Posted on November 24, 2024

Directors’ Meeting – 25th October 2023

Minutes of the Meeting of the Directors of the Scottish Orienteering 6-Day Event Company Limited, held online via Zoom on 25th October 2023 at 7.30pm

Present: Directors:- David Kershaw (DK), Colin Eades (CE), Ewan McCarthy (EM), Kevin Reynard (KR), Rachel Wilson (RW), Robin Strain (RS) Special Advisors:- Ben Hartman (BH), Keith Roberts (KeithR), Tim O‘Donoghue (TOD) Others:- Elizabeth Furness - Moray 2023 Coordinator (EF) Nikki Howard (NH- minute taker)

1. Welcome and Apologies

DK welcomed everyone to the meeting. DK advised that Jon Cross, following his appointment as Assistant Event Director for WOC 2024, had stepped down as special advisor to the S6D Board.

DK extended his congratulations to EF for the successful Moray 2023 event.

Apologies: Andy Mitchelmore (AM) – Event Director WOC 2024

2. Register of Interests

No changes for Directors or special advisors.

3. Approval of Minutes of Meeting of Directors on 27th September 2023

The minutes were approved.

4. Matters arising from previous minutes

Insurance

NH confirmed that information requested by Howdens in respect of WOC had been passed to them and we are now awaiting a quote. BH and NH would review the quote for KR to consider.

Action: NH and BH to progress insurance discussions and once quote obtained provide for review by KR/S6D Board.

Financial Position

KR reported that the financial position of S6D has been updated following Moray 2023 and he considers that the contribution towards WOC 2024 of £50,000 can be met even allowing for advance mapping expenses for Deeside 2025.

KR stated that the going concern spreadsheet indicated that S6D would be in compliance with its reserves policy as at 30/09/24 and a little below at 31/12/24 assuming advance Deeside mapping expenses of approximately £30,000.

Moray 2023

Karen Fraser is to return the surplus from Moray 2023 but the event is still awaiting certain payments from traders and the FLS invoice. These are being chased and it was noted that traders’ payment in advance should be obtained in future.

Cash Balances

  • In terms of the cash management policy a 32-day notice account has been opened with the Bank of Scotland.
  • Consideration is being given to advance payment of the SOA grant to allow advantage to be taken of the higher interest rates which SOA can access. This would be done on the basis that SOA would return the funding if necessary and would have to be managed to allow withdrawals if required from May/June 2024. S6D directors agreed to this action provided an agreement was made in writing with SOA regarding the potential requirement to repay advance funding.

Action: BH to draft short agreement and agree with KR re advance payment of grant.

Assistant Event Director

Jon Cross has been appointed as Assistant Event Director for WOC and, as indicated above, has therefore stepped back from the position of special advisor to the S6D Board. Those in attendance were asked to consider potential replacement special advisors and advise DK. In the future AM and JC would liaise about attendance at S6D meetings.

Action: All to consider potential replacements for Jon Cross as special advisors

5. Moray 2023

EF as Event Coordinator indicated that she had prepared a full report that would be circulated after the meeting. She reported that a successful event had taken place with an average of 2500 participants per day and an overall entry of 2,800.

Parking had been a challenge but the bigger challenge was finding members to fill the Central Organising Team (COT). The main roles were taken by:-

MOR – 3
GRAMP – 2
ELO – 1
FVO – 1

The posts of Day Coordinator, Social Convenor, Events and Traders manager were not filled.

There was pressure to attract entries whilst keeping the costs low and the COT had tried to keep the event environmentally friendly and also reduce volunteer requirements e.g. online only newsletter, no printing of results.

The event relies on volunteers but there is a dwindling supply of volunteers with entries from SOA clubs very low and a reliance on non-SOA volunteers.

Team leaders have provided feedback in respect of what went well, what could have been better and suggestions to take forward.

This has led to her main recommendations:-

  • Information – there is no documentation for the key roles e.g. Event Coordinator and no central source of documentation or standard operating procedures. She recommends that these are prepared to help future coordinators and ensure a consistent event.
  • There is a growing lack of experience within the sport to take on the large roles within the event. Action must be taken to ensure volunteers are developed to take on these roles.
  • Maintain the change to the start process which was well received.
  • EOD – need to make this process slicker and reduce entry fees for those changing courses.

NH reported as Assistant Coordinator for Moray 2023 that she had also prepared a report as requested which would be circulated. A particular challenge for Moray 2023 had been obtaining parking provision and the administration within FLS.

With regard to parking the increase in the number of campervans compared to previous events (previously approximately 75 max and now 160 advised prior to the event) had meant that parking provision had to be amended as planning continued. Moray as a productive farming area meant that not many fields are in permanent pasture and so for most locations finding parking fields was tricky. Innes Estate and Moray Estates worked with the event to find parking but in the case of Innes, whilst eminently suitable areas, meant a longer walk to the forest but as they own all land around the forest there is little alternative. Gaining access to parking around Culbin and Roseisle was hard and the land at Culbin was not suitable for campervans if it was being used for 2 days parking. Some campervan parking had been found nearby but the numbers meant that this had to be moved and bussing provided. The community at Burghead asked that campervan parking did not take place in the village. Planners in their desire to achieve the best courses then added to walks to the start and potential consideration should be taken to provide controllers with more influence to manage walks to start/finish and to ensure as many arena finishes as possible.

FLS were helpful but the administrative burden due to lack of staff meant that they were very slow to return documentation and advise any environmental constraints. They did however underestimate the fee quoted and the event benefited from this.

A lack of volunteers is an issue and consideration should perhaps be taken of volunteer rewards or making them feel more valued.

A central storage drive for S6D should be considered and SOA are happy to set up for S6D.

Action: NH to set up Google Drive for S6D

Club Payments

The payment to clubs for their contribution towards officials was discussed. Given the potential drain of finances from WOC and Deeside 2024 potential mapping costs, it was agreed that ½ of the normal amount would be advanced at this time to clubs and once the financial implications of WOC are determined the remainder of the payment could be made.

Action: KR and RW to calculate payments to be made to clubs and circulate to all directors.

Thanks were expressed to Karen Fraser for her work on the Moray 2023 finances.

6. Strategy and Business Plan

To be carried forward to next meeting

7. WOC 2024

Funding

Event Scotland and City of Edinburgh Council have agreed to their additional funding with some provisos. Paperwork is being prepared and KPIs being agreed.

Budget

KR confirmed that additional funding is in place and updated cost estimates have provided no surprises. KR will liaise with AM to refresh how the working documents are presented. It was agreed that directors should sign contracts now rather than ED or AED. The budget does not include the additional risk factor but does show a small deficit. It was noted that it was important that all details of requirements were in place shortly to allow contracts to go out to tender.

ED /AED Update

  • Bulletin 2 finalised and to be issued once AM has ratified.
  • Arenas ratified with IOF
  • Site Visits have been conducted at all 3 final areas
  • Euromeeting – constructive observations from the IOF.
  • WOC website and WOC accounts on social media – control has now been passed to ED/AED

Safety

TOD reported there were 2 incidents noted at the European Orienteering Championships. He has maps showing the marshall positions in Verona and will get a report from AM on the volunteers/concerns shortly.

Permissions

Alastair Pedley has been progressing permissions and will be handing over to Jon Cross when appropriate.

Risk Register

RW is talking to AM this month and will progress.

Crowdfunding

It was agreed this would be placed on the backburner whilst the event was progressed to determine the financial position.

Actions:
AM to review event plan, draft risk assessments and liaise with RW re risk register
KR/DK to progress agreements with Event Scotland, City of Edinburgh Council, BOF and SOA

8. Deeside 2025

Nic Crossley has been appointed as Deeside 2025 coordinator. She will be employed on a 1 day a week basis. The key things to get progress on first were permissions, branding and COT volunteers.

She is meeting with NH and Richard Oxlade next month once contract and PVG/CWPS in place to go through first tasks and progressing the event.

8. Date of Next Meeting

Wednesday 29th November at 7.30pm (online)