BIKE TAUPO INC.

MINUTES OF MEETING – 15 December 2009, 7:00 PM AT PLATEAU BAR AND RESTAURANT, TAUPO

PRESENT: Richard Balm, Karyn Hutton Thomas Schwarz, Pete Masters, Pete McFarlane Richard Hine, Lisa Rowland, Cath Oldfield, Keith Crate, Shorty Hughes.

APOLOGIES: Aniek Van Iersel

CONFIRMATION OF PREVIOUS MINUTES

Committee agreed that the minutes of 17 November 2009 were a true and correct record

Accepted by Thomas/Richard

MATTERS ARISING

• Election of Officers:

Treasurer: Karyn Hutton (nominated by Richard Balm and seconded by Keith Crate)

Secretary: Lisa Rowland (nominated by Thomas Schwarz and seconded by Richard Balm)

• Terry Slee has advised the Doc invoice has been organised.

• Jim’s Cartology Services – Invoice has been paid by Bike Taupo and it will be reimbursed by the Cycle Challenge

• Bank Link – Jo from Strettons has advised that Bank Link is not as expensive as Zero. Also Strettons will be able to absorb the cost of Bank Link. The committee was all in favour of going with Bank Link.

CORRESPONDENCE REPORT: (as provided by Aniek in her absence)

Incoming:

• Letter from TDC to Pete Master and now given to Richard
• Cyclemania Report (to be discussed in GB)

Outbox:

• 3/12/09 letter to Ministry of Tourism re. Drone

Emails:

• 13/12/09 announcement from Caf� Crouton (nee The Cottage) in Kinloch it is a bike friendly cafe

Accepted by Lisa/Richard

TREASURERS REPORT

OO Non-profit $

Online Saver Account: $

Term Deposit: $

Receipts: $

Payments: $

Debtors Due:

Accounts payable:

Other matters:

• It was resolved that Thomas Schwarz becomes a signatory (as Chairperson) for the Bike Taupo accounts and that Richard Balm be removed. All in favour

(Karyn/Lisa)

• Invoice to Cycle Challenge ($4,000 plus GST) for the Huka Co-ordination and management
• Karyn to ring Mike Langley for correct figure for event fees
• Karyn to give Helistar account to Mike Langley for payment by Cycle Challenge
• TDC Service Contract due for invoicing in January $7,500 plus GST

Treasurers Report Accepted: Thomas/Richard

NEW SUBCOMMITTEES:

• Wairakei “7 wise men” Made up of: 1 Bike Taupo committee member to Chair, 2 mountain bike club members, 5 – 6 others. Their purpose: Planning future tracks, Forestry – logging, Tourism agendas, spending maintenance/building of tracks. Need a new Appointment for Chairperson. Pete McFarlane and Shorty Hughes (between them) nominated. All in favour

• Urban Jungle: Richard Hine, Aniek, Cath, Thomas (Bernard Cruskowoski – TDC cycling champion)
• Lake Track
• Media and Promotion and Newsletters (Richard Balm to co-ordinate. Need to separate Urban and Wairakei – call them Urban Jungle and Track Crew Richard Hine (UJ) and Pete Masters (TC) to feed information to Richard Balm – all agreed the information flow is very important to keep public up to date with Bike Taupo’s movements.
• Funding
• Incident Report

Managers Report

• Track Counters are in place at Wairakei (one more to go in, in the car park)
• Spraying is complete (2 days on W2K to go)
• Pruning is happening on the Outback and in 3 -4 weeks thinning
• Huka Challenge – lots of work but it ran well. It had taken around 3 – 4 days per week to get ready in the last few weeks.
• Kawa Kawa track progressing – currently pulled out till after the Christmas holiday season/ end of January – track getting too busy with people.
• Working on a track in Mission Bay
• Wairakei Hotel – have requested we build a track from their complex through the 9-hole Golf tunnel into the Outback. Estimated $10,000 to build including signage. This will be completed before the boys head back to Kawa Kawa.
• Digger (with Pete on it) slipped on the Kawa Kawa Bay track. Doc doing an incident report.
• Maintenance budget for 2010:

INCOME

• $15,000 service contract (maintenance $10,000 and map/insurance etc $5,000)
• $4,000 Huka Challenge
• $5,000 Other event fees
• $1,000 maps

EXPENSES

• $3,000 costs to run van
• $1,000 tools
• $500 chemicals
• $1,000 timber
• Rest on wages

Maintenance basically fits the income

They will use PD occasionally

GENERAL BUSINESS

1. Bike Wise Month

• Mayoral Challenge will be on 17 February 10
• Family day planned for 10 February
• TDC to pay for an ad featuring Bikewise
• Spot the Cyclist will feature again this year during the month
• Murray Bishop, Thomas, Aniek and Richard involved

2. Cyclemania 2009 Report

• Keith provided committee with a report
• Lianne Fraser was a great dedicated manager for the project
• Welcomed Youthtown as presenting sponsor and also Sport Waikato to the partnership.
• The programme proved to be tight with a good impact
• Next year they’ll look at getting the programme out 3 months earlier so people can plan.
• Criterium was well received and next year hoping to get the Nationals.

3. Other Business from Keith

· Discussion had regarding the Offroad 1/2 Marathon. This year the Trust made no money. Keith requested Bike Taupo’s acceptance of Bike Taupo receiving a maximum of $10K for the race (which allows for 1000 competitors). There will be a competitor cap of 1,500. The committee agreed to the $10K cap with a review in 2 years time. Richard to prepare a Letter of Confirmation for signing off at next meeting.

· Keith urged Bike Taupo and members to submit to the TDC Structure Plan – need to keep pushing for a cycle friendly town.

· Keith mentioned he’s working on an official ETA opening – pushing for the first people to go on it to be cyclists!

4. Annual Christmas Ride and Catch-Up

To take place on Sunday 20^th December – Lisa to prepare a flyer for sending to all members. Will either by a ride on the ETA or the Kawa Kawa Bay track and drink at Tipsy Trout.

5. Cycle Challenge Guide Books – Need to send out the 3 x books to the people drawn at the AGM – Lisa to do.

Meeting closed at 9:10 pm

Next meeting will be 16 February 2010 at Plateau 7pm

ACTION LIST