BIKE TAUPO INC.

MINUTES OF MEETING – Tuesday 27 September 2011, 7:30pm

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

PRESENT: Thomas Schwarz, Shorty Hughes, Cath Oldfield, Thea de Petris, Pete MacFarlane, Karyn Hutton, Keith Crate, Pete Masters, Mike Langley

APOLOGIES: Mark Gibson and Rowan Sapsford

CONGRATULATIONS: All congratulated on a splendid month. Waikato/BoP won bid for Home of Cycling. Bike Taupo won the Supreme prize at the Trustpower Volunteer Awards. We replaced Paddy’s Bridge on the Rotary Ride. Lake Track …aka Great Lake Trail… will start building very soon. Fizzy drinks supplied for all!

COMMITTEE NOMINATION: Thomas moved to officially welcome Rowan back onto the committee. Second by Shorty and all in favour.

	Actions Outstanding to October 2011	Name	Status
1.	Website rebuild. Moving along.	Thomas/Mark/Thea
2.	$500 Weekender Credit. Fortnightly Track review from committee members.	Thea
3.	See Saw needs to be reinstalled. Under 400mm or over 1.5m.	Pete/Pete
4.	Maps GPS to be finalised for spring. Looking good. Considering input.	Pete/Rowan
5.	Poisiden Contracting will invoice us for the GPX 3D.	Karyn
6.	TDC/Archery Club re track from ETA to Rotary Ride	Cath	On Going
7.	TDC Submission for Walking & Cycling Strategy	Thomas, Mark, Thea
8.	Communicate to TDC the 4 main priorities that BT sees for local riders. Widen Poihipi. Signs to network. Cycle lanes in town. Lake Terrace safer when it becomes local road.	Cath/Keith
9.	Mizuno Half Marathon committee to receive feedback from BT about the work that was done to have track ready for the event and the people power on the day. BT happy to run the event, should the committee not want to continue. Comments to be in minutes.	Keith
10.	Phone TNT College about signs on trees in Craters	Pete Masters
11.	Trustpower notification of $1,500 for records	Cath to give to Karyn
12.	TDC funding hasn’t been paid. Follow up.	Karyn
13.	Lion Foundation Paddy’s Bridge reconciliation	Cath/Karyn

CONFIRMATION OF PREVIOUS MINUTES

Minutes of meeting from 16 August 2011 were confirmed as being true and correct. Cath/Thomas

MATTERS ARISING

Website. Thomas has talked with Mike and they have come up with an outline with Mark and Thea. Thomas said they will produce cards with all the layers we need and then shuffle and play with them to come up with the best way to put it all together. Look to be ready for summer.

Weekender Credit. Took a group photo for the ‘Introduction to Bike Taupo’. All members wrote down their favourite track and there will be a ‘Track of the Fortnight’. Each committee person to explain why it is their choice!

See Saw. Ongoing. The Kennett Brothers sent Pete an interesting study on how structures between 400mm and 1.5m are the most dangerous. It seems that there was a perceived idea of something being harmless when it is low-ish contributes to accidents. It was suggested that something like a see saw should either be really low and less than 400mm or else over 1.5m to scare off only experienced riders.

Logo and Byline. Committee considered it to be fine and maybe only change the colour with the new website.

GPS Maps. A couple of maps brought to meeting for consideration. Looking good as they are topographical and easy to follow. MTB Club suggested some sort of indication for uphills and/or downhills. Perhaps dotted lines or arrows. The tracks could be coloured as per their grades eg black for Grade 5 etc which would help people to ride to their ability. Also suggested the maps could include the river trails too.

DGLT. Invoice for $2,000 has been sent but one from Poisiden not received.

Great Lake Trail Resolution. Thomas moved to accept the resolution giving mandate to the GLT sub-committee to pass invoices for payment etc.

BIKE TAUPO ADVOCACY GROUP INCORPORATED

It was resolved by the Committee of Bike Taupo Advocacy Group Incorporated on the

day of 2011 that:

1. The appointment of the Lake Track Project Committee be reconfirmed as a sub-committee of Bike Taupo Advocacy Group Incorporated.

2. Responsibility for implementing the rights and observing the obligations on Bike Taupo Advocacy Group Incorporated under the Funding Agreement with Her Majesty the Queen for the Lake Track be delegated to the Lake Track Project Committee.

3. Without limiting those general delegations, and to better facilitate them, Bike Taupo Advocacy Group Incorporated delegates to Karen Hutton, Mike Langley, Peter Masters, and Thomas Schwarz, as the Project Administrators appointed by the Lake Track Project Committee to administer the Lake Track Project, delegated authority to:

(a) Operate Bike Taupo’s Westpac Bank account opened specifically for the Lake Track Project and to that end, authorizes Karen Hutton and any one of Mike Langley, Peter Masters, or Thomas Schwarz to sign or authorize expenditure from that account;

(b) Pay into that account, money payable by Her Majesty the Queen pursuant to the Funding Agreement with respect to the Lake Track; and

(c) Pay from that account invoices and payments approved by the Project Administrators with respect to the Lake Track Project, provided such payments are in accordance with the budget approved by the Lake Track Project Committee.

Chairperson Secretary

Date:

Owen Delany Park/ETA Access. Track opened for Day/Nighter so the loop is open. Still need access to Rotary Ride from ETA. Looking at a two-way track along the fenceline after the RWC. Archery Club will move their butts to opposite end of range.

Dirt Jumps and Trials in Spa Park. Alan suggested that they have their own umbrella for funding and maintenance. Cath will continue to work with riders to get park underway. If anyone wants to be involved, let Cath know.

Possum Tracks. Shorty has sorted this issue out.

TDC Submissions. Keeping communication with TDC going.

Home of Cycling. Thanks to everyone who put in submissions. Waikato and Bay of Plenty are the successful Home of Cycling area. Taupo will have to see how this will flow on to here.

KEITH CRATE REPORT:

Home of Cycling. 18 districts applied and the Waikato/BoP bid was successful. The cost to Taupo ratepayers will be $3.12 per annum on regional rates. Velodrome in Cambridge September 2013. Some committee members expressed concern that Taupo riders will see no benefits, while some local issues remain unresolved. Cath to email Keith to contact Claire Sharland and Dennis Lewis to express that BT sees four pressing issues for Taupo cyclists.

• The widening of Poihipi Road.
• Signage to BT network from main roads. eg W2K, the gullies and Craters.
• Cycle lanes in town.
• With Lake Terrace becoming a local road, are there safer cycling considerations especially since the serious accident at Two Mile Bay recently.

Ribbon Cutting. There is to be an official ceremony to hand back Lake Terrace to Taupo as a local road. Suggested it would be a great opportunity to present cycling to the community. Begins at roundabout by airport and goes round to GLC probably. Keith thought we could try to get as many cyclists as possible to show our numbers.

First Cycleways Trail. Keith visited the first trail for the National Cycleways. He was impressed. Five of the trails are in the Home of Cycling area. The main idea is that there will be local jobs created.

DGLT Visitor Guide. Only one page of this guide has cycling. There is a walking guide and needs a much more cycling information. Our marketing needs to be much more prominent. Scott Pearson has been approached by Bike Taupo.

Trustpower Awards. Well done. The National awards in Ashburton in March.

Mizuno Half Marathon. Thanks to BT for their help. BT needs assurance from the organisers that they can keep it running. BT can run the event, if necessary. Keith asked to please express to the committee of the Half Marathon what BT actually does so that the event is possible and that this be minuted. 1. The track does not take care of itself and without a track, there is no event. 2. The Track Managers were out on the day before the event, making the track ready. 3. On the day there were 8 marshals from BT who stayed all day. 4. BT would consider running event if necessary.

CORRESPONDENCE REPORT:

Inbox:

Outbox:

Correspondence accepted Thomas/Cath

TREASURER’S REPORT:

TDC has not paid funding yet. Karyn to check. Cath to get Karyn a letter of some sort for the records of the $1,500 win from Volunteer Awards.

Transactions since last meeting:
Payments					4,580.97
Receipts					4,072.42
Bank Balances:
Non-profit 00					8,555.29
Lake Track 01					1,100.43
Online Saver 025					19,638.14
Accounts Payable:
Environment Waikato		Resource Consent ( chq sent)			619.78
Total					619.78
Debtors Due:
Taupo Intermediate School		Event Fees			230.00
TDC		Funding installment July 2011			14,375.00
Event Promotions		Track Maintenance - Day Nighter			977.50
Event Promotions		Marshalling - Day Nighter			1,150.00
Event Promotions		Marshalling -Tough Guy			1,725.00
Taupo Half Marathon Society		Event Fees			7,245.00
Total					25,702.50
Payments
	NZ Forest Managers		Fuel July	99.76
	Streetsmart 20X		Rotary Ride Maintenance	115.00
	Streetsmart 20X		Craters Maintenance	115.00
	Impel Ltd		Rotary Ride Maintenance	115.00
	Impel Ltd		Craters Maintenance	115.00
	OK Computor		Website	453.10
	Xero		Subscription - August	42.26
	NZ Transport Agency		Van Registration	596.67
	NZ Forest Managers		Fuel August	92.02
	Pete Master		Wairakei/W2K	460.00
	Pete Master		Reimbursements event expenses	239.66
	Streetsmart 20X		Craters Maintenance	115.00
	Impel Ltd		Craters Maintenance	143.75
	Streetsmart 20X		W2K Maintenance Half Marathon	258.75
	Impel Ltd		W2K Maintenance Half Marathon	258.75
	Streetsmart 20X		Tough Guy expenses	153.75
	Streetsmart 20X		Day Nighter Maintenance	488.75
	Impel Ltd		Day Nighter Maintenance	488.75
	Craters of the Moon		Wairakei tourist Park Brand/W2K	230.00
Total				4,580.97
Receipts
	Zest Café		Donation	100.00
	IRD		GST Refund	2,468.52
	TDC		Community Volunteer Award	1,500.00
	Westpac		Interest	3.90
Total				4,072.42
Lake Track
	Pete Masters		Lake Track reimbursements	362.50
	Arbitration NZ Ltd		Boating Safety Courses	600.00
	Haz-Subs Solutions Ltd		Approved Handler Test	195.50
	Top Gear		Travel expenses Cycle Workshop	435.00
Total				1,593.00
	MED		LakeTrack Feasibility Payment	8,444.03
			Bank reconciliation
			Balance as at 16 August	9,063.82
			add income	4,072.42
			less expenses	4,580.97
			Balance as at 27 September 2011	8,555.27

Moved Karyn/Cath

MANAGER’S REPORT

· Paddy’s Bridge put in on Monday. Some photos taken but helmet cam didn’t work

· Kev’s Track has been realigned so it works much better

· Corkscrew repairs paid for by MTB Club. Sign put up at big dip that says ‘Bloody Big Dip’

· SH Fun downhill to be finished

· Maintenance and spraying beginning

· No problems at the Day/Nighter. Thanks everyone

· $6K to spend on W2K

· Need new signs at Huka Falls to Rotary Ride and Aratiatia

· New stile going into Aratiatia Loop to keep out horses

· Need better signage off ETA Bridge

· Does anyone know anything about Taupo-Nui-a-Tia College MTB signs in Craters? Pete to phone school.

 

LAKE TRACK now known as GREAT LAKE TRAIL

• Name approved by National Cycleways so now Great Lake Trail or GLT
• Blessing Saturday 8 October at 10.30am. Off Whangmata Road, bottom of hill past Kawakawa Bay Road. No speeches. No media.
• Resolution giving mandate to GLT Committee, covered in Matters Arising. Committee/Administration doesn’t change
• Signed agreement with Wellington for purchase agreements with local operators eg Placemakers
• Waiting on DoC approval, but see no issues
• Quad and digger have been ordered

URBAN JUNGLE

• Cath helping Mountview and Taupo Primary Schools with funding applications for Cycle Active

WAIRAKEI (7 wise men and 1 wise woman)

Wairakei 7 Wisemen

26 September 2011 6pm @ Plateau

Present: Brent Cameron, Len Malcolm, Alex Fierro, Carwyn May, Pete McFarlane, Shorty

Apologies: Brendon Reynolds

New Tracks

Corkscrew downhill and Squirt to Q Line road.

SH Fun downhill from high point. Brendon and Alex have flagged it. Digger to do, option on last bit, track crew to decide the best way to exit to Q line road.

Track Maintenance

Completed:

• Luge has been fix up after cattle trespass , working bee great turn out 12 people
• Kegress - two corners improved by Brendon and Alex.

Being done:

• Retro up hill top section - Pete Manning has started it, old track to be left in as an option. Alex rode out there and wasn’t happy with the work. Too tight and tree roots. He thought the old way was better. Pete McFarlane and Alex to look at.
• Pete Masters and Pete Manning will put in an optional link to Coles Killer. Form Buzzard.

To be done:

Grinder –Veggie trim.

Incline - wet patch about half way and veggie trim.

Top of Outback – downhill from road narrow drop and puddle in Geothermal area, Ramp over fence needs netting all the way along it.

Mister - tidy up.

Buzzard - check structures.

Spray signs with 30 Seconds and walk away.

Fast Eddy- digger job tidy up, not urgent want to keep this track.

Weed spraying has started.

Shorty has sent this list to Pete Masters who will check tracks and instruct the track crew of the work to be done.

Carwyn happy to have a working bee on Retro downhill at some stage - not urgent.

Maps

Discussed - had a copy of draft map.

• Suggested that the long uphill sections be a broken line to show it is up eg on Grinder, Tank Stand, Debs uphill, Incline, Outback uphill.
• Tracks coloured by their grade.
• Grey track, links Outback to Slalom new name “Chain Link”. ( Thanks Len)
• Laneway Road name missing.
• No roads to be shown outside Bike zone boundary?
• Horse zones shown as no go areas.
• Room for expansion – back of Outback.
• Add Kev’s, Contact new track.
• White around trail colour stands out the best.

Shorty will pass this info and copy of draft map to Rowan.

Toilets

Shorty moved that Bike Taupo committee accepts Colliers conditions for toilets. 2^nd by Pete Masters.

Waiting on plans from DoC if unable to get them Peter Cook has offered to draw them up.

Building consent being covered by TDC we just need to pay for admin costs approx $150.00. Still need to do the paperwork.

Mike Saunders to build, some materials in fire store.

Pete Mac to put in Vault.

Track description by grade from the website

• Needs updating – Shorty has started and Alex will finish this.

Bridleway – freedom riders

• The Taupo Adult Riding Club and Bridleways Incorporated has applied for a recreation permit to allow freedom horse riding through Wairakei Forest and beyond.
• We were asked are there any issues / suggestions you have / wish to alert us to as part of the consideration by LINZ of their application for bridleways?
• Pete Masters, Len and Shorty put in a detailed two page response, giving some background information, key issues for Bike Taupo etc. In summary…

Proposed solutions

1. Freedom riders could use agreed THT horse zones (If THT will allow them to) and sign in and out with THT each ride. This signing in and out system should alleviate concerns around events and safety as at this signing in point the riders will be made aware of any events or special considerations required.
2. The freedom riders can create and maintain their own zone which are separate from Bike Taupo and THT's zones. They can build their own trail that links where they want to go.

Summary

We are do not oppose the freedom riders riding and wish them all the best but as discussed, historically the mixture of these activities is not conducive to a positive atmosphere and can cause a myriad of issues. Walkers and dogs also use these areas and we are keen to maintain the current conditions for all to enjoy.

If you would like to read the full document, contact Shorty.

General Business

Shorty asked how busy Pete Mac will be with the Great Lake Trail, at this stage could not see it would be too busy. Suggested if he did get busy and could not make meetings he could nominate a person to stand in on the committee if need be.

Info for the Pedal Talk please esp: U tube links and cycle news.

MEDIA/PROMOTION/WEBSITE

Covered in Matters Arising

FUNDING/PROJECTS

Cath to send off reconciliation for Paddy’s Bridge funding to Lion Foundation. Need bank statements showing grant being banked and all invoices being paid. Need copies of all invoices and some photos of bridge.

NEWSLETTER

· All interesting stuff to Shorty please for Pedal Talk

GENERAL BUSINESS

· AGM Date to be set. Either 7 or 14 November. Need to check with Karyn and Strettons if enough time for accounts. Last year was during Cycle Challenge Week, and not ideal.

Meeting Closed: 10.10pm

Next Meeting: Tuesday 18 October at Waikato Regional Council Building, corner of Paora Hapi and Titiraupenga Streets, Taupo.

Dates

GLT Blessing Saturday 8 October

Next Committee Meeting 18 October

AGM 14 November 2011 @ Mole & Chicken

Unicycle Nationals Taupo Labour Weekend

Signed as a true and correct record

_________________________________ Date: ___________

Thomas Schwarz (Bike Taupo Chairman)