1. Apologies for absence Hazel Blackstone, Trevor Griffiths, Simon St Leger-Harris, Elizabeth Treherne

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1 Provisional until 2013 AGM Bristol Orienteering Klub Annual General Meeting 10 th September 2012 University of Bristol Coombe Dingle Sports Complex 33 Members present: Mark Blackstone, Mark Bown, Dudley Budden, Neil Connelly, Trevor Crowe, Anne Donnell, Mark & Katy Dyer, Jane Forrest, Mike Forrest, Peter Foster, Paul Gebbett, Laurence Gossage, John & Pat Grenfell, Jackie Hallett, Michael Hallett, Denis Hamment, Alan Honey, David Hunt, Alan Kempton, David & Anne Palmer, Caroline Potter, Patti Rudling, John Simmons, Gwen Tanner, Howard & Sally Thomas, Dave Urch, Robin & Tricia Walker, Colin Welch 1. Apologies for absence Hazel Blackstone, Trevor Griffiths, Simon St Leger-Harris, Elizabeth Treherne 2. Minutes of 2011 AGM Circulated and approved. 3. Chairman s Report Neil Connelly It is a pleasure to start my report by thanking all the many people who have helped to maintain the success and high standing of the Klub. There are too many to list individually but I am grateful to our hard working committee members who do so much work behind the scenes. In particular, I should like to acknowledge the enormous efforts of those standing down after long service: Mark Dyer (Treasurer), Clare Fletcher (Fixtures Secretary) and Sally Thomas (Permissions and Land Access Secretary). They will be sorely missed. This AGM brings us one year closer to what I highlighted in 2011, namely a very demanding future in which we host the CS Cup Final in 2013, and in 2014 will organise the Senior Home Internationals and Caddihoe Chase as well as helping SWOA with the JK. We have now also agreed to help run BOC If I may quote Dave Urch, who recently attended a Major Fixtures meeting, "We certainly need to harness all the existing expertise in the Klub (and almost certainly neighbouring clubs) in both planning and organising at level A events, and bring on others as potential officials, team leaders and deputies over the next two years so that they are aware of the expectations and commitment required to ensure success". In order to help those wishing to take on those added responsibilities, we will be running a course for organisers, mentoring new event officials, and providing more reliable and ready access to event kit (with thanks to Scott Bailey for providing storage space). Whilst mentioning kit, thanks are also due to Tony Noott and Paul Gebbett for leading on the acquisition of new Klub clothing (jackets and hats, and running vests respectively). With the Olympics and Paralympics now over, we might consider how the Klub can capitalise on GB's sporting success. Other sports are reporting big increases in enquiry 1

2 numbers and we are in a prime position to appeal to every level of newcomer, from families to elites. It is good to report, therefore, that Pete Maliphant has already flown the BOK flag at a post-olympics Sport Awareness Event in Portbury, with about 50 people sampling orienteering. David Palmer will review our orienteering performances but one event deserves special mention as a great advert for the Klub. The BOKTrot was a triumph over adversity for competitors and helpers alike, and especially for Howard Thomas as the organiser. I would also like to highlight our juniors, not only as successful competitors but also for their enthusiastic participation in the more social side of our Klub (the Dinner and Awards; the Klub Champs on the Downs and the post-event party and prize presentation at the Dyers' house.) Mention of the Klub Champs leads me to highlight the sterling efforts of our mappers in providing updated versions of both The Downs (Duncan Birtwistle) and Blaise (Oli Johnson), now giving the option for more challenging courses, and a new map of the Wye Valley Forests (Dudley Budden) which provides a huge area for future events. Moreover, we continue to see a stream of new maps produced for the increasingly popular Urban Series. Finally, the need for the renewal of some of our local maps was one suggestion from the event questionnaire devised and run by Mike Forrest and analysed by Scott Bailey and Alan Kempton. There is still much to do in light of the feedback (an analysis is provided on the web) but requests for additional mapping, increased options for social interaction, and more rapid provision of results have all been acted on. The last is but one example of the major improvements provided by our webmasters (John Simmons and Scott Bailey) in producing the new and much improved web site. 4. Secretary s Report David Palmer, BOK Review 2011/12 Events The Klub staged the following Events: The Mike Nelson BOKTROT SWOA League Galoppen 4 BOK/ASO Local 1 Long O 6 Winter League 1 Christmas Street Score 2 Night events for Western Night League 7 Urban League 1 Adams Avery/ASO Relays 6 Summer Informals 1 Klub Handicap Championships 48 Tuesday evening training runs 3 Café-O 1 Ladies Training Day 2 Event Safety Workshops Participation at the main events totalled 2019 seniors and 1257 juniors. 2

3 On behalf of the Klub, the Committee wishes to thank everyone who was involved in whatever capacity in staging the above. Awards The following awards were made at the Annual Dinner: Services to the Klub Clare Fletcher BOK Trophy (Best Senior Performance) Mark Bown Denham Trophy (Most Ranking Points) Clive Hallett Highest Ranked Female Alice Bedwell Huw O Brien Trophy (Highest Ranked M40) Paul Gebbett Don Jones Award (Most improved veteran) Chris King The Janet Beesley Awards (Most promising juniors) Lucy Tonge & Zac Hudd Major Event performances First places British Long Distance Championships Joe Hudd M10A Tony Noott M75L Erinna Foley-Fisher W21L Ruth Forrest W21S Alice Bedwell W50L British Relay Championships M/W12 Zac Hudd, Harry Stagg, Joe Hudd British Middle Championships Joe Hudd M10 Zac Hudd M12 Alice Bedwell W50 British Sprint Championships Joe Hudd M10 Zac Hudd M12 Alice Bedwell W50 British Night Championships Adam Potter M18L Mark Bown M21L Mark Saunders M50L Alice Bedwell W50L Jackie Hallett W55L JK Ruth Forrest W21S Alice Bedwell W50L 3

4 Vet Women Relay Alison Simmons, Jo Foster, Jackie Hallett CROESO Anne Donnell W80 UK Masters Cup Mark Saunders M50 Anne Donnell W80 South West Galoppen Series Brown Top Vet Man Colin Welch Blue Winner / Top Junior Michael Hallett Top Woman / Vet Woman Alison Simmons Green Winner / Top Vet Man Dudley Budden Light Green Winner / Top Junior Man Zac Hudd Top Junior Woman Chloe Potter Orange Top Junior Woman Lucy Tonge Yellow Winner / Top Junior Man Joe Hudd Top Junior Woman Rachel Potter Juniors selected for National Training Camps Michael Hallett, Adam Potter, Chloe Potter CompassSport Cup Final 4th place from 9 Clubs Jukola - Finland 1 st UK Team (310 / 1000+) Military League South 2nd Civilian Club International selections Great Britain: Duncan Birtwistle England: Duncan Birtwistle, Clive Hallett, Jackie Hallett, Chloe Potter, Adam Potter Wales: Trevor Griffiths Klub Membership 2011 details in brackets BOF Family, National 48 (53), Local 10 (13) BOF Senior, National 78 (81), Local 13 (21) BOF Junior, National 11 (4), Local 9 (9) 4

5 BOK-only Family 2 (2) BOK-only Senior 4 (5) BOK-only Junior 0 (0) BOK-only Group 0 (1) Total Individual Members 305 (373). Committee Meetings 6 5. Treasurer s Report Mark Dyer These accounts cover a period of 12 months to 31 July They have been examined by the Independent Examiner appointed at the last AGM, and signed off as giving a satisfactory picture of the financial position of the club. Net event income is slightly higher than last year. Gross revenue at 15.5K was down slightly, owing to a slight shift in participation from seniors to juniors, but expenditure on maps, levies, land charges, toilets and officials expenses was considerably less at 10K. In view of some exceptionally well-attended events in mid-season, and various initiatives to increase participation involving significant effort, the slight drop in overall participation is slightly disappointing. Land charges vary widely, with Rocks East, Lyncombe and Bath University amongst the most expensive, and on these areas it would be prudent to hold only those events where expected participation can support the overhead. At present, it seems that former proposals to make massive increases in Forestry Commission land charges remain on hold. A new map of Blaise Castle has been produced from commercial sources. Otherwise all mapping has been done on an expenses basis by a very small number of our own members. A tremendous amount of mapping work has been done, with several new areas mapped as well as continuing updates to existing maps for almost every event. More prominence needs to be given to this vital activity, since sourcing all mapping at commercial rates would be completely unaffordable. There are major changes in prospect regarding levy structures. BOF has already adopted a proposal to reduce its membership subscriptions and transfer the raising of revenue to participation. Accordingly, from 1 January 2013, BOF levy will be charged at 1 per runner, 3 juniors counting as 1 senior, with no lower threshold. This is a highly significant change in principle, but on the basis of this year s BOK participation figures the impact on BOK is broadly neutral. SWOA intend to follow suit, and a proposal to be voted on at the SWOA AGM would replace SWOA membership subscriptions with a 60p per runner levy, juniors counting as above. On the basis of this year, this would cost BOK over 900 in a full year. The BOK Committee supports pay as you run in principle, and the proposed response to the increased SWOA levy, if adopted, is covered below. The BOK Committee has considered its own position on membership subscriptions to the club, and has decided to maintain the principle of a BOK subscription which broadly covers the general membership activities, of which the Newsletter is the most significant both in terms of expenditure and profile within the club. 5

6 We have continued to invest in keeping our equipment up to date, with purchases of a new laptop, improved SI management software, and extra dibbers for hire to ease the pressure on the SI team during and after events. These appear in the Balance Sheet as an addition to assets. Map sales at the Permanent Orienteering Courses around Bristol, remain popular and there is a rapidly increasing demand from land owners and managers to set up Permanent Orienteering Courses. This has resulted in modest but welcome revenue when we have provided our experienced mappers as consultants. BOK has provided subsidies to the Annual Dinner, Peter Palmer Relay entries and to the Compass Sport Cup Final entries and coach travel. Several of our junior members have been selected to attend training camps and both BOK and SWOA have supported their attendance with grants. BOF has reduced its support, with the result that the costs of training camps have increased markedly. BOK remains committed to supporting our junior members on these camps, but in view of increasing costs has deemed it necessary to set an upper limit on the grant which would normally be made on each application. For the fifth year running, I recommend that for 2012/13 the Klub annual subscriptions remain at: Seniors 8.50 Juniors 2.50 Families Groups The club s financial position remains healthy, with adequate reserves. If the SWOA levy proposal is adopted, there will be a net cost to the club, which we will need to recoup. This would be achieved by an increase of 50p in entry fees across all participants in all local events (including ASO, urban series, summer informals, Forest Series). As at present, entry fees for BOK Trot, Long-O and galoppen would continue to be determined by the estimated costs of each specific event. However, in view of the club s financial position, we can afford to defer an increase, allowing a modest drawdown in the reserve. I therefore recommend that entry fees remain unchanged for the coming season, but that an increase of 50p across all participation as above should take effect from 1 September The Treasurer thanked Mike Forrest for acting as the Independent Examiner of the Accounts. The Accounts were unanimously accepted. 6. Subscriptions for 2012 The Treasurer s recommendation that Klub subscriptions for 2013 should remain unchanged from 2012 was carried with 32 members in favour and 1 against. 6

7 7. Event Entry Fees for 2012/13 The Treasurer s recommendation that entry fees for the 2012/13 season should remain unchanged, but with an increase of 50p across all participation to take effect from 1 September 2013, was carried with 32 members in favour and 1 against. 8. Appointment of Accounts Independent Examiner The offer from Mike Forrest to continue acting as Independent Examiner was unanimously accepted. 9. Election of Officers The Chairman, Secretary and Captain were all unanimously re-elected. Patti Rudling was unanimously elected as Treasurer. Neil Connelly reminded members that will have completed his 3 year term of office as Chairman by the 2013 AGM. 10. Election of Committee Members Alan Honey, Trevor Crowe, Simon St Leger-Harris, Howard Thomas and Elizabeth Treherne were all unanimously elected. 9. Any other business The Committee was asked to consider the relative merits of ISSOM (Sprint) and ISOM (Standard) mapping for mixed areas such as Ashton Court and Blaise Castle. The Committee was asked to consider subsidising the entry fees for members when representing the Club in Relay Events. It was agreed that it would be helpful for newcomers at Events to have a demonstration control on display in the Assembly Area. It was agreed that printed information on how to join the Klub should be available at Events. Members endorsed Alan Kempton s vote of thanks to the Committee for all their hard work during the past year. DP