2011-04 Board Meeting Agenda

Cascade Orienteering Club July 2012 Board Meeting Minutes

Date: July 19, 2012 Location: Razzi's Address: 8523 Greenwood Ave N, Seattle; 206.782.9005; www.razzis.com Attendees: Don Atkinson, Eleanor Pachaud, Eric Bone, Jana Dvorak, Harvey Friedman, Bob Forgrave, Jennifer Flagel, Nikolay Nachev, Debbie Newell, Patrick Nuss, Glenn Rogers, Jim Siscel, Chris Whitmyre, Rebecca Jensen

Administrative Tasks: Owner: Action: Call to Order Bob 07:00:00 PM Approval of Previous Month’s Minutes Bob Jim/Debbie - Unanimous Treasurer’s Report Don As of 2012-JUN-30, we have: Checking – $14,867.00 (includes CD deposit, still owe $2344. to OUSA for A-Meet) CDs – cashed in the $10,000 CD – deposited including $743 accumulated interest CD - $5000 + ~$700 interest still exists PayPal - ~$23,000. (will switch to checking this month) In-Box Harvey $500 check from OUSA for club with most 1st time members in 2011; advertisement for medals (we have a lot left over from A-Meet)

1. Review Action Items: Did it happen? Yes or No. Discussions are later. (10 minutes max) Action Items Between Meetings Owner Status Status of jersey order cancellation Nikolay / Glenn Complete. Patrick is investigating a new jersey company. Will get a sample jersey. Fit kit items are available for sale. Leftover A-Meet shirts also available to give to top WIOL finishers. Revise actuals template to accommodate change to 8 month Budget Committee Incomplete. MUST finish 2012 budget; and prepare for new budget time line of next month. September – August 2012/2013 Add board meetings to the COC website. Eleanor Complete. Investigate printers and adapter plugs for hardware/computer Glenn No status. battery setup improvement. Be prepared for cost proposal at August meeting. Write up notes for A meet roles to share with future volun- Patrick/Chris/all... Incomplete. In progress. teers/coordinators and final financial report. Thoroughly clean finger sticks Kathy Complete. Get Peter's process documented for keeping files. Need to Eleanor No status. Website know host server where COC files are stored. meeting on 24-AUG-2012. Work with Zybnek to determine if new software solution is Debbie Debbie sent email, no possible. response yet.

1 | P a g e Install Route Gadget on website Debbie/Jan/Peter Debbie sent email, no response yet. Confirm listing resource and follow up with $15/month Bob Terry requested it, would promotion opportunity. be published on regional website. Adventures NW Publishing paid on June 6th. Rebecca and Eleanor will follow up with Terry. Receipt and plan for NOD materials from OUSA Nikolay/Jim Materials sent to Nikolay. Distribute via newcomer and finisher drawing. Discuss future of course setting skill set and volunteer Bob August limitations.

Motion 1st/2nd Votes Donate to the OUSA MTB-O Team a sum Bob/Jim – Board approved via electron- 11 Yes, 0 No, 5 Absten- of $500. ic vote prior to July board meeting. tions Approve proposal of mapping contract for Jim/Jennifer – LIDAR to come from 8 Yes, 0 No, 1 Absten- Lincoln Tree Farm with Mike Schuh as Green River; orthophoto may not be tion. mapper. Maximum of $5,000 given ap- possible but Jim will try to acquire. proximate area estimate of 1.75+ sq km. Mapping committee will review for ac- curacy and completeness. Approve proposal of mapping contract for Jim/Jennifer – no discussion. 8 Yes, 0 No, 1 Absten- Fire Mountain completion with Mike tion. Schuh as mapper. Maximum of $1,000 given approximate area estimate of .5 or less sq km.

2 | P a g e 2. Active Discussion Questions (45 minutes) 1. Registration Site Next Steps (Bob) – discussion for smaller group. What will our policy be? Tested electronic registration, went smoothly. Had a related issue with map printing/switching courses. Allows for easier volunteer registration. How do we facilitate greater use? Volunteer points should only be redeemed online. Existing coupons (unknown number) should be redeemed at COC meets until 'x' time? Is an expiration date appropriate? Few remaining so let them continue to be used. Issues: sharing points, points paying for a team/group. To be discussed with technology group. i. Differential pricing. This will come. But it needs to be simple, thoroughly vetted, and presented to the membership in a planned, coherent way. ii. Course notes. The current plan is to link back to the COC event page that will have this info. iii.Multiple purchases in one transaction (meets, family members). The need is known. Just complex. Working it as a top priority. iv.Registrants listing. This makes sense, for carpooling purposes. But probably just name & city--we will not be displaying personal contact info on the web. This means that member-to- member communication is a foundational, long-term issue that we’ll need to work through. v. Later cutoff. We may stretch this at some time to later after dinner on Thursday, but it’s best to start off early and ease it if possible than attempting a tighter deadline if needed later. 2. Camp Pigott (Bob) – All of the DNR land around the Boy Scout land was mentioned by the ranger. Bob & Jim visited; very enthusiastic ranger. Camp Brinkley and Camp Pigott (all tent) in same area. Some buildings used during winter. White and green areas. Recommendation is we should take this on as our next area after Lincoln Tree Farm. Potentially much bigger because of DNR land. North end is mostly marsh/swamp. Could run 2 days of A-Meet in this area. Map at the end of 2013 for championships in 2014. 3. Mapping Contracts (Jim) – Lincoln Tree Farm, Fire Mountain Boy Scout Camp. Distributed proposal. LTF has approved our contract for mapping; pending official signature. 4. Course Setting Guidelines (Jim) – Should Long O' be reserved for course 4 versus all of the courses? Are course setters aware of our rules for course lengths? Would naming convention/standard help set expectations? Ultimate O' doesn't have age/gender categories. Proposal: for Long and Ultra Long, set different courses by gender. As long as we offer shorter options and/or gender options are available, communicate well. The logistical challenges of this specific area played into course setting decisions. Make printed course setter notes available on site. 5. Search & Rescue (Jim) – There is a copy of the S&R procedures in the meet director handbook. Please review the existing version and bring comments to the August meeting. Post new version on website. 6. Laramie OUSA General Meeting Delegates (Jim) – COC needs to have delegates attend. When do they need to know who the delegates are? Ardis, Eric, and Tori Campbell might be going. 7. MTB-O Check Drama (Jim/Don) – We did send the donation in time and received the matching donation. 8. 2012 Digital Issue of ONA (Nikolay) – do we want to submit an article? What about Mike’s article on Eric and Rebecca? Yes, tell Mike to submit as a press release. For ONA, would one of Rebecca's videos be accepted? Nikolay will confirm. 9. Changes to the meet director's post-event reporting (Bob) – Do volunteers need to be listed on the top of the meet director's report now that volunteers are on line? Does anyone use the run times from previous meets for future meet planning that are posted on the post-event reporting? Map counts could be collected by looking at results. Allows us to reduce size of report to financial information and

3 | P a g e get rid of excel spreadsheet altogether; use online version. It takes longer to tally starts for OUSA, but more efficient for meet director. At some point, we can ask Peter to add starts in the online version. Not his highest priority. Focus on financials, get other information from alternate sources. 10. DNR survey to discuss land use around Issaquah plateau (Lake Tradition) – Nikolay will send note to listserve to request COC members participate in the survey. 11. Lynndale Park (Jim) – can we participate in a work party (6-12) if Jim coordinates it since we've never had to pay a fee? Yes.

3. Committee/Coordinator Status Reports (15 minutes) a. COMMITTEES i. Budget (Jennifer, Glenn, Harvey, Debbie, Chris): Need actual spend for January – August 2012; will create budget for September 2012 – August 2013. ii. Mapping, standing committee (Eric/Glenn): Nikolay is going to confirm whether Eric is still interested/has time for remaining on committee. UW map needs to be updated with construction updates. Bob needs to be aware for WIOL season. b. COORDINATORS i. Equipment (Gina): Reminder to budget committee to budget for new flags. Jim will provide cost estimate. ii. Series Coordinator (Chris/Patrick/Bob): nothing iii. Land Permission/Insurance (Kathy): see events listing iv. Membership (Jim): Need an alternate resource for managing the yahoo group email lists. Bob volunteered. Membership will eventually go on website. 272 Facebook likes. General membership usually slow during the summer. v. Publicity (Rebecca): based on Terry's communications with Rebecca, Rebecca is now owner of publicity. Met with Eleanor regarding advertising for winter series. Brainstormed 5 different ways to advertise. Advertising our largest events may not be the best use of resources. Focus on adults, but will still impact WIOL courses. Bob will assist with options during the winter series/review Rebecca and Eleanor's notes. More volunteers means longer start window (or more flexibility) means higher capacity. Use advertising resources to recruit volunteers. Focus on Bog Slog and National Orienteering Day. vi. Training (Eric): no update. vii. Volunteering (open): all positions are documented and available in the books; meet director needs to communicate that they are available. viii. Technology (Debbie): no update. ix. Web Host Admin (Eleanor): no update.

4 | P a g e 4. Upcoming Event Review (20 minutes) Date Event Name Location Course Setter / Meet Director / Notes July 22nd, 2012 CYCampusA #1 University of MD: Patrick Nuss Washington CS: Patrick Nuss Permission granted. Manual punch. July 28th, 2012 Seattle Night & Day Street Scramble August 18, 2012 Trioba Event Cougar, WA 24hr adventure race Sunday, August 5th, CYPaddleA #2 – Paddle O’ Union Bay CS: Rick Hood 2012 MD: Jim Siscel No permission required. August 8th, 2012 SAMM Summer Series #4 Luther Burbank Park August 25th, 2012 CYScoreA #3 North Sea-Tac CS: MD: Permission granted. 24 checkpoints – map exchange, Score O'. September 8th, 2012 Course design class Lynndale Park Tentative September 15th, 2012 CYA #4 – National Woodland Park – CS: Orienteering Day map exchange MD: Score O' Permission received. Do we need sequential beginner course? Use handout to explain future series rules. September 22nd, 2012 SAMM O’ Meet Lake Sammamish Tentative – might be earlier in September (Salmon Days) (week before NOD), or later in October September 23rd, 2012 Street Scramble September 29th, 2012 Mergeo - NA Rogaine Champs October 13th/14th , 2012 CYA #5 – Founders Day Bob's Corn Maze CS: Patrick Nuss MD: Patrick Nuss Tentative – Corn Maze? October 20th, 2012 North Am Orienteering Pennsylvania Champs October 27th, 2012 CYVampireA #6 – Lynndale Park CS: Vampire O’ MD: Permission granted. November 3rd, 2012 WIOL #1 Lincoln Park MD: Jana Dvorak Co-MD: CS: Epunch: Permission granted. November 17th, 2012 WIOL #2 Magnuson Park MD: Jana Dvorak Co-MD: CS: Epunch: Permission granted. December 1st, 2012 WIOL #3 Bridle Trails MD: Jana Dvorak

5 | P a g e Co-MD: CS: Epunch: December 15th, 2012 WIOL #4 UW MD: Jana Dvorak Co-MD: CS: Epunch: December 29th, 2012 Bog Slog St. Edwards Permission granted. January 5th, 2013 WIOL #5 Point Defiance MD: Jana Dvorak Co-MD: CS: Epunch: Depends on A.J.'s availability – may move meet date. Permission granted. January 19th, 2013 WIOL #6 Lord Hill MD: Jana Dvorak Co-MD: CS: Epunch: Permission granted. February 2nd, 2013 WIOL #7 Fire Mountain MD: Jana Dvorak Co-MD: CS: Epunch: February 16th, 2013 WIOL Champ Lincoln Tree MD: Jana Dvorak Farm Co-MD: CS: Epunch: Jim & Bob will attend Friends of Lincoln Tree Farm meeting

More Administrative Tasks: Owner: Action: Next Meeting Jennifer August 16th, 2012 – Razzi’s Following Meetings Jennifer 3rd Thursday of every month at 7:00pm 2012: September 20th, October 18th, November 15th, December 20th 2013: January 17th, February 21st, March 21st, April 18th, May 16th, June 20th, July 18th Adjournment Nikolay 09:37:00 PM

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