A competitor running under a huge fallen redwood tree at Big Basin State Park, 1996

BAOC Board Meeting Minutes

Date: (Mon.) Sep. 14, 2009
Location: Menlo Park, CA
Event Directors: - 650.906.9672, - 650.248.9595
Type: Quarterly meeting of the Board of Directors -- 7:00-10:00 PM; pizza will be available at 6:30 -- All club members are welcome


Approved minutes of the September 14, 2009 Board meeting – Trinka Gillis, BAOC Secretary


The meeting was called to order at 7:00 PM by President Nick Corsano

Present were Scott Aster, Ev Beuerman, Jean Beuerman, Mark Blair, Steve Beuerman, Bob Cooley, Nick Corsano, Toby Ferguson, Alex Finch, Trinka Gillis, Steve Gregg, Jay Hann, Jeff Lanam, Nancy Lindeman, Kelly Wells, Rex Winterbottom, Jim Fish, Esther Heller, George Minarik, Tapio Karras, Gavin Wyatt-Mair, Ben Legg, Gary Kraght, Shura Krechetov.


1. Approval of Minutes – Nick Corsano

The June 16, 2009 meeting minutes were approved with no changes.

2. Email Votes – Trinka Gillis

No email votes were held since our last board meeting.

3. President's Report – Nick Corsano

The prospective NASA meet, despite a good faith efforts and lot of work from Peter Graube, failed to materialize. An Ames orienteering club may be established- which will provide a possible route for a future meet.

Ben Legg will be speaking at the December board meeting about some ideas to develop our volunteer pool.

4. Event Coordinator's Report – Alex Finch

The fall schedule is in place. Trail-O training courses are planned for several events. He is starting to work on the 2010 schedule, to avoid a gap in scheduling.

5.Treasurer's Report – Steve Beuerman

The club has $37,549 in the bank now.

6. JWOC Task Force – Task Force

Before the presentation began, BAOC President outlined the rules of discussion and debate: board members can speak no more than twice on the motion, maximum two minutes per turn. Non-members can only speak once.

Gavin Wyatt-Mair, Jay Hann, Ben Legg, Nancy Lindeman, Bob Cooley, Scott Aster and Gary Kraght presented the task force's recommendation that BAOC submit a proposal to host the 2013 Junior World Orienteering Championships.

The presentation is available separately, but included the following sections: Purpose, Timeline, Program, Issues, Volunteers, Mapping, Permit, Logistics, Financial, Budget, Marketing, Risks, Organization and Recommendations.

Discussion consisted of many topics, including volunteer recruitment, profit sharing, costs of mapping and number of expected participants.

It was moved and seconded that BAOC request the USOF Board of Directors to submit a bid to the International Orienteering Federation to host the 2013 Junior World Orienteering Championships, using BAOC maps from the greater Bay Area and/or the Lake Tahoe Region.

Debate in favor of and against the proposal began. Several questions were: do we need to have a full week of events the year before, does the opening ceremony need to be in San Francisco, the gains of holding the event outweigh the negatives, this would benefit the club's mission to support orienteering, this will burn out our volunteers.

It was moved and seconded to postpone the motion to a special meeting to be held within two weeks. The motion passed.

The special meeting was set for Monday, September 21st. [See the meeting minutes below.]

Nick Corsano thanked the task force for all their hard work and effort.

7. Budget Committee – Steve Beuerman

In the next couple of months, BAOC will need to form a Budget Committee. We only have one A-meet scheduled for 2010, so our revenue will be lower than usual.

8. Mapping Report – Bob Cooley

Zherdev worked on Calero and Joe Grant when he was here this summer. Bob will finish Knowland in the next month.

9. Equipment Policy – Mark Blair

Deferred to December board meeting.

10. Report on Survey – Trinka Gillis

The survey is nearly ready and will be posted within a week.

11. Update on O in the Oaks – Jeff Lanam

The list of state parks to close will be final within a week. Pacheco State Park was not on the original closure list, and it is possible we could argue to hold the event even if this park were to be closed.

Nancy has group campsites reserved.

Registration is now open. Do we have suggestions for rewards? Jeff is looking for crew chiefs and other volunteers. The Juniors may organize a dinner.

12. Report on Golden Gate Getaway – Rex Winterbottom

Most planning for the Golden Gate Getaway is in place. He needs two more permits, and needs help getting people involved.

13. Event Fees – Nick Corsano

The budget will be written assuming no increase in event fees.

14. 2009 BAOC Service Award – Ev and Jean Beuerman

Ev and Jean will find an event in December at which to award the Service Award.

15. A-Meet Committee Report – George Minarik

George Minarik is working on sanctioning and recruiting for the 2010 Boggs Mountain event. He will start working on 2011 once the JWOC issue is decided.

16. Directors' Reports

Equipment – Mark Blair

Please read the equipment policy so we can vote on it at the December meeting.

Bulletin – Jeff Lanam

The newest bulletin is in the mail.

Juniors – Jay Hann

The calendar is shaping up. COOL will have six additional meets this year. They are piggybacking on the A-meet at Pacheco and Vasquez Rocks. They will hold a junior day camp. The COOL season opens on October 31st. They will hold the first ever Western Region Interscholastic Championships at Pacheco State Park in November during the O in the Oaks A-meet, and will hold a second championship in 2010.

Outreach – Scott Aster

Judy Koehler did an outreach event with the Girl Scouts at Spring Lake.
REI wants employees to test equipment, and Rex Winterbottom is spearheading this.

Insurance – Nick Corsano

The insurance person is requesting more information about drivers.

17. New Business – Nick Corsano

None.

The meeting was adjourned at 9:54 PM.


Minutes: Trinka Gillis, BAOC Secretary
Approved as amended, December 15, 2009.


Mass start at the 2002 Golden Goat at Las Trampas

Special BAOC Board Meeting

Date: (Mon.) Sep. 21, 2009
Location: Menlo Park, CA
Event Directors: - 650.906.9672, - 650.248.9595
Type: Meeting of the Board of Directors to discuss the JWOC proposal -- 7:00 PM -- All club members are welcome

Approved minutes of the September 21, 2009 Board meeting – Trinka Gillis, BAOC Secretary


Re-adjournment of Bay Area Orienteering Club Board of Directors Meeting

September 21, 2009, Menlo Park, California


The meeting was called to order at 7:45 PM by President Nick Corsano

Present were Scott Aster, Ev Beuerman, Jean Beuerman, Mark Blair, Steve Beuerman, Bob Cooley, Nick Corsano, Toby Ferguson, Alex Finch, Trinka Gillis, Steve Gregg, Jay Hann, Jeff Lanam, Nancy Lindeman, Kelly Wells, Dan Greene, Jim Fish, Esther Heller, Tapio Karras, Shura Krechetov.


This was a continuation of the board meeting begun last Monday. The board agreed at that time to postpone the decision on JWOC for one week. Thank you for making the trip here again.

Steve Gregg and Dan Greene can ask questions because they missed last week's meeting.

There were questions regarding who would step up to the major roles, who the Technical Director would be, and what this will do to our local event schedule.

It was moved and seconded that the main motion vote be taken by secret ballot.

The motion passed.

It was moved and seconded that we amend the main motion by adding text specifying that USOF loans the funds to the JWOC group, and that BAOC retains ownership of maps and all products leading up to them.

The motion passed. Motion amended as written below.

The vote on the main motion, by secret ballot:

Resolved: That BAOC request the USOF Board of Directors to submit a bid to the International Orienteering Federation to host the 2013 Junior World Orienteering Championships, using BAOC maps from the greater Bay Area and/or the Lake Tahoe region based on the following conditions:
  1. USOF or a separate legal entity (the JWOC organization) is responsible for raising the funds and will incur the liabilities for JWOC and the 2013 festival.
  2. The JWOC organization will pay BAOC an acceptable fee for the use of its maps and equipment.
  3. The JWOC organization will prepay a portion of the map fees to BAOC on a non-refundable basis to facilitate the creation of new maps, and BAOC will retain all rights to those maps.
  4. The JWOC organization will consider the level of volunteer effort from clubs in distributing profits.
  5. While BAOC will help contribute volunteers to the JWOC organization, JWOC and the Festival, it is important to BAOC to maintain a reasonable amount of their normal club activities — accordingly, other clubs and USOF will also need to make large volunteer contributions.
  6. USOF will consider sanctioning A meets and championship events to be put on by BAOC in 2011 and 2012.

The motion passed. (7 in favor, 6 opposed, 1 abstain.)

President Nick Corsano will send the recommendation to USOF.

Meeting adjourned 9:23 PM.


Minutes: Trinka Gillis, BAOC Secretary
Approved as amended, December 15, 2009.