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

APOLOGIES RECEIVED: NIL

CONFIRMATION OF PREVIOUS MINUTES:  Committee agreed that minutes of  21 November  2007 were a true and correct record, Accepted by Pete/Thomas

MATTERS ARISING:

1.       Malcolm Flowers account query   - Richard has had clarified – the only extra part was $131 for the powered barrow.

2.       ViaStrada meeting – ongoing

3.       Bike Taupo Strategic Planning Day –Lisa has spoken to Carina Jonsson who is keen to facilitate a half day strategic planning (see General Business below)

INCOMING/OUTGOING CORRESPONDENCE:

Incoming:

1.                   Christmas Cards from DoC and Quality Print

2.                   12 December 2007 – TDC draft Mapara Valley Structure Plan

3.                   24 December 2008 – TDC – Health and Safety report from TDC re Rainbow Drive culvert

4.                   17 January 2008 TDC – application from TDC for requirement for designation of public roadway

5.                   21 January 2008 – Oxfam – memorandum of understanding of land use between us and Oxfam for the 2008 Trailwalker.

6.                   CAN – Chainlinks and notification of Special General Meeting.

Outgoing:

1.                   NIL

Accepted by Mike/Richard

TREASURERS REPORT: 

OO Cheque:  $2,165.62

O1 Account balance (W2K) is $18,635.60

Online Saver Account:  $20,125.38

Petty Cash:  $4.00

Receipts:   $37,682.87

Payments: $23,706.05

Accounts for payment:

·         Signs R Us Ltd                     $356.85

·         P Masters

-reimbursements                 $146.77

-W2K                                      $1,659.38

-Maintenance                       $196.88

·         McFarlane Contracting

-W2K                                      $2,995.31

Overdue debtors:

·         TDC                                        $2,165.62

·         Tukairangi Valley Props     $13,000.00

·         Helistar                                  $75.00

Richard mentioned that we had received a couple of donations $400 from the Pearce family and $100 from the Monday Walkers group.  The committee showed their gratitude for these kind donations.

Richard also mentioned it was timely to now invoice the Council on 1 February for $7,500 plus GST as part of the Service Contract and funds due.

Progress is being made on converting accounts to a MYOB software system.

Accepted:  Lisa/Pete

SUBCOMMITTEE REPORTS:

Urban/Rural Cycle Facilities:

1.       Rainbow Drive Culvert:  Lisa mentioned her frustrations with not receiving responses from the Roading Department despite phone calls.  The committee said we should now take the matter to the Mayor as these hurdles are just not going away.  We should reiterate that the culvert near Wharewaka road is currently unofficially used and the Council cannot afford to have another death on the road!  We will set a meeting with Council.

2.       Via Strada urban implementation plan:  Richard is approaching TDC for some funding to get the guys up for a preliminary meeting.  He mentioned that Land Transport would fund half.

3.       Gully on Napier Taupo Road – Thomas is keeping on top of a possible chance for bike Taupo to build a track in the gully along State Highway 5.  Council have set aside a huge amount to build a large walkway from Lake Terrace to DeBretts but it would be cheaper and nicer to have a track through the gully.

4.       Rotorua’s new advocacy group – Lisa reported that Rotorua a setting up a new advocacy group as an initiative from the Rotorua District Council.  She will travel to Rotorua on Monday 4 February to talk of Bike Taupo’s experiences and successes at their initial public meeting.  Simon Kennett and Anne Gummer of CAN will also be there.

Media Promotion and Website:

1.       The new digital strategy CAN is working on and which Thomas is involved with is progressing well.  He will travel to Christchurch in March for the initial training.

2.       The committee thanked Thomas for the updating of the website especially over the busy Christmas period.

3.       Thomas is going to write a letter to the editor regarding the Spa Road problems.  The committee reiterated that we cannot be seen to have such strong views publicly and that such voicing needs to be done personally.

4.       Lisa talked about a memory stick so she could back up her Bike Taupo files on her hard drive.  Thomas will sort out something which will belong to Bike Taupo and can be passed from secretary to secretary as the years go by.

Maintenance:

1.       Pete rode the Rotary Ride and couldn’t believe the amount of traffic that has been using it.  Consequently maintenance required on it is quite high.  Pete and Pete will be working on this and Wairakei for a little bit.  Also the Bungy Track has suffered some expected slumpage which is being rectified.

2.       Wairakei is up to speed – there’s lots of blackberry about

3.       They are putting in some skill level options around (particularly the Corkscrew area) with a new seesaw to test those of us who are game.

4.       They will start mowing around the parking areas of Wairakei to tidy up the general appearance of the place.

5.       A little mishap occurred recently when Wairakei Forest contractors felled a whole lot of trees in the Buzzard/Grinder track vicinity.   Pete rectified this matter and it will not happen in the future.

Wairakei Forest Mountain Bike System

1.       Summer handicap series has been going great with an average of 109 + riders turning up on Thursdays nights.

2.       Pete has had a chat with Rapid Sensations who approached them regarding what input they could have in Wairakei and Bike Taupo.  It was reiterated that Bike Taupo advocates and supports all cycle users and is not competitive loyal to one company however the Rapid Sensations guys are more than welcome to play a part individually.

Submissions:

1.       Nil.

Funding/Projects:

1.       Richard is looking to apply to Youthtown for the purpose of building new tracks at Wairakei.

W2K Track

1.       As at the date of the meeting they are 3.1 kms in on the Whakaipo side (and around 5 kms in on the Kinloch side). 

2.       There’s still some debate as to what will happen with the track starting point in Kinloch.  There are around 4 options, the best option in our eyes being having the track start lakeside and travel up the storm water gully that crosses Boojum Dell. 

3.       We are looking at a tentative track opening date of 26 April (smaller route).  Keith has tentatively booked the Kinloch Hall for this.  The idea is to have everyone meet in Kinloch where they could be bussed or boated around to Whakaipo with bikes etc.  The cutting of the track ribbon would occur and people could then ride/walk the track back to Kinloch hall for festivities.  We are endeavouring to have the Minister of Conservation present to cut the ribbon.

4.       A media release will be prepared shortly and Mike Watson of the Dominion will be approached.

CAN Update

.

GENERAL BUSINESS:

1.       Strategic Planning Workshop – A tentative date of 17 February was agreed.  Lisa will check this works for Carina Jonsson.  It is envisaged it will run from 9am to 1pm and Richard offered the Taupo Language School as a venue.  The Plan will be based around where we want to be in 10 years time ie. Where are we going?

2.       Trust Power Volunteer Awards:  -  2 committee members are off to Wanaka for the nationals on 28 March 08 and we need to put together an awesome presentation. Some discussion was had on this and some great ideas were quickly rattled off.  We need to invoice Council  for $1000 plus GST which is the prize for winning the district award.  This will go towards our presentation in Wanaka.  It was agreed that those interested will get together to put together the presentation.  Richard will email out a possible get together date.

3.       Registering with the Charities Commission:  Alan Vane has contacted us advising we register with the Charities Commission (which needs to be done by July 08). In doing so we will gain some benefits such as getting or keeping tax-exempt status.  Lisa is looking into this and will apply on Bike Taupo’s behalf.

4.       East Cape Ride (with Bike NZ and Bike Victoria)  Keith was approached to help co-ordinate this great ride.  They do it in Australia and it’s very successful.  The ride will start in Taupo and travel up around the East Cape back through Napier Taupo Road back to Taupo.  It will be around 80kms a day and will cost the participant $1,350 (which includes meals etc).  It’s set to take place in March 2010.

5.       Cycle Challenge 5^th Leg – It’s not really working and so the thinking caps are on to come up with something better that includes mountain bikes.  One idea is to do an “epic ride” for mountain bikes that will become iconic and will run on the same day as the cycle challenge.  It will be as challenging for the mountain bikers as it is for the roadies around the lake.

Meeting closed 9:15pm

NEXT MEETING:

·         5 March 2008 at 7pm (or such other date as committee chooses)