Minutes of NWOA Club Delegate Meeting
Saturday 12th March 2011
Caton Institute
Present: Bob Roach (DEE), Steve Round (SELOC), Sue Birkinshaw (MDOC), Andrew Tarr (DEE), Steve Buckley (LOC), Dick Whitworth (BL), Hamish Willis (RDO), Mike Atherton (LOC), Julian Lailey (SROC), George Crawford-Smith (PFO), Roger Jackson(WCOC), Geoff Armer (BL), Paul Turner (SELOC), Stuart Arnold (BARRO) (morning only), John Woodall (BOF Director).
The meeting was chaired by Bob Roach. Minutes were taken by Sue Birkinshaw
- Apologies for absence
Steve Fellbaum, Angela Whitworth, Sue Roome, Sue Butterfield, Matthew Cochrane - Minutes of CDM held on October 16th 2010
Agreed to be a correct record. - Position of the smallest clubs in NWOA
MEROC had submitted a statement to the meeting:
The MEROC membership debated the future of the club at length in the AGM. The number of active members has fallen below the number necessary to organise events. We came to the conclusion that the only way the club can continue is if we cease to organise events. Members who wish to will continue to orienteer under the MEROC name, and on an individual basis may offer to assist at events organised by neighbouring clubs.
Our main concern is that the club assets are not wasted, and in particular this includes the mapped areas along the Sefton coast. An enquiry was made some time ago by DEE to organise an event in Sefton, and we would be happy for them to go ahead. MEROC members will offer what assistance they can, bearing in mind that we have built up a good relationship with local landowners, and will be able to advise organisers of local restrictions.
We feel that we will be unable to routinely attend NWOA activities such as the CDM, or the organiser training which has been advertised recently. Again though, individual members might make arrangements with neighbouring clubs. The DEE/MEROC schools' league is an example where members have expressed a wish to assist in its continued existence. The club is not in financial difficulty, and will fix subscriptions to cover BO and NWOA membership only.
By not attending the CDM, we would agree to abide by any decisions affecting the club so long as it is in our capacity to do so.
DEE are considering the relationship between themselves and MEROC, and it was agreed that efforts to keep a club in existence are best made at club level.
BARRO have a small membership with too few adult members to maintain their activity programme. LOC agreed that they could do more to help, in particular to support junior development.
NWOA will continue to be aware of the problems facing small clubs. John Woodall stressed how vital it is that they keep going and mentioned that some clubs have very successful "satellites". - Lakes 5 2014
Thanks were offered to:
The members who had got local publicity by reporting the 2010 donation to the Pakistan Flood Relief Fund, Dick Towler for consulting with NW Club Chairmen about possible areas to use in 2014, Mike Atherton for analyzing the responses to a questionnaire sent out to all 2010 participants (with more than 100 replies being received) and producing a report for the meeting on criteria and suggestions for the 2014 event (attached).
It was hoped that a "new" area could be found, with funds for mapping being available within the NW.
It was suggested that one day might be designed to be especially suitable for inviting newcomers to the sport, possibly supported by Cumbria Tourism.
It was agreed that professional help might be required for the 2014 event. If an overall co-ordinator is found to be a requirement, a Business Plan would have to be submitted and agreed by a CDM. If immediate help is needed to set up the basic structure of the event (areas, car parking and provision for young families), then the Exec was given authority to fund this, with a cap of £2000. - Major events
British Orienteering Championships (BOC and BRC) May 4th – 7th 2012
Lynne Thomas submitted a report (available) that all arrangements are in hand.
"Clubs are asked to consider NOW what roles/tasks they might undertake on either day.
In particular I need to identify equipment officer (s) and an Entries Secretary"
The Partnership Agreement between NWOA and BOF has been signed. NWOA's main responsibilities under this are to deliver a top quality event and to achieve BOF's profit targets.
In response to concerns about the continuing lack of written permission from landowners, Cumbrian members stressed that requiring formal, written access agreements could be counter-productive. Formal agreement from the National Trust for Milkingstead Wood should be expected.
Getting competitors into Dalegarth remains a major concern which may require imaginative solutions if the number of competitors is high.
JIRCS 2011 and BSOC 2012 are well in hand.
Northern Champs 2012 has lost the use of YMCA land (a significant part of the High Dam area). Any help with understanding the reason for this would be appreciated. - NW O League
Agreed that the Working Party must report on lessons learned in 2011, and put in place the plans for 2012.
Spread of events, both geographically and across the year must be considered, together with terrain quality. The decision to include an event in the League must rest with the WP.
The statistics for the League should be available from the BOF Ranking Scheme at some point in the year, but it was agreed that up to £1000 could be spent if this would expedite the process. - NWOA Website
It was agreed that the new website meets the needs of the region well, and that Fixtures information is correctly to be covered only by links.
NW Officers should be on the website, but Club Officers should only be accessible via the club links.
CDM and AGM Minutes should be published (possibly as Drafts), and Exec Minutes should be published after being agreed at the subsequent meeting, edited if necessary on confidential matters - Potential NW projects
The Treasurer reported on the results of the club vote on Potential Projects as agreed at the October CDM. The highest vote had been for general grants to clubs, followed by Auto Download software, urban mapping, a "mapper in residence" and professional support to clubs. He considered that purchase of software should come from a club's development grant if the club wished to spend it in this way, and that both the mapping projects will depend on future CDM decisions. Alternative software for CompassSport Cup events will be considered.
It was generally agreed that clubs be given development grants. The Treasurer suggested a figure of £500 (GMOA £250, and MEROC to apply for theirs), motion proposed by SELOC, seconded by DEE. SROC proposed an amendment that this be doubled to £1000, seconded by WCOC. Voting For 2, against 5 so the amendment failed. The original proposal for 4, against 1, abstentions 2, so passed.
Clubs will be required to give a brief report to the AGM on their development projects.
Professional help.
A former journalist has offered to give us help in both writing press articles and advice/mentoring on getting them published. The purpose of press reporting was discussed, and agreed that it is largely to make Orientering a sport to be taken seriously, while also being useful for advertising future events.
Free-lance journalists offer their services, but the Treasurer had calculated that annual coverage in the region could cost anything from £3000 to £20,000 neither figure representing good value for money.
A member at Lancaster Business School has suggested that students on the MSc Management Course choose projects from those offered to them (deadline for this year is March 18th). We will offer a range of projects intended to help us identify what we should be offering to the world and how best to ensure that the world knows about it. The only cost would be the student's expenses.
Steve Round and Bob Roach had had a lengthy meeting with Svend Elkjaer of Sports Marketing Network and been impressed by his experience and enthusiasm. It was agreed that he be invited to come to either a CDM or a special meeting before we consider further how he could help us.
Roger Jackson had produced statistics to show how membership numbers had dropped off over the last 10 years, and talked of how the trend could be reversed. We must all consider whether the Product is both right for Members and available to the general Public.
Hamish pointed out that all sports have the same problem and that throwing money at it doesn't help.
Bob mentioned that the real problem is that the active orienteers are getting older.
Roger proposed that we undertake a major promotional effort based on the large number of Level D events that all clubs put on, often on weekday evenings. These offer a newcomer a "real" event, together with the opportunity to try a suitable course.
A web page which pinpoints events on a map, and then provides information on the selected event is a good tool. The BOF website has such a map, and our NW website should be able to link to it. Our webmaster to be asked to look into possibilities.
A mass leafleting could be effective, as could free entry for first-timers.
Other Business
BOF Development Committee.
Steve Buckley circulated a list (available) of development grants awarded in January, and encouraged clubs to apply for grants, especially those related to Community Orienteering.
Map Group. Dick Whitworth is NW correspondent member of Map Group. Map registration and assessment queries should be made to him, together with nominations for map awards.
Hamish Willis is now in place as Regional Community Orienteering Coach (North), and his role is to mentor and develop regional caching. He has a practical role and, in line with the Sport England expectation of a rapid increase in club nights, will work to greatly increase the number of UKCC1 coaches over the next year. He considers Community Orienteering to be a stepping stone to "normal" orienteering, but we also need to become training-orientated, rather than event-orientated as at present if we want to retain new members.
Grade B controllers are in short supply in the region and Dick Towler would like clubs to encourage their Grade C controllers to move up.
Date of Next CDM – 22nd Oct 2011
