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BAOC Board Meeting

Date: (Tue.) Dec. 13, 2011
Location: Foster City, CA
Event Directors: - 650.248.9595, - 510.407.1876
Type: Quarterly meeting of the Board of Directors -- 7:00-10:00 PM; free pizza and salad will be available at 6:30 -- All club members are welcome

Present: Trinka Gillis, Alex Finch, Kelly Wells, Tony Pinkham, Scott Aster, Rosemary Johnson, Nancy Lindeman, Mark Blair, Dan Greene, Steve Haas, Jeff Lanam, Jay Hann, Bob Cooley, Nick Corsano.

The meeting was called to order at 7:04 PM at the Walker Recreation Center in Foster City.

President’s Report – Trinka Gillis

George Minarik, who suffered a heart attack, is unable to work on next year’s planned Boggs Mountain A-meet. Gary Kraght will take care of sanctioning. Meet director and course setter are needed. Nick Corsano handed off the 501(c)(3) paperwork; Trinka plans to work on it next week. Marina Keating will be the new Insurance Coordinator. Jim Fish resigned as Volunteer Coordinator. Kelly Wells was named recipient of the 2011 BAOC Service Award.

Email Votes – Vicki Woolworth

The September Board minutes were approved by email.

Event Coordinator’s Report – Alex Finch

Vasona had to be rescheduled because the park didn’t want an event the same time as the holiday lights. Tapio Karras talked with a professor at Stanford about re-starting the Stanford club. There is a Scandinavians at Stanford club; Alex will contact them. Alex suggested we might charge market price for meets, but offer people credits for volunteering. This is something to consider if we revise our fees. Rosemary likes the idea of a membership card, with check off for volunteering. Mark asked if the club can have an online location to find out when a member needs to renew.

Treasurer’s Report – Kelly Wells

Starts down about 1000 from 2010. Net B/C event income is about $10K YTD. Income per start is steady from last year. Kelly projects club will finish net $2K ahead for the year.

Mapping Report – Bob Cooley

Zherdev has added 6 km to the Little Truckee map (total 13 km), and repaired some of Joe Grant South. Shell Ridge is being remapped: Matej Sebo is using LIDAR contours and has added vegetation boundaries; Bob added trails and fences.

Publicity – Nancy Lindeman

Van Boughner is updating the website, so users can get to important stuff faster. Members are promoting events on Facebook. Steve Haas and Nancy have been promoting the club at Roadrunner Sports Thursday events; raffling a free entry for four. They are on the 3rd Thursday, and will resume in March. A press release for Ski-O is being developed.

Bulletin – Jeff Lanam

The last Bulletin was in July, and nobody has complained about not getting one. There seems to be a preference for an online newsletter — what should the content be?

Registration – Steve Haas

Steve praised the work of the regional people. He got new self-registration envelopes made. There has been no progress on automated registration.

Outreach – Scott Aster

There is a North Bay Geographic Information Systems group, and BAOC had a booth at their GIS Day (Rosemary, Gary, Judy Kohler, and Heidi Cusworth were there). Scott has been in contact with Pixar about a team-building event at the Presidio.

Equipment – Mark Blair

The worn-out Suunto bags are being replaced, and additional bags and stands acquired exclusively for A-meets, special events, and emergency situations. The new bags are IOF-approved.

Juniors – Jay Hann

Jay had 1009 students at his school event in September, and ten came to the next meet. 622 Scouts were pre-registered at Scout-O. He is using O-USA online registration for COOL. Western IS champs March 17–18. Jay is planning a road trip to the IS Champs in Seattle, leaving Wed April 18, training en route. Estimated cost is $490, including transportation, food, and lodging.

Event Quality – Dan Greene

Dan has responded to a few questions and concerns. Issues are running out of maps, high numbers of DNF’s, physical difficulty of Brown courses.

E-Punch – Rosemary Johnson

Rosemary has updated many of the e-punch pages on the website. She updated firmware on the BSF-8 controls, made a couple of permanent duplicate controls and more Clear, Check, and Start units.

Ski-O Report – Tony Pinkham

Tony reported on the upcoming World Cup / U.S. Champs / North American Champs. Registration had opened: competitors from several countries had signed up. He touched on technology for tracking competitors, logistical issues, volunteer needs, publicity and more. He was looking for help in getting sponsorships. His revenue estimates ranged from $16K at the low end of participants to $34K at the high end. The U.S. Ski-O team expects a share of the revenue.

Supplemental Insurance – Trinka Gillis

Current OUSA carrier does not offer this. Brad Wetmore has been working on this — it may require ten clubs to join. Outcome depends on Orienteering USA’s choice of insurance carrier for 2012.

Budget – Kelly Wells

Draft budget was conservative on meet income (doesn’t include Ski-O). There has been lower attendance in 2011 — fewer meets, 2 cancelled, and therefore a greater reliance on A-meet income. Budget discussion focused mainly on equipment, in particular the proposed acquisition of 50 SI-9 e-sticks. The idea of eliminating the mapping budget for one year was discussed, as there are no new maps planned currently. No action was taken on the budget; Trinka indicated the board would continue the discussion online.

Nominating Committee – Trinka Gillis

Trinka has had no volunteers so far. Scott will serve on the committee, but not as Chair.

Webmaster – Trinka Gillis

On Trinka’s recommendation, a motion was made and seconded to remove Webmaster as a Board position. Motion was passed.

Next meeting: Tuesday, March 13.

The meeting was adjourned at 9:59 PM.

Respectfully submitted by , BAOC Secretary, with thanks to Nick Corsano for recording the minutes in my absence.