BIKE TAUPO INC.

MINUTES OF MEETING – Tuesday 12 June 2012, 7:00pm

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

PRESENT: Thomas Schwarz, Shorty Hughes, Cath Oldfield, Rowan Sapsford , Karyn Hutton, Pete MacFarlane, Mark Gibson, Thea de Petris, Pete McFarlane, and Mike Langley

APOLOGIES: Keith Crate, Julie Norris and Pete Masters

	Actions Outstanding to March 2012	Name	Status
1.	Website rebuild. ‘Skin’ design to be discussed with Mike, Craig from Me Creative and Thomas and Rowan. Possible to put on a ‘Donations’ button.	Thomas/Rowan	WiP
2.	Fortnightly Track review from committee members.	Thea	Cancelled due to tracks being rebuilt
3.	See Saw needs to be reinstalled. Under 400mm or over 1.5m.	Pete/Pete
4.	Taupo specific background and only necessary information.	Rowan
5.	Poisiden Contracting will invoice us for the GPX 3D.	Mark and Rowan
6.	TDC/Archery Club re track from ETA to Rotary Ride. .	Cath/Pete	On hold with logging
7.	Funding for toilets at Craters.	Shorty/Cath
8.	Tunnel at carpark in Craters.	Shorty/Cath
9.	Annual Plan TDC July	Rowan
10.	Letter to Mark Davies at DoC for $5k to pay for signage on Rotary Ride through to Aratiatia.	Cath
11.	Trademark Ride Central logo	Mark
12.	LTCC apply to Taupo Moana Rotary for Cycle Active bikes and/or for funding to run more courses. Application done. Follow up. Valuation of CAT ask Craig at Cornershop.	Cath/Thea
13.	Job Descriptions and collating	Everyone/Thomas
14.	EW letter of acceptance and invoice for $29k	Cath/Karyn
15.	Bikes for landowners at Whangamata Road car park	Rowan
16.	Boat building contract	Pete McF
17.	Waitahanui Track options to avoid conflict with landowners	Rowan/Shorty
18.	Perspex donor boxes in bike shops. Where are they all so they can be emptied?	Mark/Karyn

CONFIRMATION OF PREVIOUS MINUTES: Cath/Mark

MATTERS ARISING:

Website – Site has been built. Thanks to Julie for categorising all the files. Waiting on the ‘skin’ design. Needs to be able to be viewed clearly on all devices. Craig from Me Creative needs to speak to Mike, the website builder. Thomas and Rowan to talk to both of them.

Maps – Rowan had a mock up. Needs to have Taupo specific background and the information only what is necessary. No need to double up the track grading.

Strategy Meeting – Held at Le Pines with Alan Vane facilitating. Minutes coming from Alan. Everyone to do a ‘What I Do’report and Thomas will collate to see if we can come up with a job description for a paid administrator.

Consent for Toilets – Successful, thanks Shorty. Funding to be done now. Cath going to Funding Workshop on Tuesday 19 June, so they will get to it after that.

$100 cheque - for paperwork for filming for Kawakawa, done by Rowan.

LTCC - apply to Taupo Moana Rotary for Cycle Active bikes and/or for funding to run more courses. Cath applied early in May. Will follow up. TDC agreed to $3k per annum over 10 years to help fund. (See Thea’s report for more details).

Wairakei Tourist Park Meeting - Honey Hive 4 May 8am-9am. Shorty attended. See Wairakei report.

LTP Submission Presentation – Thanks to Rowan, Thea, Thomas and Julie for their work. Our $25k per annum funding was passed plus $3k over 10 years for CAT.

CORRESPONDENCE REPORT:

Inbox: EW – Wilding Pines funding application approved. Needs to be replied with a written acceptance of conditions and an invoice. Cath and Karyn to do.

Le Pine account for easement over Oliver Block. Mark moved to approve $3,283.25 payment. Shorty 2^nd. All in favour.

Outbox: Thomas moved/2^nd Cath

TREASURER’S REPORT: (Karyn presented first as she had to leave)

Payments and Receipts
Payments
	Xero	Subscription - April	36.75
	Xero	Subscription - May	36.75
	Cory's	Signs	191.00
	Sign On Ltd	Signs - Wairekei	30.00
	Len Malcolm	Fuel voucher - Moonride	34.78
	Bike Taupo	Transfer to GLT a/c	100.00
	GST		49.39
Total			478.67
Receipts
	Gordons Taupo	Maps	173.91
	Taupo MTB	Track Maintenance Fee	137.83
	DoC	Kinloch Bridge	1,079.60
	DoC	Grant - Trail mapping&Web work	2,000.00
	IRD	GST refund	2,792.49
	Cash	Donation - track maintenance	60.00
	Event Promotions	Moonride - marshalling services	1,000.00
	Westpac	Interest	5.18
	GST		658.70
Total			7,907.71

Transactions since last meeting:
Payments		478.67
Receipts		7,907.71
Bank Balances:
Non-profit 00		11,207.19
Online Saver 025		19,071.25
Debtors Due:
TDC	Turangi Track	3,643.20
St Patricks Catholic School	Event Fees	230.00
Total		3,873.20
Bank reconciliation
Balance as at 24 April	3,778.15
add income	7,907.71
less expenses	478.67
Balance as at 12 June	11,207.19

Mark to find out where all the Perspex donation boxes have been placed and let Karyn know so they can be regularly emptied.

Cath suggested a donation button on the website.

Karyn moved/2^nd Shorty

KEITH CRATE REPORT:

BRIEF COUNCIL REPORT ON CYCLING RELATED SUBMISSIONS AND DELIBERATIONS.

General,

Submissions and petitions were over 90% on rating issues. However our whole debt and expenditure situations were related to this. Savings were made in the millions on both Capital and Operational expenditure.

The issue of rating through Capital Valuation was resolved 6 to 3 in favour of the switch to CV.

Cycling,

· Community service grants were discussed and debated heatedly but by a narrow majority, BT’s $25 K is secure in the LTP along with $3k a year for 10 years for Schools Cycling Training.

· No change to the Transportation Budget but widening of Poihipi Rd.is still a priority but dependent on NZTA funding ( just heard of a Cycling accident as I write)

· DGLT’s budget again had heated debate but is secure so the Cycling marketing campaign can proceed this Autumn.

· Sculpture Trust’s budget was halved but our Giant Bikes are safe I understand.?

· The Yacht Club to Waitahanui track extension was agreed but only a minor amount of TDC funding for this to link up end of Lion’s Walk to the ‘Rabbit Paddock’. Hopefully this will proceed as agreed by DoC to 5 Mile Bay in the next couple of months; then follows negotiations with Maori owners.

· DGLT & Council are setting up a Cycling ‘ Industry’ forum so all cycle related activities can collaborate for future benefit.

Just so you know I voted against CV for rates assessment but obviously in favour of all cycling funding. There was no submission on the Bike Park but still on the Spa Park plan. Well done to track team on GLT completion, very well used already.

Good riding,

Keith.

Moved Thomas/2^nd Cath

MANAGER’S REPORT:

• · GLT Blessing @ Waihaha Friday 1^st June – Started work that day, and now into the rock section before the bridge. – Hope to have plans for first bridge this week.
• · Mike Henderson of Red Bull explosives has arranged for the two magazines to go to Seays Quarry Pohipi Road for us to use. Should have this sorted this week, early next so we can start blasting.
• · Chad and Bruce will be out of KK bay this week.
• · Turangi Red Hut track. Rob and Pete had 3 days in Turangi starting this track. This is a project Terry Slee is connected with through DOC.
• · Wairakei. Logging in Cork Screw area is finished, still working in Tourist Trap and Bumble Bee.
• · Started poisoning Pine trees on the RR the other day on the Huka Down hill.

GREAT LAKE TRAIL:

• · Waihaha end has begun. There was a blessing ceremony. Hit rock already. Blasting needed.
• · Whangamata car park needed and already resolved. Rowan visited the landowners for 1200m². They said that they like the look of mountainbiking and if we got them two bikes, we could have the land for the car park! Rowan to organise. Land will be transferred to DoC. Suggested that the landowners be properly fitted with the bikes for them, rather than just go on best price.
• · Rowan showed a design as a gateway for the GLT. It was a sprocket and lake silhouette, and the suggestion was made to maybe use the chain logo from the GLT. Rowan will take the idea back to Fraser Scott.
• · Design ideas for maps and signs in the Dropbox.
• · John Dunn’s emails are very erratic and contradictory.
• · Pete McFarlane presented quotes for a simple barge/boat to be purchased for the building and maintenance of the GLT. There is a $90,000 budget from Nga Haerenga. It was discussed that a single motor would be more economical to maintain. Rowan moved that we accept the Mark Skelton quote for $89,875.00 for Skelton Craft with 1 x Yamaha F150 4 stroke motor. 2^nd by Mark. All in favour.
• · Boat building contract required from Mark Skelton, with time frames etc.

URBAN JUNGLE:

Education Programme Report from Thea

- 3K per year for next 10 years obtained from TDC.

Following discussion/decisions required

1. Objective of programme - To establish an on-going cycle education course in the Taupo District to increase number of residents using bikes as a mode of transportation and form of recreational activity.
Keep the name the same for now - Cycle Taupo Active?

2. Possible courses to be run:
a. School programme
b. Holiday programme
c. Parent Child adventure experience
(lots of future projects to be completed later in conjunction with this programme like tracks at lower decile schools, bike trains to and from school...)

3. Need to get valuation of gear
Do we use Nick, Corner shop dude, anyone else to consider..?
Purchase gear.

4. Ownership entity
Agree that for now Cycle Active Taupo will run as a subcommittee under BIke Taupo.
Double check this decision with Alan Vane as tax liability and risk assessment issues are need to be considered.

5. Once above decisions are made, meet with Claire and Christine from TDC.

6. Develop a budget for 2012 and seek funding.
Grants short term, but approach companies for 10 year funding to compliment TDC funding.

WAIRAKEI: (7 wise men and 1 wise woman)

Wairakei Sub -committee update.

Craters tracks

Logging bumblebee and Tourist trap area at present. Bikers have been pretty good at keeping out of the logging areas.

Then move to Walters wiggles and tank stand area – will need another route to get out to back tracks possibly

Q line and into Mr and Mrs is an option.

Working bee - top section of Debs track.

Gary Patterson has offered 2-3 days of free digger time - looking at getting him to work on Squirt.

Toilet

We have Building consent and three quotes next stage is sourcing funding – Cath and Shorty to do.

Bridleway

Bev has withdrawn the bridleway proposal as no back up support and finance for permit process. ( Pete is happy to keep working with them if the situation changes.)

Signage

From old SH 5 and at the Carters MTB park car park ( November the road changes to council, less restrictions hopefully)

Marshals - funding for maintenance

Talked to Murray Fleming he will get back to me next week with days and numbers for the Tough guy and girl events in Rotorua in August and I will organise marshals and radios while Pete is away.

Wairakei Tourist Park

Webpage and new logo see- http://www.wairakeitouristpark.co.nz/

Parties involved in the Wairakei Tourist Park:
Wairakei Natural Thermal Valley, Huka Falls River Cruise, Bayview Wairakei Resort, Huka Falls Jet, Huka Prawn Park, Volcanic Activity Centre, Wairakei Golf Sanctuary, Huka Honey Hive, Craters of the Moon, Bike Taupo Org. - Craters MTB Park, Rapid Sensations
Marketing proposal:
The WTP is marketed as a tourist park, containing many different attractions, for visitors to the Taupo region. The objective is to ensure visitors are aware of the park and spend time and money in the park with as many operators as possible. They are rewarded with memorable experiences they will pass on to others.

I attend these meeting as the Bike Taupo rep.

MEDIA/PROMOTION/WEBSITE:

Covered in Keith’s report and in website discussion in Matters Arising

FUNDING/PROJECTS:

• · LTCC money with Taupo Moana Rotary. Cath to follow up application.
• · Shorty and Cath to attend all day Funding Workshop at GLC on Tuesday 19 June.
• · Cath and Shorty to do Craters toilet funding after workshop. New Resolution to apply for the funding. Moved Cath. 2^nd Shorty

NEWSLETTER:

GENERAL BUSINESS:

Waitahanui Track – Rose Blackley has been lobbying to get the track to Waitahanui done. There is a small piece of land that has many owners. Rowan and Shorty to explore options. Maybe the track could go around the land to the road reserve. This land was the centre of some protests and BT is not keen to cause any further drama.

Meeting Closed: 9.15pm

Next Meeting: EW Tuesday 24 July 2012 @ 7.00pm.

Dates

Next Meeting 24 July 2012 7pm

Sunday 19 August 9am Tree planting at Whakaipo

Signed as a true and correct record

_________________________________ Date: ___________

Thomas Schwarz (Bike Taupo Chairman)