BAOC Board Meeting Minutes

Date: (Tue.) Sep. 17, 2019
Location: Foster City, CA
Event Directors: - 650.281.5280, - 510.407.1876
Type: Quarterly meeting of the Board of Directors — 7:00–10:00 PM; all club members and other interested people are welcome

Minutes of the BAOC Board Meeting held September 17, 2019

Present: Bob Cooley, Deron van Hoff (Events Coordinator), Nick Corsano, Dennis Wildfogel, Gavin Wyatt-Mair, Steve Haas (President), Jeff Lanam, Jay Hann, Jeff Goodwin, Yurii Konovalenko, Vicki Woolworth (Secretary), Chuck Spalding, Mattias Koehler

Attending by phone: Sharon Evans (Treasurer), Gary Kraght

The meeting was called to order at 7:01 PM at the William Walker Recreation Center by President Steve Haas

President’s Report – Steve Haas

Steve gave a brief report, noting that most things are going well. He announced that Erin Schirm has resigned from the Board.

Email Votes – Vicki Woolworth

There were no email votes this quarter.

Approval of Minutes – Vicki Woolworth

The June 2019 meeting minutes were approved as amended.

Event Coordinator’s Report – Deron van Hoff

Deron shared the committee’s proposed schedule for 2020. As there were no conflicts or other issues, the schedule will be posted to the website.

National Event Report – Dennis Wildfogel

Dennis proposed holding an NRE in March at St Mary’s College, but does not plan to hold Sprint SF in December unless someone steps up and takes charge, otherwise will focus on the sprints and other events scheduled for 2020.

2020 Report – Gavin Wyatt-Mair

The Board discussed the recent 2019 U.S. Championships, both successes and failures. The event was run with the intent to push the limits so that weak points could be addressed prior to the 2020 events. While some circumstances were specific to this event, some areas that could use improvement for next year include Start setup (adjusting to different classes), volunteer recruitment (crew chiefs), and a more conservative cutoff for relay team formation. Most importantly, complainers should be asked to volunteer.

Overall the event was a success, and BAOC should be credited for taking on an ambitious schedule including some things OUSA requested in addition to our original plan.

Treasurer’s Report – Sharon Evans

The club is on track with the budget, more income from nationals and some events, but awaiting expenses. Sharon noted that the Cal-O-Fest has a separate budget. Sharon asked if Erin’s resignation means that we need a new SafeSports trainee​—​Steve will ask if Erin can continue as our representative.

In reviewing the schedule, it was noted that St Mary’s has an expensive permit​—​a suggestion was made to try to negotiate. The Board voted to refund the Trail-O fee for a Paralympic participant as the Trail-O was not staffed to ranking standards.

The Board voted to pay Rex Winterbottom for the use of his Mills College map.

New Officer Selection Process – Steve Haas

Steve brought up the challenges of recruiting officers for the club, and suggestions were discussed. It was noted that job descriptions might help, and Dan Greene suggested that each Board member write their own description.

Directors’ Reports

Equipment – Jay Hann – The club now has new bags and new stands along with handy carrying tubes. For next year, it would be nice to have a separate equipment director at least temporarily for Cal-O-Fest, as Jay’s responsibilities as Western Race Services will consume much of his time.
Mapping – Bob Cooley – Bob is working on improving Spooner, which still needs work, also the Northstar relay area. He will need to take another look at Sagehen due to tree cutting. Based on feedback from the sanctioning committee, Bob is looking into improving printing for 2020. Inkjet is not considered good enough, laser printer preferred. Maps may also be too dense in symbols, however it would be a huge job to edit existing maps to the new standards.
E-Punch – Jeff Lanam – Jeff bought an upgrade to OEScore software, which can handle more than 1000 entrants and also can handle a Rogaine.

New Business

Jeff Goodwin commented that the summer events held by Nav-X, using QR code semipermanent courses, made it possible to get in two events on one trip to the Sierras. This might be a good way for BAOC to do training, also to enhance our current permanent courses.

A concern was raised that people who don’t punch Start, Finish, Clear, and/or Check cause a lot of problems for processing results, and that this might justify disqualification. The general agreement was that we will try to educate participants to avoid these problems if we use this format.

The next meeting date was not set​—​December 3rd or 10th are being considered​—​the date will be announced.

The meeting was adjourned at 10:05 PM.

Respectfully submitted,
Vicki Woolworth
BAOC Secretary