Attendees:
[x] Kris Beecroft (Meet Director)
[x] Doug Berling
[x] John Crowther
[x] Sverre Froyen
[x] Sherry Litasi
[x] B. Brooke Mann
[x] Mikell Platt
[x] Joel Swisher
[x] Amy Winston
A. General Discussion - CTOC (Idaho) was planning to host an A-Meet / US Ultra-Long championships the weekend before our meet; but, they have withdrawn their application and won't be hosting an A-Meet after all. (Partly due to the Canadian championships planned for that same weekend, and also their mapper had some health issues and wouldn't have been able to finish the map in time.) - We decided that CTOC's A-meet cancellation shouldn't have any real impact on our meet. - Hopefully the WCOC champs in Kamloops won't draw participation away from our meet (even though it's the same weekend). Some informal conversations indicate that this shouldn't be an issue; people are eager to come back to the Woodland Park area. B. Publicity - Mikell pointed out that advance publicity is key -- highlight the fact that we'll have good maps, good course setting, some amenities, etc. - Kris would like to have a flyer she can distribute at UNO's A- Meet (US Championships) in October. (*Need someone to design the flyer.) C. Attendance Estimate - Kris reviewed attendance at the 2010-2013 Classic Championships and Individual Championships. Based on these number, we'll plan on 250-300 attendees. 2013 * SML Champs - EMPO: May, upstate NY (one day at Moreau Lake) ~400 * Classic Champs - UNO: October TBD 2012 * SML Champs - GAOC: April, ~300 * Classic Champs - BOK (NC): March, ~200 (attendance might have been impacted by SML just one month later) 2011 * SML Champs - CSU: Oct, outside of Boston ~300 (one day WRE) * Classic Champs - CNYO: July/Aug, Rochester ~250 (together with Convention and a weeklong O-festival) 2010 * SML Champs - COC: June, outside of Spokane ~330 (weeklong event with NAOC in Canada) * Classic Champs - EMPO: Oct, upstate NY (Moreau Lake) ~400 D. Sanctioning Update - Our bid to host an A-meet has been approved, but the 2014 US Classic Championships decision is still pending. (Rochester OC will be hosting the 2014 Individual Championships.) We're waiting for the sanctioning committee to have their next conference call to make a final decision. E. Schedule / Tie-in Events - Sherry reported that Sharon might want to set a Trail-O. Kris will follow-up with Sharon. - Mikell can host his usual low-key events in Laramie / Happy Jack, as long as he has enough notice. He can work around whatever we might plan in Colorado (CU-Boulder Sprint, model event, etc.). - We agreed on the following: * Tue, Aug 5 - LROC Local Meet in Laramie * Wed, Aug 6 - LROC Local Meet in Laramie * Thu, Aug 7 - LROC Local Meet in Laramie * Fri, Aug 8 - Travel Day / Model Event near A-Meet Site * Sat, Aug 9 - US Classic Champs Day 1 * Sun, Aug 10 - US Classic Champs Day 2 * Mon, Aug 11 - Travel Day * Tue, Aug 12 - LROC Local Meet in Laramie * Wed, Aug 13 - LROC Local Meet in Laramie * Thu, Aug 14 - LROC Local Meet in Laramie - After some discussion, we decided that having a model event is more important than having a just-for-fun Sprint at CU-Boulder. (Also, traveling from Laramie to Boulder, running the Sprint, then driving several more hours to Woodland Park for the model event would be a lot for attendees AND for organizers). We decided to scrap the CU-Boulder Sprint plans for now. [For future reference: CU-Boulder campus permit approval form with 11 departmental signature requirements: second PDF at http://umc.colorado.edu/events/scheduling/additionalresources. And, CU-Boulder overall campus event policy: http://www.colorado.edu/policies/CUUF.] - Model event location is TBD. But, we decided that the model event should be included in the overall entry fee, not an extra surcharge. F. OUSA Annual General Meeting (AGM) & One-Day Convention - OUSA had previously asked if we could hose the AGM; more recently, they also asked if we could also host a one-day convention. * AGM = one meeting (~two hours) to vote on bylaws, board member elections, etc. * Convention = seminars and classes throughout the day, with some kid activities and possibly a social event in the evening. - Convention dates and times and TBD. OUSA would arrange all speakers & content for the convention; we would need to arrange facilities. - Sherry feels that we should host the convention, because it'll draw more attendees for our A-meet. M-Lazy-C Ranch is a possible location (about five miles west of Lake George, bordering our Round Mountain map). - Sherry is willing to help with the Convention logistics. Terri Chawla is another possible helper for the AGM & Convention. G. Camp Alexander Scouting & Mapping Report from Doug - Doug drove around the camp on August 11th, to look for parking, etc. * There's not as much infrastructure as at Peaceful Valley -- just main building, a medical building, and a few staff buildings. * Parking would be adequate. - Doug got a mapping update from Steve Willman last week. Steve has been working on the area west of the camp, to the river (field-checking is nearly completed in this area). Next, he'll go east and/or south; Doug thinks he should go south (better terrain) -- but, there's no real connection between the two areas (just a steep and rocky foot path); we would need to treat it as two completely separate areas. The areas are about 3-4 km apart. If you park at the camp, it doesn't make sense to walk to the south area -- it's too far away. But, it's a big area. We would need USFS approval to park along the road to access the south area (Road 242); the road is passable by regular cars in the areas we would need to go. - In the next few weeks, Steve plans to send Doug a map showing the areas he has already field checked, and the areas he plans to check next. Steve reports that most of his work will take place from September onward. - Joel / Carolyn / Doug / Steve -- Need to coordinate soon to start planning courses, start/finish locations for equipment drop-off, etc. - Kris would like Doug to arrange a meeting for A-Meet planners to check out the Camp Alexander buildings, facilities, etc. H. Update from Plamen - He told Sherry he'll be here 8/26, for a week. - Is it worth re-mapping BCLP, considering the recent complaints from the BCLP ranger? Kris asked Doug to re-contact the ranger to work this out before we commit Plamen to re-mapping it. - Backup plans for Plamen: Cherry Creek and Chatfield. - Plamen can stay at Sherry's house in Denver, if he wants to. Or, at Sverre's house in Lakewood. I. Start-Line Logistics - Sverre wants to know if there are rules about when people can get their clue sheets.