Ottawa Orienteering Club

Approved Minutes of Board of Directors Meeting held at Lorna and Richard’s

June 25, 2007, 7:00 p.m. – 9:00 p.m.

Attendees: Lorna & Richard Guttormson, Cherie Revells, Steve Buchko, Andrew Cornett, Bill Meldrum, Stefan Bergström, Bill Anderson, Pat de St. Croix, Karen Tippett.

Regrets: Bert Waslander, Randy Kemp, Peter Laurich, Linda Connell, Brian Graham,

Action

1. Approval of previous minutes and items arising - Peter, Richard

Richard moved minutes be approved. Seconded by Andrew. Accepted
 
Environmental assessment of 2008 COC’s in New Brunswick has been accepted. OOC will be running the SI for the meet. 
 
Charlotte MacNaughton of the COF has sent a note of thank you for the $750 donation for the high performance program athletes. 
 
Lorna clarified the mention of pictures in the minutes. She can enable meet directors to mount pictures of their event, giving them the ability to put in their own personal comments/captions/flavour to the picture album. 
 

2. Fall Calendar of events - Andrew

Draft calendar was distributed. (See appendix B) A few dates yet open. 
Concern was expressed about Constance Bay – area needs to be checked. 
    Randy/Andrew
Suggested club championships be Oct. 28 meet at Kingmere. 
Bill A. is considering an adventure run in Nakkertok in Nov. but will have to check into hunting in the area.
Bill A. 
Sept. 2 Lac Bourgois – need to check on Sunday morning closures on the parkway and may then need to start late (1pm). Andrew to remind Colin of this.
Andrew
Stefan asked about possibility of having a sprint event. Andrew replied that it was up to each meet director to decide the format of his/her event.
 
Karen asked who is in charge of tracking of Loup Garou use of OOC maps. Bill M. will continue this task.
Bill M.

3. A meet for 2008 – Richard

It was felt we should continue to hold an A-meet on the long May weekend. The Sedburg map could be used. Bill A. briefed the meeting of the facilities available and after some discussion approval was given for Bill to pursue this option. He is to check into possibilities of a group camping area and the possible use of their log cabins. A meet director needs yet to be named.
Bill A. 

4. OOC Club Championship – Andrew

Linda C. and Bill M. will hold the National Capital Championships at their B-meet at Kingsmere, Oct. 28. Andrew asked if there should be prizes awarded and , if so, someone will have to be assigned to that.

Linda/Bill M.

5. New Constraints in O in Gatineau Park – Richard

Richard reviewed new constraints outlined by NCC at the spring meeting.

· courses should be submitted to NCC 4 weeks before the meet and at least 2 weeks before. The NCC will review the course for ecological impact and may require changes.

· Next year the ‘land use’ group will be our contact rather than the ‘recreation’ group. They are much more concerned about environmental impact.

· Fall schedule is to be submitted by June 15 .

· Certain areas of the park cannot be used at all –for example - south of the Champlain parkway and west of Western Lodge.

· We must stay 15 meters from lakes & marshes, and competitors should not cross marshes, beaver dams etc.

· Private property must be respected (It was suggested the Fortune map should be updated hashing out the private property)

Bill A.

Bill A. noted two environmentalists participated in last week’s event and he they got a better understanding of the sport and its effect on the terrain.
 
It was suggested we should check with the city on the use of city parks and also that Colin should have a copy of the NCC agreement 
Richard 

6. Designate for President - Richard

The OOC’s constitution requires that a designate be appointed to act in the president’s absence. Andrew agreed to be president designate. Lorna will ensure the president’s email is forwarded to him when Richard is away. 
Andrew/Lorna

7. Junior program - status and funding – Cherie

Cherie reported they funded juniors to go to Harriman and they were quite successful. Just over half of the funds have been spent. She suggested the further funds be used to help those going to the COC training camp. Richard suggested the Rob Roy fund could also be applied to for this. 
 Bill/Randy

8. Safety procedures - Pat

Pat distributed a paper outlining her thoughts on safety procedures (see attached). Discussion of points highlighted
· education of folks is important. 
· Download should be close to finish- even perhaps flagged from finish to download. 
· Safety bearing should be clearly stated (on the map if possible). 
· No one should be allowed on advanced course until have proven their ability. 
· Pamplet on safety be distributed to all competitors – including experienced ones who do need reminders - at early fall meets. 
· A poster be made and displayed at registration reminding people of core safety points. – Time limit, safety bearing, whistle use, etc. 
Recommendation by Pat - We have a safety officer. Isabelle Robert was suggested. Pat is to approach Isabelle and, if she agrees to take this on, work with her to set it up.
Pat 
If the safety officer were to offer a first aid course &/or refresher course, the club should consider subsidizing a portion of the costs. 

9. 2010 COC's - Richard, Stefan

Following the last BOD meeting, a meeting was held at Bert’s. The only action item, at that time, was that folks would investigate areas of the map to see what portion(s) would be best to map. This has not been done. Richard has tried to contact Eli Chanterie but has not gotten a response. Stefan has drawn a land ownership map of the area.
 
COF AGM will be looking for a bid at the July COF meeting. Bill A. will put together a note to Charlotte to see what she wants in terms of a bid at this time. 
Bill A.
Stefan will coordinate helpers to fully explore the area and to make best use of the helpers.
Stefan

10. Other business - all

• Membership – Steve distributed a membership report. Points of note - we have 54 new members. There are still a few possibly active members who have not renewed for the year. Steve will send a reminder to them. Total membership is 204.

Steve

• Pre-registration – Andrew reported his feedback from new members is that they find pre-registration confusing. It was felt we should -
• review registration procedures again

Linda

• assign executive members as greeters again and ensure all meets have greeters

Lorna

• COC 2008 – as we are helping with SI. – we need to consider what backups are needed, and see about need for power backup. SI unit batteries are of concern. One has died and there is considerable confusion about how to replace these or to find out which, if any others, are soon to die. Cherie will take a unit to Total Battery to see if they can help and will continue to correspond with Doug Innes on this.

Cherie

• Stefan mentioned the Almonte event is on Route Gadget and Eastern Canadians are in process. He encouraged all to enter their routes on Almonte now and ECOC’s soon.

The meeting was adjourned at 10 pm.

Appendix 1 Pat’s thoughts on Safety

The best source of information is in B Meet Manual. The A meet manual has only the briefest of summary.

It is important to note the importance of the difference between an ‘overtime person ‘ and a ‘lost person’. When a person is declared lost the police MUST be notified and a search be conducted only at their request and supervision.

When searching for an ‘overtime’ person it is very important that the search be strictly limited and controlled by the meet director – as per the B Meet Manual.

We should discuss the procedure to follow when canceling a meet.

It is perhaps desirable to have a safety officer whose responsibility it would be :

1. To be consulted by meet director and/or controller when unexpected decisions need to be made and agreement cannot be found.

2. To encourage improvements as noted.

3. To encourage review of relative information

4. To work with COF BOD on any safety issues

5. To be familiar with police and with Search & Rescue and how and when to contact each

6. To raise safety issues to educate officials

7. Post safety messages to officials from time to time – through e-mail, meet directors web page, …

8. Post short reminders to participants from time to time via Capital O and the Web.

Appendix B Tentative Fall meet schedule

Date		Location	Director/Course planner	Controller
Aug-26	Sunday	?	?	?
Sep-02	Sunday	Lac Bourgois	LGO
Sep-09	Sunday	Cedarview West	Richard Aronoff	Richard G.
Sept 15-16	Sat/Sun	Viking club	Quebec Championships	No local meet
Sep-24	Sunday	Constance Bay	Randy Kemp	?
Sep-30	Sunday	Cite des Jeunes	Liran Raz	Andrew
Oct-07	Sunday	Lac Mulvihil	LGO
Oct-14	Sunday	P17	Anne Teutsch	Karen T.
Oct-20	Saturday	Carmen Trails	Frederic Bedard	Michael Haines
Oct-28	Sunday	Kingsmere	Linda Connell	Bill Meldrum
Nov.-4	Sunday	Green’s Creek	LGO
Nov –11	Sunday	?
Nov-18	Sunday	?