1. Welcome and Apologies
DK welcomed everyone to the meeting.
2. Register of Interests
No change for Directors or special advisors noted but all to advise DK of any amendments.
3. Approval of Minutes of Meeting of Directors on 29 November 2023
Minutes were approved.
4. Matters arising from previous minutes
Insurance
KR provided an update on the insurance position.
- SOA have issued an invoice to WOC for the additional cost of insurance due to inclusion of the WOC event.
- KR in liaison with AM and RW have gathered the details for the event cancellation insurance proposal which has been submitted to the insurance broker by NH.
Action: NH to liaise with KR once response to event cancellation insurance proposal is received from insurance broker.
Financial Position
KR confirmed that the financial papers had been circulated at the weekend to those attending. He confirmed that he is satisfied that the Company has sufficient reserves at present.
WOC 2024
KR highlighted the issue of sponsorship. There is the possibility that sponsorship and the sale of merchandise will cause the 6-Day Company to require to register for VAT. KR is taking advice from a former colleague on the issue. Donations do not qualify as sponsorship.
5. Moray 2023
Distribution to Clubs
RW had prepared and circulated 3 options. The calculation is based on distribution according to official roles taken by the clubs. It was agreed that the officials associated with the Sprint race should be included in the distribution calculation. RW agreed to forward the calculation to KR who will liaise with the Moray 2023 treasurer in connection with the distribution.
Action: KR and RW to liaise in respect of club distributions
Moray 2023 Budget
One invoice is outstanding but the treasurer is making arrangements for payment in instalments. It was agreed that at future events payments from traders would be sought in advance.
6. WOC 2024
Financial Position
KR indicated that there was no finance update at present and no contracts had been entered into at present. Bob Dredge (WOC Finance Director), KR, AM, Jon Cross (Assistant Event Director) and DK are meeting on 10 January to agree the standard format of reporting for the future.
Funding Agreements – KR indicated he was awaiting draft documentation from BOF, City of Edinburgh and EventScotland in respect of the funding commitments. The financial year that payments would be made was still to be determined.
Interest Income – Interest income is not a present being allocated to WOC but in the event that the income increases above £25 pm this will be allocated.
Contracts – It was confirmed that all contracts for WOC would be signed by Directors of the 6-Day Company not the WOC Team.
WOC Tour Budget – AM confirmed that he has oversight of this and is confirming overlaps in respect of equipment required. WOC Tour entries open on 9 January.
Risk Register
KR, RW and AM worked together on the event cancellation proposal and then through the risk register ensuring dates were allocated. This has led to changes in respect of key volunteers and VAT.
The top three risks are
- Event Cancellation.
- Lack of volunteers
- Incidents re safety around arenas and construction.
Those which are behind their due date are marked amber:
- Sponsorship lead – AM is managing at present
- Format of reporting – being dealt with on 10 January as detailed above.
The risk register will continue to be monitored as the event approaches.
AM confirmed that in respect of health and safety he would be bringing in a H&S consultant to oversee the safety plans/documents and oversee suppliers on the ground in respect of their method statements and practice. He explained it was important this was not completed by a volunteer who did not have the training to ensure that neither volunteers nor WOC were exposed to any risk.
Event Directors Report
AM confirmed that the last month had been constructive. He was confident that at the next Board meeting there would be strong progress in all areas especially the big ticket areas.
EPOG
- The EPOG meeting has led to a formal sub-meeting in respect of transport/road closures/risk mitigation regarding the public and transport and pavement/car parking/tourist management.
- Queries were raised about the gap of knowledge of the EPOG committee in respect of the event details – AM confirmed that videos had been sent beforehand. A road consultant has been appointed as the next big hurdle is a citywide transport committee in respect of road closures. He has advised that the team should present at the committee rather than submit paperwork to ensure queries can be dealt with/ event sold and there is work to be completed in connection with this.
- Police Scotland were not at the EPOG meeting and AM would like them involved in case there is disruption due to the event being televised.
- AM reported that Peter Hart had raised at the Steering Group that there was potential for rules to be relaxed in respect of Russian/Belarussian involvement but this will not be known until an IOF meeting in June. There was also potential for there to be some consideration of Israel’s inclusion but this would require to be monitored as it may have an impact on potential for disruption.
- TO’D will forward documentation he has been working on in respect of athlete collisions for use in connection with EPOG. TO’D had concluded that 40m sq was the potential danger zone for collisions
Action: TO’D to forward risk assessment work re athlete collisions
Permissions
These are being progressed both at a micro and macro level. Jon Cross was due to meet Edinburgh University to progress matters but this had been postponed. AM is meeting Heriot Watt. AM had had a positive meeting with IOF in respect of the meetings which require to be held during WOC and is working with Pollock Halls on this.
Communications
A communications agency has been engaged and a communications plan should be released in January. This will involve publicity in the New Year such as “6 months to go” and WOC Tour entries.
Merchandise
This is being held back until mid-February – the team are currently speaking to Trimtex and Scimitar.
Orienteering Edinburgh
This has potential to be linked into promotion of the event with journalists and AM is meeting the development team to discuss in January.
Key Actions: No actions at present.
8. Deeside 2025
Permissions
NC confirmed that she has had good communication with Glen Dye and Finzean Estates. She has received all the paperwork from MAROC and is making contact and setting up meetings.
Branding
This is still awaited
COT
NH is pulling together an article listing the volunteers required and this will be put on the SOA and S6D website/socials in the new year.
7. Strategy and Business Plan
EM has proposed that she could take the learnings from the 2021 and 2023 events and WOC to refresh the Strategy and Business Plan. This was welcomed and it was agreed that the format of special advisors should be taken forward after WOC
Action: Comments to be provided by all Directors prior to the next meeting.
NH to set up a google folder for S6D within SOA drive as there is sufficient storage capacity and this is the most cost-effective way of proceeding.
8. AOB
NH is liaising with Michael Atkinson in respect of the creation of linked emails for use with the google drive which has been set up for the use of S6D. Once emails created and existing google drive information/website linked to google drive then links will be circulated.
9. Date of Next Meeting
AM will prepare reports to coincide with future meetings which also align with Steering Group Meetings for WOC. Reports should be issued 3 days in advance.
WOC S6D Board meetings will be held at 7.30pm on:
25th January
22nd February
21st March
25th April
30th May
27th June
S6D Board meetings for all matters other than WOC will revert to quarterly meetings with the next being mid-March. DK will send a doodle poll in due course.