At The Creative Café, Taupo , 7:00PM

1. PRESENT:  Pete Masters; Neville Peach; Lisa Rowland; Else Tutert; Jonty Garlick; Gerry Dance; Thomas Schwarz; Richard Balm

2. APOLOGIES: Nil

3.          CONFIRMATION OF LAST MINUTES: Committee agreed that the minutes of 26 November 2003 were a true and accurate record. Accepted by committee (Else/Gerry)

4.          MATTERS ARISING:

(some of which is covered in Subcommittee Reports)

•          Event Signs:  Neville has yet to prepare letters to organisations regarding signs prior to major events.  Richard saw similar signs near Welcome Bay in Tauranga and will investigate with their local council regarding erection and costs.

•          WairakeiForest Park Concessions: The Commissioner of Crown Lands has come back requesting that any group taking over the Craters of the Moons tracks/concessions pay a monthly concession fee of $150 + GST and up to $2,000 - $3,000 per event to the Crown.  Further, events would have to pay a bond for potential damage to the land.  Richard is to respond.  The committee agrees that we cannot and will not want to be paying monthly or yearly fees.  These guys now need convincing the same.

•          Constitution Changes: as follows:

o         Election of 7 seven committee members takes place at AGM.  Then that committee decides on officer’s positions.

o         Chairman may hold office for a maximum of 3 years.

o         Auditing - Richard investigating with Internal Affairs regarding acceptance of reviewed annual accounts to funding institutions.

5.          INCOMING/OUTGOING CORRESPONDENCE

•          2 December 03 - letter from TDC

•          3 December 03 - letter from TDC

•          16 December 03 - letter from DOC

•          19 December 03 - letter from Southern Trust

•          27 November 03 - letter to TDC - submission

•          29 November 03 - submission to TDC

•          19 January 04 - letter to TDC

•          letter to DOC Turangi

•          letter to DOC Waikato.

                                                               Accepted :  Richard/Gerry

6.          TREASURER’S REPORT

•          Treasurers Report up to November was received and accepted by the committee

•          Accounts to be paid:

o         Patuiwi use of land fee $562.50 plus GST for the next 6 months due 1 February 2004.  Neville to prepare cheque for sending.

•          Else advised that she wished to resign from the Treasurer’s position and the committee.  Pete nominated Neville Peach for Treasurer and Lisa seconded.  No other nominations were received.  Neville accepted position of Treasurer.  It was also moved by Lisa and seconded by Jonty that Pete Masters is nominated as a third counter signatory to the Bike Taupo account.  All were in favour.  Signatories are now:  Neville, Jonty and Pete and any two of the three must sign any cheques.

Treasurer’s Report accepted:  Thomas/Richard

7.          SUBCOMMITTEE REPORTS:

Media and Promotion:

•          Jonty wrote an excellent article on the Rotary Ride which featured in the Australasia Parks and Leisure Magazine which goes out to around 2600 members and around 1000 non-members read.

•          Taupo Times articles regarding hit cyclists

•          Website is working in that people are downloading maps for use.  Thomas will send to the committee the link to pick up stats re hits on the website.

•          Cycle Challenge - Pete, Neville, Gerry and Thomas helped with sending out challenge results booklet by putting a Bike Taupo postcard in each booklet - around 8000 went out in total.  Lisa reported we received loads back already by post and handed a pile to Pete to input into the website membership list.

•          100K Flyer - We will put the postcards on the results tables for people to take if they want.  Participants collect their certificates from these tables prior to prizegiving.

Website:

•          Membership stands at around 810.

•          Gallery is still to be added.

•          There will be a section added to the site encouraging members to join a volunteers list by subscribing to volunteers@biketaupo.org.nz

HukaFalls Extension Track

•          Gerry has communicated with Opus regarding the culverts situation along State Highway One and its sounds like a no go.  He was advised that Transit also need to be involved.  Could cost if went ahead around $60,000.

•          DOC has okayed the changes to the track leading from Huka Falls up to Helistar.  The trust monies received from South Auckland Charitable Trust will be used for this project.  Alternative routes need mapping out as there are stairs in the current track.

•          DOC have also enquired whether Bike Taupo would like to fund and change the Aratiatia track hills which are steep and not user friendly.

Submissions / Funding:

•          Have had the Southern Trust application returned requiring a little more information and resubmitting after 21 January.  Lisa to attend to

•          Richard looking at funding and costs for:

o         Tools to be kept on the Rotary Ride track for maintenance

o         Display stand.

•          Gerry is to approach Jeff of Taupo Rotary Moana Rotary to see if they are interested in funding future projects.  Gerry reminded the committee of the bike frame design, which serves as a bike rack - could be placed around town in focal points with naming rights as to sponsorship. 

•          The TDC Long Term Council Community Plan is currently being worked on and submissions to be made regarding gully systems etc.

•          Application to be made to TDC Community Grant regarding funding to assist Bike Taupo’s administration.

•          Perhaps Bike Taupo could look at income ie. sale of t-shirts with logos and other catch bike phrases on them.  There is apparent interest from members to purchase such items.

•          Else advised that there could be money in the TDC road safety community fund that we could be entitled to.

•          Further the cycle strategy team can apply for funds.

TDC Cycle Strategy Team:

•          Bike Wise Week:  Bike to Work Day is on 18-Feb and Lisa requested the help once again of Bike Taupo regarding man-power.  She will forward a copy of the flyer to Thomas for posting on the website.  CBD businesses will be forwarded a letter and flyer, it will also appear in the Taupo Times and be talked about on the radio.

•          New Paths:

o         A new ‘share with care’ path is currently being constructed from the reserve from Taupo View Road to Gillies Avenue

o         The Riverbank track has commenced and will go from Control Gates Bridge to Sewerage Plant at this stage.  A new ‘share with care’ path has commenced from Centennial Drive to Spa Park (following County Avenue).  These projects are links and part of the Team’s vision to see an off road path leading from central town to Huka Falls.

o         There will also be a widened path from Kahurangi Drive ( Rangatira Park) to Huka Falls Road and down Control Gates Hill

•          Bike Taupo Requests: The committee said the curb at Spa Park car park needs taking out to make it easier for cyclists to go from the car park onto the grass and the Rotary Ride track beginning.

•          Colour-coded cycle rides:  The team is looking at placing markings on the road colour-coded to coincide with the cycle brochure’s ride circuits.  The first one to be looked at is the Centennial loop 10K loop.

•          Town Cycle Lanes: Green paint will be used at intersections where cycle lanes exist ( Heu Heu Street).

3.          GENERAL BUSINESS

•          Bike Taupo Strategic Plan:  2004 goals to be put into next meeting’s agenda.

•          Signage Kimberley Reserve signs have been vandalised again.

•          Kinloch Track:  A good result at the meeting with DOC getting agreement to a lot of things.  The track could go ahead.  LTDC involved and Bruce Jefferies is keeping us informed with progress in this regard (they are looking at the big picture - a track around the entire lake).  Bike Taupo agreed they would only be involved with the track as far as Kinloch.

•          Good Responses - received good response from a lot of people regarding Bike Taupo’s work to date.  A case study of the Rotary Ride will be put on the website to help other communities achieve results for their own projects.

9.  NEXT MEETING:     

Wednesday 18 February 2004 - 7pm - Creative Café

MEETING CLOSED AT 8:40PM