MINUTES OF MEETING – Tuesday 28 August 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, Keith Crate, Mark Gibson, Rowan Sapsford, Pete Masters and Mike Langley 
APOLOGIES:  Pete McFarlane, Thea de Petris

Actions Outstanding to September  2012    Name    Status

1.    Website rebuild. Approach Mike then local people.  Me Creative or Kim Mananui.  Needs to have something to show at Cycling Summit 20 Sep 2012.     Thomas/Mark    WiP
2.    Maps.  Possibly ready to go in Huka race packs.    Rowan   
3.    Funding for toilets at Craters. Being sent to Lion Foundation.    Shorty/Cath   
4.    Tunnel at carpark in Craters. Posted to Southern Trust.  Waiting reply.    Shorty/Cath   
5.    Tunnel at carpark in Craters. Posted to Southern Trust.  Waiting reply.    Shorty/Cath   
6.    Taupo Moana Rotary money for track rebuild.  Huka money to be used for Cycle Active bikes. Sales & Purchase agreement. Waiting on reply from Rotary.    Cath/Thea   
7.    Job Descriptions and collating.  Use info to make a job description for paid administrator.    Thea/Mike   
8.    $10k Contestable Funds.  Email Dave Lumley.    Karyn/Rowan   
9.           

           
CONFIRMATION OF PREVIOUS MINUTES:  Cath/Mike

MATTERS ARISING:

• Website – Committee not happy with the website.  Layout messy and hard to follow.  Need 2 maps and website for Cycling Summit on 20 Sep 2012. Mark and Thomas to talk to Mike ASAP and check if this is possible.  If not, they have the mandate to approach Me Creative and/or Kim Mananui for quote and then the go ahead to do.               Moved Rowan/2nd Cath
• Maps – Iwi have given go ahead for GLT map.  Double sided A3 with map on one side and ads on other.  GL Shuttles ad to be free on first run. 
• Craters map needs more definition on background.  Suggested to add arrows for way track is ridden on the numbers.  Email any comments to Rowan.  First print run needs to happen and it’s easy enough to alter in following runs.
• Toilets – Paperwork sent to Lion Foundation.
• Tunnel – Funding application posted to Southern Trust
• DoC $5k – Letter was sent, but no one at DoC seems to know about it.  Rowan thinks that it may have been a budget excess.  No further action.
• LTCC/Taupo Moana Rotary -  Cath sent application for $7k.  Cycle Active Bikes are at Taupō Events Centre now.
• Job Descriptions – Mike spoke to Kay Brake from LTCC, which has a similar set up with paid administrator.  Mike to sit down with Thea and Cath to put something together to bring to next meeting.  Thomas contacted Alan Vane and there seems to be no problem giving volunteer tasks to a paid position.  Will add it to AGM as constitution change.
• DoC Contestable Fund - $10k annual payment from DoC.  Karyn to follow up.  Rowan will contact Dave Lumley.
• Donation Boxes – Working well.  Suggested that it could be worth putting them in the cafes, especially Tipsy Trout as riders stop there straight off the tracks.
• Maps to Heli Sika - Done

CORRESPONDENCE REPORT:

Inbox:  NZCT Official Partner programme
    TDC Submissions
    MTB $175 Donation from GLT ride
    Mike Saunders toilet quote
    Trustpower Community Awards DVD
    Huka Honda quote and invoice for GLT

Outbox: DoC $10k per annum request
    Tunnel funding to Southern Trust
    Dirt Park Submission                    Thomas moved/2nd Cath

TREASURER’S REPORT:    
   
Transactions since last meeting:   
Payments              75,077.06
Receipts              15,599.71
       
Bank Balances:       
Non-profit 00                4,872.90
Lake Track 01                7,082.45
Online Saver 025              39,404.11
Bonus Saver 02              30,000.00

Debtors Due:       
Creditors:       
       
Bank reconciliation       
Balance as at 24 July                                                      64,350.25    
add income                                                      15,599.71    
less expenses                                                      75,077.06    
Balance as at  28 August                                                        4,872.90    

Payments and Receipts
       
Payments       
    Poseidon    Mapping - Craters MTB          1,200.00
    BikeTaupo    Funds Transfer to 025 account        28,750.00
    BikeTaupo    Funds Transfer to  02 account        30,000.00
    Steve Milne    Labour - Craters              280.00
    Xero    Monthly subscription               36.75
    Woodworkx NZ Ltd    Maintenance - Craters               40.00
    Me Creative    Website             654.75
    Streetsmart 20X    Labour - W2K             216.00
    Streetsmart 20X    Labour - Craters          2,700.00
    Impel    Labour - Rotary Ride (TDC)             526.50
    Impel    Labour - Craters           1,026.00
    Steve Milne    Labour - Craters             160.00
    IRD    GST Payable 31/07/12          8,527.06
    GST                 960.00
Total                75,077.06
           
Receipts       
    BT Donation Boxes    Donations - Track Maintenance             141.10
    DoC    Conservation Awareness Grant          5,000.00
    TDC    Rebuild Rotary Ride             526.50
    Lake Taupo Top 10 Hol     Maps               86.96
    NZ Forest Managers    Craters - construction of bund             250.00
    Taupo MTB Club    Donations - Track Maintenance             175.00
    Bike Taupo    Funds transfer from 025 account          8,527.06
    Westpac    Interest               13.57
    GST                 879.52
Total                15,599.71
       
Karyn moved/2nd Mark

KEITH CRATE REPORT:
Keith to email so can be added

MANAGER’S REPORT: 
Rotary Ride uphill now open, but it’s two way.
GREAT LAKE TRAIL:
2nd crew starting using $50k operating budget. New digger needs running in.  Buying 2 x power barrows and a small car to transport everyone.  $5nd a small car to transport everyone.  $5k WINZk WINZ funding to employ young person.  Forest Managers have suggested that they do all the PAYE etc and invoice BT.  Bridge being set at Waihaha.  2.8km in more-or-less.  To visit go down Waihaha road at lake end to end of grass as it becomes bush.  Jump over fence to right, by the beehives.  As there is blasting, let the guys know you are coming.  The track crew are working long, cold, hard days.  It is very hard work.
Looking into toilets at Whangamata Road.  New one for Kawakawa Bay.  There will be large signs at road entry areas of trail.  Perhaps a wash down area at Kinloch.  Gateways will be bach style for Kinloch and red bard at Whangamata.
When DoC holds events, BT needs to be involved.
Alan Vane going to Wellington to learn about the new umbrella organisation for National Cycleways.  Cycle Trail Creative Workshop.
URBAN JUNGLE:
 Sport Waikato borrowing TDC bikes and Cycle Active (soon to be Bike Taupō) bikes for a Kiwi Sport programme at Waitahanui School for 4 weeks.  Sport Waikato and the schools love that we have bikes they can use.  The programme would not run without them because the schools/families don’t have good bikes or helmets.  Cath has asked for feedback to give TDC and funders from Sport Waikato.
Thea has approached all the primary school principals, and the reaction is very lukewarm.  Schools are busy and cash strapped, unless it’s free and doesn’t require any input from them, most schools are difficult to approach.  Holiday programmes and after school might be a better way to use the bikes.
MTB Level One Coaching being run in Rotorua through Bike NZ 22 and 23 September.  Cath expressed interest in going, and Thea and Julie would like to as well.  BT possibly pay cost and petrol. 
BNZ has approached Alan Vane about funding some BT activities.  Perhaps this would work well with the kids?  Contact Energy, Craig Griffin, has also expressed that they want to help.  A good trailer would be useful and if it was designed well, could be used for many BT things.
Friday November 23 @ 4pm in Horomatangi Street for Bikefest kids course.  Any volunteers to help would be gratefully received.
 In regards to 2013 youth programmes -
1. have draft sale and purchase agreement which I will bring to next meeting for approval
2. have spoken with couple of dps/teachers within primary schools and now have pretty good understanding as to why very low response rate from principals in regards to future schools programme. Basically - word on the street is that schools in general not very happy with how Peter's programme- mainly to do with the organisational side of things. Therefore we really need to distinguish ourselves from the old Cycle Active Taupo.
3. as I have said I really want to be well planned for 2013 and know exactly how we will fit into schools/holiday programmes before the year starts.  Am working on 3 different avenues based on my discussions with schools-
a. cycle training/road safety for lower decile
b. skill taster sessions (mtn and/or road cycling) for schools
c. holiday programmes.

Will advise on progress by next meeting.

Regards. Thea

WAIRAKEI: (7 wise men and 1 wise woman)

Tourist Trap all done.  Great feedback.  Bumble Bee now the BBC – Bumble Bee Contact. Thursday night racing attracting 60 riders.  MTB Club more than happy.
MEDIA/PROMOTION/WEBSITE:
Covered in matters arising
FUNDING/PROJECTS:
NEWSLETTER: 
GENERAL BUSINESS:
AGM date needs to be set.  Late October or early November.  Tentative Tuesday 30 October.
Meeting Closed:  9.00pm
Next Meeting: EW Tuesday 15 September 2012 @ 7.00pm.
Dates

Saturday 15 September Day Night Thriller
Cycling Summit 20 September 2012 5-7pm Suncourt Hotel
22-23 September MTB Coaching Level 1 Course Rotorua
Next Meeting 25 September 2012 7pm
AGM Tuesday 30 October 2012
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)