1. Welcome and Apologies

DK welcomed everyone to the meeting.

Apologies: Ben Hartman (BH), Tim O’Donoghue, Robin Strain (RS)

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 (22nd February)

Minutes were approved.

4. Deeside 2025

RO reported that

• the aim was to prepare 5 good areas by the end of March and then decide club allocations and event officials.
• COT team coming together with Nick Hale coming on as technical coordinator
• Still to find Day Coordinator and computing lead

Areas / Permissions

• Balmoral – they are not willing to grant permission as all farmland now tenanted and perhaps some uncertainty with changes as to usage during the summer.
• Abergeldie – They had initially indicated that they were willing to consider but had decided that there was too much forestry work required over the next year and would consider again but not next year.
• Invercauld Estate – Glenfeardar / Inver and Creag Connaich – Estate are happy for matters to proceed but now need to contact the farmers and discuss parking. Had raised the potential of a cycle race on 25th July which will need to be investigated. NH is raising Inver with FLS re any issues.
• Glen Dye – Owner had expressed concern that they market their estate as a quiet and peaceful area and are concerned that may disturb paying clients. NC is meeting the owner on Friday and will try to take Roger Coombs as well for additional knowledge.
• Glen Tanar – They are a yes in principle but concerns about costs given MAROC previous experience and awaiting quote.
• Birsemore (Dunnecht) – yes but contact is retiring and pushing for next contact
• Balfour – is a possible but being used by MAROC for an event shortly.

The areas noted above means that there is no significant remapping costs other than, potentially, Inver.

There was concern about reuse of areas but none affected by Storm Arwen greatly.

The types of races will depend on the areas for which permissions are granted.

COT

• David Nicol has agreed to continue as entries secretary but will require someone to be mentored.
• Some areas are most suited to local club members and RO/ NH/ NC will meet with local clubs to update and ask them to ask their members if they would consider those roles e.g. Day Coordinator.
• Consideration should be taken as to whether an assistant computing lead should be sought. Keith R indicated that he was aware of the role having completed it in 2017. Some of that has changed now that all SI controls not collected in and distributed but shared between clubs. Should consider paying for additional help and perhaps costs quoted last time of £15k should be considered for quality of service. Keith R will work with Robin Strain before the next meeting to look at the options. KR will be consulted regarding finance.

WRE

Agreed in principle should have a WRE day but before taking further will determine areas and take forward.

Responsible Director to be determined at a later date.

5. Moray 2023

KR reported that everything is complete and he is liaising with Karen Fraser about the transfer of bank accounts. Terry O’Brien has asked to have sight of the S6D accounts and when they will be published. After discussion it was noted the only accounts prepared are management accounts which are not particular to the Moray event. They contain an annual statement and it was agreed this format would be retained but expanded re the event. KR will respond to Terry O’Brien.

Action: KR to respond to TOB.

6. Strategy and Business Plan

EM has looked at Strategy and believes it is important that we take a deep look into the previous years’ reports and entry data. RO requested that from SOA point of view the S6D Strategy should dovetail with the SOA Strategy.

NH to pull together a doodle poll for S6D and SOA to get together and discuss.

EM had prepared a PowerPoint presentation containing age of participants, locality of participants together with a strengths, weaknesses, opportunities and threats list.

Strengths

• Loyal following
• Holiday event
• SOA membership
• Years of experience
• Financial impact to local communities

Weaknesses

• Marketing
• Not achieving full consistency
• Appreciation of volunteers
• Limited areas

Opportunities

• Streamlining event
• Use 6 days as marketing tool
• SOA membership
• More professionalism

Threats

• Overcomplicated
• Environmental impact / constraints
• Keeping up with tech
• Aging population
• Volunteer model
• Access
• Costs of professionalising various aspects of organisation

Discussions revolved around marketing and potentially looking to O-Ringen to change format. Marketing should also be thought about much earlier in the event.

It was agreed it was important that any strategy was aligned with BOF / SOA / SportScotland as it was easier to get money / value in kind. Any change could impact on SOA funding therefore should ensure that they agree to any changes with partners.

Action: EM to share slides

7. Documentation

EF has drafted documentation and incorporated learnings from team leaders. The manual has been through a number of iterations and is divided into sections so that each team leader has a separate section. Repetition has been reduced.

Aiming to deliver at the end of March and will forward a copy to the Board/RO for comment.

It was agreed that it was important that all documentation should be gathered on the google drive and this included any computing manuals.

Action: All to ensure all documentation and manuals placed on google drive.

8. AOB

It was noted at the SOA Board that the next event is provisionally scheduled for SW Scotland (subject to identification of suitable areas) and Tim O’Donoghue has offered to help.

KR noted that the SOA payment will be confirmed as a formal loan rather than prepayment.

9. Date of Next Meeting (6-day business only)

In 3 months – mid-June. DK will send a doodle poll in due course.