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BAOC Board Meeting

Date: (Tue.) Sep. 9, 2008
Location: Menlo Park, CA
Event Directors: - 650.321.9713, - 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

Highlights of the September Board of Directors Meeting

USOF is thinking about hiring a full-time Executive Director. The federation would like to hire a professional who can support the organization more. The new person would be expected to increase revenue eventually to cover the expenses of the position.

On Sunday of the O in the Oaks A-meet, we will be using the upper part of the newer map, and both the Start and Finish will be remote. This requires too many drivers to rely exclusively on volunteers, so we will have to hire a shuttle service. A motion was made and seconded that the board authorize the additional expenditure of $1400 over budget for shuttles. The motion passed.

Do we allow a parent to shadow his/her child on a White course before the parent does his/her own course? Dennis Wildfogel will post a definition of shadowing and guidelines on the webpage for the fall A-meet.

The club is filing Articles of Incorporation with California Secretary of State. It was moved and seconded that the board appoint the club officers (Nick Corsano, Steve Beuerman, Alex Finch, Trinka Gillis) as the initial directors of the corporation. We will file the Articles of Incorporation and Bylaws with the State of California, showing the four initial board members, who will then transfer governance to the full board at the December meeting. Motion passed.

Event directors need authorization to sign permit applications. A motion was moved and seconded that, for BAOC events scheduled by the Event Coordinator, the Board authorizes the event's Event Director, the Regional/Specialty Event Coordinator, and/or the Event Coordinator to enter into and sign with the land managers contracts that govern the conditions of those events (typically referred to as permits). The motion passed.

We need to form a budget committee to develop the 2009 budget. The committee usually includes the president, treasurer, and mapping director. Let Steve Beuerman know if you want to be on the committee, and send inputs if you want the 2009 budget to be different than the 2008 budget.

Ben Legg will have sample uniforms and a fit kit in time for the Berkeley event, so people can determine their size and begin placing orders for new club uniforms.

October 25th is the club's 30th anniversary event, and includes the COOL kick-off event for juniors. Courses are from 9 AM to 12 PM, and we will also have a picnic and more.

Mark Blair has developed software around the GeBe printer taht makes it possible for an entire event to be run with the printer; no EP specialists needed. This may make its debut at Las Trampas.

The public is allowed at COOL events this year.

USOF insurance doesn't cover shuttles, so now vehicle protection (shuttles) is a separate charge. This charge covers BAOC liability only, and will be used at Almaden and Joe Grant. In order for you to drive at these events, Brad Wetmore needs copies of your driver's license and proof of insurance in advance. ED/CS driving to put out controls and water are covered by their own insurance.

The next meeting will be held in Menlo Park on December 9, 2008.

[The complete meeting minutes will be posted on the Organization page after they are approved at the next Board meeting.]