Annual Meeting 2023 Minutes
November 9, 2023
Attendance:
In-person: Joseph H., Ruth B., Matt C., Adalia C., Vladimir S., Ian S., Charles S., Nadia S., David W, Will, Mihai I., Paul E.
Virtual: Lina L, Jonathan
Financial report
About $5900 profit.
Pass holder count is about 55 (more being added over the years).
Rest of the items in the P&L and Balance Sheet were discussed.
Ruth will investigate categorization for Ecwid costs.
More SI-Card sticks have been purchased.
Elections
Lina’s term has ended.
Mihai nominated Lina for a new term.
Matt seconded.
Lina was elected unanimously.
Radio-O
Suggestions: combine open radio orienteering with foot orienteering.
Discussion around extra duties for an event director for setting up Radio-O.
Proposal: event director decides whether to offer Radio courses.
Map scale
National/international events use 1:7,500 for Brown – more friendly for tired eyes.
Orange – yes, although most of the times it’s already 1:5,000
Nadia: Nationals uses 1:10,000 so it would be good to train on the ones
Proposal: add option in Ecwid for 1:7,500 vs 1:10,000
- More work to set up the form; ⛔
Proposal: standard 1:7,500 for Brown (even if 1:5,000 will fit); contact meet director for 1:10,000
Ian will update the web site’s beginner/newcomer pages
Map scale will show up in Ecwid next to the courses
BOK Website Updates
Web site is not mobile friendly.
Talk to Ciprian about buying a new theme?
Schedule and Event Registration are too hidden
Proposal: top of Next Events
Event announcement has a lot of info that is not in the Ecwid entry
Standardization options:
- An h2 for registration at the end of the event
- An h2 no further than the second paragraph ✅
Mihai proposes investigating ways to simplify event creation (between the 3 data sources: Google Calendar, Ecwid, WordPress posts)
Sub-committee will be formed.
Updates or changes to social media or email marketing
All events are posted on Facebook by Lina.
Karen is handling Instagram.
More active representation on Facebook / Instagram.
Ecwid checkout has a checkbox for “subscribe me for updates”. We should look into getting rid of it.
Keeping map library current (Google Drive)
Organized as:
- Park Name
- Current map
- Folder for older maps
Last modified date (ideally in international YYYYMMDD format) should always be included in the file name.
Ian will rename maps to the standardized format.
Do we want to support the NJROTC training camp at Lapahio in June?
Yes to volunteering to organize.
WCPSS JROTC participation in orienteering
Figure out contacts and invite them.
Start with Broughton HS.
Permanent & Virtual Courses
List them on the web site:
- Bond Park (Mihai)
- Sugg Farm (Vladimir to introduce Paul)
- Crabtree (David to transition to Ian)
Usyningo
MapRun
Mihai will talk to Imre
Livelox
We will continue to use it.
Updates on the approved equipment purchases
- Have boxes (30-39)
- We don’t have the new flags
- We purchased 32
Review COVID Policy
OUSA has a Communicable Disease policy – club is required to refund anyone notifying they cannot attend. The policy only applies to National Ranking Events.
Drop COVID Policy. We can offer coupons for refunds upon request.
BOK pays championship & world cup entry fees
Suggestion was for one person for one entry per year.
International events: would not represent BOK but OUSA.
Proposal: establish a scholarship fund – fixed amount on a case-by-case basis.
Who can qualify?
- Has t-shirt?
- Has an annual pass?
Sub-committee: Nadia, Ruth, Imre
Mapping updates
David
- Jordan Lake: 1,100 acres (size of Carolina North)
- 286 (West Umstead)
- Matt Kirk: Alamance County park; Birkhead size. Cane Creek Park / Snow Camp
Projects for 2024
Pre-registration: very successful.
28 events already set.
OCAD
Do we want to purchase a club license for OCAD?
~ $125/license/year.
OpenOrienteeringMapper can do just as much.
Deferred.