PRESENT: Pete Masters; Jonty Garlick; Lisa Rowland; Thomas Schwarz; John Taylor; Richard Balm, Gerry Dance

APOLOGIES: Richard Balm Bruce Jefferies Gerry Dance

CONFIRMATION OF PREVIOUS MINUTES:  Committee agreed that minutes of 31 August 2005 were a true and correct record.  Accepted by Thomas/Richard

MATTERS ARISING:

1.       Prepare and email newsletter - done

2.       Meeting with Council - gullies - done - see report below.

3.       Sponsorship record - ongoing

4.       Advertising and purchase of back pack sleeve - see ‘ Funding/projects’ below

5.       Scott Lee - editorial for Visitor Guide - Lisa, Richard and Thomas attended a meeting with him.  Lisa prepared 200 word summary, Richard is completing bike trail specifics and Thomas provided some photos for Scott.

6.       AGM -  Jonty has provided Jo with all accounts info she needs for the review.

7.       Constitution changes - Lisa has corresponded with Alan who is preparing relevant documents to be accepted by members at a special meeting to be held just prior to the AGM.

INCOMING/OUTGOING CORRESPONDENCE:

Incoming:

1.       30 August 2005 - TDC requesting further input re submissions to Tongariro Domain Draft management plan

2.       22 September 2005 - DoC with copy of letter they’ve written to Clay Target club regarding re-negotiations of their lease when it expires.

3.       27 September 2005 - AON advising change of staff (not applicable now as we have changed agents).

4.       29 September 2005 - CAN advising of our finalist spot in awards and inviting a representative to attend awards dinner.

5.       29 September 2005 - IRD re GST and Strettons ability to access information on our behalf.

6.       Undated - Letter from DLT with their support for the construction of the track between Whakaipo and Kinloch

7.       10 October 2005 - from TDC re update on ETA intersections.

Outgoing

1.       11 October 2005 - letter to TDC re gullies

Accepted by Pete/Thomas

TREASURERS REPORT: As Jo at Strettons has books only approximate figure could be given as to Account Balance of $17,000.00 (not including outstanding/new accounts and monies to be banked). Kinloch Track account $1,600.40.

A cheque for $658.13 was returned by Sign On due to a double up in payment.

Pete is to bring up approval for purchase of a quad bike from Huka Honda in General Business (below).

Bike Taupo is now GST registered which will be beneficial in claiming expenses.  GST is also not payable on any donations received, but we can still claim for expenses involved with any projects the donations are used for. 

Accepted:  Lisa/John

SUBCOMMITTEE REPORTS:

Media and Promotion:

1.       Bike Taupo is a finalist in the CAN Cycle Friendly Awards regarding last season’s road safety campaign.

2.       The new season’s roads safety campaign is to be launched this week with media releases and the first Taupo Times ad.  Ads will appear weekly on a Friday for 4 weeks with a break and then the first two will be repeated two weeks prior to the Cycle Challenge.

Website/Membership:

1.       Up to 1007 members.  The 1000^th member is from Wellington.  Thomas is endeavouring to contact him as it appears he may not be in Taupo to claim his prize of a free service at the Corner shop.  May look at making the prize available for the closest local new member.  Thomas to look into this.

2.       Richard will approach the BMX Club to see if they’d like to feature on Bike Taupo’s website  (like the Mountain bike Club).  Still attempting to contact The Cycle Club.  Their president is John Robson.  Would be great to have all cycling news, events contacts in one central location ie. Bike Taupo.

TDC Cycle Strategy Team

1.       With Gerry perhaps leaving Taupo next year there will be a hole in the Cycle Strategy Team.  Its currently lacking people with the passion and time to commit to its cause.  Gerry strongly suggests we advocate that Council needs a cycle officer and seeks its commitment to implementing the strategy.  This to be done during the draft walking/cycling strategy submission stage.  Gerry/Lisa to ensure a copy is available for Bike Taupo who will meet to discuss the strategy.  Gerry will also bring some blank submission forms to the AGM for distributing amongst members.

Submissions:

1.       Tongariro Domain  - was resubmitted by 12 September.

2.       Draft Walking and Cycling Strategy (see above)

3.       DoC’s recreational review of facilities - not heard since letter of 21 October last year.  Lisa to write to conservitor Derek Thompson to check on progress.

4.       Foreshore Management Plan is coming up which covers the whole of Taupo’s bay.

5.       Neighbourhood Reserves - submission forms on website.

6.       Gerry will phone Kylie Laurence to have Bike Taupo put on the ‘interested’ parties list so that we are contacted each time a new subdivision is going through the Resource Consent stage.  Allowing for cycling shouldn’t be forgotten in the consent stage.

Funding/Projects:

1.       Gully systems:  Taupo Moana Rotary have granted Bike Taupo $40,000 ($10,000 for quad and trailer purchase and $30,000 for track excavation in the identified gully systems.  Since then Lisa has organised a bike through the Richmond/Titoki Gully system with Bike Taupo and Council representatives.  A track route has been agreed and will be started as soon as possible.  Lisa is to put in writing to Council.  The Richmond Reserve gully leading down to State Highway One and through the culvert (proposing reopening) looked at in the next two weeks.  Chris Todd of Council has arranged for clearing and then an engineering report will be done regarding the earth works.  Further Environment Waikato will be consulted because of soil conservation restrictions.  Clarification as to cost to do all this so that culvert can be opened is being sought.

2.       Advertising back-pack sleeve - Thomas reported that they cost $9.95 exc GST.  With an additional cost for advertising to be printed on.  Committee agreed to initially purchase 20 blank ones and donate to selected schools.  If they are interested we could get more and look at putting logos on etc.  Thomas to purchase blank ones.

3.       Allsport Distributors - Looking at having some of their clothing for sale at AGM. Committee agreed that it doesn’t want to be in the business of selling clothes as Jo has advised receipts should be issued etc.  We to approach Clint of Allsport to see if they could sell the clothing and then provide us with a donation from proceeds.

4.       Road Safety Campaign - as mentioned above, its all go.  Lisa arranged Weekender paper photo shoot with herself and Steve Milne of Taupo Passenger Services.  Lisa is to put a report and photo on website.

 Maintenance:

1.       Craig Donnelly to be employed for 1 day  a week for 24 weeks (12 in spring and 12 in autumn).  To complete general maintenance.  It was suggested that before and after photos of tracks be taken for record.

2.       General maintenance on Rotary/Redwoods to be done - trimming and maintaining water tables.

3.       Following Day Night Thriller small parts of Rotary Ride used were fixed by Murray Fleming.

Wairakei Forest Mountain Bike System

1.       There are a couple of races come up - 30 October Classic Race at Waiarakei.  Also a downhill race on Col’s Killer.

2.       Hansel and Gretal areas to be reopened once area leading to it are tidied up.  Banger is putting in some cattle stops.

3.       We may have a sponsor for the whole mountain bike park .

Whakaipo Bay to Kinloch Track (from this date forward known as W2K)

1.       We are waiting for sign off from one more group and then it will be lodged at the  Regional Council

2.       Mike Langley will be the Treasurer for W2K books.

3.       Bike Taupo will give mandate to approve the W2K budget per presented to the committee.  Agenda for the first meeting of the new committee to include discussing this mandate.

4.       The total funds for W2K will not sit in Bike Taupo’s account, rather BT will draw on it periodically as needed.

GENERAL BUSINESS:

1.       Huka Honda have offered to sell BT a quad bike at a reduced rate including a free service and a years warranty.  The committee approved Pete to arrange the purchase.  Short term it will be stored at Huka Honda and its yet to be decided about long term storage.  Pete will organise insurance cover.

2.       Oxfam track usage  This will happen next April.  Documents have been signed allowing them to run the race on some of the Wairakei tracks.

3.       Health and Safety Policy  Chas Hutton has prepared this document which is 42 pages.  This is needed now that we are getting involved with bigger things (W2K).  It applies to working b’s over 6 people and covers things like approved drivers for equipment etc.

4.       AGM - Gerry advised the committee that he would not be standing for another year on the committee.  This is due to his probable move to Wellington in the new year.  He told the committee he has enjoyed working with them and wished us well for the future.  Pete on behalf of the committee thanked Gerry for his valuable contribution to Bike Taupo over the past three years. The committee notes the constitution now states that the chairman should stand down after three years running. Advice will be sought from Alan Vane of LePines as to whether this three year term is effective from the start date of change to the constitution or from the start of Pete’s appointment.  The committee would all like Pete to stand again for committee and chair.

Meeting closed 9:30pm

NEXT MEETING:

•          AGM - Wednesday 26 October 2005

Taupo Events Centre Clubrooms (or such other venue as advised)