Meeting Agenda	
Subject	2004/2005 Nottinghamshire Orienteering Club Committee Meeting
	
Date 	Tuesday 29th November, 2005
	
Time	7.30 pm 
	
Location	8 Belfry Close, Kirkby in Ashfield, Nottinghamshire, NG17 8NS	
Attendees	Dave Cooke
Peter Hodkinson
Richard Robinson
Sarah Richardson
Pauline Olivant
Janet Evans
Steve Wright
Stephen Martin
	
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 & Logo
	
	12.	Committee Roles and Responsibilities
	
	13.	Any Other Business	

Item	Notes	Action by	
1

	Apologies

Catherine Hughes
Nicola Olivant
		
2

	Minutes of Last Meeting
Outstanding Actions from last meeting:
-	Steve Martin to give John Palmer info re. Awards for All application
-	SR to pass latest database & team leader info to Michael Napier to do database update for circulation to team Leaders.
Update from minutes of last meeting:
-	Steve Martin has ordered 2000 + manual punch cards.

SM

SR 
	
3

	Correspondence
-	Membership applications
o	Brenda Mary Manders
o	Angela Connolly
o	Cindy Walton
o	Timothy Campbell Cairns
-	First Aid course advert – SR passed to RR
-	1 DVD – SR to pass to DC
-	1 cheque for £25 – SR to forward to SW  (post meeting note, BOF have re-issued this cheque and will send direct to SW – if it hasn’t already been picked up by one of the many NOC members who visit the offices.
-	2 sets of letters re. non-payment of levies for the Summer League events – handed to Steve Wright. SW has been phoning organisers for ER3 forms – but PO to follow up with BOF to complain on behalf of NOC.
-	Press Officer correspondence is still coming to RB/Secretary. DC to take on role for now but we need someone else to take on the role
-	Bramcote Public Space Open Meeting is being help on 24th January. Hilary  Palmer has gone in the past – PO to ask Hilary if she would attend again.

SR
SR

PO

DC

PO

	
4

	Fixtures 

-	19/3/06 - Thieves Wood Event. There have been requests to move this forwards due to event clashes. However, Thieves is being re-mapped in Jan/Feb, Richard Torr (planner) has stated that he won’t plan any earlier than that date amd there is currently no organiser for the event. Committee agreed not to move the event.
-	18/03/06 – Haywood Oaks Night event. Janet is currently having problems finding a planner/organiser for this event.
-	PO says that East Midlands have asked whether we are prepared to run the Champs – Committee Decision is that we will not volunteer to run that event.
-	CH to check BOF details for fixtures. Thieves is apparently showing as the wrong date and the Walesby change is not on there yet (DC has already asked CH to do this.)

Summer League
-	NO has produced a review of the Summer League 2005. (NO to send electronic copy to CH)
-	Summary of review: League must have 8 events; Sundays are best for attendance; clashes with West Mids events are not a problem as a different set of competitors turn up – clashes with East Mids should be avoided.
-	NO is prepared to co-ordinate the league again in 2006 – with improvements noted in review.
-	CH to review NO paper and use this information to produce fixture list. JE to send feedback to CH and liaise with NO.	

CH

NO

CH/JE/NO	
5

	Mapping

-	Request has come in from DVO to buy 30 blank maps for DVO training day on 22nd Dec. SM to send the map file to DVO for them to print themselves, as long as they destroy the file afterwards.
-	Alan B. is re-mapping Thieves Wood in Jan/Feb for a fee (£400-£500) to deadline of next event ).
-	Rob Postlethwaite is interested in mapping new small pit areas – but is away until Dec.
-	SM has sent requests for quotes out for mapping of 9 areas: Wellow Park and Ollerton Pit; Manton Colliery& Kidney Clump Plantation; Silverhill Pit; Sherwood Colliery; Annesley; Cotgrave; Brierley Forest Park; Shirebrook Colliery; Beverscote Pit. Some quotes have been received – John Musgrove has not yet got back to us).
-	Steve Martin has asked around the club to see if anyone is interested in any of the mapping activity. Alan B is interested in doing another re-mapping before the end of March. (remap options are Cotgrave and Annesley – but Cotgrave is like a jungle with restricted access so Committee agreed to scrap Cotgrave as an option). Annesley could be too brambly but committee agreed that SM could ask Alan B to visit the area and judge whether he thinks it would be suitable.
-	Committee agreed that SM should commission Peel Land Surveys to do Wellow Park/Ollerton Pit and Manton Colliery/Kidney Clump Plantation.
-	Committee agreed to wait for rob Postlethwaite to get back to SM re. mapping the Pit areas.
-	

Awards for all
-	PO is doing work wit hManor School (Mansfield Woodhouse)_- this can be quoted in the A4A request. Volunteer Hours need to be reported. PO to remind John Palmer
-	Should push the use of Pit areas – reclaiming and regenerating land.
-	SM to send area details to John Palmer 
Walesby
-	PO has been meeting with Walesby, who are interested in our good orienteering map of their area. They cannot reduce the charge to NOC for use of the area (as they charge other groups who use the area – including the scouts). However, they are interested in our help to produce a large map, instruction and help in setting up permanent courses for which they would charge a fee. (for info – they sold 91 maps, without pushing them last year). They would like us to quote for how much it would cost us to produce the map pack – and are suggesting that we could share in the profit from sales.
-	Committee Agreed that we should suggest that we put together packs of 6 maps (with a progression of exercises) – with a teaching pack and charge £2.50. The profit split on map sales can be used to fund our usage of Walesby. We should also make use of the time of the county scout camp next year (17th December).
-	PO is charging £500 for her time to organise this activity. This money will initially come to NOC and we will pay her from the funds.	

SM

SM

PO

SM

PO

PO/SW	
6

	Finances

-	£2000 has been transferred from the Savings account to the current account in preparation for paying for the re-mapping work.
-	Summary:
o	 Savings - £10,500
o	Current Acc - £2,200

o	Payments: £150 B&G to Peter Hubberstey
£220 – map
£600 – misc (inc. entries to CSC)

-	SW to return the club BOF membership renewal form by 31/12/2005
-	SM to chase Mick Lucking for control cards ordered.	

SW

SM
	
7	Coaching 

-	Next club coaching day will be on 22nd April in Southern Lakes. Regional Event on the following day. NO to advertise in B&G.
-	DVo have a sports coach position which is being partially paid for by EMOA. PO suggests that this could also be used to train other East Midlands clubs if possible.	

NO

8

	E.M.O.A

-	EMOA do not currently have a treasurer – the current person is helping out but does not attend meetings.
-	Rules Group Highlights: Should not use non-BOF members for organising; CSC format should not be changed until 2007.
-	New SI units are being purchased. Extra sets will enable handover between every other event rather than every week. Same person will be keeping tabs on equipment but won’t see the kit as often.
-	East Midlands League (formerly Galoppen) now needs new sponsorship. Lloyd Davies have left the area (without paying for last year’s sponsorship.).

9

	Team Management

-	NOC came 4th in CSC final. (took 39 people on 49 seater coach)
-	Next event British Relays then Compass Sport Cup in East Anglia 9/4/5.
-	RR to book coach 
-	RR to write article for B&G	

RR
RR
	
10

	Junior Section

-	5 NOC Juniors went to Lakeside training
-	7 juniors are regularly going to the Thursday night training at Bramcote
-	NOC team got through to the Yvette Baker trophy easily.
-	Peter Hodkinson picked for the World Schools on 22nd April in Slovakia		
11.	Club Kit Design Competition

-	New club logo has been agreed upon
-	Decision made to go with NoName as Trimtex are producing the Airienteers design (with same colours) and Croft will only produce the type of kit we want for the national side.
-	DC has produced A1 pictures for voting on at Sherwood Pines event. DC to also take the sample large top
-	Once design has been agreed, RR to request a selsction of sizes from NoName. First order must be for a minimum of 50 tops.	

DC

RR
	
12	Committee Roles and Responsibilities

-	PO and JE to update planner and organiser notes. These will then be forwarded to the relevant individuals for each event.
-	Committee members to draft their own Roles and Responsibilities sheet. 
-	SR to publish minutes asap
-	NOC needs a new Secretary as SR unable to continue the role.	

PO/JE

ALL
SR
DC
	
13	AOB

Club Training Nights on Thursdays
-	Eddie Nicholson will continue to run the circuits every week and bring the equipment. On the weeks he is unavailable, Catherine Hughes will be able to step in. 
-	Committee agreed to invoke a charge of £1.00 for adults and £0.50 for children. This will be paid to Eddie, who will retain £15.00 payment and use any surplus to purchase new equipment.
Christmas Event
-	To be held at Walesby – mince pies and soup again. PO to purchase insulated cups
Website
-	Ray will continue to update website but Committee must clear instructions for updates to Ray.

PO

RB	
14	Date of Next Meeting

Meeting ended at 10.20pm

The next meeting is arranged for Tuesday 7th February 2006 at Dave Cooke’s house:  3 Norman Drive, Eastwood, Nottingham, NG16 3FJ