Arctic Orienteering Club
Minutes of Annual Meeting
Trailside Elementary School
September 8, 2018
The meeting was called to order at approximately 11:15am by President Mike Robinson with
10 people in attendance, more people arrived as the meeting was in progress. Mike took
notes in the absence of the club secretary. The minutes from the previous annual meeting on
September 9, 2017 were reviewed and approved.
Mike gave a president’s report focusing on initiatives the club pursued during the previous
year in several areas:
- Risk management – Adoption of some new policies & practices, still need to work on implementation in coming year.
- Mapping – Considered bringing in mappers for Eagle River Nature Center area but too expensive, exploring new version of OCAD for maps & course design.
- Finances – Currently $20k in savings, $16k in checking. Club is sustainable in terms operating each year but can not afford to take on expensive projects (e.g. outside mappers). Gathering data on impact of Kids Run Free program on budget, seeking other fund raising options (pick-click-give, grants).
- Training – Successful Boy Scout Camporee in May but we have not been able to establish relationship with ski clubs or running programs.
Two proposed changes to the bylaws were discussed and passed after minor amendments. The first proposal added wording to Article 13 on Indemnification to cover directors and meet directors in addition to club officers. The club will consider removing the exemption about gross negligence/misconduct in the future. The second proposal added Article 17 which would allow the club to establish chapters. Here are the articles that were passed as amended:
Article 13: Indemnification
Each Officer, Director, and Meet Director, now or hereafter serving the Club and his respective heirs, executors and personal representatives, shall be indemnified by the Club against expenses actually and necessarily incurred by him in connection with the defense of any action, suit, or proceeding in which he is made a party by reason of being or having been an Officer, Director, or Meet Director; except in relation to matters as to which he shall be adjudged in such action, suit, or proceeding to be liable for gross negligence or intentional misconduct in the performance of his duties; but such indemnification shall not be deemed exclusive of any other right to which such person may be entitled under any bylaw, agreement, vote of the board, vote of the members, or otherwise.
Article 17: Chapters
To promote orienteering more widely throughout the state of Alaska, chapters may be established by vote of the Executive Board upon petition of at least three members residing in a geographical area. Each chapter shall form its own organization and elect a director that will also serve as a non-voting representative on the Executive Board. The Executive Board shall establish Policy Guidelines as needed to clarify how chapters will operate in relation to the Club.
The slate of candidates for the incoming Board of Directors was presented, and the proposed candidates were approved by unanimous voice vote. The following were elected:
- President – Mike Robinson
- VP Administrative – Dela Grey
- Secretary – Joyce Goodell
- Treasurer – Dan Billman
- VP Media – Lia Keller
- VP Equipment – Regan Sarwas
- VP Mapping – Toby Schwörer
- VP Training – Shelly Laws, Jen Jolliff
- VP Events – Lexi Hill
- VP Membership – Art Harmon
- At Large – Dorn Van Dommelen
- At Large – Andy Olnes
- At Large – Mark Findlay
The cumulative results of the 2018 season were reviewed and the top place finisher in each category who was present at the annual meeting was awarded with a Snickers bars. Also medals were awarded for 1st, 2nd and 3rd place Alaskans who competed the North American Orienteering Championships in Whitehorse Yukon in August. Medals were awarded for each category/race so almost everyone who competed got a medal!
The 2018 meet directors were acknowledged and presented them with drinking glasses as tokens of appreciation.
The preliminary 2019 meet schedule was posted. Attendees were asked to consider signing up as meet directors or assistants for a given date and the map/location they would prefer to use.
The meeting was adjourned at approximately 12:10 pm.
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