479611

12 October 2010

BIKE TAUPO INC.

MINUTES OF MEETING – Tuesday 12 October 2010, 7:30pm

At Plateau Bar in Tuwharetoa Street, Taupo

PRESENT: Karyn Hutton, Thomas Schwarz, Pete McFarlane, Pete Masters, Shorty Hughes, Cath Oldfield, Richard Hine, Aniek Lenoir,

APOLOGIES: Keith Crate, Mike Langley

CONFIRMATION OF PREVIOUS MINUTES

Minutes of meeting from 14 September 2010 were confirmed as being true and correct. Thomas/Karen

MATTERS ARISING

	Actions Outstanding to October 2010	Name	Status
1.	Job Descriptions for Committee roles to be updated for AGM	Thomas
2.	TDC money to go in staggered Term Deposits-change to Online Saver	Karyn	WiP probably best in Online Saver Account
3.	Quote from OK Computers for website upgrade.	Thomas	WiP
4.	$1,000 Credit at Weekender still to be used.	Karyn
5.	Bike Taupo needs to attend MTB meeting.	Pete Masters	Will do after AGM
6.	Overdue Invoice from Hub Café	Pete	WIP Pete will visit. More maps to be paid for on delivery.
7.	Letter to TDC regarding conflict of Walkers and Cyclists on Lions Walk, suggesting speed barriers. Include it in letter about SH5 path.	Thomas	WIP. Phone conversation held. Ongoing.
8.	TDC Bike Wise meeting 2 Nov	Cath/Richard
9.	Beginner Bike Rides Dec/Jan	Cath

	Actions Completed September	Name	Status
1.	Signatories to be changed on bank account	Cath	Done
2.	Set date for dinner for committee before AGM	Everyone	6pm Fri 12 Nov at Plateau
3.	Checking with Christine Hutchinson at TDC for numbers for 5 Cycle Tracks maps. Change W2K picture on map.	Thomas	Done
4.	Constitution change at AGM to include mandate for Bike Taupo to borrow money. 8 Committee Members plus Chair. Rollover periods for Committee to ensure continuity.	Pete Masters	Has been written by Alan B the solicitor
5.	Book Scenic Cellars for AGM .	Mike	Change to Wed 30 Nov 2010
6.	Database of members up-to-date and available for AGM	Thomas	Will be ready
7.	Advertising for AGM. Maybe use Weekender as well?	Thomas	Electronic via newsletter and website
8.	Pete, Cath and Shorty to train with Thomas for posting news/minutes on website.	Cath, Pete, Shorty, Thomas	Done

CORRESPONDENCE REPORT:

Inbox:

Ministry of Tourism letter transferring management of Wairakei to LINZ.
Email from CAN re their AGM and CAN Do workshop 31 October in Lower Hutt.
Email fromTDC for Bike Wise meeting 2 November 1pm.
CAN magazines.

Outbox:

Email from Thomas to review ETA cyclepaths and bridge access.

Correspondence accepted Karyn/Thomas

TREASURERS REPORT:

Treasurers Report
Bike Taupo Committee Meeting 12 October 2010

Transactions since last meeting:
Payments		8,653.20
Receipts		16,330.26

Bank Balances:
Non-profit 00		18,290.95
Lake Track 01	(owes savings $1000)	70.21
Online Saver 025		15,572.14

Accounts Payable:

P J Masters	Track Maintenance - labour Sept	337.50
Streetsmart 20X	Track Maintenance - labour Aug/Sept	1,842.18
Mcfarlane Contracting	Wairakei Mntnce - labour/digger Sept	2,419.31
Mcfarlane Contracting	W2K Maintenance Sept	196.88
P J Masters	DoC Rotary Ride Rebuild	1,234.37
Streetsmart 20X	DoC Rotary Ride Rebuild	1,054.68
Mcfarlane Contracting	DoC Rotary Ride Rebuild	4,172.06
P J Masters	Reimbursement - Lake Track	564.00
P J Masters	Reimbursement - Stationery	11.00
		11,831.98
NZ Post	PO Box	135.00
NZ Forest Managers	Fuel	243.86
Sign On	Signs	118.06
Quality Print	Maps	1,011.93
Placemakers	Signs	26.21
Total		13,367.04

Debtors Due:

Event Promotions	Marshalling- Day Night Event	1,125.00
Taupo Half Marathon		9,551.25
		10,676.25
Huka Falls Café	Map Sponsor	225.00
Huka Falls Café	Maps	200.00
Pack & Pedal	Map Sales	200.00
Total		11,301.25

Doc ( to be invoiced)	DoC Rotary Ride Rebuild	6,461.11

Karen to contact Sue, Chartered Accountant, to show her how to change GST to 15%. Discussion on using Term Deposit, but decided that the Online Saver Account was the best rate considering we can use the money anytime without breaking a Term Deposit.

Treasurers Report Accepted: Karyn/Thomas

SUB-COMMITTEE REPORTS

BIKE FEST REPORT. Keith was absent from meeting

Firstly thanks for your Council votes. I will endeavour to serve Cycling well for the next 3 years, your contribution to the general cycling scene in our district has been huge and gives us heart and hope for our bid for the Centre of Excellence.

Some other appreciation:

· Great to see you all there for the launch of Bikefest, as always, mentioned it was spawned by Bike Taupo.
· Similarly The ETA Public Open Day. We had cyclists down the ETA first, officially,!!!!!! Yay, we know you all rode it unofficially. Over a thousand bikes of all sizes.!
· The C of E, realize this is outside our advocacy role but still a one off, and once only, for the world of cycling and the economics of our district We are outsiders, but so were most of the councillors elected last Saturday.?

Bikefest programme is taking shape. The highlight could be this Mega Ramp (13m high) and a OZ v NZ competition.

Our final delivery rests with the Youthtown funding.

Full programme published soon.

Sorry cant be at meeting.

Keith Crate Q.S.M.

General Manager

021 292 3847

'To encourage and showcase all forms of cycling while promoting Taupo District as the Cycling Destination of New Zealand'

Wairakei (7 wise men and 1 wise woman)

Nothing to report. Everything fine.

Urban Jungle

Bike Wise meeting with TDC 2 November 1pm, Cath and Richard going. Richard very keen to make this fun.
Possibly do a couple of beginner’s rides in Dec and Jan leading up to Bike Wise. More advertising needed. Cath to look into with Events Centre.

Lake Track.

There is a meeting with Kamatua on Saturday. Things progressing well. Pete and Pete went to Cycleways meeting in Wellington. They want 2,000km ready for 2012 Rugby World Cup! Still land access issues to resolve. Will be a fee to use track, probably a daily and season option.

Managers Report.

First we got hit with the rain and slips and now we are getting the wind with lots of trees down in the last two days

Rotary Ride open again and looking good

Pete and Bruce working on the Whakaipo Bay side of W2K re-benching the track

Xterra planned on the Rotary Ride and Wairakei tracks in February

Lots of bikers on the tracks when we are getting fine weather

We have been getting more PD workers

Got a good turn out of people to help on the SAR crew that been set up

Have 600 W2K maps and about 400 Rotary Ride maps in stock

Only accident is a rider lost on the Headland track in the dark who had to be searched for

Media, Promotion and Website NIL

Funding / Projects NIL

Safety / accidents / incidents NIL

GENERAL BUSINESS

Cycling Centre of Excellence for Taupo discussed. Bike Taupo supports the idea but it is outside our mandate to fundraise for it. Bike Taupo will continue to provide and maintain the tracks. Richard Hine will keep in contact with their committee to be informed of what is happening.

Meeting Closed: 9:39pm

Next meeting – Tuesday 16 November 2010, 7.30pm at Plateau.

AGM Wednesday 30 November 7.30 at Scenic Cellars.

Friday 12 November 6pm Plateau Committee and partners drinks.

Posted: Tue 12 Oct 2010

479612

14 September 2010

BIKE TAUPO INC.

MINUTES OF MEETING – Tuesday 14 September 2010, 7:30pm

At Plateau Bar Tuwharetoa Street, Taupo

PRESENT: Karyn Hutton, Thomas Schwarz, Pete McFarlane, Pete Masters, Shorty Hughes, Cath Oldfield, Mike Langley

APOLOGIES: Keith Crate, Aniek Van Iersel, Richard Hine

CONFIRMATION OF PREVIOUS MINUTES

Minutes of meeting from 10 August 2010 were confirmed as being true and correct. Thomas/Shorty

MATTERS ARISING

	Actions September	Name	Status
1	TDC money to go in staggered Term Deposits	Karyn
2.	Signatories to be changed on bank account	Cath
3.	Set date for dinner for committee before AGM	Everyone
4.	Checking with Christine Hutchinson at TDC for numbers for 5 Cycle Tracks maps. Change W2K picture on map.	Thomas
5.	Quote from OK Computers for website upgrade.	Thomas
6.	$1,000 Credit at Weekender still to be used.	Karyn
7.	Bike Taupo needs to attend MTB meeting.	Pete Masters
8.	Constitution change at AGM to include mandate for Bike Taupo to borrow money. 8 Committee Members plus Chair. Rollover periods for Committee to ensure continuity.	Pete Masters
9.	Book Scenic Cellars for AGM Wed 6 November 2010 7.30pm.	Mike
10.	Database of members up-to-date and available for AGM	Thomas
11.	Advertising for AGM. Maybe use Weekender as well?	Pete Masters
12.	Pete, Cath and Shorty to train with Thomas for posting news/minutes on website.	Cath, Pete, Shorty, Thomas

	Actions March	Name	Status
1.	Overdue Invoice from Hub Café	Thomas	WIP
2.	Letter to TDC regarding conflict of Walkers and Cyclists on Lions Walk, suggesting speed barriers. Include it in letter about SH5 path.	Thomas	WIP.

CORRESPONDENCE REPORT:

Greta now clearing PO Box each day.

Inbox:

Track questionnaire emailed from Tony Treloar. Thomas sent to Pete.
State of the District report from TDC.
Signed contract returned from TDC.
CAN magazines.

Outbox: Nothing to report.

Correspondence accepted Karyn/Thomas

TREASURERS REPORT:

Treasurers Report
Bike Taupo Committee Meeting 14 September 2010

Transactions since last meeting:

Payments		4,650.46
Receipts		1,736.28
Payments	Lake Track	843.75

Bank Balances:

Non-profit 00		10,613.89
Lake Track 01	(owes savings $1000)	70.21
Online Saver 025		15,527.47

Accounts Payable:

Wings & Wheels		492.45
Tomos Saws and More		48.00
NZ Forest Managers		235.72
Sign On		353.84
Quality Print		861.75
Placemakers		93.52

total		2,085.28

Debtors Due:

Huka Falls Café	Map Sponsor	225.00
Huka Falls Café	Maps	200.00
Rapid Sensation	Maps	150.00
Rapid Sensation	Map Sponsor	225.00
Top Gear Cycles	Maps	150.00
Avanti Corner shop	Maps	150.00
Event Promotions	Marshalling- Tough Guy	1,125.00
TDC	Funding	14,062.50
Pack & Pedal	Map Sponsor	225.00

total		16,512.50

Payments and Receipts
as at 14 September 2010

Payments

	P J Masters	Marshalling expenses reimbursed	66.40
	P J Masters	Kawakawa Bay - Labour - June	562.50
	Sign On Ltd	Signs	138.51
	Tomos Saws & More	Maintenance	12.00
	Huka Honda	Maintenance	358.12
	Placemakers	Peter Mac	195.68
	Westpac	Fee	0.57
	Inland Revenue	GST Payable	1,644.04
	Streetsmart 20X	Track Maintenance - Labour - July	871.87
	K Hutton	Motor expenses reimbursed	800.77

Total			4,650.46


Receipts

	Peter Mac	Expenses reimbursed	195.68
	Taupo MTBC	Event/Maintenance Fees	781.41
	TDC	Maps i-site	525.00
	St Patricks School	Event Fees	225.00
	Westpac	Interest	9.19
Total			1,736.28
		Bank reconciliation
		Balance as at 10 Aug 2010	13,528.07
		add income	1,736.28
		less expenses	4,650.46
		Balance as at 14 Sept 2010	10,613.89


	The Lake Track

Payments

	Environment Waikato	Resourse consent application	843.75
		processing charges
Total			843.75

Treasurers Report Accepted: Karyn/Shorty

SUB-COMMITTEE REPORTS

Keith Crate Report Keith was absent from meeting

Wairakei (7 wise men and 1 wise woman)

Meeting with MTB Club in car park. Carwyn, Brendon, Len and Brent. Peter McFarlane.
Looked at new dirt jump track. To be known as Ponga Trails.
Flags on Mays Maze.
Maintenance on Retro, Buzzard, Tank Stand.
Carwyn has plan for new Retro downhill. Grade 4 to bottom and ultimately linking up Retro, down Luge to See Saw and up 4WD for racing.
Carwyn tidying up corners on Retro. Considering regrading Debs as a 4. Agreed not to change it.
Rubbish and flagging left out after races. MTB to be approached and to consider if they will pay for Pete and Pete to clear up.
Not enough signs out for King and Queen of Crank. Public on tracks not aware of event.

Urban Jungle

Meeting at TDC with Pete Boomen. Keith and Cath attended. He has 15 bikes and wants to introduce cycle skills training into schools. Christine Hutchison suggested that this needs to come under Road Safety.
Bike confidence course may be built in Brice Street Park. Pete Masters talking with TDC.

Lake Track.

Government has approved $2.1 million. Talking with private landowners. National Cycleways will be looking closely at our organisation. We need to extremely transparent and paperwork in order. The government will audit us. Make sure we are efficient or we will go to 2 weekly meetings.

Government funding will not pay for capital items. We need to make a constitution change at AGM so we can borrow money. Government will pay lease etc. Need to look at constitution wording with distinct guidelines.

Need to ensure members at AGM are on our database. Thomas to look at database and a way of checking members at AGM. Expect a good turnout for AGM with Lake Track interest. Need larger space. Mike suggested Scenic Cellars. Tentative date Wednesday 6 November @ 7.30pm.

Managers Report.

Rotary Ride will be open again by the end of the week Doc has paid for the rebuilding after the logging
Will put the digger along the Rotary Ride after the Day Nighter. Murray Fleming pays for this as part of the Day Nighter use
Crew will start on W2K next week
The digger has formed jump track and the kids are now in shaping up the jumps. Have been very impressed with the boys the way they have looked after things and got into the work
Still waiting on Wairakei land changes
Cycle club wish to use the van for races
849 people ran the half marathon
Maintenance work has started in Wairakei with some jobs being done linked to the Huka Race

Media, Promotion and Website

OK Computers to supply quote for upgrade on website. Thomas to organise.
Cath, Pete and Shorty to get training on posting news/minutes on website.

Funding / Projects NIL

Safety / accidents / incidents NIL

GENERAL BUSINESS

Committee Roles. Lisa Rowland has resigned due to work commitments. Thank you for all her work. Thomas moved to appoint Cath Oldfield as Secretary. Seconded by Shorty. Vote. Unanimous.
Spare seat on Committee. Thomas moved to second Richard Hine to Committee with no voting rights. Second by Mike. Vote unanimous.
Committee roles to be reassessed with Lake Track. Thomas suggested we change constitution to allow for 8 members plus the Chair. Seconded by Pete.
Dinner for Committee Members and partners before AGM. Maybe Pot Luck dinner.

Meeting Closed: 9:19pm

Next meeting – Tuesday 12 October 2010, 730pm at Plateau

Posted: Tue 14 Sep 2010

479609

8 December 2010

LAKE TRACK. BIKE TAUPO INC.

MINUTES OF MEETING – Wednesday 8 December 2010, 7:30pm

At Plateau Bar in Tuwharetoa Street, Taupo

PRESENT: Karyn Hutton, Thomas Schwarz, Pete McFarlane, Pete Masters, Shorty Hughes, and Cath Oldfield and Rowan Sapford

APOLOGIES: Mike Langley and Richard Hine

CONFIRMATION OF PREVIOUS MINUTES

Minutes of meeting from 14 November 2010 were confirmed as being true and correct. Cath/Thomas

MATTERS ARISING

	Actions Outstanding to January 2011	Name	Status
1.	Family Bike Ride from Events Centre. Tues 5.30pm 15 Feb for Bike Wise Month. Helpers please!! Maybe set up ramps?	Cath/Anybody
2.	Quote from OK Computers for website upgrade.	Thomas	WiP
3.	$1,000 Weekender Credit	Cath/Richard	Bike Wise Advertising
4.	Letter to TDC regarding conflict of Walkers and Cyclists on Lions Walk, suggesting speed barriers. Include it in letter about SH5 path.	Thomas	WIP. Phone conversation held. Ongoing.
5.	Karyn to contact Sue Sinton at Altitude to show her how to change GST to 15% using MYOB	Karyn	WIP
6.	See Saw to be removed and new one investigated.	Pete/Pete

	Actions Completed to January 2011	Name	Status
1.	Letter to be sent to Harriers Club about runners on downhill tracks	Pete	Completed. Emails sent. Pete spoke to Chairman and asked that tracks not be used wrong way. Bike Taupo holds concession and private runners are fine, but not events.
2.	Contact TDC about magpies	Cath	TDC aware but doesn’t seem to be any policy. Suggested we ride other places in nesting season!

CORRESPONDENCE REPORT:

Inbox:

Emails about See Saw
Advertisement for Summer Camps in USA

Outbox: Nothing to Report

Correspondence accepted Karyn/Thomas

TREASURER’S REPORT

Treasurers Report
Bike Taupo Committee Meeting 8 December 2010

Transactions since last meeting:
Payments		1,829.48
Receipts		776.30

Bank Balances:
Non-profit 00		5,084.15
Lake Track 01	(owes savings $4000)	192.21
Online Saver 025		12,652.41

Accounts Payable:

Impel	Track Maintenance	2,386.28
NZ Forest Managers	Fuel - Nov	135.86
Sign On	Signs	134.32

Total		2,656.46

Debtors Due:
DoC	Rotary Ride	6,461.11
Pack & Pedal	Map Sales	200.00
Rapid Sensations	Map Sales	200.00
Avanti Corner Shop	Map Sales	200.00
Lake Taupo Cycle Challenge		4,600.00

Total		11,661.11

Payments and Receipts
Bike Taupo Committee Meeting 8 December 2010

Payments

	P J Masters	Reimbursement - General Expenses	30.00
	Placemakers	Signs	10.62
	Tomo's Saws & More	Helmet	105.00
	NZ Forest Managers	Fuel	328.76
	Malcolm Flowers Insurances	Insurance	621.85
	Advanced Machinery	Repairs & Maintenance	83.25
	Taupo Smash Repairs	Insurance excess - Van	500.00
	Thomas Schwarz	Reimburse - General Expenses	150.00

Total			1,829.48

Receipts
	Huka Falls Café	Map Sales	350.00
	Huka Falls Café	Map Sponsor	75.00
	Doc	Kawakawa Bay Oct	345.00
	Westpac	Interest	6.30

Total			776.30

		Bank reconciliation
		Balance as at 16 Nov 2010	6,137.33
		add income	776.30
		less expenses	1,829.48
		Balance as at 8 Dec 2010	5,084.15

ASSIGN COMMITTEE ROLES.

Secretary Cath Moved Thomas/Shorty

Treasurer Karyn Moved Cath/Thomas

Webmaster Thomas

Correspondence Greta/Thomas/Karyn

Lake Track Sub Committee - Reappointed Alan Vane, Pete Masters, Mike Langley, Peter McFarlane

Newsletter Shorty

Wairakei Rep Shorty

Urban Jungle Richard Hine

Operations Managers - Pete Masters and Peter McFarlane

Fundraising Everyone

Promotions As required

No Report

WAIRAKEI. (7 wise men and 1 wise woman)

Only track wear from Huka to report

URBAN JUNGLE.

No Report

GENERAL BUSINESS.

a) See Saw at Wairakei

There was a death when a 61 year old Australian man fell off the small see saw and severed his spinal cord. He was on a guided ride. Bike Taupo has met all its requirements. After some discussion it was decided that out of respect for this man and for moral reasons, that the see saw would be removed and replaced with a ramp. It would be investigated to place an easy see saw somewhere else in the skills area. Design and placement would need to be discussed and thought about.

Meeting Closed: 9:15pm

Next Meeting: Tuesday 25 January 2011 at Plateau Bar.

Signed as a true and correct record

_________________________________ Date: ___________

Thomas Schwarz (Bike Taupo Chairman)

Posted: Wed 08 Dec 2010

479614

10 August 2010

MINUTES OF MEETING – Tuesday 10 August 2010, 7:30pm

At Plateau Bar Tuwharetoa Street, Taupo

PRESENT: Thomas Schwarz, Pete McFarlane, Aniek Van Iersel, Shorty Hughes, Cath Oldfield, Keith Crate, Pete Masters, Mike Langley

APOLOGIES: Karyn Hutton, Lisa Rowland

CONFIRMATION OF PREVIOUS MINUTES

Minutes of meeting from 2 June 2010 were confirmed as being true and correct. Thomas/Shorty

MATTERS ARISING

	Actions June 2010	Name	Status
1	Letter from Leith Rhind of DoC re pine trees	Shorty	Done
2	Bicycle Dream movie purchase	Thomas	WIP
3	TDC invoices – request - All	Thomas/Karyn	To Invoice
4	Newsletters online	Thomas/Shorty	WIP
5	T-Shirts – Nik Elidas	Lisa	WIP
6	Extra CAN magazine copies through Council	Thomas	Done
7	Sponsorship policy – research	Thomas	WIP
8	Email – Festival of Cycling minutes out	Thomas	Done

	Actions May 2010	Name	Status
1	TDC – meeting date to discuss future funding	Thomas	Done
2.	Dirt Jump Park – Keith to email Shorty with blurb for newsletter	Keith	Done
3	Community Police Helmet Campaign	Thomas	Corresponded with police - Done

	Actions March 2010	Name	Status
1	Cycle Maps for town –Km for each ride to be out on. Change title to 60 Minute Rides. W2K picture not appropriate as not on map.	Aniek / Lisa	Done – Change Title?
2	Overdue Invoice from Hub Café - Resend	Karyn	WIP
3	Letter to TDC regarding conflict of Walkers and Cyclists on Lions Walk, suggesting speed barriers	Thomas	WIP.

	Actions February 2010	Name	Status
1	1.5m signage review Aniek had meeting with Christine at TDC. 16 new signs, new material and movable. Lisa to look for locations.	Lisa/Aniek	Lisa to email Mike with location decision. WIP

CORRESPONDENCE REPORT:

Inbox:

DoC – letter about trees on W2K
TDC – funding increase from $15,000 to $25,000 per year
TDC – Contract of Service 2010-2013
Environment Waikato – Final copy of Regional Walking and Cycling Strategy
Post Event Report – Mountainbike Events
Ministry of Tourism - Lake Track approval

Outbox:

Emails/website enquiries

Correspondence accepted Cath/Shorty

TREASURERS REPORT:

Transactions since last meeting:

Payments		8,806.79
Receipts		9,673.99
Payments	Lake Track	25,602.50

Bank Balances:

Non-profit 00		13,409.94
Lake Track 01		30.45
Online Saver 025		16,488.02

Accounts Payable:

Environment Waikato	Resourse Consent Process	843.75
	charges - Lake Track
Sign On		138.51
Tomos Saws and More		12.00
Huka Honda		358.12



Debtors Due:

Huka Falls Café	Map Sponsor	225.00
St Patricks School	Interschool Bike Event	225.00
Rapid Sensation	Maps	150.00
Top Gear Cycles	Maps	150.00
Avanti Corner shop	Maps	75.00
Taupo i-Site	Maps	525.00

Treasurers Report Accepted:

SUB-COMMITTEE REPORTS

Keith Crate Report

Keith to follow up Youthtown $900 invoice, should be fine.

Wairakei (7 wise men and 1 wise woman)

Deb’s Track fixed. Uphill better and corners widened.
Bruce did great jop while P & P away
Shorty sprayed Tank Stand etc
3 people have hit bridge on night ride at connection. Bridge being lifted.
MTB Club needs to contact Bike Taupo as soon as there is a problem so can be fixed ASAP
Extend rail by tunnel
Shorty has Kawa trees to plant around carpark

Urban Jungle

Cath is looking for old kids bikes for the Events Centre After School programme. Shorty will put it in the next newsletter. Sport Waikato did a similar thing and was quite successful
Bernard has recommended TDC pays for Bike Taupo’s annual CAN membership which has been agreed to. Thomas to action getting an extra 4 copies of the magazine sent out each issue.
Thomas will teach Shorty how to do newsletters online
T-Shirts – Lisa to contact Nik Elidas to get them going again.

Lake Track. Managers Report

Money approved. Some Maori land issues to resolve with huis and Land Court. Will take time then things will happen fast.
DoC paying for Rotary Ride repairs from logging
Wairakei management changing to LINZ
Paddy’s Bridge repairs
W2K after Rotary Ride when Half Marathon finished
DoC providing electronic track counters
600 maps for Waikarei with updates. Need price update for maps
Request for one day digger to be paid for by Bike Taupo to build dirt jumps at Wairakei. Approved by meeting
Toilets need signing off. Looking positive to get toilets at Wairakei
Need to widen Grinder, especially for Huka ride
Marshalls required for Day/Nighter 11 September
Thanks to Bruce Jaine for excellent job overhauling power barrow

Media, Promotion and Website

Need to think about a budget for upgrading website. Quote from OK Computer

Funding / Projects

TDC
Tough Guy
Day Nighter

Safety / accidents / incidents

Bridge – covered in other reports

GENERAL BUSINESS

Rotorua advertising W2K Track. DoC to chase up for concession money.

Meeting Closed: 9:16pm

Next Meeting 14 September 2010.

Posted: Tue 10 Aug 2010

479610

16 November 2010

MINUTES OF MEETING – Tuesday 16 November 2010, 7:30pm

At Plateau Bar in Tuwharetoa Street, Taupo

PRESENT: Karyn Hutton, Thomas Schwarz, Pete McFarlane, Pete Masters, Shorty Hughes, and Cath Oldfield

APOLOGIES: Keith Crate, Mike Langley, Richard Hine, and Aniek Lenoir

CONFIRMATION OF PREVIOUS MINUTES

Minutes of meeting from 12 October 2010 were confirmed as being true and correct. Thomas/Shorty

MATTERS ARISING

	Actions Outstanding to November 2010	Name	Status
1.	Keith needs helpers 4pm Fri 26 Nov for Bike Fest. Please contact him.	Anybody
2.	Sign On sheet for AGM and contact Mike to see what help he needs	Cath/Mike
3.	AGM – EoY Report and Constitution changes on PowerPoint. Bring Constitution and laptop with database of members. Print agenda.	Thomas
4.	Financial Report prepared and copies brought to AGM	Karyn/Shorty
5.	Explanation of Constitution changes at AGM	Thomas / Pete
7.	Letter to be sent to Harriers Club about runners on downhill tracks	Pete
8.	Family Bike Rides from Events Centre. Tues 5.30pm 14 Dec, 18 Jan, 15 Feb, 15 Mar. Helpers please!! Maybe set up ramps?	Cath/Anybody
9.	Quote from OK Computer for website upgrade.	Thomas	WiP
10.	$1,000 Credit at Weekender still to be used.	Cath/Karyn	Use for BikeWise
11.	Overdue Invoice from Hub Café	Pete	WIP Pete will visit. More maps to be paid for on delivery.
12.	Catch up Meeting with Claire from TDC to include: Cycle lanes on Spa Rd, ETA, Riverside Park Town Maps conflict of Walkers and Cyclists on Lions Walk, suggesting speed barriers. Evaluate SH5 path	Thomas	WIP. Phone conversation held. Ongoing.
13.	Karyn to contact Sue Sinton at Altitude to show her how to change GST to 15% using MYOB	Karyn	WIP

	Actions Completed to October 2010	Name	Status
1.	Job Descriptions for Committee roles to be updated for AGM	Thomas	Done & emailed for feedback
2.	TDC money to go in staggered Term Deposits-change to Online Saver	Karyn	Online Saver Account
3.	Bike Taupo needs to attend MTB meeting.	Pete Masters	Speaking at MTB AGM
4.	TDC Bike Wise meeting 2 Nov	Cath/Richard	Cath attended, see Urban Jungle report
5.	Beginner Bike Rides Dec/Jan from Events Centre 5.30pm	Cath	14 Dec, 18 Jan, 15 Feb, 15 Mar

CORRESPONDENCE REPORT:

Inbox:

TDC Proposed Taupo Urban Commercial and Industrial Structure Plan Changes
TDC Notices of Requirement and Land Use Application by Transpower
Donation and appreciation from track user

Outbox:

Letter to Editor of Taupo Times from Thomas about safe cycling.

Correspondence accepted Karyn/Thomas

TREASURER’S REPORT

Treasurers Report
Bike Taupo Committee Meeting 16 November 2010

Transactions since last meeting:
Payments				22,888.60
Receipts				10,734.98

Bank Balances:
Non-profit 00				6,137.33
Lake Track 01			(owes savings $4000)	1,506.21
Online Saver 025				12,612.18

Accounts Payable:

Placemakers			Signs	10.62
Tomo's Saws & More			Helmet	105.00
NZ Forest Managers			Fuel	328.76
Sign On			Signs	151.81
Malcolm Flowers Insurances			Insurance	621.85
Total				1,218.04

Debtors Due:

Huka Falls Café			Map Sponsor	225.00
Huka Falls Café			Maps	200.00
Pack & Pedal			Map Sales	200.00
Total				625.00

To be Invoiced:
Avanti Corner Shop			Map Sales	200.00
Rapid Sensations			Map sales	200.00

	Receipts
		Taupo Half Marathon	W2K Half Marathon	9,551.25
		Event Promotions	Day Nighter	1,125.00
		Paymate	Donation - Clyff Harrington	48.00
		Westpac	Interest	10.73
	Total			10,734.98

			Bank reconciliation
			Balance as at 12 Oct 2010	18,290.95
			add income	10,734.98
			less expenses	22,888.60
			Balance as at 16 Nov 2010	6,137.33

		The Lake Track
		P J Masters	Travel - Lake Track workshop	564.00
		P J Masters	2 days - Lake Trake workshop	575.00
		McFarlane	2 days - Lake Trake workshop/Accom	739.00
		Cash	Koha	1,000.00
		Total		2,878.00

Treasurer’s Report Moved by Karyn/2^nd Cath

AGM 2010

Rotation Selection for Committee will be worked out at first committee meeting after AGM. Draw straws to start it off.

Nominations need to be brought to AGM. Please check that people are happy with nomination first, especially if they aren’t at meeting. Aniek is not standing. It was discussed that Keith might have a conflict of interest if he is a councillor and on Bike Taupo committee, but that it is very useful to have him on Council. [1]

Cath will do sign on sheet for members coming. Name, signature and email with room for writing!

Thomas will bring laptop with member database for cross-referencing if necessary.

Thomas will have copy of Constitution and will have End of Year Report and Constitution changes on PowerPoint. Pete Masters to explain changes. Thomas to print agenda.

Copies of Financial Report needed. Karyn to prepare and Shorty will copy.

SUB-COMMITTEE REPORTS

BIKE FEST REPORT. Keith was absent from meeting

BIKE FEST PROGAMME 2010

Sunday 21 8am. Open 35km or 70km Bunch Road Ride for all abilities. Meet at Top Gear Shop, Tuwharetoa St. Graham Usher & Richard Balm to lead

Tuesday 23 1. Ride Motorsport Park Racetrack 5 grades, beginners

Welcome 5 45pm

2. BMX Teams Club Night. Form a team and join in, beginners

Welcome. 5 45pm

Wednesday 24 2pm Start of Extreme Enduro (8 laps of the Lake) GLC.

Thursday 25 5.30 pm Velodrome Competition, all grades from 6 15pm.

Friday 26 8.30am Start of Static Enduro World Record Attempt, Horomatangi St.

3.00pm BMX Freestyle J@M Mainstreet Competition and Have a Go

4.00pm Tiddlerathon Horomatangi St.

3.30 pm Unicyling Demonstration and Have a Go. Horomatangi St

4pm Cycle Active activity for schools. Horomatangi St.

6pm Street Races Elite Women

BMX/MTB combo

Elite Men

8.30pm Theatre Presentations by Jonathan Kennett and Fred Boeting

Saturday 27 8.30am Finish of Static Enduro

3.30pm MEGA FREESTYLE INTERNATIONAL EXTRAVAGANZA, ACTION

SUPREME, ON PARK IN FRONT OF STAGE

Sunday 28 10am Pump Track Nationals Spa Park

Lake Track.

Slow progress with Iwi, but Hui went well. Trustees appointed and they seem amiable. A lot of conversations taking place in the background, which is how these things work. No problems.

Wairakei (7 wise men and 1 wise woman)

28 October 2010

Present: Pete, Len, Brendon, Brett, Carwyn, Shorty,

Huka - preparation of tracks

Retro – Corners fixed and will go up fence line – old track

Riverside Track Spa – Trees removed and scrub bar.

Top of corkscrew – Mark track or rack

Fast Eddies - Hill is great, keep it.

New grading sign located on Q line road.

Spraying has started.

LINZ to take over - contact is still Steve Ferguson

Next Race 21 November – 9.8km loop track North Island Nationals.

Jump track – need to check that there is no way bikers can enter apart from the top gate pass the signs.

New down hill top of Retro – Carwyn in the process of building

Scooters seen in Pump track

Structure of 7 Wisemen made up of:

Bike Taupo – rep

Track manger - rep

Two from Taupo MTB club

Invites from Bike Taupo – eg: Len

Urban Jungle

Report on Bikewise Month - Mayoral Challenge

Planning is well underway for the Bikewise month of February. Meetings have been held to determine how the event will be run

Mayoral Challenge 23rd Feb - Mayor confirmed & also trying to get Louise Upston involved, Considering asking the kids who cruise around the stilts to be the entertainment. New Gold prize award of $500 worth of sporting equipment (sponsored by Smiths Sports Shoes) to the school who has the most children registered at the Go by bike day.

Richard to look after Spot the Cyclist campaign (same as last year)

Advertising will start Mid January.

As well as the Family Fun night Tues 15 February, there will be Family Rides from the Taupo Events Centre on Tuesday at 5.30pm 14 December, 18 January, 15 February and 15 March. These will be easy one-hour mostly off-road jaunts around our tracks. Any Bike Taupo helpers are very welcome. See Cath.

There was some discussion on our disappointment with the implementation of the Walking & Cycling Strategy. The bridge on the ETA, Spa Road and general safety and ease for cyclists around town was still not great.

Managers Report.

W2K;

Finished rebenching Whakaipo Bay side from start up to toilet; Haven’t started spraying out there yet ; Cut down the poisoned trees with DOC the other day , they are paying for that ; Replaced about half the eggs in the traps with ping pong balls and they are still catching.

Wairakei MTB;

About 2/3 of the way through the spraying of the tracks; Still getting the odd tree coming down when we get wind, mainly Retro, Bumble Bee, and Tank Stand; Carwyn’s marking out a downhill coming back down near Retro; LINZ have taken over now and Forest Managers look after forest side for the next 4 months but we still deal with Steve Ferguson at present ; Been getting some help from a chap doing community service ; Land prep started in Paint ball area today so Mays Maze track can be replaced soon .

Have talked to TDC about fixing the problem on the Day Nighter extension will talk at the meeting about this

Talked to TDC about building track out to Centennial Drive to link up with the Rotary Ride talk about at meeting

Complaints about people running on down hill tracks will send a letter to harriers and may be talk to Richard H about the problem to see if he can help.

Van was backed into tree. Tree, Pete and dog fine, van needs some attention.

Pumice on car park.

Pete Masters disabled so Pete McFarlane and Bruce doing the work.

Media, Promotion and Website NIL

Funding / Projects

Volcanic Café going to be added to maps.

Safety / accidents / incidents NIL

GENERAL BUSINESS

Cycling Safety Forum suggestion from Chris Todd. Mike Langley to discuss with him.

Meeting Closed: 9:40pm

AGM Wednesday 30 November 7.30 at Scenic Cellars.

Wed 8 December 2010, 7.30pm at Plateau - next meeting – New Committee to sort out roles

Tues 14 December 5.30pm Events Centre Family Bike Ride

Signed as a true and correct record

_________________________________ Date: ___________

Thomas Schwarz (Bike Taupo Chairman)

[1] Keith has got green light from TDC lawyers to stand again for committee and is happy to do so

Posted: Tue 16 Nov 2010

479611

12 October 2010

479612

14 September 2010

Payments and Receipts

Total

Next meeting – Tuesday 12 October 2010, 730pm at Plateau

479609

8 December 2010

No Report

Next Meeting: Tuesday 25 January 2011 at Plateau Bar.

479614

10 August 2010

479610

16 November 2010

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