Meeting Minutes	
Subject	Nottinghamshire Orienteering Club Committee Meeting – No. 6
	
Date 	Tuesday 23rd March 2004
	
Time	7.30 pm – 11.00pm
	
Location	39 Shilling Way, Long Eaton, Nottingham.  NG10 3QN 

Attendees	Dave Cooke
Amanda Greenwood
Mick Lucking
Stephen Martin
Nicola Olivant
Pauline Olivant
Helen O’Neil
Sarah O’Neil
Stephen Wright
Hilary Palmer (part of meeting)	

Summary	1.	Apologies
	
	2.	Minutes of last meeting
	
	3.	Correspondence
	
	4.	Fixtures
	
	5.	Mapping
	
	6.	Finances
	
	7.	Coaching
	
	8.	E.M.O.A
	
	9.	Team Management
	
	10.	Junior Section
	
	11.	Any Other Business

Item	Notes	Action by	
1

	Apologies

None.
		
2

	Minutes of Last Meeting

Last paragraph under item 8, new to change to “City & Newark project”. 

AG	
3

	Correspondence

BOF letter:  Map permissions – updated advice received.  AG to sent to Ray Barnes for inclusion on website. 

Flyer for CD introducing orienteering: It was agreed that the club consider obtaining a couple of CDs which could be loaned out to new/existing members. 	

SW	
4	Clubmark Application
(Hilary Palmer joined the meeting for this item)

Hilary summarised the Clubmark process and confirmed that NOC had met all the criteria, together with CLOK.  

Hilary requested an electronic copy of the club membership form and confirmed that the next stage of the process to gain the status was to submit an application for approval to the BOF Development Manager;  however, Peter Bylett would be approving NOC’s application as Hilary is the BOF Development Manager.  

It is expected that presentation of the Clubmark status will be made at JK2004.

In addition to this, Hilary mentioned that on behalf of NOC, she and Pauline Olivant had submitted an application for the CCPR sponsored and organised ‘Club of the Year’ award.	

AG
	
4

	Fixtures 

A current draft of the fixtures list was distributed for review by DC:
-	All Summer League events are now confirmed in the diary
-	A £50 charge has been levied for used of Bulwell Hall Park event on 20/06/04, which it was agreed that DC would pay
-	Named organisers, planners and controllers were requested asap by DC.  HO to arrange. 
-	19/12/04 event at Budby:  An MOD licence has now been obtained;  DC will obtain permission to use the whole area to ensure that the planner is not restricted.
-	Midland Championships:  it has not yet been decided whether this competition will be held at Longshaw or Blidworth.  DC agreed to discuss this with Ian Whitehead of EMOA.

DC

HO

DC

DC

5

	Mapping

Request by RAF for use of Sherwood Forest:  SM reported that Tony Green from RAF had requested 1:10,000 maps on a sale or return basis for an event they are planning in June at Sherwood Forest;  estimated attendance is  100 to 150 participants.  Tony confirmed that they are not  interested in East of the road.   SM confirmed that he sent to Tony, 20 of the 1999 maps 1:15000 and also a couple of copies of the 1:10000 map for comparison.     

There was some discussion regarding permissions for this area as parts of it the SSSI area.  It was agreed that it was necessary to understand whether permission is likely to be granted – DC agreed to follow this up with the landowner and speak with SM in order for him to pass on to RAF.  

It was also agreed that maps would be provided at a cost per map of 50p providing that permission was granted.   

Current Stock of Maps:  SM handed out a list of current maps in stock and reported that in general, map stocks were low.  Following some discussion it was agreed that there should be more Sherwood Forest maps than was indicated on SM’s list.   SM agreed to investigate. 

Vicar Water map:  – it was agreed that this would be laser printed for the summer event.  HO agreed to ask Keith Roberts for whether any maps are left for this area.    Suggest we need about 100 copies of the VW map for the summer event.  

Colwick Park map:  SM undertook to liaise with David Olivant regarding the need to update this map.   

Holme Pierrepoint map: SM reported that a new map will shortly be available.  David Olivant is currently working on this map. It was agreed that approximately 100 maps will be required for the event in September. 

Maps for areas included in Summer League: It was agreed that maps would be printed on a ‘as needed’ basis for these areas.

13/02/05 Badge event at Blidworth:  there was some discussion regarding whether there was a need to update this map (Samson /Haywood /oak etc is 2000)  SM to contact Keith Streb to determine who will do this updating of Sansom in particular but Blidworth and Haywood Oakes in particular.  If no-one within NOC is available to do this, it was agreed that professional mapping should be arranged, and that Mapworks and also another organisation should be approached for quotations. 

Byrons walk map: It was agreed that this map also requires updating.  SM agreed to contact Alan Beardsley as a possible mapper for this work.  There was some debate about who has the rights to the OCAD file, as this was a Dave Peel map;  SM agreed to ask David Olivant or Keith Streb  to find out what the agreement / contract is with Dave Peel.  If it is not possible for NOC members to update the map, then Dave Peel and another professional mapper (for example Mike Godfree) should be approached for a quotation for this work. 

It was agreed that when any quotes had been received, SM would discuss them with David Olivant and Keith Streb. 

DC

SM

HO

SM

SM

SM

SM

SM	
6

	Finances

High Interest Account: SW reported that a further £3000 had been transferred into the high interest account.  

Current Account balance:  SW reported a balance of £2648;    Total receipts for Sherwood Pines events  = £1083, but a number of expenses need to be deducted which will result in a small profit, although there will be some further income from JOK.  Mick Lucking confirmed that JOK had agreed to pay charges on the basis of event income rather than the number of competitors which implies that they would be paying more than we had agreed at the last committee meeting.    It was agreed that NOC’s position was that JOK ought now to pay the EMOA levy.  

	
7	Coaching

Recent / current coaching activities: Nicola Olivant reported:
- The recent BOF organised coaching event in the Lake District attracted only a few NOC members. 
-	Hilary Palmer is organising the orienteering for the Nottinghamshire Youth Games
-	Robert Parkinson has nearly completed the instructor course.   
 
There was some debate about whether more coaching could be planned to coincide with the Summer League events.  NO suggested the 13th June at Rushcliffe.  NO agreed to plan something but would require other coaches to assist in delivery.  Agreed training could be flexible for either before or after.  NO to email Keith Streb with something which could be included in Black and Green to be aimed at both juniors and adults, including all abilities.  

NO	
8

	E.M.O.A

Relevant issues from BOF council minutes:  PO reported that:
-	BOF were attempting to get Orienteering in the next commonwealth games, 
-	BOF had arranged new office premises, 
-	The BOF AGM would be held at the JK
-	The Strategy plan has been agreed and will run 2005-09.  
-	all BOF committees will have regional representatives in future if regions want them (currently EM has reps on most of these) 
-	JK2004 helpers will get a refund on parking and a t-shirt as a ‘thank-you’.   
There was some discussion about whether NOC had sufficient helpers:  HO agreed to contact Janet Evans to establish whether any additional helpers were required.   

HO	
9

	Team Management

Compass Sport Cup First Round:  ML reported that NOC successfully got through to the next round: NOC 611 points.  However, £280 was lost on the coach to the event.  However, it was agreed that it was a good use of money in this case.  The final is to be held at Pillar Woods, near Scunthorpe / Market Rasen in the HALO area.  There was some discussion about how best to transport juniors and it was agreed that ML would ask Jim Clarke whether he will attend and then take it from there.  It was agreed that it was not worth taking a coach as the area is so close, but that a consideration be given to organising a minibus for the juniors. 

British Relays:  The closing date for entries is 12th April.  

JK Relays – ML reported that lots of teams had entered and he would post details of current plan on the website.  

ML

ML	
10

	Junior Section

Sarah O’Neil reported the following recent activity:
-	A Welcome/Introductory leaflet for new juniors has been completed and is now available for new junior members in the new members pack.
-	FCC races have started already: Andrew Llewellyn, Rose Hodkinson, David Hodkinson and Alison O’Neil are all doing well to date.
-	The NOC Junior website has been updated recently.   		
11	Any Other Business
 
Group membership:  Following AG’s research into the group membership fees charged by other clubs and regions, it was agreed that NOC would reinstate group membership status at a fee of £20. 
 
Photographic consent guidelines:  HO has emailed this new guidance round to all committee members.  

Search procedures for lost orienteers:  DC distributed copies from BOK search procedure for discussion.  It was agreed that this was an excellent document and should be used as a basis for NOC’s search procedure but the following changes and considerations should be made to the document:   

-	Add to 2e ‘any medical conditions?’  
-	‘2f’ :  concern was expressed that calling police at this early stage is likely to cause all manner of concern;  it was agreed that ‘calling police’ should be included at 4d.  
-	Suggest changes to 1b to refer to first aid kit rather than emergency first aid kit, and location of first aiders.  
-	It was agreed that 10 crepe bandages would be purchased to supplement existing first aid stock.  
-	Add that SI should be brought in to assist in finding individuals, but controls should remain in situ.  
-	Add list of searchers and mobile phone numbers to the proforma and include space for these on the proforma.  
-	Add that an agreed return time for searchers should be decided before searchers go into forest and should be included in 4b. 
-	Parents should be advised to wait at the download area rather than participate in the search.
In addition, the following was agreed:
-	This process should be owned by the controllers rather than the organisers as controllers will be more familiar with the courses and terrain.  
-	PO agreed to take this issue back to EMOA to ask whether BOF has any best practice for events.  
-	The agreed process should be laminated and contained with the first aid kit.  
-	SM agreed to produce a bullet pointed cut down version for organisers and email to everyone for comments.  
-	PO agreed to thank the BOK representative for an excellent document.   

Advertising Orienteering to Schools: PO reported that more and more schools money is to go towards schools/club links.  Accordingly, she suggested that a banner be produced and certificates awarded to state ‘ you have participated in a NOC event’ which would assist in publicising NOC to schools.  It was agreed that this was an excellent idea but that the banner be produced after the club kitemark was awarded, which would strengthen the advertising message to schools. 

PO also suggested that a Club leaflet be produced for inclusion in POC maps and for events.  PO agreed to provide current prototypes of other types to AG and SO.  

Dukeries map:  (bottom of Clumber, Thorseby north)  SM reported that this area is full of brambles at last count, not many features therefore not worth going to.   He asked that if anyone was passing, they have a look and ascertain the state of the terrain.  

Sherwood Pines West and Vicar Water:  new map.  DC reported that someone needed to check how good the link road between the two areas was although it was agreed that it was not a priority at this stage.  	

AG

DC

PO

PO

All

All 

	
12	Date of Next Meeting

The next meeting is arranged for 7.30pm June 2004 at Stephen Wright’s house:  ??