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]

Attending:

Board Members:

• Artem
• Andy
• Vladimir
• Joseph
• Mihai

Members:

• Charles
• Nadia
• Tanya
• Sandro Gisler
• Ruth
• Patrik Heuman
• Ken.

Proposed agenda

• review of our membership and event fees
• purchasing additional (5-10) SI control boxes
• the way we handle comments posted on the web site
• having an A meet next spring, possibly the intercollegiate
• communications with Umstead Park office
• resource for our relationships with all the landowners
• handling of deposits after events
• Bond Park maps & relationship
• sales of Umstead and other maps, printed and electronically
• a bit more policy in place for event directors, to facilitate the flow of information (i.e. the list of active members, membership payments, handing off punch cards after purchase etc).
• Brian has a conflict for his Sept 27 event – who can switch?

Meeting started at 18:25.

* review of our membership and event fees

• The balance and profit/loss sheets were reviewed. Except for Accounts Payable/Accounts Receivable (which required some updates), the numbers looked right.
• By far, the biggest change was in park fees (estimated at $900 for the year).
• We will incur additional costs in equipment maintenance, but they should not be substantial.
• There is no reason to change the fees at this point. We will periodically monitor the financial data and, if major changes are noticed, act accordingly.

* purchasing additional (5-10) SI control boxes

• Artem pointed out that we are regularly using up all of our controls.
• Mihai got 4 controls and the old download box serviced (battery replacement).
• Joseph pointed out that we probably will still run out at events even if we purchase more controls. A certain amount of reuse of controls across courses should allow us to make do with what we currently have.
• Ken. pointed out that what we really need is spare start/finish controls, since if one fails, it is hard to re-program them in the field.
• We will use the spare download box in programming mode, that would allow us to configure punch sticks at the events.
• We will purchase 6 additional stations; we will have 2 spare starts, 2 spare finishes and 2 spare regular controls. That should give us enough room even if we account for 3-4 controls out of commission because of battery depletion. Mihai pointed out it is more cost-efficient to ship multiple controls for service, instead of a single one.

* the way we handle comments posted on the web site

• Vladimir expressed concerns that we have a lot of comments that are unanswered.
• Joseph and Mihai described the current process: comments are immediately answered by email (with the original recipients carbon-copied, so everybody knows the comment was answered). The majority of the comments so far were questions that already had their answers on the web site (albeit maybe not in very straightforward places): when is the next event, can I join the club, what should I bring etc.
• Vladimir suggested that posting the comments on the web site may spur more involvement from the community.
• Mihai admitted some of the comments could have been posted on the web site too.
• It was decided that we will continue to respond to comments by email, and occasionally Mihai will review the comments, and post the ones with that are relevant to others.

* having an A meet next spring, possibly the intercollegiate

Why do we need to organize one? Not for raising funds, but because we would give the opportunity to others that organize A-meets to get a break. Plus, it is nice for members who generally don’t attend them to be able to compare with other clubs.
How can we encourage members to volunteer and help with the A-meet?

• A volunteering-members only event
• Some other incentives for helping at the A-meet

Enough people expressed interest, so we decided we will try to host one. Venues, in order of preference:

1. Umstead: need to check with the park. The 1-year embargo may be problematic. Parking will definitely be an issue.
2. Morrow Mountain (split each day with COK).
3. Birkhead: still needs approval. We may need to map additional areas. Parking will be an issue, and the distance may put additional strain on volunteers, however the land has never been used for an “A” meet, and it is beautiful terrain.

* communications with Umstead Park office

• We have not quite respected the 2-week notice for courses handed to the park, so we are partly responsible for their shifting of controls the last moment (even the day of the event).
• We will try to approach them and patch up the relationship.
• We want to develop better lines of communications

* resource for our relationships with all the landowners

• Joseph proposed a series of pages on the web site where we could document our points of contact with various park owners, and the history of the relationship.
• We want a resource that will include everything that event directors need to know
• Charles suggested a wiki.
• Mihai will look into wordpress extensions that are more wiki-like, or some wordpress pages.
• Vladimir pointed out that we should have a way to re-upload the refreshed maps. Mihai will look into this.
• Sandro said the information for a meet director is overwhelming. We should have a short checklist with pointers to elaborate.
• Maybe have a couple of “specialists” for each area (map design, equipment, handling communication on the web site, generating results). There should be a page of “specialists” with their email addresses, or mailing lists, or both.

* handling of deposits after events

• Joseph will write up a procedure for deposits (deposit slips, event directors depositing cash into their personal accounts and writing a check to BOK etc)
• Andy and Mihai will sign the form to be registered as check signers for the club’s account with BB&T.

* maintenance of finger stick & membership payments and owner records (ties with policy too)

• Joseph proposed a form that event directors have to fill in, that will list membership purchases, finger sticks etc.  It may be part of the existing lists or a separate sheet.
• Mihai suggested that it is either handed directly to Ruth, or sent by email.

* Bond Park maps & relationship

• We want to negotiate a map agreement with Bond Park
• We will propose giving them a pdf version of the map, and will charge a nominal fee ($50 per year) for unlimited printing for that year, with the promise that we will give them an updated copy whenever we update the map. We would have to maintain the map for ourselves anyway.
• We will communicate that we expect to use the park about twice a year.

* Other:

• Artem suggested Google Forms to simplify the handling of purchases coming though Google Checkout.
• Google Checkout increased their fees (2.9% + $0.30 per transaction). That accounts to 4.5% – 4.3% (for $25 or $35 charges). We will decide if we want to have a slightly higher price for purchases coming from Google after we analyze the online sales.

* sales of Umstead and other maps, printed and electronically

• Mihai will occasionally send emails to the mailing list, reminding that we have Umstead maps for sale.

* Brian has a conflict for his Sept 27 event – who can switch?

• Ruth and Joseph may switch; possibly Sandro.

————-This section was added after the meeting to facilate actions requested at the meeting ————–

Action Items:

* purchasing additional (5-10) SI control boxes

• We will purchase 6 additional stations; we will have 2 spare starts, 2 spare finishes and 2 spare regular controls. That should give us enough room even if we account for 3-4 controls out of commission because of battery depletion. Mihai pointed out it is more cost-efficient to ship multiple controls for service, instead of a single one.
• 6/29/09 by Joseph – Email sent to Joe Scarborough to request quote for 6 more BSF8 stations.

* having an A meet next spring, possibly the intercollegiate

1. Umstead: need to check with the park. The 1-year embargo may be problematic. Parking will definitely be an issue.
   6/26/09 by Joseph – Spoke with Betty, park receptionist and explained our proposal.  She will speak with the staff, and get back with us.
2. Morrow Mountain (split each day with COK).
3. Birkhead: still needs approval. We may need to map additional areas. Parking will be an issue, and the distance may put additional strain on volunteers, however the land has never been used for an “A” meet, and it is beautiful terrain.

* communications with Umstead Park office

• We want to develop better lines of communications
  6/26/09 by Joseph – Spoke with Betty, and discussed communications — us getting courses in on time, and rangers not picking up controls.

* resource for our relationships with all the landowners

• Joseph proposed a series of pages on the web site where we could document our points of contact with various park owners, and the history of the relationship.
  6/27/09 by Joseph – Joseph uploaded a page with park contact information and notes.    A link can be found at the index for event directors
• We want a resource that will include everything that event directors need to know
  6/27/09 by Joseph – uploaded a page that details our technical equipment inventory.  Other stuff for events should be added at some point.  A link can be found at the index for event directors
• Charles suggested a wiki.
• Mihai will look into wordpress extensions that are more wiki-like, or some wordpress pages.
• Vladimir pointed out that we should have a way to re-upload the refreshed maps. Mihai will look into this.
• Sandro said the information for a meet director is overwhelming. We should have a short checklist with pointers to elaborate.
• Maybe have a couple of “specialists” for each area (map design, equipment, handling communication on the web site, generating results). There should be a page of “specialists” with their email addresses, or mailing lists, or both.

* handling of deposits after events

• Joseph will write up a procedure for deposits (deposit slips, event directors depositing cash into their personal accounts and writing a check to BOK etc)
• Andy and Mihai will sign the form to be registered as check signers for the club’s account with BB&T.

* maintenance of finger stick & membership payments and owner records (ties with policy too)

• Joseph proposed a form that event directors have to fill in, that will list membership purchases, finger sticks etc.  It may be part of the existing lists or a separate sheet.

* Bond Park maps & relationship

• We want to negotiate a map agreement with Bond Park
• We will propose giving them a pdf version of the map, and will charge a nominal fee ($50 per year) for unlimited printing for that year, with the promise that we will give them an updated copy whenever we update the map. We would have to maintain the map for ourselves anyway.
• We will communicate that we expect to use the park about twice a year.

* Other:

• Artem suggested Google Forms to simplify the handling of purchases coming though Google Checkout.
• Google Checkout increased their fees (2.9% + $0.30 per transaction). That accounts to 4.5% – 4.3% (for $25 or $35 charges). We will decide if we want to have a slightly higher price for purchases coming from Google after we analyze the online sales.

* sales of Umstead and other maps, printed and electronically

• Mihai will occasionally send emails to the mailing list, reminding that we have Umstead maps for sale.

* Brian has a conflict for his Sept 27 event – who can switch?

• Ruth and Joseph may switch; possibly Sandro.

October 1, 2008

The meeting was called to order at 7:00 PM by Joseph Huberman at his house, 904 Dorothea Dr., Raleigh, NC. Thirteen members were present. Andy Huber volunteered to record the minutes.

The meeting proceeded with the items on the previously announced agenda.

1. Change articles of incorporation

It was moved, seconded, and unanimously voted to remove Article XII (a) section and replace it with section (b), making the new Article XII:

Article XII
Upon the dissolution of the corporation, the Board of Directors shall, after paying or making provisions for the payment of all the liabilities and obligations of the corporation, dispose of all of the assets of the corporation (if any) as follows: (a) All remaining assets shall be transferred or conveyed to the Unites States, a state, or such organization or organizations organized and operated exclusively for charitable, educational, religious or scientific purposes as shall at the time qualify as an organization or organizations exempt under Section 501(c)(3) of the Code, as the Board of Directors in its discretion determines, subject to the provisions of the Bylaws of the corporation and applicable law.

1. Change date of annual meeting in bylaws

It was noted that this bylaw change was mostly cosmetic and for historical purposes, since the bylaws allow the annual meeting to be held at any time during the year. It was then moved, seconded, and unanimously voted to change the date of the BOK annual meeting in Article II section 2 of the BOK bylaws from “June” to “October”.

1. Review membership fees

There was much discussion of current fees and how they are used & interpreted. It was noted there was no financial need to change membership or meet fees, as BOK has ample cash on hand and is not operating at a deficit. As a result, the consensus of the meeting was that fees remain unchanged. The consensus was to clarify and make consistent the application of fees to families and groups.

• Families include 1 or 2 adults and any number of children, and a family membership allows any number of family members to participate at the member rate (currently $0). Previously some meet directors / interpretations restricted family memberships to two entries per meet.

• Groups (organized groups such as Boy Scouts, Girl Scouts, JROTC, etc.) are not eligible for family memberships. Individuals of such groups of course are eligible for family or individual memberships. Groups can buy finger sticks and allow any group member to use them at meets.

• We will continue to recommend and urge that when any group of participants do a course together, that each such group be no more than 3 members, each member have their own map – especially if the group is all children or one adult and children, and that each member of the group have their own whistle. However, these are recommendations and we will not enforce them. Groups may consist of any number, they need not each have a map and whistle. NOTE: each group must have at least one individual with a whistle.

1. Decide on hosting service for BackwoodsOK.org

By consensus it was agreed to use dreamhost.com, as this service is free and provides everything needed. The move to dreamhost.com is expected to occur once BOK’s 501(c)(3) approval is received.

1. Elect board members

Two openings on the BOK board of directors needed to be filled to replace the expiring terms of Joseph Huberman and Gary Wiggins. Joseph Huberman and Mihai Ibenscu were nominated to fill the positions, and both were elected unanimously.

1. Decide on paper/printer for Umstead Park Map

Samples of the map paper were examined and prices discussed. It was agreed by consensus that we would use TigerPress and have 2,000 maps made using the 4 color CYMK process, for a cost of $2,003.07, roughly $1.00 each. The intent is to sell the maps wholesale to REI, Outdoor Provision, Umstead Park etc. for $5 each, expecting maps to be sold for $10 retail. At $5 each, BOK recovers its costs with the sale of approximately 400 maps.

1. Make 2009 O-meet schedule

A tentative 2009 event schedule was worked out, with regular meets Jan. – June and Sept. – Dec, and with usually at least one or both of a sprint event or advanced training event in every month.

It was agreed that the previous “Training” events would be called “Advanced” events to avoid confusion that they include classes or other beginning training. Advanced events will continue to be for members only. Sprint events will be open to non-members as well as members. Day of week (Sat./Sun.) and start times for sprint and advanced events are not standardized and will be left to the director’s convenience.

The tentative schedule is:

1. The meeting was adjourned by standing vote at 9:32 PM.

March, 29, 2008

We met at Joseph Huberman’s house at 904 Dorothea Drive at 6:00pm. The meeting was called to order by Joseph.

Joseph explained that we needed to officially adopt these policies to meet the IRS 501(c)(3) requirements, and that we have been following these policies since our inception without ever making them official.

Artem made a motion to accept the Non-discrimination policy by acclimation, it was seconded and passed unanimously.

Non-discrimination policy…

BOK does not discriminate against anyone. There are no restrictions for membership in BOK. When an event is open to the public everyone is welcome.

Artem made a motion to accept the Conflict of interest policy by acclimation, it was seconded and passed unanimously.

Conflict of interest policy…

The board adopts the “Conflict of Interest Policy” recommended by the IRS in Instructions for Form 1023 Internal Revenue Service (Rev. June 2006) which is attachment 2.

Vladimir made a motion to accept the Board Member and Officer Compensation policy by acclimation, it was seconded and passed unanimously.

Board Member and Officer Compensation…

It has been and is the practice, and is the policy of the Backwoods Orienteering Klub not to pay any compensation to Officers or members of the Board of Directors for their service to the club.

There is no anticipation that this policy will change. If, however, it does change, then the individuals that approve the compensation arrangements will:

1. follow the adopted conflict of interest policy

2. approve compensation arrangements in advance of paying compensation

3. document in writing the date and terms of the approved compensation arrangement

4. will record in writing the decision made by each individual who decided or voted on the compensation arrangement.

Vladimir made a motion to accept the Purchase agreement with Treklite, and it was seconded.

Joseph presented samples of the maps Treklite prints along with maps from a new service that Kinko’s offers where by you can upload a PDF file to Kinkos and then pick up the printed material several hours later at one of their stores. Discussion revolved around the similar quality, and that the price was finally similar to the Treklite prices. Treklite offers more services in the final map preparation, but Kinko’s could be used at the discretion of the meet director for any event, or if Treklite was unable to print the maps for an event. It was noted that the purchase agreement was not exclusive so there was no conflict. Joseph noted that no payments for map printing had been made this year, and suggested that the policy be retroactive to January 1, 2008. The question was called, and the motion passed unanimously.

Purchase Agreement with Treklite for Printing Services…

The Board adopts the “Purchase Agreement for Orienteering Map Printing” attached.

The Board approves the quality of the maps, a representative sample is attached

October 29, 2007

The meeting was called to order by President Joseph Huberman

Financial Report

• Income 15,000

• Expenses 20,000

• $5000 lose for year (includes $7600 in map fees)

• Current assets sufficient to meet our needs

A-Meet

• Problems occurred at last meet that was run by an external team. Map printing was a problem.

• If we do it with team again, we may print some or all the maps or; if not, set deadlines for map production.

• Suggested time Spring 2009

• We should work with the contractor to make some profit on the meet.

• A motion was made to contract with the team again under the conditions listed above for a Spring 2009 event.

Maps

• Quote for $2000 to do 1000 maps.

• Waterproof paper about $3240 for 1000 maps. Would have to sell waterproof maps for about $6.

• Decision reached to buy 1000 waterproof maps.

Uwharrie National Forest

• Suggested mapping of Birkhead Wilderness area, about a 1.5 hour drive

• Parking could be a problem

• Al Geiger will conduct an investigation to determine feasibility (parking, wilderness rules, etc.) and report back.

2008 Schedule (subject to park approval)

Date	Type	Location	Director(s)
December 2	Regular	Umstead North	Mihai
January 6	Regular	Umstead	Gary
January 27	Training*	Umstead	Tania and Vladimir
February 10	Regular	Raven Rock	Artem
February 24	Training*	Umstead	Bryan
March 8	Night-O	Lake Johnson	Joseph
March 16	Regular	Umstead	Michael
April 6 changed to 13 at request of Park	Regular	Umstead	Tania and Vladimir
April 20	Training*	Umstead	Artem
May 4	Regular	Schenck	Ron
June 8	Regular	Umstead	Ken and Terese
September 21	Regular	Umstead	Bryan
October 5	Training*	Umstead	Charles and Nadia
October 19	Regular	Umstead	Tania and Vladimir
November 2	Training*	Umstead	Open
November 16	Regular	Umstead	Charles and Nadia
December 7	Regular	Umstead	Artem

*Training event members only, advanced courses

Miscellaneous Items

Joseph will buy new whistles

Election of Officers

Current Slate of Officers

• Joseph Huberman 2008 (President)

• Gary Wiggins 2008 (Secretary)

• Andy Humber 2006 (expired) (exp. 2009)

• Artem (exp 2009)

• Vladimir (exp 2010)

Outgoing officers

• Al 2007 (expired)

• Mike Sigmund 2006 (expired)

The new officers were unanimously approved.

Electronic Punching

• Joseph gave a report on the pros and cons of purchasing a system

• Artem gave a report on computer – Recommended Panasonic Tough Book. Battery life 5.5 hours. No information on battery life under different temperatures. 15 inch screen. Price $1500 + $150 for extra battery

• Questions still exist on capacity of memory and restrictions on use of program

• Recommendation under consideration:

  • keep meet fees the same (may change)

  • keep membership fees the same (may change)

  • rent sticks for $5 (estimate)

  • price for Student kit and 100 competitor sticks $10,000

• Motion made and seconded that Joseph get answers to questions regarding memory and restrictions and present a recommendation to the Board for consideration. Motion unanimously approved.

• Will need to have a planning session prior to the first meet using the electronic punch system.

Respectfully submitted, Gary Wiggins, Secretary

• Klub T-shirts – Joseph will poll the members to determine interest in purchasing Klub t-shirts. If enough members are interested, a contact will be made with a potential designer.
• Two board members’ terms are expiring this year, Joseph Huberman and Gary Wiggins. Both were re-elected. The new slate of officers follows:

Joseph Huberman and Gary Wiggins were re-elected as President and Secretary respectively

Semi-permanent practice courses – Artem K. agreed to coordinate setting up practice courses.

Gary Wiggins will coordinate intermediate/advanced courses, one in the fall and one in the winter.

Night orienteering meet. Florin D. agreed to be the meet director for the night meet. March, 18, 2006 was selected for the meet.

A Meet – An A meet will be held in the spring of 2007. Joseph will explore use of the USOF course design team to do the preliminary work and the Klub will do the event work.

Hosting the April 8-9, 2006 of the USA Amateur Radio Direction Finding Championships – Charles Scharlau and Nadia Scharlau are the coordinators. Umstead has already agreed to the meet.   We will host a local meet on April 9 and coordinate. Joseph will contact USOF to determine if our Klub insurance can cover the event.

Make any policy changes – No policy changes were made.

The new Umstead map will be available in the spring of 2006.

A decision was made to buy 25 new controls. January 23, 2006 at 7:00 was selected as a tentative control assembly party.

The following jobs are necessary to set a local meet:

• 1.Design the courses
• 2.Field check the courses (reports changes to course designer). Sets advanced ribbons the week before the meet. Sets ribbons for controls on trails the Saturday before the meet. Hangs advanced controls on Saturday before the meet.
• 3.Teach the class
• 4.Set controls on the trails on Sunday morning
• 5.Registration/Start/Finish
• 6.Pick up controls

Ken. Hanson will put together a volunteer list. The list will be made available to Meet Directors. Meet Directors will contact people from the volunteer list to fill the jobs.

– The following tentative schedule was set for 2006

1.  Rate Structure: As suggested at the 2003 Meeting, the new rate structure was discussed and all agreed that it simplified meet administration and was deemed successful. The rate structure will stay in place.

2.  Schedule: tentative for 2004 was set as follows:

• January 9 – Umstead North, Joseph and Ruth
• September 25 – TBD
• February 13 – Umstead South, Gordon Pitz
• October 9 – TBD
• March 13 – Raven Rock, Al Geiger
• November 6 – TBD
• April 3 – Schenck Forest
• December 18 – TBD
• May 1 – TBD
• June 5 – TBD

Due to low attendance at the meeting, meet directors and specific locations for most meetings will be determined later.

3.  Financial Report: Ruth Bromer gave the financial report. The Klub is in good financial condition.

4.  A-Meet: It was tentatively agreed to hold an A-Meet in the Spring of 2005 if the Umstead mapping project is completed and enough volunteers can be found.

5.  Klub Organization: In an effort to spread the work around, some discussion was held on establishing jobs and making assignments. Michael Madigan agreed to work on advertising events. It was agreed to post other jobs on the web to see if anyone might be interested.

6.  Board of Directors: Bob Smith’s term as board member has expired. Al Geiger was elected to replace him. The following table lists board members and their expiration dates.

Tentative Event Calendar

Membership To increase the convenience for our members and reduce the complexity for the meet directors we decided to raise the cost of member ship and make meets free for members. The new membership rates will be $25 for individuals and $35 for families. This structure will be tried for one year to determine the convenience and financial impact. Joseph will work with Ron to get the rate structure going for the September 7 meet.

Meet Fees The new rate structure for non-members will be: $5 entry fee (includes compass) $1 to purchase a whistle $2 for extra maps

A-Meet A tentative date of April 9 and 10 of 2005 has been set for the next A-meet. Plans are to re-map Umstead State Park and have the meet on the Crabtree Section. We will have to avoid using that part of the park starting in early 2004.

Board Members The current board members and their expiration dates are as follows:

Andy Huber and Mike Sigmund were elected at the meeting.

Joseph’s Absence During Joseph’s absence, Gary Wiggins will be Acting President. Joseph will have a phone and probably computer access so we will work things out as we go.

Minutes December 5, 2002

HandyO – Joseph is negotiating with a company to do the programming. The specifications are nearing completion.

Mapping of Hill Forest – Joseph scouted out the forest and determined that the site is suitable for orienteering. NCSU forestry staff have authorized its use. A cartographer has been selected and will begin work soon.

Orienteering Convention in Atlanta – We have been requested to host one orienteering meet in a series of meets preceding the convention. A discussion was held on possible dates and whether or not a one day or two day meet would be possible. It was decided that Joseph should have further discussions with convention planners about a possible one day meet.

Schedule – The schedule for the spring of 2003 was completed and the schedule for the fall of 2003 was begun.

Budget Report – The budget was presented and discussed. The Klub remains in good shape with sufficient funds to cover additional mapping.

Raven Rock Interscholastics – A tentative list of volunteers for coordinating the major components of the meet was prepared.

Directors – Two directors were elected to replace Bob Smith’s retiring term and Rob Stevens who is moving.  Bob Smith was elected to another term expiring in 2004, and Andy Huber took Rob’s place, with his term expiring in 2003.

Attendees

Joseph Huberman, Andy Huber, Bob Smith,  Rob Stevens, Ruth Bromer, Peter Brock, Joan Brock, Steven Fishback, Gary Wiggins, Mitch Virchick, Mike Sigmund, Ron Brown, Jim O’Donnell, Jonathon Fitz-Simons, Jonathon McDaniel, Lori Huberman

Election of board members

Current board members are Doug Corkhill, Peter Brock, Bob Smith, Joseph Huberman and Gary Wiggins. The terms of Doug Corkhill and Peter Brock expire this year. Peter Brock and Rob Stevens volunteered to serve on the next board. They were nominated and their election was unanimous. The new board and expiration dates are as follows:

Whistles

It was decided that the Klub should start requiring participants to carry whistles for safety reasons. The whistles will be sealed in plastic bags and sold for $1. If participants wish to return the whistles after the meet they can get their $1 refunded if the bag is not opened. The use of whistles will be promoted at the meets in November and December and their use will be mandatory in January provided enough whistles can be purchased by then. Joseph is going to price them with BOK information printed on them for promotional purposes.

Meet Entry Fees

The current entry fees and extra map prices are as follows: Members $3 Non-members $4 Extra maps $2

It was decided to reduce the member entry fee to $2 to encourage membership.

Mapping

Joseph will talk to someone in the NC State School of Forestry to determine the size of Hill Forest and if we can map and use the area. Hill Forest is north of Durham.

Schedule

The schedule for 2001 was completed with the exception of several meet directors. Meet helpers were designated for several events. Joseph will email membership lists to all meet directors so that they can seek helpers for their events.

Joseph is going to contact Superintendent Martha Woods at Umstead to see if we can park along Reedy Creek Road at Umstead West. If that is possible, Gary will contact the airport to see if they will let us resume holding meets on their property.

Peter Brock volunteered to direct a night-o at Lake Johnson in November, 2001.

A Meet

Several possibilities were discussed. One possibility is a joint meet with COK in Uhwarrie Forest in 2003. Joseph is going to contact COK to discuss that possibility. It will require a new map. The other possibility is a meet at Raven Rock either at the end of March or the beginning of April in 2003 if the Uhwarrie event does not work out. We will also investigate making this event and Interscholastic Championship.

Resolutions to be forwarded to USOF

Be it resolved that the USOF should move the F 50-55 group from the Green to the Brown Course. This resolution was approved unanimously.

Be it resolved that that the USOF should change the standard length of the Orange Course so that it is no longer than the Brown Course to facilitate training and greater orienteering participation. This resolution was approved unanimously.

Two Day Event

A two-day local event was discussed for this year. The idea was tabled for now.