1. PRESENT:                           Pete Masters; Lisa Rowland; Gerry Dance; Richard Balm, Jonty Garlick; Neville Peach

3.           CONFIRMATION OF LAST MINUTES: Committee agreed that the minutes of 8 September 2004 were a true and accurate record. Accepted by committee (Jonty/Richard).

4.           MATTERS ARISING:

(some of which is covered in Subcommittee Reports)

•          Event Signs:  Still progressing with Neville and Richard.

•          Track Counters: Still progressing.

•          Quality Print Account: Sorted out.

•          Day/Night Thriller information: Done

•          Press Releases for National newspapers: To be done

•          Change to Website: to be discussed in subcommittee report.

•          Service Agreement track maintenance:  GST inclusive or exclusive - Gerry to find out. Also Lisa to prepare an invoice to send to Council so funds can be issued.

•          CAN Cycle Friendly Awards: application completed and will be sent by email next day.

•          2005 NZ Cycling Conference:  Will not be coming to Taupo - may be next time!

•          AGM Advertising: Lisa arranged for public notice in Taupo Times and for the same notice to go out in next newsletter.

•          Patuiwi fee: Old cheque cancelled; new cheque issued and handed to Accountant for Patuiwi.

•          Funding Information Package:  Lisa and Richard to do.

5.           INCOMING/OUTGOING CORRESPONDENCE

•          22 September 2004 NZ Post - Private Box account

•          4 October 2004 from TDC re confirmation of support - Kinloch to Whakaipo proposal.

•          1 October 2004 to TDC enclosing Road Safety Campaign invoice

•          6 October 2004  Ad to Taupo Times re AGM date

                                                                      Accepted : Richard/Jonty

•          TREASURER’S REPORT -

•          Balance as at 6 October 2004 is $2,192.64

•          Neville moved the following accounts be accepted:

•          Petty Cash cheque $40.00

•          Patuiwi cheque (replacement) $562.50 plus bank fees of $25.00 for stopping previous cheque

•          Taupo Times for public notice re AGM $34.70 (payable to Lisa as reimbursement)

•          To NZ Post - payment of post box for next year $125.00

•          Monies received in:

•          Event Promotions - $1,000.00 in payment of marshalling at Day Night Thriller Event.  Lisa to prepare and invoice letter for Event Promotions. It was agreed by the Committee to reimburse Pete Masters for expenses incurred with Tarrant Contractors during Rotary Ride construction in the sum of:  $1,204.65.

•          Jo Taylor from Strettons is preparing the end of year accounts for the AGM.

Treasurer’s Report moved and accepted:  Neville/Pete - all in favour

6.           SUBCOMMITTEE REPORTS:

Media and Promotion::

•          Interviewed by Spokes Magazine.  Great for publicity.

•          Day Night Thriller stand looked good and was visited by people throughout the event.

Website/Membership:

•          Gerry believes the website needs updating more regularly and had the idea of having another person to do just website news updates.  This has resulted from the fact that the committee is very busy including Thomas.   If we were to pay somebody to update the website (having received info to put on it from committee and other people) say an hour every week or fortnight, it would mean we had a more professional looking website with up to date information.  Especially now we are looking at seeking large funding opportunities.  Lisa said she would approach Kerry Stephens (Craig Donnelly’s partner) as to whether she’d be interested in being that person who updates the website.  Pete will find out how much money Thomas requires per annum to host and maintain the website.  There is allocation in TDC funding to cover website costs up to $1,000. 

Submissions / Funding:

•          Pete attended the Kaimanawa Forest Park consultation meeting re the facilities review for the area.  Current bilaws prohibit bikes in the back country.   He was asked if any idea how many use the forest unauthorised.  Pete replied he had no idea.  Guesses practically none - such a long way to go for a ride on a track which is not cycle friendly (ie. lots of bike carrying).  Pete suggested just leaving it as is for this reason.  The submission process on draft plan.

•          Richard and Lisa will meet prior to next meeting to put together a funding package.  Next big funding target is for the Kinloch to Whakaipo track.

Road Safety Campaign

•          Ads have started and road signs will be up by 27 October following that bus signage will be in place.  A press release will be submitted with a photo of road sign involved.

•          Need to think about wording for the final four ads.  Decision to be made via email.

TDC Cycle Strategy Team:

•          The team is keen to meet with Bike Taupo to catch up on how cycle promotion in Taupo is going

•          Freewheeling Fun Day is on Sunday 21 November.  Denise Landell of the team is co-ordinating.

•          Council’s next agenda (end October) includes Great Lake Walkway Reserve - Chad Street issue and cycling on walkway.  It also includes the whole aspect of enhancement and widening.  Pete stressed once again that we need to get the chicanes back in immediately.

Wairakei Forest Park:

•          Development Plan is coming together.

•          Concession has been signed and map boundaries for area to operate in to be completed to finalise matter.

•          Monthly working b’s are not that well supported and need to be cranked up.

•          New tracks will hopefully start opening soon.

•          Mountain Bike Club are hosting a summer series prior to Xmas.

Track Maintenance:

•          Craig Donnelly has been contracted to co-ordinate track maintenance each Wednesday on an hourly rate for 12 weeks.  Funded by the community grant received as part of the service agreement.

•          Priorities will be identified and delivered to him once a month for working on.

•          Some gully systems will be identified shortly as all agreed we need to make an impact in town as well.

Acacia Bay to Kinloch Track

•          Need that big funding now and then it will go ahead.

7.           GENERAL BUSINESS -

•          Rotary Ride Sign.   This was damaged during the Day Night Thriller.  Pete will fix stick back in.

•          Bike Taupo in Turangi: A few people in Turangi are keen to set up a Bike Taupo in Turangi.  Could perhaps be a subcommittee to Bike Taupo?  Some thought will go into this.

•          Map:  A double sided waterproof map will be prepared at a capital cost of $1,000. They’ll be sold at bike shops for $2.  Of this Bike Taupo will receive $1, Shops will receive $0.50 and the balance $0.50 will go towards printing costs.  The map will feature tracks at Wairakei Park, Spa Park, Huka Falls and Aratiatia.

•          Rapid Sensations: are keen to talk to us re Wairakei Park use.

•          Events involving Rotary Ride:  A group ran an event on the Rotary Ride without Bike Taupo permission (and Patuiwi’s).  The group has now guaranteed it will not do this again without appropriate permission.  The committee stressed that it is a public recreation track and should not be used for events due to safety etc.  The group will receive a letter stressing disappointment.

•          Patuiwi meeting:  Pete had a good meeting with Patuiwi purely to touch base with where we are at and news to date.

•          AGM:  All set for 27 October, 7pm at Events Centre.  Neville advised he would be standing down from the committee, everyone gestered they would stand again for 2004/2005.  The committee thanked Neville for his great work for Bike Taupo to date.

•          Mtn Bike Club AGM: Their AGM is coming up and Richard will deliver a report to it on behalf of Bike Taupo.

9.  NEXT MEETING:               

Wednesday 17 October 2004 - 7pm - Creative Café (or such other venue as advised)

MEETING CLOSED AT 8:55PM