OVERLANDERS CLUB Annual General Meeting Saturday November 11, 2017 at 7:00 PM; Parkallen Community Hall

In attendance:

Bruce Crowther, Peter MacKenzie, Huiying You, Songpei Yang, Peter Gwinner, Marilyn and Geraint Edmunds, Judy Cornish, Matt Hryciuk, Norm Gressel, Chris Sigvaldason, Wayne Best, Mary-Ann Devries, Tom Devries, Greg Yarkie, Laurel Nikolai, Eugene Ulmer, Jim MacDonald, Kim Kasperski, Sean Robataille, Tatyana Tsoy, Beth Cornish, Robert Gilchrist, Doug Fenton, Jim Stewart, Megan Crowther, June Crowther, Cheryl and Garry Atchison

Guests: Dave Campden, Karen Stewart

Regrets: Al Nilson, Allison Bouthillier, Karen Brownlee

Peter MacKenzie called the meeting to order at 7:09 pm.

2017 AGM Agenda 1. Approval of Agenda 2. Approval of Minutes of 2016 EOOC AGM 3. Business Arising from the 2016 Minutes 4. First Call for Nominations 5. Executive Reports 6. AOA Report 7. Orienteering Report 8. Second Call for Nominations 8. Appointment of Auditors 9. New Business/Suggestions 10. Third and Final Call for Nominations 11. Volunteer Appreciation 12. Adjournment

2017 EOOC Executive  President – Peter MacKenzie  Past President - Laura Milroy  Secretary – Karen Brownlee  Treasurer – Al Nilson  Membership – Caitlin Eidick  Scheduler – Jim MacDonald  Skills/Communications/ Volunteer Coordinator – Allison Bouthillier  Mapping – Greg Yarkie . Junior Program – Geraint Edmunds  At Large – 

Thank you to Allison for all of her volunteer time given to our club. She will be stepping down from her role as Director of Communications.

1 2017 Exceedingly Important Non-Executive People  Map Printing – Kim Kasperski  Equipment – Sherry Haley  Corp Challenge – Laura Milroy  Map Formatting – Mary-Lou Hogg  SI Coordinator – Chris Sigvaldason  Casino Coordinator - Garry Atchison  Field Training - Angela Pearson

1. Approval of agenda as modified: Kim Kasperski/Peter Gwinner approved with updates. Carried.

2. Approval of minutes of 2016 EOOC Annual General Meeting: Garry Atchison/ Jim MacDonald. Carried.

3. Business Arising from the 2016 minutes  To be covered in individual executive reports.

4. First Call for Nominations  The following people have agreed to sit on the board for 2017/18:  President – Peter MacKenzie  Treasurer – Al Nilson  Membership – Caitlin Eidick  Event Coordinator/Scheduling – Jim MacDonald  Skills Development/Volunteer Coordinator – ??  Communications – Marilyn Edmunds  Schools Program/Junior Development – Geraint Edmunds  Mapping – Greg Yarkie  Secretary – Karen Brownlee  Past President – Laura Milroy  At Large -

 Equipment –  Corporate Challenge – Laura Milroy and Al Nilson  Field Training – Angela Pearson  Map printing – Kim Kasperski  Map formatting – Mary-Lou Hogg  SI Coordinator – Chris Sigvaldason 5. Reports: a) President (Peter MacKenzie):  Held meetings monthly from November – April  Thank you to all members, I have really enjoyed learning about all of the different aspects of the club.

 Goals and Strategy o To develop technical, officiating, coaching and leadership skills in our club members o To provide high-quality training opportunities for members to improve their orienteering skills o To maintain good relationships with landowners, government, other orienteering organizations and our partners o To increase our membership numbers and the profile of orienteering as a sport o To host high quality orienteering events  Projects in the Works o Work on maps updating standards, procedures and archiving (Don Riddle – AOA archiving) *ISOM (International Specification for Orienteering Symbols) updated in 2017, effective January 1 2018. o Continue to create digital orienteering photographs/video that meets FOIP requirements, for use in marketing and requests for photos or video creation. o Possible Club O-Gear. Consulted with RE: their uniforms – No-Name. Designed by FWOC club member. o Implementation of an EOOC Facebook page. New for 2017.

b) Treasurer (Al Nilson) Highlights for Nov. 1, 2016 – Oct. 31, 2017:

Audited Financial Balance Sheet as of Oct. 31, 2016:

The audited financial report for the General Account as of October 2016 are presented for acceptance at the Annual meeting. These reports have been submitted to the provincial government in September as per the Societies Act requirements. As of October 2016 the EOOC has an equity of $87,659 in the General Account. Draft summarized financial reports for the 2017 year up to October 31 are also presented for information only. These reports show an equity of approximately $105,800.

The audited financial report for the Casino Account for October 2016 is presented for acceptance at the Annual meeting. A version of this report was submitted and approved by the AGLC in April, 2017. AGLC funds are reported on a two year cycle from the date the funds are received. Draft reports for 2017 are presented for information only. This report is for internal use only. It will be transposed into the AGLC’s format in their next cycle. The reports I’ve presented show an equity of approximately $7,600 as of October 31, 2017. This value fluctuates significantly yearly.

 More detailed expense report was also provided.  Major sources of revenue for the club include school training fees, member event fees, O-Pass fees, associate memberships, Kids Run Wild fees, and casino funds every 2 years.  Major expenses for the club include: wages+EI+CPP, equipment purchases/rentals, map printing, travel for officials, food/refreshments, volunteer recognition, accommodations during prep for large events some distance from Edmonton.

Fiscal Year 2017 Report: Cash balances for October 31, 2017:  General Account balance – approx. $105,784

3  Casino Account balance – approx. $8338 o Draft reports for 2017 are presented for information only. This report goes nowhere. It will be transposed into the AGLC’s format in March. o The reports I’ve presented show an equity of approximately $8,338 on October 31, 2017, but this fluctuates yearly. Ultimately, we are required to spend all the revenues from this account within two years so there is no real equity. o Members are wondering why it is that so much money is left in the account when it needs to be spent? There is talk about the casino account vs the general account and what goes where to pay for Dorothy as well. Members are hoping that they could create a wish list with proposals for how to spend the money?

Jim MacDonald moved to accept the treasurer’s report, Kim Kasperski seconded. Carried.

c) Membership (Caitlin Eidick):

Year 2014 2015 2016 2017

Total Members 352 359 545 495

• Households 143 152 187 172

• Groups 1 1 1 1

• Kids Run Wild 102 262 ~236

New Members 172 145 319 171

Renewals 180 (200 did not 214 (138 did not 221 (138 did not 160 renew) renew) renew) Juniors (under 19) 125 106 230 198

Over 55 years 68 71 76 33

Between 20-55 years 158 182 233 233

Median Age 39 39 35 36

Male to Female Ratio % 52:48 52:48 51:49 49:51

Recreational Waivers/now 293 253 326 204 called Members for a Day Corporate Challenge 223 ~102

d) Events/Scheduling Coordinator (Jim MacDonald):

20 Wednesday events were hosted from April to September. One event was for World Orienteering Day. Attendance was low due to the massive wind storm that raged through Edmonton that day. The iOrienteering app was used as part of the event. Our Forest Season opener was hosted at Morningside. This event is a great way for Edmontonians and Calgarians to meet up since the map location is between the two cities. Perhaps other future events by EOOC or FWOC could be held at more central locations. Examples: McKenzie Crossing, Malcom-Dodd …

From May 26-28 the weekend skills development camp was hosted for ages 5-89!!. Activities were at Cooking Lake/Blackfoot PRA, and accommodation at SWC.

Other forest events included ones at Dalmuir, Smoky Lake/White Earth, and a “GOAT” at Redwater.

Our club hosted a Canada Day Event at Jubilee Park in Spruce Grove, and an “Orienteering Try it!” event as part of the ATB Tour of .

Our club was part of the EPCOR Riverfest activities – hosting several orienteering events in Devon, Edmonton, and Fort Saskatchewan.

Our Season Finale was hosted at Elk Island National Park – orienteering on a new map (Geraint and Marilyn). 33 kids and 50 adults were in attendance – orienteering on more than 10 different courses.

The largest event EOOC put on was a score event at Whitemud North on September 28th for just under 300 Junior High students as part of the EPSB's after school cross country series (The event was postponed due to poor conditions – EPSB students ended up competing twice in the week of the O event.)

e) Skills Development/Communications (Allison Bouthillier):

Officials Dorothy Penner, Dan and Christa Svenson all started on their O200 officials training.

Communications  Regular weekly emails to membership on events  Website maintenance, with news and schedule updates and the addition of the Volunteer section  Creation and distribution of Spring Newsletter  Creation of a Facebook page to generate further interest and allow non-members to keep up to date without having to check the website o Highest post “reach” was 359 people, average was 124 people o Next year’s goal will be to increase post engagement (likes / reactions / comments) – was 20% or below  Fielded questions from interested parties who contacted us via the website f) Youth Programs (Geraint Edmunds):

In the Fall of 2016 the club executive committee decided to offer Dorothy Penner a full time job working on youth programs and other assistance to the club. A contract was agreed and took effect on 1st of January. As well as Youth Programs, this report covers other activities that Dorothy was involved in.

Schools: This year the number of presentations and students increased by about 5%. The annual EPSB cross country series event this year was postponed due to weather conditions, and rescheduled at a different park on a Thursday instead of the usual Tuesday. As a result there were only 286 participants instead of the 450 expected. During the Year Dorothy also made some school yard maps.

5 Kids Run Wild: This year Dorothy tried a winter series which had only 6 registrants but the kids enjoyed it so we will try again this winter. With a number of our coaches away at the beginning of the season, a different format was tried - two back-to-back six week series in the Spring, with the first series registration being limited to numbers that Dorothy would be able to handle with less extra help. Total registration in the spring was about the same as last year, but most kids just did one of the 6 week series. Registrations in the summer camps and the Fall series were about the same as in 2016.

Kids Run Wild Forest events: The KRW registrations include one Saturday out of town in the Spring, and one in the Fall. This year for the Spring session we included it in a weekend skills development camp. We offered accommodation at the Strathcona Wilderness Centre and partnered with the AOA who organized Training for advanced orienteers, while we organized the Camp and Training for beginners and intermediate orienteers. In the Fall we organized a season finale BBQ at Elk Island Park, with activities for orienteers of all skill levels. Both these events were very successful.

Club events: At last year’s Club AGM Dorothy organized a Kids Run Wild event and included a night O for any club members who wanted to participate. She also organized a potluck social together with a skate orienteering event in January using the Rundle Park freezeway. During the orienteering season she organized three or four club Wednesday evening events including World Orienteering Day. She also gave a four-evening Learn to Orienteer course for adults early in the season.

Networking and Outreach: As well as attending various meetings with other sports organizations, community leagues etc. in the city, Dorothy put on Try Orienteering sessions as part of the Spruce Grove Canada Day celebrations and their Tour of Alberta Event. She also put on sessions in Devon, Edmonton and Fort Saskatchewan as part of the EPCOR River Valley Fest events. She made the maps for all these events.

Professional Development: Dorothy has taken various courses to become qualified to teach coaching courses so that we will now be able to offer NCCP Community Coaching courses for orienteering. She also took the classroom portion and did the electronic timing practicum for the Level 200 Orienteering Officials course.

Club support: Dorothy did most of the work coordinating with the city and other authorities to get permission to hold our events.

Financial Review: From a fairly detailed review of revenues, staff costs and other expenses for the first 10 months of the contract, we see the following:  Schools events about broke even and would have done better by about $500 if the cross country event had not needed rescheduling.

 The Kids Run wild sessions revenues covered about half the costs and needed a subsidy of about $9,700; this is covered by casino funds.

 The Skills Camp and the Season Finale made a small profit.

 Club events organised by Dorothy made a loss of about $3,000.

 The networking and outreach events had no revenue and cost about $5,300 including making the maps.

 The help with permissions plus Dorothy’s professional development cost about $4,500.

g) Field Training (Angela Pearson): • Goal is to provide high-quality training opportunities (“Barenaked” events) for members interested in improving their orienteering skills. These training opportunities emphasise: • good course design, with accurate control placement • technical, advanced-level courses • use of well-mapped areas • semi-permanent controls, allowing training on the controls outside of the organised Barenaked events • scheduling with emphasis on relatively quiet times in the Alberta racing calendar, to provide continuity in training opportunities • minimal volunteer effort, hence: • Barenaked events are usually scheduled at 2-3 days’ notice, when the coordinator has enough time to organise the event. • Training events this year, all organized by Angela and Robert.

• 2017 EOOC Training Events • Date Event Type Location Participants Organizer • Aug. 27 Forest training White Earth 8 Angela, Robert • Sept. 3 Forest training White Earth 12 Angela, Robert • Sept. 10 Forest training White Earth 5 Angela, Robert • Sept. 24 Forest training White Earth 4 Angela, Robert • Sept. 30 Forest training White Earth 3 Angela, Robert • Oct. 7 Forest training White Earth 4 Angela, Robert • Oct. 29 Forest training White Earth 5 Angela, Robert • The blueberries were exceptional this year.

e) Mapping Coordinator (Greg Yarkie):  Mapping: o Dorothy – Skate orienteering map in January. Created at Rundle park – making use of the Freezeways built in Edmonton. o Dorothy – Voyageur Park in Devon. o Dorothy – Jubilee and Central Park in Spruce Grove. o Dorothy – West River’s Edge in Fort Saskatchewan. o Dorothy – Several schools o Geraint -Redwater Natural Area o Geraint -Elk Island o Chris – Terwillegar trails for the Corporate Challenge o Geraint/Dorothy – Whitemud North updates  Blue Lake in William Switzer Park – 2016 - We hope to use this map again, possibly for an AOA Championship.  Some minor changes to city maps were performed as the need arose for Wednesday events.

Motion by Gary Atchison to accept the executive reports. Seconded by Pat Kornish. Carried.

6. Second Call for Nominations  The following people have agreed to sit on the board for 2017/18:

7  President – Peter MacKenzie  Treasurer – Al Nilson  Membership – Caitlin Eidick  Event Coordinator/Scheduling – Jim MacDonald  Skills Development/Volunteer Coordinator –  Communications – Marilyn Edmunds Peter Gwinner nominates, Marianne DeVries seconds, accepted by acclamation  Schools Program/Junior Development – Geraint Edmunds  Mapping – Greg Yarkie  Secretary – Karen Brownlee  Past President – Laura Milroy  At Large -

 Equipment – ???  Corporate Challenge –Laura Milroy and Al Nilson  Field Training – Angela Pearson  Map printing – Kim Kasperski  Map formatting – Mary-Lou Hogg  SI Coordinator – Chris Sigvaldason

7. Appointment of Auditors  Marianne Devries and Jim Stewart volunteered to be auditors for 2017

8. New Business/Suggestions  No new business.

9. Third and Final Call for Nominations  No new volunteers.

 The following people have agreed to sit on the board for 2017/18:  President – Peter MacKenzie  Treasurer – Al Nilson  Membership – Caitlin Eidick  Event Coordinator/Scheduling – Jim MacDonald  Skills Development/Volunteer Coordinator – ??  Communications – Marilyn Edmunds  Schools Program/Junior Development – Geraint Edmunds  Mapping – Greg Yarkie  Secretary – Karen Brownlee  Past President – Laura Milroy  At Large – (Possibly Robert Gilchrist)

 Equipment – Chris Sigvaldason – volunteers to take on this role for 2018  Corporate Challenge – Laura Milroy  Field Training – Angela Pearson  Map printing – Kim Kasperski  Map formatting – Mary-Lou Hogg  SI Coordinator – Chris Sigvaldason

 Peter MacKenzie declared the board elected by acclamation.

10. Volunteer Appreciation  Volunteers were presented with a choice of $40 gift certificates for Indigo, Campers Village, Track and Trail, MEC, iTunes, McDonalds, Starbucks.  Volunteers recognized: executive members, Corporate Challenge/forest event/championship personnel, City Cup organizers, auditors, Wednesday night directors, AOA board, training, Kids Run Wild Coaches  Barenaked events were organized by Angela Pearson and Robert Gilchrist.

The AOA also gave out gifts of recognition to Robert Gilchrist and Angela Pearson.

 Garry Atchison: EOOC casino chair  Wayne Best: Wednesday night director, Forest Event, AOA  Allison Bouthillier: Wednesday night director; EOOC communications  Karen Brownlee: EOOC secretary, Wednesday night director  Beth Cornish: Wednesday night director  Einar Viddal: Wednesday night director  Nicole Brenda: Wednesday night director  Jim Stewart: Wednesday night director  Greg Yarkie: Wednesday night director  Geraint Edmunds: EOOC Youth programs; Blackfoot, Camp, EI  Marilyn Edmunds: Event Volunteer  Caitlin Eidick: Wednesday night director; EOOC membership  Robert Gilchrist: Wednesday night director, training events  Angela Pearson: Wednesday night director, training events  Peter Gwinner: auditor  Sherry Haley; equipment manager  Mary-Lou Hogg: Wednesday night; printing/map set up  Kim Kasperski; map printing, Wednesday night director  Peter MacKenzie: EOOC president  Laura Milroy: EOOC past president, Wednesday night director, Morningside, Corporate Challenge  Al Nilson: EOOC Treasurer, Wednesday night director  Don Riddle: Morningside controller  Chris Sigvaldason: Wednesday night director; SI equipment coordinator; Morningside  Christa Svenson: Wednesday night director  Dan Svenson: Wednesday night director  Tom Devries: Wednesday night director  Stu Banham: Wednesday night director

11. City Cup Awards Greg Yarkie is waiting on giving out City Cup medals to recipients. Not all Wednesday stats have been accrued.  Gold: TBD

9  Silver: TBD  Bronze: TBD

12. Adjournment  Jim McDonald moved to adjourn. Meeting adjourned at 8:11 PM.  Next EOOC executive meeting Monday, December 4th at Peter’s place.