Ottawa Orienteering Club
Minutes of Board of Directors Meeting held at Lorna and Richard’s
Feb 23, 2007, 7:00 p.m. – 9:00 p.m.
Attendees: Lorna & Richard Guttormson, Brian Graham, Cherie Revells, Linda Connell, Bert Waslander, Steve Buchko, Andrew Cornett, Bill Meldrum, Stefan Bergstrom, Randy Kemp, Bill Anderson & Peter Laurich.
Regrets: Karen Tippett
1.
Opening remarks.
Richard: Thanked all present for helping out. The Board meeting is to be short
with any detailed discussions being deferred to smaller groups.
2. Roles and Sub-committees (who is doing what)
· Mapping – Bill Anderson
· Capital-O – Bert Waslander
· Sport-Ident – Mike Revells
· Training – No real owner for this one. Brian Graham offered to organize a session or two. Brian may also do an indoor session.
· Junior Program – Cherie Revells, Stefan Bergström and Randy Kemp.
· Equipment – Bill Anderson
· Promotion – Linda Connell
· Membership – Steve Buchko
· Webmaster – Lorna Guttormson
· Registration – Linda Connell and Lynda Scrivens
· OQ Board: Bill Anderson (OOC delegate) and Randy Kemp (elected at large)
· OO Relations – Bert Waslander was doing it last season and volunteered to continue.
· Volunteers Co-ordinator – some general discussion on the topic. We agreed that it would be good to have someone. Looking for a volunteer (not sure if this had an owner). Very few people actually indicate that they will assist on their registration form but are willing to help if asked. There is need for a pool of people that meet directors would be able to call for help for things like food preparation, parking control, …
· Others: NCC Co-ordinator - Bill Anderson and Bill Meldrum have been doing the task. Recently met with NCC to provide maps and numbers for all courses that were run on NCC grounds. The NCC is willing to sign one agreement to cover all of our meets: ($100 per agreement). There is a push to reduce the amount of competitive events in the park. Would like us to have general participation courses - low level orienteering.
3. Promotion Plan – Linda
· Handout on publicity distributed at the meeting.
· Pamphlets are to be distributed. List of places to be passed out. Linda to collect feedback from Board Members. Capital O was of interest to new people coming to meets. Have it available to give out. Linda to generate some additional copies to hand out. Would be good to have people around to help new comers. Member & guest Score O? Something fun to bring out new members. Orienteering Week in Canada May 2 to 9. Can we do something related to promotion during this week? Looking for 2 or 3 people to pull together a plan for a meet/event of some type. Cherie, Linda and Bill Anderson to lead this activity.
· List of Pat de St Croix's suggestions introduced by Linda. List was attached to promotional handout. Big point of discussion was the SI units. The suggestion was that we need more for units for Rogaine use. Since the units are expensive, we discussed the alternative of sharing the units between clubs. There was also some discussion around not really needing SI units for events, such as Rogaine, where competitors can take the controls in any order that they wish. There is also a desire for 2 Intermediate courses – one short and one long.
4. Web Items – Lorna
· Lorna is looking for input on what the board wants to see displayed.
· E-mail - we have 10 that can be used. Only wants to have club addresses on web to avoid spam being sent to personal e-mail addresses.
· Is working to change the look to display a fuller screen. Steve suggested that the web registration have same look and feel as the printed form. Brian suggested more vibrant colours for links.
· Lorna asked that we all look at the web site and provide feedback. Photos on the site are a good idea and the site has a photo gallery capability. Lorna will enable members of the Board or extended board to put up their own pictures if they ask.
5. Interclub – Andrew
· Handout for teh Capital-O Fest and Eastern Canadians distributed
· Looking for help in many areas.
· He renamed the Interclub as the Capital-O Fest. It will be combined with the Eastern Canadians since no other club has plans for that event.
· There is some concern over using the same maps that were used in the past. The plans are to use new areas of older maps. See Eastern’s handout.
· E-mail sent to COF to get sanctioning for Easterns. Would like to use on-line registration and payment. Lorna did some working looking into options. Paypal seems like the way to go but there will be much programming involved and it may not be possible to complete on time. Fallback is use of printed entries and the post. Looking for a registrar to take on the decision. Also need prizes and awards co-ordinator, controller for short course, starter, chief of SI and results (Cherie and Mike?)
6. Spring Schedule – Andrew
· Handout of the draft schedule distributed
· Some gaps but a lot of names already on the schedule. Some problems with the Greens Creek Summer S LGO meet. Richard G will talk to Colin about finding another area. Much discussion on trying to find new areas to use for SS. Not many options that work for beginners.
· Linda C is to chat with Frederic to see if he really needs the SI system for Rogaine.
· Andrew suggested the purchase of Walkie Talkies. Some concern that the coverage is not great in the Gats.
· Cherie to present a PowerPoint presentation at MEC on March 21st. She is looking for someone to help answer questions.
7. Financial Decisions pending or needed
· The decision to donate $750 to national team needs board approval. Andrew moved that the board approve the 750 to COF, Brian 2nd. All in favour.
· Meet Fees - should we change them? Cherie moved to have the fees stay the same; 2nded by Steve. All in favour. Carried.
8. Training – no further discussion
9. Jr Program – Cherie
· Handouts distributed
· Plans to spend the $1000 the club has budgeted for Junior training on taking the junior team to a couple of A meets. Details in program handout. OK'd by all.
10. Adventure Run – Cherie
· Cherie. Still getting together with Doug.
· Same format and style as in the past. Possibility of having it in the Green Belt. Looking at the logistics. Need to watch road crossings. Group discussion on the pros and cons of the idea. Will that format be of interest? People seemed to think that it was really up to Cherie and Doug. Skip the prizes since it is tough to get people together after the event. Cherie and Doug to decide on prizes.
· Send additional comments to Cherie
11. COC 2008 – Bill Anderson
· Going through an environmental self -assessment
· The meet is going ahead as planned for now.
· They will be looking to the club for assistance running the meeting
12. COC 2010
· The suggestion was to hold it here in Ottawa.
· Stefan and Bill A have been looking at the Carp Ridge for the event. Carp Ridge is 20 km x 4 km. Complex area, good got orienteering. Parking and access is a problem.
· The meet seems to be worth pursuing. If we are serious about this, we need a plan with assigned resources. What are the dates and resources? Need someone to volunteer to put together an initial plan on what we would have to do to make the meet happen. The person need not take on the meet itself but needs to put together a plan to get it to happen.
· Bert suggested that we need an organizing committee.
· Bill Anderson will put together a basic checklist and circulate it by March 1st.
· Andrew, Brian, Bert, Bill M, Bill A all expressed an interest in being on the committee.
· Bert will organize a meeting in early March for the group of 5. Date will be the week of March 4th - likely March 7th, 7:30 chez Bert
13. Adjourned for photo session
The next meeting will be called by Richard
sometime around June.
Errors and omissions are mine,
Peter