PRESENT: Lisa Rowland; Richard Balm; Thomas Schwarz; Karyn Hutton; Pete Masters; Mike Langley

APOLOGIES RECEIVED: Keith Crate; (apologies also received from TDC staff: Ron Boyle, Mike Burger, Claire Shapland, Denis Lewis)

CONFIRMATION OF PREVIOUS MINUTES:  Committee agreed that minutes of  24 October 2007 were a true and correct record, Accepted by Pete/Mike

MATTERS ARISING:

1.       Thanks to Taupo Moana Rotary  - Lisa sent letter of thanks regarding the powered wheel barrow funding.

2.       Policy for Events – Pete has prepared a draft and it was discussed.  A  couple of minor alterations were made and Pete will amend and send to Lisa.

3.       Letter to Ron Boyle of TDC  – ongoing.

4.       AGM notification to members:  This has been sent out and Thomas will also do a quick reminder a couple of days before.

INCOMING/OUTGOING CORRESPONDENCE:

Incoming:

1.                   7 November 2007 – Malcolm Flowers Insurances x 2 policies for powered wheelbarrow and policy adding note to comments section. And accounts.

2.                   8 November 2007 – Youthtown – re grant application.

Outgoing:

1.                   15 November 2007 – Taupo Moana Rotary Club – thanks letter re sponsorship of powered wheelbarrow.

Accepted by Pete/Thomas

TREASURERS REPORT: 

OO Cheque:  $3,153.81

O1 Account balance (W2K) is $3,707.67

Online Saver Account:  $19,990.73

Petty Cash:  $4.00

Receipts:   $22,632.18

Payments: $24,026.74

Accounts for payment:

·         Quality Print                          $933.36 (paid)

·         Sign On Ltd                           $465.16 (paid)

·         Placemakers                        $131.66

·         Environment Waikato         $2,130.19 (awaiting receipt)

·         TDC                                        $150.00

Overdue debtors:

·         TDC                                        $2,165.62

·         Tukairangi Valley Props     $18,000.00 (November instalment)

It was brought up whether Pete Masters thought it easier to have a petrol account with a local station for easy use when filling van with petrol.  He said he doesn’t mind continuing as is – buying petrol himself and getting reimbursed.

The Malcolm Flowers policy and account was looked at and the Committee was a little unclear with what is owed.  Richard will ring Geoff Smith of Malcolm Flowers to clarify.

Accepted:  Lisa/Thomas

SUBCOMMITTEE REPORTS:

Urban/Rural Cycle Facilities:

1.       Not much to report – still endeavouring to make progress with Roading Department.  Lisa sent an email to Claire Shapland reiterating the urgent matters with the busy summer season approaching.  She also reported briefly on the Cycling Conference and stressed the TDC need to put attending the next one, in their conference plan/budget.

2.       The Bike Taupo representatives at the Cycling Conference pushed the 1.5 metre campaign and distributed flyers inviting other centres to approach us regarding an info pack on putting in their area.

Media Promotion and Website:

1.       Bike Taupo were the lucky reciprocates of the Trust Power Community Volunteers Awards (winning the district trophy and a donation of $1,000).  We now get to compete for the National title in Wanaka in March 2008.  Two representatives will go down and do a fantastic presentation along with the Mayor and his wife.  We have yet to decide who the representatives will be.

Maintenance:

1.       The “Petes” are looking at spending some time at Wairakei doing some maintenance before the holiday season.

Wairakei Forest Mountain Bike System

1.       Pete’s mystery rides have commenced successfully with all ages and abilities turning up.

2.       January will see the return of the handicapped races on Thursday nights run by the Mountain Bike Club.

Submissions:

1.       Nil.

Funding/Projects:

1.       Via Strada – This is looking more real following a successful meeting in Napier (at cycling conference) with the owners of Via Strada.  Richard is arranging for them to come to Taupo to chat to us and Council representatives.

2.       Youthtown declined funding as it did not consider the project to be a priority for them (it was for a powered wheelbarrow).

W2K Track

1.       The track is now around 4km in on the Kinloch side and the hard working track builders are now looking at starting on the Whakaipo side before linking up the saddle at the top.

CAN Update

1.       Thomas and Lisa attended the CAN Do after the cycle conference and found it inspiring and useful.  The most exciting thing is the Government funded Digital Strategy which will enable all advocacy groups to be linked allowing access to lots of information for bettering each advocacy group’s operation and direction.

GENERAL BUSINESS:

1.       AGM – it was confirmed that Richard will stand again a Chair, Lisa, Karyn, Thomas, Pete, Mike and Keith all confirmed they with to remain on the committee.  Paper notification went out as did an email to all members.  Thomas will send a reminder a couple of days before the AGM. 

2.       NZ Cycling Conference – Thomas, Lisa and Richard attended and said it was worthwhile.  Lisa commented that the direction of the conference is more towards Government and local Government bodies as well a advocates (in the past it was mainly advocates)  this is a good thing as it shows the government’s buy in to making NZ a more cycle (walk) friendly country.  The highlight was the MOT and Land Transport’s combined efforts in producing a “Getting There – Walking and Cycle Strategy” at national level with funding.  One of the initiatives is to feature a community (one or more) as a role model – giving them funding and implementation – to be cycle friendly and good examples for others to follow.  Bike Taupo would really like to secure that model community as Taupo and has put the idea to Council who seem interested.

3.       Strategic Planning Workshop for Bike Taupo – One of the things Lisa got out of the CAN Do was the benefit in doing a strategic planning workshop to set goals up for Bike Taupo this year.  Everyone agreed and she said she would investigate a suitable facilitator and look at some time in the new year doing a half day one weekend.

Meeting closed 8:55pm

NEXT MEETING:

·         23 January 2008 at 7pm (or such other date as committee chooses)

PRESENT: Lisa Rowland; Richard Balm; Thomas Schwarz; Karyn Hutton; Pete Masters; Mike Langley; Keith Crate

APOLOGIES RECEIVED: NIL

CONFIRMATION OF PREVIOUS MINUTES:  Committee agreed that minutes of  5 March 2008 were a true and correct record, Accepted by Thomas/Mike

MATTERS ARISING:

1.       ViaStrada meeting – see subcommittee reports

2.       Bike Taupo Strategic Planning Day – to take place 3 May 2008 at Le Pine’s offices (Alan Vane facilitating)

INCOMING/OUTGOING CORRESPONDENCE:

Incoming:

1.                   7 March – Environment Waikato – Notice of joint hearing between Lakeview Properties Ltd and Waikato Regional council and Taupo District Council.

2.                   18 March – TDC – draft 2008/2009 Annual plan – submissions close 21 April. 

3.                   31 March – Notification of plan change for the Mapara Valley Structure Plan.  Plan change is available for submissions until 30 May 2008

4.                   3 April – Environment Waikato – re Joint Hearing – April hearing is cancelled and advice re a replacement date will be advised but will be some months away.

5.                   10 April – Mountain Bike Club – letter with cheque $500.20 being track maintenance fees from Summer Handicap Series 2008.

6.                   April – CAN invoice plus brochures and copies of Chainlinks.

Outgoing:

1.                   7 March – TDC – response letter to their letter re the Culvert near Rainbow Drive.

2.                   14 April – Letter of support for Opus regarding a cycle way on Western side of Waikato River from Aratiatia to Huka Falls

Accepted by Pete/Thomas

TREASURERS REPORT: 

OO Cheque:  $10,705.00

O1 Account balance (W2K) is $6,804.92

Online Saver Account:  $10,726.93

Petty Cash:  $4.00

Receipts:   $37,415.55

Payments: $23,080.32

Overdue debtors:

·         TDC                                        $2,165.62

·         Tukairangi Valley Props     $18,000.00 (Mar)

·         Tukairangi Valley Props     $15,000.00 (Apr)

·         Top Gear Cycles                  $150.00

Accounts payable:

·         Bruce Jaine Ltd                    $70.88

.

W2K Treasurers Report

Accepted:  Pete/Lisa

“WHERE ARE WE GOING WITH BIKE TAUPO?” STRATEGIC PLANNING DAY

Richard started the meeting asking for a discussion on how we all think Bike Taupo is doing, where we are going etc.

There is some concern whether the members are “coming with us” as it seems that we are getting bigger and bigger and inheriting more and more large tasks – this could be good and bad (started with the Wairakei concession and now there’s W2K  - Pete realises its bigger than he thought it would be.

The Strategic Planning day is very timely and we need to have a serious think prior to it about where we want to be in 10 years time.

SUBCOMMITTEE REPORTS:

Urban/Rural Cycle Facilities:

1.       Rainbow Drive Culvert:  Very frustrating as Lisa is continually put off.  She still awaits notification from Council regarding an engineers meeting and is tiring of always chasing them.

2.      Via Strada urban implementation plan:  Andrew MacBeth and Warren Lloyd of Via Strada were in Taupo last week.  Between Richard and Thomas many mini meetings were organised with the CEO, some Councillors, and Senior Staff of the Council.  Richard feels more progress was made in 2 days than in the last 3 – 4 years with Council sitting up and listening to what Via Strada has to offer and say.  The four specific areas where Via Strada feel’s Bike Taupo could move forward with the council (either with or without Via Strada) are:

• Development of the industrial / commercial structure plan (Hilary Samuel);
• The review of the walking and cycling strategy (John Ridd);
• Direct liaison with Denis Lewis with respect to on-road pavement markings (including coloured surfaces); and
• Submission to the Annual Plan process on the levels of funding for implementing the cycling component of the walking and cycling strategy (and subsequently to the LTCCP review).  They believe we should seek funding as follows:  $100K infrastructure and $25K for planning.

3.       Cycling/Walking Focus Group Workshop:  Thomas and Lisa attended this workshop with Environment Waikato and Opus and other interested people eg. The health sector and councillors.   It was very useful and the outcome of which will be a good Strategy document for the Waikato region.  Bike Taupo offered a lot of feedback.

Media Promotion and Website:

1.       DLT will fund an advertisement for the Mountainbiking Magazine featuring “biking in Taupo” which will feature a whole page - 1 every two months.  Matt Dewes designs the ad.

Maintenance:

1.       The recent rain storm has caused huge damage to some of our tracks, particularly:

·         The Rotary Ride – major slips (can be viewed on the website).  The works required to amend are approx 4 days work with the digger.  A working B will also be organised.

·         The Tunnel Track has been washed out on the western side of the tunnel and will probably require a bridge structure to fix.

Wairakei Forest Mountain Bike System

Nil to report

Submissions:

1.       Richard and Thomas will work on the Annual Plan submission due in on Monday 21^th April 2008 .

Funding/Projects:

1.       Nil to report.

W2K Track

1.       The Track is completely through and was so for the Oxfam Trailwalker. We have received excellent feedback on the track and the great experience it is to either bike, walk or run it.   The length of the track is 14.5 from stile to stile.

2.       Keith is doing a fantastic job with organising the W2K official opening which is on Saturday 26 April.  The lnvites have been sent out and Thomas has done a fantastic job of putting cool pictures on it.  The Minister of Conservation is booked and confirmed to officially cut the tyre tube!  We are getting a good response from people who will be turning out to the opening.  More FM will be present to do a BBQ, music and talking for $500.  Harvey’s are also sponsoring a free BBQ.  Buses will be organised to bus people around from Kinloch to the opening at Whakaipo.  Lisa is hoping to have a map ready for giving away as a memento.  Should be a great successful day. 

CAN Update

NIL to report.

GENERAL BUSINESS:

1.       Charities Commission – These have been given to Alan Vane for processing – he’ll also keep a copy and we should hear back in the next couple of months.

2.       Volunteer Awards – Richard Pete and the Mayor all did a fantastic job and return with 2^nd place and $1,500 – an excellent effort.  Richard said the winners dealt with getting kids off the streets and were remarkable.  Richard said they were humbled to come away with 2^nd.  Our presentation was excellent and the committee joked that it had heard all about it but had yet to see this presentation!!

Meeting closed 9:34pm

NEXT MEETING:

·         4 June 2008 at 7pm (or such other date as committee chooses)

PRESENT: Lisa Rowland; Richard Balm; Thomas Schwarz; Karyn Hutton; Pete Masters; Mike Langley;

APOLOGIES RECEIVED: Keith Crate

CONFIRMATION OF PREVIOUS MINUTES:  Committee agreed that minutes of  16 April 2008 were a true and correct record, Accepted by Pete/Mike

MATTERS ARISING:

1.       Bike Taupo Strategic Planning Day – Brief outcomes:

·         We are all thinking the same things for Bike Taupo’s future

·         Alan has put together a report

·         Richard to Email this out to committee

·         We will put the principles arrived at on the website

·         A subcommittee needs to be created “Urban Jungle” of 5 or 6 people (which will be based on the Wairakei subcommittee).  Thomas to endeavour to get a group of people together in June.

INCOMING/OUTGOING CORRESPONDENCE:

Incoming:

1.                   15 April 2008 (received early May) from TDC Re-opening of Waipahihi (Kowhai) Gully culvert – regarding their decision to revisit our request.

2.                   20 May 2008 – TDC – Application for Resource Consent - 9 Motutaiko Street.

3.                   30 May 2008 – TDC – Proposed plan change Mapara Valley Structure plan and extension of submission period

4.                   4 June 2008 – DoC – copy of the final landscape plan for Whakaipo Bay

5.                   21 April 2008 – TDC – acknowledgement of receipt of submission.

.

Outgoing:

1.                   16 April - TDC Annual Plan Submission

2.                   1 May - Jack’s Bistro – outlining their sponsorship for the W2K map.

3.                   21 May 2008 – Tenon – letter of application for funding.

4.                   4 June – W2K sponsors with invoice and copy map

Accepted by Pete/Mike

TREASURERS REPORT: 

OO Non-profit $1,285.15

O1 Non-profit (W2K) is $3,375.22

Online Saver Account:  $18,896.25

Petty Cash:  $4.00

Receipts:   $21,598.09

Payments: $43,981.28

Overdue debtors:

·         TDC                                                        $2,165.62

·         Top Gear Cycles                                  $150.00

·         TVP Apr                                                 $15,000.00

Accounts payable:

·         Environment Waikato                         $346.31

·         Quality Print                                          $964.82

Other matters

·         July  invoice  due to TDC re W2K for $5,000 (maintenance)

·         July invoice due to TDC  re 6 month service contract (maintenance)

·         Prepare invoices for W2K café sponsors

·         Ten Events – received two cheques for fees re use of tracks.  Karyn to send invoices to match

·         EW – annual resource consent fee due – Richard to send letter with request to waive

·         MYOB is running – Karyn is finding it a little tricky.  Thomas to look into courses for her funded by Bike Taupo.

Accepted:  Lisa/Mike

SUBCOMMITTEE REPORTS:

Urban/Rural Cycle Facilities:

1.      Thomas and Richard to attend a cycle strategy meeting re Transport Plan,

2.      It will be suggested to TDC that they employ Via Strada to review the cycling and walking strategy.

3.      We need to start giving TDC personal updates – with video camera footage.  Thomas to purchase a helmet camera.

4.      We should be present at the next Council meeting which is to discuss Spa Road.

Media Promotion and Website:

1.       Newsletters -  Everyone agreed small punchy emails are better than long winded ones.  In future our news to members will be small items ie. Track news.

Maintenance:

·         Need a working B to work on the tunnel track

·         Need to voice a thank you to volunteers for great quick work on the Rotary Ride – to be done by email.

·         Day night Thriller track – Murray Fleming has contracted Pete and Pete separately to update track – they borrowed Bike Taupo equipment to do this.

Wairakei Forest Mountain Bike System

·         A new mandate is coming to the committee to be approved for the work on tracks supporting the new future Mtn bike race as part of the Cycle Challenge.  Rotary will be funding this and will be commenced shortly.

·         Pete sought the approval of the committee for Pete McFarlane to run the maintenance programme for all tracks in Pete Masters’ absence.  All were in favour.

Submissions:

·         Annual Plan submission went out .

Funding/Projects:

·         Need to pay a lot more attention to sponsors in the future in regard to reports etc.

W2K Track

·         No work to be done on extension over Winter.

·         There’s a W2K article/ad to appear in the NZ Mountain Bike Magazine

·         Lisa is preparing maps which will be printed and distributed for sale

·         The track has been seeing huge numbers of users

·          Work on the track recommences in October.  Meeting is planned with Bruce Bartley mid August – to establish the plan

·         Mike Langley is the W2K representative while Pete Masters is away.

CAN Update

·         Cycle Friendly Awards are due by 25 July 2008  Richard and Lisa to work on this – we put forward W2K.

GENERAL BUSINESS:

1.       Cycle Challenge Mountain bike Race “Wildside” 

·         70kms from main street back to main street via track systems out to Aratiatia round Wairakei etc

·         Taupo Moana Rotary club to assist with building part of track

·         Developing a concept for funds to come to Bike Taupo.

2.       NZ Mountain Bike Magazine Ads –

·         Matt Dewes and Warwick Hall has meeting with Richard

·         Putting together a series of ads to entice people to Taupo for their mountain bike experience

·         First ad features – W2K

3.    Iwitahi Trust

·         This Trust has a fund of $140,000.00 which must be used for Youth Outdoor Experiences which will be secured by Deed

·         Bike Taupo is to approach them with ideas on how the fund could be used

·         Some ideas could be “membership money for youths to join cycle clubs, or event fees.

·         Next trust meeting is two months away – need to think about it before then

Meeting closed 9:20pm

NEXT MEETING:

·         16 July 2008 at 7pm (or such other date as committee chooses)