At its winter meetings for 2024 the OACT Board has focussed on a range of issues:
Policy
The following governance materials were approved: Code of Conduct, Gender Policy, Board Charter, Mapping Committee terms of reference. These documents can now be found on the OACT website here.
Members discussed the three-for-free facility. An earlier suggestion had been that this be discontinued, but it was not clear if this had been formally adopted. Members decided that we would formally adopt a ‘one free session’ policy at the first event of each new season only, ie by making that day a ‘come and try for free’ day for any newcomers – starting from the next Metro and Twilight seasons.
Oceania 2026
The Board welcomed the agreement of Nat Smith, Cath Chalmers and Allison Jones to form a triumvirate to take on the carnival director role. The Mapping sub-committee has identified a range of potential new maps for possible use for Oceania. Possible prospective mappers are being identified but it is likely we will need to advertise for/engage mappers from interstate. Nina Davis has developed a fabulous branding theme for the carnival which will be revealed soon via a placeholder sub-domain hanging off the OACT website and in promotional material in time to be taken to AusChamps this year. Kelvin Meng has agreed to take a lead as ASOC coordinator for that year.
Mapping
David Stocks reported that multiple mapping projects are done/under way incl McQuoid’s Hill (Jon Glanville), Googong/Tin Hut (Tate), Pine Island extension (Jon), Mt Ainslie vegetation updates (John Shelton Agar and Rohan Hyslop), Mt Stromlo observatory and Narrabundah Hill (Martin Wehner).
Personnel
Members congratulated the OACT members selected for WOC, JWOC and WUOC carnivals and the teams that had recently been announced for ASOC. There has been one nomination for a young ACT orienteer to join the Independent Development group at AusChamps this year.
The Board noted the sad news that OA, OACT and Red Roos stalwart Bob Mouatt OAM had died. Members acknowledged the huge contribution that Bob had made in so many ways to the development of our sport over decades. At the other end of the age spectrum the Board thanked our coach-in-residence (CIR) Kriszti Gera for all her efforts as almost six months with us came to an end. No new candidate for CIR has emerged yet.
Finance
The Board welcomed news that OA grants and two ACT Sport & Rec grants (Club Enhancement and Sustainability) have been approved and the funds received. High Performance grants have not yet been announced. We now need to move to purchase equipment identified through the grant process (including a lithium battery powered generator and new laptops) as well as to continue to develop governance documentation to satisfy the requirements of the Australian Sports Commission. The major events, especially with NSW entries, have had slightly higher entry fees, lower costs and higher entries. Both matters help improve our bottom line for 2024 (and as the treasurer noted, make the GST payments allocated through our quarterly BAS commensurately higher too), but we will still be facing a deficit for the year – as are most other State associations. The Board approved allocation of some OA grant funding for social media to market learning to orienteer through the coming L2O and Twilight series. The treasurer will bring forward a proposal for treatment of non-current assets in due course following advice from our auditor.
Events
Ski-O – while there had been some initial nervousness about the quality of the available snow, the event went ahead at Perisher very successfully, with approximately 40 starters. Costs were managed close to revenue.
ACT Middle and Long – a very successful weekend of events was held, even though much of the competition terrain has been sold off in recent years. The rules of Championship events ordinarily mandate that entrants should be given allocated start times. This did not occur on this occasion mainly due to a lack of volunteer support, even though there were a lot of people who did contribute on both days. Ideally there would also be presentations afterwards and results available at the assembly, but increasingly these days many people tend to leave events very soon after their runs. Another factor that we and other States’ organisers are experiencing is that entries are tending to come in very late. Many participants do not seem to be giving the weight of significance to State Champs events that they once did.
MTBO Championships – entries are tracking well.
The Board noted that as a matter of principle:
- The presumption is that accommodation will not usually be accepted as event administration expense – unless agreed in advance and then only on the basis that the relevant event is expected to break even.
- Generally, mapper accommodation costs may be considered on a case by case basis.
The Board agreed that event computer facilities should be a dedicated discussion point at its next meeting, especially for major events.
Members continued to debate appropriate safety measures at events, especially in connection with late finishers. A definitive solution to checking whether/when there are still participants out on course is required. Interrogating the start and finish units should happen as a matter of routine at all major events at least as this can at least confirm whether a person who has started has recorded a finish yet (but does not confirm if the person has left without downloading). The bulletin for the Middle and Long had advised that whistles were required but they were not checked at the event. The Board decided that from 2025 OACT would make carrying whistles mandatory for ACT bush League events. Members noted this is not unusual in many events overseas. Orienteers should be encouraged to carry whistles at all other events, especially bush events. Initially a box of whistles will be made available to start encouraging cooperation, but ultimately it will be participants’ responsibility to come prepared as they could be refused starts at AL events until a whistle is produced.
The Board’s next meeting will be held on 14 October 2024. If you have any items you would like to propose for consideration please email the OACT office initially.