Posted on November 18, 2024

Directors’ Meeting – 30th May 2024

Minutes of the Meeting of the Directors of the Scottish Orienteering 6-Day Event Company Limited held online via Zoom on 30th May 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:- Keith Roberts (KeithR), Ben Hartman (BH), Tim O’Donoghue (TO’D) Others:- Nikki Howard (NH- minute taker) Andy Mitchelmore (WOC Event Director)

1. Welcome and Apologies

DK welcomed everyone to the meeting. There were no apologies.

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 (25th April 2024)

Minutes were approved subject to the change of date to correct the date of the meeting.

4. Matters arising from previous minutes

Insurance

Cancellation insurance all now agreed and have asked brokers to proceed. Invoice to be sent to S6D when received.

Funding Contracts

Final drafts of funding agreements from British Orienteering and City of Edinburgh Council received.

5. WOC 2024

Financial update – see separate report but main points to highlight

  • Cash flow – awaiting funds from City of Edinburgh Council in early June. Other funds are being transferred out of deposit accounts as required. KR confirming that cashflow is currently acceptable and therefore ok as a going concern. Indicated that cash flow required monitoring as if contingency used then effects cash flow analysis. The cash flow analysis will be updated for the next meeting.
  • Income – remains on target, WOC Tour ahead of forecasts on entries.
  • Grant funding – received from BOF and 6 Days. Marketing costs to be reclaimed from BOF.
  • Dashboard expenditures – currently insurance and arena expenditure in red as are likely to use part of contingency. Rest appears to be in terms of budget forecast.
  • All costs being scrutinised before commitment
  • Value in Kind (VIK): £40,000 value in kind achieved at present from sponsorship. WOC using SI Kit provided by S6D and S6D will not charge but will be included in VIK reporting. AM reported that Marc Hope is working to get VIK to help where budgets are tight e.g. vehicles/water and even if those involved do not become official partners then will ensure prominence.
  • Discussions regarding any potential surprise costs in the run up to the event. AM indicating that most functional areas are green with a bit of amber and not anticipating anything not covered by planning to date.

Event Director Report

AM reporting that in terms of the RAG rating on the report the vast majority are green and orange.

  • Governance
    • Aron Less of IOF has forwarded a report on the IOF visit in May. Areas flagged are ones which the team are aware of and working towards
  • Israel situation
    • Potential issue if there is a protest. It has been discussed at EPOG level and potentially have to pay for police if threat level increases but this is not anticipated.
    • The IOF are reporting that there was reaction to Israel running in Switzerland and that is perhaps related to the fact that their runners did not perform well. One option is for their runners not to be televised if they do attend the event.
    • There have been discussions that the Israeli runners could run under the IOF banner if they attend and it is being kept under review
    • Statements will be required to be ready should an issue arise. In terms of the Switzerland competition there was only 1 email complaint received and the threat level is different from for example football where there was a direct threat.
    • IOC might change their position on Israeli athletes before the Olympics and so IOF might also alter their position.
    • One concern is the presence of the Israeli flag at the opening ceremony and they are asking young athletes to carry these flags so the flag will not be present at Pollock. It will be monitored and pre-empted with the Israeli federation or athletes as part of the plans.
  • Event Safety Plan
    • The first draft of the event safety plan has been sent to City of Edinburgh Council this morning and lots of information is redacted. This will be circulated to EPOG, Police, Fire and other emergency services so expect questions and will be finalised 2/3 weeks before. It is essential to have and follow in the event of an incident and all contingencies should be covered by the report. It will be held by the event control and safety officer.
  • Staffing
    • Colin Matheson has come on board as protocol manager for all ceremonies and VIP hospitality.
  • Communications
    • There has been lots of activity including an Athletics weekly article following on from the media event.
  • Venue Design
    • AM confirmed this has been a lengthy drawn out process. They have had the final round of supplier visits since the IOF visit and finalisation of plans. All suppliers are aware of the requirements and almost have prices confirmed. AM has worked with the potential suppliers before and they have tried to use local to keep the costs down. Should costs come in higher than anticipated there is the possibility to cut back requirements if necessary.
  • Permissions
    • Macro – contract almost finalised with the University.
    • Micro – A Pedley has been very busy and most tied up. He will be kept separate during the vent so that he can deal with any issues which arise on the ground.
    • TTRO – moving through and will be advertised shortly.
  • Sponsorship
    • Mark Hope is looking at things from two prongs
    • Refreshing rights and benefits matrix which details what all get so clear before the event and then the branding team can deliver and there is no confusion during the event.
    • Chasing value in kind as previously indicated: water, vehicles and food for volunteers (potentially 5 shifts/ 1500 meals required)
    • Partnership with Edinburgh Uni announced during the week given all sports faculty facilities for free. Trying to up-sell to university so can reduce costs and Jon Cross in discussions to reduce costs in exchange for branding.
  • Technical
    • Community engagement was discussed at EPOG and TTRO needs to be formalised before talking to residents and to get contacts for community council.
    • In final stages of locking down maps
    • Still a few concerns about Jon Hollingdale’s capacity but they are working with him.
    • Jon Hollingdale had heat mapped city centre elements of the courses in respect of the main element of risk and these were well received by EPOG. There is a clear picture of where to focus resources, on barriers, signs and volunteer resources.
  • IT
    • All on course.
  • WOC Office
    • Jonathan Molloy is currently preparing artwork for race numbers and accreditation passes.
    • Have had long discussions with partners about branding on
  • Broadcast
    • BBC have indicated that they cannot carry live streaming on red button but they are continuing discussions with the Adventure Show and going back to the BBC to suggest that they cover across BBC Sport/Scotland pages. Use the media team to provide content.
    • IOF have agreed with EBO and highlights and live action on Eurosport player on app, in terms of visibility for the sport is a good thing as they have agreement with athletics, aquatics, gymnastics and therefore increase awareness.
    • Broadcast ops being finalised to check everything require in order.
  • Merchandise
    • Circulated numbers will be distributed and an order will be put in for kit to be sold at the venue. Can still order but for delivery after the event.
  • WOC Tour
    • Lindsey Knox has had her challenges but all in order now. Entries are in a good place and approximately 900.
  • Volunteers
    • Issue of contact with volunteers was raised and AM agreed to look into it. There is a volunteer page being finalised but he will ensure there is enough information on with timelines and what is provided.

Overall AM happy that pulling threads together as all interconnected.

Risk Register

All key points previously covered. AM, KR, Steven and RW went through the risk register and picked up points relating to cancellation insurance and finalising costs. These issues have now been progressed. The tracking of benefits in kind and external politics is of course continuing to be monitored. There are no new risks required at the moment.

6. Date of Next Meeting

12th June – S6D only.

Next planned WOC meetings:

27th June unless another required