Posted on November 18, 2024

Directors’ Meeting – 25th January 2024

Minutes of the Meeting of the Directors of the Scottish Orienteering 6-Day Event Company Limited held online via Zoom on 25th January 2024 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:- Andy Mitchelmore (AM) Event Director WOC 2024 Nikki Howard (NH- minute taker)

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 (21st December 2023)

Minutes were approved.

4. Matters arising from previous minutes

Insurance

KR provided an update on the insurance position.

  • 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. Insurance broker had requested 4 additional bits of info which are being prepared by AM and KR. Once complete they will be forwarded to NH for submission to the broker.

Action: KR to provide NH with information required by broker.

5. WOC2024

Financial Position

KR confirmed that the financial papers had been circulated previously. Bob Dredge (BD) has confirmed that all is largely under control. KR, AM, JC, DK and BD met on 10 January and went through the budget. They highlighted areas which required refining and are keeping a close eye on those these. The current use of the contingency remains as the £16K previously highlighted.

KR is agreeing a more risk focused and dashboard type financial report with BD and this is being finalised for future meetings.

In respect of cash/ liquidity, KR confirmed the funds have been received from EventScotland and City of Edinburgh Council which covers the current commitments. We are currently meeting £100,000 reserve forecast and not affecting other S6D finances or the triple lock.

Action: KR to finalise updated financial reporting format with BD

Contracts

KR reported that the event team had been looking for clarity as to approval of contracts and who was required to sign contracts. It was agreed that AM, JC and BD were primarily responsible for reviewing contracts and should, if unusual, consult with directors. Directors should then consider consulting lawyers. AM, JC and BD should then prepare a one page note with the contract explaining its terms. DK and KR were agreed to be the primary contacts in respect of signature of contracts. Other directors would step in if required. All contracts would be circulated to all directors for transparency.

WOC Tour Entries

KR reported that the Event team had queried the entry refund policy. Should the normal wording be amended? The normal S6D policy is full refund. It was acknowledged that efforts were being made to limit costs and costs should not be higher than a normal event. A discussion took place in respect of current terms and conditions as entries were already open and directors agreed that WOC Tour entries should cover sunk costs proportionately. It was agreed that the current wording of the refund policy would remain

Risk Register

RW had issued an updated Risk Register.

RW raised a query in respect of international issues. It was agreed that mitigations depend on the issue and in the event of issues occurring the Board would be required to meet and decide how to respond. AM also highlighted that international issues can have 2 parts – the terror threat level but also how to represent athletes from a sports presentation process. The Directors agreed that it would remain as a low risk but would be re-evaluated closer to the time.

Event Directors Report

AM confirmed that the project plan had been progressed. The first venue plan meeting is being held next Friday so it is currently under review. The project plan will be operational from next Friday.

Staffing

AM and JC have agreed allocation of the workload. Each are having regular meetings with their functional leads which then feed into bimonthly meetings. Key positions are all filled bar sponsorship. Jon Cross is continuing to recruit to fill other key roles.

Sponsorship

AM reported that they are currently trying to align the current agreements with the new framework. He will distribute the sponsorship decks to directors and he raised again that he thinks the big ticket item for sponsorship is the TV audience.

AM queried whether there was knowledge of any agreement with Edinburgh University. Directors were not aware of anything formal but AM will continue to engage with Uni staff and get them to join the dots. Jon Cross is speaking to them about exposure in respect of broadcasting. Jon Cross is leading this discussion and how to offset costs.

AM will also take forward discussions with Kay Hawke about a link to BOF Commercial links

Communications

AM has linked in with BOF, SOA Development team, Edinburgh City Council and EventScotland team. Flip, the comms team appointed, are used to adventure sports and have good communications with the relevant teams.

Venue Design

Iain Smalls is trying to finalise the designs by the end of January. AM is aware this is a significant risk to the budget. Data collection has taken time.

WOC Tour

The current entry is 35 and the budget target is £25k. They are pushing media / monitoring entries.

Orienteering Edinburgh

AM has met with the SOA development team promoting Orienteering Edinburgh and will work to push entries.

Permissions

Edinburgh City Council (CEC) have come to the table to help obtain permissions with a proactive approach. They are looking to pull all outstanding permissions needed for CEC properties and the legwork will be led by CEC. Alasdair Pedley has been working to discover ownership.

AM is meeting Oriam tomorrow and he hopes to finalise things shortly.

Road Closures

Road Closures will be presented to CEC City Wide Transport Group on 13th February, Roads Team do not envisage a large issue but there may be a few questions.

IOF

Henrik has provided confirmation that the IOF are happy to provide the rights to the BBC/ domestic broadcaster free of charge. IOF have agreements in respect of Finnish TV. The Adventure Show has also agreed to cover. Henrik is happy to add English commentary and therefore it is more likely to get to the front page of BBC Sport website and red button.

Merchandise

AM has had positive discussions which will result in less team workload and whilst it reduces income it limits the risk to S6D. A market operators licence will be required for sale of merchandise at each day of competition. Options are a £190 per venue cost or have a single shop at Pollock. Directors agreed a single shop at Pollock might be the best option.

Media Ops

AM reporting that a contractor has been engaged to write a framework for the end of February as a guidebook for the team managing through WOC. AM to link in re S6D and SOA social media.

Action: AM to link ensure social media sent to SOA so can be included in their accounts as well as S6D account.

9. Date of Next Meeting

Next planned WOC meetings:
22nd February
21st March
25th April
30th May
27th June

AM not available 22nd February but will check whether JC is available.