Meeting Minutes	
Subject	2004/2005 Nottinghamshire Orienteering Club Committee Meeting
	
Date 	Wednesday 8th June 2005
	
Time	7.30 pm 
	
Location	38 Acton Road, Long Eaton, Nottingham, NG101FR	
Attendees	Ray Barnes
Pauline Olivant
Nicola Olivant
Dave Cooke
Stephen Martin
Peter Bowen
Richard Robinson
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.	Club Kit Design Competition
	
	12.	Committee Roles and Responsibilities
	
	13.	Any Other Business	

Item	Notes	Action by	
1

	Apologies

Steve Wright
		
2

	Minutes of Last Meeting
No matters arising from previous meeting minutes

3

	Correspondence
-	Request for funding from Peter Hodkinson:
“Dear Sarah,
I have recently been selected for the Lagganlia BOF summer tour. The cost is £125 and would like to request to NOC for a contribution towards this cost.
Yours, Peter Hodkinson”
-	Thanks from James Allen (Police) for help – particularly Bob Alderson.
-	Letter from BOF regarding non-payment for Blidworth/Sansom levies – fortunately arrived just before Steve Wright went on holiday and all evidence available from the Bank Account! (otherwise NOC would have been barred from events next month!)

Membership Enquiries this month:
o	Carl Jansen (still to send pack to)
o	Dan Buckley
o	Edwin Morrison
o	Brenda Mary Manders (new in last couple of days – no details sent out yet)
Other
-	Tim Martin also selected for Lagganlia – Tim to send a request for funding to Committee. (nb – NOC will pay 1/3 of costs t obe paid upon receipt of an article for B&G (and following a request to the committee for funding)
-	RB has received a letter for the new BOF marketing manager (Caroline Povey) – she has a freelance press contact.
-	RD has received information from ‘Bozzline’ – a free magazine that we also have listings in.

	
4

	Fixtures 

-	Bramcote hills 3/7 – Still outstanding question whether we are sorted out for parking? RB says if no decision by 9/6 then DC will need to ask for permission to use the school for parking at a cost of £50. 
-	Thieves Wood is ok as a night and day event but Welbeck are charging per event (ie – splitting the night and day events making the night event too expensive). DC to move the night event (possibly Bulwell Hall – repeat of Tony Donaldson’s event from earlier this year?)
-	Walesby 18/12 – Walesby are  holding out for payment for their event (£2 per person). Committee has agreed to go ahead with this event and possibly make it the Xmas social date.
-	Clumber 22/1/06 – RB priority is to get a planner for this event. Requires an experienced C4 planner. Clumber also has not been fully mapped yet. Probably cost will be £2 per person plus National Trust entrance fee. Cost will depend on the area we choose to use.
-	Harlow Night event (as per Thieves) – DC to find alternative venue.
-	2006 CATI – still to find a venue for this.
-	5/11/06 – C4 – still to choose a venue
-	17/12/06 – still to choose a venue – preferably with Xmas ‘do’ facilities.
-	PO requested that Organisers sort out all fixtures – we need someone to sort out the organisers/planners etc.

DC

RB
 DC

RB

5

	Mapping

-	SM presented cheque for £20 for Walesby from Benrose Community School. SR to send to SW!
-	Thieves Wood is now critical on mapping agenda. Alan and Pete can’t do it. ‘Peels’ will do for £600. SM has spoken to both Keith and David who believe that the map won’t be as good as it could be if it was left until later in the year. Two options: 
o	(1) Get the area mapped (not as well as it could be) 
o	(2) Plan on partially complete maps
SM suggests that we use a planner who can update the map as they go along. RB thinks that this should be done locally (ie – not pay Peel to do it). SM to approach Keith/Alan to do it.
-	DO has said that Sherwood Pines is ok
-	Walesby map needs to be checked – we still have 680 available.
-	SM has been working on protocols for recommended number of maps to get printed. Steve provided the committee with copies of analysis to date and will be putting a map/planning pack together with recommendations each time a planner requests a map for a particular area.	

SR
SM

SM

SM

	
6

	Finances

Provided over phone from Steve Wright

Current Account   - £ 4926.00
Business Account - £ 8174.00

Event income
24-4-05:  Blidworth   £50.00
1-5-05 :  Colwick       £43.00
15-5-05: Burntstump  £66.00

Minor expenditures from these events
Keith Streb payment for one laser rangefinder: £174.00  

	
7	Coaching & Summer League Comments

Coaching
-	Coaching side of Thursday club nights has been going well – but mostly children
-	There is still an issue with how we encourage members to come to coaching sessions
Summer League
-	Notes for future Summer Leagues:
o	Need to have someone check over the courses before the day. Not nec. a controller but just a second check.
o	It would make life easier if there were simple rules for a score event (ie – all the same)
o	The results table used this year is good – carry this over to next year
o	Summer League equipment is stored in one place to be passed between people
-	Vicar Water on 21st August is on. Poss bbq afterwards. DC to ask what facilities are available for food at Vicar Water?
-	

NO

DC	
8

	E.M.O.A

-	Proposed purchase of SI boxes:
o	Smaller boxes
o	Glass fibre stakes
o	2 sets for disctrict events immediately. 45 dibbers. 2 x start/finish/check/clear. 2 more masters
-	Committee have requested that the number of dibbers in set increases to 70. PO to feedback.
-	Suggestion is to go ahead and buy the kit.
-	Budget Proposals from EMOA
o	Forecasting a significant deficit.
o	2 major expenditures – SI purchase (c. £5k) and development fund DVO activities (£800)
-	EMOA would like to increase the SI fund to smooth over losses for future years.
-	PO to send the information regarding increased levies to committee. Nb Committee decided not to disagree with proposal.
-	DC has withdrawn our potential bid for 2009 BOC	

PO

PO	
9

	Team Management

Harvester
-	NOC had three teams entered. 1 team had to withdraw due to illness and other commitments.
Footpath Relay
-	NOC have managed to scrape a team together.

CSC in Burnley
-	RR to book coach and work out a far (can be subsidised). PO has been using a company in Mansfield, who are very good. Note for Richard – remember to confirm the booking just before the date. 
-	RR also to talk to Jim Clarke re. a pickup at Nottingham High School.	

RR
RR	
10

	Junior Section
Harvester
 No team
JIRCS
-	PB has bought a badge for use as a prize from the internet.
Summer Tour Selections
-	Sarah Claxton – Start Programme 
-	Rose Hodkinson  - GB Training camp in Lithuania
-	Andrew Llewellyn – GB training camp in Sweden
-	Rose Hodkinson – European Youth Champs team (Czech Republic)
-	Peter Hodkinson – GB training camp in Scotland
-	Tim Martin – GB training camp in Scotland
-	Alison O’Neill – Junior World Champs team (Czech Republic)

-	We should expect funding applications from the majority of the above competitors.
-	Juniors website is officially abandoned.	
	
11.	Club Kit Design Competition
-	SR to defer to next meeting	
SR	
12	Committee Roles and Responsibilities
-	SR to Defer to next meeting	
SR	
13	AOB
-	Banner Selection – RB to continue research – Ideas may be gleaned at inter-regionals.
-	SM to get some extra control cards from Mick Lucking
New Areas
-	We have permission to use Newstead – but only as a C5 (and will be expensive). DC has put a lot of effort into obtaining permission for this area but it is probably not worth it.
-	Permission obtained for New Park Woods (next to Rufford) – C5 are, nice Woodland. Difficult to join to Rufford due to long run but parking may be available at farm inbetween the two areas.
-	Cotgrave – permission has been received to go and visit with owners. May be suitable in future but very brambley at the moment.
-	Manton and Boundary Woods – DC going with Keith to look at these areas. Also to visit with Jo Lindsay (Forestry Commission), who is keen to help – she is a BOF instructor.
-	Manor Hills – definite no. this is a Welbeck area.
-	Annesley – Still trying to get a contact. First contact said ‘yes’ to looking around and using the area (including Morning Springs and Park Woods.)
-	PO suggested usig the gymkhana field for parking at Byron’s Walk. DC to investigate
-	Moreton Hall – DC to talk to Robert Parkinson about this
-	Military College on Welbeck Estate…probably Welbeck owned.
Black and Green
-	Next edition to be published on June 16th. All copy to Peter Hubberstey by this date.
-	PO requested a regular pattern for release so that all club members are aware of deadlines for copy. Suggested months for publication are: Jan/March/May/Sept/Nov. Copy to be made available by the 15th of the preceding month.
-	DC would like his role to be advertised in B&G.
Meetings
-	The NOC AGM will be on 20th October – at Bramcote Hills.
-	Meetings need to become more efficient in order to be able to discuss strategy for moving the club forwards.
-	Strategy Meeting to be held at Bramcote on 14th July 2005 (7.45pm)
Apologies for next meeting – SM is out of the country for all of September.	

RB
SM

DC

ALL	
14	Date of Next Meeting

The next meeting is arranged for Tuesday 6th September at Nicola Olivant’s:
8 Brookwood Crescent, Carlton, Nottingham, NG4 1FU  at 7.30pm