1. Welcome and Apologies

DK welcomed everyone to the meeting.

2. Register of Interests

No change for Directors or special advisors.

3. Approval of Minutes of Meeting of Directors (25th October 2023)

Minutes were approved.

4. Matters arising from previous minutes

Insurance

NH confirmed that the SOA public liability and employers liability insurance policy which included Scottish 6 Days activities and specifically WOC 2024 had been renewed following discussions with Howdens. KR had been consulted with regard to the financial details and the additional cost of the insurance relating specifically to WOC was approximately £1900. This additional cost would be reimbursed to SOA in due course

Howdens had provided a form to be completed in order to obtain a quote for event cancellation. This had been partly completed and forwarded to KR to complete once the risk register had been completed to allow a quote to be obtained. Howdens had advised that best practice was to have event cancellation insurance in place as soon as any contracts which incurred expenditure were in place.

KR indicated that he had arranged a sit down with RW and AM to determine which risks should be covered.

It was agreed that it was key that good records of any decisions were kept together with any mitigations taken documented and all 3rd parties insurance was checked.

AM confirmed that all risks and Risk assessments will have to be considered as part of the EPOG process and they would use HALO software to audit that they have all measures in place with timelines etc. WOC Tour will be covered in terms of the safety plan and he anticipates they will require to have an event control room for the event which would include Police, Roads. Risk Assessments will be required for routes, structures, equipment, wind management plans etc.

The requirement for athletes to have their own insurance is in the bulletin and as part of the entry process they will be putting the onus on each federation that such insurance is in place.

Action: KR to liaise with RW and AM to progress quote request form and NH to obtain quote once form completed.

Financial Position

KR confirmed that the financial papers had been circulated at the weekend to those attending. An advance grant payment has been sent to SOA to allow more advantageous interest rates to be obtained. A draft agreement has been forwarded to BH on behalf of SOA in respect of the grant payment to ensure that if required the advance grant can be repaid. This draft agreement allows for the increase of the grant payment to £84,000 for the period.

KR has placed some funds on a 32 day notice account with Bank of Scotland but there has been very little expenditure since the last meeting.

WOC2024

Current WOC spending was in alignment with plans and still have sufficient funds to proceed. Agreements with Event Scotland and City of Edinburgh Council are proceeding so that they are ready to advance funds when required.

Moray 2023

The last payments for Moray 2023 to FLS have now been paid and the only outstanding payment due to S6D is from Compass Point which is being chased again. The payment to the clubs is allocated and awaiting payment.

5. Moray 2023

The main recommendations of EF’s report on Moray 2023 were considered.

Event Documentation

It was agreed that the documentation required to be updated and the Board accepted EF’s kind offer to undertake this task other than the technical manual which will be reviewed by CE.
Action: EF and CE to review event documentation.

World Ranking Event

It was queried whether the S6D should include a WRE. The Board would consider this at a later date.
Action: Board to consider whether the S6D should include a WRE

The remainder of the recommendations were noted by the Board.

Moray 2023 Feedback

The terms of feedback were noted but the following specific points were highlighted:

• It was noted that the feedback was that the event was not very environmentally friendly as no bussing from a central point. In the past this has been linked to an event campsite. It was agreed that the provision of a campsite would not be part of Deeside 2025 unless it can be added to a local campsite
• Results. The poor mobile signal had affected the ability to download results and news reports therefore this must be considered for Deeside 2025 and a solution found to make results available.
• 5 or 6 Day format. It was agreed that whilst there was pressure to revert to 6 Days it would be premature to return to 6 days plus a rest day. It was agreed that it would remain as 5 Days plus rest day activities for Deeside 2025.

6. Strategy and Business Plan

To be carried forward to next meeting
Action: Comments to be provided by all Directors prior to the next meeting.

7. WOC 2024

Financial Position

KR indicated that he was unaware of any change in the situation at present but he had no formal documentation from Bob Dredge (BD). AM has a one page summary from BD for the Steering Group meeting tomorrow which he will circulate. AM provided a synopsis of report which was that there had been no further expenditure and contracts in respect of contracts had not as yet been nailed down.

WOC COT reporting to S6D Board

AM and KR to discuss governance and how oversight could be maintained in respect of the financial position in terms of reporting to the S6D Board. AM indicated he was keen to have standardised reporting for all SOA, S6D and Steering Group going forward. It was agreed that there should be standard info reported each time and decisions required from S6D Board made.

The Event Plan will be updated to allow the Board to judge progress and maintain governance. S6D meetings will be coordinated with Steering Group meetings to allow single reports to be produced for both.
Action: AM to update event plan and produce reports prior to Steering Group and S6D meeting to allow S6D Directors to consider prior to the meeting. DK to organise S6D Board meetings to coincide with Steering Group meetings.

Risk Register

RW and AM have organised a meeting shortly so this can be progressed and allow Event Cancellation insurance to be progressed as well. RW has had discussions with BH and TOD in respect of safety and the public and this will be incorporated into the updated register. AM indicating that safety considerations will be part of the EPOG discussions and it is important that it is seen to be part of consideration across the board.
Action: RW and AM to progress risk register

Permissions

At a macro level discussions permissions are being progressed with the first EPOG meeting taking place in the next week.

On a micro level permissions are being progressed by Alasdair Pedley in respect of specific landowners and gates etc.

Once EPOG has taken place with AM, Jon Cross and Jon Hollingdale attending then the macro and micro will be dovetailed with micro being progressed further once road closures are agreed. AM advising that he will be bringing on an advisor in respect of some of the safety documentation who will then ensure that the method statements are followed once the event is in place.

LLG

This will be pushed forward once the EPOG agreement moves forward.

8. Deeside 2025

Nic Crossley was welcomed to the meeting. Key things to get progress on first – permissions, branding and COT volunteers.

NC has met with MAROC representatives and is awaiting landowners’ details so she can progress permissions.

Branding – Fiona Eades has agreed to draft up a proposal for Deeside 2025 and this will be provided asap. Once received it will be circulated to Deeside Clubs and S6D directors for comment.

Volunteers – Richard Oxlade has been discussing some of the key volunteer positions with potential volunteers. Michael Atkinson has agreed to assist with the website, David Nicol will carry on with entries but with a mentee.

NH indicated that there had been a offer received from David Ritchie to act as mapping coordinator on the understanding that he would produce the maps for the event at cost. This offer was discussed and no objections were raised provided DR continued to be BOF accredited.

9. AOB

NH to set up a google folder for S6D within SOA drive as sufficient storage capacity and is the most cost effective way of proceeding.

10. Date of Next Meeting

Wednesday 21st December 7.30pm

Future S6D meetings to be held monthly and coincide with Steering Group meetings