East Midlands Orienteering Association Executive Committee Meeting 15th August 2011



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East Midlands Orienteering Association Executive Committee Meeting – 15 April 2013


Item No

Description

Action

Present: John Woodall, Ranald Macdonald, Viv Macdonald, Sean Harrington, Pauline Olivant, Dave Olivant, Judith Holt and Mike Gardner.
In attendance: No-one in addition

1

Apologies for Absence: Received from Ian Whitehead, Bob Haskins





2

Minute taker: Mike Gardner took the minutes.





3

Approval of Minutes of Meeting on 28th January 2013 – Should be Interland not Interlander in section 6, otherwise approved.





4a

Website version of minutes –to be published once the costs were removed from section 6.


Mike to inform webmaster

5

Actions Outstanding from previous minutes

4a - Viv had sent approved minutes to webmaster

6 – East Midland Trophies – Mike Godfree agreed to look after them

6 – Although a grant was agreed for Finn Lydon at last meeting, they did not take this up as had other grants

7 – Judith Holt did review with webmaster

8 – Bob Haskins action to let Ian Whitehead know about LEI events






6

Treasurer’s Report

The membership figures appear to be very much on target. Levies money is higher than budgeted for. In terms of grants for courses, both Derby City Council and Newark & Sherwood councils had provided funding had reduced the needs to pay for some coaching. Monies had been paid out for the 8th December conference. There will be some costs for the Planners / Controllers event in April, and there is Novice Mappers Training course to be funded. The main expenditure has been the English Orienteering Association membership.


Discussion took place on the funding of the East Midlands Junior Squad. It was recommended that Viv and Pauline should discuss the best way to ensure the squad has the funding necessary and how to manage the funds in the future (which accounts need to be used and whether there should be a separate account). It was recommended that there should not be a surplus made on any of the events but that the funding was available to assist the Junior Squad.
Grants – No new grant applications had been received.



Viv and Pauline to talk to Robert about best way to set up and manage the Junior Squad finances in the future


7

Correspondence

The latest BO Rules had been received and would be discussed at the Planners / Controllers conference at the end of April.







8.

Fixtures

(a) EMOA League 2013

The first 7 events had taken place already and the remainder of the 2013 events are listed below:

18 May – Swithland – (LEI)

2 June – Cromford (DVO)

16 June – Burbage (LEI)

8 Sept – Hardwick (DVO)

12 October – Bestwood (NOC)

13 October – Kedleston (DVO)

27 October – Ratby (LEI)

10 November – Thoresby North – (NOC)


  1. December – Walesby (NOC)

29 December – Outwoods (LEI)
The scoring for the EM League will remain as is at present.

However, Judith will talk with Ursula about what she would need if changes were required

Mike Gardner to talk to Dave Nevell about how scoring could be changed while maintaining current tools.
(b)2013 Urban League

The Urban League events identified for 2013 so far are:



  • EMUL 1 Sunday 12 May: Chesterfield (DVO)

  • EMUL 2 Saturday 8 June: Nottingham University (NOC)

  • EMUL 3 Sunday 21 July: Buxton (DVO)

  • EMUL 4 Saturday 31 August: Lincoln City (LOG)

  • EMUL 5 Sunday 6 October: Stamford (LOG)

  • EMUL 6 Saturday 23 November: Ashby-de-la-Zouch (LEI)

It is hoped we can encourage clubs to run 2 events each in 2014.

(c) Night League

We will try to include a Night League when possible



(d) Future Major Events in EMOA:


  1. British Sprint Championships 2013 – LEI - April 20th at Loughborough University.

  2. British Middle Championships 2013 - DVO - April 21st at Stanton Moor. Site visit has taken place.

  3. Yvette Baker Trophy Final 2013 - LOG - July 7th - Belton Park – site visit taken place. (LOG looking for new controller due to illness of current controller)

  4. British Schools Championships 2013 – DVO – November 17th at Shipley Park

  5. East Midlands Champs for 2013 will be at LEI Spring Cottage event on 24 November.

  6. The 2014 East Midlands Champs – Most likely event would be Cademan Woods on 6th April.

A request had been made to host the Midland Champs in 2014. Club Reps to ask if any club wants to take this on in 2014 (it would be East Anglia’s turn)





Judith to talk with Ursula about what she would need if changes were required
Mike Gardner to talk to

Dave Nevell about how scoring could be changed while maintaining current tools.



Club Reps to ask if any club wants to take on Midland Champs in 2014

9

Development – Ranald stated that numbers are low for the Planners / Controllers course in a couple of weeks. The event will still go ahead but would like more engagement.
Discussion took place for how we could get this engagement (is it best to have on an evening after a summer evening training, on a Sunday after an event, etc? It was suggested that we might want to consider using something like surveymonkey to ask people what they would prefer. Highlight the link in EMEWS and see what the responses would be.
Dave Olivant is organising the Novice Mapper Course for 28th Sept / 5th Oct at Riseholme College. There are still further spaces available.
Dai Bedwell had a proposed a series of coaching sessions based on summer league events. We will publicise these in a mini-EMEWS newsletter. Hilary to provide details to Mike.


Dave Olivant to provide details of Novice Mapper Course for a mini-EMEWS
Hilary Palmer to provide details of Dai Bedwell Coaching for mini-EMEWS



10

EMOA Committee

We are still finding it difficult to find anyone to be officials next year. All reps were encouraged to continue looking for folk prepared to fulfil the roles.


Ranald agreed to pull together a short article for EMEWS highlighting that the roles need not be onerous. Could we move to suit the attendees, have committee with just club reps, etc.


All members of the committee to continue to see if officials can be found and also to give consideration to a different model of operating, if this proves necessary
Ranald to write article for EMEWS


11

EMEWS

It was agreed we should delay the next EMEWS until we had a report on the Officials Conference at the end of April


Meanwhile a mini-newsletter should be sent out advertising the Novice Mappers Course and Dai Bedwell coaching


Mike to send out mini-newsletter this week and then get out EMEWS in Mid-May

12

Any Other Business

Mike raised a concern he had raised to him from a number of Juniors. They had seen other competitors being shadowed (and heavily directed) on some of the short courses and these folk were scoring highly in the EM League. We do not want to stop shadowing as this can be a safety issue for the very young but need to think about whether we should have shadowed competitors identified in the League so can see those who are sole competitors. For now we will start by encouraging shadowing without involvement. Also we will look in to whether could score the shorter courses as shadowed and unshadowed.


Judith presented Pauline Olivant with a bunch of flowers to thank her for all her work as Community Development Officer now that she is retiring. The EM Committee recorded a formal thanks to Pauline for all her work in this role.

Mike to include short article in EMEWS on the shadowing on junior courses
Judith to talk to Ursula about whether can break out shadowed and unshadowed competitors in EM League



13

Dates and venues for future meetings:

All meetings to be held at the Pace Room, St Mary’s Church, Clifton Village, Nottinghamshire at 7.30 p.m..

15th July 2013

AGM – 16th September



John Woodall to book hall for AGM on 16th Sept (confirmed by later email he had done this)







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