Minutes of previous AGM-January 22, 2005. (Cathy)
Theminutes of the previous AGM were read aloud. Rorry moved a motion toaccept the minutes and Karen seconded the motion. The AGM minutes of2004 will be posted on the Web site.
President’s Report (Bill M)
SeePresident’s Report.
BillAnderson, Stefan Bergstrom, Cherie Mahoney and Deborah Watt formed anorganizing committee for Juniors under 18 years of age forintermediate level training. Lorna and Richard Guttormson plan toorganize indoor training sessions for intermediate levelorienteering.
Treasurer’s Report (Karen)
SeeTreasurer’s Report
Nov 15,2005 is the Club’s year end, which coincides with the last meetheld. Membership fee increases were proposed, after the treasurer’sreport was completed; therefore, the proposed new fee structure isexcluded from the proposed 2006 budget estimates.
The Clubequity is used predominantly for mapping. 2005 was the first yearwhere the club proposed a deficit, to stimulate mapping activity. Thefinancial review of the financial statements was conducted by LindaConnell a non board, club member. Positive results ensued from thefinancial review.
A motionto approve the financial statements was moved by Andrew seconded byCathy.
A motionto approve the 2006 budget was moved by Rory and seconded by PeterLaurich. All approved both motions.
Director’s Reports
Membership (Steve)
Intermediateclinics might prove useful since 62% of new club memberships joinedin 2004-2005. Increases in levies charged by Orienteering Quebec andthe Canadian Orienteering Federation are driving the OttawaOrienteering Club to suggest increases in membership fees. Leviesarise from insurance for members and participants. Insurance premiumswill likely increase and the Club needs to be poised to deal withthis.
Theproposed membership fees for 2006 follow.
FullMembership:
$35 forthe first adult, $20 per additional adult family member, $10 per
additionaljunior* family member, $5 per additional limited family member,
$20 for anindividual junior* membership
LimitedMembership:
$15 forthe first adult, $5 per additional limited family member,
$10 for anindividual junior* membership,
*Juniorsare those not yet 21 as of December 31, 2006.
Thereasons for the proposed changes are as follows:
1) Inrecent years, Orienteering Quebec - our parent organization - haseliminated the "Family" and "Student" membershipcategories, and has started charging levies for every full adult, andevery full junior member of OOC.
2) Orienteering Quebec has also started charging levies for each"Limited" club member, in order to cover insurance costs.
3) As aresult of #1 and #2, the Ottawa Orienteering Club actually losesmoney on full family memberships. Our limited members and individualmembers have effectively been subsidizing the memberships of full andfamily members.
Thisproposal represents the first change in Full membership fees in over5 years (the last change being in 2000), and the first change in over10 years for Limited membership fees (the last change being in 1995).
Theestimated net effect of these changes, based on 2005 club membership,will be approximately $500 to $600 in additional membership revenuesto the club.
OOC pays$1.80 + a participant insurance fee of $.40 per person per event.Insurance fess will likely increase. Rorry moved the motion to adoptthe proposed membership fee structure and Stefan seconded the motionand all approved the motion.
Local Meets (Richard reported by Bill Meldrum)
A Ski O isplanned for March 5th at Nakkertok.
Acorrection to the April 24 meet information - Bill Anderson wascontroller for the meet and not Pat de St. Croix.
It wasreported that there were no misplaced controls this year and allevents went very well. Certification might have played a role in thissuccess.
Severalpeople obtained or are on their way to obtaining certification - bothLevel 1 and Level II, with two people successfully completing LevelII – Cherie and Andrew. Bill Anderson obtained Level IVcertification.
To obtainLevel II certification, the person must be course setter or a meetdirector for an A meet.
To obtainLevel III certification, the person who was a course setter to obtainLevel II must be a meet director and vice versa a meet director mustbe a course setter to be Level III certified.
c) Promotion (Tanya)
SeePresident’s Report.
Promotionsuggestions are welcome by Tanya Martin and Bill Meldrum. The localnewspaper, “Nepean This Week” is interested in activitiesOOC puts on in Nepean.
MichaelHaynes spoke about orienteering on CBC Saturday morning and thefollowing day’s meet was well attended.
Trailheadshow was a success for the Club. The OOC brochure will likely changeits format and suggestions for new brochure design are welcome andshould be discussed with Tanya Martin.
Mapping (Stefan)
See theMapping Report.
Mappingideas can be discussed with Stefan Bergstrom or Bill Anderson.
BillAnderson noted that the Club hoped Sedbergh would have beenappropriate to host a National meet, but a meet in summer would beimpossible due to thick woods. Sedbergh will be used for Spring orFall ‘A’ meets and will be very accessible for Montrealclubs as well and good for Spring and Fall meets ‘B’meets
COF wantseastern club to put on Canadian Champs. The NCC was asked if the OOCcould use the Lac Philipp area for a late August CanadianChampionship meet. The plan met with no resistance. OOC would expandthe existing map to host the Canadian championships in two or threeyears.
A questionwas asked about how the Club knew that an area had been flown and theanswer provided is that negatives are proof that the companiescontracted actually fly the areas.
e) O Quebec (Richard Guttormson & Bill Anderson)
Richardhas handed over the reigns to Bill A. Randy Kemp is also Director andboth attended the last meeting, December 2005, where a small groupwas in attendance.
Theprovince promises OQ about $5K per year and OQ expects to receive thefunds soon. Membership in Quebec is small and they plan to make a mapof Mont Tremblant. OOC has traditionally dealt with OQ. Juniors anddevelopment are the focus of OQ. There are activities afoot inSherbrooke and Quebec City which are attempting to develop smallclubs. There are no plans for major events. There is a new Webmaster. Go through COF link to see the OQ site.
The QuebecChampionships, if held, will likely be hosted by OOC.
f) OOA & SportIdent (Bert)
David Agarand others have been very helpful in programming and setting up theSport Ident system. More than 25 cards were sold and these funds godirectly to Orienteering Ontario.
Registrationprocedures will be streamlined to have Sport Ident used next year.Results can be posted very quickly after a meet, when Sport Ident isused. OOC budgeted for $5K for Sport Ident and its cost was $1500less. Please provide any power supply suggestions to Bert via e-mail.If there is interest among others to learn how to use Sport Ident,then there will be training sessions. People are invited to help out.
SportIdent is well received by meet participants and all those involved inbringing it to the OOC and running it at meets are thanked for theirgood work.
Election of Officers (Bill A)
Thank youto David Agar for his work on the Board and club activities. BillMeldrum will stand as President for one more year. Bill Andersonnominated Cherie to the Board, replacing David Agar. Cherie’snomination was seconded by Pat de St. Croix.
Slate voteinitiated by Bill A and seconded by Philip:
President:Bill Meldrum
Secretary:Cathy Bakker
Treasurer:Karen Tippett
MeetCoordinator: Richard Guttormson
OtherDirectors with responsibilities:
TanyaMartin: Promotion
AndrewCornett: Assistant Meet Coordinator
SteveBuchko: Membership
BertWaslander: OOI and SportIdent
CherieMahoney: Junior Program
PeterLaurich and Nevin French kindly offered to help the Board ofDirectors with Orienteering activity over the coming year.
Plans for 2006
Mar 5 SkiO
March 12Snowshoe O
Interclubwas on traditional May long weekend. Nobody has stepped forward yetto take on the position of meet director, or course setter orcontroller for an A meet in the spring. A suitable location for sucha meet has yet to be determined.
The reasonfor hosting the A meet on the May long weekend is that any earlierand there could likely be too much snow. The Fall schedule is fullwith A meets around Toronto.
Juniorprogram is led by Cherie and committee which met in Fall 2005 and iscomprised of Bill Anderson, Randy Kemp, Debra Watt, & StefanBergstrom. Details require finalizing. The idea underlying a juniorprogram is to keep youth interest and enhance skill development. 2006is a good year for juniors in Ontario because the CanadianChampionships, in August, and the North American Championships, inOctober, will both be near Hamilton. The OOC can build up to theseevents. It was suggested that the Club promote the events andencourage several people to participate in the Ontario events.
Other Business
A doorprize painted by Alan Gravelle was offered by random draw to those inattendance at the AGM. Steve Buchko was the winner of a framedpainting of a deer wearing an orienteering control on his antlers.Colin Kirk is reported to have once seen a deer with a control on hisantlers.
A bigthank you was extended to the Board of Directors and many others foranother excellent year of orienteering. A motion for adjournment wasmoved first by Karen and then by Bert.
PRESIDENT’SREPORT January 7, 2006
2005 wasanother banner year for the OOC. I will mention a few of thehighlights that can be found in the more detailed reports from eachof the Directors.
TheBoard of Directors (BOD) met three times during the year(February, June, and December) and it is the efforts of these membersthat have again made for a very successful year.
Membership(Steve Buchko) has increased to 245 individuals at 116 addresses. Thebeginner clinics organized by Cherie Mahoney at Vincent Massey drewapproximately 100 participants in the Spring and Fall. Many of thesepeople became new members and attended many of our meets.
Promotion(Tanya Martin) included the distribution of the brochure to localstores and universities, articles in local newspapers, and TV crewsat two of our meets. The OOC also manned a booth for the weekend atthe Trailhead Outdoor Show in March.
TheNewsletter (Bert Waslander) with the color photos andinteresting articles continued to keep us well informed.
TheOOC Website (Lorna Guttormson) continued to be our mosteffective communications medium. Everything a member (or prospectivemember) needs to know about the club, or orienteering in general, isthere.
Certification(Pat de St. Croix): Six of our members completed Level 1 and twomembers gained their Level 2 ‘Officials’ certificate. Allof these members were meet directors this year. It is important thatwe continue to train meet officials in order to spread the workload.
Participationat Local Meets (Richard Guttormson): A total of 24different members were involved as either meet director orcontroller. We hosted a total of 17 meets this year (a record?). Ski-O was revived and proved very popular at the Nakkertok ski club.A long distance Adventure Run attracted 50 teams of 2. The Interclubweekend involved a 2-part Sprint on the first day, followed by an ‘A’meet the next day on the new Meech Valley map. The Trailhead SummerSolstice Series had increased participation with excellent awards.Three events were held using the new Sprint format. Our 8 local ‘B’meets continued to be of high quality due to the pre-printed maps andthe efforts of experienced controllers. The Club Championship washeld on the new Lac Beauchamp map and attracted over 100participants. The Anderson garage continues to be ‘equipmentcentral’. The club is very fortunate to have our equipment sowell maintained, organized, and ’ready to go’ to the nextmeet.
Many of our members are active in the promotion oforienteering beyond the usual club activities and schedule of events.OOC also provided maps and resources to several schools for teachersto use. Map sales to groups raised over $1300 this year.
OurFinances (Karen Tippet) are in very good shape. We hadproposed a deficit of $7000 to cover the major costs of theSportIdent system and the increased mapping budget. Increasedrevenues from memberships, events, and an OQ grant kept the deficitdown to $2800.
Mapping(Bill Anderson): A new map, Meech Valley, was completed by Pat &Dick, Bill A and Bill M in time for the Interclub meet. A grant of$3000 from the O-Ring Fund covered 50% of the cost to have 5 newareas flown to obtain high quality air photos. For one of the areas,Sedbergh School near Montebello, a base map was made at a cost of$1500. We will apply to the O-Ring Fund for another grant to completethe map in 2006. The Lac Beauchamp map was completed by Bill &Bill and used for the Club Championship. Updates were also made toseveral local maps.
Many ofour members traveled west last summer to compete at the Canadian andWorld Masters Championships. As usual many returned with medals and‘personal bests’.
SportIdent(Bert Waslander): The new equipment, thanks mainly to a $12 000grant from the Trillium Fund, arrived in early spring and was used atmany of our ‘B’ meets as well as the ‘A’meet. Bert and his committee brought local orienteering up to a newlevel.
Plansfor 2006 include: continuing the high quality of Local Meets,attracting and keeping new members, beginner and intermediatetraining clinics, official’s certification courses, and hostingthe Interclub in the spring. Cherie has formed a committee to launcha Junior Program to provide coaching to our younger members. We areagain budgeting additional funds for mapping to obtain base maps forour new areas and to contract out some of the work. We will bethoroughly investigating the possibility of hosting a COC event in2008.
All in allI believe this has been another productive year for the OOC.Orienteering is still growing and is getting increased exposure inour area. There is every reason to assume that this trend willcontinue. Thank you to all of the members who are making thispossible.
BillMeldrum
Ottawa Orienteering Club
Membership Report 2005
2005 membership remained strong for the OttawaOrienteering Club, with a small increase in total memberships over2004.
At the end of 2004, as reported at the last AGM, theclub had 111 active memberships representing 225 individual members.
This number increased slightly in 2005, ending the yearwith 116 active memberships representing 245 individual members.
Renewal rates remained very strong for our OQ membersthis year, with 91% of our OQ-Full members renewing. 50% of ourlimited members also renewed this year (a reasonable renewal rateconsidering the huge growth in limited memberships in 2004), and thenon-renewals were compensated for with an equivalent number of newlimited members for 2005.
Looking at the breakdown of the 245 individual members,74 of our club members are full OQ members, while the other 171people hold limited memberships in the club.
20.7% of the club memberships have been members for over10 years. And a whopping 62.1% of our club memberships joined ineither 2004 or 2005!
Mappingactivities during 2005.
The Carman Trail south map was completed and used forthe May Interclub.
The Lac Beauchamp map was completed and used for theNational Capital Championship in October.
Arial photographs were done of the Sedbergh Schoolproperty at Montebello, the Carp Ridge, the Kanata-March Highlandsand the Nakkertokk ski club land. At the same time an area at MountTremblant was photographed for Orienteering Quebec.
A base map was produced for the Sedbergh school. Thefield work can start in the spring 2006.
Several areas were investigated for use for futureCanadian Championship or A-meet. Among the possibilities is anextension of the Lac Philippe area.
In the Ottawa Greenbelt mapping has started on the newTimm Drive map between Bell’s Corners and Kanata, and arevision of the Mer Bleu map. A revision of the Gatineau Mines (Citedes Jeunes) has just begun.
By StefanBergstrom and Bill Anderson
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