BIKE TAUPO INC.

 MINUTES OF MEETING – Tuesday 12 October 2010, 7:30pm

At Plateau Bar in Tuwharetoa Street, Taupo

PRESENT:  Karyn Hutton, Thomas Schwarz, Pete McFarlane, Pete Masters, Shorty Hughes, Cath Oldfield, Richard Hine, Aniek Lenoir,

APOLOGIES:  Keith Crate, Mike Langley

CONFIRMATION OF PREVIOUS MINUTES

Minutes of meeting from 14 September 2010 were confirmed as being true and correct.    Thomas/Karen

MATTERS ARISING

	Actions Outstanding to October 2010	Name	Status
1.	Job Descriptions for Committee roles to be updated for AGM	Thomas
2.	TDC money to go in staggered Term Deposits-change to Online Saver	Karyn	WiP probably best in Online Saver Account
3.	Quote from OK Computers for website upgrade.	Thomas	WiP
4.	$1,000 Credit at Weekender still to be used.	Karyn
5.	Bike Taupo needs to attend MTB meeting.	Pete Masters	Will do after AGM
6.	Overdue Invoice from Hub Café	Pete	WIP Pete will visit.  More maps to be paid for on delivery.
7.	Letter to TDC regarding conflict of Walkers and Cyclists on Lions Walk, suggesting speed barriers.  Include it in letter about SH5 path.	Thomas	WIP.  Phone conversation held.  Ongoing.
8.	TDC Bike Wise meeting 2 Nov	Cath/Richard
9.	Beginner Bike Rides Dec/Jan	Cath

	Actions Completed September	Name	Status
1.	Signatories to be changed on bank account	Cath	Done
2.	Set date for dinner for committee before AGM	Everyone	6pm Fri 12 Nov at Plateau
3.	Checking with Christine Hutchinson at TDC for numbers for 5 Cycle Tracks maps.  Change W2K picture on map.	Thomas	Done
4.	Constitution change at AGM to include mandate for Bike Taupo to borrow money.   8 Committee Members plus Chair.    Rollover periods for Committee to ensure continuity.	Pete Masters	Has been written by Alan B the solicitor
5.	Book Scenic Cellars for AGM .	Mike	Change to Wed 30 Nov 2010
6.	Database of members up-to-date and available for AGM	Thomas	Will be ready
7.	Advertising for AGM.  Maybe use Weekender as well?	Thomas	Electronic via newsletter and website
8.	Pete, Cath and Shorty to train with Thomas for posting news/minutes on website.	Cath, Pete, Shorty, Thomas	Done

 

CORRESPONDENCE REPORT: 

Inbox:

• Ministry of Tourism letter transferring management of Wairakei to LINZ.
• Email from CAN re their AGM and CAN Do workshop 31 October in Lower Hutt.
• Email fromTDC for Bike Wise meeting 2 November 1pm.
• CAN magazines.

Outbox:  

• Email from Thomas to review ETA cyclepaths and bridge access.

Correspondence accepted   Karyn/Thomas

TREASURERS REPORT:

Treasurers Report
Bike Taupo Committee Meeting   12 October  2010
Transactions since last meeting:
Payments			8,653.20
Receipts			16,330.26
Bank Balances:
Non-profit 00			18,290.95
Lake Track 01	(owes savings $1000)		70.21
Online Saver 025			15,572.14
Accounts Payable:
P J Masters	Track Maintenance - labour Sept		337.50
Streetsmart 20X	Track Maintenance - labour Aug/Sept		1,842.18
Mcfarlane Contracting	Wairakei Mntnce - labour/digger  Sept		2,419.31
Mcfarlane Contracting	W2K Maintenance  Sept		196.88
P J Masters	DoC Rotary Ride Rebuild		1,234.37
Streetsmart 20X	DoC Rotary Ride Rebuild		1,054.68
Mcfarlane Contracting	DoC Rotary Ride Rebuild		4,172.06
P J Masters	Reimbursement - Lake Track		564.00
P J Masters	Reimbursement - Stationery		11.00
			11,831.98
NZ Post	PO Box		135.00
NZ Forest Managers	Fuel		243.86
Sign On	Signs		118.06
Quality Print	Maps		1,011.93
Placemakers	Signs		26.21
Total			13,367.04
Debtors Due:
Event Promotions	Marshalling-  Day Night Event		1,125.00
Taupo Half Marathon			9,551.25
			10,676.25
Huka Falls Café	Map Sponsor		225.00
Huka Falls Café	Maps		200.00
Pack & Pedal	Map Sales		200.00
Total			11,301.25
Doc ( to be invoiced)	DoC Rotary Ride Rebuild		6,461.11

Karen to contact Sue, Chartered Accountant, to show her how to change GST to 15%.  Discussion on using Term Deposit, but decided that the Online Saver Account was the best rate considering we can use the money anytime without breaking a Term Deposit. 

 Treasurers Report Accepted:  Karyn/Thomas

SUB-COMMITTEE REPORTS     

BIKE FEST REPORT. Keith was absent from meeting

 

Firstly thanks for your Council votes. I will endeavour to serve Cycling well for the next 3 years, your contribution to the general cycling scene in our district has been huge and gives us heart and hope for our bid for the Centre of Excellence.

 Some other appreciation:

 

• ·         Great to see you all there for the launch of Bikefest, as always, mentioned it was spawned by Bike Taupo.
• ·         Similarly The ETA Public Open Day.  We had cyclists down the ETA first, officially,!!!!!! Yay, we know you all rode it unofficially. Over a thousand bikes of all sizes.!
• ·         The C of E, realize this is outside our advocacy role but still a one off, and once only, for the world of cycling and the economics of our district  We are outsiders, but so were most of the councillors elected last Saturday.?

 

Bikefest programme is taking shape. The highlight could be this Mega Ramp (13m high) and a OZ v NZ competition.

Our final delivery rests with the Youthtown funding.

Full programme published soon.

 

Sorry cant be at meeting.   

 Keith Crate Q.S.M.

General Manager

021 292 3847

'To encourage and showcase all forms of cycling while promoting Taupo District as the Cycling Destination of New Zealand'

 

Wairakei (7 wise men and 1 wise woman)

 Nothing to report.  Everything fine.

 Urban Jungle

• Bike Wise meeting with TDC 2 November 1pm, Cath and Richard going.  Richard very keen to make this fun.
• Possibly do a couple of beginner’s rides in Dec and Jan leading up to Bike Wise.  More advertising needed.  Cath to look into with Events Centre.

Lake Track.

There is a meeting with Kamatua on Saturday.  Things progressing well.  Pete and Pete went to Cycleways meeting in Wellington.  They want 2,000km ready for 2012 Rugby World Cup!  Still land access issues to resolve.  Will be a fee to use track, probably a daily and season option.

Managers Report.

 

First we got hit with the rain and slips and now we are getting the wind with lots of trees down in the last two days

 

Rotary Ride open again and looking good

 

Pete and Bruce working on the Whakaipo  Bay side of W2K  re-benching the track

 

Xterra planned on the Rotary Ride and Wairakei tracks in February

 

Lots of bikers on the tracks when we are getting fine weather

 

We have been getting more PD workers

 

Got a good turn out of people to help on the SAR crew that been set up

 

Have 600 W2K maps and about 400 Rotary Ride maps in stock

 

Only accident is a rider lost on the Headland track in the dark who had to be searched for  

 

Media, Promotion and Website NIL

Funding / Projects NIL

Safety / accidents / incidents  NIL

GENERAL BUSINESS

• Cycling Centre of Excellence for Taupo discussed.  Bike Taupo supports the idea but it is outside our mandate to fundraise for it.  Bike Taupo will continue to provide and maintain the tracks.  Richard Hine will keep in contact with their committee to be informed of what is happening.

Meeting Closed:  9:39pm

Next meeting – Tuesday 16 November 2010, 7.30pm at Plateau. 

AGM Wednesday 30 November 7.30 at Scenic Cellars.

Friday 12 November 6pm Plateau Committee and partners drinks.