MINUTES OF THE 3nd MEETING OF THE NOTTINGHAMSHIRE ORIENTEERING CLUB COMMITTEE 2002/03 held on Monday 12th May 2003 at 35 Crossdale Drive, Keyworth.

PRESENT 
Helen O’Neil	Dave Cooke	Mick Lucking	David Olivant	
Hilary Palmer	Tom Billam	Pauline Olivant	John Dalton	

Agenda Item	Discussion/Action	Responsible	
1.	APOLOGIES
	Amanda Greenwood		
2. MATTERS ARISING FROM THE LAST MINUTES 			
No Specific Matters Were Carried Forward			
3. CORRESPONDENCE
			
No correspondence was received.			
4. FIXTURES
	Fixtures List Presented By Dave Cooke		
Points arising from the list and events on it.	Issues With Various Events:  
21/09/03 – CATI – Sherwood Pines:  Organiser and Controller needed.
05/10/03 – CATI – Bramcote Hills:  ML agreed to Plan himself, O and C still needed.
26/10/03 – C4 – Byron’s Walk:  Still provisional.
21/12/03 – C4 – Bestwood:  Brian James agreed to Plan, Jill and Bob Hatfield to organise.		
13/07/03 – Little John Relays – Rufford:	It was confirmed that Andrew Wallace has agreed to organise this event.  The entry fees were discussed and the committee decided on relay team fees of £5 adult and £3 junior, and colour coded course fees the same as all summer league events.  The committee discussed the merits and drawbacks of using the SI system at this event, and DC agreed to liase with the organiser / planner about the issue.	DC	
10/01/04 – Short Races – Rufford:
	There was discussion over the venue for this event, but Rufford was agreed on by the committee.  It was decided to renew the previous Prologue + Chasing start format for this race after the change due to FCC status earlier this year.		
29/02/04 – C4 – Sherwood Pines:	DC reported that there is still no definite planner for this event.  HP then reported that NOC may be asked if it can provide Men’s and Women’s medium race courses for the UK Cup in conjunction with this C4.  The committee decided NOC both can and should offer to do this if asked.  DC pointed out a possible problem with SI equipment availability that day, but it was decided that this could be overcome by borrowing from other regions should problems arise		
13/03/05 – C4 –
	This event was provisionally placed at Sherwood Forest West, but the committee agreed a move to Bestwood due to overall quality of the area.		
18/12/05 – C4 –
	This event was due to be held at Bestwood, however due to the venue change on 13/03/05 the committee decided that this should be provisionally moved to Walesby -  pending future discussion of access fees for this area.		
07/02/04 – C5N – Haywood Oaks:
	This event and venue were proposed and agreed and will be added to the fixture list.		
5. MAPPING
	Mapping Report presented by David Olivant		
Current and forthcoming mapping activity	DO reported the following forthcoming activity:
Completion of the Bestwood Map
Update of Nottingham University Campus – for 02/04
Update of Sherwood Pines – for 09/03
Update of Colwick Park – for 07 04
Update of Thieves Wood – for 10/03		
Thieves Wood – BUSA event during April 2003 	DO reported that this event went ahead on a map revised by the event organisers with NOC permission.  HP reported that the event organisation had been satisfactory on the day.		
OCAD 8 Upgrade	DO proposed this upgrade at an approximate cost of £130.  The committee agreed this was necessary and DO will look into purchasing the software.	DO	
Sherwood Pines permanent course – continuing installation	DO reported he was satisfied with the progression of this work, and the committee agreed with this outlook. 		
6. TREASURER 
	John Dalton presented the current financial position		
Recent Purchases	JD confirmed the purchase of a new start clock, two new club tents and the hiring of a team coach for the CSC final.	 	
Bank Statement	Current balance is £14,167 		
C4 event fees	The committee decided to leave these fees at their present level.		
Forthcoming Payments	These include payment of Dave Peel for the mapping of Bramcote, refunding of Mike Napier for the computer equipment he bought on behalf of NOC, and payment for OCAD 8 when the club purchases a copy.		
7. COACHING
	Presented by Hilary Palmer		
Broxtowe Development Project	HP presented a report on the project to the committee, included with these minutes as an appendix.		
Club Coaching Day	HP reported that a BOF organised coaching event will take place in the New Forest in November, and suggested this be advertised as a club coaching day.  The committee agreed with this suggestion.		
8. E.M.O.A
	Presented by Pauline Olivant 		
Certificate Times 	PO asked the committee for its views on a proposal to seperate male and female certificate times on some or all colour coded courses at C4 events.  The committee discussed and decided to support the proposal.		
BSOA Association Status	The committee was also asked for views on a proposal to affiliate the BSOA as a thirteenth association under the BOF.  The committee also supports this proposal.		
	The EMOA asked the committee to give a decision on the possibility of moving the Yvette Baker Trophy event scheduled for Bagworth to join with the Yorkshire and Humberside round, as this may be advantageous for other EMOA clubs.  The committee was happy to accept this move if other clubs wish to make it.	PO	
9. TEAM MANAGER	Presented by Mick Lucking		
CSC 1/6/03	ML reported that he had received entries from some key members of the club, but still needed entries from some others.  The committee discussed the key members still needed and agreed to attempt further contact through phone / email.	ML	
Address List	In order to aid the team manager, other committee members and event organisers, the committee decided an updated address list should be compiled - for use in contacting members in relation to helping at events and running in club competitions.		
Harvester Relays	ML reported that the response for this event has been poor so far.  Further contact will be made with possible runners.  	ML	
Footpath Relay 	ML reported that the date of this event was around 25th June, and presented some event information.  He also pointed out a poor response by club members in regard to this event too.   		
10. JUNIOR SECTION
	No Discussion Minuted		
11. ANY OTHER BUSINESS
			
NOC Kit	HO’N Reported that a ‘cache’ of old NOC kit had been found in a garage.  It was decided that this should be put on sale at an event.  		
White Rose Relays	Advert to be placed in EMEWS for this team event  		
Child Protection Policy	The NOC committee agreed that NOC has adopted the BOF child protection policy and the Sports Coach UK code of conduct for sporting activities, as well as the BOF equal opportunities policy.		
2004 Badge and Short race entry fees	The committee decided this will be the subject of further discussion – bearing in mind the high map costs.		
CATI fees	These will be left as last year.		
Bike – O events	JD offered to organise and plan an informal event to run alongside the CATI at Sherwood Pines on 21/09/03.  The committee agreed with this proposal.		
Parking	Despite the having to alter some helper groups, the committee agrees that only club members aged 17 or over should be responsible for car parking at any future event where manned car parking is necessary.		
Access Organisation	PO reported that NOC is now recognised by the Duke of Edinburgh awards scheme as an access organisation.		

The meeting closed at 22.00