Minutes from 2009 BOK Annual Meeting

October 18, 2009

Budget

The budget was reviewed, and all was determined to be in order. Topics of interest:

• A-meet budget:
  • Last time, the profits were all donated to the Team.
  • The club has awards left over from last time, including medals, which will cut down on costs this time.
  • Printing costs will also be lower because there were printing issues last time.
• Membership fees:
  • The club decided to keep membership fees at the current rate.
    • Most clubs give a discount to members at events instead of covering all charges under a one-time membership fee, but the BOK method was acknowledged to be more efficient because it saves repeated registration hassle.

Board member elections

Artem and Andy were re-elected for 3-year terms. Their terms will expire in 2012.

The current board:

• Artem Kazantsev (exp 2009)
• Andy Huber (exp 2009)
• Vladimir Stemkovski (exp 2010)
• Joseph Huberman (exp 2011)
• Mihai Ibanescu (exp 2011)

Mapping

• Procedure:
  • Contact landowner
  • Evaluate parking and start areas
  • Evaluate potential for holding sprints or A-meets on the site
• Joseph has identified a new area to map, which is just past Jordan Lake, on the north side of Pittsboro.
• Patrick would like an area north of Raven Rock mapped.
  • There’s a religious camp with some land that is not very far away.
  • Al will investigate the area near Raven Rock.
• Artem and Michael will look into two areas for possible maps.

Intellectual property rights and bok maps

• The club needs a policy for people printing maps for private programs. If the program is not a 501c3 nonprofit organization, the problem is that the program is making a profit based on the work of a non-profit organization (BOK).
  • The club needs to bill them a per-map fee if they would like to print their own maps. This will be $1 for intellectual property rights and $1 for printing.
• If it is an educational program, it fits within the BOK charter and so charging is not an issue.
• Current BOK map deals:
  • Umstead
  • Bond park
    • Initially Bond Park was not interested in buying/selling orienteering maps, but staff ultimately agreed to a $50/year deal.
  • bok currently does not have a map agreement with Raven Rock.

“A” meet

• Sanctioning process is complete, but final approval for Intercollegiates is still pending.
• Scoring issue:
  • Scoring method is disputed because of the sprint-middle-long format, concerns that using a total-time scoring system could dilute the sprint results.
  • It is difficult to arrive at a perfect scoring system that will be favorable to all parties.
  • The club concluded that there are two options: either keep the sprint separate and add the total times of the middle and long, or add all three. The club voted to postpone this decision.
    • Keeping the sprint separate was proposed in order to “honor” the sprint winners while not allowing the sprint to complicate the overall scoring procedure.
    • The club further concluded that bok is not in a position to make structural decisions about the intercollegiate scoring procedure. bok will add times to determine a winner, consistent with past intercollegiate championships, unless there is an alternative scoring system devised by a usof taskforce. The only question remaining is whether or not to include the sprint in the cumulative time.
• Pre-meet runthrough:
  • Before past A-meets, there has been an entire practice meet the weekend before.
    • This allows several runners to ‘pre-run’ courses for official times while also enabling them to be available the following weekend for control hanging.
    • The club would need to secure permission from Umstead to use the park on both weekends in order to run this pre-meet.
• Parking:
  • The club will need to have members directing traffic.
  • Crabtree and Lapihio camps are the most convenient parking areas.
• Hospitality:
  • One person was assigned this job. It involves:
    • Negotiating a group rate at a hotel that can serve as meet headquarters
      • A possibility is the Country Inn, which is on the 40 side of Umstead.
      • Otherwise it would be logical to investigate hotels near Brier Creek/the 70 entrance.
    • Researching other available accommodations and their rates
    • Securing a venue for the event dinner
      • Bond Park may allow the club to use its community center for this purpose.
  • There is a googledocs spreadsheet with accommodations information from last time that may be useful for these tasks.
• Medical support:
  • The club has already arranged medical back-up for the weekend.
• Course design:
  • Joseph and Paul were assigned to course design.
• Vetters and setters:
  • Set flags accurately.
  • Verify map accuracy, especially in the vicinity of controls.
  • Be especially aware of rootstock mapping issues.
  • Check all viable attacks into the controls.
• Other jobs:
  • A googledocs spreadsheet will be posted, and club members can request specific tasks.

Scheduling

• The club will need to change the locations of two upcoming meets scheduled for Umstead North, which would otherwise conflict with the A-meet embargo.
  • Artem would prefer the meet he is directing to be moved to Umstead South.
  • Charles and Nadia were not present, but there was speculation about moving their meet to a part of Umstead near Ebenezer Church Road. They are planning to set a couple of radio controls at their event.
• The 2010 schedule of local events was outlined by Joseph with input from the club.

Tentative and Preliminary 2010 BOK Calendar

January 10 – Sprint Vladimir

February 20 – 21 – Sycamore Scramble – National “A” Meet, everyone welcome

March 13 – Night “O” at Bond Park, Mihai
March 28 – Regular Umstead North, Artem

April 11 – Advanced Raven Rock, Al
April 18 – Regular Umstead, Vladimir

May 9 – Regular Umstead, Patrik & Joseph (Mom’s half price)
May 23 – Sprint Lake Johnson, Bill

June 6 – Regular Umstead [need event director]
June ? – Advanced or Sprint [Need event director]

July ? – Sprint [Need event director]

August 29 – Advanced Schenck Forest, Vladimir

September 19 – Regular Umstead, Holly & Artem
September ? – Sprint or Advanced [Need event director]

October 3 – Advanced Umstead Greylin, Joseph & Ruth
October 31 – Regular Umstead, Mike & Joseph

November 14 – Regular Umstead Vladimir
November ? – Sprint or Advanced [Need event director]

December 5 – Regular Umstead [Need event director]
December ? – Sprint or Advanced[Need event director]