Annual General Meeting
Opening of the Meeting
President Charles Ferguson called the meeting to order, introduced the officers and members of the USOF Board of Directors in attendance, and read USOF’s official mission statement.
Agenda
The agenda as previously provided to the meeting was unanimously approved by voice vote.
Report of Credentials Committee
The Credentials Committee reported that 47 clubs with 1122 votes were represented at the meeting and that therefore a quorum was present at the meeting under the By-laws.
Certifiers of Minutes
Carolyn Ringo (Delaware Valley Orienteering Club) and Barb Sleight (Central New York Orienteering Club) were unanimously approved by voice vote as certifiers of the minutes of the meeting.
Reading and Approval of the
Minutes of Previous Meeting
On motion made duly made and seconded, by unanimous voice vote the meeting dispensed with reading of the minutes of the 2002 annual general meeting, which had been previously distributed, and approved those minutes.
Reports of the Treasurer and
Auditor
Robin Shannonhouse, USOF Executive Director, provided reported that the 2002 financial report had been distributed prior to the meeting and was available at the meeting and offered to answer questions. In response to a question from Gary Kraght, Robin explained the operation of the insurance fund. Cathy Yekenevicz reported that the financial records appear to be in proper order (in accordance with standard USOF practice, neither a formal audit of the books nor an auditor’s opinion were provided). Cathy noted that the records show good cash flow.
2004 Budget
Robin Shannonhouse reported that the annual process to develop the 2004 USOF budget is under way, and that a proposed budget will be presented to the Board for approval at its next meeting. Robin explained that the 2003 budgets for the operating fund and the separate funds have been adjusted during the year to reflect sponsorship income as well as other changes authorized by the Board.
Election of Officers and At-large
Board Members
The following members, who previously had been announced as candidates, were nominated. President: Chuck Ferguson; Vice-president—Program Development: Mike Minium; Vice-president—Competition: Claire Durand; Secretary: Robert Buraczynski; Board Member At Large: Peter Snell.
On motion duly made and seconded, nominations were closed and the slate was elected unanimously.
President Chuck Ferguson announced the results of the elections for regional representatives to the Board, and their alternates: Mid-Atlantic Board Member: Jim Eagleton; Mid-Atlantic Alternate: Ralph Tolbert; Northwest Board Member: Bill Cusworth; Northwest Alternate: Bruce McAlister; Southwest Board Member: Bob Paddock; Southwest Alternate: Ralph Courtney. In addition, the following alternate board members have moved up to the board as a result of vacancies: Northeast Board Member: Joanne Sankus; Pacific Board Member: Syd Reader. Finally, the following alternates were elected at special elections to fill vacancies: Northeast Alternate: Susan Hawkes-Teeter; Pacific Alternate: Gary Kraght.
President’s Report
President Chuck Ferguson reviewed USOF’s financial situation and noted that USOF is in sound financial condition and has a good reserve for insurance. He reported that USOF membership is flat, neither growing nor shrinking. He noted that larger numbers would give USOF and orienteering more clout in dealing with land owners, particularly governmental land owners, on access and other issues.
Reports of the Vice-Presidents
Frank Kuhn, Vice-president for administration, Eric Bone, Vice-president for competition and Frank Skorina, Vice-president for marketing and public relations provided written reports. Their reports are attached to, and made a part of, these minutes. Mike Minium, Vice-president for club development, provided an oral report.
Reports
from Committees and the Board of Directors
Written reports were provided by the following committees: Convention Committee (Sara Mae Berman, chair), Grievance Committee (J-J Cote), Fund Raising Committee, Nomination and Election Committee (Frank Kuhn), Ski-O (Larry Berman), US Senior Team (Vladimir Gusiatnikov), US Junior Team (Jeff Saeger), Rogaine (Eric Smith), Sanctioning (Paul Regan), Rankings (Bill Cusworth). Those reports are attached to, and made a part of, these minutes.
Proposals
from Committees and the Board of Directors
Two proposals to change the by-laws were submitted by the Board of Directors. Copies of the specific proposals as proposed are attached to, and made a part of, these minutes. Brief descriptions of the proposals are as follows:
Board Proposal #1: Clarification changes that do not change the intention of the Bylaws falling into two categories: (1) changes that eliminate specific calculations or dollar amounts that were later amended to be “as determined by the Board of Directors”, and (2) changes of wording to clarify reference to the word “associate.” The terms “Associate” (defined as a club member who is not a member of the Federation) and “Associate Club” (a type of member club), were added at different times and some references are ambiguous.
Board Proposal #2: These are changes needed in order to eliminate ambiguity of the terminology “each block of 25 members or major fraction thereof” as it is a non-specific number. All calculations for delegates and voting would be based only on blocks of 25 members, without considering fractions. The Board has also proposed to eliminate the provision that gives clubs more votes than they have members and to eliminate additional signature requirements on Federal Referendums.
On motion duly made and seconded, all of the proposals were adopted by unanimous voice vote.
Proposals
from Member Clubs
The Sammamish Orienteering Club submitted two proposals with the following explanation: “In April, 2002, the Board of Director made a significant change in USOF Individual Championships, removing M21/F21 from the Individual Championships and putting M21/F21 as part of a new Open Championship to be held in the spring as part of the US Team Trials. The Sammamish Orienteering Club simply believes that significant changes like this should be made after wide input from the constituent USOF clubs, and have chosen this method to provide the Board with that input.”
The following motion was duly made and seconded:
The following rule adopted by the Board of
Directors on
(1) New Rule. Beginning in 2004, the M-21+ and F-21+ US classic and
short course championships shall be a part of the annual US Team Trials. There will be no M-21+ or F-21+ championship
awards at the
(The Sammamish club’s proposal noted that “the
measure as passed and recorded in the minutes is referred to as the
The motion was adopted by a majority of votes cast.
The following motion was duly made and seconded:
A new championship to be called the United States Open Orienteering Championship shall be established in Section 3.2.4 and 7.2.1 of the USOF Rule for Orienteering. The Board of Directors shall establish such rules and format as are appropriate for the Open Championship, but in so doing shall not alter or change any class or classes of championships presently part of the United States Individual Orienteering Championships or the United States Short Course Orienteering Championships or the United States Long Course Orienteering Championships.
The motion failed.
Questions
Related to the Constitution and Bylaws
None.
Questions
Related to the Competition Rules
None.
Questions
Related to Competition Meets Both National and International
None.
Questions
Related to USOF Publications
None.
Questions
Related to the Membership Situation
None.
Questions
Related to Membership Fees and Other Financial Matters
None.
Announcements
of Awards
Chuck Ferguson announced that the 2003 Silva Award was given to Liz
Kotowski. Chuck noted that in the past
five years Liz has served as an officer of one of the largest clubs, USOF’s
first ever Vice President of Marketing, and as an outstanding example of how an
orienteer can make important contributions to the sport even without elective
office. Before holding USOF office, Liz
oversaw the
Chuck Ferguson also announced President’s Awards for outstanding service to USOF over the past year to Eric Bone, the outgoing Vice-president for competition; Sara Mae Berman, chairman of the Convention Committee; rankings guru Bill Cusworth; and 2003 convention chairman Eva Ruutapold.
Other
Business
None
Closing
of the Meting
On motion duly made and seconded, on unanimous voice vote, the 2003 was declared adjourned.
Certifiers’
additions and Correction to the 2003 AGM Minutes
From Caroline Ringo, DVOA:
I offer the following addition:
8. The following members, who previously had been announced as
candidates, were nominated. President: Chuck
Ferguson;
Vice-president -- Program Development: Mike Minium;
Vice-president --
Competition: Claire Durand; Secretary: Robert
Buraczynski; Board
Member At Large: [Micki Snell.] [Micki Snell,
announced candidate
for member-at-large, then withdrew her nomination. Peter Snell was then
nominated for Board Member at Large.]
On motion duly made and seconded, nominations were closed and the slate
was elected [by acclamation].
From Barbara Sleight, CNYO:
My
additions or corrections are bracketed.
1. Opening of the Meeting
President Charles Ferguson called the meeting to order [at
4. Certifies of Minutes
Carol[ine] Ringo (Delaware Valley Orienteering [Association]) and Barb Sleight
(Central New York Orienteering) [omit Club] .....
5.
On motion [omit the first made] duly made and seconded, .....
6. Reports of the Treasurer and Auditor
Robin Shannonhouse, USOF Executive Director, [omit provided] reported that
.....
(Also in this section, Caroline recorded in her notes that there was action or
at least discussion about transferring the Endowment fund from the General
Operating fund to a fund of its own.)
8. Election of Officers and .....
2nd paragraph -- On motion duly made and seconded, nominations were closed and
the slate was elected [by acclamation].
10. Reports of Vice-Presidents
3rd sentence -- Mike Minium, Vice-president for [program] development, .....
[Also, in this section, there is no mention of a report from Scott Drumm, V-P
club services, or whether it was simply missing, in which case, that should be
noted.]
12a. Proposals from Committees............
Board Proposal #1[:] [Changes to clarify, but not to change the intention of,
in two categories in the Bylaws:].........
Board Proposal #2: [omit These are] [C]hanges........
3rd sentence: .....and to eliminate additional signature requirements on
[Federation] referendums.
On motion
duly made and seconded, [both of the above] proposals were adopted by unanimous
voice vote.
12b. Proposals from Member Clubs
After the actions on the two motions, there was much discussion of the issues
and a straw vote was taken on two points:
1. There should be a championship for ALL classes at a SINGLE
event.
42
yes, 0 no, 6 abstain
2. There should be an open class event to determine who is fastest
on that
particular day.
41
yes, 11 no, ? abstain
Even though not official, should a straw vote be included in the record in
order to show the feelings of the members assembled at this meeting?
14. Questions Related to the Competition Rules
There was a question about JWOC Rules. Answer was they will be investigated by
Clare Durand, the new V-P for competition.
21. Closing of the Meeting
On motion duly made and seconded, on unanimous voice vote, the 2003 [USOF
Annual General Meeting] was declared adjourned [at 4:51 p.m.].
|
Comp Awards
Fund |
|
|
|
Beg. Balance, CAF |
1,750.00 |
|
|
Transfers, ->CAF |
2,200.00 |
|
|
Competitive Awards |
-3,711.49 |
|
|
TOTAL Comp
Awards Fund |
|
238.51 |
|
|
|
|
|
Endowment
Fund |
|
|
|
Beg. Balance, EnF |
11,741.63 |
|
|
Transfers, ->EnF |
38,879.15 |
|
|
Endowment Contribs |
1,000.00 |
|
|
Life Membership Dues |
3,510.00 |
|
|
Endowment Transfer |
-54,590.00 |
|
|
TOTAL Endowment
Fund |
|
540.78 |
|
|
|
|
|
E-Punching
Fund |
|
|
|
Beg. Balance, EPF |
2,190.02 |
|
|
E-Punch rental fees |
2,738.01 |
|
|
E-Punch Shipping |
-263.08 |
|
|
EP Equipment purchased |
-528.23 |
|
|
TOTAL
E-Punching Fund |
|
4,136.72 |
|
|
|
|
|
Insurance
Fund |
|
|
|
Beg. Balance, InsFund |
9,929.67 |
|
|
Insurance Fees from Clubs |
23,812.25 |
|
|
Transfers, ->InsF |
11,300.00 |
|
|
Insurance Premiums |
-37,750.00 |
|
|
TOTAL Insurance
Fund |
|
7,291.92 |
|
|
|
|
|
Investment
Account |
|
|
|
Beg. Balance, InvAcct |
38,879.15 |
|
|
Transfers, IA-> |
-38,879.15 |
|
|
TOTAL
Investment Account |
|
0.00 |
|
|
|
|
|
Jr. Team
Fund |
|
|
|
Beg. Balance, JTF |
3,251.39 |
|
|
Transfers, ->JTF |
2,000.00 |
|
|
Contributions, JTF |
1,510.00 |
|
|
Fundraising, JTF |
1,194.20 |
|
|
Training, JTF |
-352.13 |
|
|
Travel, JTF |
-6,157.27 |
|
|
TOTAL Jr. Team
Fund |
|
1,446.19 |
|
|
|
|
|
Map Grant
Fund |
|
|
|
Beg. Balance, MGF |
7,925.00 |
|
|
Contributions, MGF |
100.00 |
|
|
TOTAL Map Grant
Fund |
|
8,025.00 |
|
|
|
|
|
Map Loan
Fund |
|
|
|
Beg. Balance, MLF |
42,510.00 |
|
|
Map Loans Repaid |
1,500.00 |
|
|
Map Loan |
-15,500.00 |
|
|
TOTAL Map Loan
Fund |
|
28,510.00 |
|
|
|
|
|
O' in
Schools Fund |
|
|
|
Beg. Balance, OSF |
22,478.96 |
|
|
Books - Redistribution |
2,101.00 |
|
|
Programs, OSF |
-519.25 |
|
|
TOTAL O' in
Schools Fund |
|
24,060.71 |
|
Operating
Fund |
|
|
|
Beg. Balance, OF |
55,214.21 |
|
|
Club Dues |
5,652.50 |
|
|
Membership Dues |
27,902.00 |
|
|
Contributions, OF |
270.00 |
|
|
Sanctioning Fees |
11,476.50 |
|
|
Interest Income |
1,229.93 |
|
|
Transfers, ->OF |
3,502.65 |
|
|
Transfers, OF-> |
-18,700.00 |
|
|
Supplies |
-1,512.37 |
|
|
Telephone, office email |
-751.30 |
|
|
Postage |
-1,284.31 |
|
|
Bank Charges |
-23.00 |
|
|
Dues & Charter |
-1,625.00 |
|
|
Office Support |
-9,600.00 |
|
|
President & Committees |
-95.33 |
|
|
VP Administration & Committees |
-374.14 |
|
|
VP Competition & Committees |
-189.99 |
|
|
VP Program & Committees |
-1,099.49 |
|
|
VP Marketing & Committees: Website |
-899.70 |
|
|
VP Marketing & Committees: ONA |
-19,628.04 |
|
|
VP Marketing & Committees: Video |
-7,000.00 |
|
|
VP Marketing & Committees: Media Relations |
-7.03 |
|
|
Marketing Projects-Other |
-6.08 |
|
|
VP Marketing & Committees-Other |
-994.70 |
|
|
TOTAL Operating
Fund |
|
41,457.31 |
|
|
|
|
|
Program
Development Fund |
|
|
|
Beg. Balance, PDF |
1,616.89 |
|
|
Program Income, PDF |