Meeting Minutes	
Subject	2004/2005 Nottinghamshire Orienteering Club Committee Meeting
	
Date 	Tuesday 12th April 2005
	
Time	7.30 pm 
	
Location	3 Norman Drive, Eastwood, Nottingham, NG16 3FJ	

Attendees	Ray Barnes
Pauline Olivant
Nicola Olivant
Dave Cooke
Stephen Martin
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, Richard Robinson
		
2

	Minutes of Last Meeting
DC Requested a copy of the breakdown for the Blidworth Event costs of £2600
	
SW	
3

	Correspondence

Membership enquiries:
Last month:
-	James Pick (now a member)
This month:
-	David Williams (now a member)
-	Philip Sargent (approached by Steve Wright at Blidworth event!)
-	Adrian Reynolds  (forms sent)
-	Andrew Peter Smith  (forms sent)
-	Adrian Pickup  (forms sent)

Other
-	RB has received a note from Eddie Nicholson to ask whether it would be ok to use NOC Equipment for their event. Committee happy; SR to respond to Eddie Nicholson.
-	PO has received a booklet from Ashfield District Council – we are now a recognised sport in this booklet
-	RB has received a leaflet and cd to lend to new members – it contains information to aid learning.

SR	
4

	Fixtures 

Summer League
-	SR to send NO up-to-date membership list.
-	NO now has list of names for DC:
1.	Blidworth – Andy Wallace
2.	Colwick Park – Richard Beadle
3.	Burntstump – Keith Streb
4.	Vicar Water - ?
5.	Colwick Woods - ?
6.	Haywood Oaks – Peter Bowen
7.	Rushcliffe – Simon Elliott
8.	Notts Uni – Clare Claxton
-	RB to publish the rules on NOC website – NO to provide this weekend.
-	Query re. University maps – Clare Claxton to contact Pete Hubberstey direct.
-	Bramcote hills have asked for £85 – question whether it is useful to hold the event here if we are here every Thursday? RB suggested that if DC can get the cost down to £50 then we should still go for it. DC to correspond with Broxtowe.
Normal
-	Thieves Wood night and day events now on the same weekend 29/10 and 30/10. We still don’t have an up-to-date map. SM to see if available.
-	Walesby 18/12 – want a fee of £2 per person. PO suggested that, as Walesby have lots of events going on,  DC could offer them a number of maps for them to sell on (say, 1000) in return for £0 charge.
-	Clumber Park 22/1 – Permission provided. DC has asked for a map of all the areas we CAN use – possibly more areas available now.
-	Sherwood Pines on 15/10/06 is now a clash with the CSC.
-	Nigel Mockridge has requested one of our areas for the East of England army champs on 25th May. DC to offer Blidworth.
Welbeck
-	Welbeck are holding out for £100 per event. (nb – a day and night event are classed as one event)
-	RB stated that we must be able to use the area at that price for the next 3 years.
-	SM asked who we request permission from for insurance purposes & PO asked why we pay Welbeck when Forestry Commission are allowed in the area for nothing – public waymarked route.

SR

DC

SM

DC

DC	
5

	Mapping

-	Trailquest are running an event at Sherwood Pines and want 100 of our 1:15000 maps. Mick Lucking has 200 of these and they are happy to pay copyright fee if required. SM to make offer of 50p per map.
-	Bingham Explorer Scouts and NOtts Explorer team have been making enquiries about permanent map samples. Tony Buckland keeps these and knows what to charge. SM to pass them onto Tony.
-	Mapping Meeting on 11/4 (attendees: SM, KS, AB, DO, ML). Two matters arising:
o	Dilemma of whether to use up old maps for the summer league vs when we have new maps why don’t we use them? It was agreed that we would use the most up to date maps for summer league – with no overprinting.
o	Map Ownership. All maps have been divided amongst NOC members, who now have a responsibility for them. When a planner requires a map, SM will direct them to the ‘owner’ who will provide the master map. The ‘owner’ will decide when a map needs to be revised. KS has devised a protocol, which has been circulated to the owners. SM to send to the committee for our approval. It should be noted that planners must never alter the map.
-	Keith Streb has suggested that the club buys 2 rangefinders at about £150 each (Pete Roberts has a batch of them). Committee has agreed to buy them.
-	SM would like to buy a digital multimap of the whole country for £25. The Committee agreed to this purchase.
-	SM noted that planners should be reminded of the timescales needed to get map info.
-	New areas: Manor Hills, Newstead Abbey Park
-	RB noted that he has had some correspondence from someone in Poland offering to create our maps.
-	It was noted again that Thieves Wood is the major issue for updating.
-	DC has contacted Park Woods/M? Springs to see if we can use those areas.	

SM

SM

SM

SM

SM

	
6

	Finances

Provided via email from Steve Wright
Bank as at Mar 26th.;
    Current  A/C      £3611
    Deposit A/C       £8174

Events since last meeting:

                                          Income    Expend.   Pr/Loss
   Feb.  Blidworth C3           £3279      £2567     £712
   Mar   Sher Pines C5         £    42      £    92     (£ 50)
             Bulwell Night         £    14      £   14        ..     
             Bestwood C4          £  524      £ 557     (£ 33)
               ( one or two payments outstanding  )

	
7	Coaching

-	No responses to the S.Wales coaching event so no-one went.
-	NO to look into how we can encourage members to come along for coaching.

NO	
8

	E.M.O.A
Fixtures
-	Pencilled in CSC for 2007
-	Considering British Schools Score Champs for 2008 – DC to confirm (nb – this event requires about 40 volunteers – all with no chance of a run)
-	Elected not to volunteer for BSOC (Schools Champs) as we have hosted this twice recently.
-	Could possibly consider BOC for 2009 but Clumber is not a particularly enticing area.
SI/Emit
-	Emit has been rejected and there is now a plan to buy 2 sets of colour-coded equipment (about 100 boxes). EMOA have another £6000 + £1000 by the end of the year but want clubs to commit to put in £1000 to buy their own start and finish boxes. Committee decision was ‘yes’ to spend £800 – if the other EMOA clubs are also spending the same.
BOF Coach of the year
-	Only a few nominations have been received for this award. NO to think about and recommend to RB
Award for Services to Schools Orienteering
-	PB to talk to others at school re. potential nominations?
Replacing National Events with JK and Regional Champs?
-	The Committee was firmly against this proposal – Nationals to stay.

PO receives mixed responses to queries from EMOA – could all committee members take time to review correspondence and pass comment to support PO	

DC

NO

PB

ALL	
9

	Team Management
Provided by email from Richard Robinson:
JK Individual - Well done to the following athletes:
 
1st Jamie Martin M12B
1st Peter Hodkinson M14A
1st Andy Sykes M40S
3rd Michael Napier M50L
2nd Dave Booker M50S
1st Joy Hodkinson W10A
1st Rose Hodkinson W18L
 
JK Relays - despite Peter H not being at the change over the still did very well with their third position particularly with a great run from young Joy.  The mens trophy team finished 12th which I believe is NOC's best finish in the mens JK trophy for a number of years.  A number of injuries led to some teams being less competitive than hoped.
 
British Relays - NOC have 13 teams entered ( 2 more than the JK!!!) many of which stand a chance of top three.
 
Harvester - Nottingham high School are entering thir own team but I still think that NOC can field there own competitive Junior team.  We should also be able to field A competitive mens team and maybe a handicap team and also a womens handicap team.
 
Footpath Relays - We need to enter this, if anyone knows how we enter I would appreciate if they let me know. 
-	RB to tell RR to contact Stuart Swalwell
 
-	Club Tent (green one) currently resides in Michael Napier’s garage. It should be Team Manager responsibility to arrange for this to be available for team events.

-	This has given rise to an issue – do Committee Members know what their roles and responsibilities are? See AOB. 	

RB

ALL	
10

	Junior Section
JK
-	Rose Hodkinson won her age class
-	Peter Hodkinson won his age class
Future Champions Cup
-	Rose Hodkinson leading her age class
-	Andrew Llewelyn is triple joint 14th in his age class	
	
11.	JIRCs 2005

-	PB presented a paper on his suggestions for the JIRCs 2005. 
Notes from discussion:
-	Hilary Palmer is co-ordinating the event & suggestions should be forwarded to her – particular points and actions from Committee discussion were regarding:
o	Asking Alison O’Neill whether she would be able to come and talk about her recent successes.
o	Ask Matt Dickinson whether he would be willing to be the PA
o	Source PA equipment
o	Source radio controls – if required
o	Source prizes for relays/events (including booby prizes)
o	Hire video cameras to capture the event (PB suggested he could edit the footage onto dvd)
o	Music choice

-	Pauline Olivant is organising accommodation
-	Richard Robinson is planning the relays

12	Any Other Business

Club Banner
-	It was agreed that it is important that we get a better banner than other clubs. RB to ask SW what we can afford and look into catalogue prices – then circulate
Club Kit
-	The kit is looking dated – make it an Agenda item to discuss possibility of a competition to design a new one.
Adventure Sport for All leaflets
-	We post these to new/prospective members and are running out of stock. SR to order some more from the BOF office.
Committee roles and responsibilities
-	It is evident that not all members of the committee are aware of the responsibilities of their role – all committee members to think about this and it will be discussed as an Agenda item at the next meeting
Map Printing for Events
-	SM to go through numbers of entrants to previous events to give advice to planners on how many maps it may be worthwhile printing.
Next Committee Meeting
-	SR to send email to committee members to try and find a date that would be convenient for all to attend.

The meeting ended at 10.15pm	

RB

SR

SR

ALL

SM

SR	
13	Date of Next Meeting

The next meeting is arranged for Wednesday 8th June at Sarah Richardson’s: 
38 Acton Road, Long Eaton, Nottingham, NG101FR, at 7.30pm.