MINUTES OF MEETING

Tuesday 20 November 2012, 7:00pm

Waikato Regional Council Building, corner of Paora Hapi and Titiraupenga Streets, Taupō.

PRESENT:   Shorty Hughes, Cath Oldfield, Julie Norris, Rowan Sapsford, Ian Jensen, Mike Keys, Pete Masters, Pete McFarlane, and Thea de Petris

APOLOGIES: Karyn Hutton, Mark Gibson, Keith Crate

Thea arrived with Jason from Brisbane.  He was in town with 9 more mates and had been riding tracks.  They were on an organised trip and flew into Auckland.  They had been working their way down and riding places on the way.  He enjoyed W2K and said that they would definitely stay in Taupō next time.  He said that they would like to buy a momento or souvenir, like a T shirt, but couldn’t find any GLT or Taupō ones.  He said they would buy something in Rotorua instead.  He liked Taupō’s streets and specifically mentioned the traffic calming.  He felt the town was fresh and clean.
 

      Actions Outstanding to January 2013    Name    Status
1.    Toilets at Craters.     Shorty/Cath   
2.    Tunnel at car park in Craters.     Shorty/Bruce/Gary   
3.    Taupō Moana Rotary money for track rebuild.  Huka money to be used for Cycle Active bikes. Sales & Purchase agreement. Waiting on reply from Rotary.  Contact Rotary again.    Cath/Thea   
4.    BNZ changeover.    Karyn/Rowan   
5.    Independent accountant to audit books.  Committee to approach anyone who might be BT friendly.    Pete Masters    
6.    App for BT.  Start thinking about how/costs etc.       
7.    Hot Water Bridge funding    Pete/Cath   
8.    Strategic Plan    Committee   
9.    Celebration    Julie   
10.    Call a Special General Meeting when yearend financials done.  Check constitution about timing of AGM to ensure that we have books ready from year end.    Mike/Karyn/Rowan   
11.    Z funding    Cath   
12.    Partnership approaches.  Spreadsheet, contracts and invoices.    Julie/Mark/Cath   
13.    Funding for Hot Water Bridge    Cath/Pete   
14.    Flag.  T shirts.         
15.    Annual TDC report in New Year    Rowan   

CONFIRMATION OF PREVIOUS MINUTES:  Cath/Shorty
MATTERS ARISING:

Toilets – Resolution to apply for a further $25k to build both toilets.  Shorty investigating building the first one now with Lion’s $20k.  Prudent to put in slab and tanks for two at this time.  Attempt to build one at least.

LTCC/Taupo Moana Rotary -  Cath has sent an email to see where we are, but no reply.  Cath will follow up, maybe in person as Pete Boomen needs to be paid 1 December.

BNZ – Thomas and Karyn in process of changing

Logo Shirts – Shirts done and look very professional.  Thanks Julie.

Independent Auditor – Pete Masters has a couple of bike friendly people he wants to ask.

AGM Financials – Mike to check constitution to see about timing of AGM so that we have the books done for the AGM.  Will need to call a Special General Meeting to pass the books when Strettons finished.

ELECTION OF OFFICERS:

Rowan moved that Karyn remain as Treasurer.  2nd Shorty.
Julie moved that Mike Keys be Secretary.  2nd Thea.        All in favour 

CORRESPONDENCE REPORT:

Inbox:  Z service stations offering $5k to local community organisations.  Cath to explore.

Outbox:
                               
TREASURERS REPORT:
No report.  In the process of changing banks and year end books still at Strettons too.  Full report next meeting.

KEITH CRATE REPORT:
No Report

MANAGER’S REPORT: 

Eastern and Western link Tracks
Maintenance  is going OK just a day’s spraying to do before Xmas on the RR
Most tracks all in good order for the Huka
Those that are not being used have all had a clean-up as well
Have spent a day on the TDC Waikato River tracks so they remain open for the next year
Have also done a day’s work on TeTotara Gully putting in a safety fence at the big drop and set out the new section to make that better
Have looked at TeTotara Gut and it would be very easy to make a route around the broken bridge so we need to have a chat about this Do we take that track over from Doc and make it work for us

Craters
All in good order for the Huka
Maybe three days spraying on the odd tracks and that’s it before Xmas
Still getting the odd trees coming down when it’s windy
New Tank Stand is all in and getting great feedback that it’s great to have a nice easy up hill to feed the other tracks
Set out has been done on Cork Screws replacement so things moving along
Signage is a bit slow going up, that’s my fault we have just been to busy getting things open but have temps in place
Will look at the Tunnel and toilets after the Huka
New map looking great on the info boards

GLT
Process is good still one machine in rock but other moving along quite fast
Little digger now on that job as well with Jason doing tidy up work behind the others

Have a planning trip to the lake landing area  on the 28th
Bridge will be finished this week
Toilet going in at China-mans the following week
Will have the crew cutting back veg on W2K  on the 28th so all in good order for Xmas
                        Pete Masters moved/2nd Rowan

GREAT LAKE TRAIL:
Election of officers for sub-committee. 
Alan Vane as Chair.  Chad Hooton, Mike Langley, Terry Slee, Mark Gibson, Pete Masters, Pete McFarlane, Thomas Schwarz and Karyn Hutton.        
Moved by Thea/2nd Rowan.  All in favour.

URBAN JUNGLE:
Suggestion that maybe BT should put in an appearance at a committee meeting of each cycling club once a year, or so.  Some have BT people involved anyway, but might be good to keep contact.  Most networking is done informally anyway, usually at Plateau on Friday nights!
 
KIDS BIKE TAUPŌ:
Thea has a meeting with Contact and Paul McArdle from Bike On NZ on 4 December to look at a case study to send to Contact in Wellington.  Well done, Thea!!

Thea also met with Christine Hutchison from TDC to talk about getting bikes into schools.  She is very aware that TDC is helping with transport, storage, bike usage and funding and wanted the communication open. 

Cath has been taking 25 or so bikes to various schools at lunchtimes.  The kids love it!  Even went to one preschool and was well received.  The transport issue is only temporary with Cath using TDC van.  Ideally a big van from a sponsor that we could book when we need it. 

WAIRAKEI:
Wairakei 8 Wisemen
29 October 2012            6pm @ Vine
Present: Carwyn May, Brent Cameron, Len Malcolm, Peter McFarlane, Eddie Edhouse and Shorty.
Apologies: Alex Fierro and Brendon Reynolds
Logging
Update of logging.
Logging finished.
Bike tracks reconstruction.
Tank and Walters Wiggles open.
Toilets and second Tunnel for car park.
Have $7k funding from Southern Trust the tunnel so far.
Toilets $20k approved funding from the Lion Foundation and $5 funding from the MTB club -still short approx $15k
Map
Latest Craters map design shown, we went over the map and got some ideas together. Copy of maps given out to every one and are to be returned to Brent ASAP.  Action: Brent will set up a meeting with Rowan to go over the map changes. 
The Wairakei Sub-Committee would like to see the next draft please before it is printed.
Shorty has GPSed and sent data to Ro for the new Lake Hire Link, Tank and Walters.
Track descriptions and grades for the new website
Action: Len will update these in a word document.  Draft at next meeting please.
Would be good if this printed on an A4 page (using the whole page), instead of how it printed off the old website. (approx 4 pages worth)
Taupo ride planner
Route finder for bikers new to the area (similar to the Rotorua one) gives different loops and approx time/grade. Action: Brendon and Carwyn will work together to work out some graded loops, draft at next meeting please.  
Wairakei Resort Hotel – possible new track.
Access track to the new area (back of outback) and Craters MTB park from Wairakei. Hand cut done by volunteers, Monday night boys, Mad engineers etc... and maybe look at a grade two loop track as well – Action: Brent will meet with Kathy Guy, with idea and basic boundary map to seek permission. Will require more detail of exact location of track once permission is given.
Marshals for Huka and info for newsletter (Pedal Talk)

Next meeting 
Wairakei sub- committee MTB reps appointment.
Go over the draft of the craters map, Taupo ride planner and track descriptions.

Following meeting
Bike Taupo has asked if there is a long term plan for Craters approx 5 years. At present we have a yearly development plan. A long term plan would help us (BT, MT Club and Wairakei Committee) to plan $ required future development of track system, maintenance and maybe a storm damage fund and permission from LINZ. Put your thinking caps on - need some ideas and costs, then will put ideas past Bike Taupo Committee.
Looking at refreshing the team.  Stay in communication with stakeholders in Wairakei.  Two from MTB Club and BT appoints other people.  Nominate Ian Jensen and Shorty Hughes as BT reps.
                        Moved Pete/2nd Rowan

MEDIA/PROMOTION/WEBSITE:

Cath suggested having a portable teardrop style flag to put up when BT is being represented.  Ian said he has just purchased one for $600.  Put it on a to do list.

FUNDING/PROJECTS:

TDC/SUBMISSIONS:

Annual report to TDC due in New Year.

NEWSLETTER:
All information to Shorty please.

GENERAL BUSINESS:

Contracts/Agreements for Partners.  Cath to make up a spreadsheet and invoices.  Work with Mark and Julie.

Meetings 3rd Tuesday each month.  Agenda to be posted a week before with the ‘Things I Should Do’ box on it.

Cycling Summit follow up.  The main points were - funding, raising cycling awareness, Poihipi Road safety, getting a valuation of cycling to the district.  Meeting on 11 December with TDC.  Suggestion of Cycling Ambassadors.  Volunteers who want to go out with visitors on rides.

Town Exposure.  Julie thought we need to promote routes in town.  There is a map of lunchtime rides and walks.  Do we need it on website?


Meeting Closed:  9.10pm

Next Meeting: EW Tuesday 15 January 2013 7.30pm

Dates
Tuesday 15 January 2013 Committee Meeting

Signed as a true and correct record


_________________________________                Date: ___________
Rowan Sapsford  (Bike Taupo Chairman)

BIKE TAUPŌ INC.

MINUTES OF MEETING – Tuesday 19 March 2013, 7:30pm 

Waikato Regional Council Building, corner of Paora Hapi and Titiraupenga Streets, Taupō.

 

PRESENT:   Thea De Petris, Ian Jensen, Shorty Hughes, Julie Norris, Cath Oldfield, Mike Keys, Pete Masters

 

APOLOGIES: Mike Langley, Keith Crate

 

CONFIRMATION OF PREVIOUS MINUTES:  Need to change the wording about the Girls on Bikes in Outward Correspondence referring to events being run on the GLT.  What should it say? Keith wants it noted that it was never requested that the track be closed for the event.  

 

MATTERS ARISING:

 

Toilets – Cath has applied to Transpower

 

Tunnel Audit - 3 for the price of 1! Cath needs invoices/photos etc to do audit to Southern Trust.

 

Coaster Rebuild -  

 

Phone App – WiP

 

Hot Water Bridge Funding – Sent to Nautilus Foundation

 

Strategic Plan – Cath to write up from draft done with Alan Vane

 

Special AGM – Date set when Year End Accounts are finished.

 

Partnership Approaches – See M&M report

 

Strategic Plan – Cath to write up from draft done with Alan Vane

 

Flags/T Shirts – See M&M report

 

Annual TDC Report – WiP

 

Website – See M&M report

 

IMBA Taupō Photo – WiP

 

Concession Policy for GLT – WiP

 

Trail Ambassadors - WiP

 

Huka Falls Subdivision Submission –

 

Lonestar/100% Lake Taupō –

 

Constitution Rewording –

 

CAN Conference 13/14 April –

 

Kids Bike Taupō Contract/Public Liability Insurance – Covered under BT, if programme is under BT

 

CORRESPONDENCE REPORT:

 

Inbox: 

20/02/13MTB Club invite to final of Summer Series

27/02/13Rebekah Willink with query about dogs on tracks

27/02/13Survey questions – forwarded

03/03/13Wildlife on W2K – sow on track

03/03/13Will Levy query about guides for Australian riders

04/03/13Taupō Sports Advisory Council replied that Kids Bike Taupō a suitable project for their funding

10/03/13Ivan Rudd from Rotary Club of Taupō Moana with $5k

11/03/13Chris Morris – Double Dammed race cancelled

19/03/13Geoff Smith from Malcolm Flowers Insurance to say that Public Liability for Bike Taupō will cover kids biking, so long as programme under Bike Taupō

19/03/13Will Levy would like to apply for concession

 

Outbox:

01/03/13Reply to Rebekah Willink – dogs ok if they are under control and poo cleaned up

04/03/13Rowan replied to Will Levy to say he needs to use concession businesses or apply for his own concession.

04/03/13Christine Hutchison invited to CAN AGM.  Unable to attend.

Julie moved/2nd Mike Keys

TREASURERS REPORT:

 

Report moved by Karyn/2nd Ian

 

KEITH CRATE REPORT:

 

MANAGER’S REPORT:  

 

Craters 

Not much on the tracks apart from the New Cork Screw is half build 

Have the funding for the new Coaster but will wait until the Cork Screw is completed before starting 

Other tracks are getting a hard time from the dry weather 

The Toilet is in and looks great and is in use 

We had a issue with last weeks MTB Thursday race being run in the wrong zone with luck this has been sorted but I was very disappointed with the MTB club 

PD 

All going OK including a visit from the Minster Rowan can give more on that. 

Eastern Tracks 

I have never seen the Rotary Ride in such a bad state because of the dust and traffic 

Will have to look at realigning the bottom of the Huka Lodge down hill as its to steep and cutting out I was not happy with the alignment at the time and time has proved me correct on this 

TDC went and put a spraying contractor down the Rotary Ride down hill and he cut the punga's down so he could drive along the track 

I have followed up with Alison on how this happened as we have always looked after the spraying etc on these tracks will report more at the meeting 

W2K 

All good boys have been doing some veg work while we are sorting out some GLT issues 

 

GREAT LAKE TRAIL: 

Waihaha is open 

The crew have started work on the water fall section This will take about two months 

Track counter at Chinaman's showing very big numbers

Accident

Rider had to be flown out of Kawakawa Bay track in the GLT

 

URBAN JUNGLE/KIDS BIKE TAUPŌ: 

1. Contract for Cath  - Mike Keys in process of editing contract. Once completed and Cath is satisfied, Mike, Thea and Ian will approve contract based upon authority given to these committee members at the previous Bike Taupō Meeting.

2. Cath’s update on school visits/holiday programmes –

 

I am having a great time, as usual, taking these bikes into the schools.  Since the last meeting I have been to St Pats, Taupō Primary and Waitahanui.  St Pats and Taupo Primary ‘get it’ and I have been there lots of times now, but it was my first time at the Kura at Waitahanui.  I wish you all could have been there; it was the best time EVER!  They have tracks along the river behind the school already and they just loved having bikes that worked.  I have left 6 good bikes there for a week or two and will change them for some recycled bikes that they can keep permanently.  They really could do with some helmets, but we will find some.  The only problem was that there were six punctures due to blackberries and that my Te Reo is hopeless.  It looks like my hours at the AC Baths are going to be halved, which is a good thing because I will have more time to do this real work.  If we could at least get tracks built in all the schools, kids can bring their own bikes to school and we can still take these bikes in for those who have none. 

 

I have been asked by School’s Out to do a session in the holidays and I said that they would need to pay, as funding shouldn’t be used for a private business.  They are fine with that.  Do we want to invoice them as Bike Taupō?  Will need to because of PL Insurance.  I said it would be $75 to take the bike to them.

 

I am applying to Taupō District Council Community Sport Fund for $3,500 for School Visits, maintenance and ten helmets.

 

I contacted Malcolm Flowers Insurance about our Public Liability Insurance and if it would cover this programme.  This is the reply.

We would confirm that Bike Taupo Inc, liability policy extends to cover the activities while on school premises.

Thank you 

Geoff Smith

 

I am talking with Skills Active and working with Mike Rendall at TDC to get some people trained in MTB Instructing so that we can offer mountainbiking at the Stadium through their Active Schools Programme.  Mike has Lion Foundation funding to pay for training and running Active Schools.  Does the committee see any problem using the BT bikes for this programme?  It is still getting school kids biking.

 

Income Outgoing 

TDC3,000Purchase of bikes4,750 

Hap Cameron             522. 40School visits @ $502,000 

Bike Hire 120Bike Maintenance1,000 

Total3,64210 Helmets @ $25  700 

2 x Helmet bags @ $120   240 

Funding Needed5,148 

 8,790Total     8,790 

3. 2013 budget for school programme.  The flag has been removed as M&M is getting one.  Thanks!

Cath has set up an budget spreadsheet in the dropbox. As outlined in last report, we still require 4,598 of funding for this year to break even. Cath has yet to be paid for her time or travel costs.

As approved during last meeting Cath will be applying for funding to cover these costs but it would be good if there was some available funding available through Bike Taupo presently. 

4. Contact Energy proposal is still in negotiations. We have met with Contact and Cycle Challenge Management as Contact is keen to see some of the profits from Cycle Challenge go to this programme. Outcome of this meeting was positive, everyone sees the obvious fit. Hayden from Cycle Challenge is working with Paul to see if any further price reduction in gear for schools can be achieved from his sponsors. Also a 10 minute presentation is to be given to Rotary Moana 18 April – this is first step to get trustee approval for funding. Paul will most likely come up for that 10 minute presentation.

Presentation also scheduled with DHB in Rotorua in April regarding possible funding.

Lastly we are working with Higgins to get approximate costs for track builds with their sponsorship input.

Negotiations are still proceeding with Contact. 

Crater’s MTB Park – Wairakei Forest

 

Wairakei Meeting  - 18 March 2013

Craters MTB Park  5.30pm

Present; Spike, Bruce, Pete, Eddie, Brent and Shorty

Apologies Len and Wizz

Track up date

Corkscrew  - will be renamed Beagle Boys – ½ down the downhill close to the flats.

Coaster – Pete and Bruce marked out, 2 bridges, slightly downhill all the way, Collar bone drop will still be there.  Digger and handcut. $5k Rotary and 20hrs donated digger time by Scrag should nail it. 

Squirt - finish this track and put the skills area back in.

Tracks have been well used and this shows by the wear and tear and dust, as it rains the tracks will be fixed up especially SH fun, Tank downhill, Walters Wiggles etc.. 

Toilet first one is in !!! A huge effort by and big thanks to Shorty. Track crew to check daily Mon – Friday and Members check during the weekend. We require a box to put the cleaning gear in and a combo lock so we can all access it.  Not camping signs - more of these will go up. If we have problems with free campers in the car park the toilets will need to be removed. 

Kegress/Ferret connection – so this track is used a bit more looking at put a link entry and exit from Ferret in to Kegress. 

Wairakei Bayview

Brent talked to Kathy Guy who is more than happy for us to build a track around the Golf Course – just keep her informed of what is going on. Sorry no funding, but happy to give prize for a fundraising event eg night at the Chateau. 

Squeeze will be put in top of hill behind the hotel.

Signs require updating True Left of Aratiatia and Wairakei Tourist Hotel. 

Steam field area – approx 6 years before this are is logged. 

Funding/Sponsors

Big thank you Eddie for the contact with First national this has led to 2k per year and maybe more in the future. Any connections to potential sponsors please pass on details to Spike.  First national Tourist trap is go. 

Strettons Drop – Outback ramp – Strettons does BT books approx. 8k a year.

Managers Corner – SH Fun and Squirt tunnel intersection.

Scrag Squirt or something similar 

Sponsors board in the shelter at Craters MTB Park carpark

Corrections

The Minister of Corrections Anne Tolly visited Craters MTB Park for an hour and is happy with a track being called Beagle Boys and has seen the work the crew has accomplished.  If we have a natural disaster in the park we may be able to call on corrections for chainsaw and labour to clear the tracks.

Website

Check to see what maps you can access or print off – a Whakatane group in the weekend could only access the old orange map?

Maps in carpark require up dating. 

Loops

We went for an hour ride Squirt/SH fun uphill/BBC and the new extension/tourist trap.

Different coloured arrows for the time/distance of the ride.

Photos

We need some new and old photos please to go on the website and to used for media/promotions.

Map

Any updates for the next edition please email Shorty. Shorty will GPS new tracks and extensions eg, Totara Gully, BBC extension, Beagle Boys , Squirt. 

Long term Plan – WIP

 

MARKETING AND MEDIA:

BT Marketing & Media Report March 2013

Flag

Has been ordered from Sign On at a discounted price of $450 inc GST.  Normal cost is approx $660.

T Shirts

Design being done by Me Creative.  

Media 

Taupo Weekender– Waihaha Track 07/03/2013

NZ by Bike- GLT blog by Matt Kyhnn 12/03/2013

Facebook- 674 likes

Chainlinks- Summit article, Issue 1 February 2013

Mark is noticing an increase in Aussies who are here specifically to ride the BT tracks. Usually as an add on to Rotorua.

Donations

January $341.50

February $363.40

Website

Have received quotes from KMMS & Me Creative to transfer our current website to their platforms. The prices vary significantly.  Further discussion to be had with KMMS as scope has been extended to include a GLT website within the BT website.

App

A quote has been received from KMMS, which the subcommittee is considering. 

Photos

We need more pics.  There is supposed to be a Photo folder in Dropbox but I can’t find it so have started another.  Request the committee drop all relevant pics in it.  Please label, date & put in sub folder if necessary.

A notice is on Facebook and website & will be in the next BT newsletter asking for photos that we can use on the website & publications.

Partners

For our records, any discussion with Partners/potential Partners must be recorded in BT Relationship & partner database in Dropbox/Partners.  

Ian;Has spoken to Alex Keys from Truss and Keys. Alex doesn’t think they can commit $1500.00 to sponsor a track but will definitely provide some $$$ but unsure how much.

Has been back in contact with Matt Cronin from Lone Star and will be meeting with them next week to see what their thinking is.

              Hasn’t heard back from First National to confirm their total amount but will get this finalized next   week.

Julie;Has spoken to George at Zest. Interested in listing on maps next round.  Requested donation box be removed, as it is too big for their counter.

Has spoken to Charles (manager) at Body Fuel, they have a no donation box policy, keen to support BT via vouchers.

 

FUNDING/ADMINISTRATION:

 

In February I have - 

•Been working on the draft version of the Strategic Plan

•Attended meetings with Thea De Petris and Rowan Sapsford 

•Received and replied to various emails

•Explored funding options with Taupō Sports Advisory Council

•

I am waiting on a quote for helmet bags and could really use a copy of the year end accounts to send with the Sports Advisory application, due 28 March.  I will wait until next week and then just use 2011 with an explanation.  Will also apply to Grassroots and maybe Youthtown for Kids Bike Taupō.

 

TDC/SUBMISSIONS:

 

NEWSLETTER: 

All information to Shorty please. 

 

GENERAL BUSINESS:

 

Mayoral Campaign

 

Meeting Closed:  

 

Next Meeting: EW Tuesday 16 April 2013 @ 7.30pm

 

Signed as a true and correct record

 

_________________________________                Date: ___________

Rowan Sapsford  (Bike Taupo Chairman)

MINUTES OF MEETING

Tuesday 23 October 2012, 7:30pm

Waikato Regional Council Building, corner of Paora Hapi and Titiraupenga Streets, Taupo.

PRESENT:   Thomas Schwarz, Shorty Hughes, Cath Oldfield, Karyn Hutton, Julie Norris, Mark Gibson, Rowan Sapsford, Pete Masters, Pete McFarlane, and Thea de Petris

APOLOGIES: Mike Langley
 
This meeting is not a full meeting.  It is mainly to be prepared for AGM next week.


CONFIRMATION OF PREVIOUS MINUTES:  Cath/Shorty
MATTERS ARISING:

Maps – Done, thanks Rowan.  Will update in subsequent printings.

Tunnel – Southern Trust funded $7,000.  Will use some of MTB Club donation for shortfall.  Will use Gary Patterson as others are tied up on GLT and Craters rebuild.  Bruce and Shorty will talk to Gary.

LTCC/Taupo Moana Rotary -  Cath has sent an email to see where we are, but no reply.  Will have another go.

BNZ – Thomas and Karyn in process of changing

Logo Shirts – Julie had a catalogue and it was decided to get the plain black sports shirts with the BT logo on front and JFDI on the back.  Get a sample and then one each for committee people to start.




Bikes in Schools – Thea organised a meeting with Sue McLean from Sport Waikato, Keith Crate and Sandy McCulloch from Mountainbike Taupō.  They came up with a three tier approach to biking in schools.
Level 1 – BT bikes to schools for lunchtime free riding.  No structure, fun only.
Level 2 – Kiwi Sport biking in schools run by Sport Waikato, using BT bikes.
Level 3 – Feeding the keen kids into the BMX and MTB clubs.
The $3,000 per year funding from TDC will be used for bike maintenance and cost of ferrying bikes to the schools.  Bikes to be maintained at end of Term 4 and Term 1.  Pay lunchtime person $50 each time.  Extra funding may be needed.  Bikes remain at TEC and Cath looking after them.  Use of TDC van for transport for now, but we may need a more guaranteed system.

Bike On – The scheme to get bikes and tracks into schools permanently is the long term goal.   organising a presentation to interested parties at BNZ on Tuesday 13 November.  After some discussion it was decided to include the launch of the Partnership Programme at the same time.
Great work, Thea.  Thank you.

AGM – Emailed all members and posted on Facebook and website.  Suncourt 7pm 30 October 2012.  $250 on bar for drinks.  Preliminary books for AGM at accountants.  Unlikely to be ready.  Should appoint an independent accountant to audit.  The secretary needs to be on the committee, so with Cath as Administrator a secretary will need to be appointed with new committee. 

CORRESPONDENCE REPORT:

Inbox:  Deed of Variation

Outbox:
                                Cath moved/2nd Thomas
TREASURERS REPORT:
No report

KEITH CRATE REPORT:
No Report

MANAGER’S REPORT: 
Pete Masters asked if we could apply for funding to replace the bridge at the start of the Rotary Ride, over the Hot Creek.  It needs to be wider to take a digger and higher so that it doesn’t get washed away in heavy rain.  It is also an important gateway to the track system and it would be great to make it a feature.                          Mark moved/2nd Rowan

GREAT LAKE TRAIL:
Photo of waterfall that the track passes.  Usually only kayakers and boaties get to see it. 

URBAN JUNGLE:
 Keith is working on Poihipi Road safety campaign.  Rowan is being kept in the loop.

YOUTH CYCLE PROGRAMME:
Covered in Matters Arising

WAIRAKEI:
Tracks on track for Huka.  Marshalls needed.

MEDIA/PROMOTION/WEBSITE:
Ride Centre media release to go out tomorrow.
DGLT have an idea for a regional map, incorporating all rides in the nearby district.


FUNDING/PROJECTS:
Received $20,000 from Lion for toilets at Craters.  This will pay for one.  Maybe build one for now and then reapply for another.

TDC/SUBMISSIONS:


NEWSLETTER:
All information to Shorty please.

GENERAL BUSINESS:

Strategic Plan – Need for the new committee to get the Draft Plan into a formal structure.

Celebration – Julie suggested that we have a celebration.  Need to have fun.  Kinloch was suggested as there is riding, food and play options.  Sunday 25 November after Cycle Challenge.

Wilding Pines – Shorty informed the meeting that the wilding pines work at Kinloch would begin next week.

Meeting Closed:  8.45pm

Next Meeting: EW Tuesday 20 November 2012 @ 7.00pm.

Dates

• AGM Tuesday 30 October 2012 7pm
• Tuesday 13 November 6pm Partnership Launch BNZ Tongariro Street
• MTB Club AGM/Film Evening with Karen Hanlen Thursday 15 November 6pm $20
• BMX Club Quizz Night 7.30pm Thursday 15 November The Shed
• Next Meeting Tuesday 20 November 7pm EW
• Friday 23 November 2012 4pm Bikefest Kids Course
• Saturday 24 November Huka Challenge and LTCC
• Sunday 25 November BT Celebration Kinloch Foreshore 4pm

Signed as a true and correct record


_________________________________                Date: ___________
Thomas Schwarz (Bike Taupo Chairman)

BIKE TAUPŌ INC.

 MINUTES OF MEETING – Tuesday 19 February 2013, 7:30pm 

Waikato Regional Council Building, corner of Paora Hapi and Titiraupenga Streets, Taupō.

 

PRESENT:   Mike Langley, Thea De Petris, Ian Jensen, Shorty Hughes, Julie Norris, Cath Oldfield, Mike Keys, Pete master

 

APOLOGIES: Rowan Sapsford, Mark Gibson

 

CONFIRMATION OF PREVIOUS MINUTES:  Thea/Ian

MATTERS ARISING:

 

Toilets – Cath has applied to Transpower

Tunnel -  3 for the price of 1! Cath needs invoices/photos etc to do audit to Southern Trust.

 

LTCC/Taupo Moana Rotary -  Received $5,000 to be used on Coaster

 

Phone App – WiP

 

Hot Water Bridge Funding – Sent to Nautilus Foundation

 

Strategic Plan – Cath to write up from draft done with Alan Vane

 

Special AGM – Date set when Year End Accounts are finished.

 

Z Funding – Not successful for promotion

 

Partnership Approaches – See M&M report

 

Strategic Plan – Cath to write up from draft done with Alan Vane

 

Flags/T Shirts – See M&M report

 

Annual TDC Report – WiP

 

Website – See M&M report

 

BNZ – See M&M report

 

IMBA Taupō Photo – WiP

 

Concession Policy for GLT – WiP

 

Trail Ambassadors - WiP

 

CORRESPONDENCE REPORT:

 

Inbox: 

Huka Falls Road Subdivision submissions from CHEALs.  Rowan/Thea to reply with reference to TDC Walking/Cycling Strategy with thoughts of linking to MTB track.  Moved that Rowan/Thea can reply.    Mike/Shorty

 

Tourism NZ Kevin Bowler emailed with a thought to making the Headland Loop one way for safety reasons.  The discussion was that it would be impossible to police and as it is part of the NZCT it has to be 2 way.  Rowan to reply.

 

Matt Cronin Lonestar Partner – Ian to follow up to see how we can help each other

 

Martin Capstick – request for BT T shirt.  Cath replied.  See M&M report.

 

Outbox:

100% Lake Taupo/King of the Ring – Ian talking to Penny Lyons and Andrea about their support.

 

Girls on Bikes – following on the late request to run this event on GLT, Rowan replied that the trail could not be closed to run events.  Keith asked that it be noted that the tack was never asked to be closed.

 

Funding Applications – Nautilus, Rotary, Transpower and ANZET applications sent.  See Admin report

 

Julie moved/2nd Mike Keys

TREASURERS REPORT:

 

Payments and Receipts

 

Payments

Sign OnSigns Maintenance        316.25 

StreetsmartRR Maintenance        434.70 

StreetsmartCraters Maintenance     1,474.88 

LINZLTCC  event fees - Huka     4,195.80 

Lake Taupo Girl GuidesPine Control W2K          56.00 

BNZBank fees          11.30 

DBCONKawakawa Bay  - DoC     1,426.00 

DBCONRR - Barrier Huka Track        823.40 

 

Total     8,738.33 

 

Receipts

 

Bike TaupoTransfer of funds - 025     5,000.00 

Destination GLTMaps        230.00 

AvantiMaps        230.00 

LTCCHuka Challenge          78.78 

LTCCHuka Challenge LINZ Event Fees     4,195.80 

LTCCHuka Challenge - volunteer services     5,000.00 

DoCKawakawa Bay Maintenance        357.65 

BNZBank fees reversed          18.40 

BNZInterest            1.27 

DonationDonation - general track        120.00 

Flexi OnLineDonation - general track          48.00 

Taupo MTB ClubEvent fees/Maintenance fees        804.00 

Taupo MTB ClubEvent fees/Maintenance fees        564.25 

 

Total Income   16,648.15 

Transactions since last meeting:

Payments                8,738.33 

Receipts              16,648.15 

 

Bank Balances:

BNZ Current Account              12,000.04 

Bus First Oncall Account              56,222.43 

 

Debtors Due:

StreetsmartTimber for Tunnel                2,333.96 

Taupo I SiteMaps                   400.00 

TDCFunding              14,375.00 

TDCKids Bike Taupo                3,450.00 

LTCCHuka Safety Barrier                2,654.76 

DoCKawakawa Swingbridges                1,426.00 

Total              24,639.72 

 

Creditors:

Cath OldfieldAdministration                   800.00 

Quality Print1000 A4 Maps                1,437.50 

Me CreativeA2 Bike Trail Maps                1,031.84 

PlacemakersTimber for Tunnel                2,333.96 

StreetsmartTunnel                8,050.00 

StreetsmartCraters corkscrew/spraying                1,800.90 

StreetsmartRR                   621.00 

CANCAN Membership                     85.00 

LINZEvent Fees                   230.00 

Total              16,390.20 

 

Bank reconciliation

Balance as at 15 January 2013                                    4,090.22

add income                                  16,648.15

less expenses                                    8,738.33

Balance as at  18 February 2013                                  12,000.04 

 

Still waiting on year end accounts from Strettons.  Report moved by Karyn/2nd Ian

 

KEITH CRATE REPORT:

Apologies for meeting attendance, Will always make a point of attending if requested 

COUNCIL REPORT FOR FEBRUARY MEETING.

Five Mile Bay Track Configuration made and completion before Mizuno On Road Half on August 4th Track will be 2m wide and Concrete. A JV with DoC and TDC with some funding from Mizuno. Official opening on Mizuno day.

Home of Cycling Avantidrome well under construction, opening beginning of 2014.  Triathlon NZ will be another anchor tenant with their High Performance centre moving to Cambridge.  More detail on HoC later. 

Other Updates

•BMX club with new 5m ramp has won hosting rights for North Island Champs later in year

•The 10 Great Rides production by DGLT has been popular with first edition nearly taken out, and new update planned

•Tourism NZ named Golf, Walking and CYCLING as their tourism focus activities for the next three years

•Cycling Club approached about hosting Road Nationals in upcoming years. Possible say TCC

•LTCC ‘Road to Recovery’ planning forum has some proposed exciting new additions for 2013 event

•The long discussed multi day Cycle Tour from Taupo is gaining some momentum

•The 23 “Share the Road” local signage has received favourable comment. Thanks LTCC. TDC and Contact

•Our local Jed Mildon is competing in Nitro Circus in NZ venues and has approaches worldwide to compete. He talks of something spectacular in Taupo soon

•The widening of Poihipi Road is under design with the campaign attracting more interest. (Mark will update)

•Developments in the Mizuno tri-fecta of events taking place. This hopefully will mean more maintenance income for our tracks.

•Both Bike Park and the Mini track addition to the Pump track making progress. This whole area will be ‘Fun Bike Central’ in the coming years

•The Reform Local Government act could hit hard on Community Grants as you would have read. In my opinion we must aim at securing Opex contracts to maintain our track network, income from Events and funding applications may not be sufficient in future years. In the Long Term plan we have the grant of $25k and the $30k for Cycling in Schools. I do not feel, currently, this at risk, but any new council has the power to revoke.

•Under consideration is another Cycling Forum with Walking added to the menu.

Consider Cycling in all its forms and persuasions to be at the highest level ever at local levels.

THE PEDALS ARE TALKING

KeithJulie moved to accept Keith’s report/2nd Thea

 

MANAGER’S REPORT:  

 

Eastern tracks

Tracks getting a hard time from lots of traffic and the loss of tree cover is really starting to hurt

Cath has applied for funding to start planting on the Rotary Ride

Signage is still a problem on the Eastern tracks but we will get there in the end

Have started the poisoning of trees in the TeTotara Gut area and also Te Totara gully just chipping away at it in spare time

 

Craters

Dust Dust and More Dust

Tunnels in and working well

Still lots of riders I can't remember ever seeing so many during the week working hours

Tracks getting a hard time with dry weather

PD still going well

MTB club race's going well lots of riders

 

GREAT LAKE TRAIL: 

 

W2K tree poisoning has been a great success with very few trees needing to be felled after the last weeks work is done

We had a large tree fall of the top of the bluffs onto the track which has just highlighted the need to get rid of these trees as it cost $1000 in wages just to clear the one tree

Process is good on the Waihaha section and will be very close to opening that section.  Bang on budget.

Next work section will be the Water fall section from the Waihora Landing as this is a boat access only spot we want calm weather to work day after day

The number of riders on Chinaman's and W2K is scary

 

URBAN JUNGLE/KIDS BIKE TAUPŌ: 

 

1.Contract for Cath

Cath to send draft contract out regarding her paid work as bike instructor for youth programme.

Few key points related to Health and Safety (Rams/insurance/public liability) to finish sorting. Will discuss at meeting, and then seek approval for contract to be formalised.

 

2. Update on school visits/holiday programmes for summer and Term 1

 

Kids Bike Taupō Report

19 February 2013

Over the summer holidays I took the little bikes to holiday programmes for -

•Monday 14 January School's Out Waipahihi

•Tuesday 22 January SKIDS

•Tuesday 29 January ADDI

•Wednesday 30 January School's Out Titiraupenga Street

 

There was no fee charged, but I received a $50 petrol voucher from one programme. Thea and I had a chat and thought that maybe the holiday programme biking should be separate from the schools, especially with regard to the TDC funding. If the holiday programmes are a business, then they should pay the cost for the contractor but could use the bikes. It certainly still falls under Bike Taupō's philosophy of getting people riding. We got a nice little write up in the TaupōTimes.

 

A family borrowed a little 12" bike and I asked them to make a donation to Bike Taupō, via the donation boxes. I hired out two 24" and one 20" mountainbike to a Swiss family from the Top 10 Holiday Park, for $40 each for the day. The $120 was banked. I think there could be revenue stream from bike hiring as there is no one who hires children's bikes. The Top 10 was perfect because it is so close to the Stadium where the bikes are stored. What does the committee think about this?

 

I have been back in the schools at lunchtimes. I have been using the TDC van from the Great Lake Centre. There are 10 Term 1 visits booked between St Patricks, Taupō Primary and Lake Taupō Christian School. Sue from Sport Waikato thinks there will be more. Some schools take a while to get organised. It is great to go to LTCS, as I haven't been there before. Going to new schools is important as it gets the message out there.

 

We are exploring the Health and Safety issues for Kids Bike Taupō. Ian Stretton, the H&S from TDC has given us some information about RAMs forms, safety plans etc. I will get some paperwork in place. Need to check with our insurance to see if it is covered.

 

We will need to think about the funding issue. Once things with Contact have been finalised, we will know what we need and can begin approaching other funders, if needed. We need about $5,000, as per this table.

 

IncomeOutgoing

 

TDC3,000Purchase of bikes4,750

 

Hap Cameron52240 School visits @ $502,000

 

Bike Hire120Bike Maintenance1,000

 

Teardrop Flag600

 

Total3,64210 Helmets @ $25250

 

2 x Helmet bags @ $120         240 

 

Funding Needed5,198

 

8,840Total8,840

 

If anyone wants to come along to school one lunchtime, please let me know. I would be glad of some extra muscle to load bikes and you would get a better idea of what is happening.

 

3. 2013 budget for school programme

Still a bit unsure where we stand financially since we are in red due to bike purchase (4.75K) and having already committed to schools for Terms 1 and 4 (3k being 2k in instruction and 1k in maintenance). 

Cath is only getting paid $50 per school session which averages about 2 to 2.5 hours of work, plus her own transport.

She has agreed to these terms for this year, but will need to improve for 2014 (e.g. 75$ session, + alternative transport)

Also need to decide how we fund/charge other programmes - i.e. holiday programme, after school care programme.

 

Thea moved that BT apply for funding for up to $5,200 to buy helmets, bags and provide more visits to schools with the bikes.  Seconded by Shorty.

 

4. Contact Energy proposal

Contact has heaps of sponsorship deals up for renewal so amount of $ available not yet determined as still in negotiations. 

They are driving a potential partnership for the BIke On programme between themselves and Lake Taupo Cycle Challenge.

Meeting on Tuesday. They are possibly keen for other sponsors as well but want to sort their own and the cycle challenge funding first.

All funding must be earmarked by 31 March so will know soon.

 

5. Transport

By 2014 will need to sort out better transport provision. Still waiting to find out what happens with Contact but this needs doing at some point.

 

6. Meeting to update Christine Hutchison before next BT meeting.

 

Mike, Thea and Ian to go over Kids Bike Taupō Contract and to look into insurance cover/public liability.  Julie moved that they have the authority to approve the contract.  2nd by Shorty.

 

Crater’s MTB Park – Wairakei Forest

 

22 January 2013 @ Plateau 5.15pm 

Present: Ian Jensen (Spike) , Warren Johnstone, Eddie Edhouse, Pete Masters, Bruce Jaine, Len Malcolm, Brent Cameron and Shorty

Introductions: Ian introduced himself and some background info on the sub committee and BT. 

Wairakei track update – Bruce

•½ of Corkscrew uphill is completed includes the dipper.

•Tunnel @ Craters car park will be removed and replaced with a double wooden one. The old steel one will be taken to Q line road where it will be used to get from Squirt to SH Fun so the horses can go over and MTB go under. 

•Coaster is on the drawing board – want a flowing fun track with sweeping berms. Get existing tracks up and running before any new tracks. 

•Fence and water line up tank road - will help keep horses out of tank stand area and a new fence is up along Karapiti road. 

•Donation box is in and big thanks to Eddie and construction for doing this - $100 bucks collect so far – was put in mid December. 

Bike Taupo Website

Please have a look, at the Craters MTB park – Wairakei Forest tab  we need more information on this page – Craters map, events, maintenance and background info, description of tracks, good loops. Get relevant info on to the Craters page. 

Clyff Harrington has kindly volunteered to keep the site up to date so if you have some interesting Craters news or photos please sent it to Clyff. Email is This email address is being protected from spambots. You need JavaScript enabled to view it.  if you are not sure if it’s ok for the website email to Spike This email address is being protected from spambots. You need JavaScript enabled to view it.

Event forms need to be updated please Len - Shorty to send Len the latest BT logo.

Rec – permit – all agreed not to place this on the website. Bikers will need to contact BT for any info. 

Events – If you would like to use the Craters MTB tracks for any event please contact BT

A sponsors page eg toilets, tunnel, tacks etc.

 

A route planner - loops 

A one pager to down load from website or/and mark a few loops  with Eddies cool arrows on the ground eg – yellow  - kids, green  - easy – 1hr , blue  - intermediate 1 -2 hr and red  - hard and long 2 – 3hr 

We all need to work on this please. 

Craters map 

Latest edition is out.

Any changes please let Shorty know who will draw up a draft map to pass onto Rowan for the next edition.

All agreed to remove the word trail and replace it with the word track, where required. 

Bubble Bee and BBC are two different tracks

Sponsors names on map eg Placemakers hammer it in, Placemakers nail it out, Ground Effect Grinder 

Map track names should match what is on the signs on the ground esp useful for visitors to Craters MTB park who these maps are directed at. 

Toilets

Have enough funding for the first toilet. It will be a disabled size one. Work will start shortly - tank to go same time as tunnel. Hopefully be completed by mid Feb. Ongoing cost toilet paper, sanitizer and clean BT will cover this cost . Cleaning – could anyone going pass or parking there please check it, will hide a cloth and cleaner some place handy. How many times will it need to be emptied? 5000lit tank approx once a year (bit of a guess, depends on usage) Taupo MTB have agreed they will cover the cost to empty.

MTB magazine - History of Track article wanted

Will ask – Chris Morris Junk and Disorderly and Peter Manning Walters wiggles.

Development plan

Logging next 5 years patches of outback, Mrs, retro/luge – 6yrs Steam field

Gums incline, slaylom – logging depends on the market.

Planting - land prep Corkscrew, Tourist trap, tank stand - spray March. 

Skills area, mini pump track– on site meeting

Tidy up carpark area – have permission form LINZ to put more rocks around carpark area slow traffic down and boy racers

What tracks are not being ridden much and why? We need to ask around and get some feed back.  

Working bees - every few months when there is a good project to complete. 

 Pete would like to realign the top of out back up hill the short sharp pitch – not everyone agreed on this and some of the harder tracks are being rerouted easier and we are meant to have a wide range of track grades for all riders.  A survey what riders would like, would be worth doing – ( Thursday night worlds is a good place to start. ) 

Recreation permit with 2012 variation and mandate from LINZ

Copy handed out to everyone.

5 year plan

Development of Wairakei steam field area

Shuttling

Team Building – corporate info days

Skills challenge/course

National XC Nationals - What would we need to do – talk to Tim Wilding, Cabin etc.

Any other ideas email Spike This email address is being protected from spambots. You need JavaScript enabled to view it.

General 

Moonride marshals needed please 9th Feb we make 1K from this event for track maintenance it’s a fun day out and easy money.  – Has been proposed till 17 May 2013. 

 

Next Meeting

Date TBA but will be on bikes to test 1-2 hour loops. 

 

MARKETING AND MEDIA:

 

We are getting the feedback that people want to get on board with the Bike Taupo brand.  Everybody likes to be associated with winners… We are working on responding to Partner enquiries in a timely manner, actively seeking Partners, getting the website up to speed, encouraging donations & promoting our region to the world. 

Flags- Quotes vary from $338 - $717. The best value is Custom Gazebos at $338 for a 3000 x 970 mm tear drop flag, double sided, swivel, spike, bag, full colour dye sublimation.  The downside is it is not a local company however they are one of Mark’s suppliers and easy to deal with.  Julie moved that she be authorised to order a teardrop flag, up to $450 inc GST.  2nd by Thea, all in favour.

T Shirts - Work in progress, to be presented at the next BT meeting.  Subcommittee authorised to proceed with a design but will show to committee first.

 

Media –

Taupo Times  - Kids on Bikes 25/01/2013

- IMBA 22/01/2013

Taupo Weekender– IMBA & committee photo 31/01/2013

DGLT website- W2K headland loop by Marion Ross

Bicycles Networks Australia websitereview of visit to Taupo by Christopher Jones  

Nga Haerenga websiteWaihaha area on GLT by John Dunn 

Facebook- 651 likes

 

A Media Schedule is being drafted to actively promote the region.

Website - Our website is inadequate & the subcommittee will have a recommendation by the March BT meeting as whether to modify or rebuild.  Rowan is speaking to Kim Mananui to get idea of the scope and cost.  We will also contact Me Creative and Christine Hall.  

Mike made a comment that it be promoted that any donations to BT are tax deductable as we are a registered charity.  Perhaps that needs to be on website.  Julie made an online donation to see what would happen.  She received a receipt from the online payment people, but not a tax receipt.  Karyn said that she issues them manually if anyone wants one.

Clyff is pecking away at current website trying to put in some sense of order.

App - The subcommittee is investigating possible app development/design & will have more info at March BT. 

Partners - BNZ - have very small cash reserves available for them to contribute directly to BT. Their assistance will come by way of zero fees on BT banking facility/s, making their upstairs facility available to BT to use as required (may include providing refreshments for gatherings), source of labour on 2 community work days they have for staff throughout the year and a possibility of some funding for track maintenance (fingers crossed – Ian to forward Murray Beadle a proposal on this).

Poihipi Rd – Mark is in discussions with Contact and Seay Earthmovers regarding supporting widening Poihipi Road. Seay’s have verbally donated between 15k and 20k of machinery time for the project. Will confirm soon.

First National Real Estate - Ian and Pete have negotiated a commitment of $2000/annum towards track maintenance of Tourist Trap at Craters MTB Park - Wairakei Forest.

Matt Jensen -Ian has negotiated a commitment of $1500/annum towards track maintenance of Tank Stand at Craters MTB Park - Wairakei Forest.

 

FUNDING/ADMINISTRATION:

 

In January I have sent away funding applications for -

 

- Track rebuilds to Rotary $7,000

- Toilets at Craters to Transpower $20,250

- Hot Water Bridge to Nautilus $18,301

- Rotary replanting to AirNZ Environmental Trust $16,120

    TOTAL $61,671.00. 

 

A lot of the groundwork for these applications was done earlier, they just all finally got sent.  I also did the January minutes, answered a few emails and gave an interview to Iris at the Taupo Times.  I have started on the Strategic Plan, working off the draft from our meeting with Alan. 

 

Cath Oldfield - Administrator

 

TDC/SUBMISSIONS:

 

NEWSLETTER: 

All information to Shorty please. 

 

GENERAL BUSINESS:

 

Events Policy Wairakei

 

Draft Statement of Bike Taupo CRATERS EVENTS POLICY

Background:  

The following is a summary of what is required from organisers before Bike Taupo can consider an application to hold an event at Craters.

Please note Bike Taupo is licensed by the Crown to manage Craters and must meet strict requirements under this Licence. If an event is being held at Craters, Bike Taupo must ensure the event organisers meet all the requirements  imposed under the Licence.

 

Requirements:  

Use of Craters:

1)All activities must be confined to the mountain bike tracks and the car park area

2)No disturbance or changes are to be made to the tracks, vegetation or improvements.

3)No smoking or fires allowed.

4)All signage and rubbish to be removed immediately after the event and the area left in the same condition as it was before the event.

5)Permission to hold an event does not give ‘exclusive use’ and the tracks must remain open to members of the public. This needs to be addressed in the ‘Operation and Safety Plan’ (see below)

6)No activities allowed which may become a nuisance, disturbance or obstruction to others using the Wairakei Forest Park.

Payment:  (delete if not applicable)

1)$ per participant to be paid to Bike Taupo prior to holding the event.

Legal Issues:

1)At least 30 days before an event is to be held Bike Taupo is required to advise the Crown of the following :

a)the day, start and end times, tracks and assembly area

b)estimated numbers

c)copy of information to be provided to the participants

d)provision for rubbish and waste removal

e)safety plan, 

f)notification given to other concessionaires

2)Within 7 days after an event Bike Taupo must advise the Crown of the following :

a)the numbers attending

b)money received and paid out

c)all accidents and incidences

d)any issues relating to rubbish, waste removal or damage to trees

e)any issues relating to other concessionaires

3)A representative from Bike Taupo must be present and in control of all events.

4)The event organiser must indemnify Bike Taupo against all claims, actions, losses and expenses that Bike Taupo may suffer or incur as a result of any act or omission of the event organiser or any event participant.

5)The event organiser will need to hold adequate Public Liability Insurance and will be required to provide documentary proof of this to Bike Taupo.

Health and Safety:

1)The event organiser must comply with all laws of New Zealand – in particular the Health and Safety in Employment Act 1992

2)At least 30 days prior to an event the event organiser will provide to Bike Taupo a Safety Plan ( prepared by a suitably qualified professional.) Bike Taupo may withhold consent for the event if it considers the Safety Plan is inadequate for any reason.

3)The Safety Plan will need to address the following:

-identification of risks and hazards and details of how these will be eliminated or minimised ;

-how other track users (non-participants ) will be accommodated ;

-what will be required from each participant to ensure the Safety Plan is implemented. Such as the signing of an entry form containing basic safety information and attendance at the pre-event briefing on safety issues.

4)The event organiser will advise Bike Taupo immediately of any ‘serious harm injuries’ (as defined by OSH) that occur.

5)Bike Taupo shall be at liberty to impose any specific conditions it deems necessary for the safe and compliant handling of any particular event.

 

Special AGM and Constitution Changes

 

PROPOSED AMENDMENT TO CONSTITUTION

That the Constitution of Bike Taupo Advocacy Group Incorporated be amended by deleting all sections of Rule 11 and inserting the following Rule 11

Rule 11:  Control and Investment of the Group funds

11.1  The Group shall operate a bank account or accounts with any bank approved by the Committee.

11.2   Group finances will be managed by a Finance Sub-Committee comprising four members of the Committee two of whom shall be the Chairperson and the Treasurer. The other two members of the Finance Sub-Committee will be chosen by the full Committee at its first meeting after the Annual General Meeting.

11.3   All accounts due shall be submitted to the Finance Sub-Committee for approval and shall not be paid without the prior authority in writing or by email of at least three of the four members of the Finance Sub-Committee. Once authorised all payments can be effected by any two members of the Finance Sub-Committee.

11.4   If any member of the Finance Sub-Committee is unavailable for more than two weeks (for any reason including illness, work or holiday) the full Committee may appoint a substitute from the Committee to stand-in for the absent member until such time as the absent member is available.

11.5   The Finance Sub-Committee shall be at liberty to fix its own mode of operation and it will not be necessary for the members to meet in person to conduct its business. However the Treasurer will keep a record of all approvals given for every payment authorised.

11.6   The Treasurer will submit to each meeting of the full Committee a list of all payments made since the date of the last Committee meeting.

11.7   All cheques drawn and payments made from the Group bank account will be signed or initiated by any two members of the Finance Sub-Committee.

11.8   The financial year of the Group shall be 1 October to 30 September.

11.9   No member or person associated with a member of the Group shall derive any income, benefit or advantage from the Group except where that income, benefit or advantage is derived from professional or personal services to the Group authorised by the Committee and rendered in the course of business and charged at no greater rate than the current market rate.

 

Once the year end accounts have been finalised, we need to set a date for a Special AGM to pass them.  At the same time we may as well do the following constitution changes –

Rule 7 Move AGM to February following the end of the financial year.  People should be back from holidays.

Rulee11 Appoint a finance subcommittee to make the payments approval process more transparent.  A minimum of 4

Mike will reword and send these changes out to the committee.  We need 28 days’ notice and 30 people.

Mike/Julie

Meeting Closed:  9.45pm

 

Next Meeting: EW Tuesday 19 March 2013 7.30pm

 

Signed as a true and correct record

 

_________________________________                Date: ___________

Rowan Sapsford  (Bike Taupo Chairman)