BIKE TAUPO INC.

MINUTES OF MEETING – Tuesday 24 May 2011, 7:30pm

At Plateau Bar, Tuwharetoa Street, Taupo

PRESENT: Thomas Schwarz, Pete Masters, Shorty Hughes, Cath Oldfield, Thea de Petris, Mark Gibson, Mike Langley, Pete MacFarlane and Keith Crate

APOLOGIES: Karyn Hutton, Mike Langley, Richard Hine, Keith Crate

CONFIRMATION OF PREVIOUS MINUTES

Minutes of meeting from 12 April 2011 were confirmed as being true and correct. Cath/Thomas

KEITH CRATE REPORT

Keith requested he be heard early. He updated on the Home of Cycling bid. Now a joint operation with Waikato/Bay of Plenty. He has meetings in Cambridge every Monday with committee. He had copies of presentation from Rob Waddell. Possible cost to ratepayers works out at $3.11 per year on regional rates.

He had been asked to approach BT about taking over the running of the Mizuno Half Marathon. Maybe look a making a full off road marathon. BT cannot run events. Pete Masters offered to go the next meeting to talk about the tracks and where the event could be heading.

Mark showed brief footage of Mega Ramp being built in Spa Park for Jed Mildon's World BMX jump attempt.

MATTERS ARISING

CORRESPONDENCE REPORT:

Inbox:

• 13 May 2011 Submission acknowledgment from TDC
• 9 May 2011 Safety Report from Alex MTB Club
• 29 March 2011 (Karyn) $3,500 from MTB Club
• 24 May 2011 Email resignation from committee of Richard Hine

Richard’s resignation read and accepted.

Pete Masters asked if an Explosive Ticket had arrived yet. It hasn’t.

Outbox:

• Submission to TDC

Correspondence accepted Thomas/Karyn

TREASURER’S REPORT

Mark queried GST payment of $1,926.07 as being excessive. Karyn to check with Susan at Strettons.

Moved Karen/Thomas

MANAGER’S REPORT

• Track repairs after storm have been fantastic. 40 people plus turned out to help. Thanks to Pete McFarlane for organising working bee.
• Rotary Ride is passable, but 2^nd bridge needs to be completely rebuilt. Quotes are being gathered for funding application.
• Pete Masters moved that we apply to Lion Foundation/ Southern Trust/Youthtown for up to $20,000 to rebuild the bridge. 2^nd Thomas, all in favour. Cath and Shorty to put funding applications together.

LAKE TRACK

• Project Committee met today, 24 May to make a plan. The idea is to have an administration level/group who will handle invoicing, funding requirements etc. Pete Masters, Mike Langley and Thomas Schwarz with Karyn. The construction crew then hands all the paperwork onto these admin people.
• Need a Resolution that the BT committee gives mandate to this admin group to meet once a month to make decisions relating to the Lake Track. Alan Vane will word it so we can minute it next meeting.
• Need to minute that the Lake Track building will use local contractors and workers wherever possible. Part of the funding from government was to keep money in the local economy.
• Plan to start on 1 September 2011.
• Expect to cost $50-70k a year to maintain Lake Track.

URBAN JUNGLE

• Thea’s submission.
• Talked about Cycle Active’s training in schools for 10 year olds. A valuable contribution and fits well with Bike Taupo’s mandate. Cycle Active is the only provider of this training in town, but Pete Boomen struggles for funding. Schools can’t/don’t want to pay. TDC, Tenon and Rotary have funded some courses. Shorty moved that BT apply for funding from Youthtown/Grassroots/Lion Foundation to pay for all 10 year olds in Taupo to receive on road cycle training. 300 children @ $100 each $30,000 for 12 months. Schools could then apply to Bike Taupo from the fund. 2^nd by Thomas. Shorty to do funding application. Need to check with any successful funders if we would pay the schools or Cycle Active.

WAIRAKEI (7 wise men and 1 wise woman)

Wairakei 7 Wisemen and 1 Wise Woman

2 May 2011 6pm @ Plateau

Present: Len Malcolm, Brent Cameron, Brendon Reynolds, Alex Fierro, Pete McFarlane, Nicki Hughes

Apologies: Carwyn May – new baby boy congratulations.

· Wairakei Forest sub- committee mandate – has been updated after review last meeting.

· Mountain biking development plan – has been updated.

· Event documentation: Over sight people section has been updated, Colliers international – Naomi Bray is the LINZ contractor this info.

· Kegress – One more corner to fix. Looking at short cutting sections for the Huka.

· Working bee – 1 May excellent turn out. Guys with there chainsaws an awesome effort.

· New track name – May Maze area.

· SH Fun – track off it Ruapehu, Tongariro, Tauhara, Ngauruhoe.

· All up there will be 4 tracks. Digger needed for downhill track.

· A roundabout or intersection by Bumble bee entrance – with a centre sign directing people to the different tracks.

· After storm damage – Sections of Corkscrew and Squirt will be logged this area is closed.

· Peter Manning – is keen to build a track – Pete Mac will talk to him and hook him up with Brendon to start one of the new tracks in the Mays maze area.

· Toilets – still waiting on permission and will also need to fundraise – Mt bike club may give some money, at present they spend around $1000 per year hiring toilets for races.

· Next race.

King and Queen in 6 weeks based at the Hub this year.

Next meeting 20 June 6.10 pm @ Plateau

MEDIA/PROMOTION/WEBSITE

· Destination Lake Taupo needs to be contacted so they are more aware of cycling in Taupo, especially the tracks. Thea and Mark to compose letter or visit to open communication.

FUNDING/PROJECTS

· Bridge on Rotary Ride and Cycle Active as per Managers’ Report and Urban Jungle.

NEWSLETTER

· All interesting stuff to Shorty please for Pedal Talk

GENERAL BUSINESS

· At start of meeting, an invitation to Mark Gibson and Amber Coubrough to be on committee. Mark agreed and welcomed. Amber not present.

· ETA link to Rotary Ride via Owen Delaney Park track. Pete Masters explained that the reason the cycle track along the ETA stopped at Centennial was that it is supposed to join up to MTB system via new road to SPCA and onto the back of ODP. Cath said track was invaluable to children and families, especially the bike programme at the TDC After School Programme run from the Events Centre. There was still the issue with the Archery Club to be resolved. Ian Stretton President and also TDC H&S person. Cath to follow up and begin dialogue.

· Kids Track at Craters. Mark wants to get a safe, easy track for little guys near the carpark. Shorty says it is on the Wairakei plan. Mark and Shorty to talk to MTB Club and get something started.

· Discussed putting GPS coordinates on W2K and similar tracks. Pete suggested maybe a regular marker with a distance on it and/or signs with the names of corners or landmarks. These would help SAR and the riders who go out looking for lost people.

Meeting Closed: 10.00pm

Next Meeting: Tuesday 5 July 2011 7.30pm 2011 at Plateau Bar.

Signed as a true and correct record

_________________________________ Date: ___________

Thomas Schwarz (Bike Taupo Chairman)

BIKE TAUPO INC.

MINUTES OF MEETING – Tuesday 1 March 2011, 7:30pm

At Plateau Bar in Tuwharetoa Street, Taupo

PRESENT: Karyn Hutton, Thomas Schwarz, Pete Masters, Shorty Hughes, Cath Oldfield, Thea de Petris, Rowan Sapsford, Mike Langley

APOLOGIES: Pete McFarlane and Mark Gibson

CONFIRMATION OF PREVIOUS MINUTES

Minutes of meeting from 25 January 2011 were confirmed as being true and correct. Will be posted on website if no one has any changes. Cath/Thomas

MATTERS ARISING

CORRESPONDENCE REPORT:

Inbox: Nothing to Report

• Oxfam - letter asking for permission to use tracks for 2011 event. Thomas signed and sent back, the acknowledged request
• TDC – Notification for RC application on Mapara RD – no action.

Outbox:

• Email from Keith Crate to ask for BT support on bid for CAN Cycling Conference to be in Taupo was replied to by Thomas agreeing.
• Request to Rotary for funds to repair Rotary Ride.

Correspondence accepted Karyn/Thomas

TREASURER’S REPORT

• Ministry of Economic Development is looking for final invoices. We still have Hui with Iwi to finalise.
• Insurance invoice to be checked before paying. Pete queried if Rural Fire is included in the policy. Karyn will make enquiries.
• Round-the-Lake Relay needs to be invoiced for $500 for marshalling.

· Budget Meeting for Karyn, Thomas and Pete Masters still to be done.

Moved Karyn/Thomas

MANAGER’S REPORT

• Most of the repairs have been completed just the railing to put up by the slip
• Boys have been back to spray a number of tracks because of growth after the rain
• Getting to the point that we have to put a cap on any new tracks so that we can meet the maintenance in the future. This is apart from the tracks being built at present on planned
• Lake Track progress is still happening but slowly
• Meeting with Steve on Wednesday night
• Rotary have approved the funding of the repairs and also realignment of the Eastern Bypass at Huka Falls
• Have talked to Taupo Time about the tracks still waiting on an article to come out
• Looking into taking over Totara Gully from DoC. Should DoC pay for this maintenance?
• Feedback from Dept of Labour about the See Saw accident. The obstacles were taped off for the Huka.
• W2K rider coming off track at Whakaipo on the farmland and hit a rock in long grass. Broken collar bone and three broken ribs.
• Rider on Young Pines lost speed on a berm and fell. Put out hand and suffered a broken wrist.

LAKE TRACK. No Report

URBAN JUNGLE.

Bike Wise went well, but less people at Mayoral Challenge and Family Bike Ride. Spot the Cyclist did not receive as much coverage in the paper because the photos were too late arriving.

WAIRAKEI. (7 wise men and 1 wise woman)

MEDIA/PROMOTION/WEBSITE.

FUNDING/PROJECTS. Nothing to Report

NEWSLETTER. Nothing to Report

GENERAL BUSINESS.

Rowan resigned from Bike Taupo Committee. We wish him all the best.

Thea officially invited to join committee. She accepted.

We need to make a submission to the Annual Plan, specifically around the cycle track and access to the ETA. Rowan suggested that Thomas speak personally to Ron.

Meeting Closed: 9:35pm

Next Meeting: Tuesday 12 April 7.30pm 2011 at Plateau Bar.

Signed as a true and correct record

_________________________________ Date: ___________

Thomas Schwarz (Bike Taupo Chairman)

BIKE TAUPO INC.

MINUTES OF MEETING – Tuesday 12 April 2011, 7:30pm

At OK Computers, Totara Street, Taupo

PRESENT: Thomas Schwarz, Pete Masters, Shorty Hughes, Cath Oldfield, Thea de Petris, Mark Gibson, Amber Coubrough

APOLOGIES: Karyn Hutton, Mike Langley, Richard Hine, Keith Crate

CONFIRMATION OF PREVIOUS MINUTES

Minutes of meeting from 1 March 2011 were confirmed as being true and correct. Thomas/Shorty

MATTERS ARISING

CORRESPONDENCE REPORT:

Inbox:

• 8 April 2011 from Coliers – lease on Wairakei Alumn Lakes Block – to Pete Masters
• 7 April 2011 from AHB, Doc, Pete – 1080 Drop on W2K
• 5 April 2011 from Mark Davies – Resignation from Bike Taupo
• 29 March 2011 from Rick Cooper – Appointing Keith Crate Cycle Champion
• 23 March 2011 from Phil Battersby – Craters of the Moon Trust Open Day 7 May 9am to 4pm
• 28 March 2011 from Windrush Design – Quote for website
• 17 March 2011 from MTB Club – Post event form and accident report
• BikeFest Programme

Outbox:

• Pete replies to 1080 query

Have to say I’m quite surprised with the information or lack off in the email from the AHB.

Bike Taupo as the Owner and Manager of the W2K track have not been contacted at all by the AHB in regards to a 1080 drop in the areas surrounding the W2K track.

I find it a bit hard to believe that they have tried to get in touch with effected parties after reading the email that said the open day was held in the Kinloch community hall which is the start of the W2K track with all the track signage and information boards on that reserve. Any one turning in the entry to the little park sees the map board and it also has our web site address along with yours. Plus all the signs that lead from the reserve around the boat Harbour

For you information

The new track counters are showing that we will have approx 15,000 to 20,000 visitors on the track this year. I see the AHB have talked to 20 on the open day.

The Oxfam walk on the 9^th April will have approx 1000 entries which use the W2K track at the start of the event

The Off Road Half early in the spring will have 1000 entries

A large number of people walk or run their dogs on the track; this is both biking with them and waking.

Most week days at least 30 to 50 people use the day each day

In the 4 years that we have been building and maintaining the track we have only seen one piece of fur from a possum.

No one has done any recording of possum numbers on the Head- Land to our knowage

As you know doubt wish to get back to them as soon as possible and to save waiting for the next Bike Taupo Committee meeting I can give you the following feed back subject to the committee agreeing at the next meeting

Bike Taupo is opposed to any 1080 operation

We are happy to allow access by motor bike or Quad for a ground bait operation to take place and have in fact allowed this to take place in Wairakei and the Rotary Ride.

As we have walked most parts of the head land when route finding for the track alignment I can say that apart from the very steep bluffs the track will give easy access to 90% of the land

W2K track is 25 Kms long and runs right out to the end of the Head-land so easy access can be obtained over most of the reserve

Just out of interest can the AHB please supply the possum count data over the whole reserve right out to the head- land

Cheers

Pete M

-----Original Message-----
From: Dave Lumley [mailto:This email address is being protected from spambots. You need JavaScript enabled to view it.]
Sent: 24 March 2011 8:26 a.m.
To: Peter Masters
Subject: FW: Lake Taupo foreshore

Hi Pete

As discussed yesterday this is the info from AHB.

The Department would be keen to hear Bike Taupo's perspective on the AHBs proposal to use aerial 1080 in Whakaipo Bay SR.

Correspondence accepted Thomas/Cath

TREASURER’S REPORT

Moved Thomas/Shorty

MANAGER’S REPORT

• 1080 report as in Correspondence
• New track in Wairakei in paint ball area. What will we name it?
• Planning underway for Eastern Bypass at Huka Falls
• Maintenance up-to-date
• Need marshals for Moon Ride in Rotorua 14 May
• Budget meeting held (in General Business)
• Accident Report from MTB Club. 3 March 2011 in Summer Series race a rider strayed off Outback and went over handlebars in soft ground. Broken ribs, punctured lung and shoulder trauma. Safety Plan now upgraded.
• Owen Delany access from ETA through to Rotary Ride to be pushed.
• Lake Track update

LAKE TRACK

• Meeting with Cycleways Manager. We need to sign off funding agreement or we may miss out on the money.
• The hold up is with the trustees of the Maori land and this could take 6 months or 6 years. Pete presented a ‘Plan B’ to get the track underway and not use the Maori land for now. Track could detour up Chinaman’s Creek to Puketapu Road and use road for 12kms then dropping back to original plan.
• When land agreement with Iwi comes through, track can also go through Maori land. It would give a road as well as water access option for track users.
• Thomas moved that this ‘Plan B’ be adopted to enable funding agreement to be signed and money secured from Cycleways. Shorty seconded. All in favour.
• Cath to look up mandate for Lake Track Sub-Committee.

URBAN JUNGLE

• Spot the Cyclist article to go in Weekender. Richard

WAIRAKEI (7 wise men and 1 wise woman) Nothing to report

MEDIA/PROMOTION/WEBSITE

· Pete, Thomas, Karyn and Amber to have separate meeting to thrash out website.

FUNDING/PROJECTS

· Cath request for digger to go to Punga Trails for an hour next time Pete and Pete at Craters. Agreed.

NEWSLETTER

· All interesting stuff to Shorty please for Pedal Talk

GENERAL BUSINESS

· Budget

Income

TDC Contract $25,000.00

EVENTS W2K Run $ 9,000.00

Huka $ 4,500.00

MTBC / Marshalling $ 5,000.00

LINZ Fees $ 3,500.00

MAPS $ 4,500.00

ADVERTISING Maps $ 1,200.00

DONATIONS $ 500.00

TOTAL $53,200.00

Expenses

EVENTS LINZ Fees $ 3,500.00

429 MAINTENANCE Wairakei $ 7,000.00

W2K $ 9,000.00

Other (Chemicals) $ 4,000.00

Signs $ 1,000.00

EQUIPMENT Maintenance $ 2,000.00

413 VEHICLES running costs $ 6,000.00

394 INSURANCE $ 1,300.00

ADMIN printing, postage $ 1,000.00

MAPS $ 2,500.00

WEBSITE new design $ 4,000.00

Hosting $ 1,000.00

385 GENERAL $ 3,000.00

TOTAL $45,300.00

· CAN looking for somewhere to hold AGM. Suggested that Keith Crate and TDC might be interested. Bike Taupo wants to concentrate on Lake Track.

· Resignation accepted from Mark and Di Davies.

· Invitation to Mark Gibson and Amber Coubrough to be on committee. To be discussed at next meeting.

Meeting Closed: 9:30pm

Next Meeting: Tuesday 24 May 7.30pm 2011 at Plateau Bar.

Signed as a true and correct record

_________________________________ Date: ___________

Thomas Schwarz (Bike Taupo Chairman)