BIKE TAUPO INC.

MINUTES OF MEETING – Tuesday 12 April 2011, 7:30pm

At OK Computers, Totara Street, Taupo

PRESENT: Thomas Schwarz, Pete Masters, Shorty Hughes, Cath Oldfield, Thea de Petris, Mark Gibson, Amber Coubrough

APOLOGIES: Karyn Hutton, Mike Langley, Richard Hine, Keith Crate

CONFIRMATION OF PREVIOUS MINUTES

Minutes of meeting from 1 March 2011 were confirmed as being true and correct. Thomas/Shorty

MATTERS ARISING

	Actions Outstanding to May 2011	Name	Status
1.	Website rebuild separate meeting with Pete, Thomas, Karyn and Amber after Easter. Thomas to check backend with ME Creative. Site needs to be compatible with Twitter/Facebook etc. Be careful not to lose search rankings with change.	Thomas/Pete/Karyn/Amber
2.	$1,000 Weekender Credit. Spot the Cyclist photos half. Maybe Pedal Talk other half.	Richard
3.	Strettons feedback on changing to Xero. Need costing. BT want to use system, Strettons to set up.	Karyn/Thomas
4.	See Saw needs to be reinstalled.	Pete/Pete
5.	Discuss BT logo and by line	Committee
6.	Maps from Rowan. $1,000 for GPS data for maps. 3D mapping. Advertising to be debated.	Pete
7.	Lake Track Subcommittee Mandate for Pete.	Cath
8.
9.
10.

CORRESPONDENCE REPORT:

Inbox:

• 8 April 2011 from Coliers – lease on Wairakei Alumn Lakes Block – to Pete Masters
• 7 April 2011 from AHB, Doc, Pete – 1080 Drop on W2K
• 5 April 2011 from Mark Davies – Resignation from Bike Taupo
• 29 March 2011 from Rick Cooper – Appointing Keith Crate Cycle Champion
• 23 March 2011 from Phil Battersby – Craters of the Moon Trust Open Day 7 May 9am to 4pm
• 28 March 2011 from Windrush Design – Quote for website
• 17 March 2011 from MTB Club – Post event form and accident report
• BikeFest Programme

Outbox:

• Pete replies to 1080 query

Have to say I’m quite surprised with the information or lack off in the email from the AHB.

Bike Taupo as the Owner and Manager of the W2K track have not been contacted at all by the AHB in regards to a 1080 drop in the areas surrounding the W2K track.

I find it a bit hard to believe that they have tried to get in touch with effected parties after reading the email that said the open day was held in the Kinloch community hall which is the start of the W2K track with all the track signage and information boards on that reserve. Any one turning in the entry to the little park sees the map board and it also has our web site address along with yours. Plus all the signs that lead from the reserve around the boat Harbour

For you information

The new track counters are showing that we will have approx 15,000 to 20,000 visitors on the track this year. I see the AHB have talked to 20 on the open day.

The Oxfam walk on the 9^th April will have approx 1000 entries which use the W2K track at the start of the event

The Off Road Half early in the spring will have 1000 entries

A large number of people walk or run their dogs on the track; this is both biking with them and waking.

Most week days at least 30 to 50 people use the day each day

In the 4 years that we have been building and maintaining the track we have only seen one piece of fur from a possum.

No one has done any recording of possum numbers on the Head- Land to our knowage

As you know doubt wish to get back to them as soon as possible and to save waiting for the next Bike Taupo Committee meeting I can give you the following feed back subject to the committee agreeing at the next meeting

Bike Taupo is opposed to any 1080 operation

We are happy to allow access by motor bike or Quad for a ground bait operation to take place and have in fact allowed this to take place in Wairakei and the Rotary Ride.

As we have walked most parts of the head land when route finding for the track alignment I can say that apart from the very steep bluffs the track will give easy access to 90% of the land

W2K track is 25 Kms long and runs right out to the end of the Head-land so easy access can be obtained over most of the reserve

Just out of interest can the AHB please supply the possum count data over the whole reserve right out to the head- land

Cheers

Pete M

-----Original Message-----
From: Dave Lumley [mailto:This email address is being protected from spambots. You need JavaScript enabled to view it.]
Sent: 24 March 2011 8:26 a.m.
To: Peter Masters
Subject: FW: Lake Taupo foreshore

Hi Pete

As discussed yesterday this is the info from AHB.

The Department would be keen to hear Bike Taupo's perspective on the AHBs proposal to use aerial 1080 in Whakaipo Bay SR.

Correspondence accepted Thomas/Cath

TREASURER’S REPORT

Bike Taupo Committee Meeting 12 April 2011
Payments and Receipts
Payments
	Brendon	General Expenses reimbursed	19.80
	Karyn	General (stationery) reimbursed	18.90
	Tomos Saws and More	Maintenance	30.00
	PGG Wrightson Ltd	Maintenance	76.40
	NZ Forest Managers	Fuel - Feb	97.54
	Helicopter Services	Rotary Ride (bridge)	529.00
	Malcom Flowers Insurance	Insurance	805.00
	Streetsmart 20X	Rotary Ride Rebuild (Feb)	934.37
	Impel Ltd	Rotary Ride Rebuild (Feb)	704.38
	McFarlane Contracting	W2K Maintenance (Feb)	258.75
	McFarlane Contracting	Wairakei Maintenance (Feb)	258.75
	McFarlane Contracting	Rotary Ride Rebuild (Feb)	1,082.73
	McFarlane Contracting	W2K Maintenance (Dec)	632.50
	McFarlane Contracting	Wairakei Maintenance (Dec)	1,243.15
	Bike Taupo	Transfer for funds to savings	10,000.00
Total			16,691.27
Receipts
	Rotary Club	Grant for Rotary Ride Rebuild	6,000.00
	Bike Taupo	transfer from savings	2,000.00
	Westpac	Interest	3.90
Total			8,003.90
Lake Track
	OK Computer	Website (Lake Track)	103.50
		Bank reconciliation
		Balance as at 1 March 2011	8,882.41
		add income	8,003.90
		less expenses	16,691.27
		Balance as at 12 Apr 2011	195.04

Moved Thomas/Shorty

MANAGER’S REPORT

• 1080 report as in Correspondence
• New track in Wairakei in paint ball area. What will we name it?
• Planning underway for Eastern Bypass at Huka Falls
• Maintenance up-to-date
• Need marshals for Moon Ride in Rotorua 14 May
• Budget meeting held (in General Business)
• Accident Report from MTB Club. 3 March 2011 in Summer Series race a rider strayed off Outback and went over handlebars in soft ground. Broken ribs, punctured lung and shoulder trauma. Safety Plan now upgraded.
• Owen Delany access from ETA through to Rotary Ride to be pushed.
• Lake Track update

LAKE TRACK

• Meeting with Cycleways Manager. We need to sign off funding agreement or we may miss out on the money.
• The hold up is with the trustees of the Maori land and this could take 6 months or 6 years. Pete presented a ‘Plan B’ to get the track underway and not use the Maori land for now. Track could detour up Chinaman’s Creek to Puketapu Road and use road for 12kms then dropping back to original plan.
• When land agreement with Iwi comes through, track can also go through Maori land. It would give a road as well as water access option for track users.
• Thomas moved that this ‘Plan B’ be adopted to enable funding agreement to be signed and money secured from Cycleways. Shorty seconded. All in favour.
• Cath to look up mandate for Lake Track Sub-Committee.

URBAN JUNGLE

• Spot the Cyclist article to go in Weekender. Richard

WAIRAKEI (7 wise men and 1 wise woman) Nothing to report

MEDIA/PROMOTION/WEBSITE

· Pete, Thomas, Karyn and Amber to have separate meeting to thrash out website.

FUNDING/PROJECTS

· Cath request for digger to go to Punga Trails for an hour next time Pete and Pete at Craters. Agreed.

NEWSLETTER

· All interesting stuff to Shorty please for Pedal Talk

GENERAL BUSINESS

· Budget

Income

TDC Contract $25,000.00

EVENTS W2K Run $ 9,000.00

Huka $ 4,500.00

MTBC / Marshalling $ 5,000.00

LINZ Fees $ 3,500.00

MAPS $ 4,500.00

ADVERTISING Maps $ 1,200.00

DONATIONS $ 500.00

TOTAL $53,200.00

Expenses

EVENTS LINZ Fees $ 3,500.00

429 MAINTENANCE Wairakei $ 7,000.00

W2K $ 9,000.00

Other (Chemicals) $ 4,000.00

Signs $ 1,000.00

EQUIPMENT Maintenance $ 2,000.00

413 VEHICLES running costs $ 6,000.00

394 INSURANCE $ 1,300.00

ADMIN printing, postage $ 1,000.00

MAPS $ 2,500.00

WEBSITE new design $ 4,000.00

Hosting $ 1,000.00

385 GENERAL $ 3,000.00

TOTAL $45,300.00

· CAN looking for somewhere to hold AGM. Suggested that Keith Crate and TDC might be interested. Bike Taupo wants to concentrate on Lake Track.

· Resignation accepted from Mark and Di Davies.

· Invitation to Mark Gibson and Amber Coubrough to be on committee. To be discussed at next meeting.

Meeting Closed: 9:30pm

Next Meeting: Tuesday 24 May 7.30pm 2011 at Plateau Bar.

Dates

Craters of the Moon Trust Open Day Sat 7 May 2011 9am to 4pm

Moon Ride Rotorua Sat 14 May 9am to 9pm

Signed as a true and correct record

_________________________________ Date: ___________

Thomas Schwarz (Bike Taupo Chairman)