At Creative Café, Taupo 7:00PM

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

2. APOLOGIES:          Thomas Schwarz 

3. CONFIRMATION OF LAST MINUTES: Committee agreed that the minutes of 19 May 2004 were a true and accurate record. Accepted by committee (Gerry/Jonty).

4. MATTERS ARISING:

(some of which is covered in Subcommittee Reports)

• Event Signs: Still progressing with Neville and Richard.

• Constitution Changes: Completed - special meeting has been advertised and set for 21 July 2004 for members to accept changes.

• Rotary Club: Gerry and Pete attended a Rotary night and presented a slide show informing the Club what Bike Taupo has been up to lately. It was well received. Good PR.

• Tarrant Contracting invoice for Mtn Bike Club - completed.

• Letter to TDC - cycle lanes - Jonty is progressing this.

• Mountain Bike Club’s website share - amount agreed, invoiced and paid. 

• Ground Effect invoice - Patuiwi payment - Ground Effect was invoiced and thanked when $1,000 was received. Payment to be made to Patuiwi Trust for next six months land use. 

• Receipts for Southern Trust - Neville will dig these out for Lisa to send off. 

• Road Safety Campaign - Committee came up with an idea, which is being progressed. 

5. INCOMING/OUTGOING CORRESPONDENCE

ß 18 May -from Southern Trust

ß 19 May - from Scottwood Group

ß Letter from CANZ

ß Letter from Bike NZ

ß 25 June - from DOC

ß 21 June - from Transit

ß Letter from Groundeffect

ß Public Notice put in Taupo Times re Special General Meeting.

Accepted : Richard/Pete

6. TREASURER’S REPORT

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

• Sign On - $309.38

• Patuiwi Trust - $562.50

• Moneys received in:

• Mountain Bike Club (website payment) - $180.00

• Groundeffect (sponsorship) - $1,000.0

• Pete reported to the committee that he had paid from his own moneys a bill due to Tarrant Contracting. The committee confirmed that once funding is received to cover this amount he will be reimbursed fully and the invoice will be presented.

Treasurer’s Report accepted: Lisa/Richard

7. SUBCOMMITTEE REPORTS:

Media and Promotion::

• Jonty is currently working on a newspaper article regarding the Huka Falls track networks and signage. The article will also include thanking sponsors and people involved in these works. He awaiting a response from the Taupo Times and will follow it up. Further he will add a reminder about the special general meeting next week.

Website/Membership:

• Thomas is out of the country for the next 8 weeks. He has advised the committee he is able to do some work on the website, if needed, from Germany.

• The membership currently stands at 908.

• It was agreed to promote the 1000^th member.

• Another membership drive will take place at the Day Night Thriller.

Huka Falls Extension Track/Rotary Ride

• Mostly completed now 

• Small amounts of maintenance ongoing 

• Pete to put down some matting on the clay hill (Huka Falls end of Rotary Ride).  

• Richard is to look into obtaining a track counter so we can begin to compile usage stats. A useful tool for funding applications and viability. 

Submissions / Funding:

• No submissions made since last meeting.

• Committee has come with an idea for the Road Safety Campaign, which is to be co-ordinated by Lisa. She has put together a funding application but we are unable to apply through the CRSP programme we were advised by Mal to apply through. This is due to the application acceptance date being in February of each year. Another avenue is the Road Safety Trust - they accept their next lot of applications in October, which is too late for our campaign. Gerry mentioned that the Council could possibly help with granting funding through their Road Safety allocation. Lisa is to present the application to the Cycle Strategy Team’s meeting on Friday 16 July. If this avenue is also a no go Bike Taupo will apply to CRSP in February 2005 and run the campaign next year.

• Lisa and Richard are to arrange a time to put together a funding package with all base information required for most funding institutions.

• Richard is looking at sending of another bunch of applications shortly.

• Another possibility is to look at approaching local professional businesses for funding.

• Pete is to meeting with Jean-Paul (TDC Community Services Manager) and eventually the Mayor and Chief Executive of the Council to look at support/backing with the Whakaipo Bay to Kinloch track.

TDC Cycle Strategy Team:

• Gerry reported that it’s been pretty quiet within the Cycle Strategy Team - due to the time of year etc.

• Pedal Talk has been going in each month .

• Kirsten Dent (roading) has joined the team.

• This year’s budget is allowing for green paint to be put through the intersections on Heu Heu Street as a continuation of cycle lanes from the white lines.

• Gerry mentioned the possibility of funding to Bike Taupo for the Road Safety Campaign (as mentioned above in Funding).

Wairakei Forest Park:  

• The subcommittee is working well together and achieving good things.

• All maintenance on current tracks is uptodate and they are now able to work on creating new tracks and working on their 5 year development plan.

• Last Working B had 13 people turn out

• A notice board and maps are in place in a good viewing spot these include bike only routes, shared routes and horse only routes.

• They are looking at putting place other signage mentioning how far it is to the next track and where you can go from certain points to make riding flow better.

• General feedback with the state of Wairakei Park is very positive and the area is going forward.

• 3-stage riding area will be logged soon and the subcommittee is looking at putting in new tracks so that when logged planting will be done around the tracks instead of tracks having to be made through the trees.

• A communication problem occurred between the Taupo Intermediate School and the Horse Treks when the intermediate staged a race on shared paths. Even though they horse treks were notified of the race and were okay with it, certain ‘roads’ were taped off for safety that the horse treks were unaware of. Behaviour between the groups deteriorated which resulted in a formal complaint being made to the Ministry of Tourism. A meeting was held to sort things out which was a little teething problem. It was overlooked that the Horse Treks have unimpeded right of access to Wairakei Park.

• For any mountainbike events staged by any group application must be made to Bike Taupo under their safety system. There are 3 race directors for any event - Pete Masters; Richard Balm and Len Malcolm. One of these people must be present at any event staged.

• Agreement with the Minister of Crown Lands is progressing. There is an understanding that Bike Taupo pay $1 per year for access with a flat fee being paid per event with 30 - 40 event days being allowed. Minister has a hang-up with Bikewise Week due to the profit made at the event - but its been agreed to put this hang-up aside.

• Pete will eventually have to go to a meeting in Wellington with the Minister of Crown Lands.

Acacia Bay to Kinloch Track

• A Memorandum of Understanding has been prepared between Lake Taupo Development Company (LTDC) and Bike Taupo.

• A draft Memo of Understanding has been done after meeting with DOC and Bruce Jefferies (LTDC). Bike Taupo is to look over this. The biggest issue is maintenance of the track. An outside party needs to be involved for long term maintenance.

• Another issue is who uses the track. If Bike Taupo (advocating for cyclists) puts in the track and a large percentage of DOC customers (walkers) use it then DOC would need to pay us. Track counters could be put in place to monitor this.

• Bike Taupo will probably own the track as its too hard for DOC to. A concession would be granted to Bike Taupo for the track. Any commercial operators would have to apply to Bike Taupo for concession.

• A track crew (now known as Ministry of Works!) has been confirmed and they are keen to take on the project. Richard presented a draft mandate for the committee’s acceptance. The Ministry of Works will be a subcommittee like the Wairakei Park Subcommittee. They will still be answerable to Bike Taupo and certain things will have to be approved by Bike Taupo - as set out in the mandate. Bike Taupo will appoint a chairman to the committee. Some of the specific jobs of subcommittee members include - funding - route finding - consultation/media - finance/treasury GST registered.

• The Ministry of Works now seeks Bike Taupo Committee approval to take the project on. The committee confirms its approval provided the following:

1. 100% financial backing is secured prior to track construction

2. A sustainable maintenance programme operating with long term funding is in place prior to track construction.

3. The Ministry of Works produces a project plan to be approved by the committee.

Gerry moved that the Whakaipo/Kinloch track project is approved subject to the above three conditions. Seconded by Lisa. All were in favour.

• A display of the proposed project will be featured at the Day Night Thriller at the Bike Taupo stand.

3. GENERAL BUSINESS -

No general business.

9. NEXT MEETING:

Wednesday 1 September 2004 - 7pm - Creative Café (or such other venue as advised)