2009 Annual Meeting

Filed under: BOK Meetings by Joseph on October 19th, 2009

Minutes from 2009 BOK Annual Meeting

October 18, 2009

Budget

The budget was reviewed, and all was determined to be in order. Topics of interest:

  • A-meet budget:
    • Last time, the profits were all donated to the Team.
    • The club has awards left over from last time, including medals, which will cut down on costs this time.
    • Printing costs will also be lower because there were printing issues last time.
  • Membership fees:
    • The club decided to keep membership fees at the current rate.
      • Most clubs give a discount to members at events instead of covering all charges under a one-time membership fee, but the BOK method was acknowledged to be more efficient because it saves repeated registration hassle.

Board member elections

Artem and Andy were re-elected for 3-year terms. Their terms will expire in 2012.

The current board:

  • Artem Kazantsev (exp 2009)
  • Andy Huber (exp 2009)
  • Vladimir Stemkovski (exp 2010)
  • Joseph Huberman (exp 2011)
  • Mihai Ibanescu (exp 2011)

Mapping

  • Procedure:
    • Contact landowner
    • Evaluate parking and start areas
    • Evaluate potential for holding sprints or A-meets on the site
  • Joseph has identified a new area to map, which is just past Jordan Lake, on the north side of Pittsboro.
  • Patrick would like an area north of Raven Rock mapped.
    • There’s a religious camp with some land that is not very far away.
    • Al will investigate the area near Raven Rock.
  • Artem and Michael will look into two areas for possible maps.

Intellectual property rights and bok maps

  • The club needs a policy for people printing maps for private programs. If the program is not a 501c3 nonprofit organization, the problem is that the program is making a profit based on the work of a non-profit organization (BOK).
    • The club needs to bill them a per-map fee if they would like to print their own maps. This will be $1 for intellectual property rights and $1 for printing.
  • If it is an educational program, it fits within the BOK charter and so charging is not an issue.
  • Current BOK map deals:
    • Umstead
    • Bond park
      • Initially Bond Park was not interested in buying/selling orienteering maps, but staff ultimately agreed to a $50/year deal.
    • bok currently does not have a map agreement with Raven Rock.

“A” meet

  • Sanctioning process is complete, but final approval for Intercollegiates is still pending.
  • Scoring issue:
    • Scoring method is disputed because of the sprint-middle-long format, concerns that using a total-time scoring system could dilute the sprint results.
    • It is difficult to arrive at a perfect scoring system that will be favorable to all parties.
    • The club concluded that there are two options: either keep the sprint separate and add the total times of the middle and long, or add all three. The club voted to postpone this decision.
      • Keeping the sprint separate was proposed in order to “honor” the sprint winners while not allowing the sprint to complicate the overall scoring procedure.
      • The club further concluded that bok is not in a position to make structural decisions about the intercollegiate scoring procedure. bok will add times to determine a winner, consistent with past intercollegiate championships, unless there is an alternative scoring system devised by a usof taskforce. The only question remaining is whether or not to include the sprint in the cumulative time.
  • Pre-meet runthrough:
    • Before past A-meets, there has been an entire practice meet the weekend before.
      • This allows several runners to ‘pre-run’ courses for official times while also enabling them to be available the following weekend for control hanging.
      • The club would need to secure permission from Umstead to use the park on both weekends in order to run this pre-meet.
  • Parking:
    • The club will need to have members directing traffic.
    • Crabtree and Lapihio camps are the most convenient parking areas.
  • Hospitality:
    • One person was assigned this job. It involves:
      • Negotiating a group rate at a hotel that can serve as meet headquarters
        • A possibility is the Country Inn, which is on the 40 side of Umstead.
        • Otherwise it would be logical to investigate hotels near Brier Creek/the 70 entrance.
      • Researching other available accommodations and their rates
      • Securing a venue for the event dinner
        • Bond Park may allow the club to use its community center for this purpose.
    • There is a googledocs spreadsheet with accommodations information from last time that may be useful for these tasks.
  • Medical support:
    • The club has already arranged medical back-up for the weekend.
  • Course design:
    • Joseph and Paul were assigned to course design.
  • Vetters and setters:
    • Set flags accurately.
    • Verify map accuracy, especially in the vicinity of controls.
    • Be especially aware of rootstock mapping issues.
    • Check all viable attacks into the controls.
  • Other jobs:
    • A googledocs spreadsheet will be posted, and club members can request specific tasks.

Scheduling

  • The club will need to change the locations of two upcoming meets scheduled for Umstead North, which would otherwise conflict with the A-meet embargo.
    • Artem would prefer the meet he is directing to be moved to Umstead South.
    • Charles and Nadia were not present, but there was speculation about moving their meet to a part of Umstead near Ebenezer Church Road. They are planning to set a couple of radio controls at their event.
  • The 2010 schedule of local events was outlined by Joseph with input from the club.

Tentative and Preliminary 2010 BOK Calendar

January 10 – Sprint Vladimir

February 20 – 21 – Sycamore Scramble – National “A” Meet, everyone welcome

March 13 – Night “O” at Bond Park, Mihai
March 28 – Regular Umstead North, Artem

April 11 – Advanced Raven Rock, Al
April 18 – Regular Umstead, Vladimir

May 9 – Regular Umstead, Patrik & Joseph (Mom’s half price)
May 23 – Sprint Lake Johnson, Bill

June 6 – Regular Umstead [need event director]
June ? – Advanced or Sprint [Need event director]

July ? – Sprint [Need event director]

August 29 – Advanced Schenck Forest, Vladimir

September 19 – Regular Umstead, Holly & Artem
September ? – Sprint or Advanced [Need event director]

October 3 – Advanced Umstead Greylin, Joseph & Ruth
October 31 – Regular Umstead, Mike & Joseph

November 14 – Regular Umstead Vladimir
November ? – Sprint or Advanced [Need event director]

December 5 – Regular Umstead [Need event director]
December ? – Sprint or Advanced[Need event director]

One Response to “2009 Annual Meeting”

  1. One correction: I’ll be organizing a sprint at Bond Park on Jan 10.

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