MINUTES OF THE MEETING OF THE NOTTINGHAMSHIRE ORIENTEERING CLUB COMMITTEE 2002/03 held on Monday 8th September 2003 at 6 Long Lane, Attenborough, Nottingham.

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

Additional attendees for part of the meeting

Agenda Item	Discussion/Action	Responsible	
1.	APOLOGIES
	N/a		
2.	MATTERS ARISING FROM THE LAST MINUTES 
	None.		
			
3. CORRESPONDENCE
			
BOF letter: Reminder regarding ER3 for Rushcliffe Country Park event	John Dalton agreed to liase with BOF regarding their request for levy payment.	JD	
Rose Hodkinson application for funding for forthcoming JHI	Following some discussion regarding precedents for similar funding requests it was agreed that if applicants receive Start Programme funding, additional NOC funding will not normally be made available.  If Start programme funding is not available, juniors may then apply for Notts CC funding.  AG agreed to contact Rose Hodkinson to discuss.    	AG 	
4. FIXTURES (Dave Cooke)
			
No additional events have been added to the list previously circulated.  The following issues/events were discussed:			
26/10/03: Byrons Walk	DC highlighted that the location of the car parking had yet to be agreed.  		
21/12/03: Bestwood – can’t have the quarry. 	DC reported that it would not be possible to use the quarry area for this event and that, as a result, it might be possible to accommodate a Brown course.  DO confirmed that the existing map would have to be used at this event.  		
Little John Relays 	DC reported a date change to Sunday 4th July2004.		
29/02/04  event	HP pointed out that this event coincides with the British Night Champs which is being organised by DVO and is being held the night before.  This implies that NOC will probably have to borrow equipment from another region, most probably YHOA.  
ML agreed to speak with Mike Napier to discover how we arrange to borrow the YHOA equipment.   
HP agreed to discover names of the planner and organiser for the DVO event in order that we can liase with them.   		
C5 events prior to Schools Championships.	HP suggested dates for a couple of events: Sat 18/10 and Sat 8/11 and asked for possible venues.  DC  suggested Blidworth, southern end of Thieves Wood or Haywood Oaks.  DO will confirm which maps are available (1:10,000 preferred) before DC obtains permissions.  	DO / DC	
Query re NOC Badge Entry fees	BOF’s Fixtures List August 2003 has published last year’s prices for NOC’s badge event.  It was agreed that we would ask applicants to pay an additional amount (on the day) to make up the difference.  However, it was also agreed that we would not follow up if they did not do so.    		
JK 2004:  NOC helpers on Day 2
(For this item, Janet Evans, Ernie Williams and Chris Phillips joined the meeting)	Janet Evans has agreed to coordinate NOC’s volunteers.  		
	CP outlined that each of the large EMOA clubs had been asked to  take on a number of roles and provide an appropriate number of volunteers.  NOC’s roles include:  1) finish area, including clothing drop (n.b.  only managing it in the finish area not moving clothing, nb it is likely that there will be only one clothing drop) and download area excluding results  (marshalling, map dropping) 2) Colour Coded event registration and 3) staffing drinks stations in the forest (2 people at each drinks station – no delivering of bottles necessary by NOC).  

In addition, CP reported that Hilary Hodkinson has volunteered to organise the string course for day 2.    

CP reported that NOC would not be required to provide any equipment, but might need to be some odd jobs on pegging out the finish etc (hopefully to be done by the EMOA central team on the Saturday afternoon/evening but there might be some odd jobs left over.)

HP made the point that people manning the drinks station early on in the day will not be able to run.  Need to ensure that people who want to run can do so, therefore, information is required from the planner.  CP agreed that this would be necessary and would liase with JE.   

Following a number of questions, CP confirmed that:
•	NOC would not be required to transport any equipment
•	there would be a single, large area in which the finish, car parking, assembly would be located.
•	Helpers would not enjoy reduced entry rates but sweatshirts would be provided instead.
•	Method of communication between drinks marshals and first aiders had not yet been agreed.  CP did state that consideration was being given to requiring first aiders to be located at drinks stations.  
•	The colour coded courses (White, Yellow, Orange, Light Green) will use SI and will start from one of the three existing starts.  
•	His estimate of NOC volunteers = 30.

Following discussion of a number of issues, CP agreed to provide confirmation of the following:
•	Whether NOC helpers running on Day 2 could have start times which are NOT in a block.  
•	Whether it would be possible to organise a separate Helper-only starting punch, to allow for unforeseen delays
•	Whether in handling the CC registration, NOC are expected to feed the computer with start details or merely provide a piece of paper to a separate data entry team

Janet Evans to send Keith Streb a notice for inclusion in Black and Green asking for volunteers.  	

CP / JE

JE	
5. MAPPING (David Olivant)
			
Recent mapping activity	The major mapping activity recently has been the new map for the Badge Event in February 2004.		
21/09/03 CATI event at Sherwood Pines 	160 maps are available for this event.		
25/10/03 CC event at Thieves Wood	DO confirmed that this map was only on the computer at present.  It was likely that a re-print would be necessary but a check needs to be made regarding the accuracy of the current map.  The map will be required by mid-October.  DO agreed to contact Tony Donaldson (as Planner) to determine the requirements.  	DO	
21/12/03 CC event at Bestwood Park	It is proposed that the current map be used. 		
Sherwood Pines POC.  	DO confirmed that half of the posts have been put in place but the remainder need to be installed.    		
6. TREASURER (John Dalton)
			
Current Financial Position	JD confirmed an account balance of £11920 which would fall slightly when some expenses were paid.  Due to the healthy balance, JD suggested that a club  membership fee of £0.  	 	
7. COACHING (Hilary Palmer)
			
Broxtowe Development Project 	HP confirmed that one leisure centre area had yet to be mapped and that altogether 14 schools have been mapped. Broxtowe are very  pleased with the way its gone.		
Junior Fun Day	A Junior Fun Day aimed particularly at younger juniors is being organised to take place during half term

Also been working on the Club mark accreditation:  nationally recognised kite mark award – child friendly, safe and efficient.  (check that we have referred to junior coaching and broxtowe).		
Additional coaching events	Additional events (see fixtures) have been organised and are open to any young juniors who want to try orienteering, plus any beginner adults.		
8. E.M.O.A (Pauline Olivant)
			
Vacant EMOA Committee Posts:	Chair, Vice Chair and Secretary will be required by October 2003.  IT was agreed that a notice would be placed in Black and Green asking for volunteers.  If anyone is interested, nominations need to be made for the EM AGM on 6 October 2003.  	All	
Bonington Trophy 	EMOA has asked clubs for nominations for this trophy which recognises services to mapping.  It was agreed that NOC did not have any nominations		
BOF development fund:  	PO asked whether, either as Region or Club, we are interested in submitting a bid to BOF (preferably for matched funding) for a part-time development officer.  This would cost the club about £600 a year;  commitment only for one year initially.   HP and PO considered that there was sufficient work to be undertaken in this area, particular for FE colleges;  there was agreement that the club could afford this and therefore we should support this.   		
9. TEAM MANAGER (Mick Lucking)			
Nothing to report.
			
10. JUNIOR SECTION (Tom Billam)
			
Yvette Baker Trophy
	The next round of this is taking place at the end of September; NOC should get through this round, but we need to make sure that sufficient members attend to make sure of this.   		
NOC Committee Junior Representative	TB reported that he had not yet found a replacement.
	TB	
Junior Selections from NOC	David Hodkinson, Alison O’Neil and Colin Olivant have been selected for the Junior European Cup on 09/10/03.		
11. ANY OTHER BUSINESS
			
NOC Committee Positions	HO reminded everyone that the following posts would be vacant from October 2003:  Treasurer, Mapping Co-ordinator, Coaching Co-ordinator.  Any ideas/nominations to AG.	All	
NOC Kit sale	No date has yet been agreed but it was suggested that this could be Byron’s Walk event in October 2003.		
Website Updates	Ray Barnes has asked for a request to be made of Organisers to send their event flyers to him for inclusion on the website.		
Request to Support Breast Cancer Awareness Month	Ray Barnes has passed on a request from BOF for clubs to support this charity by wearing pink at any event during October.  It was agreed that this request would be passed on to Stephen Wright (snr) for a decision.  		
Request from Dave Denton	Dave Denton from LARA has made a request of NOC to allow him to put a link to the NOC website on the LARA website.  It was agreed that NOC would have no objection to this.		
 NOC AGM	HO confirmed that the AGM had been arranged for 20th October at Rushcliffe Leisure centre.		
Thanks to Tom Billam	HO expressed thanks to Tom Billam for being Junior Representative for the year. 		
Date of Next Meeting	Provisional date for next meeting: 24 November.		

The meeting closed at  22.00