Meeting Minutes	
Subject	2004/2005 Nottinghamshire Orienteering Club Committee Meeting
	
Date 	Thursday 17th February 2005
	
Time	7.30 pm 
	
Location	89, Southcliffe Road, Carlton, Nottingham, NG4 1ES	

Attendees	Ray Barnes
Pauline Olivant
Nicola Olivant
Dave Cooke
Stephen Martin
Richard Robinson
Peter Bowen
Sarah Richardson

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

Steve Wright		
2

	Minutes of Last Meeting
No matters arising
		
3

	Correspondence

-	5 membership enquiries this month which have so far resulted in Luis Perdigao and James Pick joining/re-joining the club.
-	One potential new member - Sanna Vaino has come along to one event but is hampered by her lack of transport. RB to put note on NOC website to ask whether any members regularly travel through the centre of town to events and could possibly provide a lift.
-	Regular BOF Correspondance received: British Relay Champs 2005 Entry form  passed to RR; National Agreements Update passed to DC; 2005 Insurance Document passed to DC; Outdoor Show Leaflet and flyers for Scottish 6 days retained by SR as noone else wanted them. SR to take the Scottish 6 days flyers to the Bestwood event to leave at Registration

RB

SR	
4

	Fixtures 

-	Summer league dates arranged. DC has 2 volunteers, RB has 3 other possible names. PB also volunteered to run one event. NO has volunteered to coordinate the Summer League along with James Robinson. James will also put a scoring system together (including points for turning up to the event.). RB to send details of potential organisers to NO. Prices are to be £2 non-members/£1 members.
-	JIRC – want something to give the event a ‘buzz’ as nopesport did a good job of organising the event in Scotland last year. PB to canvas the Junior Community for ideas.
-	Notts Schools at the University. SM to prompt Pete Hubbersty re. map (after JK) 
-	PO to check whose insurance covers the Notts schools event.
-	Bramcote Hills (relays) 3/7 requires planner, organiser, controller
-	Strawberry Hill 17/7 – proposal to change to either University or Sansom. University was chosen.
-	Harlow and Thieves depend on discussion with Welbeck
-	NOC Club Championships – most sensible event is SYO 11/12/05
-	Walesby 18/12 – want £2.30 per person per day. DC is in negotiation regarding why this is too expensive for us. 
-	Harlow short races 21/1 – cancelled.
-	Welbeck Update – still under negotiation. Welbeck are still suggesting that we pay £100 per event. DC is analysing our finances to understand our current event costs.
-	Members/Non Members. RB to talk to Chris Horsewill to discuss practicalities of checking membership status at events.
-	Mark Thompson wants to put on an event at Wollaton Park on Christmas Day in order to have orienteered on every day of the year. He wants it to be a joint NOC/FVO event. RB to speak to FVO to canvas their opinion on this event. Committee not keen to host the event.	

RB

PB
SM

PO

RB

RB	
5

	Mapping

-	Now have 1000 out of date Blidworth maps that will be scrapped
-	Byron’s Walk lost £70 on maps.
-	Alan has updated Bestwood map on 1:7500 scale
-	Mapping group to get together to discuss various mapping issues including: version numbering all maps; only updating maps with the permission of the original mapper (whose name appears on the map); updating Thieves wood map; who will be updating/creating which maps when. SM to arrange meeting and report back at next committee meeting.	

SM	
6

	Finances

Provided via email from Steve Wright
Bank:  Current A/C     -    £3529
            SavingsA/C     -    £8134
 
Blidworth Event
            Income                 £3270
            Costs- paid    -     £ 308   ( Maps )
             not paid (est) -    £2600   ( Access, Officials expenses, levies, toilets, parking, St Johns )

	
7	Coaching

-	Good day at Cannock Chase – aside from the Squad, SR, JR and the Horsewills enjoyed their coaching sessions. Nothing special was arranged for adult training but this may be considered if more people attend in the future. 
o	SR to write a piece about her experience for B&G
o	RB to advertise next session on website (2nd/3rd April)
o	SR to see if it is possible to pull together a list of members who have been with the club <2 years who could be targeted for these weekends.

	

SR
RB

SR	
8

	E.M.O.A
BOF Membership
-	This was discussed (detail can be found in PO recent emails on the subject). Committee had no strong views either way, although the new proposals appear to put a lot of work towards the club treasurer .
Actions from previous minutes
-	only one response to the call for First Aiders within the club.

Event Registration
-	Clubs must register events otherwise their mappers and planners are not covered by BOF insurance. Form ER1 is all that is required initially for partial registration. 
-	Map registrations are via:
http://cgi.orienteering.plus.com/bof/assoc_fix_sec.php
Event Venue Requests:
-	Junior Team Relay 4th Sept 2005 (may have been allocated already)
-	Senior Home international 2006
-	British Schools Score Champs 7th Oct 2006 (Committee decided ‘No’)
-	CSC Final 15 Oct 2006 (Committee decided ‘yes’ to bid for this)
-	YBT Final 2006 (In EM in 2005 so ‘no’)
-	Wales considering whether they will host BOC in 2007 as proposed.
-	NEOA considering whether they will host JK in 2007 as proposed
-	EAOA considering whether they will host BNOC in 2007 as proposed
Sherwood/Budby Results
-	Need to go to coordinator so results can go into EMEWS
DVO Part time coach Info
-	DVA are bidding for funding for a part time coach. DVO to put in £1200 pa and are asking EMOA for £800 pa. This will be matched by £2000 pa from Derbyshire CC with the total matched by a further £4000 pa from a Government initiative, providing £8000 in total pa. Potential for grant from BOF to support this. EMOA have agreed to underwrite the £800 pa for 3 years, to be reduced by level of successful bid to BOF for funding. DVO advised that the post would be an employee of BOF and normal recruitment processes would be followed, includig periodic reviews of effectiveness (as used for other initiatives). Periodic progress reports should be submitted to the EMOA committee throughout the duration of the project,
SI
-	Need to consider whether to invest further in SI equipment  or whether the long-term is with EMIT. If purchase more SI equipment will be able to have two sets of kit to support 2 C4 events at the same time – probably slightly more boxes than in the proposal. Need to know cost of equipping fully with EMIT. Need views from clubs and ‘customers’ via EMEWS, and views from OD who have EMIT.  – View of committee was to stick with SI. EMIT tokens are very large for children’s hands

9

	Team Management
-	CSC has a good team (60 – 65 people). Strong in most classes expect for W60+ and M75. Top 25 will score.
-	JK Relays – not many entries to date.
-	British Relays – further in the future but not many entries yet.
-	RR to send RB a piece for the website to encourage more entries
-	RR to sort out teams for footpath relays

RR
RR	
10

	Junior Section

-	The Bulwell Hall Park night event has been advertised but there cold be a problem getting juniors to run as it clashes with a Squad weekend and major events on the south.
-	PB to try and put team together for JK relays – talk to Jim Clarke about whether he has already done so and get confirmation before 21st Feb.
-	PB to discuss with RB whether or not to progress with Junior website.

PB

PB	
11	Any Other Business

Forestry Commission Keys:
-	DC to keep the spare key to hand to people for planning
-	ML has the other

Forestry Commission requirements:
-	It should be noted that the Forestry Commission are now asking for maps and risk assessments for every event – almost as soon as they are booked.
DC has written to explain that this is impossible until around 4 weeks before the event but has received no response regarding whether this is acceptable or not yet.  Nb – RB told the meeting that HALO have had one event cancelled because of ecological reasons so must be careful not to assume that we have permission before it is granted.

Bramcote Hills Club Nights
-	PO has put together a suggested programme of events for comment. Committee to review.PO to send a copy to Steve Wright. PO has sent programme to other coaches to try and get hlp with running the event and has contacted the school to make a booking for the room. Publicity will go out in the next issue of Black and Green and be published on the website at the same time.

Membership Database
-	We currently use an Excel Spreadsheet. SR to put preliminary requirements together for membership database – which will be developed by RB. Suggestions from other members of the Committee welcome (especially regarding any type of list that it may be useful to produce.) Please bear in mind the limited information that we capture on the membership form.

Outstanding Actions:
-	Use of these first aid kits needs to be added to the Event Organiser’s notes and list of First Aiders to be added to Equipment list. This action has no owner and was not discussed at the meeting SR to add to Agenda of next meeting.
-	Electronic Membership Form. RB to report Progress at next meeting

All
PO

SR
All

SR

RB	
12	Date of Next Meeting

The next meeting is arranged for Tuesday 12th April at Dave Cooke’s: 
3 Norman Drive, Eastwood, Nottingham, NG16 3FJ, at 7.30pm.