TAUPO EVENTS CENTRE
Clubrooms
6:30PM

1. PRESENT: Gerry Dance; Lisa Rowland; Else Tutert; Pete Masters; Neville Peach; Thomas Schwarz; Jonathan Garlick

2. APOLOGIES: N/A

3. CORRECTIONS TO LAST MINUTES: No corrections made and minutes of 21 October were accepted by committee (Neville/Gerry)
4. INCOMING/OUTGOING CORRESPONDENCE
• Letter sent to Taupo Gun Club regarding Spa/Huka Track (Gerry/Pete)
• Emails between Pete and Alan Vane regarding Constitution
• Email received from Chris Todd (Mountain Bike Club) regarding District Plan and result of submissions by Mountain Bike Club

5. MATTERS ARISING:
Constitution:
The committee confirmed its acceptance of the constitution and amendments made on 21 October. Pete reported that he has been corresponding with Alan Vane of Le Pine and Co by email regarding the constitution. Alan believed on the whole it was suitable for our needs but could be made simpler and that he would be happy to redraft and prepare. Accordingly Pete moved that the constitution be simplified and redrafted by Alan Vane based on the current content. Seconded by Neville.
Bike Taupo Membership:
Lisa reported that the subscription form had been finalised and a few completed forms have already been received. These will be given to Thomas for inputting into a database which will be linked to the website. This website will have an ‘admin’ area upon it for committee members to access the membership database. A letter will also be put together welcoming new members to the Advocacy group. Thomas advised this could be an automatic email that is sent out immediately somebody registers on line. If no email address then once inputted it will go to a word file for a welcoming letter to be posted. Upon that letter should be an option to tick (or reply by email) if they do not wish to receive future Bike Taupo news.
Spa/Huka Cycle Way:
Pete and Gerry have been researching a plan B option in case the Putuiwi plan falls through. Plan B is to use the edge of Owen Delany Park (accepted by Council), the Gun Club and some of Landcorp�s land. The Gun Club have been approached by letter to Marilyn Wyatt (Gerry or Pete to email copy to Lisa for correspondence file) proposing the route which will not interfere with their activities therefore not posing a danger to cyclists on the track. We are now awaiting a response. Gerry has a contact within Landcorp and doesn�t see a problem here. The committee decided that we should also send a letter to Putuiwi Trustees (Gerry to prepare) advising them of the new formalised advocacy group and basically making it obvious we are serious for this track to happen, as we have still had no word from them It was agreed however that we continue with pressing for Plan B in the case Plan A falls through. Pete advised that the Putuiwi area would eventually need logging and therefore the Plan B route will maybe be needed in any case. It was also agreed to write to Taupo Moana Rotary (Gerry to prepare) as a follow-up to the meeting held there in October. This will be simply a courtesy letter to say things are moving slowly but surely. Pete advised he has today received the plans for the bridges from DOC. Further there is still a lot of good encouraging support and comment in the community that this cycle way need to happen.
Website:
Thomas advised that he now has two students working for him and part of their job will be Bike Taupo website work. This will cut costs. Currently there are a few pages to the website (‘About us’, ‘Minutes’, ‘Favourite Rides’ ). Thomas has now transferred the Craters Mountain Bike trails map for downloading on to the website. The minutes web page will only have minutes that have been corrected and accepted by committee eg. October�s minutes will not go online until after November meeting and so on. A news page will be set up and Gerry said he can email any press releases and photos put in the paper. Thomas is also working on a forum site, which can be very successful with members for chatting about cycling and different rides. All agreed the foremost priority is getting membership online. On the whole the website is progressing well. Thomas said that more photos and images would be welcomed.

6. GENERAL BUSINESS:
New sub-committees for finance and other projects:
It was agreed that a Treasurer needs electing and a bank account opening. Pete nominated Else who accepted and Neville seconded appointment. Accordingly Else Tutert is the Treasurer of the Group. She will approach National Bank regarding opening account and will find out the criteria required (ie. sighting of constitution). There can be two signatories to the signing of any cheques. Gerry also advised he had contacted cyclist Joanne Taylor of Stretton and Co who is happy to audit the account for the Group annually.
Pete Masters suggested that the committee meetings also include reports from subcommittees. Subcommittees are important as it is in these groups that things are discussed and reported to the committee saving the need for great discussion at meetings. Current subcommittees are:
• Submissions (Neville) - An email from Chris Todd of Mountain Bike Club was sent to Bike Taupo committee for comment. He wants comment on the decisions made by TDC Planners on the submissions sent to council by the Mountainbike Club. Basically the planners disagreed with some of the points raised. The committee agreed that his email was hard to understand with out the actual District Plan Report. Else will get a copy to Neville. Gerry also pointed out that there would be other documents and policies within Council that cover the points raised by the Mountain Bike Club. Further, the District Plan submission process was pre-cycle strategy days. Gerry mentioned that the Bike Taupo Advocacy Group needs to put in a formal submission to the Annual Plan process stating ‘Bike Taupo now formalised and that the group was disappointed to note that the council approved $20,000 every second year for the cycle strategy’. Gerry will assist Neville with the wording. Council should listen if the voice for Taupo cycling with a large membership behind them, stand up and say more money is needed. Submissions for the Annual Plan open around 19 December 2002 and close mid January 2003. Although Gerry said that they are still deciding whether a submission process will take place.
• Media: (Jonathan) A media release on cycle awareness was published recently. This article stated the importance of all road users ‘sharing with care’. It also stressed the importance of this due to the increased cycling events now in town and the financial benefit to the town. We don�t want to lose these events due to road users neglectful etiquette.

 

Grant from TDC Cycle Strategy Team to Bike Taupo Group:
The cycle strategy team has recently reviewed its implementation plan and subject to the manager's approval, will be funding Bike Taupo with the sum of $2,000.00. This is in accordance of an initiative of the strategy document to encourage and initially fund a cycle advocacy group in Taupo. Further the cycle strategy team proposed that Bike Taupo and TDC form a formal supporting relationship. (IE. Bike Taupo proudly supported by TDC or TDC proudly supporting Bike Taupo).

Bike Taupo Stand at Great Lake Cycle Challenge
Lisa reported that copious amounts of the subscription flyer have been copied for handing out at the cycle challenge registration on Friday. We will be setting up a very basic stand next to the Heart Foundation consisting of a Bike Taupo sign, a poster on the points why people should join. A Bike Taupo committee member will be present to hand out forms and answer any questions. It was agreed that we endeavour to target mostly Taupo people and those interested (ie. don�t hand out to any and everybody).
Roster for manning booth:
Lisa 2pm - 4pm
Gerry 3pm - 4:30pm
Pete/Else 4pm - 6pm (approx)
Thomas 6pm - 7:30pm (approx)
Jonty 6:30pm - 8pm (approx)

Bike Taupo Banner
Gerry suggested that some of the funding from Cycle Strategy Team be put towards a canvas style banner with the Bike Taupo logo upon it. This could then be used countless times at events simply advertising Bike Taupo. All agreed.
Sign will say
‘BIKETAUPO.ORG.NZ (per website logo)
Advocating cycling in Taupo’

Colours decided upon.
Blue background / Orange lettering with a the rider over the cycle being white.

Pete is to approach Quality Signs (Glenn Salter) for a quote. Thomas can provide the computer file with logo on it.

Bike Wise Week 15 - 23 February 2003
Lisa reported that the Cycle Strategy Team is co-ordinating a huge Bike to Work Day on Wednesday 19 February 2003 (this is also National Bike to Work Day). The event will be a breakfast held at the Great Lake Centre from 7am to 8:30am. Participants will cycle to work via the breakfast. A $2 or more donation will be asked of participants as sponsorship to Craig ‘Crunchie’ Donaldson who is endeavouring to the be first New Zealander to enter the USA coast to coast 12 day cycle race. That�s approximately 6,000 kms in 12 days. We will have Crunchie present at the breakfast to give a speech on perhaps what motivates him to complete such epic adventures (he was the winner of the 2001 Mega Cycle section of the Cycle Challenge). The committee was enthusiastic about this and offered assistance and support on the day. Notification will be sent to all businesses as well as bike taupo members and other known keen cyclists. The Strategy Team have set a budget of $4,500 in order to make this a huge success. Sponsorship will be approached ie. Pak �n Save for breakfast. Cycle shops for a bike check stand at the breakfast etc. Jonty suggested Hubbard�s cereal be approached (the owner being a keen cyclist). Even a Challenge to the Taupo community to make this the most attended cycle event for the week per populace of NZ. Lisa said that she can report more at the next meeting.

Other projects/matters:
Cycle Lanes - Heu Heu Street - Else reported that they are currently researching the feasibility of putting in a dedicated cycle way down Heu Heu Street from the Medical Centre to the traffic lights. The road appears to be wide enough. Currently measurements are being taken and costings made on lane marking.
Correspondence outgoing: All correspondence sent out/received should be copied (by email) to the whole committee. Lisa will also place a copy in correspondence computer file.
Change to letterhead: Pete requested that the letterhead should have his home phone number upon it - not his mobile. It will be changed to 377 2286.

7. NEXT MEETING:

The Creative Caf� Marama Arcade (Jonty�s business)
Monday 16 December 2002
7:00pm - 8:30pm

8. CLOSE OF MEETING: 8:05pm

Please diary these details upon receipt of these minutes.

Any queries please email Lisa ( This e-mail address is being protected from spam bots, you need JavaScript enabled to view it ) or telephone on 3768310.