Category Archives: Minutes

Board Meeting Minutes from February 3, 2016

Arctic Orienteering Club
Board Meeting: Wednesday, February 3, 2016

Meeting was held at Regan’s home, and called to order at 7:08 by President Trond Jensen.

Members present: Trond Jensen; Joyce Goodell; Anne Billman; Dan Billman; Shelly Laws; Jill Follett; Regan Sarwas; Chris Tomsen; Ian Moore; Cory Smith; Lia Keller

2016 Budget: Dan reports we have $6000 in the checking account to start the season. This is after paying OUSA dues. Trond sent them a hardship letter and we were awarded a discount of $400.

2016 Schedule and Meets: Anne reports activity has been fairly inactive. She is confident she can find directors for open meets on the schedule. There are 6 members probably committed to open meets currently. The Annual “Party-O” will be the meet on 6-22. We will plan on a sign up for new board members at this time. So far, no activity from the party planning committee.
Dan has stated he can provide the club with a couple white boards for club use.

Permitting: HS “O” is an ASD event, put on by ASD. AOC provides supplies, organization, set up, but ASD covers the insurance and permit on the meet. Start fees are collected by OUSA, so it was discussed that start fees should be collected for AOC members. Collecting a start fee (by OUSA) for each HS student was left open for discussion, as the meet is actually a ASD event.

Misc-Chris: He will work on exploring an option for a MatSu meet. Possibly using Crevasse Moraine, and holding the meet on a weekend. He’s also promoting Biathalon/Orienteering to the MatSu ski club.

Website: Regan is developing information for early season meet information such as basic start times, Wednesday venues, etc.

Mapping: Ian reports ERNC has spectacular terrain and looks like a fun place to try out. Starting location would be a ways away from the Nature Center (approx.. 1 mile), so a bit of a hike to the start. It would be a good venue for an advanced type meet, but not suitable for something like a HS “O”. Trond will check in with Chugach State Park Board (he’s on it) for possibilities. Barriers could be parking fees, location. Art has expressed interest in making maps around a couple schools (Muldoon Park), but no report recently from him. Trond reports area around Upper Huffman Trailhead has very good potential, and presented a rough map. We could try a “test meet” in this area. There are many trails, but some off trail terrain/vegetation could present difficulties. Cory and Trond will make a test map.

Equipment: Regan reports the equip. is in pretty good shape, and needs to purchase various small items. He will set up the 50 new controls we have for use, and retire the oldest controls. These old controls will be used for training O’s, off season courses, and also available for use by members who want to set something up. Waiver sheet will be revised for 2016 schedule, with current fees and thanks to donors on the form, as well as a spot for “mapping donations”. He will reorder 2016 meet calendars, and free pass forms, and also include a “lost and found” box.

Training: Anne reported that a family and home school group would like O training, and was willing to pay for it. Board does not do a fee for service training, and Chris T volunteered to take part in this training. Cory feels meet director training is a fun thing, but are we really accomplishing our goal of training new people. He suggests we target people who haven’t put on meets to come to training, and then we can assign them to an experienced meet director to help with meets. The goal is to set up this training (with food and beverages) early in the season. He will set up date and venue, and we will find people who want to do this training.

Other Business: Board agrees to “first time free” again for 2016, and all kids O for free, as we are again expecting the $1000 donation from Healthy Futures. Chris suggests we all get orange vests to keep in our car for any upcoming emergency. Anne brought to our attention upcoming O’s in Arizona in mid February. Jill volunteered Eric to vet any course (as he is retired) and would love to do this.

Next meeting – TBD.
Meeting adjourned at 8:45
Minutes respectfully submitted by Joyce G. Secretary

Minutes also available as PDF.

Board Meeting Minutes from December 2, 2015

Arctic Orienteering Club
Board Meeting: Wednesday, December 2, 2015

Meeting called to order at 7:25pm, at Billmans.
Members present: Trond Jensen, Regan Sarwas, Anne Billman, Dan Billman, Ian Moore, Eric Follett, Joyce Goodell, Lexi Hill, Chris Tomsen, Art Harmon and Cory Smith.

Review of October board meeting minutes, minutes approved.

Revision of 2016 schedule was presented. The schedule will not be included in the Runners Calendar. A couple changes were made. Chris suggested he and Ed Strabel team up for ideal in the Mat-Su area. Ian: a suggestion was made to have the annual meet earlier in the year to: 1) sustain the excitement of the season, and more people are around mid season.

The discussion that followed: Call it a “party”. Squeeze a 15 minute meeting during gathering. Add a couple more activities. Schedule it as a “Score-O” so everyone finishes at the same time. Good venues for this are Goose Lake; Storck Park; and Ruth Arcand. Dan suggested having a sub group party committee to plan the event. Lexi volunteered to head committee with Joyce, Anne and Jill F. to complete the committee. The requirements for annual meetings include By-laws; meeting be in the third quarter and election of officers. (we will include these req’s). A date for this event is tentatively 6-22-2016, for a “Solstice O”.

Ian reported Mapping: Discussion included map maintenance, the large amount of maps we have to manage, and the time involved for mapping. For making decisions on mapping we need a work group, developed from either within the club or outsource. Ian created (with Lidar) maps of several areal. He sees it as a good tool for defining contours and wilderness, but will need work for details. Structures, light poles, etc. need to be added manually.

For base maps, Lidar software is awesome for creating O maps with some vegetation. Undergrowth, marshes and manmade don’t show up so it needs to be added. This would be OK for areas that we don’t have yet, and we can add data. There is also software that can be added to make it more useful. Conclusion: Ians’ opinion is that between Lidar and Karttapullautin (http://www.routegadget.net/karttapullautin/) they’re good tools. He suggests we set up a trial meet possibly in the Eagle River area.

More mapping notes: Lidar creates the image and contours and if we use OCAD we need to draw the vegetation. There are several helpful tools available – Open Orienteering Mapper (free mapping) that reads OCAD, and purple pen.

Steps to make map: Lidar makes base map. Size it. Download – Open Orienteering Mapper. Then field checking, then drawing parking lots, fences, trails, etc. Ian will work on the process for making maps.

Updating current maps: Ian will work on Storck Park and Kincaid. Eric would like to help at Kincaid with his GPS hat. For the Big-O, Regan will help in the area around the stadium as many things there have changed and need to be mapped. Any people interested in mapping and improving certain areas contact Ian.

Sharing our Trail Data with outside interests when our map information is asked for: Discussion included what do we actually want to share? Possibly just map contours and trails; not vegetation; wipe out indistinct trails. In this area, we may have a potential to gain fees, as this data is valuable. Sharing our maps with the Muni could possibly benefit our club. We could use this as a way to negotiate future trail user fees for our club. How about something like a 10 year waiver for OAC trail fees through the Municipality.

OUSA recharter fees. The fees have had an increase of approximately $790 a year. This could possibly be less if we don’t own the Big-O and the High School-O since they are ADS events. We will check with Mike on this. A motion was made and approved to pay the OUSA recharter fee of $2000 up to $2500 was made and approved. This is an increase of 100% in fees. Our club could apply for a hardship. AOC cannot take advantage and benefit from OUSA’s activities because of our location. Dan and Trond will apply for the hardship.

The Board approves a check for $1661 for Muni Park user fees. Ann motions, Regan seconded.

Shelly put on an “O” meet at Kincaid for the Dimond and West ski team. 100 kids participated, and all enjoyed it. Map costs came to $31.30. Lexi moved we pay Dan for the maps. An agreement was made that in the future, please send board E-mail for prior approval for expenses to putting on individual events if you want to get reimbursed. Regan seconded. Approved for AOC to pay for maps.

Income: Dan will find the paperwork to re-apply for the Healthy Future Grant. Trond will handle the Conoco Phillips grant paperwork.

Misc:

  • OUSA AED offer: It was decided not to participate in the purchase of an AED for the club.
  • AK Safe trails: It was decided not to support the safe trails initiative
  • Art has an incomplete but useful Excel spreadsheet database of the AOC members. We will use it for help with finding meet directors. Regan will put this data on the protected area of our website.

Next Meeting scheduled for Wednesday 2-3-16. Discussion on Mapping, Schedule

Meeting adjourned at 9:29pm

Minutes respectfully submitted by Joyce Goodell, Secretary

Minutes also available as DOC.

Board Meeting Minutes from November 4, 2015

Arctic Orienteering Club
Board Meeting: Wednesday, November 4, 2015

Meeting called to order at 7:20pm, at Billmans.
Members present: Ian Moore, Cory Smith, Joyce Goodell, Ann Billman, Shelly Laws, Trond Jensen, Della Grey, Lia Keller, Art Harmon, Dan Billman, Jill Follet, and Chris Tomsen.

2016 Schedule was presented by Ann B. There are 4 proposed Ski-O’s. An idea to revise the names of the “O”s was brought up so people know what type of “O” it is.

Several meets still need directors. There was a discussion to re-arrange the schedule dates to maximize beginner turnout; also keeping in mind timing of event with terrain/snow/foliage and downfall issues. Several members are in favor of bringing Crevasse Morraine. It was discussed that if we do have an “O” at Storck park, set it as an “advanced” course. Lexi volunteered to set a Mountain “O” at Hatcher Pass, and a date of early to mid July was suggested. Ann will work up another draft of the schedule, and E-mail to board members for input.

Map Making: Possibly using “Lidar” to make base maps of the MatSu areas, and work with Ed Strabel. Maybe make a map with him, to help promote Orienteering in the MatSu area. Chris will attend the MatSu Ski Club meeting and talk with Ed regarding mapping and promoting “O”s in the valley.

Dan B proposed the idea of a MatSu Club and an Anchorage O club. Possibly put on weekend events so people of all areas can attend. Anyway, lets get the dialog going in this direction.

Trond proposed expanding maps around schools like Hanshew. Cory has worked with the O’Malley map area. More possibilities could be Bowman and Huffman elementary’s.

Develop a sub group to get new mapping started. Ian will get a sample of the “Lidar” and see how it will work out. We will follow up at December meeting.

Regarding electronic punching: Some saw no benefit; some thought it was fun. The Pros: it was a success for advanced courses; and the data information was fun the Cons: clunky gear; no validation when punching; didn’t use it enough; adds more work for the meet director, and participants need more exposure for evaluation. We will see if we can borrow it again for the early season so we can take advantage of the traditional meets.

LaTouche Pediatrics wants to sponsor an event. The discussion that followed included what expenses we need to think about: meet fee permits; trail “head” per person cost; mapping costs. Our cost per meet was estimated at 3-4$ per person. We also could ask sponsors to advertise AOC in their offices. Lia will investigate what LaTouche is willing to donate to sponsor a meet.

Shelly will set the Sprint course at Kincaid for her Ski for Kids and keep it up for a few days. The map will be posted online on our website.

Action issues for next meeting:

  • 2016 Schedule
  • Base map from Lidar to be presented by Ian
  • Mapping for 2016-we do have money for the Swiss guys

Meeting adjourned at 9:04

Minutes submitted respectfully by Joyce Goodell, Secretary

Minutes also available as DOC.

Board Meeting Minutes from 8/11/15

Arctic Orienteering Club
Board Meeting: Wednesday, August 12, 2015

Meeting called to order at 7:20pm.
Members present: Trond Jensen; Joyce Goodell; Dan Billman; Lia Keller; Anne Billman; Regan Sarwas; Mike Robinson; Kathy Farynairz.

  1. Annual meeting planning

    Bill Spencer will Run the Score-O, with the meet time 6:00–7:00pm, and the eat and meet directly to follow at the Goose Lake venue. Food picked up by Kathy; Meet directors and Donors will be recognized with etched glasses. Also recognition for this years’ trainers (Jen, Mike R and Jill F) and also Toby S. for providing use of the E-punch system. No door prizes this year. Regan will announce course winners; but also amend this after the last three traditional meets. We will distribute bring a buddy prizes at meeting.

  2. Officers of the Club

    planning to step down this year are Kathy and Mike (VP of Events) andalso Trond as president. Trond did state he may be available to run board meetings. We will hold nominations/elections at the Annual Meeting.

  3. Finance Report from Dan Billman

    The club is operating in the black, keeping a balance of approximately $2000 in our checking account. The biggest expense we have had in the past 5 years was mapping. Membership is up by 50% this year due to club marketing and recruitment. Question was asked if we need to up the meet fees, and Board decided to hold the rate structure as is, as we have more participants and are still generating income.

  4. Trial Electronic Punch Discussion:

    Pros: used for Green and Red only; it was easy; fun. Cons: to purchase something like this would burden the whole club with cost with only a portion of the members getting to use it. Also, Dan says the E-punch system is a much simpler system, but the meet director is burdened with more work. So how do we finance a system? It was suggested that if we do go ahead with this in the future, use some sort of grant to finance.

  5. Misc new business:

    On sign up sheet for 2016 season Meets, there will be a line added for an “Assistant Meet Director”, to encourage members to help put on meets and get more experience with the process. The training sessions were a great success, and many people participated. Some feedback was “helpful” and “friendly”.

  6. 2016 schedule:

    Plan to keep 4 Ski-O’s for the winter, and we will hopefully have snow, and if not, adjust. Mike presented the draft, and there was discussion regarding moving the “Big-O” and the “High School O” to Wednesday evenings. Also, the decrease the time between the breaks we had in this years’ summer schedule (two weeks), to keep momentum going.

  7. Dan Billman:

    reported that the Muni is purchasing a new Lidar Imagry system for mapping, and that the front of the Chugach Range (and possibly more areas like around the Schools) will be possibly mapped. Ian may get a copy and run one map, and or play with the program. This system makes mapping much easier and is very accurate. If maps were made around the schools, they could be used for Orienteering!

Meeting adjourned at 8:52 pm.

Minutes respectfully submitted by Joyce Goodell, Secretary

Minutes also available as PDF.

Board Meeting Minutes from 4/1/15

Arctic Orienteering Club
Board Meeting: Wed, April 1st, 2015, 7-9 pm

Meeting called to order at 7:10 pm.
Members present: Trond Jensen, Joyce Goodell, Lexi Hill, Chris Tomsen, Kathy Farnyiarz, Regan Sarwas, Art Harman, Lia Keller, Della Grey, Mike Robinson, Dan Billman, Anne Billman, Ian Moore

  1. Financial overview, Dan Billman: Club has $1500 in checking, $20,000 in savings. Dan will put numbers together regarding income and expenditures.
  2. Fee Structure: If we change the membership fees, we will vote on it at the annual meeting. Healthy futures again donated $1000 so all kids can “O” free. It was suggested that we add to the yearly form, a line for “donations” for things like the “mapping fund”. Regan agreed to change the form.
  3. Implementing the “bring a buddy” system. We now have cards printed up to hand out to individuals for “1st time Free”. We also will award club members who bring new people one ticket per new person. At the end of the season, we will have a drawing for a free season pass from the bucket of tickets collected. Tickets are in the meet box.
  4. Promo materials: We have “free for first time” cards to hand out, and also nice compact schedules of all our meets to distribute to the public, from Mike.
  5. Training schedule, Anne: One meet director training was at Billmans’ on April 22. A beginner training for Intro to Orienteering was put on by Anne before the 4-29 meet, and was well attended. More training meets scheduled: 5-20; 5-27; 6-17; 7-8; 8-5. All are Intro to Orienteering, except the 5-27 training, which is “Using a Compass”.
  6. SAR procedure: it was passed out at meeting, we will take suggestions.
  7. JBER/iSportsman pass is now $10 a season. Chris will verify where iSportsman passes are necessary.
  8. Misplaced or Missing controls, Trond: If the meet director knows ahead of time or starts getting reports of a M/M control, they will tell participants who start thereafter that there is a problem. If possible, send someone out ASAP to fix it. Still record times of finishers, null the results for season standings.
  9. FNBP: No reports. On 6/5 and 6/6 Lexi and Dela will help with the Girl Scout Encampment.
  10. AOB: Discussion of things like Pub run, O-scavanger hunt, Lia will ask for volunteers. Do something, possibly in June, on a week with no meets.
  11. Next Board Meeting August 4th, venue possibly Billmans.

Meeting adjourned at 9:12pm.

Minutes respectfully submitted by Joyce Goodell, Secretary.

Minutes also available as MS Word and PDF

Board Meeting Minutes – February 18, 2015

ARCTIC ORIENTEERING CLUB

BOARD MEETING WEDNESDAY, FEBRUARY 18TH, 2015

Meeting called to order at 7:50pm.
Members present: Mike Robinson; Trond Jensen; Dan Billman; Regan Sarwas; Lia Keller; Anne Billman; Chris Tomson; Lexi Hill

  1. 2015 Season Readiness
    1. Schedule
      1. Class-room training (scheduled for 4/28) cancelled. Instead there will be training before specific events
      2. iSportsman may cost $10/person/year. Chris to continue to liase with JBER for alternatives to access and permits
      3. Need back-up venue for Fossil Creek (6/3): Back-up #1 – Pia’s, back-up #2 -Abbot Loop Community Park
      4. Future agenda item: fee structure for 2016+
    2. Equipment
      1. Mike will update SAR sheet in meet boxes and circulate text to board members for review
      2. Do we need to update our SAR procedure?
        1. Print safety info on map
        2. Encourage everyone bring a cell phone
        3. Table discussion for next board meeting
  2. 2015 Strategy: “Better Promote Our Sport”
    1. Bring a buddy
      1. Free for buddy (1 time)
      2. Free season pass drawing (one ticket for each buddy brought)
      3. Acknowledge and award best buddy bringers (o-glass)
      4. Schedule card w/buddy system details for folks to hand out to potential buddies (Mike will make cards)
    2. Training
      1. Training schedule: not yet ready.  Idea is to have event(s) with experienced orienteers to teach newbies. Anne to develop training schedule for presentation at next board meeting.
    3. Promo materials
      1. Wallet cards with schedule (see 2.1.4 above)
      2. Have flyers to promote future events; post at earlier meets, other running events, AMH, etc.
      3. Market a specific event to a specific group (e.g. road runners, trail runners, mnt. runners, etc.). Mike will incorporate this info on schedule spreadsheet and send out for board review and comments.
      4. Have a long white course (example: Kincaid chalet to Jodphur to Little Campbell Lake and back to chalet).  Advertise to e.g. TNR and pub runners.  Lia will contact pub runners and TNR
  3. New business (as time allows)
    1. Summer intern (Dan)
      1. Tasmanian orienteering events used “interns” from Denmark to help out with events etc.  Dan thinks Alaska would be of great interest to European interns.
      2. Need well layed out plan and schedule.  Not able to do this for 2015, but 2016 would be possible.
      3. What to use intern for? Setting up training events, perform trail mapping, course vetting, etc.
      4. What is cost to AOC? Intern would pay own travel; AOC would pay for room and board and some stipend(?)
      5. What are the liabilities?
      6. Dan will contact his Danish connection for more details
    2. Policy regarding misplaced or missing controls  (tabled for future board meeting)
    3. FNBP Trails (tabled for future board meeting)
  4. Next meeting April 1st, 7:00 pm

Meeting Adjurned 9:50 pm

Board Meeting Minutes – December 17, 2014

ARCTIC ORIENTEERING CLUB

BOARD MEETING WEDNESDAY, DECEMBER 17TH, 2014

Meeting called to order at 7:10pm.

Members present: Dela Gray; Mike Robinson; Joyce Goodell; Trond Jensen; Dan Billman; Kathy Farnyiarz; Regan Sarwas; Lia Keller; Ann Billman; Ian Moore; Chris Tomson

Note Regarding Lars Spurkland: His memorial is January 4th at Kincaid. He was the President of NSAA, and a participant in Orienteering. There will be a tree dedicated to him, with ornaments made from picture of Lars. The club will make an ornament and deliver it to NSAA for the tree.

2014 thank you’s and recognitions: Cards were passed around and signed, and Trond will deliver the cards and a Club Glass, and also possibly information on our sport.

Finances. $1000 donated from Healthy Futures for 2015 so kids can Orienteer free. We will keep an eye on operating fees. ASD has high fees; MOA’s fee is usually $1/participant. BLM-fee depends on how much of the meet is on their land. Military, UAA; and APU fees are lowest. Discussion followed regarding varying the meet starting points. Also it was noted by Mike that depending on who you are working with, we may be charged different fees.

Permitting accounts for 20-30% of our expenses, then maps, then snacks.

Season Readiness. We have a few holes in the schedule for directors. Mike has some ideas of people to ask to volunteer. Trond will contact Bill for training on how to put on a ski-O. Ann will contact people to set up meet director training. Mike will again get the “O” meets into the runners’ calendar.

Regan on equipment:

  • Controls: 70-80 controls in good condition. 30 need to be repaired or retired; 30 new available. We have plenty of punches.
  • 2 tents are in usable condition.
  • We have several boxes of misc. junk, and Regan has permission from the board to clean them up/out.
  • AOC has authorized Regan to spend up to $200 to buy new bins and supplies as needed.

2015 Strategy: How does one get into the sport? What works to get someone involved. The most common thread is to bring someone to a meet (bring a buddy). Discussion followed on how to get people to meets, and continue to participate

  1. a. Have classroom training right before a meet; that is, run class-room training and beginner event on same day
  2. b. Have specific event with experienced orienteers to teach newbies
  3. Have “O” cards printed with “1 Free” meet event on it to pass out
  4. Have a third person at the table to help and encourage participants
  5. At the High School O, work on getting these kids to come back. Have o-schedule available at the High School-O.
  6. Specific meets that emphasize training events
  7. Buddy up with newbies
  8. Bring a buddy
  9. Message better to other user groups
  10. Develop partnerships (bikers, skiers, jr. nordic, mnt. runners, …)

Our Yahoo e-mail list is broken. Lia is looking into this. It was also noted that our events are not being listed in the paper (ADN); this should be fixed for the upcoming season.

Advertising:

  • Promo material for AMH, REI, etc.
  • Wallet cards with the schedules
  • Magnets with AOC information

New business tabled until next meeting:

  • Policy on misplaced/missing controls
  • FNBP Trails

Meeting was adjourned at 9:10pm

Next meeting TBD

Board Meeting Minutes – November 12. 2014

Arctic Orienteering Club Board Meeting, November 12th, 2014

Meeting called to order by President, Trond J. at 7:19pm

Members present: Lia Keller, Joyce Goodell, Dan Billman, Anne Billman, Mike Robinson, Dela Grey, Regan Sarwas, Chris Tomsen, Trond Jensen, Lexi Hill, Ian Moore

2015 Schedule:
Mike presented comparison sheets from 2013 and 2014. The 2014 season drew about 1076 participants, which is about 100 more than the previous year. The ski-O meets in 2014 were slightly better attended, possibly due to time of year.

Much discussion of timing of meets, and some switching of dates due to vegetation. Several meets have no directors, but there are several volunteers who have not signed up for a specific meet as yet. Mike will work on the permit for Bartlett-they have a different charging structure and the fee was pretty high. Mike will try and negotiate. We will attempt to get on base this coming year, and/or use Piaʼs as they are good areas. Chris would like to incorporate Jr. ROTC into a meet. It was suggested they come to our meets, and even attempt to run one at possibly Fossil Creek.

We will have a classroom training session early in the season (4-28), and tie it into the Sprint-O the next evening at UAA/APU. Jen J. will be the trainer. Anne will work on reserving the BP Center for training.

We have three field training events scheduled. More discussion on that at future meeting. Trond brought up the idea of having the end of year meeting/picnic a bit earlier and to change it up a bit. Possibly outside BBQ, something a little more diverse than we have had in the past.

Strategy Session:
The 15 ideas on the print out were all discussed. Lots of good ideas were offered. After a thorough discussion of each, all Board Members were given three “dots” to vote on the main ideas to work on. A compilation of results will be done by Trond, and summarize our priorities.

In brief, some of the ideas:
Get the word out- free for first timers again, bring a friend! Bumper stickers, tee shirts Host an “A” level meet, possibly a Ski-O, but the obstacle may be course design, so-

  • Lets ask Trond F/Bill S to put on a meet director training for ski-oʼs
  • Put on a day camp for kids, or partner with camps already in place, ie: Trailside, Parks and Rec.
  • Reduce the # of traditional meets, and increase the quality, ie: vetting, checking, better advertising
  • Short meets for beginners with helpers
  • Partner with another group for joint effort

Our next meeting will be mid December, please vote you preference on the web. We will continue the agenda at the next meeting, including:

  • Equipment Check
2014
  • “Thank Youʼs” and recognitions
  • 
Policy regarding missing or misplaced controls AOB we have pending

Meeting was adjourned at 9:10pm, motion by Dan B, Second by Dela G.

Minutes respectfully submitted by Joyce G., Secretary

Board Meeting Minutes – September 17, 2014

Board Meeting: Wednesday, September 17th, 2014, 7 – 9 pm @ Billmans

Meeting called to order at 7:10, by Trond Jensen, President

Attendees: Mike Robinson; Kathy Faryniarz; Trond Jensen; Jen Joliff; Dan Billman; Art Harmon; Chris Tomsen; Regan Sarwas; Joyce Goodell; Dela Grey

The previous meeting’s minutes were approved by Mike, Seconded by Kathy.

  • Planning for Annual Meeting:
    • Will be held at APU Mosley Center (our first plan) on October 8th. If that doesn’t work out, Mike will arrange alternate venue. The meet will be 45 minutes, 5:45-6:30. Room set up at 6:30. Annual meeting will start at 7 pm.
    • Plan is to have “map” stations, using the new areas mapped this past year, set up in different corners of the room to be used as conversational pieces during refreshments. Dan will provide his meet map from Ruth Arcand; Jen & Cory – Earthquake park, Ian- Mt. O?; Trond –
      Bartlett. Please send to Trond to enlarge into posters.
    • Karen Bronga will be asked by Trond to do the slide show, to run before meeting.
    • Prizes – Trond will donate items from care package from OUSA; Chris – Skinny Raven &
      various prizes; Joyce – Wine Stores; Kathy – Great harvest, and Sport Shop; Bill – AMH; any
      other donations from other sources welcome.
    • Joyce – Thank You cards for donors.
    • Kathy – 30 AOC etched glasses were ordered from Ellyn Brown. 22 are needed for meet directors for all sanctioned meets, and 8 left for special recognition gifts. (Healthy Futures; monetary donors, etc.)
    • The board agreed that the Gift Certificates for Directors will not be given this year due to expenses for mapping, and outstanding expenses
    • Regan – Will do the Annual Meet Results Poster and present awards, and Joyce will get the Snickers and Pizza, etc.
    • Trond – will do a Season Summary including: the three new mapped areas, Jens’ Radio Spot, School Training at the Big-O, New Jerseys
  • Art wants to discuss Youth Involvement. There was then a small discussion regarding Marketing for Mirror Lake event by Chris Tomsen, including Eagle River, the Valley and JBER. No actions noted.
  • Board Positions were reviewed, with the following results:
    • Karen Bronga will step down as VP of Media. Trond will ask Lexi Hill if she is interested in this position
    • Bill Johnson will step down as VP of Equipment, and Regan Sarwas will take the position
    • Jen Jolliff will step down as VP of Training and Ann Billman will take position
    • Toby S will step down as VP of Mapping; Trond will see if Ian Moore or Bill J are interested
    • New People at large: possibly Erik Carlson and Lars Spurkland; need to talk with these people
  • Mike and Kathy: 2015 Schedule
    • Mike did participant Stats for last year and this year. Discussed having meet director training early; possibly hold a weekend meet to include Jr. Nordic and High School Skiers
    • Hold a “Traditional Meet” at APU as an easy meet for new people over short courses.
    • There was much productive discussion, and Mike and Kathy will do revisions on schedule based on input at the board meeting
  • Other Business
    • 10 controls were lent to AK Lands, they had a successful event.
    • Trond discussed having a link to sponsors on web site; what should be the criteria to have a sponsor link on our web site?. Tabled for next board meeting for a longer discussion.
    • Next Meeting is on 10-8-1014, after the “O”.

Meeting adjourned at 9:05.

Minutes respectfully submitted by Joyce Goodell, Secretary

Board Meeting Minutes – April 16, 2014

Arctic Orienteering Club Board Meeting
Minutes by Joyce Goodell
April 16th, 2014

Before meeting was called to order, Dan and Ann gave a short overview of their recent travel to Portugal and Spain for international orienteering meets. They also let us know of upcoming meets in Tasmania in Jan 2015 for the Oceania Championships, which they also plan to attend.

Meeting was called to order by President Trond Jensen at 7:25 pm.

Attendees: Mike Robinson, Joyce Goodell, Chris Tomsen, Bill Johnson, Dela Grey, Trond Jensen, Karen Bronga, Dan Billman, Art Harmon, Lexi Hill.

The past meeting’s minutes were accepted.

Items discussed:
1. Mike Robinson on meets. On 5-6, the Big “O” needs a volunteer for the Start Table. The meet director training may be eliminated due to most directors have past experience, and the training may not have much value. Mike will get with Jen to arrange the course setting training on the schedule. Mike reported good progress on permitting, and BLM and the Muni are done. He is working to complete the other areas. Mike will send all meet directors an e-mail to remind them of specific items to be aware of.

2. Getting ready for the season. Chris brought up talking to contacts at schools to make them aware of the Big O. Mike will contact Chelsea to volunteer our services for help with the “O”. We also want to pass out our AOC cards at the table, and Mike will have specifics printed on the cards such as “kids free, and first meet free”.

3. Ski O reports. Attendence at Brongas and Spencers were low. Earthquake park and Hilltop were higher. Earthquake park map was given a good review. The board agreed to give a map (paper copy, not PFD) to an Earthquake Survivor who requested one.

4. Ian and Jenʼs proposal regarding bringing Dan Ellsworth up to put on meets and/or update maps. We discussed cost of airfare, car, R&B. This would cost us at least the seasonʼs revenue from meet fees, and we still owe $900 from our mapping project from last year. The board decided that since the new schedule is already set, and most directors have experience, help with meets would not be valuable. A couple directors that will need help are spread throughout the season. Could we as a club do some of the gross mapping ourselves? Such as Buildings, parking lots, trails using GPS references? We also discussed that possibly Dan E. could do mapping update from our GPS and field notes from home. Are we organized enough this year to bring him up? Board decided we need more time for planning, to get the most from Dan Eʼs expertise. Trond will ask Ian if we can use Dan E. for GPS and map updating, and pay him, and propose more solid projects in the future.

5. Meet Directors are asked to give all sign in sheets to Dan B. (the treasurer) for year end stats so he can start a database of participants, and also use it for “thank youʼs”, data on donations, etc. Also, please give all meet money to Dan.

6. Art was wondering what his job was as VP for membership. Bill with find him jobs! Dan E. will talk to Nancy Borroughs to clarify specific preferences and restrictions for meets held at Ruth Arcand

7. Equipment report: Bill says the clock is OK. Controls are OK, we have two complete sets, and also some spare new ones for replacements. Bill will do some research on some new directional signs as ours is not usable. AOC will reimburse him for cost of new signs. Also, do we have more “bear aware” brochures? Chris will procure some if we need them at the start table.

8. Dela: Land and Trails. At CM, Dot is trying to standardize the use permitting procedure. They are working our emergency procedures, meet notifications. Single track trails also being developed in the area. Dela will get a map for that and forward it to Ian. UAA/APU: area of NLTS and UAA drive has some construction. Short discussion of the upcoming Bragaw Extension. Dela provided diagrams. FNBP: no update on trails. Some work is (or will be done) on the swampy area of Black Bear and Moose Meadows ares. Russian Jack: Some clearing of downed trees off trails has been done (area by Pine Street.)

9. National Ski O: Trond. Discussion regarding would it be possible for Anchorage to hold this? It is held every two years, alternating between the East and West coast. In 2016 it will be on the west coast. Discussion followed of what would be the procedure to accomplish this? Formats involved. We have great venues. We would need good winter version of maps, and need to liason with NSAA for mapping and grooming. Discussed renting a SI system for punching, or update our system. Grants? ADCP? One may fit this venue. Also align it with Iditarod, Fur Rondy, and with this we may find some funds to help. Trond will follow up with lots of questions to the appropriate people.

Other Business:

  • Healthy Futures has dontated $1000 for kids orienteer free.
  • Trond is open to any suggestions for ideas and new directions for the club to take.
  • Chris T. suggested another Search and Rescue “meet” in conjunction of one of our meets. It was suggested we do it every other year, which would mean in the 2015 season. He also is granted free orienteering for his Napalese friends who come to our meets.

Our annual meeting will be 10-8-2014. Our next meeting will be 9-17-2014.

Meeting adjourned at 9:03pm. Minutes respectfully submitted by Joyce Goodell, Secretary