INTERNATIONAL ORIENTEERING FEDERATION

Transcription

1 INTERNATIONAL ORIENTEERING FEDERATION Minutes of COUNCIL MEETING No. 183 Place Warsaw, Poland Date 20 January 2017 / 08:30 17:00 21 January 2017 / 14:00 17:30 Participants Leho Haldna (LH) President Astrid Waaler Kaas (AWK) Senior Vice President Michael Dowling (MD) Vice President Mikko Salonen (MS) Vice President Owe Fredholm (OF) Member Vincent Frey (VF) Member Tatiana Kalenderoglu (TK) Member Niklaus Suter (NS) Member Maria Silvia Viti (MSV) Member Dominic Yue (DY) Member Laszlo Zentai (LZ) Member Tom Hollowell (TH) CEO Hans Jørgen Kvåle (HJK) Marketing Manager David Wästlund Sports Administrator Malin Fuhr (MF) Communications and Global Development Kirsty McIntyre (KM) Anti-doping Officer/Office Administrator Excused: Niklaus Suter (NS) Member 1 Opening President Leho Haldna welcomed the members and declared the meeting opened. Council member Nik Suter had sent apologies that he unfortunately could not attend the meeting due to illness. 2 Approval of the agenda The agenda was approved. It was noted that additional items may be added during the course of the meeting, particularly items needing to be addressed as a consequence of the commission meetings being held in parallel. 3 Approval of previous minutes 3.1 Minutes of Council meeting 182 The minutes of Council Meeting No. 182, held on October 2016 in Aarau, Switzerland were approved as true records of that meeting.

2 2 4 To note decisions taken by since Council Meeting No Decisions taken by Council 16 December 2016: Council unanimously approved the IOF statement about the McLaren report part 2, regarding systematic doping in Russia, for publishing on the IOF website and communication to stakeholders. 22 December 2016: Council approved the appointment of the following additional Commission members, 9 Council members in favour with 2 members missing; Environment Commission Ethics Commission Map Commission Reg and Youth Development Comm Rules Commission Trail Orienteering Commission Kris Beecroft (USA) Anna Samelius (SWE) Kirre Palmi (FIN) Robert Ditz (AUT) Christer Carlsson (SWE) Johanna Mikkelä (SWE) Felice Büchi (SUI) Joaquim Margarido (POR) Dusan Furucz (SVK) 10 January 2017: By voting 10 in favour, none against, and with one abstention, Council decided to nominate Secretary General Tom Hollowell for election to the ARISF Council at the upcoming ARISF General Assembly. 4.2 Decisions taken by the ESB 26 October 2016: The ESB unanimously approved the appointment of Anke Dannowski (GER) as Senior Event Adviser (SEA) for the European MTBO Championships and World Masters MTBO Championships in Hungary in October 2016: The ESB unanimously approved the appointment of Milan Meier (CZE) as Senior Event Adviser (SEA) for the MTBO World Cup Final in Portugal in October 2016: The ESB unanimously approved the appointment of Magnus Wallenborg (SWE) as Senior Event Adviser (SEA) for the World MTBO Championships in Denmark in October 2016: The ESB unanimously approved the appointment of Lars Lystad (NOR) as Senior Event Adviser (SEA) and Sindre Haverstad (NOR) as Event Adviser for the SkiO World Cup round 1 in Finland in December October 2016: The ESB unanimously approved the appointment of Sixten Sild (EST) as Senior Event Adviser (SEA) and Arkadii Vedin (RUS) as Event Adviser for the European SkiO Championships/Junior World SkiO Championships in Bulgaria in 2018.

3 3 5 Correspondence 5.1 International University Sports Federation (FISU) New sports programme structure TH reported on correspondence received from FISU regarding the restructuring of FISUs programme for World University Championships. The correspondance received from FISU confirms the strong position of both orienteering and ski orienteering in the World University championships programme. 5.2 International Military Sports Council (CISM) New President of the CISM Orienteering Committee TH reported on correspondance received from CISM that Lars Gerhardsson (SWE) was appointed the new President of the CISM Orienteering Committee, replacing Harald Østbye (NOR). TH also reported that a meeting had already been held with Lars Gerhardsson about future cooperation. 5.3 Association of IOC recognized International Sports Federations (ARISF) General Assembly and Council Elections LH gave the Council background information about the decision to nominate Secretary General Tom Hollowell to the ARISF Council. 5.4 Japan Orienteering Association (JOA) regarding World Masters Games (WMG) and World Masters Orienteering Championships (WMOC) President s report Council agreed that this letter would be discussed in connection with agenda item LH reported from meetings held with the IOC (October 17, 2016) and in connection with the annual International Federations (IF) Forum (9-11 November) in Lausanne, Switzerland. Meetings had been held with ARISF, the International World Games Association(IWGA), the International Masters Games Association (IMGA), FISU, the International School Sports Federation (ISF), the International Ski Federation (FIS), and the Local Organising Committee of the Youth Olympic Games Lausanne 2020 (YOG 2020). He also reported that he had been involved in sponsorship meetings and in several discussions with commission chairs regarding the composition and working of their commissions. A few follow-up items from the report were discussed. ARISF President Rafaele Chiulli had shown interest in visiting an orienteering event. It was agreed that MSV would follow-up by inviting Mr Chiulli to a relevant local event in Italy, potentially in connection with World Orienteering Day. TH would send a copy of the signed Memorandum of Understanding with the ISF to all Council members. DY, LH and TH would discuss how a visit could be planned to China based upon recent developments in the Orienteering Association of China (OAC), regarding Beijing 2022.

4 4 TH reported that unfortunately news had been received from YOG 2020 that it would not be possible to include ski orienteering in the event due to financial pressures. COUNCIL WORKING PRACTICES 7 IOF Organisation 7.1 IOF Organisation Structure LH presented the updated organisation chart for the IOF. It was commented that Event Advisers, Regional Coordinators and the IOF Anti-doping panels should be added to the chart as they could be considered part of the organisation. LH would update. LH presented the final division of responsibilities between Council members. 7.2 Office Responsibilities TH presented the Personal Activity Plans which each Office personnel had produced in accordance with the Activity Plan. 7.3 Commission remits MS presented the remits which had been discussed and agreed with each Commission chairperson. Council approved the remits for all Commissions except SkiO Commission (SOC). The SOC was planning to review the remit at their meeting scheduled in connection with the European Ski Orienteering Championships (ESOC) February 10. Council therefore delegated the responsibility for approval of the SOC remit after that meeting to MS. MS would follow-up with all commissions regarding the assignment of roles and remit tasks within the commissions. MS proposed that the next step in improving Commission remits would be to create a job description for Commission chairs. MS was tasked with creating a proposal for this. 7.4 Commission Membership Council reviewed the commission composition for the period The following new commission members were approved: Environment Commission (EnvC) FootO Commission (FOC) Map Commission (MC) MTBO Commission (MTBOC) Luís Quinta-Nova (POR) Raúl Ferra (ESP) Ece Onar (TUR) Petteri Muukkonen (FIN) Adrian Uppill (AUS) Timo Laurila (FIN)

5 Ursula Häusermann (SUI) was confirmed as the new Chairperson of the MTBOC, and would also be the MTBOC representative in the Rules Commission (RC). 5 8 Ethics Nonimnations had been received from the member federation in Turkey about a potential new member of the IT Commission (ITC) and a new member of the Regional and Youth Development Commission (RYDC). These nominations were sent to the respective commissions for recommendation. Thomas Gloor (SUI) had announced his resignation from the MC, and SUI had stated that they would nominate a replacement candidate. None had been received at the time of meeting. RYDC had a need to recruit a number of new members in the commission and were working on an analysis of needed skills which would be used to recruit appropriate members. The SOC would need a new Chairperson appointed and this would be discussed within the commission at their meeting in February. 7.5 Introductory package LH noted that there was a need to update and renew the IOF Introductory package. AWK had worked on a new structure for the package, which would be divided into 3 separate documents: 1. Introduction to the IOF (target group: external audiences) 2. How the IOF works (target group: member federations) 3. Working within the IOF (target group: Council, commissions, employees) AWK presented a first draft version of documents 2 and 3 for Council review and comment. Following comments from Council it was agreed that TH would now finalize these documents for publication by mid-february MD and MF had begun work on document 1 and would also work on finalizing this as soon as possible. 7.6 Appointment of IOF Anti-doping panels Council made the following appointments in accordance with the IOF anti-doping rules. For the period : TUE Panel: Olli Heinonen (chair), Christer Rolf, Thomas Reynolds Doping Review Panel: Kirsty McIntyre (chair), Olli Heinonen, Wendy Dodds Doping Hearing Panel: Hilkka Salmenkylä (chair), Christer Rolf, Jakob Mørkeberg (Antidoping Danmark) 8.1 Honorary Legal Adviser Council appointed Ari-Pekka Koivisto (FIN) Honorary Legal Adviser to the IOF.

6 8.2 Ethics Panel/Commission working structure 6 MS reported on his communications with the newly appointed Ethics Commission members. The Commission had not yet had its first meeting, but it was planned for January 29th. 8.3 Register of Interests TH presented the status of the Register of Interests in accordance with the Code of Ethics and Conflict of Interests policy. About 30 persons had registered their interests and this would be followed up further at the Joint Meeting. The Register had been published on the IOF website and would be updated there whenever changes in registrations were notified to the IOF Office. 9 Planning of the IOF Joint Meeting Council reviewed the agenda and presentations for the Joint Meeting to be held Saturday 21 January 9:00-12:00. The main topic of the meeting would be discussions regarding the IOF Strategic Directions for the time period Input would be gathered in group discussions. 10 Follow-up of Activity Plan TH presented briefly his evaluation of progress towards the Activity Plan goals. Progress was being made in most areas. Council then met in group discussions to further discuss appropriate continuing actions and prioritisation. The group discussions were documented for actions by the Council. 11 Strategic Plan Finance AWK presented the feedback which had been received via the consultation round with member federations, commissions and individual responders on the initial draft of the new Strategic Plan. This feedback had been fed into the presentation and working group discussions for the Joint Meeting. Based upon the Joint Meeting discussions AWK was to update the draft Strategic Directions for the April Council Meeting. This draft would then be sent out for consultation in preparation for the Presidents Conference in July Sponsorship Report HJK and TH presented the current status of sponsorship sales work. Focus for the latest period had been on World Orienteering Day Event Sponsors. This work had been successful in that 5 Event Sponsors had been contracted although some were for the provision of products and services vs pure cash sponsoring. The products and services were all related to ensuring the success of the WOD project. Offers were also sent to several new sponsors for the World Orienteering Championships and answers were hopefully forthcoming soon. One of the new potential agreements was with an agent for a betting company and HJK/TH sought quidance from Council on any ethical issues related to having sponsoring or

7 7 advertising from betting companies at WOC. The current sponsor policy did not exclude betting companies from potential sponsoring. An investigation had been done about where it was legally allowed to present such sponsors and had been taken into consideration in the offer. A Council majority approved that the offer could be made in accordance with the current sponsor policy, as long as legal duediligence was carried out. AWK and MS requested that it be noted in the minutes that they were opposed to approval of the offers being made Financial Report and forecast 2016 TH presented the preliminary Income & Expenditure report for full-year The final result and Auditors report would be ready for the April Council meeting. The report showed a negative result of approximately 37 teur for the full year. The primary sources of the deficit were: Sponsorship Sales not meeting targets. Expenses for Event Advising had increased. New costs for IT systems which were not in the original budget. Higher staff costs due to investments. TH presented the balance sheet report for year end showing a good cash flow position Members debts report & actions TH presented an updated list of outstanding debts from member federation memberships. The situation had improved significantly during the year 2016, but TH noted that suspensions had been communicated to 8 member federations. Of these, Cameroon (CMR) had now paid their outstanding membership fees and Council agreed to lift the suspension on their membership Sanction and Service fees TH presented a proposal which had been discussed with the SOC and MTBOC to adjust sanction fees for World Championships and World Cup events to in the future be calculated per competition instead of for the entire event. Council approved the new fee structure, to be implemented for events for which contracts had not yet been signed from 2018 onwards. LH proposed that World Ranking Event (WRE) service fees should be changed from a fixed fee to a fee based upon actual WRE participation figures. The intent of this would be to encourage more WREs to be organised in MTBO and SkiO, and in nations where smaller participation numbers could be expected. DW was tasked with proposing a new structure based upon an analysis of historical participation data, for the Council meeting in April Forecast 2017 TH presented a revised forecast for 2017 based upon the 2016 preliminary result and updated information regarding budget line items. The revised forecast showed a slightly positive result overall for significant changes affected the forecast; one being a revised, lower, target for sponsorship incomes based upon the 2016 result, and a revised, and lower, cost for staff in the IOF Office based upon staff cost reductions made in November Some risk is identified as entry numbers for the WMOC 2017 are lower than budgeted, and costs

8 for the World Games arena productions still need to be confirmed. TH was tasked with finding additional areas where costs can be trimmed to compensate for risks Key Performance Indicators This agenda item was tabled until the next Council meeting. GLOBAL DEVELOPMENT 14 Global development/rydc 14.1 Status Global Developments MF presented a report on recent activities in global development. Council inquired whether there were any of the newly developed nations which were approaching membership status. This would be the focus of the next report to Council World Orienteering Day MF presented a report about the status and progress of World Orienteering Day Based upon the success of the project, Council decided that World Orienteering Day should be scheduled also for 2019 and This to allow for longer term sponsorship agreements and building of the brand. Council also agreed that some flexibility in the conduct of registered events should be allowed, but that World Orienteering Day should be continued as the branding concept. Finally Council agreed that, if a World Record Sponsor could be found, then we should aim for World Record recognition status Membership status This agenda item had been discussed as part of Sub-regional groups AWK presented a report about regional cooperation and sub-regional groups. Special focus was on the future of the Orienteering Federations of Europe (OFE) and a proposal for the OFE meeting in connection with the Presidents Conference in July Council agreed that sub-regional cooperation could be a good method for development. Sub-regional cooperation can give opportunities for lower-cost exchanges between members (via sub-regional events, training camps, clinics, etc) and to increase influence on the overall direction of the IOF. However, sub-regional cooperation needs to be built bottom-up, i.e. at the initiative of members acting together. It was agreed that at the OFE meeting in July, reports from currently existing subregional groups, NORD and SEEOA, should be presented to show how these groups can be used to forward developments. Council should encourage the creation of other sub-regional groups, both in Europe and in other regions.it was noted that one such group may be emerging in Central Europe.

9 STRATEGIC ITEMS 9 15 Other strategic items 15.1 General Assembly (GA) 2018 Council appointed the Czech Republic the host ot the IOF GA in Prague, CZE October 5-7, 2018, based upon their submitted application. The GA would in 2018 be held in connection with the World Cup final in orienteering (item 17.1) although this did not set a new precedent WMOC/World Masters Games (WMG) consultation result TH presented the results of the consultation that had been carried out with member federations regarding the IOF strategy for WMOC and WMG in the future. Council had proposed that the WMOC should be held as an annual stand-alone IOF major event, and that orienteering maintain its presence in the World Masters Games. Of the 21 consultation answers received, 20 had been in favour or strongly in favour of the Council proposal. The member federation in Japan was not in favour of the approach as Japan had been awarded the WMG in 2021 with the inclusion of the WMOC planned. Japan had in a separate letter to the IOF asked that the decision be at least delayed until after the 2021 WMG. Council noted that the member federation in Japan was not fully informed about the difficulties expressed by prior WMOC/WMG organisers. Based upon the consultation answers Council decided that after the WMG 2017, the WMOC would be held as an annual stand-alone IOF major event and orienteering would maintain its presence in the WMG. TH was asked to specifically address the concerns expressed by the member federation in Japan through discussion with them. It was particularly important to inform Japan about feedback from member federations which had previously organised combined WMOC/WMG events. This decision was to be verified by the GA in Received applications as of the January 1 deadline DW reported on the event applications that had been received by the January deadline in all disciplines. Council agreed that all submitted applications were valid and should be evaluated by the respective discipline commissions. Council however noted that direction was to be given to the SOC that the bid from Russia for ESOC/JWSOC/EYSOC 2019 would be affected by IOC recommendations regarding the hosting of events in Russia. Bids were missing for some events and Council agreed that the application date for the following events should be extended to June 30, 2017: European Orienteering Championships (EOC) 2020 European MTB Orienteering Championships (EMTBOC)/World Cup round 1, 2019 World Ski Orienteering Championships (WSOC) 2020 European Trail Orienteering Championships (ETOC) 2020 World Trail Orienteering Championships (WTOC) 2021

10 15.4 Branding/Communications 10 MF presented a report on completed and planned communications activities. Offers had been received from 3 suppliers for the creation of the IOF Brand Book. One of the offers had been selected and work had started Leibnitz Convention update TH presented a proposal to update the Leibnitz Convention document as the current document lacks relevancy to the current situation regarding event visibility. Also, there needs to be differentiation in the application of the Convention between disciplines. Council agreed that the Leibnitz Convention should be reviewed and integrated into the work with the Strategic Plan As it is a GA approved Convention it should be presented as part of the new Strategic Plan at the next GA in COMMISSIONS 16 Map Commission (MC) 16.1 ISOM 2017 Council preliminarily approved the International Specification for Orienteering Maps ISOM 2017 for final editing. The approval was given based upon the final edit being in accordance with the consultation which had been conducted prior to the Council meeting, regarding the 2 items: 1. That the concept of impassable features being forbidden to cross be removed from the relevant symbols in the specification and dealt with instead in the IOF rules. 2. That texts regarding map scale, which do not affect the technical specification and generalisation requirements, be removed from the specification and instead dealt with in the IOF rules. Final editing would be conducted by the MC in collaboration with LZ, MS and MD and final Council approval of the specification would be given by decision as soon as possible. 17 FootO Commission (FOC) 17.1 World Cup round 4, 2018 Council approved the organisation of a 4th and final World Cup round in 2018, and appointed the round to the Czech Republic on the dates 4-7 October Introduction of Middle Distance at WMOC Aron Less (FOC chair) presented the proposal from the FOC regarding the introduction of the Middle Distance final in the WMOC program as approved by the GA Council approved the proposed program which would be introduced from WMOC 2018 in DEN:

11 11 Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Day 7 Sprint Qualification Sprint Final Rest day Forest Qualification Middle Final Rest day Long Final Council voted to not approve the proposed qualification method for the long final based upon min/km speed in the middle final (alternative 3 in the FOC report), but instead approved qualification based upon the alternative with a fixed number of qualification spots per middle final based upon historical perfrmance data and numer of competitors (alternative 2 in the FOC report). The Council voting was 7 votes for alternative 2, 3 votes for alternative 3. FOC was tasked to now finalize the implementation at WMOC in accordance with these principle decisions WOC 2019 dates Council approved the dates of WOC 2019 in Norway as August 2019, with August 17 the last day of competition WOC 2020 dates Council approved the dates of WOC 2020 in Denmark as 7-11 July North American Orienteering Championships (NAOC) 2018 Council appointed CAN the organiser of NAOC 2018 and approved the dates August The event will be held in Whitehorse, Yukon EOC 2018 qualification methods Council approved the proposal from FOC regarding the removal of the EOC long distance qualification race and to instead base qualification on national quotas determined by World Rankings. The proposal had been consulted with and endorsed the organisers of EOC 2018 and the FootO Athletes Commission WMOC 2019 dates Council did not approve the proposed dates for WMOC 2019 in Latvia due to their non-adherence to the IOF Conficting Dates Policy, and requested that a new consultation with LAT be conducted JWOC 2019 dates Council approved the dates of JWOC 2019 in Denmark as 6-12 July B-finals at EOC 2018 Council approved the Organiser and FOC proposal to remove B-finals from the EOC 2018 program.

12 17.10 Oceania Orienteering Championships (OOC) Council appointed AUS the organiser of OOC 2019 and approved the dates 28 September 6 October The event will be held in Wagga Wagga, NSW. 18 SkiO Commission (SOC) 18.1 WSOC 2019 Council discussed the application received from SWE for WSOC Council viewed the application favourably. However, since the application contained requirements regarding the appointment of other SkiO events to SWE as part of WSOC 2019, Council could not approve the application until SOC had evaluated the impact on the overall season SOC would do this at its scheduled meeting February 10, and Council would vote upon approval at the latest February 15, MTBO Commission (MTBOC) 19.1 WMTBOC Long Distance qualification Council approved the WMTBOC Long Distance qualification rules for WMTBOC 2017 in LTU as proposed by the MTBOC MTBO World Cup 2017 Special Rules Council approved the Special Rules for the 2017 MTBO World Cup. The correct terminology for the Sprint relay event must be checked prior to publishing the Special Rules MTBO World Cup 2018 program Council approved the program of the 2018 MTBO World Cup. Round 1/EMTBOC/WMMTBOC 27 June 1 July HUN Round 2/WMTBOC 4 13 August AUT Round September POR The correct terminology for the competition formats must be checked prior to publishing the competition schedule. 20 TrailO Commission (TOC) 20.1 World Ranking for TrailO 21 Support Commissions Council preliminarily approved the initiation of a World Ranking for TrailO athletes from the 2018 season. TOC and the IOF Office were tasked with investigating costs involved in the introduction of the system prior to a final approval by Council Items from the Joint Meeting No additional items were presented for Council.

13 13 22 IOF representation Events The list of representation at IOF events was reviewed and approved World Orienteering Day 23 Any other business The RYDC had requested that Council members plan for representation at a World Orienteering Day event. World Orienteering Day coincides with the World Cup in Finland May 24th and MF informed that special arrangements were underway with the Finnish organisers. MS would liaise as the IOF representative Approval of the SFR punching system Council approved the use of the SFR punching system at IOF events in accordance with the recommendations from RC, ITC and the Discipline Commissions China contacts DY reported about contacts with government officials in Guangdong province of China, wishing to organise IOF events. It was agreed that DY would coordinate with TH and Jaroslav Kacmarcik in the RYDC. It was important that any activities be organised via the OAC in China. 24 Future Council meetings, dates and venues March 1 April 2017, Madrid ESP July 6 July 2017, Tartu EST (WOC2017) October 2017, TBD 25 Closure of the meeting President Leho Haldna closed the meeting and thanked the Council members for their contributions to an efficient and productive meeting. Leho Haldna President Tom Hollowell Secretary General/CEO