BT appoints other people.  Nominate Ian Jensen and Shorty Hughes as BT reps.
                        Moved Pete/2nd Rowan

MEDIA/PROMOTION/WEBSITE:

Cath suggested having a portable teardrop style flag to put up when BT is being represented.  Ian said he has just purchased one for $600.  Put it on a to do list.

FUNDING/PROJECTS:

TDC/SUBMISSIONS:

Annual report to TDC due in New Year.

NEWSLETTER:
All information to Shorty please.

GENERAL BUSINESS:

Contracts/Agreements for Partners.  Cath to make up a spreadsheet and invoices.  Work with Mark and Julie.

Meetings 3rd Tuesday each month.  Agenda to be posted a week before with the ‘Things I Should Do’ box on it.

Cycling Summit follow up.  The main points were - funding, raising cycling awareness, Poihipi Road safety, getting a valuation of cycling to the district.  Meeting on 11 December with TDC.  Suggestion of Cycling Ambassadors.  Volunteers who want to go out with visitors on rides.

Town Exposure.  Julie thought we need to promote routes in town.  There is a map of lunchtime rides and walks.  Do we need it on website?


Meeting Closed:  9.10pm

Next Meeting: EW Tuesday 15 January 2013 7.30pm

Dates
Tuesday 15 January 2013 Committee Meeting

Signed as a true and correct record


_________________________________                Date: ___________
Rowan Sapsford  (Bike Taupo Chairman)