At Creative Café, Taupo   7:00PM

1. PRESENT:                 Pete Masters; Neville Peach; Lisa Rowland; Gerry Dance; Thomas Schwarz; Richard Balm Jonty Garlick; Bruce Jefferies. (Mal Kernot TDC Road Safety Co-ordinator - from 8:15pm).

2. APOLOGIES:            NIL

3.          CONFIRMATION OF LAST MINUTES: Committee agreed that the minutes of 31 March 2004 were a true and accurate record. Accepted by committee (Neville/Thomas)

4.          MATTERS ARISING:

(some of which is covered in Subcommittee Reports)

•         Event Signs:  Still progressing with Neville and Richard.

•         Constitution Changes: Now received advice from Accountants regarding change from auditor to reviewer.  Constitution will be changed to allow for accounts to be reviewed by a reviewer as a minimum requirement. May run into problems with Lotteries Commission as when applying for funding over $25,000 they will require ‘audited’ accounts not reviewed.  If and when we apply for funding over $25,000 Bike Taupo will then have the option to have accounts audited for this purpose.  Reason for the change is the expense in having accounts audited (audit costs are the same for us as is for a $2million turnover company).  Second change confirmed by committee - any one person might be chairperson for a maximum of 3 years.  Third change confirmed by committee is that at the AGM committee is appointed but appointment of officers to be made by new committee at next meeting. Pete to come back to committee with the correct wording from Alan Vane then it will be approved

•         Rotary Club:  Meeting with Rotary is set for Monday night (24/5/04).

•         Newsletter:  completed by Jonty.

•         Funding applications:  These have been sent off and some additional information required is being compiled and sent in support.  We will then await outcome.

•         Wairakei Park news release - Not done yet awaiting concession confirmation - then it will be a priority.

•         Road Safety Campaign - TDC - Mal Kernot to join the meeting at 8:15pm to discuss other funding opportunities.

•         Link for website hits - completed by Thomas.

•         Advocacy wording for walking strategy - completed by Gerry and Neville.

•         Investigating joining Bike NZ - Lisa spoke to Bike NZ (Analise) who advised that as we are a member of CANZ we are automatically under the Bike NZ umbrella.  Lisa is to receive a letter from CANZ and then Bike NZ supporting this. These letters can be used for future funding.  She also phoned Southern Trust who declined application for funding on basis of not being affiliated to Cycling NZ and advised the above.  Bike Taupo can resubmit application with support letters.

5.          INCOMING/OUTGOING CORRESPONDENCE

ß         2 April - from Mtn Bike Club - copies of letters from Bigfoot Adventures and their reply to them.

ß         13 April - from Lake Taupo District Sports Advisory Council - confirming success of application for funding from Council’s community sport funding.

ß         20 April - from TDC - confirming receipt of our letter 6 April

ß         28 April - from TDC - confirming receipt of our submission 2004-2014 Long Term Council Community Plan.

ß         13 May - from TDC advice of hearing date and time for Long Term Council Community Plan.

ß         6 April - to TDC - re sharing use of Lions Walk

ß         13 April - to Opus - response to their letter of 26 March re Broadlands Road Strategy Study.

ß         5 May - to DOC - re Whakaipo Bay/Kinloch

ß         6 May - to Transit (C Knaggs) - opening State Highway 1 culverts

ß         6 May - to Transit (M Kemsley) - opening State Highway 1 culverts

ß         17 May - Scottwood Trust - sending further information requested by email.

ß         19 May - Lion Foundation - sending further information requested by telephone.

                                                                Accepted : Gerry/Richard

6.          TREASURER’S REPORT

•         Accounts for approval:  Neville moved and Pete seconded that the following accounts be approved as to payment:

•         OK Computer - $405.00

•         Petty Cash - $40.00

•         Tarrant Contracting - $365.63

•         Tarrant Contracting - $3,619.69

•         Huka Honda - $258.00

•         Moneys received in:

•         Helistar (donation) - $300.00

•         Sports Advisory Council (grant) - $600.00

•         Mountainbike Club requires a paper trail regarding use of their funds donated.  Neville to dig out a copy of the Tarrant Contracting invoice and send to Mountainbike Club.

Treasurer’s Report accepted:  Lisa/Pete

7.          SUBCOMMITTEE REPORTS:

Media and Promotion::

•         Jonty was commended on another awesome newsletter and also for the great response article to Robbie Mac’s views on the new cycle lane to be added to the Control Gates bridge.  It appears that Robbie Mac has now produced a flyer, which has been distributed about the town to stir the council up about allowing Transit to complete this job.  The committee agrees wholly that Bike Taupo is in support of the change occurring and Jonty will write to the TDC confirming support.  The community needs to be aware that if too much stir is caused the cycle lane will not go ahead and the money Transit has earmarked for the project will be given to another area’s cycling initiative.  This Transit money is specifically for cycling initiatives and will be used for cycling initiatives whether in Taupo or elsewhere.  Gerry also advised that provision for a second river crossing from Nukuhau to town has been put in the planning process in the 2004-2014 Long Term Community Plan.

•         Once the signage is in place at Huka Falls re the new tracks, Jonty will promote mentioning funding sources.

Website/Membership:

•         The Mountain Bike Club now has their home page etc on the Bike Taupo site.  This is now live.  Thomas will now phone Len Malcolm to discuss their financial contribution to hosting fees.  Once agreed he will prepare an invoice from Bike Taupo to the Mountain Bike Club.   Gerry has also forwarded a copy of the email confirming Mountain Bike Club site to Taupo Cycling Club president.  It would be great to get them on board as well.  Also Gerry has been conversing with Vicki of the BMX club re the same subject.

•         Thomas produced some clever stats re. Hits and visitor to our site.  We have had 15,000 hits during May (7799 in April) the increase is possibly due to the issue of the newsletter.  For the last two months we have received a consistent 220 visitors to the site.  These stats will be used at the Council LTCP hearing tomorrow (20/5/04).

Huka Falls Extension Track

•         All extensions are now open with volunteers chipping away at the tracks, tidying them up.  The committee is receiving great comments and feedback on the extensions and they are being well used.  It’s not uncommon to see at least 19 different people out using the Huka region’s tracks during one ride. 

•         The Patuiwi land use 6 month fee is due for payment in the next month or so.  GroundEffect have approved the $1,000 sponsorship for the coming year’s land use fees and so Lisa will invoice them.  Once cheque is received we can pay the Patuiwi bill.

•         Wairakei Forest Park has approved a continuation of the re-routed track from Huka to the lookout on river left.  The continuation will go from the lookout to Helistar Helicopters and Café.

Submissions / Funding:

•         Submissions have gone out advocating cycling to Opus and TDC  re the Broadlands Road strategy study and  regarding shared use of the Lions Walk.

•         Received letter from Council regarding our time and date to speak in support of our submission regarding 2004-2014 Long Term Council Community Plan.

•         Currently three applications for funding sent out.  Two have come back requiring further information.  Richard said he would endeavour to gather everything possible they might require for future applications.  Lisa will help put together a ‘pack’ of standard info for copying for each application.

•         Need to send copy receipts to funding institutions where funds have been received - Neville to arrange  copies.

•         A big funding proposal will be put together for the Kinloch track.  The committee agreed that special meetings would need to be held focusing totally on the funding proposal.  Initial letters would be prepared seeking interest from funding avenues.  July is the next lottery funding round.  An economic case study would also be prepared

TDC Cycle Strategy Team:

•         Pedal Talk goes out in next Tuesday’s Taupo Times.  Jonty provided Gerry with some info on behalf of Bike Taupo.

Wairakei Forest Park:

•         Richard reported they group is taking it quiet until the concessions are sorted out.

•         On 30 May a kids Bikewise Mountainbike Jam will take place at the Park.

•         Mountainbike Club winter series is coming up.

•         The sub-committee is working on communication methods regarding maintenance of tracks.

•         First priority will be erecting a Notice-board at the carpark.

•         One member of the subcommittee is not working out and so a new person will be appointed in place.

•         A development plan for the Park will be prepared for public consultation over the winter.

•         Pete advised that the Commissioner has changed the concession agreement so things are still going backwards and forwards a little.

Acacia Bay to Kinloch Track

•         Richard and Pete will meet with the Lake Taupo Development Company (LTDC) tomorrow (20/5/04) where things will be ‘laid on the table’ in regard to each party’s aspirations.    The two parties need to be on common understanding.   LTDC and Bike Taupo’s philosophical direction and wishes will be established.

•         LTDC are looking at a Business Plan  including recreational and tourism opportunities.  The company needs to look at it economically.

•         Bike Taupo are still to only be involved with the track between Whakaipo Bay and Kinloch section. 

•         A Memorandum of Understanding will be prepared.

•         LTDC will look at getting access for the track through the private lands.

•         Terms of use to be sorted out.

•         Issues also include whether the use of land will be private access or public.  Public is ideal and possible over DOC land.  However, it may not be possible to have a public track on private land.

•         DOC is in agreement with the track on their land, however, long term maintenance and ownership of the track would need to be agreed upon.

•         LTDC sees Bike Taupo as an essential partner in the project.

•         A walk through over the proposed area of the track will be arranged in the next couple of months to confirm number of bridges required.  The aerial route looks good.   

•         Gerry advised that a track around the lake is included in the Taupo West Structure Plan.                               

•         Richard brought back some great ideas and information on tracks from his travels in Europe recently.  These ideas could be used and looked at for this project.

3.          GENERAL BUSINESS

•         Control Gates Bridge: see ‘media and promotion’ report above.  Further Gerry said the issue will be covered in the Pedal Talk column next week.

ß         Road Safety Campaign - Mal Kernot (TDC Road Safety Co-ordinator)

Mal joined the committee meeting at 8:15pm.   He spoke of funding opportunities within the Road Safety funds allocated.  Funding is available through Land Transport Authority’s Community Road Safety Plan (website:  www.crsp.org.nz - tap in cycling safety).  TDC is a provider for crsp however community groups are welcome to send the same application direct to the Land Transport Authority.  Mal advised that the Land Transport Authority encourages community projects and we should have no problems receiving money for appropriate projects.  A list of previously run campaigns is available on the website.

Funding is only available for campaigns and projects relating to education and awareness of road safety.  Ie. we would be able to obtain funding for sticking large stickers on the back of buses with a cycle-road safety message.  The funding is not available for Capital works (like paint markings on roads etc).

Applying for funding would include a full project descriptions including costs and even project management and research expenses could be covered. 

Applications can be obtained from Else at the Council.  Once we have an application ready we can give to Mal for checking.

Other ideas could include a campaign for ‘reporting cycle incidents on the road - 0800 number.  Or signage for event training.

The committee agreed that this would prove valuable and Mal’s advice has opened up the thinking paths for other projects.  The committee will think of some ideas for a campaign.

Mal was thanked for attending meeting to share his invaluable knowledge for funding avenues through the Land Transport Authority.

9.  NEXT MEETING:    

Wednesday 30 June 2004 - 7pm - Creative Café (or such other venue as advised)

MEETING CLOSED AT 8:55PM