BAOC Board Meeting Minutes

Date: (Thu.) Dec. 15, 2022
Location: Video Conference
Event Directors: - 925.516.7622, - 650.906.9672
Type: Quarterly meeting of the Board of Directors; 8:00 PM; all club members are welcome

Minutes of the BAOC Board Meeting held December 15, 2022

Present: Officers РMarie-Jos̩e Parayre (President), Stephanie Maclean (Vice President), Graham Brew (Event Coordinator), Nick Corsano (Secretary), Gary Kraght (Treasurer); Board members РDan Greene, Steve Haas, Jeff Lanam; Visitors РGavin Wyatt-Mair, Daniel Ingram, Sharon Evans, Tapio Karras, Bill Cusworth, Vicki Woolworth, Nancy Lindeman, James Roney.

The meeting was held via Zoom. It was called to order by the President at 8:04 PM.

President’s Report – Marie-Josée Parayre

The President observed that the club had good participation at the National Championships put on by LAOC.
The President discussed the vacant Board positions, namely Mapping, Equipment, and Juniors. There is need to restart discussion of distribution of the roles Bob Cooley performed, and to document what we have learned about having maps printed commercially.
The President nominated Steve Haas to serve as Chair of the Nominating Committee. It was moved, seconded, and passed to confirm the appointment.

Secretary’s Report – Nick Corsano

Minutes of the September 20 Board meeting were approved as presented.
There was a semi-formal email vote taken after the September Board meeting to advise club delegates regarding two measures at the Orienteering USA Annual General Meeting: the proposed change in recharter fees, and the bylaws amendment authorizing the Board to meet and communicate with members electronically. Six Board members supported the two proposals; none opposed them.
The Secretary sent the club’s Conflict of Interest policy to all Board members who had not previously signed it, and most have been returned.

Treasurer’s Report and 2023 Budget Presentation – Gary Kraght

The club realized a $7K profit in 2022, our best year since 2013 (not counting revenue from Cal-O-Fest registrations). The Treasurer noted that the rechartering fee for 2022 was paid in 2021, but the fee for 2023 is being paid in 2023. Cash on hand at the end of the year is projected at about $134K.
The Finance Committee drafted a “lean” budget for 2023, with no mapping expenses outside of Cal-O-Fest. It assumes that Western Race Services will handle E-punch at most club events. The Board amended the budget proposal by approving $300 mapping for Bon Tempe, and increasing the budget for Junior training grants from $1000 to $1500. The budget was adopted as amended. The approved budget predicts an end-of-year balance of around $23K, after all Cal-O-Fest expenses are paid.

Event Coordinator’s Report – Graham Brew

The preliminary schedule for 2023 includes eight events in the spring, four in the summer before Cal-O-Fest, two summer events after COF, and six fall events. Our free one-day NRE will be at Calero.
Bill Cusworth presented Nav-X’s proposed 2023 schedule, which includes using some BAOC maps. After discussion about off-trail use at Huddart, he agreed that Nav-X would replace that with a less restrictive venue.
There was discussion about purchasing smaller (6") controls for use at our more open venues. Jeff Lanam said he would check the junior locker to see if the club owned some already.

Cal-O-Fest update – Gavin Wyatt-Mair

IOF has appointed Erik Blake of Canada as the advisor for the NAOC world ranking events. Key volunteer positions that still need to be filled include chiefs for food, first aid, and search and rescue, as well as meet directors for stages 4, 8, and 9. Registrations stand at 399, about half are international. The festival will break even comfortably with 700 entries, with 600 if we are careful. With only 400, quality would need to be seriously compromised.

The meeting was adjourned at 10:03 PM.

Respectfully submitted,
Nick Corsano
BAOC Secretary