BAOC Board Meeting Minutes

Date: (Tue.) Jun. 11, 2019
Location: San Mateo, CA
Event Directors: - 650.281.5280, - 510.407.1876
Type: Quarterly meeting of the Board of Directors at NEW LOCATION — 7:00-10:00 PM; free pizza will be available at 6:30; all club members and other interested people are welcome

Minutes of the BAOC Board Meeting held June 11, 2019

The meeting was called to order at 7:02 by President Steve Haas in San Mateo.

Present – Steve Haas (President), Jeff Lanam, Nick Corsano, Deron van Hoff, Gavin Wyatt-Mair, Dan Greene, Vicki Woolworth (Secretary)

By phone – Gary Kraght, Sharon Evans (Treasurer), Jeff Goodwin, Erin Schirm

President’s Report – Steve Haas

Steve commented that we’ve had a good start to the year, good events, successful AGM, and a good plan for the rest of the year. Steve officially nominated the members of the event coordinators committee per the bylaws.

Event Director’s Report – Deron van Hoff

Full calendar and the planning calendar are online​—​sprint series through summer, more events in the fall​—​getting to the goal of 2 events per month.

Could not get permit at Golden Gate Park, according to the park 2 months was not enough lead time, Mills College may be used instead.

Discussed general policy for map ownership, how to pay for map use.

Deron would like to get input on how to plan for 2020, given the time commitment involved in CalOFest. Erin suggested a light schedule to save energy, Dan suggested training events instead of bigger more volunteer intense events. Deron hopes to have something sketched out by the next board meeting.

Gavin Wyatt-Mair:

Registration for this fall’s A-meet will be the first in the new OUSA system. The first bulletin has been published, and requests are coming from as far as Finland. Permits are in order though there are still a few issues to be resolved: course setters, AGM and banquet. The decision was made to accommodate both Air and non-Air epunch​—​elites will use Air.
Good progress has been made on permits for 2020, finally got answers from the Forest Service but still working on Spooner Lake. Embargos to be announced for the areas where this is required.

Treasurer’s report – Sharon Evans

Transitioning from Quicken to QuickBooks: QuickBooks online might be a good option for a finance committee.

Current budget is on track, bank balance includes mapping loans. This year's meets have all been generating income, including the Joe Grant NRE but this was not the same as for a full A-meet.

Sharon asked for suggestions for what kind of reports the board would like to see, will send out at least one other option.

The structure of the finance committee was discussed: what responsibilities could be delegated? Check writing, entering deposits, coordinating event results with tally, filling in spreadsheet, perhaps having another person to do bank balancing.

The treasurer will still file taxes.

Discussed PayPal access. Since there have been many people with access over the years, the plan is to change the password and renew access by request as needed.

Juniors – Jay Hann, Erin Schirm

BAOC sent a team to Virginia where they did well. Having a team of 5 helped make it more fun.

Erin has some ideas for training, will look into the required SafeSport training and who should get it.

Maps – Bob Cooley

Vladimir Zherdev is here working on the NAOC long map which will be called either Independence Creek or Sagehen Forest. Bill Cusworth is using Lidar data from an unusually detailed and expensive research project to create the Rogaine map around Northstar. Rex has made a map of Cabrillo College. Daniel Sebo made a lot of corrections to Oyster Bay map because the area is under development by the EBRPD

Epunch – Jeff Lanam

Jeff trained Marcy and John Beard in epunch at Berkeley. Jeff and Jay discussed schedule for BAOC epunch and Western Race Services

Outreach – Jeff Goodwin

There haven’t been many requests, but Jeff has more time now to be proactive in reaching out.

Equipment – Jay Hann

Still working on getting more stands and bags, trying out new bags and tubes.

Event Quality – Dan Greene

Discussed Berkeley event, local map convenience and economy vs standards.

Membership – Werner Haag, by email

The Memberplanet system is running smoothly with $2750 collected since inception 13 months ago at an annual cost of $300. This has really lightened my workload so I appreciate the club spending this fee.

Total memberships are a little hard to count because I haven't figured out how to remove lapsed memberships, but here's a rough count: 214 paid memberships up-to-date, probably about 250 active memberships with about 350 to 400 total members.

There was no New Business

Next meeting: September 17th was proposed instead of 11th to give time to recover after Nationals.

Meeting was adjourned at 9:45 PM.

Respectfully submitted,
Vicki Woolworth
BAOC Secretary