PRESENT: Lisa Rowland; Richard Balm; Thomas Schwarz; Karyn Hutton; Pete Masters; Mike Langley;

APOLOGIES RECEIVED: Keith Crate

CONFIRMATION OF PREVIOUS MINUTES:  Committee agreed that minutes of  16 April 2008 were a true and correct record, Accepted by Pete/Mike

MATTERS ARISING:

1.       Bike Taupo Strategic Planning Day – Brief outcomes:

·         We are all thinking the same things for Bike Taupo’s future

·         Alan has put together a report

·         Richard to Email this out to committee

·         We will put the principles arrived at on the website

·         A subcommittee needs to be created “Urban Jungle” of 5 or 6 people (which will be based on the Wairakei subcommittee).  Thomas to endeavour to get a group of people together in June.

INCOMING/OUTGOING CORRESPONDENCE:

Incoming:

1.                   15 April 2008 (received early May) from TDC Re-opening of Waipahihi (Kowhai) Gully culvert – regarding their decision to revisit our request.

2.                   20 May 2008 – TDC – Application for Resource Consent - 9 Motutaiko Street.

3.                   30 May 2008 – TDC – Proposed plan change Mapara Valley Structure plan and extension of submission period

4.                   4 June 2008 – DoC – copy of the final landscape plan for Whakaipo Bay

5.                   21 April 2008 – TDC – acknowledgement of receipt of submission.

.

Outgoing:

1.                   16 April - TDC Annual Plan Submission

2.                   1 May - Jack’s Bistro – outlining their sponsorship for the W2K map.

3.                   21 May 2008 – Tenon – letter of application for funding.

4.                   4 June – W2K sponsors with invoice and copy map

Accepted by Pete/Mike

TREASURERS REPORT: 

OO Non-profit $1,285.15

O1 Non-profit (W2K) is $3,375.22

Online Saver Account:  $18,896.25

Petty Cash:  $4.00

Receipts:   $21,598.09

Payments: $43,981.28

Overdue debtors:

·         TDC                                                        $2,165.62

·         Top Gear Cycles                                  $150.00

·         TVP Apr                                                 $15,000.00

Accounts payable:

·         Environment Waikato                         $346.31

·         Quality Print                                          $964.82

Other matters

·         July  invoice  due to TDC re W2K for $5,000 (maintenance)

·         July invoice due to TDC  re 6 month service contract (maintenance)

·         Prepare invoices for W2K café sponsors

·         Ten Events – received two cheques for fees re use of tracks.  Karyn to send invoices to match

·         EW – annual resource consent fee due – Richard to send letter with request to waive

·         MYOB is running – Karyn is finding it a little tricky.  Thomas to look into courses for her funded by Bike Taupo.

Accepted:  Lisa/Mike

SUBCOMMITTEE REPORTS:

Urban/Rural Cycle Facilities:

1.      Thomas and Richard to attend a cycle strategy meeting re Transport Plan,

2.      It will be suggested to TDC that they employ Via Strada to review the cycling and walking strategy.

3.      We need to start giving TDC personal updates – with video camera footage.  Thomas to purchase a helmet camera.

4.      We should be present at the next Council meeting which is to discuss Spa Road.

Media Promotion and Website:

1.       Newsletters -  Everyone agreed small punchy emails are better than long winded ones.  In future our news to members will be small items ie. Track news.

Maintenance:

·         Need a working B to work on the tunnel track

·         Need to voice a thank you to volunteers for great quick work on the Rotary Ride – to be done by email.

·         Day night Thriller track – Murray Fleming has contracted Pete and Pete separately to update track – they borrowed Bike Taupo equipment to do this.

Wairakei Forest Mountain Bike System

·         A new mandate is coming to the committee to be approved for the work on tracks supporting the new future Mtn bike race as part of the Cycle Challenge.  Rotary will be funding this and will be commenced shortly.

·         Pete sought the approval of the committee for Pete McFarlane to run the maintenance programme for all tracks in Pete Masters’ absence.  All were in favour.

Submissions:

·         Annual Plan submission went out .

Funding/Projects:

·         Need to pay a lot more attention to sponsors in the future in regard to reports etc.

W2K Track

·         No work to be done on extension over Winter.

·         There’s a W2K article/ad to appear in the NZ Mountain Bike Magazine

·         Lisa is preparing maps which will be printed and distributed for sale

·         The track has been seeing huge numbers of users

·          Work on the track recommences in October.  Meeting is planned with Bruce Bartley mid August – to establish the plan

·         Mike Langley is the W2K representative while Pete Masters is away.

CAN Update

·         Cycle Friendly Awards are due by 25 July 2008  Richard and Lisa to work on this – we put forward W2K.

GENERAL BUSINESS:

1.       Cycle Challenge Mountain bike Race “Wildside” 

·         70kms from main street back to main street via track systems out to Aratiatia round Wairakei etc

·         Taupo Moana Rotary club to assist with building part of track

·         Developing a concept for funds to come to Bike Taupo.

2.       NZ Mountain Bike Magazine Ads –

·         Matt Dewes and Warwick Hall has meeting with Richard

·         Putting together a series of ads to entice people to Taupo for their mountain bike experience

·         First ad features – W2K

3.    Iwitahi Trust

·         This Trust has a fund of $140,000.00 which must be used for Youth Outdoor Experiences which will be secured by Deed

·         Bike Taupo is to approach them with ideas on how the fund could be used

·         Some ideas could be “membership money for youths to join cycle clubs, or event fees.

·         Next trust meeting is two months away – need to think about it before then

Meeting closed 9:20pm

NEXT MEETING:

·         16 July 2008 at 7pm (or such other date as committee chooses)