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BIKE TAUPO INC.
MINUTES OF MEETING – Tuesday 14 September 2010, 7:30pm
At Plateau Bar Tuwharetoa Street, Taupo
PRESENT: Karyn Hutton, Thomas Schwarz, Pete McFarlane, Pete Masters, Shorty Hughes, Cath Oldfield, Mike Langley
APOLOGIES: Keith Crate, Aniek Van Iersel, Richard Hine
CONFIRMATION OF PREVIOUS MINUTES
Minutes of meeting from 10 August 2010 were confirmed as being true and correct. Thomas/Shorty
MATTERS ARISING
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Actions September
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Name
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Status
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1
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TDC money to go in staggered Term Deposits
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Karyn
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2.
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Signatories to be changed on bank account
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Cath
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3.
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Set date for dinner for committee before AGM
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Everyone
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4.
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Checking with Christine Hutchinson at TDC for numbers for 5 Cycle Tracks maps. Change W2K picture on map.
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Thomas
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5.
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Quote from OK Computers for website upgrade.
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Thomas
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6.
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$1,000 Credit at Weekender still to be used.
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Karyn
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7.
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Bike Taupo needs to attend MTB meeting.
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Pete Masters
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8.
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Constitution change at AGM to include mandate for Bike Taupo to borrow money. 8 Committee Members plus Chair. Rollover periods for Committee to ensure continuity.
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Pete Masters
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9.
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Book Scenic Cellars for AGM Wed 6 November 2010 7.30pm.
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Mike
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10.
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Database of members up-to-date and available for AGM
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Thomas
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11.
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Advertising for AGM. Maybe use Weekender as well?
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Pete Masters
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12.
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Pete, Cath and Shorty to train with Thomas for posting news/minutes on website.
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Cath, Pete, Shorty, Thomas
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Actions March
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Name
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Status
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1.
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Overdue Invoice from Hub Caf�
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Thomas
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WIP
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2.
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Letter to TDC regarding conflict of Walkers and Cyclists on Lions Walk, suggesting speed barriers. Include it in letter about SH5 path.
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Thomas
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WIP.
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CORRESPONDENCE REPORT:
Greta now clearing PO Box each day.
Inbox:
- Track questionnaire emailed from Tony Treloar. Thomas sent to Pete.
- State of the District report from TDC.
- Signed contract returned from TDC.
- CAN magazines.
Outbox: Nothing to report.
Correspondence accepted Karyn/Thomas
TREASURERS REPORT:
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Treasurers Report
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Bike Taupo Committee Meeting 14 September 2010
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Transactions since last meeting:
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Payments
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4,650.46
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Receipts
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1,736.28
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Payments
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Lake Track
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843.75
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Bank Balances:
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Non-profit 00
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10,613.89
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Lake Track 01
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(owes savings $1000)
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70.21
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Online Saver 025
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15,527.47
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Accounts Payable:
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Wings & Wheels
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492.45
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Tomos Saws and More
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48.00
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NZ Forest Managers
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235.72
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Sign On
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353.84
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Quality Print
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861.75
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Placemakers
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93.52
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total
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2,085.28
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Debtors Due:
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Huka Falls Caf�
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Map Sponsor
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225.00
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Huka Falls Caf�
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Maps
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200.00
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Rapid Sensation
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Maps
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150.00
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Rapid Sensation
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Map Sponsor
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225.00
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Top Gear Cycles
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Maps
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150.00
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Avanti Corner shop
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Maps
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150.00
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Event Promotions
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Marshalling- Tough Guy
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1,125.00
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TDC
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Funding
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14,062.50
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Pack & Pedal
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Map Sponsor
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225.00
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total
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16,512.50
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Payments and Receipts
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as at 14 September 2010
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Payments
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P J Masters
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Marshalling expenses reimbursed
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66.40
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P J Masters
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Kawakawa Bay - Labour - June
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562.50
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Sign On Ltd
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Signs
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138.51
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Tomos Saws & More
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Maintenance
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12.00
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Huka Honda
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Maintenance
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358.12
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Placemakers
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Peter Mac
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195.68
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Westpac
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Fee
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0.57
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Inland Revenue
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GST Payable
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1,644.04
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Streetsmart 20X
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Track Maintenance - Labour - July
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871.87
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K Hutton
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Motor expenses reimbursed
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800.77
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Total
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4,650.46
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Receipts
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Peter Mac
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Expenses reimbursed
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195.68
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Taupo MTBC
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Event/Maintenance Fees
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781.41
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TDC
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Maps i-site
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525.00
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St Patricks School
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Event Fees
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225.00
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Westpac
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Interest
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9.19
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Total
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1,736.28
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Bank reconciliation
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Balance as at 10 Aug 2010
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13,528.07
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add income
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1,736.28
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less expenses
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4,650.46
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Balance as at 14 Sept 2010
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10,613.89
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The Lake Track
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Payments
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Environment Waikato
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Resourse consent application
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843.75
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processing charges
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Total
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843.75
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Treasurers Report Accepted: Karyn/Shorty
SUB-COMMITTEE REPORTS
Keith Crate Report Keith was absent from meeting
Wairakei (7 wise men and 1 wise woman)
- Meeting with MTB Club in car park. Carwyn, Brendon, Len and Brent. Peter McFarlane.
- Looked at new dirt jump track. To be known as Ponga Trails.
- Flags on Mays Maze.
- Maintenance on Retro, Buzzard, Tank Stand.
- Carwyn has plan for new Retro downhill. Grade 4 to bottom and ultimately linking up Retro, down Luge to See Saw and up 4WD for racing.
- Carwyn tidying up corners on Retro. Considering regrading Debs as a 4. Agreed not to change it.
- Rubbish and flagging left out after races. MTB to be approached and to consider if they will pay for Pete and Pete to clear up.
- Not enough signs out for King and Queen of Crank. Public on tracks not aware of event.
Urban Jungle
- Meeting at TDC with Pete Boomen. Keith and Cath attended. He has 15 bikes and wants to introduce cycle skills training into schools. Christine Hutchison suggested that this needs to come under Road Safety.
- Bike confidence course may be built in Brice Street Park. Pete Masters talking with TDC.
Lake Track.
Government has approved $2.1 million. Talking with private landowners. National Cycleways will be looking closely at our organisation. We need to extremely transparent and paperwork in order. The government will audit us. Make sure we are efficient or we will go to 2 weekly meetings.
Government funding will not pay for capital items. We need to make a constitution change at AGM so we can borrow money. Government will pay lease etc. Need to look at constitution wording with distinct guidelines.
Need to ensure members at AGM are on our database. Thomas to look at database and a way of checking members at AGM. Expect a good turnout for AGM with Lake Track interest. Need larger space. Mike suggested Scenic Cellars. Tentative date Wednesday 6 November @ 7.30pm.
Managers Report.
- Rotary Ride will be open again by the end of the week Doc has paid for the rebuilding after the logging
- Will put the digger along the Rotary Ride after the Day Nighter. Murray Fleming pays for this as part of the Day Nighter use
- Crew will start on W2K next week
- The digger has formed jump track and the kids are now in shaping up the jumps. Have been very impressed with the boys the way they have looked after things and got into the work
- Still waiting on Wairakei land changes
- Cycle club wish to use the van for races
- 849 people ran the half marathon
- Maintenance work has started in Wairakei with some jobs being done linked to the Huka Race
Media, Promotion and Website
- OK Computers to supply quote for upgrade on website. Thomas to organise.
- Cath, Pete and Shorty to get training on posting news/minutes on website.
Funding / Projects NIL
Safety / accidents / incidents NIL
GENERAL BUSINESS
- Committee Roles. Lisa Rowland has resigned due to work commitments. Thank you for all her work. Thomas moved to appoint Cath Oldfield as Secretary. Seconded by Shorty. Vote. Unanimous.
- Spare seat on Committee. Thomas moved to second Richard Hine to Committee with no voting rights. Second by Mike. Vote unanimous.
- Committee roles to be reassessed with Lake Track. Thomas suggested we change constitution to allow for 8 members plus the Chair. Seconded by Pete.
- Dinner for Committee Members and partners before AGM. Maybe Pot Luck dinner.
Meeting Closed: 9:19pm
Next meeting – Tuesday 12 October 2010, 730pm at Plateau
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