Date: December 4,
2007
Location:
Guttormson's
In attendance:
Stefan Bergstrom, Linda Connell, Bill Meldrum, Peter Laurich, Richard
Guttormson, Cherie Revells, Bill Anderson, Andrew Cornett, Brian Graham, Karen
Tippet, Lorna Guttormson
·
Moved for
approval by Andrew; seconded by Karen; carried
·
Handout passed
out
·
All OOC and LGO
events included
·
6 new meet
directors
·
Mountain bike O
·
Welcome meet was
a new addition and went well
·
Summer Solstice
participation continues to decline (2007 < 2006 < 2005)
·
Rogaine was a
success again this year
·
OOC & LGO
cancelled 1 event each
·
26 OOC events in
total; 15 of them were B meets
·
Higher number of
starts than last year but this is likely the result of more events rather than
more participants at the events
·
Ski O and snow
shoe O in Deep River
·
Bill Meldrum and
others were involved in a number of beginner clinics through Trail Head
·
Handout provided
·
OQ has
established funding of up to $150 per Junior for travel, accommodation and meet
costs for Juniors if matched by the club. OQ has set aside $2,000; we should do
the same
·
We have 10 to 14
active juniors in the club of which 8 to 10 were regulars
·
Each junior who
went to the nationals training camp (Sass Peepre) will get $115 from OQ Rod Roy Fund
·
Need more help
coaching – Brian volunteered to get involved as well
·
Bill M suggested
getting some of the more experienced, older juniors to assist as well
·
Brochures – we
have used brochures (rather simple and plain). Do we continue with this,
improve the brochures or just have the information on the website? We agreed
that the brochure would be simpler and more eye-catching.
·
Bill M suggested
that brochures are useful in places like stores.
·
Welcome meet went
very well. Linda will try it again in 2008
·
Andrew suggested
that a clinic at the beginning of the fall season would be useful as well.
·
We should be
doing more to attract out of town participants. Can we get a list of contact
email addresses for other clubs? Bill A offered to give Linda the email address
of his contact in Kingston.
·
Should we do
something with the email addresses of the non-members? They add this
information to registration forms that are then sent to Michael McConnail where
they go into long-term storage. This should be raised to the next Board.
·
See Linda Connell
if you have any ideas on publicity. Action: All
·
Need to make sure
that license numbers are put onto the registration forms
·
Pre-registration
does not really provide additional value. Bills A’s meet and Linda’s meet had
about 50% advance registration
·
Late finishes
(& starts) – reference Linda Connell’s pre-meeting email. Some people are
very late. No real resolution on what to do about late starts other than to
leave it as is – advise people that the courses are closing and that controls
will be taken down. Other suggestions to help curb the late finishes include
not giving them a final time and showing their status as OT in the results.
·
Had approx 145
people registered this year; down approx 70 from 215 last year
·
Most of the
decrease was in the limited membership category where we had a huge influx one
year.
·
In a follow-up
discussion the suggestion was made that most of the drop in registered members
was due to the restructuring of the fee structure where limited members now
have to pay a small fee.
·
Steve will follow
up with a more detailed email on the membership within a week.
·
we have a problem
with a key landowner not wanting to let us access his property for the COCs. It
would be difficult to work without his land. We need to do more to engage
landowners.
·
We are meeting
with the City to share information on our plans. Once the City approves it, we
will start with the base map.
·
Brian Graham
volunteered to assist in contacting landowners
·
Foley Mountain is
our backup site for the COCs. It is a great spot but somewhat limited in size.
·
Handout provided
·
Made money again
this year in spite of a plan that should have seen us with a deficit
·
Motion to accept
the financial statement by Brian, seconded by Andrew and carried.
·
2008 budget:
·
draft budget
presented followed by discussion
·
decided to
increase Jr budget from $1,000 to $2,000
a.
added $1,000 for
meet director expenses
·
added $9,000 for
mapping (fly some base maps is a possibility)
·
added $2,000 for
SI units
·
draft budget
approval motion by Andrew, seconded by Cherie and approved by all.
·
Bill Anderson
volunteered to be a course setter for the A meet. Still need a meet director
for the A meet. The meet will likely be held on the long weekend in May on the
Sedbergh map
·
Frederic to
organize a Rogaine again
·
Sedbergh map
ready for the spring
·
Motion: that the
club will pay for mapping if someone puts in a proposal with a cost and a
timeline and the proposal gets approval. This is open to anyone in the club.
Motion moved by Cherie, seconded by Brian and carried
·
This motion to be
added to the club policies and procedures
·
No dogs are
allowed at events in the Park. Has problems with some dogs at one of the last
events
·
Bill Meldrum is
collection the numbers of entrants and copies of the maps for all events in the
Park. This will be passed to the NCC
·
Bill Meldrum is
concerned that there may be a problem in the part if there are too many meets.
How do we control the # of events by people who are buying our maps? This
problem is most acute at Kingsmere. We should not sell any Kingsmere maps to
any other group at all.
·
Bill Anderson is
aware of all of the groups who purchase maps from us and they are generally
using the maps in a responsible manner.
·
Richard suggested
that we ask the NCC how to handle this situation. Advise them that we are not
in a position to control what other groups do.
·
Who will take
over from Pat?
·
LGO has stated
that they will put on an officials clinic that will be open to OOC members as
well
·
Richard spoke
with Colin regarding a merger of the two clubs. Colin was against this as it
has always led to fewer organized events where clubs have amalgamated in other
areas.
·
Decided to modify
the schedule more clearly indicate who the organizing club is. The goal is to
make it clear which events OOC is organizing. The suggestion was made that we
have one table on the website for OOC events and a second table for events put
on by other clubs.
·
Generally people
were in agreement that we should continue to work cooperatively with LGOC and
ensure that we do not create hard feelings.
·
As the prime
organizers of the Summer Solstice Series, we should feel free to set the
locations for the events – or at least to approve them. Many were in agreement
that the sites used by LGO (Green’s Creek and Rockliffe Park) are poor choices
to use every year
·
Cherie and Mike
can’t do it next year so we need to find a new SI crew
·
Can’t use the
Glebe Community Centre this year so we need to find an alternate location.
·
Peter to look for
an alternate location for January 19th or 26th. Need a
spot for 40 to 50 people that has a kitchen and is wheelchair accessible
·
Cherie to
organize a social activity
·
Richard sent an
email to Linda Scrivens to see if she would lead the nomination committee. She
has not yet responded to Richard’s email.
·
Our current
waiver does not apply to minors so the wording needs to be modified
·
The wording also
needs to include text indicating that the English language is used by agreement
of the parties involved, as is required in Quebec.
·
The next Board
needs to address waivers as a priority issue.
·
OQ – Bill
Anderson
·
Meeting attended
by Bill, Randy & ?
·
There are about
100 members in Quebec
·
The relationship
between the clubs in Montreal is not great
·
Nomination award
·
Richard is
struggling with the form download
·
We don’t
understand the criteria but the award appears to be geared to excellent juniors
·
Names including
Robbie, Emily, Alexander, Laura T & Margus were discussed
·
Cherie
volunteered to collect results from the club juniors and circulate it to the
Board
Prepared by Peter
Laurich,
09-Dec-2007