BIKE TAUPO INC.

MINUTES OF MEETING – 17 November 2009, 7:00 PM AT THE OFFICES OF OK COMPUTER, TOTARA STREET, TAUPO

PRESENT: Richard Balm, Karyn Hutton Thomas Schwarz, Pete Masters, Pete McFarlane Richard Hine, Lisa Rowland, Mike Langley; Cath Oldfield

APOLOGIES: Keith Crate, Aniek Van Iersel

RESOLUTIONS FOR THE MINUTES OF MEETING DATED 29 SEPTEMBER 2009

CONFIRMATION OF PREVIOUS MINUTES

Committee agreed that the minutes of 11 August 2009 were a true and correct record

Accepted by Lisa/Karyn

CORRESPONDENCE

Accepted by Lisa/Thomas

TREASURERS REPORT

Accepted by Richard/Thomas

MATTERS ARISING

Invoice sent to the Taupo Half-marathon Trust. (actioned by Richard)

Taupo District Council – community plan meeting on 21 October.

Action: Committee to check with Aniek – did she attend?

Doc have been invoiced for work on Kawa Kawa Bay track – not been paid yet

Action: Pete and Pete to speak to Terry re this.

Cycling maps – Claire still working on ideas

Action: Thomas to keep in touch with her re this.

CORRESPONDENCE REPORT:

Aniek away but she has been responding to emails.

Action: Lisa to request correspondence breakdown from Aniek.

TREASURERS REPORT

OO Non-profit $617.92

Online Saver Account: $9,833.59

Term Deposit: $10,212.05 (due 16/11/09 – roll over another term

Receipts: $26,544.62

Payments: $27,544.62

Debtors Due:

Accounts payable:

Other matters:

· We need two people to authorise internet banking

Action: Richard H

· Karyn to email accounts for approval prior to meeting

· We are to pay Cyclemania $13,534 being Youthtown sponsorship once an invoice is received from Cyclemania

· Still have money to come in from DoC and Huka Race (approx $20,000)

· Need to do a cash flow budget projection

Action: Pete and Pete to prepare

· Karyn presented an invoice from Jim’s Cartography for services.

Action: Richard B to check with Keith the arrangements/amount.

· Need to double check the Ministry of Tourism bill - Mike is sure it was paid by the Cycle Challenge

Action: Mike

· Jo at Strettons would like us to allow her access through Bank Link to our accounts which will make it easier for her to prepare our accounts, GST etc. Karyn will look into this.

Treasurers Report Accepted: Thomas/Lisa

SUB-COMMITTEE REPORTS

Urban Jungle

· Bikewise Month is February 2010. Richard and Cath met with Christine Hutchinson and they are all on track. Spot the Cyclist campaign will be back; they are going to pay to do proper media releases; and there’s a family night planned in the Events Centre car park for cycle skills, and a bike tour of some close by facilities like Velodrome and Skate Park, then a swim and BBQ. They will meet again next month. It was suggested they get in with Dion at Youthtown. Go by Bike Day and the Mayoral Challenge will also take place again.

· Cycle Strategy document should be a lot better as Via Strada have been involved in it. Their main input has been ideas and ways to actually implement actions from the Strategy.

Media, Promotion and Website

· Website continues to be a strength of Bike Taupo. Thomas has added the following sections: Media Release; Submissions; Bike Friendly Accommodation links; and Conservation (ie what Bike Taupo does for conservation – stoat control, wilding pines etc.

· More discussion was had on an “Urban Jungle” newsletter (similar to the “Track News”.

Action: Richard H to drive and Thomas to contact Claire at TDC for regular updates

· Thanks to Liane Fraser who has been putting together great media releases.

· Richard presented the policy for Bike Friendly Accommodation. The following accommodation is on our website: Suncourt, Cottage Mews and Wairakei Resort

Managers Report

· W2K – has been recently maintained, scrub-barred, spraying to be done. Whakaipo side has had slips fixed. Next year a digger will go through as there are some areas requiring work due to slippage/camber changes.

· Maintenance at Wairakei has been done and its good have the Huka race as a deadline for fixing up Wairakei before summer. Currently 302 registered for Huka race.

· Rotary ride – have been maintained, with Huka hill realigned and slips cleaned up.

· Pete M mentioned how great it is that people are phoning, emailing any damage as they come across it. Means they can get in smartly fix things with minimal inconvenience to riders.

· There are track counters in and around the Wairakei tracks (Inwards, Lake Hire Link return track, Outback bridge, carpark bridge. One goes in on W2K by the weekend.

· Tank Stand area is classed as dangerous at the moment due to trees coming down since the logged near by. They’ve been kept busy clearing fallen trees especially after big blows. Ride with caution.

· New maps have gone on the boards at Wairakei. Selling lots of W2K maps – already done a re-run since last update. Overall maps sales are going well.

· Replete have misplaced their cycle maps that were on display in café – thought someone collected them for replacing but never got them back. Keep a look out.

· Warwick Hall organised 5 journalists from Australia to do a heap of riding on the tracks around Taupo.

· Pete looking into a problem with the Archery Club and their activities being a little too close to our track near OD Park.

Safety / accidents

None reported or known

Submissions

Thank you to Thomas for his submission to the Walking and Cycling Strategy

Funding / Projects

We need to shortly look at the funding application for Council which is fast approaching. Cyclists need to send letters of support for what we have done. With track counters in now it means we will be building vital statistics to sell the need for funding and a cycle officer. Taupo is becoming fast a cycle friendly destination.

GENERAL BUSINESS

1. Annual General Meeting

Plateau Monday 30^th November 7:30pm. Thomas will send out a notice by email to all members. Richard asked for a note of new interest and current committee members standing again for next year: Keith; Karyn; Lisa; Richard H; Richard B; Aniek; Mike; Cath Oldfield; Thomas Schwarz (Chair)

2. Lake Track

Good progress – an update to be announced at the AGM

3. Annual Christmas Ride and Catch-Up

Date and activity to be announced shortly.

Meeting closed at 9:20 pm

Next meeting will be the new committee and will take place on a dated nominated by them between 30 November and 18 December.