BIKE TAUPO INC.

MINUTES OF MEETING – Tuesday 5 July 2011, 7:30pm

At Plateau Bar, Tuwharetoa Street, Taupo

PRESENT: Thomas Schwarz, Shorty Hughes, Cath Oldfield, Thea de Petris, Mark Gibson, Pete MacFarlane. Also Ian and Dave Gallacher for the first half hour.

APOLOGIES: Karyn Hutton, Keith Crate

	Actions Outstanding to August 2011	Name	Status
1.	Website rebuild. BT only with links to BMX, MTB & Cycling.	Thomas/Mark/Thea
2.	$500 Weekender Credit. Bike Taupo promo	Thea
3.	See Saw needs to be reinstalled.	Pete/Pete
4.	Discuss BT logo and by line	Website/Marketing
5.	Maps GPS to be finalised for spring	Pete/Rowan
6.	GST payment of $1,926.07 to be checked with Susan at Stretton’s	Karyn
7.	Resolution for Lake Track Administration authority.	Alan Vane/Thomas
9.	Contact Destination Lake Taupo to open up communication	Mark/Thea/Pete	On going
10.	TDC/Archery Club re track from ETA to Rotary Ride	Cath	On Going
11.	Kids Track at Craters	Mark/Shorty
12.	Bike Trials & Dirt Jumps in Spa Park	Mark
13.	Post Office Box key	Cath
14.	Huka Falls subdivision submission	Thea
15.	Possum poisoning and trapping. Talk to Neil Philpott.	Shorty
16.	Media Plan.	Thea

BIKE TRIALS DISCUSSION:

Dave and Ian Gallacher asked if Bike Taupo could help them to get a Bike Trials area in Taupo. They said that they needed an area and then some obstacles. It would only need to be about as big as half a tennis court with obstacles such as truck tyres, tree trunks, large rocks and maybe some built structures. Mark said that he had had a meeting with John Ridd and Ian Connon at TDC and they said we could have the land next to the Pump Track in Spa Park for Dirt Jumps, but maybe Bike Trials could go in there too? It is a large strip of land running from Spa Road down to the car park by the Pump Track and across to the trees.

The committee was very enthusiastic with the idea. It would make a spectator friendly area where several biking activities could be enjoyed. It was suggested that Dave and Ian get together with Mark and the Dirt Jump people and come up with a plan for the area that can be taken back to Council. Once Council OKs the ideas, we will need the costings. Bike Taupo can then help with funding.

Dave Gallacher email This email address is being protected from spambots. You need JavaScript enabled to view it.

CONFIRMATION OF PREVIOUS MINUTES

Minutes of meeting from 24 May 2011 were confirmed as being true and correct. Cath/Thomas

MATTERS ARISING

Website. Thomas thinks that it is probably best to keep Bike Taupo separate from the MTB, BMX and Cycling Clubs and link to them. BT website needs to be able to have a database that tracks its members. With the Lake Track it also needs to have a facility for that information. Make a website summary, discuss quotes and get started. Thomas, Mark and Thea.

Weekender Credit. Thanks for Spot the Cyclist, Thea. Thea suggested we use the other $500 quickly. Committee thought maybe a ‘What We Do’ BT promo for the other half page. Thea will follow up.

Destination Lake Taupo Contact. Mark saw Nick Reader and Will Samuel and also Louise Upston to make a relationship so that cycling is better represented in this TDC funded marketing arena. He also has a new completed guideline from the Ray Menton of DoC for the Queen Charlotte Walkway. This is exactly where we will be heading with the Lake Track and the writing has been done. Mark will have another meeting in August, when everyone is back from their trips away, to look at getting cycling in the Taupo region under one marketing umbrella. Thanks Mark, excellent work.

Funding. Rotary Ride bridge funding sent to Lion Foundation. Funders said that schools would need to apply for their own funding for cycle training. Bike Taupo can help by going to BoT meetings and helping with the paper work.

Owen Delany Park Access to Rotary Ride. Cath spoke to Ian Stretton, the President of the Archery Club and also TDC Health and Safety Officer. She reminded him that the reason that the ETA cycleway finished at Centennial was that it could connect with the Rotary Ride. The access through the archery area is part of that track. Will be a work in progress and TDC, Bike Taupo and the Archery Club need to get together to work out a solution. The idea to close a gate when archery is on seems to be sensible. Cath will continue the campaign.

KEITH CRATE REPORT:

Keith sent a report naming Steve Giles as the new Bike Fest manager. Bike Taupo will need to form a relationship with him. Phone 027 227 6442. Email This email address is being protected from spambots. You need JavaScript enabled to view it.

He also mentioned the Bike Summit that will be held at the Great Lake Centre. It would be a good place to put forward what Bike Taupo does. The committee decided that we would be happy to do a presentation, but not to run the Summit.

CORRESPONDENCE REPORT:

Inbox:

• Resource Consent notifications. Huka Falls Subdivision. McDonalds on ETA.
• Submission acknowledgements
• Email about ETA cycle track – reply from Thomas and Pete McF

Outbox:

• Lion Foundation funding for Rotary Ride Bridge

Correspondence accepted Thomas/Cath

TREASURER’S REPORT

Transactions since last meeting:
Payments					9,145.45
Receipts					11,204.55
Bank Balances:
Non-profit 00					2,185.30
Lake Track 01					239.22
Online Saver 025					27,155.14
Accounts Payable:
Land Information NZ		Event fees (Crown)			4,518.44
NZ Forest Managers		Fuel - June			207.18
Sign On		Signs			98.67
Contractors		Rotary Bypass			4,550.56
		Track Maintenance - Contact Track			1,050.53
		Track Maintenance - Wairakei			373.73
		Track Maintenance - W2K			460.00
		Lake Track			5,750.00
Total					17,009.11
Debtors Due:
Rapid Sensations		Map Sales			200.00
Avanti Corner Shop		Map Sales			200.00
TDC		Funding installment July 2011			14,375.00
Total					14,775.00
Payments and Receipts
Payments
	Sign On		Signs	83.40
	NZ Forest Managers		Fuel	85.87
	Placemakers		General maintenance	14.95
	Quality Print		Map Printing	766.00
	LINZ		Event Fees	200.00
	Tomos Saws and More		Equipment Maintenance	42.61
	McFarlane Contracting		Rotary Ride Huka Falls Bypass	2,013.50
	Streetsmart 20X		Rotary Ride Huka Falls Bypass	950.00
	Impel Ltd		Huka Falls Bypass	362.50
	Streetsmart 20X		Rotary Ride Rebuild (May)	562.50
	Impel Ltd		Rotary Ride	187.50
	McFarlane Contracting		Wairakei Maintenance	1,469.50
	Streetsmart 20X		Wairakei Maintenance	537.50
	Impel Ltd		Wairakei Maintenance	100.00
	Impel Ltd		Wairakei Maintenance	550.00
	Westpac		Bank fee	0.67
	Xero		Bank fee	26.07
	GST			1,192.88
Total				9,145.45
Receipts
	Rotory Club of Taupo Moana		Donation - Rotary Ride	6,000.00
	Rapid Sensations		Maps	173.91
	Event Promotions		Marshalling - Moonride Event	1,000.00
	IRD		GST return	853.54
	Bike Taupo		transfer from savings	3,000.00
	Westpac		Interest	1.01
	GST			176.09
Total				11,204.55
Lake Track
	Thomas		Reimburse expenses	61.74
	Wildlands		Ecological Audit	100.00
	Baywest fishing Charters		Boat ride	78.27
	GST			35.99
Total				276.00
			Bank reconciliation
			Balance as at 24 May	126.20
			add income	11,204.55
			less expenses	9,145.45
			Balance as at 5 July 2011	2,185.30

Accounts have been transferred to Xero. With Karyn away, the accounts to be paid will be emailed for committee approval.

Moved Thomas/Shorty

MANAGER’S REPORT

• Boundary changes to Wairakei. Blocks 11, 12 & 13 are being added. The boundary will be around the bottom of Deb’s Track at foot of hill.
• Poisoning programme for W2K and Wairakei. No 1080 drop. Bait stations for possums and leg traps. Must be 20m from tracks and signage needed. Quads but no motorbikes. Contractor Neil Philpott of Central Trappers Pest Control applying to DoC for consent. Shorty will talk to him to ensure he knows what is expected.

LAKE TRACK

• Still need a Resolution that the BT committee gives mandate to this admin group to meet once a month to make decisions relating to the Lake Track. Alan Vane will word it so we can minute it next meeting.
• Consent still needed from DoC. Biodiversity Report still to come. Can’t buy equipment on order until Consent through.
• Mark Gibson happy to help with marketing on Lake Track committee.

URBAN JUNGLE

• ETA intersection linking to Botanical Heights is completed.
• ETA cycle track query re-highlights the need to get access to Rotary Ride.
• Cycle Active promotional booklet well done. Committee keen to support Pete Boomen to run more cycle training in schools.

WAIRAKEI (7 wise men and 1 wise woman

• Toilets looking likely to happen. Naomi Bray from Colliers International has the plans. Building consent fees waivered. Vault system and then pumped out. Bike Taupo to manage.
• Broken bridge by carpark has been fixed.
• No incidents that we know of.

MEDIA/PROMOTION/WEBSITE

· Mark opened up communication with Destination Great Lake Taupo. (See Matters Arising).

· Thea to put together a media plan. She has an idea to publish a monthly article with updates, especially of Lake Track.

· Thanks to Mark and Thea for the following Action Plan.

Bike Taupo - Action Plan 2011/2012

Aims

1. Generate greater awareness about Taupo’s tracks and riding opportunities.
2. Continue to promote cycling within our community.

Goal 1 – Construct a new website with integrated social media networking

Timeframe – Nominated designer and approved budget 31 July

New website online 30 September

Who- Mark

Budget - $5,000 maximum as currently budgeted for

Query – Do we have this money set aside or do we need to seek funding?

Goal 2 – Adopt a new catchphrase for Bike Taupo

Timeframe – Before new website is uploaded

Who- Mark

Budget – None required

Note – Mark will email Bike Taupo board members with possible options and request for alternative suggestions.

Goal 3 – Contact key persons from organizations that are in a position to promote Taupo’s cycling opportunities. Secure methods that each organisation will use to help achieve aims of this action plan.

Timeframe – All initial contact completed August 31

Who – Mark/Thea/Anyone else interested please advise

Budget – None required

Note – The following parties will be contacted:

Destination Lake Taupo – Scott Pearson and Nick

TDC Transport – Claire

TDC Councilors – Keith

Sport Waikato – Anniek Lenoir

DOC – Initial contact to be made with Kim Turia to establish key contact person

MP – Louise Upston (maybe)

Query – Please advise of any other new key organizations.

Goal 4 - Establish Lake Taupo Publicity Plan

Timeframe – Initial plan completed 30 September

Who – Mark/Thea responsible for making sure that the Lake Track subcommittee decides how this plan is to be handled.

Budget – None required

Goal 5 – Publish an article in Taupo Times and Weekender on a monthly basis

Timeframe – Commence October

Who – Each Bike Taupo board member to be responsible for organizing 2 articles per year. Thea to establish roster and oversee.

Budget – None required

Note – If anyone is not prepared to help with this please advise

Goal 6 – Make submissions to Council on appropriate matters

Timeframe – As required

Who – Thea

Budget – None

Note – Definite submission opportunities include LTTCP April 2012 and Annual Plan May 2012

Goal 7 – Review this action plan and implement new plan for 2012/2013

Timeframe – June 2012

Who – Thea/Mark

Budget – None

Note – Definite submission opportunities include LTTCP April 2012 and Annual Plan May 2012

Possible Goal 8 (if anyone gets bored this year) – Make presentations to groups who we tend to turn to for funding (i.e. rotary, probus, lions etc). Most of these groups are always looking for speakers and good PR for future funding opportunities.

FUNDING/PROJECTS

· Bridge on Rotary Ride. Waiting for reply from Lion Foundation.

NEWSLETTER

· All interesting stuff to Shorty please for Pedal Talk

GENERAL BUSINESS No further business

Meeting Closed: 9.30pm

Next Meeting: Tuesday 16 August 2011 7.30pm 2011 at Plateau Bar.

Dates:

Day Night Thriller Saturday 10 September

Signed as a true and correct record

_________________________________ Date: ___________

Thomas Schwarz (Bike Taupo Chairman)