Minutes of the USOF Annual General Meeting

Transcription

1 Minutes of the USOF Annual General Meeting Agenda attached: Hilton Garden Inn and University of Wyoming Conference Center Saturday, August 9, :30 pm to 5:00 pm From the USOF Board: Present Last Name First Name Init Position Vote? Y Durand Clare CD USOF President Y Y Kuhn Frank FK USOF VP Administration Y Y Kraght Gary GK USOF VP Club Services Y N Paddock Bob BP USOF VP Competition Y Y Donna Fluegel DF USOF VP Marketing & PR Y Y Minium Mike MM USOF VP Program Development Y Y Murray Valerie VM USOF Recording Secretary Y Y Luis Cristina CL USOF Board At Large Competition Y E / N Shannonhouse Robin RS USOF Executive Director & Treasurer N / E Y Teschendorf Gale GT USOF Board HEARTLAND REGION Y - vacant USOF Board Alternate HEARTLAND - N Eagleton James JE USOF Board MID-ATLANTIC REGION Y N Tolbert Ralph RT USOF Board Alternate MID-ATLANTIC A N Tullis Eric ET USOF Board MIDWEST REGION Y N Vaughan Stevan SV USOF Board Alternate MIDWEST A Y Sankus Joanne JS USOF Board NORTHEAST REGION Y N Hawkes-Teeter Susan SHT USOF Board Alternate NORTHEAST A Y Drumm Scott SD USOF Board NORTHWEST REGION Y N Sincock John JSK USOF Board Alternate NORTHWEST A Y Johnson Rosemary RJ USOF Board PACIFIC REGION Y N Irving David DI USOF Board Alternate PACIFIC A Y Hall Jim JH USOF Board SOUTHEAST REGION Y N Shannonhouse Steve SS USOF Board Alternate SOUTHEAST A Y Carr Lisa LC USOF Board SOUTHWEST REGION Y N Courtney Ralph RC USOF Board Alternate SOUTHWEST A Y Ferguson Linda LF USOF Board Member AT-LARGE Y 1

2 Y Lennon Greg GL USOF Board Member AT-LARGE Y N Martineau Stephanie SM USOF Board Member AT-LARGE Y N Beecroft Kris KB USOF Registered Agent N PRESENT: VOTE: Y = yes, N = Not present, E = executive director. Y = yes, N = no, A = alternate 2

3 1. Opening of the convention Clare Durand opened the convention at 3:05 pm. 2. Approval of agenda. Motion by Rick Worner, second Linda Kohn. Approved unanimously. 3. Report by the Credentials Committee (Jim Hall, COK; Ardis Dull COC; Peg Davis TSN) There is a quorum present: 42 delegates representing 858 members, and representing 182 members by proxy for a total of 1,040 USOF members. 4. Election of two certifiers of the minutes. Motion by Frank Kuhn, second Donna Fluegel to elect Susan DeWitt (WCOC) and Steve Gregg (BAOC), approved unanimously. 5. Motion to dispense with the reading of the minutes of the previous Annual Convention and any Federation Referendums. Motion by Eric Bone, second Judy Opsahl, approved unanimously. 6. Reports from the Treasurer and the Auditor. A copy of the Treasurer s Report was available. Clare D. will call Robin S. to make sure Cathy Yekenewicz is working on auditing the books, and that an auditor s report will be available soon. The beginning totals for 2007 do not match the ending totals for Greg Lennon came up with $217,335 to be the correct number. 7. Budget for the next financial period. Fred Veler moved to delay budget discussion, seconded, and approved unanimously. Moved to before 19, Any Other Business. 8. Election of Officers and At-large Board members. Nominations from the floor were called for, none were received. This leaves the position of Vice President Administration vacant (2 year term), which will be filled by a Board appointment. The following slate was elected by acclamation. Vice President Club Services (2 years): Gary Kraght Vice President, Marketing and Public Relations (2 years): Donna Fluegel Heartland election is still in progress. Northeast Region: Joanne Sankus (NEOC), Alternate Susan Hawkes-Teeter (EMPO) Pacific Region: Rosemary Johnson (BAOC), Alternate David Irving (SDO). At Large (3 year term): Frank Kuhn. 9. Report of the President. Clare D. Report attached. 10. Reports of the Vice-Presidents. VP Marketing (Donna Fluegel) No report VP Administration (Frank Kuhn) attached. 3

4 VP Club Services (Gary Kraght) (verbal summary attached). VP Competition (Bob Paddock) - No report, but Clare D. noted that in 2008 teams have been sent to JWOC, Trail-O and Ski-O. A new chair is needed for the Sanctioning Committee. Please let the Board know of any suggestions. VP Program Development (Mike Minium) attached. 11. Proposals from committees and Board of Directors None. 12. Proposals from member clubs. None. 13. Questions related to the Constitution and Bylaws. None. 14. Questions related to the Competition rules. None. 15. Questions related to competition meets, both national and international. No course consultants were assigned this year for events there is no Committee chair. Guy Olsen asked if e-punching for championships will be mandatory. A proposal should be brought by the regional representative to the USOF Board. 16. Questions related to USOF publications. Q. Why are publications all print versions? A. Donna F. has asked people what they want and they have indicated that they prefer paper. This needs further discussion to develop high resolution electronic versions of USOF publications. Mike M. added that there are royalty issues, and availability of e- versions would likely cut down print sales, thus avoiding paying royalties. 17. Questions related to the membership situation. Donna F. stated that around 1,100 copies of ONA are mailed out. Little change in membership over nine years. Comment from DVOA experience: the junior membership tipping point appeared to be around 15 to 20. The social aspect then improves attendance. Comment from Cascade: COC has had a school league for 26 years. 350 students signed up for the 2008 event, which is the center of the calendar, but a lot of work is involved. Recommendation for seven events in season, with ranking points. This structure helps get juniors involved. Fred Veler some outstanding juniors have come out of the Seattle school program. Donna F.: watch the Virtual Binder for changes. It will include developing information for school programs. Let Donna F. know what is going on in local clubs/schools. Clare D: each club should have someone monitoring the ClubNet for useful information. 18. Questions related to membership fees and other financial matters. 18a. (7.) The 2008 Budget is available on line in Virtual Binder. The 2009 Budget will be developed at the fall Board meeting. The total budget for 2008 is $273,

5 19. Any other business. Greg Lennon introduced discussions (a) on the Staff Transition Task Force Report (notes attached) and (b) as Mapping Chair. (a) Mapping. Greg L. asked how much interest there is in a group purchase of Lydar, which provides topographic information digitally for the best basemap. Q. Fred Veler asked why Lydar over others? A. It is a program which is more accurate than others. Mark Dominie has used it for good basemaps. (b) See attached Notes on Staff Transition Task Force Report. Peter Goodwin suggested that the issue should be on the website for comments. Straw Vote: Should the Board pursue the concept of a full time paid Executive Director? Ayes: Lots Nays: 1 Abstain: 2 Greg L. reminded the meeting that the Board needs feedback from everyone. Clare D. thanked the Task Force for all their work. (c) Clare D. reported on the Task Force on Championship Structure. The purpose is to combine the many championships now being held to ease pressure on clubs for organizing, and for travel by participants. The IOF structure is: Sprint Middle Distance Long Distance. Currently being considered: 1) Sprint Middle Long : US Champs 2) Relay, maybe with Long-O, or Night-O. Proposals will be put on ClubNet for feedback. (d) President s Awards To Randy Hall outgoing Sanctioning Committee Chair, who gave guidance to clubs putting on A meets, as well as developing the website calendar resource. To Kent Shaw for development of online event registration software, and his work on the rankings committee. 5

6 Certificates of Appreciation for all their work and support: Syd Reader Ian Harding Jerry Rhodes Joanne Sankus Gary Kraght Pacific Region Heartland Region Marketing Northeast Region Club Services Stephanie Martineau Fundraising Frank Kuhn Chuck Ferguson Janet Tryson Donna Fluegel VP Administration, 17 years on the Board Past President Website ONA, etc. Steve Shannonhouse Various tasks, including Acting Recording Secretary David Irving Frank Campbell Peter Gagarin Financial/Budget, Pacific Region JROTC Committee Team Chair Silva Award for 2008 awarded to Mark and Barbara Dominie for major contributions at the local, regional and national levels, both in orienteering and rogaine, in particular in the areas of mapping, and technical innovation. 20. Closing of the convention and announcements. Clare D. thanked Mikell Platt and Donna Fluegel for the orienteering events, both the Laramie Daze and the U.S. Champs. Motion to adjourn at 5:10 pm by Eric Bone, seconded by Gale Teschendorf., approved unanimously. 6

7 Respectfully submitted, Valerie Murray Recording Secretary 7

8 Agenda Item 6 Treasurer s Report Attached as pdf document Agenda Item 9 Report of the President attached as an MS Word document Agenda Item 10 Report of the Vice Presidents Report of the Vice President Administration attached as an MS Word document 2008 Report of the Vice President Club Services (Gary Kraght) On the topic of insurance, no news is good news the only increase is for D&O insurance (for BoD and Committees. There is a working Group drafting a policy on Background checks, so that should be in place by the end of the year. Loans have gone to the City of Lights, and to the New Mexico club. Greg Lennon is the new Mapping Coordinator. It is getting more difficult to get foreign mappers, since fewer visas are being granted, and the lower exchange rate on the dollar discourages them. The Junior Development Grant Committee has a budget of $13,500, of which $9,000 has been given out so far this year for competitive junior development, summer training and travel grants Report of the Vice President Program Development (Mike Minium) New Sport of a Lifetime brochures are now available for $15/100, less than previous versions. College Development Fund is depleted needs donations. Grant to Cal Tech to compete in the U.S. Intercollegiates World Student Orienteering Championships in Estonia. JROTC Committee. Thanks to retiring chair Frank Campbell (GAOC). Welcome to new chair: Col. Edgar Burr Paul of Apollo High School, OLOU, Owensboro, KY. Little Troll Printed new stickers Betsy Hawes is the chair. 8

9 National educational initiative No Child Left Inside is an opportunity for grants for programs, permanent courses. Girl Scout USA Convention will be held in October in Indianapolis. Volunteers are needed to staff USOF display. Trail Orienteering. World Trail O Champs: Two Paralympics participants (David Irving, Cathy Yekenevicz) Three open participants (Clare Durand, Richard Ebright, Sharon Crawford) Trail O punch cards are available from Frank Kuhn. 9

10 19(b) Notes from discussion of USOF Task Force s Professional Staff Transition Report. The Task Force was formed in May 2008 and consisted of eight members, plus Clare Durand as USOF President. The IOF, as well as many other national orienteering federations, have paid staff who promote orienteering, increase participation, both competitive and recreational. (1) Q. Does it make sense to have paid Staff? A. Community and Board feedback so far has been positive. (2) Q. Can USOF afford it? A. It does appear that USOF can support it, with fundraising, increased A-meet fees. After one or two years, it should be self-funding, but USOF support is necessary at first. (3) An outside consultant said that it is key to have coordination between hired staff and a board that meets infrequently. The Task Force sees a secondary need to change the structure of the USOF Board. (4) The Task Force Report will be modified and condensed, then either published in ONA or on the website for public comment. The Task Force will take into consideration all community feedback. The plan is to amend the bylaws at the next AGM. (5) Q. When would a hired person start? (6) A. As soon as the Board finds someone. Robin Shannonhouse (current Executive Director) started out as a skeptic, but now is wholly supportive of the plan. It seems to be just what people want. Robin s job has expanded far beyond the original job description. (7) Q. Full-time vs. half-time. A. Depends on the commitment level of the person hired and USOF. Half time may not answer needs. Other NGOs (41 in number) have full time paid staff. (8) Q. On restructuring the Board will some responsibilities shift from the Board to a hired staff person? (Guy Olsen) A. Boards more often consist of seven to nine members, not 19 as with USOF. The need for volunteers does not go away. A hired person is going to need a background in fundraising and sponsorship. (9) Q. Is there any risk in doing this? (Rick Worner) A. There is a risk of hiring someone who doesn t do what is expected, spending money in the wrong direction. Person goes off at a tangent, or promotes the wrong aspect of orienteering. (10) Q. Describe what Robin has been doing? A. Robin s current tasks are listed in the Report. Role of paid Executive Director will take over some of Robin s job, and add other tasks. Robin would retain responsibilities for membership and treasurer, as well as providing some administrative support. 10

11 (11) Q. Would like a sense from the meeting: are we heading in the right direction? (Judy Opsahl) Clare D. Is it realistic for the Board to continue to look into hiring a professional Executive Director? (12) Q. Can we find someone? (Sharon Crawford) A. Yes, there will be candidates. Experience of NGOs is that there is low turnover for this type of position (Gary Kraght) (13) Q. Should it be someone with orienteering background? A. The field is too narrow. USOF needs to look for fundraising and marketing skills. (14) Q. Would USOF fees be raised in order to fund this position? A. Yes, for the start-up. 11

12 Agenda of the USOF Annual General Meeting 1. Opening of the convention. 2. Approval of agenda. 3. Report by the Credentials Committee. 4. Election of two certifiers of the minutes. 5. Motion to dispense with the reading of the minutes of the previous Annual Convention and any Federation Referendums. 6. Reports from the Treasurer and the Auditor. 7. Budget for the next financial period. 8. Election of Officers and At-large Board members. 9. Report of the President. 10. Report of the Vice-Presidents. 11. Proposals from committees and Board of Directors. 12. Proposals from member clubs. 13. Questions related to the Constitution and Bylaws. 14. Questions related to the Competition rules. 15. Questions related to competition meets both national and international. 16. Questions related to USOF publications. 17. Questions related to the membership situation. 18. Questions related to membership fees and other financial matters. 19. Any other business. 20. Closing of the convention and announcements. 12

13 2007 Treasurer's Report College Dev Fund Beg. Balance, CDF $2, Contributions, CDF $ TOTAL College Dev Fund $3, Comp Awards Fund Beg. Balance, CAF $1, Transfers, ->CAF $3, Comp Awards shipping to clubs -$70.95 Competitive Awards -$3, TOTAL Comp Awards Fund $ Endowment Fund Beg. Balance, EnF $1, Contributions, EnF $4, Endowment Transfer -$8, Life Membership Dues $3, TOTAL Endowment Fund $ E-Punching Fund Beg. Balance, EPF $3, E-Punch rental fees $2, E-Punch Shipping -$ EP Equipment purchased -$4, TOTAL E-Punching Fund $ Insurance Fund Insurance Fees from Clubs $24, Insurance Premiums-Other -$38, Insurance Premiums:AIG Settlement $2, Beg. Balance, InsFund $66, TOTAL Insurance Fund $54, Jr. Team Fund Beg. Balance, JTF $2, Contributions, JTF $3, Transfers, ->JTF $7, Fundraising, JTF $3, Travel, JTF -$13, Team Mgmt Exp, JTF -$50.00 Travel Grant, JTF -$ T-shirts, JTF -$

14 TOTAL Jr. Team Fund $3, Map Grant Fund Beg. Balance, MGF $3, Contributions, MGF $ TOTAL Map Grant Fund $4, Map Loan Fund Contributions, MLF $30.00 Map Loans Repaid $5, Map Loan -$5, Beg. Balance, MLF $43, TOTAL Map Loan Fund $43, O' in Schools Fund Books - Redistribution $2, Contributions, OSF $ Programs, OSF -$25.75 Beg. Balance, OSF $27, TOTAL O' in Schools Fund $30, Operating Fund Beg. Balance, OF $81, Bank Charges -$34.00 Club Dues $13, Contributions, OF $6, Dues & Charter -$1, Endowment Proceeds $3, Interest Income $10, Membership Dues $29, Office Support -$12, Postage -$1, Sanctioning Fees $18, Supplies -$1, Telephone & ISP -$1, Transfers, OF-> -$15, VP Administration & Committees:AGM Expenses -$ VP Administration & Committees:Convention Grants -$2, VP Administration & Committees:Fundraising Expense -$ VP Club Services & Committees:Junior Development Grants -$13, VP Club Services & Committees:New Club Support -$18.29 VP Club Services & Committees-Other -$8.00 VP Competition & Committees:Coaching expenses -$4, VP Competition & Committees:WRE Fees -$ VP Competition & Committees-Other -$1, VP Marketing & Committees:Marketing Projects -$ VP Marketing & Committees:ONA -$24, VP Marketing & Committees:Website -$

15 VP Program & Committees -$11.00 TOTAL Operating Fund $83, Program Dev Fund Beg. Balance, PDF $5, Contributions, PDF $50.00 Program Income, PDF $71.00 TOTAL Program Dev Fund $6, Ski-O Team Fund Beg. Balance, SkiTF $13, Travel, Ski TF -$8, Contributions, Ski TF $ Transfers, ->Ski TF $2, Travel Grant, Ski TF -$ TOTAL Ski-O Team Fund $7, Sponsor & Mkt Fund Video Distribution $80.00 Beg. Balance, SponMkt Fund $8, TOTAL Sponsor & Mkt Fund $8, Team Fund Beg. Balance, TF $9, Contributions, TF $4, Training, TF -$ Transfers, ->TF $3, Fundraising, TF $10, Travel, TF -$14, Travel Grant, TF -$1, TOTAL Team Fund $12, Trail-O Team Fund Beg. Balance, TrTF $ Contributions, TrTF $ Travel Grant, TrTF -$1, Fundraising, TrTF $ TOTAL Trail-O Team Fund $ OVERALL TOTAL $260,

16 2008 Annual Report of the President of the United States Orienteering Federation USOF s Mission Our mission is to: Provide orienteering as a viable and attractive recreation choice for US outdoors enthusiasts. Promote orienteering for education, personal development, and environmental awareness. Improve the competitive performance of US orienteering athletes to world-class levels. USOF s Current Focus To increase training and competition opportunities for Juniors. How are we doing? 61 clubs provided over 43,000 individual orienteering opportunities around the country in This represented a slight decrease from 2006 levels. Our educational efforts continue to be successful primarily with JROTC units. A push due to the current USOF Focus has resulted in an increased number of certified coaches and coaching clinics. We now have a small number of level 2 certified coaches as well. Our teams are now working with a paid coach to coordinate more and higher quality training efforts. Progress is slow in increasing championship performance. While there 16

17 were some very close calls, none of the US team members made finals at this year s WOC. Measures related to the Junior Focus At last year s convention a brainstorming session was held to discuss a variety of issues related to the focus on Juniors. Out of this came a list of measures to track progress in Junior training and competition. The following are the baseline measures for 2006 and 2007 for these areas. In the next few years, we will be continuing to report on these measures as a way to determine the success of our Junior Initiatives. Number and size of Junior Training Camps (incomplete statistics based on 11 clubs reporting): Year events hours juniors Jr-hrs coaches Jr. Program , ,

18 USOF Performance in International Competition 18

19 19

20 Number of Junior Starts at A-meets, IS Champs and IC Champs Interscholastic Championships # Teams Intermed

21 JV Var Club JV Club Var

22 Intercollegiate Championships # Teams JV Var Club 6? 5 Schools

23 Number of Ranked Juniors Other Junior related USOF work includes the Junior Development Grant Program, working with Janet Porter to increase the administrative support for the USOF Junior Development team and plans to bid for a future JWOC. Challenges for the future USOF is only as good as the volunteer base that serves it. Many national level positions have been unfilled for quite some time. The Board of Directors is only that a board. We need enthusiastic members to help us move forward in our efforts. Recruiting and keeping good volunteers is a constant battle that we need to get better at. Current efforts toward hiring a paid executive director are anticipated to increase fundraising, membership, and services to clubs. In summary, we are trying hard to push USOF into a new era which is dependent on increasing our administrative support and service and growing our technically trained ranks through Junior programs. We ask for your support, ideas, and cooperation in these endeavors. 23

24 USOF is you! 24

25 VICE PRESIDENT OF ADMINISTRATION REPORT TO THE 2008 AGM FRANK H. KUHN DVOA AND FLO This is my last hurrah as Vice President of Administration. To help YOU celebrate this occasion, I am NOT going to give my report in person. Instead, you may read my report from my various Committees in the Virtual Binder, or pick up a copy on your way out, or do none of the above!! Thank you for your forbearance in my reports over the past years!!! ACTING CHAIRPERSON, NOMINATIONS & ELECTIONS COMMITTEE As the former Chairperson and more recently the Acting Chairperson, I would like to leave you with some thoughts about your responsibilities as USOF Members. The growth, success and viability of all organizations depend upon the participation and support of every single person in the organization. Here at USOF, we cannot afford to have folks standing on the sidelines while a small group of faithful folks do all of the work year in and year out. It behooves Regional Nominating Committee Members (RNCMs), Board Members and ALL other USOF Members to assume the responsibility for identifying candidates and securing their willingness to stand for election. It is well known in the world of securing volunteers that only a very small number of folks will volunteer- YOU HAVE TO ASK THEM! 25

26 With the very limited number of folks on the Club Net, it is imperative that you spread the word about the need for candidates in your club newsletters and websites. Our goal has always been to have at least two qualified candidates for each of the Board Positions up for election in a given year. The key to success of the USOF elections is the candidates that YOU identify and encourage to stand for election. RNCMs are coordinators in securing willing and viable candidates. They and individual USOF members know the best people qualified for the various positions. The RNCMs and individual USOF members need to be very proactive- the RNCMs in soliciting viable candidates, and in turn, YOU, the members, need to take the initiative in making candidate recommendations to the RNCMs. There must be a natural progression through the USOF structure. Key members in a club who have progressed through the learning and experience phases need to move up to the Board so the newer members may take their place and become the club s leaders, The bottom line is ALL USOF MEMBERS (YOU, ME, WE, US), regardless of our position in USOF, must help in the candidate identification process and then vote for the candidates we believe are the most capable of carrying on the work of USOF in the years ahead!!! 26

27 Bylaws Committee chair - Rob Wilkison other members - Francis Hogle; Dave Irving The bylaws committee's primary activities in the last year consisted of responding to questions about applications of the bylaws and related issues. A relatively quiescent bylaws committee is not necessarily a bad thing since an overactive bylaws committee usually results from structural deficiencies or turmoil in the organization. There may be proposed changes in the bylaws to be considered at the 2009 AGM, which the committee will address once the Board or another body within USOF makes a formal proposal to revise the current structure of the organization. CONVENTION COMMITTEE CHAIRPERSON: SARA MAE BERMAN CSU COMMITTEE MEMBER: ROBERT BURACZYNSKI CNYO USOF tries to have a convention every year, but this wasn't possible for this year. We do not yet have a host for However, we have gotten an inquiry from a potential host for the 2010 convention from the northwest. I have sent an invitation to consider hosting a future USOF convention to about 4 dozen USOF clubs as well as to the USOF CLUB NET, included are the Convention Guidelines. TO USOF CLUBS: Consider hosting a future convention! It provides a great tool for your own club's development by giving members an important and fun goal to work for. Your club can use a convention to engage your wider community, using it as a way to promote the sport and your club locally. For your club members, it's a great way to meet orienteers from all over the country and get the "orienteers are family" feeling, as well as spread the word that orienteering is a lifetime family activity. 27

28 FUNDRAISING COMMITTEE Chairperson: Stephanie Martineau Junior team donations leapt from $2630 in 2006 to $6248 in 2007 reflecting a real response to the appeal for support of junior programs. The Operating Fund received $9,633; this was almost double the amount received in 2006 ($5,123). These funds are available for junior programs such as the grants offered to clubs. The Endowment Fund received $5169, which was a slight drop from 2006 contributions. It is significant that the number of donors increased from 78 in 2006 to 139 in And the number of large gifts ($500 and over) doubled from the prior year. Support from USOF members is growing, and hopefully the trend will continue. The cost of the fund drive was only 1.6% of the receipts, meaning that over 98% of donations go to the programs Annual Report, USOF Grievance Committee During the year ending in the summer of 2008, the USOF Grievance received the first grievance filing in several years, pertaining to the selection of the team to the World Trail Orienteering Championships. The GC found that the published selection criteria had not been properly followed, and directed the Trail-O Committee to change the makeup of the team so as to comply with the rules. J-J Cote, RMOC, Chairman Charlie DeWeese, WCOC Dick Opsahl, NMO Nancy Niemann, HOC 28