INTERNATIONAL ORIENTEERING FEDERATION

Minutes of COUNCIL MEETING No. 182 Place Aarau, Switzerland Date 14 October 2016 / 08:00 – 15:00 15 October 2016 / 08:00 – 14:00 Participants Leho Haldna (LH) President

Astrid Waaler Kaas (AWK) Senior Vice President Michael Dowling (MD) Vice President Mikko Salonen (MS) Vice President Owe Fredholm (OF) Member Vincent Frey (VF) Member Tatiana Kalenderoglu (TK) Member Niklaus Suter (NS) Member Maria Silvia Viti (MSV) Member Dominic Yue (DY) Member Laszlo Zentai (LZ) Member Tom Hollowell (TH) CEO Hans Jørgen Kvåle (HJK) Marketing Manager/Sports Administrator Malin Björkqvist (MB) Communications and Global Development

1 Opening

President Leho Haldna welcomed the members and declared the meeting opened.

2 Approval of the agenda The agenda was approved, with the addition of item 24.7 Transgender Policy. It was noted that additional items may be added during the course of the meeting.

3 Approval of previous minutes

3.1 Minutes of Council meeting 180

The minutes of Council Meeting No. 180, held on 21-25 August 2016 in Strömstad, Sweden were approved as true records of that meeting.

3.2 Minutes of Council meeting 181

The minutes of Council Meeting No. 181, held on 27 August 2016 in Strömstad, Sweden were approved as true records of that meeting.

4 To note decisions taken by e-mail since Council Meeting No. 181 4.1 Decisions taken by Council

None

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4.2 Decisions taken by the ESB

11 October 2016: The ESB approved the rules deviation request from the OAC for WRE events in China, voting 2 for/1 against. The rules deviation request was to allow use of the LearnJoy punching system, which has not yet been approved by the IOF. Note! The ESB pointed out that any further rules deviation request for use of LearnJoy as an unapproved system will not be given. Either LearnJoy must gain IOF provisional approval for punching systems or another approved punching system must be used for any future events.

5 Correspondence

5.1 FISU – membership in Strategic Working Group

TH reported on correspondence received from FISU inviting the IOF, via Secretary General Tom Hollowell, to participate in the FISU Strategic Working Group “Sports events and Sports Organisations relations”. TH reported that the invitation had been accepted and the work in the working group had begun.

5.2 Danish Orienteering Federation (DEN) – Follow-up statement regarding WOC in

Strömstad.

Council discussed the letter received from DEN regarding several issues arising at WOC 2016 and the 2016 General Assembly (GA). Council acknowledged the issues raised regarding necessary clarifications in the Statutes and about the procedural conducting of the pre-GA and GA. TH was asked to answer DEN regarding interpretation of the current Statutes. Council decided that a Council working group, led by MS, should evaluate and propose appropriate changes to the statutes to make these clearer, with the goal of proposing any necessary changes to the 2018 GA. Council also decided to review pre-GA and GA procedural matters prior to the 2018 GA. Council acknowledged the positive statement from DEN regarding the IOFs work with anti-doping. Council proposed that the comments from DEN regarding VIP accreditation be fed back into the WOC 2016 evaluation.

5.3 Russian Orienteering Federation (RUS) – Comments on World Ranking system (WRS)

Council discussed the matter raised by RUS regarding the effectiveness of the World Ranking System, and whether a review and analysis of the system should be carried out. After extensive discussion Council decided that a review of the system was not a current priority for the IOF and that more time should be allowed to pass prior to any review.

5.4 Danish Orienteering Federation – Suggestions regarding Regional Structure in Europe

Council discussed the letter received from DEN with suggestions about the regional structure in Europe. Council determined that the Regional and Youth Development Commission (RYDC) should be tasked with reviewing the Danish suggestions as a part of their remit to review the regional structure of the IOF. TH commented that the letter had already been sent to the RYDC and was being considered.

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6 President’s report

LH reported on 2 upcoming meetings. On Monday October 17, LH and TH would be meeting with the IOC Sports Department in Lausanne, Switzerland. The annual International Federations (IF) Forum would be held in Lausanne, Switzerland 9-11 November with LH and TH in attendance.

COUNCIL WORKING PRACTICES 7 Division of tasks – Council members

LH presented the proposed division of tasks between Council members prepared by the President’s Working Group (PWG – i.e. President and VPs). The division of tasks regards responsibility for follow-up of strategic activities, interaction with IOF Commissions, IOF regions and members, and the key tasks of the Council. The division of responsibilities was approved and would be communicated to commissions and member federations.

8 IOF Commissions

8.1 Commission membership

Council reviewed the membership of the various commissions including the feedback

received from Commission chairs and member federations. The composition of the commissions was decided for the period 2017-2018. TH would feedback to the Commission chairs and also ask any member federations who had not yet confirmed support for the proposed commission members to do so. This work should be completed by November 30, 2016. In some cases, additional commission members needed to be recruited and this task would be given to the respective commission to work together with the IOF Office in suggesting and recruiting new members.

8.2 Commission remits

MS presented the first draft of remits for the various commissions for Council

comment. Remits for the TrailO Commission (TOC) and the Medical Commission (MedC) were missing. Council commented on each presented remit and MS would update accordingly. Council agreed the working process going forward:

1. MS would update the presented remits and create remits for TOC and MedC. 2. LH and VPs would review the remits, for their respective areas of responsibility, to

make sure that the 2017-2018 activity plan responsibilities are included where appropriate.

3. The proposed remits would be forwarded to the respective commissions and Council members. The Council members responsible for follow-up with the respective commissions would finalize the remits in cooperation with the respective Commission chair. This should be completed before December 31, 2016.

4. The remits would be approved at the Council meeting in January. MS would supervise the remit completion process above.

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8.3 Ethics Commission appointment MS and TH presented the candidate nominations which had been received from

member federations. It was agreed to appoint Michel Ediar (FRA), Robert Dredge (GBR) and Jan Exner (CZE) as members of the IOF Ethics Commission. It was also agreed that Council should look to recruit 2 further candidates, of which at least one female, and that these should primarily be recruited externally.

9 Potential Project Groups in 2017

9.1 IOF Organisation, structure and supporting documentation

LH presented a proposal to review and potentially modify the IOF organisation and working structure, including updating guidelines documents for Council, Discipline, Support and Athletes Commissions. Council agreed that this work needed to be done and initially would comment to LH regarding the structural description he presented. An initial Project group consisting of LH and TH was decided.

9.2 Map issues

Council agreed that with the recent progress made on completion of the ISOM revision, map issues could best be addressed in the remit of the Map Commission. Therefore, no project group was needed.

9.3 Regional/sub-regional structure

It was agreed that this issue would be dealt with in agenda item 15.2.

10 Conflict of Interests Policy and Register of Interests

Council discussed the Conflict of Interests Policy and Register of Interests document which had been prepared by TH and sent out prior to the meeting. Council approved the documents and would each return completed versions to the IOF Office if not already done. The document would now be sent also to all Commission members and the IOF Office for completion. The register of interests would be published for use as required.

11 Key Performance Indicators (KPIs)

LH presented a proposal to institute KPIs to assist in the measurement of progress relative to the Strategic Plan goals. Council agreed that KPIs and consistent measurements should be instituted. Comments were that the number of KPIs should be small but relevant, i.e. to be able to be followed on one single page. KPIs should be considered for all parts of the Strategic Plan and should include some form of measurement also of the Commission remits. A working group led by LH with AWK, MS and TH would propose a list of KPIs at the January meeting.

12 Strategic Plan 2018-2024 methodology

AWK presented the proposal for the creation of the Strategic Plan for the period 2018-2024. Council agreed that the proposed structure for the work to be carried out

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was good, and that the current framework for the Strategic Plan document, (Preface – Vision – Values – Key Goals – Strategic Actions1) should be followed. Based upon the roadmap presented at the 2016 GA, the following initial work plan was agreed. 1. Council would comment upon the initial proposal from AWK/MD/MS before 23

October 2016. 2. AWK would update the draft proposal and create a feedback document which

would be sent out to member federations, IOF Commissions and external reviewers for comment.

3. Comments to be received by December 15, 2016 4. The draft proposal and comments would be presented and discussed at the IOF

Joint Meeting in January and a second draft created. 5. The second draft would be sent out for comment by June 15, 2017. 6. An updated draft would be presented at the Presidents Conference in Estonia in

July 2017 and would be discussed in groups. 7. A further work plan would be decided at the Council meeting in Estonia in July.

Council noted that the initial request for comments should include open questions about not only key goals and strategic actions but also the vision and values. Council also commented generally to the initial draft that making our sport less complicated should be included as a key goal in the global development and youth sections of the plan, and that lifestyle aspects of orienteering (health, lifetime sport and recreational aspects) should be included in World Sporting Stage section of the plan. TH was tasked with finding some external experts and partners to comment upon the strategic plan.

13 Finance

13.1 Sponsorship Report

HJK presented the current status of sponsorship sales work. Cooperation agreements are being discussed with EMIT, SportIdent, Silva and Suunto for 2017 activities. Nokian Tyres was very pleased with the activities at WOC in Strömstad and had decided to also do activities at the World Cup Final in Switzerland. Long term discussions with Nokian Tyres should be held soon to build on the positive results. Focus is being put on the products: WOC World Orienteering Day (WOD) and related activities Also the upcoming LiveOrienteering channel

13.2 Financial Report and forecast 2016

TH presented the Income & Expenditure report for the period January to September 2016, and an updated forecast for 2016. The updated forecast showed a negative result for the full year:

• Sponsorship Sales have not met the previous forecast targets. • Expenses for Event Advising had increased. • Expenses for medals has increased

1 Strategic Initiatives in the current Strategic Plan, i.e. Strategic Initiatives becomes Strategic Actions

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TH presented the balance sheet report for October showing a relatively good cash flow position. TH reported that costs were being constrained as much as possible for the remainder of the year.

13.3 Accounts receivable – report & actions

TH presented an updated list of outstanding debts from member federation memberships. Council decided that all member federations with debts to the IOF, who had not agreed a payment plan, would have their memberships suspended until they had met their obligations. The list of suspended members should be communicated and published on the IOF website.

13.4 Athlete’s License (AL) system TH presented a report on the introduction of the AL and the financial contribution from

AL to the anti-doping fund. TH also presented an updated AL document for Council approval. It was decided that the document should be revised further and that MS and MD would review it. The new license document should be in place prior to the upcoming season, i.e. at the latest November 30, 2016. It was proposed that the Athlete’s Licence form should be required for athletes at JWOC, however with no cost for the Athletes License for Juniors. TH/the IOF Office would investigate the consequences of this prior to a final decision.

13.5 Anti-doping fund financials and fees

TH presented a report on the income and expenditures in the anti-doping fund for

2016 and the use of the fund for anti-doping work. TH also presented recommendations about the fee for the Athlete’s Licence and fees to organisers. Council approved the proposal which means that fees will remain the same for 2017.

13.6 Sanction fees

TH presented a proposal for sanction and service fees for IOF events and WRE for

the years 2021 and 2022. The proposal was approved. The fees for SkiO World Cup events were updated following the decision on the SkiO Commission (SOC) proposal handled in item 24.5.

13.7 Budget 2017

TH presented a summary of the budget approved at the GA. A forecast including

more detail of budget line items would be produced for the January Council meeting. TH highlighted one budget line item where a risk had been identified, i.e. the

budgeted income from World Masters Orienteering Championships (WMOC) 2017. Council discussed the inclusion of WMOC in the World Masters Games (WMG) in the future as this represented a financial risk to the IOF in WMG years. Feedback had also been received about higher entry costs for participants and the significant organisational challenges met by WMOC organisers relative to the WMG Local Organising Committees. Council decided that LH and TH should investigate the importance of WMG inclusion to the IOC. Council decided that based upon the result of this analysis a consultation should be carried out with member federations regarding future WMOC inclusion in WMG.

14 IOF Professional staff – status

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TH presented an overview of the current staffing situation. Sports Administrator David Wästlund was on a parental leave of absence and his tasks were being managed temporarily by HJK. TH also reported that unfortunately a reduction in staffing in marketing would be necessary as sponsor sales had not developed quickly enough and staffing cost needed to be reduced. TH also presented to Council new working methods for the WOC SEA and changes that this would cause. A slight reallocation of work would be done in the IOF Office and TH would report back on this in January.

REVIEW OF STRATEGIC ITEMS

15 Global Development

15.1 Status report on global development initiatives

MB presented a brief report on the status of global development activities. The report would be distributed to Council.

15.2 Regional overview

AWK presented a draft report about a potential regional structure for the IOF initiated from the RYDC. The report had taken into consideration also the suggestions from Denmark noted in item 5.4. Council discussed the report with the following comments. Regional structure should be based upon countries having a common interest, and it is therefore important that any structure is built bottom-up, i.e. member federations should determine potential areas of regional cooperation. Continents and/or existing regional boundaries should not be seen as strict borders; i.e. regional cooperation can work across these. Therefore, current collaboration and already existing sub-regional groups should be catalogued and built upon. Council should not itself determine regions, but should take the initiative to motivate members to find regional cooperation partners. Council decided that a Council Project group should be started under the leadership of AWK. Initially DY would be a member of this group. AWK would liaise about this with the RYDC.

16 WOC report

TH stated that this item was a preliminary report. The SEA report and internal reports were complete, but an organisers report had not yet been received. MB presented a media evaluation report for WOC 2016 highlighting some of the issues faced by an ever growing number of media present at WOC. Council noted the report and asked that the learnings in the report be fed back to the SEA and FootO Commission (FOC) for inclusion in the WOC guidelines. Council also asked that media accreditation routines be reviewed and suggestions be made for future WOCs. TH reported on several learnings which should be taken from the SEA report. 2 of the report items were already included in the FootO Rules changes to be approved in item 20.2, i.e. the date for publishing of Bulletin 3 and changes in the entries process. Other issues would be fed back to the Map Commission (MC) and FOC for analysis and potential inclusion in the WOC guidelines, e.g. map/mapper approvals and publication, certification of map printers, start interval for the Long Distance competition and VIP accreditation fees and services.

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NS asked also about the service which had been provided to TV media which gave them access to maps and terrain prior to the competition. TH verbally reported about this including how secrecy and confidentiality was handled, and noted that the service would be evaluated. It had contributed positively to the commentators’ ability to portray the competitions.

17 LiveCenter/LiveOrienteering

MB and HJK presented a report about the branding of the new LiveOrienteering platform and how this fit into the overall branding of the IOF and digital platforms. Council approved the branding proposal and tasked the IOF Office with creating an introduction kit and timeline.

OTHER MATTERS

18 IOF Organisers

18.1 WSOC 2019 status

HJK reported on the ongoing discussions with an organiser interested in organising WSOC 2019. Council agreed to set a new application deadline of December 31, 2016.

18.2 GA 2018 status

TH reported on the efforts to find an organiser of the GA 2018. After the 2016 GA a member federation had shown interest and would send in an application. The IOF Office had also responded directly to 2 tourist venues who had shown interest in hosting the General Assembly. Council agreed to a new application deadline for the GA of December 31, 2016.

19 The World Games 2017 – discretionary qualifications

TH presented the report from the FOC regarding potential methods for determining the remaining qualifying places for The World Games in Wroclaw, Poland. Through the results of the WOC, 29 women and 30 men were qualified already. Council approved the FOCs proposal to make the discretionary qualifications choices based upon a “global” approach. FOC would be tasked with naming the additional federation teams and individuals who qualify, as outlined in the proposal, and creating a list of reserves in case qualified national teams or individuals could not participate. Once this was complete it should be communicated to member federations and through IOF channels.

20 IOF Rules approval – all disciplines

HJK first presented rules changes for the major event entry process which were intended to be included across all disciplines. The proposal contained rules changes for giving standardized entry deadlines, and also to introduce incentives for correct management of team entries. Council approved the rules change with the modification that the use of entry fee financial penalties (rules sections 9.6 and 9.7) should be optional to the organiser. LH presented a proposal to re-write the rules sections regarding the use of GPS equipment, with the general principle that less restrictive rules be introduced for the

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use of GPS equipment for data logging and tracking, similar to those currently in the MTBO rules. Organisers should still be allowed to restrict the use. Council agreed to the principle and noted that the rules section could be clarified further, with the inclusion of terminology regarding “no active guidance” from GPS or other equipment. RC would be tasked with re-writing this section of the rules for approval in January.

20.1 SkiO rules

Council approved the rules changes proposed for SkiO, with the clarification about entry process changes above.

20.2 FootO rules

Council approved the rules changes proposed for FootO, with the clarification about entry process changes above.

20.3 MTBO rules

Council approved the rules changes proposed for MTBO, with the clarification about entry process changes above, and the exception of Appendix 9, EMTBOC Special Rules. Changes to Appendix 9 would be discussed in item 24.1.

20.4 TrailO rules

Council approved the rules changes proposed for TrailO, with the clarification about entry process changes above.

21 IOF Protocol Guide update

TH presented an updated Protocol Guide clarifying the duties of IOF representatives, the number of athletes on the podium at flower and medal ceremonies, and making terminology in the document more consistent. Council approved the update to the Protocol Guide. Council noted that the Protocol Guide should be reviewed also to give better guidance about the size of podium and stage required for ceremonies and the timing/speed of ceremonies.

22 IOF representation 2017

Council reviewed the list of representation duties for 2017 and made a draft distribution of duties. This would be finalized in January.

23 Planning IOF Joint Meeting

TH reported that the arrangements for the January Joint Meeting were confirmed and that registration questionnaires had been sent out. The meeting will be held at Airport Hotel Okecie in Warsaw, Poland. Council should plan on arriving Thursday evening January 19 and stay until after lunch on Sunday January 22 in case a Council meeting was necessary on Sunday morning. The actual joint meeting would be held Saturday morning 9:00 – 12:00, and it would be followed by a meeting of Council with the respective Commission chairs.

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Time should be allowed in the Council meeting schedule for Council members to attend meetings of the commissions within their areas of responsibility. The agenda for the Joint Meeting should primarily be introduced by LH and be focused on the Strategic Directions for the period 2018-2024 (AWK), and commissions working processes (MS).

24 Any other business

24.1 MTB Orienteering commission (MTBOC) proposal regarding EMTBOC

HJK presented the proposal regarding the program for the future EMTBOC following the competition review and GA decisions. Council agreed to the MTBOC proposal regarding the program for EMTBOC and appreciated the flexible approach regarding formats as it agrees with the MTBOC view that it will help find and develop potential organisers. Council did not agree to the introduction of the new titles European Short and European Long Champion as this would be confusing. The titles should align with the formats and current titles used, i.e. Sprint, Middle, Long and Mass start. MTBO rules Appendix 9 should be updated accordingly.

24.2 MTBOC proposal – Event program 2017-2019

HJK presented the MTBOC proposal regarding the MTBO event program for the years 2017-2019. As a result of the decisions from the GA regarding the competition review, MTBOC proposed that events in 2017-2019 should align their programs with these decisions. Council approved the proposed changes to the event program.

24.3 ISOM

TH presented the report from the Map Commission (MC) regarding the ISOM revision project. The report included a description of changes to the specification, specific information regarding the mapping of impassable features as this was a key change proposal, and a draft version of the new ISOM standard. MC noted that the ISOM specification was in near final version and that Council should now review it prior to finalisation. Council discussed the report and the draft standard. Council agreed that there were 2 issues in the specification which should be consulted further with stakeholders;

• The consequences of the specifications’ descriptions regarding impassable features, and

• The specifications’ wording regarding Map scales and Map enlargements.

Council would therefore task FOC and RC with consulting and commenting on these 2 issues, noting that member federation consultation should be done if deemed necessary. Council noted that it was important to resolve these issues prior to a final approval of the specification.

24.4 FOC proposal regarding the future WMOC program

TH presented the FOC proposal regarding the future WMOC program and specifically the introduction of a Middle Distance final in the event. Council discussed the proposal and found that it lacked sufficient analysis and consultative basis to be able to make any decisions.

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Council would ask FOC to consult with further stakeholders, and specifically with the major tour organisers who are of significance for WMOC participation, as well as past and future organisers. FOC should prepare a new proposal for Council approval. Council agreed that the proposed qualification method based upon km/h speed in different finals would not be acceptable as it would be very complex.

24.5 SkiO Commission (SOC) proposals

HJK presented the 2 proposals from SOC regarding competition formats and sanction fees. In discussing the SOC proposal about competitions formats, which was a clarification on the decisions from the competition review and GA, Council agreed the following;

• Regarding the SkiO World Cup it was clarified that there could be from 3 to 4 competitions per event, with minimum 3 individual competitions.

• Regarding European Ski Orienteering Championships (ESOC) the decision should remain as the GA decided, i.e. that ESOC should be an annual event, organised in conjunction with the World Cup and with up to 3 European Championships competitions contested annually.

• Regarding JWSOC it was clarified that the same program as currently organised is valid.

Furthermore, Council approved the proposal for alternating year WSOC programs. Council did not however approve the nomenclature used in the programs and asked that SOC modify the titles to align with the formats which are included in the rules.

In discussion about the SOC proposal about sanction fees for SkiO events, Council did not approve the proposed sanction fee for WSOC and this would remain at the current level. Council approved the modification of sanction fees for ESOC and the World Cup to move to a per competition fee. Council set the fee at 1200 EUR for an individual event and 600 for a relay event.

24.6 Report from TOC

OF presented a report from the TOC meeting held in Strömstad, Sweden in connection with WTOC. Council asked that it be considered if the planned European Cup in TrailO (ECTO) event in LAT 1-2 July 2017 could be moved as it conflicted with WOC 2017 in EST. Council also noted that if TOC wanted to start a TrailO World Ranking system including WREs, a complete proposal should be created for Council review and approval.

24.7 Transgender policy

Council discussed the need to create a transgender policy based upon enquiries from member federations. Council agreed that this should be included in the remit of the Medical Commission (MedC).

24.8 Honorary Legal Adviser

MS noted that based upon the decisions from the GA, Council also needed to appoint an Honorary Legal Adviser. It was agreed that TH would lead this with the assistance of MS. Member federations should be asked to help identify potential candidates.

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25 Future Council meetings, dates and venues

25.1 19-22 January 2017, Warsaw POL (Joint Meeting w/commissions) 25.2 31 March – 1 April 2017, Madrid ESP (prelim) 25.3 30 June – 7 July 2017, Tartu EST (WOC2017)

26 Closure of the meeting President Leho Haldna closed the meeting, his first full meeting as IOF president, and thanked the Council members for their contributions to an efficient and productive meeting.

Leho Haldna Tom Hollowell President Secretary General/CEO