BAOC Board Meeting Minutes
Date: September 13, 2004
Location: Stanford Campus
Minutes of September 13, 2004 Board Meeting PRESENT: Scott Aster, Everett Beuerman, Jean Beuerman, Steve Beuerman, Mark Blair, Nick Corsano, Trinka Gillis, Dan Greene, Steve Gregg, Tapio Karras, Jeff Lanam, George Minarik, Tony Pinkham, Ian Tidswell. The meeting was called to order at 7:08 PM in the Gilbert Biological Sciences Building on the Stanford campus. In the absence of the Secretary, minutes were taken by Nick Corsano. 1. Approval of March meeting minutes - Ian Tidswell The minutes of the June 14, 2004 board meeting were approved as published in the Bulletin and posted on the website. 2. President's report - Ian Tidswell It has been a quiet summer for the BAOC. The World Championships are currently taking place in Sweden. Gary Kraght is competing on the US team in the Trail Orienteering championships. 3. Event coordinator's report - Ian Tidswell, for Cheryl Madson The board discussed the shortage of scheduled events in the latter part of the year, and emphasized the importance of asking people to volunteer. Steve Gregg was thanked for putting on the Dimond Park event. Several people at the meeting offered to help put on the traditional December Stanford and Bon Tempe events. Discussion turned to 2005 A meets. There was a consensus that holding a Tahoe A meet was a good idea, as long as Dan Stoll-Hadayia and/or Thorsten Graeve would be able to set courses. Burton Creek was the preferred location for at least one day, with Northstar a possibility. In view of the abundance of high-profile orienteering events next summer, early June seems like the best time. Members also supported having the usual fall A meet. George Minarik assured the board that there was enough good terrain in North Joe Grant beyond what is being used for the Long O' this fall to hold a two-day A meet. Calero was mentioned as another possibility. Late October or early November would be the best time. Ian likes the idea of a series of local events for the summer. Scott will investigate kayak-O from Sausalito. The cost of renting kayaks may be an obstacle. 4. Treasurer's report- George Minarik Spring events had good attendance, but with the light summer and fall schedule, it was unlikely that the club would reach the budgeted income for regular meets. Income from A meets would also likely be low. Other income has been good, and overall expenses have been below budget. A miscellaneous meet income item of $622 was from the Big Blue Adventure Race. George forecast an end of year balance of $5-10K. There had been two board votes taken by electronic mail since the June board meeting. In the first, the board authorized an overspend of the outreach budget of $300 to support the development of a permanent course at Briones by Malcolm Wyatt-Mair. In the second, the board authorized an overspend of the e-punch budget of $1411 for the purchase of additional equipment, primarily for rental SI cards. Discussion ensued on the proper ground rules for electronic voting. There was consensus that a possible subject of an email vote should first be discussed with the club officers. The proposal would then be submitted to the board, identifying the maker of the motion and the seconder. A specific period of time (one week by default) would be allocated for discussion and possible amendments, then a period (again, one week by default) would be allocated for voting. Results of electronic votes would be announced at the next board meeting in order to be recorded in the minutes. 5. Mapping report - Ian Tidswell for Bob Cooley Work has been done on Tilden, and new sections of Calero. 6. Plans for the November Championship Events - Scott Aster The Short-O' and Long-O' championships are shaping up well, with a few tasks still to be delegated, including course setter for recreational White and Yellow at Joe Grant (they will use the old map). Also needed is a shuttle coordinator at Joe Grant. We have not been able to secure alternate parking for Morgan Territory, but the rangers have said we can use the lot, but can't fill it up. Jeff Lanam has been investigating possible locations for an informal dinner on Saturday night. A couple of Mexican restaurants are possibilities. 7. Pricing events and membership - update - Ian Tidswell USOF is working on the fees it charges to clubs, but there are not going to be any changes for next year. Gary Kraght is promoting the idea that USOF should charge by entry, not member. BAOC's current fee is about $3200. Ian will reconvene the club committee to look at membership and event fees. 8. Seventh Wave Adventure Races - Ian Tidswell BAOC collaborated on two events, having about 300 participants, earning about $1000 for the club. Club members working on the orienteering courses are paid by Seventh Wave. The quality of events is getting better. 9. Directors' reports There were no reports for Permits, USOF, and Social (open). a. Bulletin - Jeff Lanam The September Bulletin is at the printers, and will be in the mail this week. USOF is having a membership drive, and there is a letter about it in the Bulletin. b. Membership - Steve Beuerman Steve's report is in the September Bulletin. c. Registration - Ev & Jean Beuerman Ev and Jean plan to print clue sheets with the new USOF symbols. They will be ordering new club t-shirts (including Dri-Release); there are currently 45 orders, we need 72 for a price break, so extras will be ordered in the most popular sizes. David Irving was elected Pacific Region alternate replacing Gary Kraght, who was elected USOF Vice President of Club Services. d. Equipment - Mark Blair He will obtain fifty more medium-size aluminum stands for the November A meet. e. E-punch - Trinka Gillis The club has 44 version 7 e-punch units. These feature an LCD which gives the control number and time. They are always on, but remain in standby mode, and turn on when punched. The Velcro strips will need to be adjusted so that they do not cover the display. New sticks cost 44 euro's. The club purchased 25. There was discussion about increasing the replacement fee from $30 to $40. Although the new units do not need to be programmed, Trinka will not change the procedure at this point. All units are now version 6 or 7, and are compatible with the new finger sticks. f. Event Quality - Dan Greene Dan is working with the course setter for the Montebello event. g. Juniors - Nick Corsano Malcolm Wyatt-Mair has been working on making permanent courses at Briones. Nick will follow up with Malcolm about publicizing the courses. Tapio Karras mentioned that there were about 35 Juniors participating in the Rocky Mountain 1000 Day. Ian said that a camp in the Foothills is looking for someone to do courses for school groups. h. Publicity - Nancy Lindeman and Tony Pinkham A booklet published by the city of Mountain View about local activities includes BAOC in the hiking section. There is interest by some people in Fort Bragg about starting an orienteering club and doing urban events. They are talking with Judy Koehler. i.Website - Van Boughner via email Van is looking for ideas of things to add, since he has volunteers to help out. Attendees mentioned making it easier to find orienteering vendors, and including maps for our permanent courses on the web. j. Outreach - Scott Aster A reporter from the Pacific Sun did an article, which resulted in a stream of inquiries. University of San Francisco is having a wellness and fitness fair for their employees on November 11 on campus. USF will pay BAOC $100 to have a booth. Scott has written to the Governor inviting he come to our A meet to give out awards. k. Training - Steve Gregg There are no applications for the Senior Training Grant. The baoct (training) email list has been pretty active. Steve predicts a top 10 finish for the BAOC team at the Providian Relay. Nancy Lindeman is working on decorating the team van. 10. Ski-O' report - Tony Pinkham Tony anticipates that BAOC will bid on the US Ski-O' Champs in the future, probably 2007. He reviewed various venues. Fallen Leaf is not an option, because there is no staffing for winter events, and snow levels are not predictable. The people running Royal Gorge are difficult to work with. Tahoe Donner is a good possibility. GCO has a base map, and Tahoe Donner has their own map. Northstar is another possibility. It was too small before we used e-punch. There is no 2005 Ski-O' championship at this point. The BAOC series will be renamed from the California Ski-O' champs to Sierra Ski-O' champs in 2005, because the plan is to include Spooner Lake. BAOC cooperates with GCO on these events. They want to hold a 2-day event in 2005 at Bear Valley (our oldest map, has a lot of one-way trails), and then in 2006, hold a "higher class" 2-day event, and continue mapping and exploring. Most ski-O' participants are BAOC members, but we are getting more cross-country skiers now. Tony is looking for people to help out with these events. 11. Next meeting - Ian Tidswell The next meeting was scheduled for Monday, December 6, location to be determined. 12. The meeting was adjourned at 9:35 PM. Respectfully submitted, Nick Corsano October 16, 2004
