At the Creative Café, Marama Arcade
7pm - 8:30pm

1. PRESENT: Gerry Dance; Lisa Rowland; Neville Peach; Thomas Schwarz; Jonathan Garlick

2. APOLOGIES: Else Tutert; Pete Masters

3. CORRECTIONS TO LAST MINUTES: No corrections made and minutes of 25 November were accepted by committee (Gerry/Jonathan)

4. INCOMING/OUTGOING CORRESPONDENCE
• Club received a welcome letter from CAN

5. TREASURER’S REPORT
Else Tutert, in her absence, submitted a report to the committee. This is attached. It was the committee’s decision to hold off on applying for a bank account until the group has become an incorporated society with a signed constitution. The Bank will then be re-pproached and Jonathan Garlick has registered his interest in becoming a second signatory to the account with Else.

6. MATTERS ARISING:
Constitution:
Pete Masters reported by email, in his absence, that Alan Vane is sending our completed Constitution to the IRD to make sure it is acceptable for no tax. He will then get back to us to arrange a special meeting to pass it. This meeting will require at least 15 members of Bike Taupo to be present. An email/communication will be sent to all members inviting them to attend this special meeting.

7. SUBCOMMITTEE REPORTS:
Media and Promotion:
• Gerry mentioned that he sent out to all people on his cycle database an ‘e-news’ which was prepared under the hat of Taupo Cycle Strategy Team. From now on future releases will be under the hat of Bike Taupo. Jonathan will take over the issue of the newsletter which will go out quarterly in March; June; September; December. The outline of the newsletter will be similar to that of Gerry's ie. with a Title summary and then sections (similar to CAN).
• Subscription forms have been handed to Corner Shop and Cycle World for distribution to those interested.
• Lisa handed out subscription forms at the TART’s Triathlon and Mark Aldridge of TARTs talked to members at prize giving about the importance of joining Bike Taupo to be a voice for raising Taupo’s cycling profile.
• The Bike Taupo stand at the Great Lake Cycle Challenge provided to be very popular with a lot of interest from both locals and out of towners. The day/evening was well manned. However, it appears a box with excess brochures and a few subscriptions have been misplaced the Great Lake Centre staff. Lisa to follow them up again as to whether its turned up.
Website:
• Thomas was congratulated on the great looking website. This was a new version sent to the committee to look at and approve prior to it going live on the Internet. There was a comment that it was perhaps a bit too ‘techno’ and would Joe Bloggs beginner computer user be able to comfortably operate it. It includes forums for chatting on line as well as buy/sell and exchange options. The site has been tidied up even more since we viewed it.
• Much discussion was had on setting up the member options and whether we allow anybody to access the forums or just members. It was decided that anybody logging onto the site can use the forums and from there they can choose to be a member or not.
• There will be an area on the website for the committee only to log-on and this will be purely for administration or ‘behind the scene’ work. For example areas for updating news articles, newsletters, and membership updating. There will be different levels for accessing membership.
• Gerry and Jonathan will prepare a letter as a welcome to Bike Taupo. Non-email members will be inputted into an Access database and a Word letter will be printed and posted to them as a welcome. Members with email access will immediately receive the computer-generated letter once they have subscribed. This letter will include an initial (able to be changed) password for accessing the forum rooms
• There will be an option to ‘cancel membership’ icon included in the website.
• Thomas is to make the minor changes and ‘go live’
• At the next meeting a laptop will be set up and we will be able to view the website. Much easier to see what needs changing or understanding if we can view it.
• The committee checked with Thomas the cost to date on setting up the website and he will submit an invoice in the New Year.
Huka Falls/Spa Park Track
• Gerry reported that the Taupo Gun Club is keen to allow a track and appropriate planting through their land. Gerry and Pete are to attend a meeting on a weekend in the near future to discuss with the representatives of the Gun Club.
• Sol Rutene of the Patuiwi Trust has had an informal chat with Pete and said that there are no problems with their land being used for the track. Although, Patuiwi have a condition regarding protection of the trees prior to them being felled. We will need to check on the details of this condition before agreeing. A draft letter will be prepared.
• It is the committee’s view that we focus on establishing the link as originally planned (ie using Patuiwi land and DOC land) to establish the crucial link to Huka Falls. Once this is established we can then focus on the Owen Delany / Gun Club track such that we have ready a new track once the Patuiwi block if felled.
Submissions:
Neville has started a letter to Taupo District Council on behalf of Bike Taupo letting them know of our presence and the need for additional funding. He will email Gerry a draft for comment.

Membership:
• Lisa reported we have now received approximately 15 new members by post. She stressed the urgency for getting confirmation of membership to these people - hence the need for getting website up and running and efficient communication links.
• Part of the welcome to Bike Taupo letter should mention that email addresses will not be passed on.
• Thomas has now loaded the Access Database on to Lisa’s computer however she has had trouble creating new members. Thomas mentioned a couple of things to check ie. if the read only section was ticked - needs unticking.

TDC Cycle Strategy Team:
The cycle strategy team reported as follows:
• Bike to Work Day is all go and includes those not working who would like to join the workers for breakfast! Craig Donaldson is more than likely unable to do the Ram Race in the States but is still willing to give a motivation talk. Proceeds will now go towards the junior development cycle squads in Taupo.
• A correction was made regarding the $2,000 grant from the Team to Bike Taupo. It was not mentioned at the last meeting that the Team has already granted $450.00 to Bike Taupo for the initial set up of the website etc. This needs to be officially recorded as being already deducted from the $2,000 grant. Accordingly the balance left is $1,550.00.
• Transit and the Safer Community Council has been approached regarding the Team and Bike Taupo’s wishes to reopen the culvert on State Highway One for bike and pedestrian access. The team is in the initial stages of investigation.
• The team mentioned the cycle look bike rack (picture sent be email to committee). The committee thought it a great idea. The team is to look at having one made for placing in a prominent place in Taupo. The committee is to choose their 3 best locations for a vote.

8. GENERAL BUSINESS
Banner: The colours have not turned out a vibrant as we want. Quality Signs however, have a large range of colours and we are sure that they will be able to help us with colours at the design stage. The committee to check with Pete at next meeting regarding the quote.
Pub Charities: Thomas emailed a list of pub charities. The committee to discuss at next meeting a letter to initiate contact/appointment with these organisations.

9. NEXT MEETING:

The Creative Café Marama Arcade (Jonathan’s business)
Monday 20 January 2003
7:00pm - 8:30pm

8. CLOSE OF MEETING: 8:45pm

Report for Bike Taupo Meeting
16 December 2002

Treasurer Report, 16 December 2002

I have had an initial meeting with the National Bank about opening a bank account for Bike Taupo. The bank needs the following documents to do this:
• Constitution
• Of the people who will have signing authority, the bank needs:
• ID
• one original paid utility bill or credit card bill (less than 3 months old, in the name of applicant)
• one original bank statement (less than 3 months old, showing salary details, in the name of applicant)

Because I am already a National Bank customer I don’t need to show all my personal details anymore. However, Lisa, who is not a National Bank customer, would have to. She raised the question why?, because we have a constitution we shouldn’t be personal liable. We have asked the bank this and they say that they want to check the ‘integrity’ of the persons with signing authority. They do not want someone operating the account, that has big credits on their own bank accounts.

Lisa and I decided to cancel today’s meeting with the bank and we will wait till we have the official constitution. We might also make some enquiries with other banks to see if we also need to show our personal details there.

At today’s Bike Taupo meeting the group might want to discuss this issue. Maybe we need to have another look at our constitution (what is in there about personal liability?). I still have no problems with operating the bank account for Bike Taupo as long as I am not personal liable.

I wish everyone a

MERRY CHRISTMAS AND A HAPPY NEW YEAR!!

And see you next year (on your bike!!)

Else Tutert