PRESENT: Lisa Rowland; Richard Balm; Pete Masters,  Pete McFarlane, Thomas Schwarz; Karyn Hutton; Richard Hine, Keith Crate, Mike Langley; Aniek Van Iersel

APOLOGIES RECEIVED:  NIL

CONFIRMATION OF PREVIOUS MINUTES:  Committee agreed that minutes of  11 February 2009 were a true and correct record, Accepted by Karyn/Keith

MATTERS ARISING:

.

·         Events Policy Manual  - Richard has prepared a draft which will be emailed out for perusal prior to approval at our next meeting.

·         LTCCP submission  - Completed and Bike Taupo appeared at Council to speak to their submission

INCOMING/OUTGOING CORRESPONDENCE:

Incoming:

1.                   13/2/09 – TDC – Appl resource consent – Fairway Developments Ltd re Spa Road property and proposal to construct units

2.                   27/2/09 – TDC Acknowledgment of Submission – LTCCP

3.                   4/3/09 – Southern Trust  - requesting report of previous funding before looking at current application

4.                   5/3/09 – The Lion Foundation – declining appl for funding – Kawa Kawa Bay track upgrade

5.                   March 09Lion Foundation - request for relevant documents pertaining to Grant towards digger charges on W2K.

Outgoing:

1.                   23/2/09 – Submission to TDC – LTCCP

From the next meeting Aniek will be collating and dealing with correspondence.

Accepted by Mike, Karyn

TREASURERS REPORT:  (to be confirmed by Karyn at next meeting)

OO Non-profit $3,438.48

Online Saver Account:  $38,303.38

Receipts:   $24,669.79

Payments: $23,066.18

Debtors Due:  $150.00

Accounts payable:  $818.13

Other matters

·         Donation received from Les Dollard (through Paymate on website).  Karyn to do a thank you letter and mention it will go towards track maintenance

·         $30,000 was taken off term deposit and put into the saver account

·         Helistar – Letter of thanks to go to Helistar (Lisa) donation of $2,000 from their Local’s Day was greatly received.  It will go towards the building of toilet facilities in the Crater’s car park.

·         The payments noted in the receipts list from TDC include W2K maintenance payments in accordance with agreement.

Accepted:  Lisa/Thomas

SUBCOMMITTEE REPORTS:

Urban Jungle:

1.      Cycling and Walking Strategy – Thomas reported he has attended the second of three, five hour workshops.  Making great progress with Via Strada on board.  There’ll be a separate strategy document and Implementation plan (2 – 10 year plan).  The plan will include initiative priority, costing and area and is a live document so will be continually updated.  It was noted the strategy should include environment and economy and should tie in with other developments (ie. East Urban Lands and CBD plans).  Another important aspect is noting measurable targets and figuring out how we do this.

2.      Spot the Cyclist Campaign  - great photos emailed  through.  Richard H reported it was a little disappointing as the Council kept putting the photos off – they were to appear in the paper regularly during Bikewise month and are finally appearing this week for the first time.  Unfortunately Bikewise month is long gone.

3.      GREEN PAINT  and Cycle Emblems finally after all these years green paint has appeared on Spa Road

Media Promotion and Website:

1.      Future media and promotion issues – we have all acknowledged that we are not good at notifying the media with current affairs of Bike Taupo.  Liane Fraser (ex DoC) is now freelancing and Richard B has approached her to do some freelance media work for Bike Taupo – possibly a few hours a week. (ie. Spend up to $250?).  The committee all were happy to have Liane do this for us.  She will cover education and current affairs via media and website.  All agreed that anything that appears in the newspaper should appear on our website and be even turned into a newsletter to members. 

2.       Email addresses – it seems some emails are not getting through.  Thomas to look into and workout some kind of check for people to make sure they are getting emails.

Managers Report

W2K

·         W2K headland track opening went well with around 50 people turning up to bike/walk into to the tube cutting ceremony.  Pete and Pete cut the tube.  It was a classic Bike Taupo opening – relaxed with a couple drinks.  The table with etched names is in place.

·         Rose Battersby is to set up as a track counter on W2K these Easter holidays.  Excellent for future statistics.

·         There is a new lookout on W2K built hear the toilet

·         Toilet is now operational and is situated near the first intersection on the Whakaipo side.  A helipad has also been cleared in this area.

·         Signs for the intersections are on their way.

·         To do the W2K track one way including headland track is 25 kms

·         Built a new lookout near toilet

·         Seems to be a lot of little piglets around at the moment on track.

·         Kinloch bluff – trees are being felled after Easter

Mike reported monies received for building W2K :  Whole track $140,000, Headland track $34,000.00 sponsors and time $80,000.00 (less GST)

Other matters:

·         General maintenance is under control

·         Day Night Thriller is to be held at OD Park this year and Murray is paying for Bike Taupo to build a new link track from OD into the Rotary Ride.   Great chance to make this track happen as it will be linked to the future ETA feeders.  The track is to be built June/July

·         Gully tracks – Te Toki track need a small repair

·         Totara Gully

·         Wairakei Forest due to the Golf Course using 7 ha for a bird sanctuary we will lose the Drone and will have to realign the entry to Outback.  To assist Golf Course will give us $1,000 towards track building and we will gain another 150 ha in our concession for future tracks.

·         Maps sales are going well and more have been ordered.

Accident

·         A 70 year old went over on the little sea saw and has serious spinal injuries as a result.  After discussion Bike Taupo sees these accidents and incidents as a good chance for us to review tracks.  It believes its signage is adequate in this instance

·         Its also a good chance to start an Accident Register and accordingly any accidents will be reported in the minutes following the accident as follows:

o         70 year old, Ted Jones, fell on small sea saw and received serious spinal injuries.  Report is based on hearsay

o         Accident reported on Coaster – broken collarbone – Report based on hearsay.

Grading of Tracks

·         A new grading sign is to be erected at Wairakei which is Mountain Bike NZ standard approved. These new signs will replace old ones over time.

·         The sign includes “structures” in grade 6 rides (we now have a grade 6 track).  Structures like the sea saws and log ride are not included in this “grade 6 structure explanation” and therefore have their own signage stating to “ride to your ability”.

Insurance

·         Mike has chatted with Geoff Smith of Malcolm Flowers Insurance regarding our public liability policy which is currently for $1M and our statutory liability is $500K.  In the last 12 months adventure tourism has had lots of problems.  Statutory liability can include OSH, Courts, lawyers, reparation to family and therefore $500K would go nowhere.  He recommends we increase our policy for Public liability to $2M and Statutory liability to $1M

·         Richard to check with Alan Vane to see if this is needed.

Pete is commuting with Budgie (Mark from Peak Safety) regarding an update check over of our tracks and structures.

Submissions:

·         NIL

Funding/Projects:

·         Still applying for funding regarding the Kawakawa Track upgrade

W2K Track

·         4.2 in on the  new track – approximately 500m to go. 

·         Informal opening to be arranged and the media will be invited to write an article

·         50 stoat traps have been laid

·         Toilet is in place but not yet operating.

GENERAL BUSINESS:

Mizuno off-road  ½ marathon  -

·         To be held on the W2K track early September – 5 weeks after on road ½ marathon (this is a Charitable Trust running the event). 

·         Approval was granted by the Bike Taupo Committee. 

·         Bike Taupo will be the main beneficiary and it is hoped the funds raised for BT will go a long way towards maintenance of the track in the future. 

·         Peak Safety is doing safety report on track.

·         Track will remain open to public

·         DLT – looking at funding assistance (on road ½ marathon will put money in too)

·         Richard B asked Keith to have the Trust formally write to Bike Taupo requesting use of track for race and enclosing a Safety Plan.  This proposal should go to both BT and DoC.

Cyclemania – Keith asked if BT wanted to do again –  Committee asked what does the Cycle Challenge require from us – Keith reported that it might just be support and working together ie. Time.  Keith to provide draft of plan for BT’s input.

ETA -  14 April – meeting – with Fulton Hogan – the Huka Ride is being effected

National cycle Way – Richard B as Chairman of BT will write a letter of support to the Prime Minister – supporting the national cycleway and supporting its route through Taupo.

Taupo Moana Rotary Club – Mike reported that the Rotary club is keen to fund $25K towards the upgrade on the Kawa Kawa Bay track.  Pete and Richard are to provide a proposal to the Club with an estimate of the whole project.

Other Matters:

·         Mayor Fund – application for funding round is in May – criteria for this is community usage.

·         Lions Walk – council is planning to upgrade the Lion’s walk to the same width of Wharewaka path.   BT has been invited to tender for the job.

Meeting closed 9:50pm

NEXT MEETING:    13 May 2009  – 7:00pm – Plateau Bar (or such other place as the committee may choose)