Minutes 	
Subject	2005/2006Nottinghamshire Orienteering Club Committee Meeting
	
Date 	Tuesday 4th April , 2006
	
Time	7.45 pm 
	
Location	47 Dale Road, Stanton-by-Dale, Ilkeston, Derbyshire DE7 4QF (Helen O’Neils)
	
Attendees	Dave Cooke
Peter Hodkinson
Richard Robinson
Nicola Olivant
Pauline Olivant
Helen O’Neil
Stephen Martin
Catherine Hughes
Andrew Powell	
Summary	1.	Apologies
	
	2.	Minutes of last meeting
	
	3.	Issues arising from pre-circulated reports
	
	4.	Summer League (Entry fees, courses available, string courses) 
	
	5.	Planner/Organiser Guidelines
	
	6.	Publicity Person
	
	7.	Ways in which we can reduce the pressure on planner/printer/SI box programmer etc at the last minute before an event
	
	8.	NOC Website –   Committee minutes
-	Discussion Forum
-	Job Roles
	
	9.	Development
	
	10.	What future is there for NOC C5N’s
	
	11.	NOC Events Board/New Membership information
	
	12.	JOK/Club coaching clash
	
	13.	Any Other Business

Item	Notes	Action by	
1

	Apologies

Steve Wright
		
2

	Minutes of Last Meeting

Outstanding Actions from last meeting: 
-	DC still looking for suitable Publicity person (see item 6 for more details).
-	As far as we are aware Janet Evans has not updated the organiser notes. HO will speak to her.
Updates from minutes of last meeting: 
-	Request from juniors for new EMOA Kit was taken to EMOA by PO. It has been sent back to other EMOA clubs to discuss with their juniors.
-	Budgets for Regional Events have been worked on by DC but are only partially complete at present.

HO

DC	
3	Issues arising from pre circulated reports

Fixtures:
 –   The Wellow map needs to be chased up; Dave Peel said it will be done by May.
-	Apr 07 C4 Clumber south viability; would need someone going in to check, but even if viable it will be another new mapping job which can’t be done within the time scale so can’t be used for this event. Would be useful in the future especially if we can use in conjunction with Thorsby. Manton decided on for 22nd April 07 instead, also using part of Clumber, but issues over motorbikes need to be negotiated. 
-	Walesby is to be pencilled in as a fixed event for December depending on how it goes this year.
-	Night Event 06 moving to January (see item 10 for reasons why), Manton will hopefully be used as the motorbikes won’t be an issue because they won’t be there at night.
-	The proposal to hold BSSC 07 will be rejected, but we will still hold it in 08.
-	Query over whether it is viable to hold the LJR at Rufford and New Park Woods because of golf course between the two areas. CH will get a map and look. Car parking at Rufford for LJR not been resolved yet, not sure if viable. Could use Silverhill, New Park Woods,  or Rufford on their own but will need to check parking permissions. If New Park Woods is not used it will be a waste of mapping time.

Team Captain:
-     New club kit due end of April/beginning of May.

EMOA:
-     Issue with NUOC hosting BUSA in 07 but it is believed that Durham is now hosting the event.

Juniors:
–	Circulated report not reached us. Peter Bowen and PH represented BOF at the Outdoor Show.
-	Reports for B&G; Laura Evans and Rose Hodkinson are going to write reports after Interlands and after the Spring Cup.

Mapping:
–	Circulated report not reached us.
–	£xxxx Awards for All Mapping bid has been granted.
–	Thieves mapping is finished, Alan will be sending invoice for what was agreed.
–	David Olivant is going to map Annesley over the next few weeks. 
–	No news from David Peel but the map is expected soon though. 
–	Brierley and Silverhill are done, Rod Postlethwaite is coming back soon to complete the third map. 

CH

CH

CH

CH

CH	
4
	Summer League (Entry fees, courses available, string course) 

-	Summer league guidelines written by RR are excellent and very comprehensive. 
-	We need to co-ordinate use of controls to ensure there are enough for the summer league and for Hilary Palmer’s use with Notts. schools league. RR to check what control numbers we can use and liaise with Hilary. 
-	String course instructions to be taken out of the main summer league guidelines and separately organised by Hilary Hodkinson, to alleviate any extra pressure being put on the planner/organiser.
-	There was a discussion as to whether charges were viable, RR has looked at this and it was agreed they were fine as long as the organiser/controller expense claims are kept to a minimum.

RR

RR	
5

	Planner/Organiser Guidelines

-	Planner (OCAD only) guidelines have been updated based on DC comments.  SM to update with David Olivant’s comments and send to committee to check. He will then send to Ray to put on the NOC Website.
-	It was agreed not to put the Map database on the NOC website.
-	There was an issue brought up by PO as to whether we should have Planner guidelines also available. PO to speak to CLOK and arrange to use/link to/adapt their guidelines which were deemed as excellent.
-	Helen will speak to Janet Evans to see if the Organiser guidelines have been updated and if they haven’t or she doesn’t want to do them, then PO will.

SM

PO

HO/PO	
6

	Publicity Person

-	It was highlighted that LOG had advertised their summer league in EMEWS and we haven’t, it will definitely be published in the next B&G.
-	It was agreed that B&G needs to go out at the start of May. Lots of contributions please.
-	We will keep trying to find someone to be the Publicity Person and advertise again in the next B&G. It was suggested that job role is prepared for this position so that people are more of aware what they are taking on.

RR

DC	
7

	Ways in which we can reduce the pressure on planner/printer/SI box programmer etc at the last minute before an event

-	DC brought up the issue that before an event a lot of jobs need doing at the last minute which puts a lot of pressure on the planner. It was confirmed that there wasn’t really any way to alleviate this particularly because SI boxes timing slips so they need to be programmed as close to the event as possible.
-	The suggestion was to get more people to help put out boxes on the morning of the event and that there was a huge difference between who is actually putting them out based on age/fitness. There will definitely be added to the new Planner’s guidelines, a time limit for putting out controls and a minimum number of people to help. However these issues will still depend on who the planner is and where the area is.
-	It was also agreed to add to the Planner’s guidelines, the need to use tape that is visible in half light particularly in the winter.

8	NOC Website 

Committee minutes:
 –   It was agreed that these will be put onto the NOC website after being checked by committee. Past committee meeting minutes to be looked for and then also forwarded to Ray to put on the website.
 -    This decision needs to be added into the Secretary’s Job role.

Discussion Forum:
–	This is a good idea. Everyone will look at ones used by other clubs and then feed back for the next meeting. PO to forward one from DVO/LOG.

Job Roles:
–    It was agreed that these are to be put on to the NOC website as the more open we are about things the better. When updated they will be forwarded to Ray.
-    The Volunteer Co-ordinators role is at present a co-opted committee member and will be formalised at this years AGM.

NO

NO

ALL
PO

NO	
9

	Development

-	PO is regularly having contact with other clubs regarding their development but feels NOC is slipping and relying on a small number of people, who have been voluntarily taking on roles for a considerable time now. NOC are getting left behind, particularly as LEI and DVO have recently created development strategies. It was suggested that a small group of people (not necessarily committee members) get together and discuss ways in which we can move forward with development.
-	It was suggested that a good way forward would be to produce a leaflet to advertise the club/future events and examples were shown.
-	There is money available from BOF for development that we can apply for. It is there to increase junior membership in particular.
-	It was brought up that NOC website is not user friendly for new comers. PH is going to look at other club’s websites which he feels are user friendly and forward the addresses for the ones he likes to the rest of the committee.

PH	
10

	What future is there for NOC C5N’s

-	There were only 12 people at NOC’s last night event.
-	Some people felt that this was because they tended to clash with other events too much and that they weren’t in the right place on the calendar. 
-	Many feel that they are still a good idea as long as they are at the right time of year (prior to British nights). CH therefore to check fixtures for the future to ensure this happens.
-	It was suggested that people may be put off by not having a headlamp and that it would be a good idea to a way of people being able to loan them off other members.

CH
	
11	NOC Events Board/New Membership information

-	Membership analysis 33 members not rejoined from last year as of today. 7 of those were new last year. However there are 30 new members already this year (some already BOF members but from different club). Priority is to ensure we retain these new members next year.
-	New membership information; in terms of what is sent out to new members when they join the club and what is available at events, is to be discussed at the development sub group meeting.
		
12	JOK/Club coaching clash

-	JOK has been re-arranged and now clashes with the Club coaching day. PO is going to approach Val/Eddie to help support the people we do have on the day so that AP can still compete in the JOK chasing sprint.

PO

13	Any Other Business

-	Little John relays fees were agreed - £6 per relay team and £3 if it is an all junior team.
-	BOF coaching day clashes with proposed NOC event at Wellow on 5th Nov 06, CH to look at this.
-	OCAD upgrade. There is an issue over how many courses you can do on the new demo version. Cost is approx £200 and it was agreed that if the senior mappers decide it is needed then we go ahead and buy.
-	Has a profit been made on Clumber? Need to speak to SW to get report. NO will email SW then forward to committee.
-	Thursday night club training. As summer is approaching and the booking of the gym expires at Easter there needs to be a decision as to whether we go back to running from there or stick to circuits. There has been a survey done by the regular attendees. 3 opted for a run only, but most opted for an alternative of circuits one week and then a run the next.  £xx is required to pay Eddie Nicholson each week for running the circuits. It is £20 to hire the gym and classroom each week. It was agreed that we go ahead with the majority decision and charge £1 per adult and 50p per junior per week irrespective of activity to cover costs.

CH

SM

NO	
14	Date of Next Meeting

Meeting ended at 10.38pm

The next meeting is arranged for Tuesday 6th June 2006 at 7.30pm Pauline Olivant’s house:  89 Southcliffe Road Carlton, Nottingham, NG4 1ES.