Ottawa Orienteering Club

Draft Minutes of Board of Directors Meeting

27 November 2006 at19:00

Residence of Bill Anderson & Gloria Rankin


Attendees: Bill Meldrum*, Karen Tippet*, Richard Guttormson*, Lorna Guttormson, Bill Anderson, Dick de St. Croix, Pat de St. Croix, Cherie Revells*, Stefan Bergstrom, Steve Buchko*, Andrew Cornett**, Bert Waslander* (from 21:30)


Regrets: Tanya Martin*, Cathy Bakker*


  1. Motion to approve the minutes of the previous BOD meeting: moved by Steve, seconded by Karen, approved by all.


  1. Treasurer’s report: presented by Karen Tippet.
    Meet revenues higher than expected. Total revenues way up ($18.8k). Clothing sales higher than forecast. Expenses slightly lower than expected ($10.4k). Mapping costs lower than expected. $8.4k surplus for year ended 15 Nov.
    Review of draft budget for 2007 postponed to later in meeting (see item 14).
    Motion to accept the 2006 financial statement: moved by Richard , seconded by Andrew, approved by all.
    Dick de St. Croix agreed to provide an independent review of the financial statement.


  1. Membership secretary’s report: presented by Steve Buchko.
    Number of club members down slightly from previous year (36 new members, 191 renewed members, 227 members).
    Motion that membership fees for 2007 remain unchanged: moved by Cherie, seconded by Karen, approved by all.
    2006 board recommends that meet fees remain unchanged next year.


  1. Report of OQ board meeting: presented by Bill Anderson
    OQ receives $5k from province per annum. OQ has $28k in the bank. OQ is not active. OQ membership is decreasing. Discussion of OQ organizing a course setting clinic, Ottawa, spring 2007.


  1. Promotions secretary’s report: presented by Bill Meldrum on behalf of Tanya.
    Promotional leaflets prepared for the spring and fall seasons. Stores quickly ran out of brochures. Leaflets need to re-stocked frequently.
    Discussion of organizing an orienteering clinic at MEC (Cherie?)
    Discussion of promoting club activities through Ottawa Outdoors on-line magazine.


  1. Meet coordinator’s report: presented by Richard.
    Overall good attendance at fall meets – but not many beginners. Rogaine was popular and successful. 2006 board recommends that another Rogaine be held next year.


  1. Report on club mapping activities: presented by Bill Anderson.
    Work on Sedberg map in progress. Scouting of Carp Ridge in progress - area could be used for an A-meet such as COCs’. March Highlands is another new area suitable for an A-meet. Bill A. intends to organize a mapping clinic in Ottawa in 2007. Discussion of hiring students to do mapping. OCAD 9 is available – club should upgrade club copy.


  1. Report on certification of officials: presented by Pat de St. Croix.
    Four persons gained their level 1 certification this fall: congratulations to Peter Laurich, Frederic Bedard, Deb Hine, Robbie Anderson. Pat agreed to organize a new level 1 course in 2007.


  1. Plans for AGM: Discussion led by Lorna.
    Lorna agrees to form the nomination committee to propose a slate of candidates to form the 2007 board. New president required as Bill M. wishes to step down.
    AGM will be held at the Glebe community center, Sat Jan 6, 15:30-20:30.
    Cherie and Bill A. agreed co-ordinate events for AGM (games, slide show, etc.)
    Lorna to post notice of AGM on club website. Steve to mail AGM notice to members.


  1. Discussion of plans for 2007.
    Malcolm McIvor intends to organize a Ski-O in Deep River on 4 Feb 2007 (the day after the Silver Spoon Loppet).
    Bill A. intends to organize a Ski-O at Nakkertok in early March.
    Doug Mahoney and Cherie Revells intend to organize an Orienteering adventure race in the spring (late April).
    Inter-club A-meet was successful in 2006. Andrew to consider serving as meet director for the Inter-Club A-meet in 2007. Paucity of good maps identified as a key obstacle.
    Training camp was generally successful in 2006 – repeat as a 2-day event but without stay-over.
    Junior program was successful in 2006 and worth continuing in 2007. Cherie willing to continue as coach.
    Stefan suggests organizing more sprint events in 2007.


  1. Discussion of COCs. New Brunswick willing to host COCs in 2008 with support from OOC. Directors encouraged to reserve the third week in August to assist NB with COCs.


  1. Torbolton forest (Constance Bay) is being logged this winter. Consultation meeting will be held this Thursday. Several OOC members will attend meeting to express views of OOC.


  1. Discussion of SportIdent system : presented by Bill M. on behalf of Bert.
    System is generally working well. There are a few lingering issues with printers. Power supply is marginal and must be upgraded for 2007.


  1. Discussion of draft budget for 2007.
    Revenues: add $1500 for Rogaine, add $1500 for Adventure Run
    Expenses (many revisions proposed - $600 for SI, $7k for mapping, $750 for National Team Donation, $500 for promotion, $600 for software, $1000 for Junior program)
    Motion that the draft budget as revised be put forward for approval at the AGM: moved by Cherie, seconded by Steve, approved by all.


15) Discussion of Orienteering week in Canada, 3-9 May 2007.
All clubs in Canada should try to promote Orienteering during this week. Invite the public to try Orienteering. OOC should organize a beginner’s clinic and a B-meet during this period.

** denotes voting member