EDMONTON OVERLANDERS ORIENTEERING 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 Canada 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 Calgary 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 Alberta. 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.