[x] Sherry Litasi, President
[x] Sverre Froyen, Vice-President
[x] Bob Ellis, Treasurer
[x] B. Brooke Mann, Secretary
[x] Brian Coleman, Mapping Coordinator
[x] Plamen Djambazov, Mapper
[x] JP Ingebrigtsen, Member
A. Mapping: Brian provided the following updates --
Camp Alexander / Sledgehammer: We have the basemap back from Ivar Helgesen, and it's being scanned and geo-referenced. The next step will be to vectorize it and convert the contours (rather than drawing the contours by hand in OCAD). Then, Plamen will start on the field work.
Manitou Expansion: Ivar is still working on this one. Sherry asked Brian and Sverre to delineate the new areas on a map, so we can re-confirm access with the US Forest Service.
Saylor Park Expansion: We probably won't get this one back from Ivar in time to do field work in the spring / summer.
Chatfield State Park and Cherry Creek State Park: Plamen is geo-referencing these and improving the contour resolution, based on data Brian got from the US Army Corps of Engineers. Plamen is also making some general updates.
Golden Gate Canyon State Park: The contour data we got from the state wasn't useable; Brian is going to check with DRCOG for an alternate source of data.
B. Permits: Sverre provided the following updates --
We had to send our course plans to the ranger at Cherry Creek State Park for review prior to getting the permit.
The US Forest Service has a few questions about our 2009 permit application; Sverre told them to call Sherry. (Issue: a large group of Boy Scouts will be at Frisco Peninsula on the same weekend as our Night-O and regular meet in conjunction with the Adventure Xstream race.)
Our permit application for Chatfield State Park has been approved.
C. E-Punch Update: Sherry and Bob provided the following updates --
The e-punch workshop took place on Sunday, 3/22/2009. Bob and John spent a lot of time experimenting with the SportIdent software; they need at least two more sessions to learn the software thoroughly. Workshop attendees also discussed logistics and procedures for local meets with e-punching. We may use e-punching only on the Advanced courses for our first couple of meets.
Sverre recommends that we only use the printer (without a computer) at local meets, for complete simplicity. He has registered as a developer on the SportIdent web site, so that he can develop code to extract stored results data directly from the printer (serial port).
Sverre recommends that we buy some light cables to secure our e-punch control units in high-traffic areas. Sverre found some online at "TufNut" for $4-5 each. Brooke volunteered to work with Troy to make the cables (hopefully for less than $4-5 each), instead of buying them pre-made. We'll also need heavy-duty zip ties and a cutting tool to remove the zip ties after a meet. We realize the system is only as secure as the zip-ties; but, at least they'll be a little bit harder to steal.
We talked about a secure storage method for the control units; a clear plastic bin would work.
Sherry wants to buy two tables ($30-40 each at Big Lots), and some chairs for the Registration and E-Punch volunteers.
The laptops that Bob and Plamen offered to donate will not work out (battery issues). Sherry found a laptop online for $360; she'll send the specs to Bob and John to review.
Brooke needs finger-stick vendor details from John, to post on the RMOC web site.
Based on suggestion from Valerie Meyer, we decided to not collect collateral (e.g. car keys, drivers license) when we rent-out our finger sticks. Instead, we will attach lanyards to all of the rental finger sticks and make it clear in the waiver that anyone who loses a rental finger stick will be responsible for the replacement cost ($38.50 each). We can re-visit this decision if people start losing them all the time. Brooke and Troy will create the lanyards (ideally for less than $2 apiece).
We reviewed various options for storing the finger sticks; we decided on clear plastic business card sheets labeled with the finger stick numbers, stored in a binder. Sherry tested and confirmed that a finger stick will fit in the business card sleeve.
Brooke and Bob will revise the new registration flow chart. Brooke will create a new start list form that includes all of our rental finger-stick numbers.
USOF has hired a new full-time Executive Director (details). He may be in Denver in April for a conference, 4/26 - 4/29/2009; if so, Sherry would like to host a potluck lunch / dinner for him to meet with RMOC members and officers.
Sherry will start on the USOF sanctioning paperwork for 2010 -- Night, Relay, and Long Championships.
Brooke outlined two possible approaches for a Volunteer Incentive Program; we agreed to let members pick the incentive program they prefer via an online poll on the RMOC web site. Brooke will work on this before the next meeting.