NCS Cross Country Management Committee Fall Meeting Minutes

NORTH COAST SECTION, CIF
www.cifncs.org

NCS CROSS COUNTRY MANAGEMENT COMMITTEE
FALL MEETING MINUTES
Thursday, September 22, 2011

Present: Peter Brewer (Northgate, Walnut Creek); Doyle O’Regan (Piedmont); Keith Conning (Berkeley 1973-1999); Steve Gregg (Head-Royce, Oakland); Sean Laughlin (Record Timing) and Bri Niemi (NCS).

Absent: Chuck Woolridge (Campolindo, Moraga); Jason Jacobsen (San Rafael); Eddie Salazar (Livermore); Manny Myers (Acalanes, Lafayette); Jim Tracy (San Francisco University); Angela Paradise (Alhambra, Martinez).

1. RECORD TIMING
Sean Laughlin reviewed what Record Timing would provide in terms of chip timing, including chip data and results, splits, display clocks, web results, leader board and back up systems. Laughlin would coordinate with Doyle O’Regan to deliver chips for packet production. Niemi would update the bulletin to include chip language and send out an email to ADs in the coming week.

2. DATE AND TIMES
Bri Niemi reminded the group that Hayward H.S. would be the site for the 2011 NCS/Les Schwab Cross Country Championships. Races would begin at 8:30 a.m. PT and would be based on 30-minute intervals, reflecting the race order of the State CIF Cross Country Championships.

3. PERSONNEL
a. Site Personnel
1. Meet Director(s) –Doyle O’Regan, Piedmont HS and Peter Brewer, Northgate HS
2. Site Director – Kristy Prasad (Hayward HS Athletic Director)
3. Layout and mark course – Peter Brewer, Tony Varesio (Newark Memorial, Newark)
4. Asst. Site Director – Marissa Chu or TBD
5. Referee – TBD, Bri Niemi to discuss with Jim Hart and/or John Coie
6. Starters – Bob Shor (managed by Peter Brewer)
a. Recall starter(s) –USATF
Starting Line Personnel – USATF
Finish line personnel – USATF
b. Finish judges - USATF
c. Chute volunteers/Chip recovery – Manny Myers, and volunteers arranged by Chuck Woolridge
d. Caller - USATF
e. Timers – Sean Laughlin and USATF
f. Video camera person – Sean Laughlin
g. Back-up timer – Sean Laughlin
7. Course Marshals – Hayward HS
8. Results (Individual, team and State Meet qualifiers)
a. Awards – Hayward HS
NCS Office – Provided by Sean Laughlin
Media – Hayward HS
Coaches – Each team provided two tickets (one for girls and one for boys) to be used to get race results
9. P.A. Announcer(s) – Keith Conning. One sound system needed. Niemi to research greater range for PA.
10. Awards
a. Announcer and Presenter of Awards – Gil Lemmon. An NCS volunteer will be helping organize and hand out medals/awards.
11. Media (pre and post-meet) relations – Packets will be available at the registration table
12. Souvenir sales (t-shirts, patches, programs, etc.) – Peter Brewer and Northgate HS
13. Certified Athletic Trainer(s) – Assigned by Children’s Hospital.
14. Sponsor Liaison (banners, sample distribution, p.a. announcements) – Bri Niemi to hang banners
15. Porta-Potties – Bri Niemi to order
16. Clean-up – Hayward H.S. custodial staff

4. PERSONNEL RESPONSIBILITIES
1. Secure site (OK-NCS office)
a. Secure insurance (OK-NCS office)
2. Conduct course and facility safety check – Peter Brewer (Bri Niemi to order wood chips)
3. Order awards (OK-NCS office)
4. Secure equipment (see equipment list below)
5. Order t-shirts, sweat shirts, patches & hats (OK-NCS office)
6. Arrange for sponsors' materials – Bri Niemi
7. Entries from participating schools – Bri Niemi to oversee password requests
8. Championship bulletins put on web – Bri Niemi
9. Letter sent by NCS staff to all NCS member schools – Bri Niemi
10. Develop a course map and directions to Hayward HS – OK
11. Prior to Meet
Forward materials for packet to Doyle – Bri Niemi
Forward ticket materials for Hayward HS – Bri Niemi
12. Day of Meet
Bring awards to meet – Bri Niemi
Bring back to the office the results or arrange for results to be forward to the Office via email – Bri Niemi
Make sure qualifiers are sent to CIF – Bri Niemi
13. Gate Personnel – Hayward HS
14. Story for the NCS PREP magazine (program) – Albert Caruana? Bri Niemi to discuss w/ him.
15. Personnel responsibilities – submit bills for reimbursement and/or payment – Bri Niemi

4. EQUIPMENT
a. Automatic timing system – Sean Laughlin
b. Chute materials – Peter Brewer and Kristy Prasad
c. P. A. system –Bri Niemi
d. Course marking materials – Peter Brewer
e. Trainers station – located on side of portable, same as 2010
f. Walkie-talkies – 38 ordered for use the day of the event – Bri Niemi
g. Racing bibs – Bri Niemi to order

5. OTHER BUSINESS
a. Concession stand – Hayward H.S.
b. Food for workers –Bri Niemi to provide officials with boxed lunches. Will research cost of doing meal tickets or pre-bought lunches. Will get volunteer to deliver food or take orders.
c. Officials Parking – Parking lot on east side of campus. Bri Niemi to provide management committee with parking passes prior to the event.
d. Bri Niemi would work with leagues to get their results posted on the NCS website.
e. Bri Niemi also reviewed the CIF Cross Country Management Committee’s proposal to add a sixth division at the state, which passed through SAC, 29-1-0. She would let the group know how it faired through EC and BOM.

6. FUTURE MEETINGS SCHEDULE
a. The next meeting was set for Wednesday, December 14, 2011 at a location TBD.

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Trivia: Jim Hart and Keith Conning both attended the United States Naval Academy Preparatory School in Bainbridge, Maryland in the 1950's.