PRESENT: Pete Masters; Jonty Garlick; Lisa Rowland; Thomas Schwarz; John Taylor; Richard Balm, Gerry Dance

APOLOGIES: Richard Balm Bruce Jefferies Gerry Dance

CONFIRMATION OF PREVIOUS MINUTES:  Committee agreed that minutes of 31 August 2005 were a true and correct record.  Accepted by Thomas/Richard

MATTERS ARISING:

1.       Prepare and email newsletter - done

2.       Meeting with Council - gullies - done - see report below.

3.       Sponsorship record - ongoing

4.       Advertising and purchase of back pack sleeve - see ‘ Funding/projects’ below

5.       Scott Lee - editorial for Visitor Guide - Lisa, Richard and Thomas attended a meeting with him.  Lisa prepared 200 word summary, Richard is completing bike trail specifics and Thomas provided some photos for Scott.

6.       AGM -  Jonty has provided Jo with all accounts info she needs for the review.

7.       Constitution changes - Lisa has corresponded with Alan who is preparing relevant documents to be accepted by members at a special meeting to be held just prior to the AGM.

INCOMING/OUTGOING CORRESPONDENCE:

Incoming:

1.       30 August 2005 - TDC requesting further input re submissions to Tongariro Domain Draft management plan

2.       22 September 2005 - DoC with copy of letter they’ve written to Clay Target club regarding re-negotiations of their lease when it expires.

3.       27 September 2005 - AON advising change of staff (not applicable now as we have changed agents).

4.       29 September 2005 - CAN advising of our finalist spot in awards and inviting a representative to attend awards dinner.

5.       29 September 2005 - IRD re GST and Strettons ability to access information on our behalf.

6.       Undated - Letter from DLT with their support for the construction of the track between Whakaipo and Kinloch

7.       10 October 2005 - from TDC re update on ETA intersections.

Outgoing

1.       11 October 2005 - letter to TDC re gullies

Accepted by Pete/Thomas

TREASURERS REPORT: As Jo at Strettons has books only approximate figure could be given as to Account Balance of $17,000.00 (not including outstanding/new accounts and monies to be banked). Kinloch Track account $1,600.40.

A cheque for $658.13 was returned by Sign On due to a double up in payment.

Pete is to bring up approval for purchase of a quad bike from Huka Honda in General Business (below).

Bike Taupo is now GST registered which will be beneficial in claiming expenses.  GST is also not payable on any donations received, but we can still claim for expenses involved with any projects the donations are used for. 

Accepted:  Lisa/John

SUBCOMMITTEE REPORTS:

Media and Promotion:

1.       Bike Taupo is a finalist in the CAN Cycle Friendly Awards regarding last season’s road safety campaign.

2.       The new season’s roads safety campaign is to be launched this week with media releases and the first Taupo Times ad.  Ads will appear weekly on a Friday for 4 weeks with a break and then the first two will be repeated two weeks prior to the Cycle Challenge.

Website/Membership:

1.       Up to 1007 members.  The 1000^th member is from Wellington.  Thomas is endeavouring to contact him as it appears he may not be in Taupo to claim his prize of a free service at the Corner shop.  May look at making the prize available for the closest local new member.  Thomas to look into this.

2.       Richard will approach the BMX Club to see if they’d like to feature on Bike Taupo’s website  (like the Mountain bike Club).  Still attempting to contact The Cycle Club.  Their president is John Robson.  Would be great to have all cycling news, events contacts in one central location ie. Bike Taupo.

TDC Cycle Strategy Team

1.       With Gerry perhaps leaving Taupo next year there will be a hole in the Cycle Strategy Team.  Its currently lacking people with the passion and time to commit to its cause.  Gerry strongly suggests we advocate that Council needs a cycle officer and seeks its commitment to implementing the strategy.  This to be done during the draft walking/cycling strategy submission stage.  Gerry/Lisa to ensure a copy is available for Bike Taupo who will meet to discuss the strategy.  Gerry will also bring some blank submission forms to the AGM for distributing amongst members.

Submissions:

1.       Tongariro Domain  - was resubmitted by 12 September.

2.       Draft Walking and Cycling Strategy (see above)

3.       DoC’s recreational review of facilities - not heard since letter of 21 October last year.  Lisa to write to conservitor Derek Thompson to check on progress.

4.       Foreshore Management Plan is coming up which covers the whole of Taupo’s bay.

5.       Neighbourhood Reserves - submission forms on website.

6.       Gerry will phone Kylie Laurence to have Bike Taupo put on the ‘interested’ parties list so that we are contacted each time a new subdivision is going through the Resource Consent stage.  Allowing for cycling shouldn’t be forgotten in the consent stage.

Funding/Projects:

1.       Gully systems:  Taupo Moana Rotary have granted Bike Taupo $40,000 ($10,000 for quad and trailer purchase and $30,000 for track excavation in the identified gully systems.  Since then Lisa has organised a bike through the Richmond/Titoki Gully system with Bike Taupo and Council representatives.  A track route has been agreed and will be started as soon as possible.  Lisa is to put in writing to Council.  The Richmond Reserve gully leading down to State Highway One and through the culvert (proposing reopening) looked at in the next two weeks.  Chris Todd of Council has arranged for clearing and then an engineering report will be done regarding the earth works.  Further Environment Waikato will be consulted because of soil conservation restrictions.  Clarification as to cost to do all this so that culvert can be opened is being sought.

2.       Advertising back-pack sleeve - Thomas reported that they cost $9.95 exc GST.  With an additional cost for advertising to be printed on.  Committee agreed to initially purchase 20 blank ones and donate to selected schools.  If they are interested we could get more and look at putting logos on etc.  Thomas to purchase blank ones.

3.       Allsport Distributors - Looking at having some of their clothing for sale at AGM. Committee agreed that it doesn’t want to be in the business of selling clothes as Jo has advised receipts should be issued etc.  We to approach Clint of Allsport to see if they could sell the clothing and then provide us with a donation from proceeds.

4.       Road Safety Campaign - as mentioned above, its all go.  Lisa arranged Weekender paper photo shoot with herself and Steve Milne of Taupo Passenger Services.  Lisa is to put a report and photo on website.

 Maintenance:

1.       Craig Donnelly to be employed for 1 day  a week for 24 weeks (12 in spring and 12 in autumn).  To complete general maintenance.  It was suggested that before and after photos of tracks be taken for record.

2.       General maintenance on Rotary/Redwoods to be done - trimming and maintaining water tables.

3.       Following Day Night Thriller small parts of Rotary Ride used were fixed by Murray Fleming.

Wairakei Forest Mountain Bike System

1.       There are a couple of races come up - 30 October Classic Race at Waiarakei.  Also a downhill race on Col’s Killer.

2.       Hansel and Gretal areas to be reopened once area leading to it are tidied up.  Banger is putting in some cattle stops.

3.       We may have a sponsor for the whole mountain bike park .

Whakaipo Bay to Kinloch Track (from this date forward known as W2K)

1.       We are waiting for sign off from one more group and then it will be lodged at the  Regional Council

2.       Mike Langley will be the Treasurer for W2K books.

3.       Bike Taupo will give mandate to approve the W2K budget per presented to the committee.  Agenda for the first meeting of the new committee to include discussing this mandate.

4.       The total funds for W2K will not sit in Bike Taupo’s account, rather BT will draw on it periodically as needed.

GENERAL BUSINESS:

1.       Huka Honda have offered to sell BT a quad bike at a reduced rate including a free service and a years warranty.  The committee approved Pete to arrange the purchase.  Short term it will be stored at Huka Honda and its yet to be decided about long term storage.  Pete will organise insurance cover.

2.       Oxfam track usage  This will happen next April.  Documents have been signed allowing them to run the race on some of the Wairakei tracks.

3.       Health and Safety Policy  Chas Hutton has prepared this document which is 42 pages.  This is needed now that we are getting involved with bigger things (W2K).  It applies to working b’s over 6 people and covers things like approved drivers for equipment etc.

4.       AGM - Gerry advised the committee that he would not be standing for another year on the committee.  This is due to his probable move to Wellington in the new year.  He told the committee he has enjoyed working with them and wished us well for the future.  Pete on behalf of the committee thanked Gerry for his valuable contribution to Bike Taupo over the past three years. The committee notes the constitution now states that the chairman should stand down after three years running. Advice will be sought from Alan Vane of LePines as to whether this three year term is effective from the start date of change to the constitution or from the start of Pete’s appointment.  The committee would all like Pete to stand again for committee and chair.

Meeting closed 9:30pm

NEXT MEETING:

•          AGM - Wednesday 26 October 2005

Taupo Events Centre Clubrooms (or such other venue as advised)

PRESENT: Pete Masters; Jonty Garlick; Lisa Rowland; Thomas Schwarz; John Taylor; Christine Hutchinson (1^st Ω hour)

APOLOGIES: Richard Balm Bruce Jefferies Gerry Dance

CONFIRMATION OF PREVIOUS MINUTES:  Committee agreed that minutes of 20 July 2005 were a true and correct record.  Accepted by Pete/John

MATTERS ARISING:

1.       1000 membership Corner Shop support - done Lisa working with Corner shop

2.       Map changes/quality - Pete has done this with only a few minor amendments needed to maps.

3.       Sponsorship record - ongoing

4.       Tour de Gullies - see subcommittee ‘projects’

5.       NZ Cycling Conference attendance -  investigate- ongoing (Richard)

INCOMING/OUTGOING CORRESPONDENCE:

Incoming:

1.       25 July 2005 - Tpo Mountain Bike Club - Race Fees

2.       25 July 2005 - Tpo Mountain Bike Club - maintenance fees

3.       August 2005 - Horse Treks - letter of thanks re works in forest.

Outgoing:

1.       July 2005 - Contract Service Report to TDC

2.       August 2005 - Application for CANZ Cycle Friendly Award Nomination.

The committee formally thanked Richard for his efforts in preparing the Contract Service Report to TDC. The report was very thorough and well done.

Accepted by John/Jonty

TREASURERS REPORT: Account Balance $7,825.37 as at 31 July 2005 (not including outstanding/new accounts and monies to be banked). Kinloch Track account $1,600.40.

Accounts for approval:

1.       Patuiwi Reserve $562.50

2.       Sign On Router Art - $658.30

3.       Lake Hire - $2,282.00

4.       OK Computer $523.12

Monies in :

1.       TDC - annual grant $11,000.00

2.       Mountain Bike Club $536.00 and $1,940.25 being race fees and percentage profits.

The committee broke down the $11,000 received from Council as to where it will be spent over the next year as follows:

•          $5,000 maintenance of tracks

•          $1,000 insurance

•          $500 tools

•          $1,000 overheads

•          $1,000 website

•          $1,000 Lease of land fees

•          $1,000 public maps

•          $500 signage

Accepted:  Lisa/Pete

SUBCOMMITTEE REPORTS:

Media and Promotion:

1.       Lisa to prepare a Spring Newsletter

2.       The area has had some good publicity in NZ Mountain Bike magazine re the Kawa Kawa Bay track.  Spokes magazine featured the track up to Oamaru Hut in the Kaimanawas.   Kennett Brothers are putting out a 6^th Edition mountain bike trails book and are expected in our area soon.  They have been told about Taupo’s big changes.

Website/Membership:

1.       Up to 995 members.

2.       Mountain Bike Club has a new set-up on the page with its own side menu for race results and events and other happenings.

TDC Cycle Strategy Team

1.       No news

Submissions:

1.       Tongariro Domain  - resubmit on 12 September 2005

Funding/Projects:

1.       Gully systems:  The committee completed a tour of all the main gullies in the eastern Taupo suburbs areas.  Good notes were taken on the work involved to clear these gullies for track systems particularly feeding down to the lake and main arterials like Lions Walk/Highways.  Rough measurements were taken which will give an idea of costs to make it happen.  It will be an opportunity for Bike Taupo to make an impact in town.  Next step is for a meeting with Jean-Paul Gaston and Chris Todd of TDC to discuss and obtain consent to do the work.  Lisa to arrange and advise committee.

2.       Advertising back-pack sleeve - Thomas will investigate a possible logo advertising option which is a sleeve that fits over back-packs with reflectors on it.  Opportunity to put our logo on it and purchase some.

3.       Allsport Distributors - Pete briefly discussed with Dan from Allsport (Pearl-izumi and Marmot) how we could help each other.  Yet to firm a date to meet to discuss properly.

 Maintenance:

1.       Rotary Ride continues to be titivated and now rides better than ever.  Some people are a little freaked out by the bluff section and they are looking at doing some planting of pungas to block the view (drop).

2.       The tracks are holding out well over the winter so far and this will be due to the maintenance and constant changing of tracks.

Wairakei Forest Mountain Bike System

1.       The second tunnel has gone in easily and took little effort.  Horse Treks have verbally and in writing acknowledged their thanks to the conflicts between horses and bikes we’ve done.

2.       The track between the two tunnels in the mountain bike area will be called ‘The Lake Hire Link Track’  as thanks to Lake Hire for the support and reduced rates on hireage of equipment.

3.       7 wise men will be doing a bike ride around the tracks shortly to plan for future maintenance.

4.       Some pumice needs putting onto the Redwoods Track.

Whakaipo Bay to Kinloch Track

1.       Ongoing.

GENERAL BUSINESS:

Christine Hutchinson - TDC Road Safety Liaison

1.       Christine attended the meeting.  She said the report we prepared for our last summer’s campaign was well done and is currently with the Regional Advisors for reviewing.  TDC has again received good allocation of funds for future project funding and we should therefore have no problems in receiving funding for our repeat of the campaign this summer.  

2.       She provided us with some good research to read through and extract useful information.  Christine will also continue to send through useful emails/info to Lisa. 

3.       We asked Christine whether she thought we could change how we delivered the campaign this year.  All agreed it went well last year with good awareness and change.  We may have a part of the funding budget that won’t be needed and she said we would be able to do an off-shoot to the main campaign.

4.       All agreed that the focus needs to be family targeted to get the whole family recreationally biking with a spin off to commute to work or school.

5.       We will have another brainstorm session shortly to discuss the upcoming campaign details.

6.       To finish Christine mentioned that she would like to start coming along to more future meetings.

Editorial on Mountain Biking for Scott Lee

1.       Scott Lee forwarded an email requesting bullet info re the mountain bike trails for the visitor guide.  Lisa will liaise with him as to the details he requires.

AGM

1.       This comes up in October.

2.       Lisa to contact Alan Vane regarding the wording changes in the constitution as follows:  Bike Taupo’s ability to run events (requirement of Wairakei Forest concession) and a change to the balance date (to give our accountants more time to prepare books)

3.       Jonty to get all accounts etc to Jo at Strettons for reviewing the books.

Meeting closed 8:55pm

NEXT MEETINGS:

•          Wednesday 12 October 2005

•          AGM - Wednesday 26 October 2005 (tentative)

OK Computer Board Room, The White House, Paora Hape Street  (or such other venue as advised)

PRESENT: Pete Masters; Lisa Rowland; John Taylor; Richard Balm; Lizzy Gaston Thomas Schwarz; Christine Hutchinson.

APOLOGIES: Jonty Garlick; Mike Langley

CONFIRMATION OF PREVIOUS MINUTES:  Committee agreed that minutes of 9 January 2006 were a true and correct record.  Accepted by Lizzy/John

MATTERS ARISING:

1.       1000^th member - Thomas not heard from him so we will not proceed with this.

2.       Approach to BMX and Cycle Club Roddy of the BMX Club is keen to be a link on our website.  Still trying to get through to Cycle Club.

3.       Sponsorship record - ongoing (Lisa)

4.       Wairakei Sponsor - Contact are interested in being major sponsor.  Barry Shepherd is working on an agreement to commence 30 June (to tie in with financial year)  Looking at $20,000 per annum commitment .

5.       Cycle Toolbox workshop  - have looked into our attendance.  Can have 5 - 6 people attend.  1:30pm to 5pm end of April.  Richard to forward to Lisa the details for finalising.

INCOMING/OUTGOING CORRESPONDENCE:

Incoming:

Accepted by Jonty/Richard

TREASURERS REPORT:. 

OO Account balance (main) is currently $26,061.50

O1 Account balance (W2K) is currently $1,285.00

Receipts:                                              $11,861.45

Payments:                                             $4,242.73

Outstanding Debtors:                         $902.25

Dec/Jan return in progress: Approx $75.00 to pay

John wanted to know if there is still money from Rotary for gullies to come.  Answer is yes $20,000.

John advised that donations received are not so GST friendly eg. We pay GST on Mountain Bike Club funds received from races and We charge GST for money we get from Event Promotions for Day Night Thriller.

Regarding Pete McFarlane’s work we invoice him and he invoices Lake Hire for digger hire.     Accepted:  Lisa/Richard

SUBCOMMITTEE REPORTS:

Media and Promotion:

1.       Lizzy has ordered more SafeTShells and will be given away at Ironkids and Bike to Work Day in February.  It was discussed what we could do with these in the future and we could look at selling them to Cycle Shops for onselling as we do with maps.

2.       Discussion was had about creating and hanging  ‘cycle’ theme flags for the Lake Terrace lamp posts to promote cycling.  Brent Aitken is the man to talk to re this.

3.       Bike to Work day - volunteers for helping out on the day:  Lisa; Jonty; Richard; Thomas; John and Pete if he is not working early.

Website/Membership:

1.       Up to 1065 members - Mountain Bike Race series has helped this. 

2.       Continuing to get good feedback from members.

Submissions:

1.       DoC’s Kaimanawa Plan.  They are still debating the Omaru/Te Aringi Tracks being opened to mountain bikes - but they seem receptive.  They have said nothing to clearing and allowing bikes on the Tauranga Taupo waterfall track and will be the first  track in a National Park to allow mountain bike use.  The Pillars of Hercules track is in the new plan.

2.       The Recreation Strategy goes to full council next week and will open for submissions.

Funding/Projects:

1              1.5 metre campaign - progressing another round of ads going out two weeks before Ironman and again two weeks before 100K Flyer.

2             Signs to come down after 100K Flyer

Maintenance:

1.       Pete McFarlane is doing most of the maintenance and has been largely spraying.  New growth has been rapid.  The large rainfalls have not affected the tracks too badly.  Only a few slips on the Rotary Ride..

Wairakei Forest Mountain Bike System

1.       Last Mountain Bike club Thursday night race attracted 122 riders (biggest numbers so far) and 6 black lab dogs!.  It was a great night with a wider range of people.

2.       Maintenance has been increased.

3.       The subcommittee is currently development an Autumn plan for the Hansel and Gretal area and the Young Pines.

4.       Had a minor glitch with the horse treks going into our zone. 

W2K Track

1.       Ongoing but making progress. Chaz Hutton has contacted Dean Stebbing re the cultural survey.  Perry Fletcher will be the archaeologist and a lady from Mokai will sign the Heads of Agreement.

2.       Looking at starting the track early Spring.

Gully Tracks

1.       Had a hold up in Harvey Street gully with a boarding property owner complaining about stormwater problems further up and track disturbing banks causing slippage.   We have now met with Cheal Consultants who will prepare a report supporting our proposed work will not affect the land.

2.       Rainbow Point culvert and Waipahihi gully - Cheal are also preparing a report with options for opening culvert and diverting stormwater.

3.       Rotary have invited us to speak at their 6 March Meeting - Thomas will put together more photos for it. 

GENERAL BUSINESS:

1.       Christine advised that the next funding round for Road Safety is in April if we want to reapply for next season. 

2.       Its was decided we would write to the CEO of Council requesting progress with the widening of Poihipi Road and the green paint at intersections and cycle symbols, all of which were budgeted for in the last cycle strategy document.  Lisa to do.

3.       Discussion on taking The 1.5 campaign to a national level.  Christine supported the idea and mentioned the possibility of a display at the Road Safety conference in August .  Lisa will contact Gerry Dance for the avenue to getting it to national level.    We also talked about nominating the campaign for the Road Safety Innovation and Achievement Awards 05.

Meeting closed 8:56pm

NEXT MEETING:

•          Monday 6 April 2006

1/20 Totara Street, Taupo (or such other venue as advised)