Posted on July 21, 2025

Directors’ Meeting – 6th February 2025

Minutes of the Meeting of the Directors of the Scottish Orienteering 6-Day Event Company Limited held online via Zoom on 6 February 2025 at 7.30pm

Present: Directors: David Kershaw (DK), Ewan McCarthy (EM), Keith Roberts (KeithR), Kevin Reynard (KR), Richard Oxlade (RO); Others: Nikki Howard (NH), Nic Crossley (2025 coordinator), Elizabeth Furness (2023 coordinator)

Minute Taker: Nikki Howard

1. Welcome and Apologies

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

2. Register of Interests

No change for Directors noted but all to advise DK of any amendments.  KR has a new appointment as Director which will be added to the register – Net Zero Tech Centre

3. Approval of Minutes of Meeting of Directors

Minutes of 7 November 2024 were approved subject to amendment to reflect correct name for Eddie Speak.

4. Matters Arising

All covered later in meeting

5. WOC 2024

Finance

KR reported that Final accounts have been prepared for WOC.  There was a £3,000 accrual for the latest period with the only transactions since the last meeting being Jon Cross fees and the payments for attendance at the High Level Event Seminar / sundry expenses.

The assumption has been made that IOF have accepted the exchange rate variation and the only issue is getting an overpayment of £37 to the Japanese team which will be made through a cash payment in due course as bank transfers were more expensive than the amount due.  KR confirmed that Jon Cross had been asked not to exceed his agreed hours.

Reports

Economic Impact Report and Report to EventScotland have been prepared and were circulated with the agenda.  The IOF Senior Event Advisor Report has been received but it was asked that it not be circulated beyond the attendees.  Jon Cross is preparing the report to the IOF which will be sent to RO and Keith Dawson for comment before being issued.

KR reported that Jon Cross indicated

  • the SEA report contained nothing notable and it was the subject of the High Level Event Seminar where there were positive messages.
  • The report to the IOF will not be sent until approved.
  • He would be willing to provide a summary to the next Board meeting.

6. Finance Report

  • KR had circulated a finance report prior to the meeting but summarised the report for the meeting:
  • The final payment had been received from EventScotland and initial income had been received from Deeside 2025.
  • Company liquidity now complies with the reserves policy having been briefly non-compliant in December following the final payment to IOF.
  • Surplus cash has been placed on deposit pending determination as to Deeside 2025 requirements.  RO is preparing a monthly forecast for Deeside expenditure.
  • Statutory accounts from the previous period have been filed and Director appointments and resignations have been updated on Companies House records.
  • The accounting period has also been amended to 31 December to correspond with the SOA accounting period therefore the accounts will cover a 10 month period.
  • The draft accounts will show
    • For the 10 month period – £60,000 provisional loss
    • Overall the WOC event was break-even compared to the vII budget.   However, our accounts show the final result after:
      • S6D company contribution of £50,000
      • accrual of £9,000 as our share of the audit fee (to be approved by the Board before it is paid)
      • net effect of various small / other company transactions
    • The grants from EventScotland and City of Edinburgh Council are both government related but to comply with SOA accounting practices these have been netted up rather than treated as income.  KR will consider how they should be dealt with in S6D accounts.  This is a presentation issue.
  • It was agreed that S6D would bear 50% of the costs of the audit required for SOA/S6D accounts.  The Board agreed that KR should provide all the information required by the auditors.
  • KR and Pat Bartlett (SOA Finance Director) to review written agreement between SOA and S6D in February/ March and propose updated agreement.

Action: KR and Pat Bartlett to review written agreement between SOA and S6D

7. Moray 2023 Payment to Clubs 

Now that WOC 2024 had been resolved the Board reviewed the Moray 2023 club distribution.  £5,000 had previously been distributed and Board considered whether the balance of the £10,000 normally distributed should be paid to clubs. The Board agreed that it would be appropriate to distribute the balance as would not adversely affect the agreed reserves policy.

It was agreed that a joint statement would be put out to the orienteering community from SOA/S6D confirming why the payment was being made (putting money back into the sport and it relates to volunteer effort for Moray 2023 not WOC).  KR will prepare bullet points and DK a statement to be published on SOA website / newsletter.

Action: KR to prepare bullet points and DK to prepare a statement to be published on SOA website / newsletter.

8. Mapping Payment requested from clubs

RO indicated that GRAMP had asked for a contribution towards the cost of remapping Glen Dye after Storm Arwen and MAROC had indicated that they were severely restricted in use of areas due to embargoes and requested a contribution to be considered.

It was noted that both KR and KeithR had a conflict of interest due to club membership and so excused themselves from the discussion.  After discussion the remaining Board members agreed that any policy should be prepared in conjunction with the SOA and would be raised at the SOA Board meeting on Saturday.  DK would indicate to GRAMP/MAROC that the issue is being considered.

Action: DK to indicate to GRAMP/MAROC that the issue is being considered.

9. Deeside 2025

Reports by the Event Coordinator were circulated prior to the meeting and can be summarised as follows:

Areas

Planning and controlling on track.  Additional parking is being sought to support Day 4.  All contracts for event services now signed and agreed.

Entries

Average 1650 entries per day above the expected level and 25% are from overseas (23 different countries).

Budget

The budget has been updated and needs approximately another 700 entries to cover costs.

Sprint

Obtaining parking is proving tricky but Banchory being considered as a back-up due to Ballater Community Council wanting Highland Games parking to be used but Invercauld Estate unwilling due to risk of damage prior to the games. The financial risk to the event is approximately £6000 but the reputational risk is higher. EUOC to be asked to wait while location resolved.

Commentary 

A quote has been received for commentary but the COT team is split on this.  The Board agreed that it was a divisive issue from the feedback but that this year should have commentary at WRE days and create a village feel at events.

Volunteers/ COT

There remain a couple of important vacancies for information / merchandise.

Accommodation

There has been a concern raised about the lack of accommodation in Deeside.  After discussion it was agreed that RO/NC would take the issue away and consider speaking to Visit Ballater about Ballater Barracks or using Aboyne Academy.

Action: RO/NC to consider the accommodation issue

10. S6D 2027

Possibility of using Torrs Warren is being investigated for an event in the South West.  This would be progressed and the location of the event reviewed but it was agreed it required to be determined by Deeside 2025.

11. Strategy

Following discussions on the location of S6D 2027, concern was raised as to the location and whether it would affect the volunteer commitment. There followed a discussion about future strategy and the use of a different model for the event.  It was noted that the volunteer challenge is being felt in other countries and this was not just a UK issue.

S6D has generated over £1m for the sport in Scotland since 2000 including payments to the SOA to assist with its activities, payments to clubs and the provision of new / updated maps.  The lack of volunteer support is however a risk and consideration is needed of a possible different model going forward.

It was agreed that structured meetings were needed to discuss with club chairs and then the orienteering community.

The Board will meet to discuss strategy on 20 March and follow that up with a meeting with club chairs on 10 April with potentially an SOA community conversation meeting following on from that meeting.

Action: DK to organise meeting with chairs

12. AOB

None

13. Dates of Next Meetings 

Early May to discuss Deeside – DK to send out a Doodle poll.

20 March at 7pm – Board discussion on strategy

10 April at 7pm – discuss future strategy with club chairs

List of actions:

  • KR and Pat Bartlett to review written agreement between SOA and S6D
  • KR to provide bullet points and DK to prepare a statement to be published on SOA website / newsletter re additional Moray 2023 payment.
  • DK to indicate to GRAMP/MAROC that the mapping issue is being considered and to raise at the SOA Board meeting.
  • RO/NC to consider the Deeside accommodation issue and look into possible solutions / alternatives
  • DK to organise strategy meeting with chairs