Outgoing President, Susanne Harrysson, briefly reflected on her three-year term, noting progress with strategic planning and improving financial governance as well as number of participation initiatives. She thanked Executive Officer, Phil Walker, for all his assistance over the term, not least with preparing this year’s detailed annual report that had been circulated to members with the audited accounts via the website before the meeting.

Treasurer, Andrew Cheffers, reported that last year’s financial loss had been turned into a modest profit for 2024, due mainly to three marquee/double-header weekends, a vacancy in the development officer role (effectively doubled up by Susanne for most of the year) and various expected expenditures not being incurred for various reasons during the year. It was noted several of these items would require close attention by the new Board in 2025 as they are not necessarily expected to be repeated in the coming year. Phil also reported that as OACT was one of only six sporting organisations to be recognised as achieving ACT Sport & Rec governance goals this year, our funding bids had been successful for 2025.

The meeting proceeded with the election of Board members, noting the end of Susanne’s term and that Stephen Goggs would also be standing down as Secretary after six years in the role.

Provisional minutes from the AGM are available here.

Meet Your New OACT Board

At the OACT AGM held on 10 April the following members were elected:

The post 2025 Annual General Meeting appeared first on Orienteering ACT.

President: Susanne noted this was due to be her last meeting as President as her term ends after three years at the AGM. She reminded members we had advertised for nominees for the Board. We also need to encourage more people to become controllers, but for the purposes of succession planning we should also try to better document the descriptions and risks associated with roles that have been filled by key individuals over a long time.

We have two coaches-in-residence coming this year, starting with Hedda from Denmark in May. While schools coaching is a good opportunity for them, the coaches should also be involved with our other initiatives including L2O and Blue Lightning. Susanne will speak to various families about the possibility of coordinating the coaches’ stay and their community coaching activities.

Finance: Andrew and Phil reported that our $31k loss for 2023 had become a $7k surplus in 2024 mainly due to three marquee/double-header weekends, a vacancy in the development officer role (effectively doubled up by Susanne for most of the year), a profit from the MTBO Carnival (as a result of some expected expenditures not being incurred for various reasons), a profit arising from the junior development camp at the end of the year and stronger financial governance. Several of these items would require close attention by the new Board in 2025 as they are not necessarily expected to be repeated in the coming year. Phil also reported that as OACT was one of only six sporting organisations to be recognised as achieving ACT Sport & Rec governance goals this year, our funding bids had been successful, including for: a drone to enhance mapping capability by utilising LIDAR technology; and purchasing Mesh-O services from the Mesh-O company. Success in these areas also enabled us to unlock $10 000 in additional financial support to be tied to initiatives (other than wages) in 2025-26 that will encourage participation.

Events: The Event Planning Sub-Committee has recently met and confirmed arrangements for holding a NOL round over the March long weekend in 2026, with two sprints on the Saturday (to be hosted by Red Roos and Abominable O-Men) and a middle distance event on the Sunday (Parawanga). A double-header weekend is again scheduled with ONSW on 16-17 May in Cootamundra, co-hosted by Waggaroos on the Saturday and Bushflyers on the Sunday. Phil also noted the next regular meeting with ACT Parks is scheduled for 10 April at Athllon Depot.

MTBO organisers welcomed proposed terms of reference for a sub-committee and a budget, but felt that $500 with any surplus to be reinvested in MTBO mapping was inadequate. The Board acknowledged that re-mapping, while relatively easy, is very time-consuming and therefore can be expensive, as essentially the mapper has to ride the whole map to check for changes to trails etc. On balance the Board agreed to no change but is open to an approach for a specific proposal, for example for re-mapping for a flagship event or area.

Participation

• ASOC Rules – the Board noted OACT and several other States had made representations to OA about the proposed changes to the ASOC Rules, but these appeared to have been disregarded. No formal report has been circulated yet.
• Oceania – preliminary discussions with ACT Parks had indicated there was good support for events to be held at ‘Boboyan Pines’ in the Bogong Creek area, Honeysuckle Creek, Mt Stromlo, Mt Ainslie and Pine Island, with possible sprint locations at three or four schools. These sites had been embargoed accordingly.
• Event Status Updates – Susanne reported 2025 Summer Sprint Series had gone well; Autumn SC-ORE 2025 was on track, though numbers are down; L2O is still popular – an intensive short session is now also planned in addition to the 7-week program.
• Prizes – The Board had been approached for funding for prizes for the MD/LD events, which had apparently not been included in the event budget/entry fees. The Board ratified the decision taken out of session not to provide additional funding but to agree the organisers could provide certificates to first, second and third place-getters as well as small prizes for under 14 year-olds if desired.
• Jamboree – Alison reported that the response from participants following inclusion of an orienteering element at the Scout Jamboree in Queensland had not been particularly positive, but on the local level there had been some interest from scouts resulting in participation in the L2O program.

Next meeting: AGM on 10 April – The Annual report has been finalised ready to be circulated to members with the audited accounts.

The post Board Shorts – March 2025 appeared first on Orienteering ACT.

The President reported that management of our finances has improved across the year, but we still do not have a strategic budget setting process and organisational risk register. In an ideal world the audit and risk committee should sit at arms length from the Board. Members agreed to approach a couple of key individuals about establishing an audit and risk committee. Susanne noted that her three year term is coming to an end at the AGM. Most existing Board members are willing to be renominated, but any other association members are encouraged to apply.

The Treasurer confirmed he has commenced the annual audit process. He and the EO will look into establishing a budget within Quickbooks for 2025. ASOC managers have requested funding for new uniforms to complement existing stocks. The Board generally supports purchase, but Susanne will clarify how much of that really needs to be spent this year.

The Executive Officer has analysed event and participation numbers. The data shows we staged more events than ever last year, but our participation numbers have stayed level at a ‘new post-COVID normal’ rate of approximately 9000 per annum. Twilight participations are decreasing, but season passes are staying level. Phil reported we have not yet heard the outcome of our grant applications for drone and MeshO projects, but in the meantime he has approached ACT Parks about the issue of using drones in parks. Their reply has been to invite us to seek approval to operate a ‘motor vehicle’ in the areas, which in due course will be considered by the conservator. For the AGM Phil has prepared a timetable for finalisation of the report in time for notice to be given to members as required by the constitution. The Board noted that Weston Emus is not seeking to be recognised as a club again for next year. Phil will report to the AGM that future asset registration and depreciation will be managed off-budget as recommended by the auditor.

In relation to events the Board noted:

• The next meeting of the Event Planning Sub-Committee will be mid-March to look at the program for Oct 25 – Mar 26
• MTBO maps should ultimately be regarded as a cost neutral exercise, but is open to starting with an initial budget allocation per annum, with any surplus able to be rolled over. The Board’s initial preference is that MTBO mapping should be a component of the mapping sub-committee, with a MTBO member invited to join.
• noted the Summer Sprint is being set by juniors and progressing well
• SCORE schools are locked in and entries have opened
• L2O dates locked in and entry fees set
• The Twilight series is about to kick off
• In the bulletin this week there will be requests for nominations for officials for Blue Lightning and ASOC. There will also be advance notice for participants wishing to considered for ASOC selection.
• Nominations have been coming in for OACT annual awards to be awarded at the event on 12 March.

In other business the Board noted:

• A QR code-based digital entry process for EOD is being trialled which includes electing to rent an SI stick. The Board agreed the existing process of current members being required to pay non-member rates if they EOD should continue to apply to the new process. The Board debated the merits of going cashless and on balance agreed to trial that approach for the twilight series. Dates and times for closing online entries to be: 5pm Saturday for Sunday sprints (remain at 3pm Wednesday for Twilight), with no late fee but only EOD at the non-member rates.
• There was very favourable feedback from the National Junior Training Camp 2024. The Board expressed a strong vote of thanks to Michael Radajewski and his large team of volunteers for running an excellent carnival. The sessions run by Toni Brown/Bold Horizons/Goldseekers were also well received.
• Susanne sent in comments on behalf of OACT concerning ASOC rules changes which were supported by various other States.
• Middle and Long Distance Champs fees (for Cooma and Nimmitabel respectively) have been set. Organisers have asked whether EOD could be permitted for genuine local newcomers. The Board agreed this should be the controller’s responsibility, but the fee should be a flat rate of $30 per person.
• Coach-in-residence applications have been received from two applicants, one from Italy and one from Denmark. On the whole in the past the more proficient athletes have been more effective community coaches in terms of attracting local participants to training. Members agreed in principle to appointing two coaches, with the two already interviewed being acceptable subject to referee checks.

Next meetings: Mon 24 Mar 2025; AGM to be held on 10 April at Jamison Southern Cross Club

The post Board Shorts – February 2025 appeared first on Orienteering ACT.

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.

The post Board Shorts – Winter 2024 appeared first on Orienteering ACT.

• Orienteering Australia (OA) has circulated a draft Participation plan – members felt that the circulated plan is quite high level and lacks clarity on intended actions and target groups. Related to that the president will make representations to OA to ensure we are not effectively contributing twice (eg through levies and OA direct funding) for initiatives such as development of MapRun.
• Locally papers have also been circulated on statistical analysis concerning orienteering participation. Possible ways forward are to be explored further at the workshop on 11 February.
• We are coming up to AGM time again. Some board members will be standing down so new members are encouraged to nominate. The executive officer will prepare an annual report for tabling, seeking contributions from relevant personnel as required.
• OACT has received stage 3 sports organisation categorisation approval. The grant round has now opened.
• New OACT shirts have been ordered
• Ann Sutton was awarded an OAM for her charitable works in the New Years Honours. Congratulations Ann!
• Nominations have been received for three OA awards. OACT award nominations remain open.

Series updates:

• Learn to Orienteer – a winter season is intended. For consistency Susanne is willing to convene the series again, but will put out a call for assistants
• Sprint series is progressing well even though permissions have been slow in coming through from some venues.
• Autumn SC-ORE 2024 – We have had to move to a new platform (Race Roster) as RegisterNow has closed down.
• New members who provide us with an email address are receiving the OACT Bulletin via MailChimp.
• Coach and manager positions for ASOC and Blue Lightning have been advertised. Appointments should be confirmed at the next meeting if not out of session earlier. A call will go out for nominations for selection committee membership.
• Bunnings BBQ (17 Feb in Belconnen) – the Bulletin on 6 Feb will call for a few extra volunteers

Other business:

• Edith Gray is organising billets for the coach-in-residence, Kriszta, who is due to arrive on 23 Feb. Alison and Peter are organising mentoring arrangements and a welcome pack.
• David Stocks will convene a formal mapping sub-committee with a view to developing a proposal for mapping initiatives for the next three years.

Next meeting 18 March 2024

The post Board Shorts 247 – January 2024 appeared first on Orienteering ACT.

June 2023:

• Susanne informed about the latest OA program proposals: ‘Learn to orienteer Program’ meeting. OACT is welcome to deliver a pilot in term 4; Sporting Schools “map making programs” for Year 9/10 students – this was heavily discussed with no state representative agreeing with that.
• OACT has received a request to deliver relay orienteering to a school in September and orienteering might be delivered for Girls’ Grammar when they will host World Individual Debating and Public Speaking Championships, 18/19 April 2024.
• ACT Sport & Recreation Update: Phil has submitted a first ‘application’ to see if we fulfil the category 3 criteria in the new sports categorisation process, which we think we should. (category 1 and 2 for mainstream profit-making organisations and sports) We expect a result in August and to be notified in September. If successful we should be able to request a grant in October/November for 2024-2027. However, we will not hear the result until February 2024, which means that we will set our budget for 2024 and fees based on no grant.
• Maurice to raise a proposal for 2026 Carnival incl. School Champs etc – on where and how we could arrange the events to ensure reduced distances etc and therefor keep our costs down.
• Ari Piiroinen ran a Course Setting Workshop for Bushflyers, which was very well received – we got a first time course setter, Silke, and a first time organiser. Phil to ask Ari if he would be able and willing to run another workshop outside of Bushflyers, and if so when would be a good time? The Board noted Edith is now an accredited Controller level 1. Michael Radajewski has shown an interest in a controller role, and is a potential controller.
• ACT Parks Update – Callum Brae – Saturday 24th June was cancelled late by ACT Parks, who originally (in April) had given us the impression that it would be okay. We were given conditions for less than 100 runners, and all on tracks, so not viable and the event was cancelled. The director has moved on, there is a new ranger. At this stage we are awaiting further response from ACT Parks on the permission process, specifically on what areas will be excluded and not. This is expected to come soon, at least a first indication. The timing is not right to escalate the issues too far, since this most likely will backfire. We need to wait and see how far we can get with the improvements we have discussed so far.
• Event Planning & Management Sub-committee: For 2023/2024 summer: Proposed events for Twilight will be in parks. There might also be two sprint series on Sundays, one over Christmas holidays, and one in Feb-March (possibly leading up to ACT Sprint Champs? Or an AL sprint 24/3 or 17/3?). Blair Trewin has advised that the current plan is that Oceania will not be held in Sep/Oct 2026. 2026 will be a ‘normal’ AUS Champs carnival.
• Budget: OACT is going towards a big loss this year, currently estimated to about -$31,000. Looking at the expenses associated with Easter Carnival 2023 we see that Technology, toilets and roadwork were considerably higher costs than expected. Conclusion from this is that we need to consider this when we chose venues as well as when we set the entry fees for future carnivals. These costs ate up a lot of our potential income this year. To improve our situation some options that might be worth investigating further are: Sausage stall at Bunnings (like Blue Lightning will do 13th of August, Belconnen). Look for sponsors, e.g. Garmin/Polar/Intersport/… or around healthy living or nature. This could maybe be a task for a future Development Officer?
• Development: World MAZE race went ahead – Unfortunately it was not possible to run at the preferred locations, but it was run and people showed up. A list of Newcomers was compiled, and Alison will contact the ones that provided email addresses in the same way as we do for Newcomers at our events; High SC-ORE unfortunately had to be cancelled due to too few entries; The PAF community Pop-up ‘Game On Canberra’ Series has started is on/off; Toni has resigned as our Development Officer after close to a year in the role. The Board thanked her for her ongoing enthusiasm and efforts in driving coaching and participation programs.

Other business:

• Coach in Residence: Susanne mentioned another potential candidate would be investigated further as OACT would benefit from a coach in residence, so please spread the word. In particular those going to JWOC/WOC/Europe in the coming weeks and months; ASOC trials have started; MTBO Promotion has started for October. Marina to be invited to the next suitable board meeting.

August 2023

• The President reported that OA has been considering methods for improving its financial situation, including by increasing the amounts payable by the States and Territories, but all jurisdictions are opposed to this, not least as they are also struggling financially.
• The Executive Officer reported that ACT Sport & Rec High Performance grant has been acquitted; a proposal has been made linking sports up with potential sponsors under the ‘Gamechangers’ program; Phil has submitted our proposal for classification as a category 3 sport as part of the new ACT Sport & Recreation funding model. We will be advised of the outcome in due course. ACT Parks & Conservation Service informal further detailed maps look promising as the ‘no go’ zones in most areas look to be significantly less extensive than originally indicated. Black Mountain and Aranda Bushland are still heavily affected.
• ACT League event 31 July 2023 – The Board discussed the situation where a control was not able to be found at this event as a tree had been felled after the control was hung. The controller for the event has concluded that the results can stand, with those on affected courses recording a mispunch. The Board considered that as AL points are calculated for participants across all courses, it would not be fair for some competitors for their results to be counted towards the AL competition and so decided that the AL competition would be reduced by removing this event this season.
• Development / Marketing / Promotion: Before we appoint a replacement Development / Marketing / Promotion Officer, we need to be clear about OACT’s priorities and set direction on where effort needs to be placed. To have a targeted program to get maximum value for effort rather than ad hoc activities, that actually cost us money for little return. Phil suggested there are 5 steps for consideration based on external and internal focus elements including:
  1. Awareness of orienteering through community and school events – this does take time and resources and does have value but we aren’t getting a great return on effort in getting people involved in community orienteering;
  2. Getting people to try an event, usually through Street-O, Saturday Metro or Wednesday Twilight – we have started actively managing newcomers and once again this does take continued effort but is required to retain newcomers. Unfortunately, in recent times we have been unable to hold the Map Mates program or the Keeping Up with the Kids program. To get families and juniors to be engaged, the adults need to be engaged/targeted;
  3. Having people to come back and do more events, the returned customers – we do lose many people at this step – there is a group of 60 or so ‘regular’ orienteers who have joined as Casuals rather than joining as a member of OACT and as a club member;
  4. Encouraging those who do several or more events to become members – Some clubs are better than others at welcoming new members;
  5. Encouraging members to do and volunteer at more events, increasing our participation numbers – as an example, we have 395 members, from which 157 have purchased Saturday Metro Season Passes but average attendance at Saturday Metro events is 125. The numbers get worse when looking at AL event participation by our members.
• Event Planning & Management: 2023/24 Wednesday Twilight series will be 12 events avoiding areas in the Canberra Nature Reserve Zone 1 Core Conservation areas. The proposed program is due to be confirmed by mid August; the AL event planned for 16 July at Ballinafad was postponed to a date to be determined; OA remains very keen for OACT to hold a double-header NOL event weekend in May 2024; Wednesday Midday events have started up, but attendance averages are only 16 per event.
• ASOC: The Board considered whether specific funding should be made available to ASOC representatives in addition to funding for the third administrative position. The Board noted that Blue Lightning has revived the cake stall and has a Bunnings barbecue coming up, with funds going towards ASOC participants. As Blue Lightning is also hosting a weekend event this season, for which they will retain any income, the Board agreed no additional funding was necessary at this time.

September 2023

• Learn to Orienteer program has been launched, entries are open. The program is aiming for beginners of all ages, not specifically children/youth. Info has gone out via website, to the schools, through the SC-ORE community, and Newcomers to the ACT Junior League during 2023 series will also receive information. Alison to send to Newcomers. Susanne, Ken M, David S will run the program together, with built in flexibility for absence such as sickness or other commitment during the course of the program.
• Safety and Emergency – Susanne referred to the two incidents at Collector Hill on the 19 August, where one person injured her leg, and a junior got lost on the Easy course. This prompted a review of the Safety and Emergency Plan document. The consensus is that the document is still good, but needs a few updates incl removal of no longer relevant information. We could look into potential safety card further, and potentially add text to the back of entry cards when printing new ones.
• ACT Parks & Conservation Service Update: We have received a High Performance grant, $15000 again. Phil has spoken to Yvette Berry (ACT Minister for Sport & Recreation) about our access issues. She asked for more info about our situation/requests.
• Finance: Maurice has taken over the treasurer role while Andrew is away; MapRun: Peter Effeney has requested payment for MapRun use for 2023; 2024 Budget Planning – last year we had an operational loss of about $17000, the prediction is that we will end up at about the same amount this year. OA levies will be around $14000-15000. State Reg. is expected to be around $11000 – to either be paid in December or January (for 2nd half of 2023)
• Event Planning & Management: Joshua and Owen will continue operating the event computer. We will need a Welcome person; 2 MTBO events are planned (13 December 2023 and 7 February 2024); The camping at NSW Champs 2024 was popular, and a suggestion is to provide something similar in the ACT, i.e. with camping close by two events; Hermann is to turn 100 in June, and an event in his honour is planned for the 2 June in Stromlo where Hermann used to work; Maurice is drafting a “summer fun sprint series”; Susanne is looking at securing events for Term 1 Sprint series
• Entry fees for Twilight 2023/2024: The Board decided Season pass for adults would be set at $84 (members) = a discount of 42% (equiv. to 7 out of 12 events); other entry fees to remain the same: Members: Adult: $12, Junior: $5, Family Max $29, Non-members: Adult: $20, Junior: $10, Family Max $50; 3 free entries for Newcomers (i.e. newcomers to orienteering)
• ASOC update: 20 students were offered a place in the team to represent the ACT in WA. One declined his place, so OACT will send a team of 19; Blue lightning has done a good job in gathering funds for their reps, through the cake stall at Junior League events and through a Bunnings’ sausage stall. They have also received donations. Most appreciated all of this.

Other business:

• Coach-in-residence application – Stephen and Susanne have a zoom interview lined up.
• Newcomers experience – Alison reported that we have had 92 individual new people taking up the opportunity to try orienteering for free during ACT Junior League incl 11 adults without children Slightly more than half of the children came back for another round (family groups) with most of the children in the age group 8-12 years old, boys and girls. Since 1 April OACT has received 57 new members: 36 Adults, 10 juniors and 11 Sub-juniors (i.e. under 10). Some of them are renewed memberships (e.g. from Grammar, Radford and a family), but the majority seem new to OACT. As at 18 Sept OACT has 398 members.

October 2023

• MTBO Marina Iskhakova provided an update on planning for the AUS MTBO Carnival and Championships to be held in Canberra in October 2024, and thoughts on how to promote and grow participation in MTBO. The planning is progressing well. The aim is for the 2024 MTBO Carnival and Championships to offer events from beginners to international elites. Entries to open in early 2024. OACT will receive $5,000 from the Moira Whiteside Bequest for the 2024 AUS MTBO Champs.
• The President reported that the current Strategic Plan is an all-encompassing document, however doesn’t assist in prioritising actions. It tries to cover everything whereas a more useful planning document would highlight the major priorities and actions. Susanne will lead a review of the current Strategic Plan, to be followed by a workshop in first quarter of 2024 to gather input from the broader OACT membership.
• The Executive Officer reported that outcomes of the State Sporting Organisation (SSO) categorisation assessments were expected to be announced by end September, then by end October. That has been delayed. If we get approved, we will be able to apply for a 3 year grants, if not, we will still be able to apply for grants but annually and with even lower amounts available; OACT provided input to OA’s review of Eventor – main points were: Issues with administering Casuals, and improving the useability of the application, especially for newcomers. OA doesn’t have rights to change the application, so don’t expect too many major enhancements.
• ACT Parks & Conservation Service Update: Stephen has escalated the concerns to the Deputy Director-General who manages the ACT PCS and the Office of the Conservator. OACT reps will be meeting senior officials on 30 November.
• Controllers / Course Setters Workshop is to be held Saturday 25 November. A venue has not yet been booked, awaiting on a better idea of number of participants, and trying to obtain a venue at a reasonable cost.
• Membership Fees and Event Entry Fees 2024
  The Board discussed a range of options for the 2024 fee structure. It was noted that OACT does have sufficient cash-at-hand to absorb another year of an acceptable operational loss. The aim is to limit any increases in fees, particularly for members, and to look at increasing participations, seeking other sources of income and reducing expenditure. An example of where savings would be made is in the type of map paper to be used for non-ACT League or Championship events; Phil to raise with OA the issue of double State Registration Levies paid on new members who join in the last 3 months of a year receiving membership for the 12 months of the following year.
  • Membership Fees:  The Board decided to keep the 2024 fees at the same cost as for 2023.  
  • Entry Fees, for series commencing in 2024:
    • Saturday Metro, Sprint & Winter Midday fees for members are unchanged.  Fee increases for non-members and no free entry for Newcomers.
    • Season Passes are available for members only, with the cost to be equal to half the number events plus one in the series.  For example, a 12 event series would cost the same as if entering individually 7 events.
    • ACT League (non-Championship events):  The costs involved with running an ACT League event are generally greater than for community events.  For example; toilet hire, increased travel, better quality map paper to be used etc.  
    • ACT Championships:  Entry fees to be increased by $5 – $10.  Actual fees to be determined per event based on expected cost of running the event.  That would also bring the cost in line with that charged by ONSW and OVIC for their Championship events.
    • The fee structure of members & non-members and Adult & Juniors should be adopted for MTBO.  The intent is to provide benefits for financial members over non-members and Casuals.

• Event Planning & Management:
  • Sprint Series dates and locations are in Eventor, but there may be some changes to the locations – the events are mostly being set and organised by the 2023 ASOC juniors
  • Winter Series dates and locations for the AL events are in Eventor. Dates for Saturday Metro series are in Eventor with locations to be determined after meetings with ACT Parks.
  • SC-ORE has commenced, but unfortunately one school withdrew the previously provided approval so the venue was quickly changed to another school, Aranda PS.
• Finance:
  • The Acting Treasurer took the Board through the major items of expenditure and income since the last Board Meeting. All expenditure was appropriate, however the Board did note that it is time to remind all responsible for expenditure that prior approval is to be sought from the Board for expenditure over $600.
  • Valerie has booked Canberra Park as accommodation for 2026 ASOC teams.
  • Susanne has arranged for OACT to run a Sausage BBQ at Belconnen Bunnings on Saturday 17th February 2024. Valerie volunteered to co-ordinate, or at least be the initial co-ordinator.
• Coach-in-Residence: Krisztina Gera from Hungary will join OACT in early February for 5-6 months. OACT has received an application from a male Canadian who might be available from April. Susanne will contact him in December to see if he is suitable and available.

December 2023

• ACT Parks & Conservation update: The President reported she, Stephen and Phil recently met with Executive Group Manager, EPSDD (Bren Burkevics) together with Branch Manager ACT Parks (Stephen Alegria) and Partnerships Manager ACT Parks (Michael Watts). It was a very productive session where the public servants acknowledged OACT’s strong preference for better and earlier information about access to various areas of the Canberra Nature Park. It is expected that an updated map of ecologically sensitive areas will be available by February. It was agreed we would meet twice each year in about February and August to plan seasonal programs. EPSDD is to confirm the outcomes of the meeting in a formal letter.
• The Executive Officer reported that the ACT Government grant application process opening has been delayed pending Ministerial confirmation. Ann Scown is seeking quotes for items that could be bundled together for equipment and IT items.
• Awards – the Board considered the establishment of a sub-committee to consider and report back on recommendations for awards eg for OACT and OA awards (close with OA 14 Jan). The Board agreed the sub-committee should be chaired by a Board member with two other association members, striving for an age and gender balance. Alison agreed to chair the sub-committee.
• 2024 Budget Planning: Phil spoke to his circulated paper. We are heading for a potential loss of the same order as for 2023 and up to $30 000 mainly due to 20% reduction in participation (especially by members) in almost all disciplines compared to pre-COVID and ACT Government changing its grants allocation rules. We are not alone in that – almost all other State associations are experiencing the same issues. Members noted we have made little change to our event entry fees (nor have other States), but our per member costs paid to OA for their expenses has gone up considerably; the Board also noted the need to pay attention to our GST input credit claims.
• Event Planning & Management:
  • Sprint series – Susanne reported the series has started well with juniors setting the courses, but there have been problems behind the scenes getting school approvals for January
  • Winter series – next meeting is scheduled and members have agreed it would be good to find camping options for our NOL and other major events eg at Broulee and Birkenburn
  • SC-ORE schools are being lined up for Autumn 2024 with a fourth school still to confirm, but we are having to move off the Register Now platform
• Schools wrap-up – Stephen circulated a report detailing one of the busiest terms we have had in the last 5 years, despite overall participations still being well below pre-COVID levels
• Learn to Orienteer – Susanne reported the 7-session program was well received, with several participants buying SI sticks and coming to street or sprint events. Susanne is looking at options for running another season in conjunction with next winter. The Board thanked Susanne, David and Ken for implementing a successful initiative
• MTBO – Marina reported that she had reviewed the budget following Board feedback. Four out of five venues have been secured. Promotion has been circulated to all States. Entries open 1 January. Andrew will open income and cost centres in the accounting system.
• AAIDT the Board noted OA and ONSW are proposing to include the development team concept for Aus Champs in 2024.

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• President – Susanne Harrysson
• Secretary – Stephen Goggs
• Treasurer – Andrew Cheffers
• Directors:
  • Valerie Barker
  • Edith Gray
  • Alison Inglis
  • Maurice Patten
  • David Stocks

The Board is keen to appoint a director with specific responsibility for technical and/or mapping coordination. If this is a role that interests you, please contact the president to discuss further.

The meeting also unanimously endorsed the proposal to grant Life Membership of the Association to Hugh Moore in recognition of his decades of service as participant, course setter and mapper extraordinaire, most recently in connection with the maps for the World Ranking Events held at Nimmitabel during the Australian 3-Days at Easter 2023.

The minutes of the meeting are available here.

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• We appear to have serious emerging issues with: access to Canberra Nature Park; finding course planners, controllers and organisers especially for AL events. Phil has been in touch with some members who are on the cusp of becoming accredited as controllers. We need to consider ways to inspire and encourage newer and younger members to become involved in a range of the issues associated with running events. Susanne has had a favourable experience engaging young members of the association to set courses for the coming Sprint Series.
• All SCORE schools are now locked in for the season commencing in early March.
• There is a continuing need for formal identification of a mapping coordinator.
• It would be desirable to obtain the services of a coach-in-residence again.

The Executive Officer report:

• Memberships are up to 268 so far for this year, but more are encouraged. Season passes are still well subscribed.
• Club tithes have recently been paid on the basis of $150 per event, but there is no effective distinction for events that are also NOL, NSW State League or Championship events. The Board agreed that for 2023 for AL events that are also NOL, NSW SL or Championship events OACT will pay clubs $250.
• Glendale event has been rescheduled to Tuggeranong Hill (subject to approvals); For the twilight event planned for Commonwealth Park (15 March) we have been advised we need to seek approvals from all other commercial users of the park; No club has come forward to organise the AL events at Wee Jasper in May. Phil will convene a meeting of the events sub-committee.
• The ACT Sport & Rec annual recurrent funding grant has been extended for a further year. Other grant types open for application include for community sports facilities and club enhancement grants (for activities for which clubs are not supported by their State association).
• OA issues: OA AGM to be held by Zoom in the week before Easter; OA website development is on hold pending finalisation of brand management arrangements; the Board considered nominations for OA and OACT Awards.

The Treasurer reported:

• Quick books usage has been progressing well. Profit and loss statement to be provided for next meeting.
• Banking issues – see below. The Board agreed to change the signatories on the association’s accounts to include the new president, executive officer and one other board member (plus the treasurer). Nominated officers will go to the bank to arrange authorisation.
• Further consideration to be given to other investment options after the Easter carnival.

Easter 2023 Update – Stephen reported that the organising committee met last week with the IOF Senior Event Adviser (Blair Trewin). All is progressing well, especially now that all necessary permissions have been secured for the Prologue. Maps are all but finalised and courses well advanced. Test printing is in train and toilets, catering and signage etc are being finalised.

Other business included an ACT Parks update – The Canberra Nature Park Management Plan has been released adding an unexpected additional best practice principle requiring organisers to ‘avoid zone 1 core conservation areas’ which appear to cover a large proportion of traditional orienteering venues [see critical components below]. Phil and Stephen to seek a further meeting with ACT Parks as a matter of urgency.

The Board noted the AGM is required to be held before the end of April. The Board agreed the meeting should be held on Thursday 27 April. Notice 14 days before for audited accounts and annual report.

Next meeting 27 Mar 2023

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The Executive Officer reported on a diverse range of matters including:

• New memberships are now loaded into the system. Phil will clarify who has Eventor administrator access, remove any no longer requiring it and remind those remaining of our (OA) data management policy.
• Access to Canberra Nature Park – There has been no further from ACT Parks in relation to the promised draft management plan since a holding response received on 31 October. In the meantime Phil responded to the recent draft ACT Parks commercial user management policy document seeking clarification of the application of the policy to not-for-profit organisations.
• Phil has approached Brindabella Business Park owners (Canberra Airport Group) about the possibility of mapping the precinct.
• Bushflyers have proposed the cancelled Mugga Mugga event now be run in late March instead
• Recurrent funding grant – ACT Sport & Rec are yet to confirm categorisation process for next year.
• Members noted the OACT AGM must be held before end of April and 14 days notice is required. If it is held on 20 April all documentation would need to be ready before Easter. It could be earlier.
• Schools selections – the Board considered dates for selection events, noting the desirability of telegraphing these well in advance of ASOC in September 2023. Members agree the events should be 13 May (Mt Taylor), 4 June (AL), 25 June (Sprint Champs), 16 July (Ainslie/Majura). Ideally we should also look for an event in granite terrain as good preparation for AusChamps in WA. EOI for schools coach and manager/s to be called for early in the new year.
• OA workshops – a workshop had now endorsed the revised OA constitution to be put to the next AGM. OA revenue has decreased for 2022 as a result of so many events being cancelled in 2021. OA proposed increasing levies to recoup its deficit, but has now agreed not do this until 2024. The Moira Whiteside bequest was originally established for Aus Champs only, but a new steering committee has agreed with her family that it can now be extended to other national championships, including Easter, and both foot and mountain bike events.
  Members also noted the following feedback from the recent OA Technical workshop – Much of what was discussed will come in in 2023, however will not affect Easter planning. Equalising winning times is not due for implementation until 2024. Of note also was the mapping discussion, so OACT will need to formalise some sort of mapping committee. Members noted OACT is due to host National events in 2023, 2026 and 2029.

The Treasurer has prepared a draft budget for next year and the forward years, allowing us to start to factor in potential changes in such items as OA levies and recurrent grant funding. For further consideration at the next meeting once further refined.

Easter 2023 Update – Stephen reported the website has gone live and entries are open. Bulletin 1 has been published after input from the IOF WRE Senior Event Adviser. There is to be a site visit to the Day 1 and 2 event area before Christmas. Approvals are still being sought for the Prologue event at the proposed ACT venue.

Development Officer’s report – members noted the report provided by Toni, including in relation to FOG, FOB, TrakOTack and Urban Polaris.

In other business Members noted:

• ACT Sport & Rec update – Valerie attended the recent CEO Forum on behalf of OACT. Speakers included the Minister and a representative of the Australian Sports Foundation. An Infrastructure survey is to be released for 3 months of feedback to identify priorities. The ACT Government will also shortly release a ‘State of Play’ report.
• SC-ORE – Susanne confirmed that 3 of 4 schools have confirmed for Autumn 2023. David Stocks has agreed to set the courses.
• Summer short course – Maurice reported this series is progressing well with between 70 and 90 participants per event so far.

The Board will next meet on 30 January 2023.

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The Executive Officer reported that in relation to recurrent funding grants, ACT Sport & Rec is moving away from an unstructured grant framework (currently valued at $26 000 per year) to a requirement to submit grant applications against ACT Government priorities. Applications are to be submitted before the end of the calendar year for the next financial year. The expected emphasis is on big ticket items, with smaller sports likely to have to share a relatively small pool of ‘left over funds’, possibly at about $5000 in our case. As a consequence we are likely to need to augment our income through member and event fees.

On the issue of membership fees, members noted that if we just measured membership fees against the funds we pay to OA for levies then we break about even, though our fees are equal with the lowest in the country. OA is doing away with family membership fees in favour of senior and junior fees. We only pay fees to OA for adult members. Members agreed we should adopt a similar model. Other States are moving to a higher fee for adults, a low fee for juniors and some have free for U10s. We should also provide an incentive for membership, most obviously perhaps by having a higher fee for non-members. Fees for other sports memberships are significantly higher than in our sport, as they are for orienteering overseas eg in Sweden equivalent to $215 per adult and $100 per junior. Some sports have a fee paid to a national association (not via States or clubs) and some have a social membership category, which OA is moving away from. Current fees are $60 per adult, $50 per junior, $80 per family, but in future families will not be able to join as a family. After discussion of a range of options the Board agreed that an appropriate fee structure for the coming year would be $65 per adult and $10 per junior, with under 12s free. It was noted that we may need to prepare for further increments in coming years too. Event entry fees are to be adjusted accordingly, with a distinction between member and non-member fees. The Board also agreed to allocate a budget amount of $5000 for 2022 with a view to each OACT athlete who represented Australia in 2022 at WOC, JWOC, WUOC, WMBOC being funded $500 for each such event for which they were selected and attended.

The Treasurer reported that QuickBooks software package is very straightforward to use, including for employee payments, PAYG and BAS requirements. As an indication of volume he noted there had been 220 transactions in the last 4 months. While this volume is high there does not appear to be an ongoing need to consider engaging a separate bookkeeper. The process for making a claim for payments/reimbursements via the online claim form is satisfactory but needs a higher profile.

Awards: CBR Sports Awards – we have submitted 2 nominations for Hall of Fame and one for female athlete of the year. In connection with that the Board considered a proposal from Bob Mouatt for digitising some of his video records. The Board welcomed Bob’s proposal and agreed unanimously that it should be supported. OACT EOY Awards – Valerie to put out a call for nominations.

Access issues: ACT Parks has replied to our most recent approach to say they have been working on ecological surveys and so have not yet finalised the proposed framework, but they will follow up again. They also noted the timeframe for access to Orroral Valley is not yet certain.

Easter 2023: Stephen reported that Jindabyne Sport & Rec Centre is now due to be under construction during 2023, so we are going to have to move the venue, with a Canberra location currently the frontrunner candidate venue. This change needs to be publicised quickly. Valerie and the course-setters visited Glenbrook and have developed good relations with the landowners incl for parking and catering. Andrew C-T has had good responses from community groups at Nimmitabel. Andrew C can manage the income and expenditure, measured against a budget that Andrew H is to finalise.

The President reported that Sanda Halpin and Katy Hogg will fill the Newcomers Welcome role jointly.

The Board considered a proposal from the Development Officer for a program to be known as TrakOTack. Members welcomed the proposal intended to align with an existing series (Twilight) in the new year, and to have an option after school during the week. Members noted it is similar to Map Mates (which is still expected to be run as well, at the start of the winter season), but is open to all ages and it will lead into the Autumn SCORE series. SI sticks will be on loan. The Board also noted that at a recent coaching meeting a ‘Coach of the day’ concept had been suggested for generic technical assistance at twilight and Saturday events was proposed, ideally on a roster basis and possibly in 4-week batches. The coach need not be elite, but just a designated person to help out with coaching tips, but it could potentially also link people up with Cockies to assist with transition to higher performance. Susanne will write up a ‘coach instructions’ proposal alerting members to be ready to agree.

The Summer Short Series has been advertised but needs to be widely promoted.

Primary School Championships to take place on Wed 23 Nov, but also needs to be widely promoted.

In other business: Valerie completed an online module and attended a Member Protection Information Officer (MPIO) workshop run by the Play by the Rules program administered under the SIA umbrella; OA is expecting to run online workshops again at the end of this year instead of the traditional AGM, with sessions focussed on performance competition and participation, so we need to identify OACT representatives to attend those sessions and a Special General Meeting to finalise the new OA corporate structure.

The next meeting will be on 12 December.

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