BIKE TAUPO INC.

MINUTES OF MEETING – Tuesday 24 July 2012, 7:00pm

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

PRESENT: Thomas Schwarz, Shorty Hughes, Cath Oldfield, Karyn Hutton, Thea de Petris, Julie Norris, and Mike Langley

APOLOGIES: Keith Crate, Mark Gibson, Pete McFarlane, Rowan Sapsford, and Pete Masters

	Actions Outstanding to March 2012	Name	Status
1.	Website rebuild. See new.biketaupo.org.nz for preview	Thomas/Rowan	WiP
2.	See Saw needs to be reinstalled. Under 400mm or over 1.5m.	Pete/Pete
3.	Taupo specific background and only necessary information on maps. Possibly ready to go in Huka race packs.	Rowan
4.	TDC/Archery Club re track from ETA to Rotary Ride. .	Cath/Pete	On hold with logging
5.	Funding for toilets at Craters.	Shorty/Cath
6.	Tunnel at carpark in Craters.	Shorty/Cath
7.	Annual Plan TDC July	Rowan
8.	Letter to Mark Davies at DoC for $5k to pay for signage on Rotary Ride through to Aratiatia. Sent 2 July. Waiting on reply.	Cath
9.	Taupo Moana Rotary money for track rebuild. Huka money to be used for Cycle Active bikes. Sales & Purchase agreement.	Cath/Thea
10.	Job Descriptions and collating. Use info to make a job description for paid administrator.	Thea/Mike
11.	Approach Alan about constitution change to allow some volunteer work to become paid.	Thomas
12.	$5k + GST to Conservation Grant	Karyn
13.	Perspex donor boxes in bike shops. Where are they all so they can be emptied?	Mark/Karyn
14.	Maps to Heli Sika	Cath

CONFIRMATION OF PREVIOUS MINUTES: Cath/Mike

MATTERS ARISING:

Website – Progress being made. See new.biketaupo.org.nz for a preview. (I tried and it didn’t work. Cath)

Maps – Hopefully ready to be included in Huka race packs.

Toilets – Getting ready to put it all together. Waiting to get back paperwork. Move to apply to Lion Foundation for $42,500 exc GST for toilet and signs. Moved Cath/2nd Shorty

Tunnel – Quotes in. Should have application away. Resolution to apply to Southern Trust for $10,000 to build tunnels. Moved Cath/2^nd Shorty

LTCC/Taupo Moana Rotary - Murray Stanley spoke to Cath about whether we wanted $5-$7k for the Cycle Active bikes or for track building. It is estimated that it will take $20k to rebuild tracks. It was decided that the tracks are a real priority and the income from the Huka would be used to buy the bikes. Thea had an appraisal for the bikes from Huka Honda and the Cornershop.

Donation Boxes – Need to check with Mark to get a list of where they are and who is emptying. Some discussion about putting one at Craters, but thought that maybe a button on the website would be better and at the cafes.

CORRESPONDENCE REPORT:

Inbox: Email from DoC. Does Bike Taupō want to take over Totara Gully. Was decided that there was too much maintenance required as the area is very unstable and too may structures. It is not an important link now that Fergusons is open.

Outbox: 2 July 2012. Letter to Mark Davies at DoC requesting $5,000 to do signage on Rotary Ride

Thomas moved/2^nd Cath

TREASURER’S REPORT:
Transactions since last meeting:
Payments					13,065.21
Receipts					66,208.27
Bank Balances:
Non-profit 00					64,350.25
Online Saver 025					19,116.71
Debtors Due:
Top 10 Holiday Park		Maps			100.00
DOC		Conservation Awareness Grant			5,000.00
Total					5,100.00
Creditors:
Poseidon Consulting		Craters MTB Mapping			1,200.00
Bank reconciliation
Balance as at 12 June		11,207.19
add income		66,208.27
less expenses		13,065.21
Balance as at 24 July		64,350.25
Payments and Receipts
Payments
	T Schwarz		General Expenses reimbursed	109.57
	Steve Milne		Labour - W2K	1,210.00
	RW Evans		Labour - Turangi Track	731.60
	Mcfarlane Contracting		Labour/Digger - Turangi Track	1,461.00
	Top Gear Cycles		Reimbursed -Trade Mark Reg.	400.00
	Steve Milne		Labour - Craters/Kevs Track	840.00
	RW Evans		Labour - Craters	424.80
	IRD		GST payable	1,830.00
	Xero		Monthly subscription	36.75
	Steve Milne		Labour -	80.00
	Impel		Labour - Tourist Trap/Kevs Track	1,026.00
	Streetsmart 20X		Labour - Craters	1,269.00
	Streetsmart 20X		Reimbursement - general	24.63
	Goegraphx		Mountain Bike Map	650.00
	Peter Cook Design		Toilet Design - Craters Carpark	1,200.00
	MaxPrint		Logo Design, embroidery	127.50
	Sign On		BT Donation Box Lids, Plaques	282.80
	Steve Milne		Labour - Craters/RR	200.00
	GST			1,161.56
Total				13,065.21
Receipts
	TDC		Turangi Track	3,168.00
	St Pats		Event Fees	200.00
	TDC		Funding - instalments 4	12,500.00
	TDC		Funding - instalments 5	12,500.00
	Waikato Regional Council		Kinloch Wilding Pines	29,200.00
	Westpac		Interest	5.07
	GST			8,635.20
Total				66,208.27

Rotary Grant - I think we should be using this money for rebuilding tracks as this is a priority.

Admin Position – I’m in agreement with Rowan re the paid admin position i.e. quite separate from Secretary/Treasurer which are voluntary roles.

Wilding Pines $29k from DoC needs to be started to be used within 6 months. Money to be transferred to savings account.

Subject: Conservation Awareness assistance

A bid was put forward by the Taupo-nui-a-Tia Area for the Conservation Awareness monies/grant for Bike Taupo for your significant contribution to conservation for projects such as W2K track, Rotary Ride, Great Lake Trail. You have been successful this year for a grant of 5K.

Could you please send me an account for 5K + GST

Text: Conservation Awareness Grant for support of conservation projects to DOC 2012/2013

Regards Kim

Karyn moved/2nd Shorty

KEITH CRATE REPORT:

LONG TERM PLAN

ü 250,OOO For Bike Taupo track building & maintenance as before

ü 30,000 for Cycling Education in schools (New)

ü Leading roading priority: widening of Poihipi Road, subject to NZTA contribution but funding for some work available next two years

ü 2012 grant of $14,000 Waikato River Trail (50% of which is in TDC)

ü 2012 grant of $14,000 for Tongariro River Trail.

ü $15,000 for Bikefest programme (Final funding)

ü Various seeding funding for new Cycling Events from Events Capital budget, this is ongoing

Summary: Cycling did well compared with cuts made in most other areas

LAKESIDE TRACK TOWARDS WAITAHANUI

ü Council Is currently linking the end of the Lions Walk to the start of the DoC land

ü DoC is planning to complete a quality track to 5 Mile Bay housing area by Christmas. This is being designed and engineered by Opus. Understand the nature of the sandy underbase requires some special process. It will traverse more lakeside, be 2metres wide, of a high quality with modern accessible gating (watch the space?)

ü Some negotiation to be undertaken by other parties to continue to Waitahanui and even beyond

ü Lakeside Clip-on to Bridge over river costed and permissible.

ü ‘Dream Time’ Continuation to Earth Quake Gully old road and Hatepe. Some local cheeky MTB’ers do ride thru there now?

Summary: Should this be in our Ride Central Plans? It would mean a flat, scenic family ride from CBD achievable in half a day. It could encourage a coffee shop in Waitahanui and continue the dream of a full Lake Trail.

MIZUNO OFF ROADS

This year on September 1^st we are offering a Quarter on Whangamata Stream Track, the Half on W2K and the full marathon on Great Lake Trail. All events fund maintenance of our track. Entries are looking good with 20 so far for full Marathon. At a recent Council presentation by Damian Coutts he intimated the Kinloch Network could rival the Rail trail for popularity. On this note it was awesome to learn that DoC have become commercially focused and even more stunning a combined Conservancy is moving to Taupo behind Waiora House.

ALL ‘PARTY ’TAUPO DISTRICT CYCLING SUMMIT

This has been mooted for many a year and now is a probability.

TDC and DGLT are delivering:

Objectives

ü To showcase our whole Cycling scenario

ü To launch DGLT Autumn Cycling Campaign. A first.

ü To collaborate our efforts to re-enforce Taupo as the Cycling Centre of NZ.

Date: 20^th September 2012 at Suncourt from 4 30 pm to 6 30 pm

Form: Every code and cycle related activity to present for a 5 minute slot.

Keynote Presentations: DGLT, DoC and NZCT with a cycling celebrity, hopefully a Olympic medal winner.

All cycling enthusiasts welcome.

Invitations later

Finally

Sorry won’t be at meeting again. I am off to Olympics this weekend and will zip around the venues only to come back in 3 weeks to bore people stiff.

See you then,

Keith

Moved Thomas/2^nd Cath

MANAGER’S REPORT: Nothing. Covered in Rowan’s and other reports.

GREAT LAKE TRAIL:

GLT - Progressing well, with digging started upstream from the point closest to the Waihaha river mouth. Awaiting iwi sign off on the bridge over Waihaha before this part of the track can proceed any quicker. Have confirmed expected completion date with MED as December 2013 and are looking at options to expedite progress while ensuring that craters and other trails continue to be built. We have also secured 80 hours of PD workers per week (this is over and above the craters gang) which can be for any of our tracks in the district. This will significantly reduce our yearly maintenance costs on all of our trails.

ROWAN UPDATE:

Craters work required - according to Chad etc it will cost approx 20K to get the all Huka trails up to spec prior to the Huka, this is using our own expertise or someone like scrag. This does not include tracks such as Tankstand, coaster etc which will need to be done next year. There is potential need in developing a strategic plan for craters which includes a program of works and maintenance so that we can fundraise accordingly.

The craters map is progressing well and geographyx have all the data and are building the map as discussed, cost for this will be $1000. Steve happy to continue to collect trail data and provide to geographyx as required. Idea is to launch this around Huka and potentially get copies of the new maps in all of the race packs which would be some great exposure for our trails and advertisers

Marketing - meeting with DGLT next week on cycling strategy
Ride Centre - IMBA started their detailed consideration of our application two weeks ago, but I have yet to hear back on any progress. I will follow up - success in this ups the ante in getting our partners on board and offering them international exposure

DoC - has asked of we want to take over Te Totara Gully as it is in a state of disrepair and they cannot afford to fix it. View from Bruce etc is not to bother but keen to get a response so that we can officially communicate this to DoC

I think that is all, have a good meeting

rowan

URBAN JUNGLE:

Sport Waikato borrowing TDC bikes and Cycle Active (soon to be Bike Taupō) bikes for a Kiwi Sport programme at Mountview school.

Thea presented Cycle Active inventory and appraisals from Cornershop and Huka Honda. She will ask Alan to draw up a Sales and Purchase agreement for Pete Boomen for $4,750.00 with settlement date 1 December 2012.

Cath to approach TDC Christine Hutchison to see if there is storage somewhere. Trailer will need to be purchased.

Thea/Cath to approach school principals to begin a relationship with Bike Taupō.

WAIRAKEI: (7 wise men and 1 wise woman)

Craters MTB Park and LINZ Meeting

Monday 16^th July 2012 6.30 @ Bayview Wairakei

Present: Naomi, Lynda and Nicki

Bike zone map

Waiting on NZFM, road names confirm. LINZ prefers Craters Road.

Logging map Blowhole road and WPI and TDC use Karapiti Road. Action> Update this on the WPI map – Talked to Anne has change it to Karapiti rd /Craters road on the WPI sign/map.

CNI and Tuwharetoa

Looking at buying back some LINZ land bike zone areas affected are Redwoods, junk and disorderly.

Totara extension

Waiting on proposal and map from proposed wakeboard lane so LINZ can work out the boundaries.

Horses

LINZ will keep the bridleway option on the table with the BT option, Bev will work to get funding and support required to pay for insurance.

Also LINZ requested if the Fernley could take the 3 hour guided horse rides over 60k hill loop as there are great views from here and he has limited tracks open. Esp since bikers are allowed to use the horse tracks in the middle of a horse zone.

Signs

Craters MTB Park – Wairakei Forest @ Carpark - LINZ would like to see the sign and know the size before we go ahead.

We can put up as many No camping signs as we like.

Another idea was signs with BT logo and an arrow on the main road and leading into the carpark.

Planting @ carpark

LINZ do not like poplars as they spend a lot of $ removing them when they get too big, would prefer natives - Action Nicki will keep poplars trimmed and if any survive the aerial spraying for logging replanting will continue this until naitves are established then will poison poplars.

Craters of the Moon

Walking track up Craters road and native planting – LINZ do not have a map of this yet, I did ask them to hold off on handing an area over until the pines are planted then less likely, to save there planting getting nuked. Not sure what side of the road they would like to go up and LINZ will ask BT before any discussion is made.

Tunnel and toilet

Have consents - working on funding application – LINZ thought we had the money said we had a bit - $5k confirmed from the Taupo MTB Club – Pak and save $. Priority for $ is getting tracks back in the park.

Other stuff during the week.

Great Lake Shuttles

Can not drop off on WTP park land - LINZ land as he will need a concession – there is only one allowed in WPI and Rapid Sensations has this, this also includes hire bikes.

Would be good to get a copy of this concession and it only covers the tracks close to the Craters MTB Park carpark. LINZ were not too keen on us having a copy. Action: Will talk to Peter, he maybe able to drop off on the highway old carpark area as this is SH then will be TDC land in the near future.

Café Heli Sika

Talked to Tony Orr on 23 July 2012

There will be a café, he has leased it out, has had a lot of bikers calling in to see what is happening. He is keen to help out where he can and has had the heads up about the Huka.

Wairakei 8 Wisemen

25 June 2012 6pm @ Plateau

Present: Eddie Edhouse, Brendon Reynolds, Brent Cameron, Len Malcolm, Alex Fierro, Peter McFarlane, Nicki Hughes.

Apologies: Carwyn May

Bridleway update

Bev from the freedom riders has informed Peter Masters, at present they have no funds to build a track or pay for the permit required by LINZ.

Logging

Update of logging posted on BT website.

Corkscrew, squirt area logging has been completed.

Bumblebee: salvage complete.

Tourist Trap: salvage is completed.

Further operations

Behind Helistar and rapid sensations: Logging has started

Tank stand, Coaster and Walters wiggles: will commence in early July, area will be clear felled access restrictions will be in place.

A detour will be put in to get around to the back tracks, using the blue arrows – Bruce will put in.

Bike tracks reconstruction.

Tourist trap: Work has started on this and has been extended approx 800 m.

Ferret: Some wind fall still to be removed

Bumblebee: working bee required to fix the top of this track. Action. Alex and Brendon will mark out

Squirt: Gary Patterson has kindly offered two days work with bobcat to put this track back in. Action Alex and Brendon to mark out if there not too late.

Corkscrew: funding required for this - or working bee

Budda: Funding required or working bee. Alex keen to have a rock garden section at the start of this track, something different and has good truck access.

Green area by carpark - Picnic table, grass and basic kids area – will put this in the development plan 2012, number 2.

Funding for reconstruction of tracks @ Craters.

Donations boxes already in the Taupo bike shops.

Donation Box at Craters MTB carpark, needs to be vandal proof - Action: Brent will design and pass onto Eddie to build.

Sponsor; If a naming sponsor will need to obtain permission off LINZ and Bike Taupo.

Cycle Challenge: If the Huka makes a profit, BT will get extra money for the track re build. Approx 5K all good, but does not help us now. Bruce: Huka entry if an option to donate $5 for track rebuild – Shorty has ask Bruce. (Missed the boat on this one entries open on 1^st July)

Nga Tahu: Action Brendon to investigate.

Te Mihi partnership to approach for a one off grant: Action Eddie to find the right person to talk to and Shorty will organise the right person from BT to present our cast (Mark or Ro)

Marshalling: Where BT gets the $ used for track maintenance

Tough Guy and Girl: 3-4 events in Rotorua – 5 pax people required.

Day/Nighter: September (maybe will depend on tracks – OD park and Rotary ride) 12 marshals day and night shift.

Trolley Derby: For destination Lake Taupo. 8 marshals required

Events MTB club

Masters games fundraiser in October.

Toilets

We have building consent. - For two toilets one will be handicapped - cost approx 22 – 25K Shorty and Cath working on getting quotes and funding application together. Need confirmation of MTB club amount they are going to give for these. Shorty and Ro will attend the MTB club meeting Wednesday 4 July.

Second Tunnel for car park.

Shorty and Cath getting quotes and will apply for funding for this.

Signs

We need to look at what sign we would like at the Craters MTB carpark, placement and size. Then Shorty will ask for permission from LINZ. No hurry on this.

Map

Latest Craters map design shown, will be A2 size with the Waikato tracks on the other size and we are looking at using the Geographix map layer as shown on the GLT map @ meeting. .All agreed it would look great.

Wairakei Tourist Park (WTP) - new location map looks great and will direct out of town bikers to the MTB park.

Article Aussie MTB mag – awesome write up, photos and marketing for GLT and Taupo.

4 July 2012 Taupo MTB Club Meeting

Rowan and I attended the Taupo MTB club meeting – Rowan talked about Bike Taupo, GLT, track rebuilds, where we are heading etc.

I wanted to know what the exact dollars are, from the Taupo MTB club towards the toilets and tunnel.

10.19pm - I received a text from Alex Ferro – to let me know the Taupo MTB club had passed a motion at there meeting to donate 5K to BT – Stipulation being that it be spent on structural rather than trail rebuild as the money had come from Pak and Save.

Will be used for the toilet and tunnel.

MEDIA/PROMOTION/WEBSITE:

Covered in Rowan/Keith reports

FUNDING/PROJECTS:

Tunnel and Toilets at Craters ongoing. Resolution to apply for tunnel, as in matters arising.

Moved Cath. 2^nd Shorty

NEWSLETTER:

GENERAL BUSINESS:

Administration Position – Cath Oldfield expressed an interest in doing some paid hours for Bike Taupō. DoC has some funding to begin this position. Thea and Mike to look at the job description, perhaps talking to LTCC and Project Tongariro to see what work they have done. Thomas will ask Alan Vane to do a constitution change to allow some of the volunteer positions to possibly come under the new role. It was expressed that the job would be similar to the Track managers. The person could come to committee meetings, but not have voting rights.

Meeting Closed: 9.00pm

Next Meeting: EW Tuesday 28 August 2012 @ 7.00pm.

Dates

Next Meeting 28 August 2012 7pm

Sunday 19 August 9am Tree planting at Whakaipo

Saturday 15 September Day Night Thriller

Thursday 20 September Taupō District Cycling Summit 5.30pm Suncourt Hotel

Signed as a true and correct record

_________________________________ Date: ___________

Thomas Schwarz (Bike Taupo Chairman)