MINUTES OF MEETING

Tuesday 25 September 2012, 7:00pm

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

PRESENT:   Thomas Schwarz, Shorty Hughes, Cath Oldfield, Karyn Hutton, Julie Norris, Mark Gibson, Rowan Sapsford, Pete Masters, Pete McFarlane, and Thea de Petris 

APOLOGIES: Keith Crate, 

CONFIRMATION OF PREVIOUS MINUTES:  Cath/Mike

MATTERS ARISING:
Website – Done
Maps – GLT maps done and look great.  2,000 printed.  Craters almost ready.  Shorty has GPSed the latest tracks.  Need to get first print run out, and worry about minor changes in next run.

Tunnel – Southern Trust funded $7,000.  Will use some of MTB Club donation for shortfall.  Will use Gary Patterson as others are tied up on GLT and Craters rebuild.  Bruce and Shorty will talk to Gary.

LTCC/Taupo Moana Rotary -  Cath sent application for $7k.  Cycle Active Bikes are at Taupō Events Centre now.

Job Descriptions – Mike has a list of things that could be handed to an admin person.  Committee to work through it and decide what works.  Will add it to AGM as constitution change.

DoC Contestable Fund - $10k annual payment from DoC.  Rowan, Mark and Thomas met with Mark Davies, Kim Turia, Terry Slee and Bryce Grantson.  $10k for the next 12 months for admin work.  8 hours per week.

CORRESPONDENCE REPORT:

Inbox:  TDC Bike Park submission received
     Southern Trust $7,000 for tunnel
      Taupō MTB Club $5,000 donation for tunnel and tracks at Craters

Outbox:
                                Cath moved/2nd Thomas
Transactions since last meeting:   
Payments                   8,423.21
 Receipts              15,450.74
Bank Balances:       
Non-profit 00              11,900.43
Online Saver 025              39,507.90
Bonus Saver 02              30,000.00
Debtors Due:       
TDC     Rotary Ride Rebuild               496.80
Taupo Half Marathon    Entries and Marshalling etc            6,095.00

Bank reconciliation       
Balance as at 28 August                                                        4,872.90    
add income                                                      15,450.74    
less expenses                                                        8,423.21    
Balance as at  25 September                                                      11,900.43    

Payments and Receipts       
           
Payments       
    Steve Milne    Labour - W2K / RR             880.00
    Rob Evans    Labour - W2K             212.40
    Steve Milne    Labour - RR / Craters              910.00
    Xero    Monthly subscription               36.75
    Streetsmart 20X    Labour - Craters          2,214.00
    Streetsmart 20X    Labour - RR             999.00
    Streetsmart 20X    Labour - W2K             702.00
    Impel    Labour - Rotary Ride Rebuild(TDC)             432.00
    Impel    Labour - RR              351.00
    Impel    Labour - Craters              756.00
    Sign On    Signs - Wairakei               64.86
    GST                 865.20
Total                  8,423.21

Receipts       
           
    Taupo MTB Club    Donation           5,000.00
    Towncentre Taupo    Trolley Derby          2,000.00
    Event Promotions    Day Nighter          1,000.00
    Southern Trust    Maps          7,000.00
    Westpac    Interest                 0.74
    GST                 450.00
Total                15,450.74

There is still the ongoing problem with Westpac not releasing the MED funding for the GLT.  Contractors could not be paid on time AGAIN.  The bank does not release the $50,000 for 3 days.  Rowan moved that we approach BNZ to see if they can offer a better service.  Mark 2nd.  Karyn and Thomas to see Murray Beadle.
Karyn moved/2nd Mark
KEITH CRATE REPORT:

No Report

MANAGER’S REPORT:
 
Rotary Ride is just about back to normal.  Just the final part of the downhill to finish.
Tourist Trap completed.
Logging is done, just the last logs being loaded out.
Walters being rebuilt as we speak.
Bruce is doing a great job getting things open again.
Only Tank Stand and Walters to finish.

Events
Half Marathon went well.  Thanks to the crew on the day.  Total of 530 people.
Day Nighter was great but would not be surprised if this is the last one, due to lots of things.

GREAT LAKE TRAIL:
3.8km from Waihaha.
Work is slow with a lot of blasting and it is bloody hard work in this weather for the boys day after day.
Bridge will go in in the next 3 weeks.
Access will still be difficult even with the bridge as it will be a while before we link back to the bridge.
Shelters, signs and toilets are all being built or designed right now, and will start going in over the next few months.
Have our first fulltime employee.  A young man from one of the crews.  It’s great to give him work and he loves it!

Track counters have already passed last years totals for W2K and KK
URBAN JUNGLE:
 Cycling Summit last week amazing.  Well done Keith and Mark for putting it together.  Paul Astley from Bike On was especially inspiring.  He puts bikes and tracks into schools.  He made the comment that we have Ironman, LTCC and lots of events but are missing the ‘real’ people.
YOUTH CYCLE PROGRAMME:

Following from the Cycling Summit and meeting Paul Astley, Thea has arranged to meet with Sport Waikato, TDC and the MTB Club to form a plan to get more kids biking.

Cycling in Taupo Schools
Possible 3 prong approach as described below:
1.    Basic skills and safety lessons
Aim – to continue lessons within primary schools as currently being done by Sport Waikato
Involves – 4 X 45 minute lessons per school using gear owned by Bike Taupo
Responsible parties – Sport Waikato
Queries – a. which year level(s) does this programme target, does each child growing up in Taupo get the opportunity to participate?
b. Regular maintenance and storage of the gear needs to be scheduled
c. Is long term funding in place for this programme?
Next Step – ?
2.    Bikes in Schools
Aim – To provide primary schools in Taupo with cycling infrastructure which includes up to 3 tracks, set of bikes, storage area and helmet for each student
Involves – Utilising the Bike in Schools project template currently being implemented through Hawkes Bay, Whakatane and Auckland.
Responsible parties – Bike Taupo is keen to oversee development of at least the first pilot project in Taupo (Mt View?)
Queries - ?
Next Step – Presentation to potential funders including DHB, BNZ, Contact, MB Century, Higgins (who else?)
3.    Student interaction with Cycling Clubs
Aim – To get cycling clubs within the district to interact with youth through establishing training/skills clinics/adventure rides/taupo interschool champs/events. See Mtn Bike Club’s draft strategic plan.
Involves – each club to develop and implement their own strategic plan for youth development
Responsible parties - ?Sandy are you interested in coordinating with other clubs to help get them started?
Queries - ?
Next step – liase with other clubs, identify training/event dates for next year, communicate to schools

Other General Discussion Points for Meeting
-    Sue – main point of contact for schools? Are you happy to liaise with schools, esp for first point of contact in relation to above projects
-    Good to know exactly what we are planning to do for 2013, identify dates so that schools can put into their calendar

WAIRAKEI: (7 wise men and 1 wise woman)
Wairakei 8 Wisemen
4 September 2012            5.30pm @ Plateau
Present: Brendon Reynolds, Carwyn May, Brent Cameron, Len Malcolm, Peter McFarlane and Shorty.
Apologies: Eddie Edhouse, Alex Fierro
Logging
Update of logging.
Tank stand, Coaster and Walters wiggles: talked to Neil from NZFM, logging crews will be finished in 3-4 weeks with some logging truck movement still required after the crew have finished.
A detour still in place.
Bike tracks reconstruction.
Tourist trap: Completed approx 6.2km has been GPSed
Ferret: open again
Bumblebee: is completed and a great extension by the Contact Energy mad engineers called the BBC( bumblebee contact) 2km
Squirt: 900m of new track in thanks to Garry Patterson
Next track will be Walters Wiggles as it is needed for the Huka.  – Track Crew.
Monday night track dudes  - have been busy and some great work on Debs and  Mr.
Peter Manning  - has been working on Retro
Funding for reconstruction of tracks @ Craters.
Donations boxes have been moved to Cafes around town. (more people with loose change)
Donation Box at Craters MTB carpark, needs to be vandal proof - Design has been drawn up and Eddie will build. Action: Shorty needs to check with LINZ and will need a copy of the design.
Toilets and second Tunnel for car park.
Funding applications are in just waiting to see if they come to the party. .
Map
Latest Craters map design shown. Action Brent will work with Rowan on this to make sure it is correct and up to date.
Shorty has GPSed and sent data to Ro for the TT, Bumblebee, BBC and Squirt.
Track descriptions and grades
Action: Len will update these and also the back ground info etc on this page.
Taupo ride planner
Route finder for bikers new to the area (similar to the Rotorua one) Action; Brendon and Carwyn will work together to work out some graded loops will be ready by October.
Next meeting  - October
Worth us looking  at an app for Craters  – maps and maybe ride planner.
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.
Debs Track – lets sort this one - just need to know what section of this track is grade 4 and then we have a vote.
Marshalls for Huka and info for newsletter.

MEDIA/PROMOTION/WEBSITE:
All agreed that the Cycling Summit was really worth it.  Other media covered under website and maps.
FUNDING/PROJECTS:
$7k received from Southern Trust for tunnel in Craters. 
Thanks to MTB Club for a further $5k for track rebuilding and some of which will go towards the tunnel. 
Waiting on Lion Foundation reply for toilets. 
TDC/SUBMISSIONS:
Poihipi Road
Rowan spoke to Dennis Lewis from TDC and to the Cycling Club.  These teo have been working together and the feeling was that BT didn’t need to be a part of the discussions.  Rowan said that we wanted to be a part of things and for BT to be seen as the ‘Umbrella’ for all things cycling in the district.  $300,000 over the next 3 years with 50% funding from Transit.  According to Downers it costs $35m2 for seal.
Rowan thinks that the best way is to make submissions with road counts and to begin upgrading the worst parts.  Perhaps a presentation with cyclists/truckies/commuting traffic/kids to get across the point that this road is being used a lot more than it was in 1970 and that the traffic has changed significantly.

NEWSLETTER:
All information to Shorty please.
GENERAL BUSINESS:

Partnership Draft
Thank you to Julie and Mark for putting this draft together.  Any money/sponsorship/partners need to go through Mark and Julie, so that we are consistent.  There are lots of factors that will come up for discussion and for the big details it will come back to meetings.  But for the straight forward stuff, Mark and Julie will make the decisions. 
The only change was to make the Cycle Friendly Partner $500 per year.  Mark and Julie move to accept this Partnership Programme.  Thomas 2nd and all in favour.

PARTNER PROGRAMME
Partnerships can be multiple tiers
Tier    Target           Benefits     Criteria    Cost (+GST)
/year
FRIEND    Cyclists
Businesses        Bike Taupo sticker, which may be displayed on your bike, vehicle or establishment
    Name (text only) on Friends page on the Bike Taupo website    None    $43.48
CRATERS MAP    Businesses        Advertisement on the Craters map
    Acknowledgement on the Craters map page on the Bike Taupo website    None, but assume business has a link with biking.    $500

GLT MAP    Businesses        Advertisement on the Great Lake Trail map
    Acknowledgement on the Great Lake Trail map page on the Bike Taupo website     None, but assume business has a link with biking    $500
SUPPORTERS
Or
? PARTNERS    Businesses         To be discussed
    Acknowledgement on Bike Taupo website    None    Product, service or discount
TRACK NAMING
or MAINTENANCE     Businesses        Business name on trail entry
    Acknowledgement on Bike Taupo website    None    $5000
CYCLE FRIENDLY PARTNERS
    Businesses
        Business (name, logo and link) on the Partners page of the Bike Taupo/Great Lake Trail website
    Use the Bike Taupo & the New Zealand Cycle Trail Official Partner logo at your establishment, on your website and in publications
    Increased business referral - “support the businesses that support the trail”
    Opportunity to purchase discounted bike equipment for your business
    Link to the New Zealand Cycle Trail section on www.newzealand.com
    Invitation to be included in the official New Zealand Cycle Trail product directory that will be updated for NZ’s biggest tourism trade event TRENZ each year    Must meet and maintain cycle friendly criteria     Need feedback
Meeting decided on $500
MAJOR    Businesses        Let’s talk…

Possibilities
    Name Craters Park
    Prominent acknowledgement on maps
    Prominent listing on every page of the Bike Taupo website
    Branding, product displays and distribution of promotional material at official events using Bike Taupo trails - dependent on the agreement of event sponsors
    Use of the Bike Taupo database for marketing purposes.
    International exposure     None    PBN

AGM
Thomas to check with Suncourt for AGM.  They can do food and have a bar and are cycling friendly.
ADMINISTRATION POSITION
Cath left so group could discuss the appointing of a person for the admin position.
After some discussion it was decided that the Admin Person would cover the following duties
•    General secretarial duties
•    Coordinating treasurer and committee activites
•    GLT admin and liaison with MED and other related activities
•    Fundraising
•    Sponsorship
•    Liaison between sponsors and Bike Taupo committee
•    Website maintenance
•    Social media responses
•    Maps updating
•    Membership activities
•    Assume initially 20-25 hours a week.

Motion called by Thomas to appoint Cath Oldfield or to advertise generally.  4 in favour of Cath/3 against.

Meeting Closed:  9.52pm
Next Meeting: EW Tuesday 23 October 2012 @ 7.00pm.

Dates

Next Meeting 23 October 2012 7pm
AGM Tuesday 30 October 2012 7pm
MTB Club AGM/Film Evening with Karen Hanlen Thursday 15 November 6pm $20

Friday 23 November 2012 4pm Bikefest Kids Course
Saturday 24 November Huka Challenge and LTCC

Signed as a true and correct record

_________________________________                Date: ___________
Thomas Schwarz (Bike Taupo Chairman)