BIKE TAUPŌ INC.

 MINUTES OF MEETING – Tuesday 15 January 2013, 7:30pm 

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, and Thea de Petris 

 APOLOGIES: Karyn Hutton

 Committee went up to Control Gates Hill and had photo taken on the Big Bike.

 Barbara Insull from Bike NZ and CAN came to invite BT personally to ‘Inspiring Change’, ‘Can Do’ weekend in Auckland 13/14 April.  $100 to attend.  Rob Oram business commentator on Sunday Star Times.  Steven Town manager on NZTA for Northland and Auckland. and how to work well with them.  Kevin Haig cross cycling parliamentary committee.  Sam Judd put together Sustainable Coastlines coming to speak to learn how we can get better organised and promoting cycling as transport.  Event will be filmed and passed onto cycling groups.  Workshop and questions.  Followed by AGM and bike ride and dinner.  Collaboration for cycling groups around country.  See Cycle Action website and Facebook.  Rowan asked if Barbara could put our cycle survey onto Bike NZ/CAN website.  Cath/Thea to let Christine Hutchison know as a TDC person.

 Committee email now to just include committee members.  Include Pete Masters, Cath and Keith for minutes etc as cc.

 CONFIRMATION OF PREVIOUS MINUTES:  Cath/Shorty

MATTERS ARISING:

 Toilets – Cath has applied to Transpower 

 LTCC/Taupo Moana Rotary -  Application sent to Rotary for $7k for tracks.  Waiting response.

 Independent Accountant – Garth Beckett happy to do it.  Still waiting on Year End from Strettons.

 Hot Water Bridge Funding – Sent to Nautilus Foundation

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

 Flags/T Shirts – See Julie’s report

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

 Z Funding – Cath has applied and if we are successful, every time people fill up at Z Stations, they can vote for their favourite community group.  We won’t know until February.

 CORRESPONDENCE REPORT:

Inbox:  

Outbox:

Rowan moved/2nd Mark

TREASURERS REPORT:

My apology for not attending meeting – actually I’m happy not to as I don’t like having my photo taken.

Attached is my report. There is a gap between last report in September and opening of new BNZ bank account due to info at Strettons.

End of year Financials are not yet completed and I don’t have any indication at this stage when they will be.

Have a good meeting

Karyn

Rowan talked about how Karyn needs a better budget system with ‘buckets’ for money amounts.  Pete Masters did a quick whiteboard drawing to show basic incoming and going.  Wednesdays and Thursdays must be supervised by BT.  Saturday crew is PD.  Maintenance is done with what money comes in.  If it comes in it gets spent.  Karyn to bring a report with budget for the next year.

 

Payments

Copy SolutionsGeneral Admin            7.00 

Top Gear CyclesKids on Bikes          43.00 

WindrushWebsite          76.25 

Taupo Office ProductsGeneral Admin          81.81 

Steve MilneLabour        120.00 

Pete MastersHalf Marathon expenses        237.49 

StreetsmartLabour - Craters        372.60 

Peter ManningLabour - Craters        396.75 

ImpelLabour - RR        683.11 

Rotorua AirportMTB DVDs        687.47 

ImpelLabour - RR     1,071.23 

GeographxCraters MTB Maps     1,150.00 

Me CreativeMap Design     1,617.47 

StreetsmartLabour     4,595.40 

Taupo Landscape ServiceSpa Park/Tank Stand - TDC cost     6,739.00 

TheaExp reimbursed BNZ Partnership        176.56 

Eat CateringExpenses - BNZ Partnership        300.00 

DBCONRR Bridge        506.00 

Max PrintGeneral - Committee polo shirts        130.41 

Sign OnDonation boxes        260.25 

Jims CartographyMap -W2K Pine Control        187.04 

LINZIntermediate School Event Fees        230.00 

LINZMid Nth Is Round 1 - Event Fees        230.00 

Me CreativeMaps - Craters        241.50 

PGG WrightsonHuka Challenge          78.78 

Peter Manninglabour - Craters        724.50 

StreetsmartLabour - RR     1,273.05 

StreetsmartLabour - Craters        558.90 

StreetsmartKawakawa Bay trip/ DoC        357.65 

Top Gear CyclesGeneral exps          25.00 

Streetsmartlabour - Craters     2,546.10 

NZ Forest ManagersChemical - Craters        499.10 

NZ Forest ManagersChemical - W2K Pine Control     3,915.52 

P BoomenCycle Active (Kids on Bikes)     4,750.00 

BNZBank fees          14.90 

 

Total   34,883.84 

 

Receipts

 

Bike TaupoTransfer   20,000.00 

Heli SikaMaps        100.00 

Lake Taupo Holiday ResortMaps        100.00 

Kinloch StoreMaps        100.00 

AvantiMaps        100.00 

Flexi On LineDonation          96.50 

BikeTaupoBalance from Westpac Chq a/c     7,339.33 

BNZInterest            3.22 

Gordons TaupoMaps        100.00 

Taupo MTB ClubDonation     1,050.00 

GL ShuttlesPartnership     1,725.00 

Top Gear CyclesMaps        100.00 

DonationDonation - Kids on Bikes        522.00 

Destination GLTMTB DVDs        687.47 

TDCRR Rebuild     1,929.70 

Bike TaupoTransfer  - Kids on Bikes     4,750.00 

DonationDonation Boxes        249.80 

 

Total Income   38,953.02 

 

Payments              34,883.84 

Receipts              38,953.02 

 

Bank Balances:

 

BNZ Current Account                4,069.18 

Bus First Oncall Account              66,809.89 

 

Debtors Due:

 

LTCCMarshalling  Cycle Challenge                5,000.00 

LTCCCycle Challenge expenses                     78.78 

DoCKawakawa Bay Campsite                   357.65 

Taupo i-siteMaps                   100.00 

 

Creditors:

 

Sign OnSlabs for signs Wairakei                   316.25 

StreetsmartRR Maintenance                   434.70 

StreetsmartCraters corkscrew/spraying                1,474.88 

LINZEvent Fees -                   230.00 

Total                2,455.83 

 

Bank reconciliation

Balance as at November                                            -  

add income                               38,953.02

less expenses                               34,883.84

Balance as at  15 January 2012                                 4,069.18

 

Presentation of Last Year’s Accounts  (Presentation from Mike Keys)

Our Constitution states that at the AGM “the Treasurer shall present a statement of the Group’s accounts for the year ended 30 September, duly reviewed in accordance with Rule 9.3“.

This did not happen at the last AGM as the accounts were not ready.

There is no ‘legal’ solution to this as neither our Constitution nor the Incorporated Societies Act contemplate this situation.

In my opinion we have 3 options:

1)Have a second AGM – which would ratify everything done at the previous AGM and ‘receive’ and adopt the accounts.

2)Call a special general meeting to receive and adopt the accounts.

3)Do nothing.

I suggest :

1)It is not a ‘solution’ to do nothing.

2)Having a second AGM is a bit tricky – particularly as the Constitution (understandably) talks about one AGM to be held in November each year.

3)Having a special general meeting to receive and adopt the accounts is the best option. This way we are at least presenting the accounts to the members at a properly constituted general meeting.

 

Next Issue  - How to prevent this happening again?

The problem is there is not enough time between the end of our financial year (30 Sept) and the date for the AGM (November) for the Annual Accounts to be prepared and reviewed. We need to allow one more month. The Constitution could be amended to provide for a December AGM – but this would be close to Christmas and therefore not a good option.

The alternative is to change our financial year so it ends on (say) 30 June. We could then have our AGM in September.

If we do not want to change our financial year (from 30 Sept) then we probably should at least change the date for the AGM to January with a view to holding the meeting at the end of January when everyone is back from holidays etc. This will require an amendment to our Constitution.

 

Need to schedule a Special General Meeting with 30 people to pass accounts or make amendments to constitution.  At the Special GM pass the year accounts for 2012 and also change the year end to June.  Mike Keys to check with Susan Watson and/or Jo Donaldson at Strettons if the date change is ok.

Rowan moves that Year End changes to June and AGM before end of October. 2nd Shorty

Mike to look into a constitution change to cover the release of payments without going to a committee meeting.   Now that BT is paying wages and large invoices for GLT.

 

KEITH CRATE REPORT:

No Report

 

MANAGER’S REPORT:  

Craters 

New Tracks getting bedded in and getting great feed back 

The Monday Pixies have started to rebuild Cork Screw 

Had a big boost from a school group on Cork Screw clearing of the logs 

Spraying is just about complete just the odd spot still to do Blackberrys still growing but its just part of life We can't wait until they are all grown before we start spraying otherwise we would have half the tracks overgrown 

Donation Box in at the carpark getting a few dollars each week which is great I am clearing it when ever I pass 

Lurge numbers of riders I counted 30 on one ride on a Sunday at midday 

 

PD 

 Bruce has managed to get a extra  PD crew that will  work on the tracks on Saturdays starting in the new year . This crew will not have our staff with them (unlike the Wednesday Crew) but will require an amount of planning / set out and pre-work to operate. This is a big step forward for us as it will allow the expansion of Craters but will test the budget for a wee while. 

Bruce and I have put a lot of time and effort in getting the PD crews up and running and we are basing the future expansion and maintenance on having those crews.   

 

Eastern Tracks 

 

RR seeing alot of traffic 

 

Big tree fell on the RR just before new year there was very little wind it fell for no reason Its just life in the forests we can't do much about it had another one on W2K in the holidays as well 

 

Still awaiting  funding for new bridge on RR 

 

Need to get into gear about plantings on the RR Now that TDC have cut the trees at OD park plus the Doc cutover the place is like a bomb site 

 

TeTotara realignment is complete and much better. It will cut down on maintenance as we have no need to mow the grass under the power lines anymore It also involved a new exit from Ferguson's We have also cut out the steep hill off the boardwalk so its a bit more user friendly.

 We also build a new safety rail for the Huka race Funding came from discount on event fees and PD crew etc 

This has been done working in with Terry and John from Doc Turangi 

 

Can the Committee give approval for BT to take over the TeTotara Gut track.  It Will mean we have to fly the Old Paddy's bridge in but the rest of the track is in great condition The Mad Engineers are also keen on doing some upgrading work on it 

Its so close to the road and a great piece of riding with all the little bridges my thinking is we would be mad not to look after it just because the Dept's local staff are too lazy to fix it  

We have in the past sort of looked after it anyway It takes 20 mins to spray and apart from this storm damage is very easy to look after 

We also did the major upgrading and realignments to make it all ridable so have quite an investment of time and money on it already 

Will need 

 The new bridge 

 A few trees poisoned and then just some benching work carried out This will be all done by volunteers 

 

W2K 

Had the odd tree down over the holidays Bruce popped up and did them which was great but apart from that all good 

 

Bruce has spend a few days spraying as well on the track still some more to do 

 

Had a crew of 4 cut back the trees on the  Bay side which will be good for a few years with luck  

 

Pine Trees have died on the Bay side as a result of the poisoning job  We will require some more funding to complete this operation so need to have a chat about the options please 

 

Apart from that all good 

 

Donation tube is in the Bay and I have a second one build just not to sure on placement location at the moment 

 

GLT 

 

Moving along  Waihaha section now up to 9 kms build 

 

Swing Bridge is all finished and Chads working down the Waihaha River now to do the join up 

 

Planning in place for beach head water fall track 

 

Toilet tank and concrete is in at Chinaman's just waiting for builders to get back to work 

 

Need to start working on the Funding for building the W2A track Doc are handling the access over the private land 

 

Observation on BT Policy 

 

I have watched email's tearing around about events New tracks etc in the last few weeks.  I asked the committee over a year ago to put in place policy around events on the tracks. 

 

What the BT committee thinks is acceptable on the two way tracks that we operate ???

 

What BT committee thinks is acceptable in Craters in regards to the current Concession we hold ???  

 

Mike to look at the Concession that BT holds.  Any new events need to come through the committee.  Allow events that are not a safety factor.  MTB races should not be on the GLT  GLT events should be applied for 12 months ahead.  Shorty to email LINZ agreement to Mike.  GLT is different from Craters.  Policy as per our concession with LINZ.  GLT needs a different policy.  The GLT can’t be closed.  Track can’t be one way.  We sell concessions to businesses.  Use the Concession page in the draft document.  Can be on website.  Events information for Crater and GLC.

 

 If this had been done then all people evolved would know right from the start what the rules are. 

 

You have to start getting these policies in place so the likes of Cath and I can deal with sort of stuff. In fairness they can't wait until the next committee meeting to get a yes or no Nor should it be done by email 

 

Just for the record, I helped out an event a number of years ago which was a Woman's  MTB event and allowed them to use our concession in Craters as we were told that they had only just decided at the last minute to use Taupo for the event. 

As it turned out that was all Bullshit and the event promoter had asked the land mangers three months before and after being told what the fee was decided to lie to me and Len  and save himself $1600. 

The outcome of that was I put at risk the BT concession and got my ass kicked along side Len but the MOT did put a trespass notice on the event manager they were so wild. 

He made $35,000 and paid a fee of $200 

 

A Simply policy would have protected us. It was outside the concession guild lines we should have said "no" 

 

Mark moved that GLT committee begins to investigate the possibility of a track from Acacia Bay to Whakaipo.  2nd Rowan.

 

GREAT LAKE TRAIL: 

 

URBAN JUNGLE/KIDS BIKE TAUPŌ: 

 

Aim

To initiate programmes to increase proportion of Taupo community cycling in any form. Last year BT agreed to focus on youth programme development.

 

Programmes to date

1. A collaborative group was formed last year being comprised of Bike Taupo, Sport Waikato and reps from local cycle clubs.  This resulted in development of a 3 tier programme:

Level 1 – Lunch time riding opps at primary schools; administered by Bike Taupo

Level 2 – Safety and bike skills programmes at primary schools; administered by Sport Waikato

Level 3 – Specific skill set development programmes; administered by local clubs.

 

Trials of all 3 programme levels have been highly successful during Term 4 2012.

 

Sport Waikato has sent out Term 1 timetable for 2013.

 

2. A proposal for the Bike in Schools programme (provision of cycling infrastructure and on going skills lessons) is also currently being considered by Contact Energy. It is expected that we will hear back from Contact end of this week.

 

3. Lastly, some form of transport is still required for the Bike Taupo bikes to get regular use by other groups, such as the mountain bike club. The type of transport mode (trailer or van) may be dependent on outcome of the Bike in Schools proposal.

 

Funding

We require committee agreement to pay contractor for Level 1 work, using TDC funding of 3k per year. 

Proposed rate is 20 days per Terms 1 and 4 at $50 per day. And also $1000 per year for regular bike maintenance and sundry. 

 

Due to committee misunderstanding of use of Huka $ for bike purchase, we are starting out in deficit. 

Expense to date –

Bike purchase $4750

20 days of Level 1 programmes have been timetabled for schools for Term 1 at a cost of $1000.

Also to note, Cath completed 20 days of Level 1 course in Term 4.  Eventually some form of compensation for petrol used should be paid when sufficient funding is made available. 

 

WAIRAKEI: 

 

Rowan asked that a sort of long term plan.

 

MEDIA/PROMOTION/WEBSITE:

 

Donation boxes 

Five donation boxes have been placed at Zest Café, Heli Café, Tipsy Trout, Kinloch dairy and Siera Café. They were cleared along with the others at the tracks and bike shops and the donations totaled $341.50, which has been banked. 

 

Tee shirts  

I got a verbal estimate from Max Print for a minimum of 100 at  $15 + GST each, printed

front and back print, design is extra.  Suggest we sell them to retailers for $25.00 and 

have RRP of  $35 – 40.  

We need to define who we want to target and the message we want to get across so 

design work can proceed.

 

Tear Drop Banner

Sign On700 x 2200 $419 + GST

760 x 3200 $605 + GST

Flagaholic (website) 900 x 2800 $374 inc GST

                                                                                                                                                                                                                                                

CAN 

I submitted an article about the summit to CAN.

 

FUNDING/PROJECTS:

 

TDC/SUBMISSIONS:

 

Rowan, Nick and Donna presented to TDC about the Bike Summit.  Commissioned a survey to see how much/many cycling brings into the district.  Survey to go to as many people as possible electronically to get the feedback.  People on tracks could be surveyed personally.  Be good to get 1,000 people surveyed.

 

DoC submission coming due soon.

 

NEWSLETTER: 

All information to Shorty please. 

 

GENERAL BUSINESS:

 

Set up a trail ambassador.  Mike has people who would be keen to go out.

Mike happy to be the contact number.  Health and Safety information needed about the service.

 

Meeting Closed:  10.15pm

 

Next Meeting: EW Tuesday 19 February 2013 7.30pm

 

Dates

Tuesday 19 February 2013 Committee Meeting

 

Signed as a true and correct record

 

_________________________________                Date: ___________

Rowan Sapsford  (Bike Taupo Chairman)