Cascade Orienteering Club, February 19 Board Meeting Minutes
When:
Attendees:
Adjourn:
19-Feb-2015. Call to order, 7:10PM. Razzi’s, 8523 Greenwood Avenue North, Seattle.
Will Enger, Bob Forgrave, Debbie Newell, Patrick Nuss, Don Atkinson, Glenn Rogers, Ing Uhlin,
Angie Douglas & Harvey Friedman
9:08 PM
Motions / Votes
1st/2nd
Votes
Navy Interscholastics 2016
Bob
100%
Administrative Info:
Treasurer’s Report
Membership
1.
Owner:
Don
Ing
Action:
Checking: $46,442
Family – 106.
PayPal: $795 +$5,000 Check
Individual – 84.
Associate – 5.
Check-ins (Upcoming activity owners in bold):
a) ADMIN: Minutes approval, check-ins on finance, membership, mailbox
b) WIOL: Dash Pt update (Bob), Bob spoke with the ranger about courses and what is allowed and what
isn’t allowed. Talked about off trail vs not and social trails. The ranger has allowed advanced courses to
go off trail. Dash point actually has a zone map that lists recreational areas that off trail is allowed. Two
rules, what is allowed by state and what the local land managers want, we want to lean on what the
land managers want. Do we need to make a park rules bible for anything we learn from each event at
each park? This information should probably be kept with the land permissions book.
Champs final prep check in, Champs prep, maps done, courses vetted waiting on open volunteer spots.
There are no outstanding items
c) Results of Start set-up change. (Debbie, Ing) How did the change in start work? It seems to be working
fine, but you can still get through without checking. Like the epunch we need a dedicated team so the
start workers know the start. Convince regular volunteers to man start. We might need to add a
position to man clear or be clearer with people in understanding what they need to do. Takaway,
deputize someone at the beginning and check in vet point. Only change is to monitor more, keep
current setup. Let’s check in next month to see how it’s working.
d) Bearing 315 Newsletter. (Mike R.) No Newsletter this month, Mike R. not attending – postponed
discussion
e) Jersey order update. (Patrick) Sent check for 50% deposit, will have some extras but we are well over
half. They should arrive early April.
f) COC 2015 Calendar distribution. (Bob, Patrick) A calendar was sent out that cannot be printed standard
size. We printed a few for distribution. A new regular sheet size has been created. It goes through the
end of WIOL. A few dates are changed for the fall series. Need venues for back half, there may be a
change for the interscholastics.
g) New “Site Plan” process for permitting. (Bob, or Sherri) A lot of places want a map beforehand. They
only want start / finish / parking / bathrooms not courses. We can get this info done fast and make the
site plan / permitting process faster.
h) Equipment (other than First Aid). Inventory? New compasses? (Mike F.) Not here, locker looks good,
will follow up. New compass box by next month.
2.
Big Topics:
Ultimate O Prep. (Chris) - Have dates & venues. Are we ready?:
 Directors: We have filled two new meet directors; we are good for the first two events. Score O has a
new course designer. Considered recruiting a setter to assist but don’t think it’s necessary. We still need
a lick creek course designer. Moses Lake needs a designer. We may have board member volunteers.
Amanda is on for all 2015 events except in June, so we have to staff June 6 and June 20 with meet
directors
 Live for registrations. Roles and timing is ready on the website for registration.
 Porta potties: Lick Creek needs them and we will need two for Lincoln tree farm. We need to verify
access to bathrooms for the rest. For Moses Lake do we need additional? We could just bring additional
TP and hand sanitizer.
First Aid. (Mike F.) – Are we prepared for a real first aid emergency?:
 Serious issues could be… Anaphylactic (possibly from bee stings), concussion, snakebites in Eastern
Washington, dehydration, 911 calls. We have a first aid backpack with a big + but are we prepared for
anything big and common injuries? We normally do bandages, icy hot, at lord hill we ran out of skin
wipes for stinging nettles within 30 minutes. Bee stings? What do we do, do we need to stock an epi
pen or the new epi pen replacement? We are big enough that we need more medical care available.
We should have contacts on duty unless we are close to help. Salmon la sac is far from town and has no
cell reception, we should have a plan. At lick creek we might need EMT per the land permit. Glenn
assigned, what should we have and in what quantities. Glenn call Sheri about lick creek permit.
Nave Interscholastics 2016. (Bob) – The new Plan:
 Money from registration? Who gets it, does it even matter for us? Volunteering needs to be mostly in
their hands. We have a course design, epunch and a co-director.
 They get their enter fees and we get the public. Permit fees come out of their money. We are supplying
insurance, we could charge a dollar for day of club membership to cover this.
 The real value is building up the jrotc kids so they can run a meet outside the WIOL series. This would
be an ultimate o event.
 With an A meet or big event, the big questions are who is going to do it and where is it going to be.
These have already been decided. So why not go ahead with it? The holes that are there we have plenty
of time to fill.
 As for registration OSUA website will let you sign is a guest; we don’t want to change things in our
registration system for one meet.
 Should we have day of event registration? There will be 300 people already without public, so maybe
not. Let this be our test for pre-registration only.
 2014 jrotc did everything but results. If LAOC can do we can do it.
 L. Tree Farm/Pt Defiance/Ft. Steilacoom, not Whidbey. Open to public.
 JROTC leads; we support with Co-MD, CD, E-punch. [Yes/No VOTE]
1. VOTE: YES
 Side effect: venue, Lincoln tree farm was on WIOL #6, end of Jan then JROTC
two months later, so we need to swap out #6 to get rid of unfair advantage.
Camp river ranch? We can use it three years in a row while it’s fresh.
Volunteering. (Bob) - We have new volunteer roles list. Now what?:
 On the website you have to sign in to look at open positions, can we change that? Not with the way the
site is currently configured.
 Also on the website all events, even jersey order deadline needed volunteers on main page. We should
look into fixing this.
 Can we award volunteer points for teaching a class? YES. 1 point per half hour during an event, less
outside of an event. For a training event? All day events add avalue to the club, let’s do 20? YES.
 Allow portability of points? (More parents volunteering vs. $ risk)
o Spouses volunteering under others names. As a club we can transfer points, any proxy. Some
programming concerns to only allow positive points. Approval of proxy from proxy. Is this needed?
 Should we recognize volunteers better? The orange vests not enough, points not enough. We could
have a volunteer spotlight in the newsletter. We could have a volunteer party, or volunteer only O’
event. Awarding points is already a big deal as we are one of the few clubs that do. WIOL events are
successful because of volunteers. There are some undesirable positions, mostly because it’s hard to
volunteer and race. We could lengthen the earlier shifts and shorten the later ones to draw in
volenteers.
COC Promotion:
 How to make meets better for newcomers. Results from a survey a few years back said people don’t
know where to go when they get to an event. A parking lot greeter when we have more volunteers
would help resolve this. A kiosk would be nice later. For now the feather banner is done and ready to
print. We will phase in its use starting with a general club and check in banner.
 A hand out, we need it. Bob to do content
 Promotion at WIOL Champs: Feb 28 Night O & April 4 Score O. Let’s talk about it at champs, have a talk
during award ceremony, no longer than 3 minutes each, Glenn, Will, Mike, do it between the two
awards.
Looking Forward:
Regular Monthly Meetings
Action:
3rd Thursday of every month at 7:00pm
2015: Mar 19, Apr 16, May 21, Jun 18, Jul 16, Aug 20…
Big topics next time: Plan for online promotion of Jul 26 and Aug 15 CYA runs Event Improvement + Ideas for
making control-setting and pickup easier + periodic check-in with strategic plan.
PROPOSED 2016 NATIONAL EVENT
EVENT:
NJROTC Orienteering Championship Invitational (NOCI) + Ultimate O #1
DATES:
Sat/Sun, March 5-6, 2016
VENUES:
Lincoln Tree Farm on Saturday
Either Ft Steilacoom or Pt Defiance on Sunday + NOCI awards
Possibly something for a model event or Sat evening sprint activity?
FORMAT:
4 courses count for NOCI points/awards: Yellow, Orange, Green, Brown
2 additional courses as needed for Ultimate O and series points (White and Brown 2?)
Not an A-meet, so sanctioning and 7 courses not required.
ELIGIBILITY:
Goal is to maximize value of JROTC experience while encouraging volunteers
All JROTC (Navy or not) can run any NOCI courses. Non-Navy are non-competitive.
All public runs White, Yellow, or Brown 2. Brown 2 earns Ultimate O’ series points.
STARTS:
About 300 NOCI + 80 Public = 380
SUPPORT:
Shared responsibility, with JROTC covering most of the event functions and COC providing O-specific
expertise:






Co-meet directors: Bob Forgrave (COC) + _______?______ (JROTC)
Course design: _______?______ (COC)
E-punch: _______?______ (COC)
Land permission: (COC) with checks written by NJROTC
Registration/Start list: (JROTC) with guidance from Kathy Forgrave (COC)
Running the meet: 3 local JROTC units. WIOL veterans with volunteer history:
Spanaway, NJROTC, Dean Sevigny
Marysville, NJROTC, Randy Brasfield
Bethel, AFJROTC, Jud Kelley
BENEFITS TO LOCAL JROTC:
1. Exposure to a higher level of O competition without major travel
2. Next step in leadership training is to put on an event
3. Natural introduction to Ultimate O series of navigation boosters outside WIOL
BENEFITS TO COC:
1.
2.
3.
4.
Highly effective use of Ultimate O meet, with highest starts ever & lowest COC volunteer need
Builds a stronger base of orienteering at the south end, with ability to run events
Potentially a game-changer in youth engagement with Ultimate O
300 more starts for Ultimate O!
KNOWN COMPLICATIONS:
1. Embargo on Lincoln Tree Farm complicates WIOL. Possibly use Camp River Ranch in Jan 2016.
2. ?