Ottawa Orienteering Club

Draft Minutes of Board of Directors Meeting

March 9, 2006, 6:00 p.m. – 10:30 p.m.

Attentendees: Lorna & Richard Guttormson, Cherie Mahoney, Bert Waslander, Bill Meldrum, Karen Tippett, Buchko, Dick & Pat de St. Croix, Tanya Martin , Randy Kemp, Andrew Cornett & Cathy Bakker.

Regrets: Bill Anderson

1. Minutes of meeting December 10, 2005. (Cathy)

Minutes of December 10^th 2005 meeting were approved by Bert and seconded by Karen.

Minutes will be posted on the Web site by Lorna Guttormson.

2. Treasurer’s Report (Karen)

A National Team donation of $500 will be made now. The motion was moved by Richard and seconded by Cherie.

OOC has bought a tent for the club.

Accounts are up to date. Awaiting A/R from Nakkertok and will subtract the amount from the ski – O proceeds collected at the March 5^th Ski O.

The BOD voted to increase the mileage rate from $.20 / km to $.25/ km to better compensate mapping activity. The increase will be effective 1 January 2006.

3. Membership (Steve B)

Steve will send another message reminding to renew OOC memberships. 22% have renewed so far.

People 65 years and older will be sent a survey by COF, provided COF receives their e-mail addresses, about the creation of a New category in 75+.

It was suggested that meet directors be given a current list of members for registration purposes at meets.

4. President

-designate(s) 2006

-2007

In case of extended absence of the President, the designates are 1^st Richard Guttormson and 2^nd Andrew Cornett. Both accepted the nomination and all approved.

An e-mail will be sent in October 2006 asking people about their interest in being on the BOD. The search is on for a new President to start Jan 2007.

5. Promotion (Tanya)

-Web site (Lorna)

-Capital-O (Bert)

OOC, with a Nepean address, is welcome to send a press release to the Clarian for potential publication. Please, send articles or stories to Tanya for submission to the newspaper. Tanya will submit material to the Citizen’s Glen Horner for inclusion in the weekly calendar.

The brochure logo will change this year reflecting the new Web site. Brochures will be printed on fluorecesent paper to be more eye catching.

Richard, creator of the new logo, will send it to Tanya. More brochures will be printed this year and plans are to replenish the store displays more frequently.

There will be no Trailhead show, but rather a mini Trailhead in May at the Trailhead store. Tanya will coordinate the volunteers to work the floor of the Mini Trailhead show May 6 & 7 2006.

Trailhead will sponsor the Summer Solstice events and the Adventure Run.

Capital O (Bert) Please, send input to Bert for the newsletter by April 7^th. The first meet is April 16.

The Web site improvements are much applauded. Thanks go to Lorna, Richards and Benoit. The new Web site is with Cybername.ca which provides more space at a lower cost than the previous arrangement OOC had. The old Web site address will be redirected to the new site. 10 generic accounts were established and OOC will begin using them.
A “lightening” icon will be used when meets use Sport Ident.

6. Meet fees (Bill M)

The following fee schedule was agreed to by the majority.

Children 10 or under in a group, accompanied by an adult, would be free.

Family members must be living at the same address to qualify for the maximum.

The family maximum will apply to a team registration. The maximum number of people in a team will be 8 adults. For teams of non members the registration fee will be $10 per adult and $3 for juniors + $2 for each additional map beyond the first map.

7. Registration Improvement (Lorna)

Lorna and Richard presented various options for registration improvements to reduce the time spent in line-ups at meets. A team of people will examine solutions to make registration more efficient and at least three people will be trained in OOC registration, and at least one of these people should be in attendance at each OOC meet. Informed registrars and a greeter to help newcomers were among ideas suggested. Prepaid registration for meets was agreed to be an item for future discussion. The name of each participant of meets is required for insurance purposes including members and non members.

8. Spring Meets/Activities

-Junior Program (Cherie) Junior Program is progressing well.

-Clinics: Beginner & Intermediate Beginner clinic. Cherie offered to find helpers and inform Richard G. of the outcome. Intermediate clinic – Richard G will contact Brian Graham.

-training day (Cherie) At Lac Philippe, a training camp is planned for Saturday May 13^th followed by a B-meet the next day, at Lac Philippe. Stefan and Randy volunteered to do a training session. The goal is to have juniors attend the training.

-Adventure Run (Cherie) May 7^th at Lac Philippe. Plans are for teams of 3 at $90/ team before a certain date and $100 after.

-‘B’ meets (Richard) B meet schedule will be completed soon.

-Eastern Canadian Championships (Bill A) Lac Beauchamp Day 2 Meech Valley with Nevin setting courses and Brian Graham controlling. Official registrar will be Lorna & Karen will be the starter. A finish area volunteer is needed.

The A meet fees were approved by the BOD. This motion was moved first by Bert and second by Cherie.

-Summer Solstice (Richard) The Handicap system used in the 2005 Summer Solstice series will be used again in 2006. Richard G is the Summer Solstice coordinator.

-Test course (Pat) Pat will ask Gord Hunter to set a permanent course and hang ribbons for the course. Preference is to use a hilly area to maximize the training opportunities of such a course.

9. Sport Ident (Bert)

Stefan, Randy and Cherie will work with Bert on the SI system. Bert will contact Annette to secure SI cards for OOC and to discuss workable power supply options for OOC.

It was approved by the BOD that a $25 charge will apply to lost SI cards and this will appear on the OOC Web site.

10. To complete the mapping work on the Sedbergh map will cost an additional $3,500 and OQ will be asked to pay half this cost. If OOC does not receive OQ funding then other decisions need to be taken. A meeting with OQ will be planned.

Pat and Dick have further work to do in mapping Merre Bleue

Bill A will send air photos for Nakkertok and March Highlands in 2006. Government grants will be pursued. Mapping for the club would need to go through the Ontario Club.

Michael Haynes of Go for Green will be approached to potentially address applying for Government grants.

Fairmont Hotels may also be approached regarding mapping the Montebello area.

11. Certification (Pat)

Pat provided courses to 11 Caledon ON area orienteers. Pierrre Brassard and Doug Mahoney are now certified. Over the next two weeks Pat is offering courses to interested orienteers.

12. Other business.

To put lettering on a sign is estimated at $100 and this will be tested on the new tent. It was suggested to put Ottawa Orienteering on two sides and our Web site on the other two sides. Green lettering will be used.

A Club banner will not be required because the tent will double as a banner.

It was suggested that there be a charge for profit motivated organizations using club equipment; however, charging not for profit and school groups could be absorbed by the club. Bill A and Bill M will work something out regarding use of the Club tent for not for profit organizations.

Cherie is working with Axis Geer on potentially selling O Suits to interested individuals.

Randy reported on the idea of having available poster sized maps, post meet. The cost for a 3x4 foot laminated map is estimated at $200 and dry eraser could be used to trace route choices on the map after an event. Another option is to photocopy an enlargement of an 8.5 x 11 map onto 11 x 17 paper and show route choices. The enlarged photocopy option is considerably less costly than the $200 option. A display case requires some thought and design and Dick volunteered his printer’s ability to print on large format paper.