Minutes 	
Subject	2005/2006Nottinghamshire Orienteering Club Committee Meeting
	
Date 	Tuesday 6th June , 2006
	
Time	7.30 pm 
	
Location	89 Southcliffe Road, Carlton, Nottinghamshire NG4 1ES (Pauline Olivant’s)
	
Attendees	Dave Cooke
Stephen Wright
Richard Robinson
Nicola Olivant
Pauline Olivant
Andrew Powell	
Summary	1.	Apologies	
	2.	Minutes of last meeting	
	3.	Issues arising from pre-circulated reports	
	4.	NOC Website	
	5.	Feedback from the Development meeting	
	6.	Feedback from Fixtures meeting	
	7.	Any Other Business

Item	Notes	Action by	
1

	Apologies

Helen O’Neil
Stephen Martin
Catherine Hughes
Peter Hodkinson (apology made after meeting date)
		
2

	Minutes of Last Meeting
Outstanding actions from last meeting:

•	Organisers notes still waiting to hear from Janet Evans

•	Budgets and proposed entry fees for Regional and District events are still in working process by DC, due to waiting for info from SW.

•	Planners guidelines are to be re-written - see later in minutes.

•	Publicity Person  - DC has hopefully has organised for Ash Cooke to take on this role with support from DC to start with.

•	No firm decision has been made regarding purchasing OCAD 9 at present but it is a possibility for the future.	

HO

DC/SW
	
3	Issues arising from pre circulated reports

Treasurer:
 -   Money has been transferred to pay the invoice for the new club kit.
 -   Clumber park C3 made a profit and the club finances are in a healthy state of affairs.

Team Captain:
-	SW confirmed that the payment for the club kit has been made.
-	RR to re-send email to SW to sort out payment for the Harvester relays.

EMOA:
-	Only outstanding trophy is M14 East Midlands trophy – PO to chase up.
-	There was a query as to whether we would we be interested as a club in holding the British Sprint Champs at Nottingham University campus in 2009. The committee decided we would definitely be interested.  
-	It was agreed that NOC would support the £3 EMOA levy.

Secretary:    
 -    Extra correspondence since report was issued, via email from Laura Evans requesting funding for summer tours. The committee agreed to fund a third of the cost. 
-     It was decided to scrap the current NOC membership list because it does not seem to contain all members, and ask BOF for a current up to date one to work from in future.

Mapping:     
  -   It is believed that the changes have not been made to the planner’s guidelines, so the committee do not agree to it being distributed yet. SM needs to gather all the amendments together and send out a revised version for approval by the committee.
-	SM will discuss issues and corrections to Wellow map with Peel Land Surveys.
-	PO would like to claim expenses against mapping budget for accommodation/food for Rod Postlethwaite during his mapping of the three new maps. It was agreed that PO would invoice SW.
Coaching:
 -    The Coaching day on 23rd April was run by Val Johnson on the behalf of AP. The day was a success but only LOG members came, no NOC members.
-	The second proposed Coaching day clashes with the Oxford Sprint Race. It was agreed by the committee that AP should not sacrifice his run at the Sprint race and focus on organising other more local coaching days. It was therefore agree that on October  14th 2006 AP will put on coaching day (focus on juniors).
Juniors:
–	Summer Tour selections: Laura Evans, Sarah Claxton, Fiona Claxton. James Taylor, Peter Hodkinson. 
–	JWOC selections: Rose Hodkinson 
–	World Students: Helen Palmer and Alison O’Neil.

RR/SW

PO

NO

SM

SM	
4
	Feedback from Fixtures Sub-group
-	The Thieves Wood event on 11th March has now been changed to Harlow Woods.
-	Manton and Clumber NW have been confirmed for use.
-	There is a query over the use of Silverhill for the CATI in 2007, it was suggested that the area may be too physical and not appropriate for newcomers.
-	There was a query as to whether all suitable events (eg SL) have the label ‘suitable for newcomers’ attached to them on the fixtures list on the NOC website.	

	
5

	NOC Website
-	DC has authorised any of the committee members to be able to send information to Ray Barnes to put in the website.
-	RR has designed a first draft of the website; he will forward to the committee for comments and then send to Ray Barnes for his thoughts and to confirm a time span on production. The committee would ideally like a completion date of 31st August, because they feel it is the most fundamental issue that is preventing the club moving forward. Password protected pages for assigned members of the committee need to be decided.
 -    It was agreed that a Forum is a good idea and needs to   be incorporated in the new website.

RR	
6

	Feedback from Development meeting
-	The committee agreed that having a ‘Newcomers helper’ to support increasing junior membership initiative is a good idea. PO is to find a willing volunteer. 
-	It was agreed team leaders should be emailing the secretary to say whether they require more helpers in their teams. If not allocation should be equally spread. It was suggested that their group may then be allocated and sent to them in the Welcome pack.
-	It was agreed that having a club coach available for help and discussion at the finish area of NOC events is a good idea. AP to organise that there is someone there.
-	Ash will now take on the publicity role of producing a leaflet. We will apply for money from BOF to fund this. An A5 poster and tri-fold leaflet will be produced to publicise the club.
-	It was agreed that an email information circulation list of NOC members would be useful. NO to compile email list and send initial email to members to check that they want be included. A final list will then be produced and we will decide how best to use it.
-	It was agreed that we should purchase another club tent to allow RR to take to more appropriate events. PO to order another tent exactly the same as the existing one with logo on if possible.
-	The idea of having a club jacket is a good idea but the price cost needs to be approximately £35. AP to investigate and feed back.
-	The current welcome pack needs some work; it is a good idea to move forward with this and someone needs to make a start. It is to be worked on by the development group.
-	It was agreed that we need to enforce membership cards being shown at registration and that Non- membership fees should increase by £2 as of September 2006.This information needs to be fed- back to Chris Horsewill and her team.	

PO

AP

NO

PO

AP	
7

	AOB
-	RR commented that Summer League events are too much for one person to organise, need to definitely have a support person.
-	NO asked to claim for ink cartridges and stamps – it was agreed that an invoice was to be sent to SW.
-	AGM date decided as 12th October 2006 at Bramcote Hills classroom. PO to confirm use. Treasurer, Junior, Chairman positions will be available. 	

NO/SW

PO	
8	Date of Next Meeting

Meeting ended at 10.15pm

The next meeting is arranged for Tuesday 5th September 2006 at 7.30pm Andrew Powell’s house: 19 Homefield Road, Chilwell, Nottingham, NG9 5GJ.