Approved Minutes from Ottawa Orienteering Club Board Meeting

 

Date: March 18, 2008

Location: Laurich’s

 

In attendance: Stefan Bergstrom, Linda Connell, Peter Laurich, Richard Guttormson, Cherie Revells, Bill Anderson, Andrew Cornett, Karen Tippet, Lorna Guttormson, Rorry Harding

 

  1. Agenda adopted
  2. Minutes from December, 2007 meeting – Peter

·        Moved for approval by Linda; seconded by Cherie; carried

  1. Roles and responsibilities – Richard

·        Richard reviewed the draft document that he prepared

·        Added Stefan’s role to the document

·        Document to be corrected and sent out with the minutes

·        Colin Kirk had told Richard he would organize an official’s course. We need to come up with names of club members who are interested in attending. Decided to get a date from Colin first and then advise club members. Looking for someone to run with this from a club perspective.

·        Andrew Cornett was named as the alternate President

·        Eric Teutsch has offered to take over as the SI equipment manager. We are looking for additional people to assist with running the SI equipment at meets.

·        Capital O – Bert has said he will do one more issue and then we need someone else to take over or decide it is no longer required.

  1. Promotion – Linda

·        New look graphics sent around to the Board by Linda. Feedback was given by a number of people. Looking for some simplification of the graphics and more highlighting of the orienteering side of the images.

·        A new logo is being looked into by Carlos

·        Ottawa Outdoors – article prepared by Linda to be put into their magazine. Some photos to be added to the draft circulated by Linda. We would like to have orienteering moved to the sports section of the magazine rather than grouped with activities such as hiking.

  1. A Meet – Bill Anderson

·        New sponsors identified – World of Maps and Axis Gear

·        The long course on the Wakefield map will be used as a selection event for the National Team.

·        Sprint and medium courses to be held in Montebello.

·        Need course setters for both Wakefield and the medium course in Montebello; Robbie Anderson is taking care of the sprint courses.

·        Peter and Richard volunteered for course setting.

  1. Review of 2008 events – Andrew

·        Handout passed out

·        All OOC and LGO events were included in the handout

·        Still looking for a number of meet organizers for both the spring and the fall

·        Linda provided some additional information for some of the events – several people provided some information, Linda certainly primary among them.

·        Randy Kemp suggested to Andrew that some expenses be covered for meet directors and meet controllers. Andrew Cornett then proposed the following:

a.       That each meet director and meet controller be compensated for travel expenses as follows:

                                                                           i.      A maximum of 4 trips to be shared between the director and the controller

                                                                         ii.      Compensation will be based on the number of kms traveled

                                                                        iii.      The rate of compensation will be $0.20 per km

b.      Proposal made by Andrew and seconded by Rorry. Carried by all.

  1. Finances – Karen

·        Motion to continue with a donation of $750 to the National Team for this season moved by Andrew and seconded by Richard; carried by all.

·        OQ has not yet levied the club for 2007

·        Cheque coming from the Rod Roy OQ fund for travel by club juniors to the Sass Petre Junior Camp

  1. Juniors – Cherie

·        Program will be similar to last year

·        There will be two groups – advanced and beginner

·        Proposal outlined in Cherie’s handout

·        Looking for someone to organize a 1-day training camp

  1. Adventure Run – Cherie

·        We are still looking for someone to run with this event. All of the preparation work for an in-city event was completed last year.

·        Rorry to ask the adventure running group if they can provide someone to run the event.

  1. Mapping – Bill Anderson

·        Planning on flights for new base maps of the Foley Mountain and Charleston Lake.

·        Some discussion as to whether we should be investing in the flights without having a concrete plan to produce the base maps from them.

·        Eventually decided to go ahead with the flights as the club has the funds for mapping. Also people noted that the images will still be usable if we do not act on them for a few years.

·        Mappers from the Czech Republic are busy for the summer of 2008. Cost to use this team to create detailed maps is typically 1000 per km2.

·        Stefan and Bill will write up a multi-year plan for mapping.

·        We will look at putting together a grant application to hire the Czech mappers in 2009.

·        Bill A will get a copy of their successful Trillium grant application from the Hamilton Club.

  1. 2010 COCs – Stefan

1.      Aerial photos complete

2.      Need to order a base map

3.      Met with the City. They have informally given their concent. A formal agreement has not yet been signed.

4.      Actions from the handout:

1.      Order a base map of the City owned and south area near the Carp Fair grounds

2.      Richard and Lorna to start a land registry search at the Ontario Land Registry Office. This is to determine who owns key pieces of land in the area.

5.      Finding mappers will be a challenge. We need to book quickly and pick the mappers carefully. Action: Bill A.

  1. Waivers

·        Looking for alternatives for improving the waivers and the waiver signing process.

·        Calgary – you have to be a member of the club to participate in an event. Pay $10 to sign up and get 1 event for free. The waiver is signed once and then stays on file.

·        OOA member rates are $5 for full COF membership.

·        Moved by Peter and Seconded by Andrew that the current waivers and waiver signing process will stay the same for 2008. We need to look at the fee structure, affiliations and waivers for next year. A committee will be struck to look into this.

  1. Meet directors

·        Decided not to ask the meet directors to collect the email addresses that are provided on the entry forms. Entry forms to continue to be forwarded to Michael MacConaill.

  1. Motion to adjourn the meeting by Cherie

 

 

Peter Laurich,

Prepared 06-Apr-2008 and revised based on feedback received.