[x] Sherry Litasi, President
[x] Sverre Froyen, Vice-President
[x] Bob Ellis, Treasurer
[x] B. Brooke Mann, Secretary
[x] John Crowther, E-Punch Coordinator

A. Mapping Update: Plamen Djambazov is updating the northeast section of our Cherry Creek State Park map. He'll hopefully be finished before our meet on April 11th. (We haven't used this are for a meet in four or five years.) For our new areas, Ivar is still working on the base maps.

B. Permits: Our US Forest Service permit application is in its final stages.

C. E-Punch Update: Bob Ellis and John Crowther are learning how to use the hardware and software. Bob donated a laptop for us to use for the e-punch system. John is testing battery duration. John needs to attach numbers to all control units; we agreed that laserprinting on waterproof paper attached with clear packing tape would be the best approach. We will use the units in training mode at local meets to avoid having to re-program them before every meet. We'll clear the memory in the units periodically (ideally, after each meet). Brooke and Troy will try to devise a system for storing the finger sticks and the collateral items when they're checked out. John will compile a list of e-punch vendors for us to send out to RMOC members who want to buy their own finger sticks.

D. Meet Fees:

  1. RMOC hasn't adjusted meet fees in ten years.

  2. We have a fixed cost of roughly $5.00 for each participant at a local meet. That $5.00 cost breaks down as follows:

    • $1.00 -- color copies for maps (all our meets have courses pre-printed these days)
    • $1.00 -- porta-potty and/or facility rental fee and/or permit fee
    • $0.40 -- snacks / water / cups
    • $0.60 -- USOF fee (going up to $1.00 in 2010)
    • $2.00 -- e-punch hardware and software, amortized over five years

    (We make the bulk of our mapping money at our A-meets, so we didn't factor that expense into the cost of the local meets. We're also not factoring in other odds-and-ends expenses like replacing control flags, registration supplies, OCAD software licensing fee, general administrative expenses, etc.)

  3. We're sensitive to the current economic downturn, but the reality is we have to adjust our meet fees to cover meet-related costs that have increased over the years.

  4. DECISION -- Our meet fees will be as follows for 2009:

    Status Age Course Type Cost
    1999 - 2008
    RMOC Member All Ages All Courses $5.00 $8.00
    Non-Member Junior (under 18) All Courses $5.00 $8.00
    Adult (18 and over) Beginner (White & Yellow) $5.00 $8.00
    Intermediate & Advanced $10.00 $12.00
    Family Maximum $15.00 N / A 1
    E-Punch Rental N / A $3.00 2
    Extra Courses (ex: three Sprints on the same day) $3.00 $5.00 3
    Extra Maps (for teams) $3.00 $3.00 3

    1 The family maximum is very rarely used, and it's kinda confusing to administer consistently with a rotating cast of registration volunteers (does it include compass rental? does it include e-punch rental? does it include extra maps? etc.). Also, we give the member rate to all kids / juniors anyway.

    2 John Crowther is compiling a list of e-punch finger stick vendors and purchase costs. If we can get a discount on a bulk order, we'll arrange that for anyone who wants to buy their own finger stick. Stay tuned for details from John.

    3 OK, after deciding on the increased meet fees for 2009, we reversed the decision we made last month, the one I just publicized today! New decision: if the same person runs multiple courses on the same day, they do not have to pay the full entry fee each time; they will just pay the "extra course" fee for their second and third courses. And that's final. ;-)

  5. We'll review our local meet fees again at the RMOC Annual General Meeting in November.

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