held at Bells Sports Centre, Perth
on 31st October 2009
Present: Donald Grassie (DG, Chair), Ian Pyrah (IP), Oleg Chepelin (OC), Catherine Goodfellow (CG, sportscotland), Sarah Dunn (SD), Paul Duley (PD), Les Dalgleish (LD), Kate Robertson (KR, minutes), Roger Scrutton (RS), Malcolm Dingwall-Smith (MDS, sportscotland)
ITEM / TITLE AND DISCUSSION ITEMS / ACTION
Apologies
Apologies were received from Scott Fraser (SF).
Register of Interests & Key Dates
The register was updated via email prior to the meeting. Amendments were made to the previous version to entries for OC and KR.
Key dates for 2009 were circulated via email prior to the meeting. No further changes were made.
Minutes of meeting on 29th August 2009 – matters arising and audit action sheet
The minutes of the previous meeting were approved via email and published on the SOA website.
Matters Arising:
-Approval has been given from BOF to arrange a Grade 1 controller’s course. PD to instigate.
-CG indicated that for sportscotland to invest in UKCC courses administration and delivery needs to take place within SOA. SD to discuss further with new coaching manager at sportscotland (Ewen Cameron) and to clarify position with Mike Hamilton/BOF.
-Clarification has been received from BOF on National Borders and immigration issues and licenses: it is only for Performance events (e.g. WOC, PWT) and that BOF is responsible for applying for Visas. IP to liaise with HQ to clarify position on how clubs should handle requests from foreign athletes to be formally invited to compete.
Ongoing actions listed on action sheet. All other actions are either completed or form part of the current agenda. / PD
SD
IP/HQ
Directors reports – reports were submitted for each Director and the Professional Officer
- President
- Treasurer
-Currently the accounts suggest that the UKCC courses are not costing as much as anticipated as BOF are paying SOA for tutor fees. LD to ensure that the full costs of the courses are made transparent
-LD asked DG to send a copy of the assets register prepared at incorporation time so that he could budget for depreciation.
-LD to define the reserves policy using a template to be provided by sportscotland.
-LD to move coaching expenses from development to performance.
- Marketing & Communications
-OC to ask Paul Frost to work with various people to ensure that there is a contingency plan in place for maintaining the website if he becomes unavailable
-OC and LD to provide feedback to Doug Tullie regarding SCORE since he took on the role of editor. DG suggested that all directors should submit at least one article to Score each year, highlighting the work in their area.
- Performance
-A BOF Level 4 course will be run in Scotland in December. SOA to fund the course with certain conditions. SD to confirm to HQ.
- Development
-Workforce audit: DG to ask HQ to phone club secretaries to urge them to respond to the questionnaire. DG also to ask HQ to attend the next meeting to provide input to the coaching discussion.
- Operations
-PD to contact Mike Hamilton regarding events proposed for Scotland (i.e. WRE, WOC selection race, JEC) and procedures for SOA to ensure SOA is involved early in planning.
-The Board approved the appointment of David Colin Eades (Interlopers) as a Grade 2 controller and Crawford Lindsay (ESOC), Dougie Condy (Ayroc) and David Frame (Tay) as Grade 3 controllers.
- Partnerships
- Professional/Development Officers
LD
DG
LD
LD
OC
OC
OC/LD
SD
RS
DG
PD
PD
IP/OC
Major Events update
DG summarised the current status briefly during the President’s Report. There will be further discussion at the next meeting. / KR
Development – Participation and Development Model
RS presented the document he has put together on participation and development models for orienteering in Scotland and a discussion centred on priority development areas for 2010 was held.
MDS indicated that sportscotland invest funding against plans and strategies that deliver progress in the four main areas from the sportscotland Corporate Plan (2009-2011) - providing pathways, well-trained people, strong, organisations and quality facilities.
Development areas identified include: Schools (working with Active Schools), Community (working with Corporate Decathlon, cross links with other sports), Outdoor Centres (could form part of work with Schools).
It was agreed that some foundation research was needed to assess the opportunities and demand in various areas and checklists of criteria should be produced. A development project may be more successful if linked to a major event.
RS to create a development strategy based on the discussion to include an estimate of funds required to support and key performance indicators of a successful development model. MDS to provide guidance from sportscotland on the format of the document. / RS
MDS
Development – Glenmore Lodge
At the beginning of the year £5000 was allocated to mapping projects around Glenmore Lodge – specifically to update four areas at Glenmore and surrounding areas. DG to ask HQ to progress prior to other mapping work, and to prepare a proposal to be circulated to the Board by the end of 2009. / DG
Operations Plans for 2010
Key actions:
-SD to find out how many how many UKCC courses are planned in order to budget.
-SD to follow up on suggestion to hold another development conference and prepare an estimate of costs.
-LD to get updated SCOTJOS accounts.
-All to complete 2010 operating plans and 2010-2013 4-year plans by 10th November – forward to DG.
-All to send proposed budget figures to support plan for 2010 to LD by 10th November / SD
SD
LD
ALL
ALL
Development Grant bid
LD and IP to work together on the 2010 sportscotland development grant bid. MDS to let them know the deadline. / DG/LD/ IP/MDS
AOB
-CG has now leftsportscotland and handed over her role to Malcolm Dingwall-Smith (MDS). DG thanked CG for her support and advice over the years and welcomed MDS.
-SD expressed a concern that there were no longer Junior B courses as SOL events. PD to follow up.
-DG had received a request for the Orienteering Techniques booklet to be translated into Turkish. The board were in agreement with the proviso that the SOA Copyright should be clearly indicated. DG to confirm with GBJ.
-KR asked that director reports to be sent at least one week prior to a meeting to her only. KR will then forward on at least 5 days prior to the meeting.
-LD asked directors to submit all expense claims for 2009 as soon as possible.
-DG highlighted the recent practice of people contacting Scottish clubs requesting an invitation to the UK. It was agreed that all club secretaries should be contacted individually. DG to agree the wording and request that HQ contact all clubs. / PD
DG
ALL
DG
Revisit Key Dates & Date of Meetings in 2010
Dates of meetings in 2010 were agreed as follows (KR to organise):
-Saturday 23rd January (ALL DAY)
-Saturday 20th March (ALL DAY)
-Saturday 29th May (PM) – AGM (after Scottish Champs)
-Saturday 12th June (ALL DAY)
-Saturday 4th September (PM after 11-person)
-Saturday 30th October (ALL DAY) / KR
ACTION SHEET – SOA BOARD MEETING OF 31st October 2009
DATE / ITEM / ACTION / BY / STATUS
29/08 / 6-prev / DG to continue exploring land access issue (Anagach). / DG / Ongoing
29/08 / 7-prev / PD to approach some of the bigger clubs with small representation in SOA to try to fill some of the coordinator roles vacant. / PD / Ongoing
29/08 / 7-prev / Extend the rota for major events extended beyond 2012. / PD / Ongoing
29/08 / 7-prev / SF to consult with the 6Day company to check future plans and also to gather a portfolio of areas we could potentially use for future events but also major international events. / SF / Ongoing
29/08 / 9-prev / To review the status of the National Centre accounts, (LD, HQ, RS) and document the financial delegation, control and reporting procedures (LD). / LD/ HQ/ RS / Ongoing
31/10 / 3 / PD to instigate Grade 1 Controller’s Course / PD / New
31/10 / 3 / SD to discuss administration and delivery of UKCC courses with new coaching manager at sportscotland (Ewen Cameron) and to clarify position with Mike Hamilton/BOF. / SD / New
31/10 / 3 / IP to liaise with HQ to clarify position on how clubs should handle requests from foreign athletes to be formally invited to compete. / IP/ HQ / New
31/10 / 4 / DG to ask a small team to work on the Terms of Reference and to clarify what support Event Scotland can offer. / DG / New
31/10 / 4 / LD to provide more details in the budget of income and expenditure of UKCC courses. / LD / New
31/10 / 4 / DG to send LD a copy of the assets register / DG / New
31/10 / 4 / LD to define reserves policy for minutes. / LD / New
31/10 / 4 / LD to move coaching expenses from development to performance. / LD / New
31/10 / 4 / OC to speak to SEDs to identify someone to take control of updating the website. / OC / New
31/10 / 4 / OC to ask Paul Frost regarding a contingency plan for maintaining the website if he becomes unavailable / OC / New
31/10 / 4 / OC and LD to provide feedback to Doug Tullie regarding SCORE since he took on the role of editor. / OC/ LD / New
31/10 / 4 / SD to speak to HQ about SOA funding the L4 course. / SD / New
31/10 / 4 / RS to create list of stats which would be helpful for development and check with BOF for information that they can provide. / RS / New
31/10 / 4 / DG to ask HQ to chase clubs to respond to the workforce audit. DG also to speak to HQ about coaching and ask her to attend the next meeting / DG / New
31/10 / 4 / PD to discuss JEC proposal with Jason Inman. / PD / New
31/10 / 4 / PD to contact Mike Hamilton regarding events proposed for Scotland / PD / New
31/10 / 4 / IP and OC to work with BBC on orienteering forming part of their sports coverage. / IP/ OC / New
31/10 / 5 / Add Major Events update to next agenda. / KR / New
31/10 / 6 / RS to create a development strategy based on discussions held. MDS to provide guidance from sportscotland on the format of the document. / RS/ MDS / New
31/10 / 7 / DG to speak to HQ regarding mapping at Glenmore Lodge / DG / New
31/10 / 8 / SD to find out how many how many UKCC courses are planned in order to budget. / SD / New
31/10 / 8 / SD to follow up on suggestion to hold another development conference and prepare an estimate of costs. / SD / New
31/10 / 8 / LD to get updated SCOTJOS accounts. / LD / New
31/10 / 8 / All to complete 2010 operating plans and 2010-2013 4-year plans by 10th November – forward to DG. / ALL / New
31/10 / 8 / All to send proposed budget figures to support plan for 2010 to LD by 10th November. / ALL / New
31/10 / 9 / LD and IP to work together on the 2010 sportscotland development grant bid. MDS to let them know the deadline. / LD/ IP/ MDS / New
31/10 / 10 / PD to investigate Junior B courses at SOL events. / PD / New
31/10 / 10 / DG to confirm Board approval for the Orienteering Techniques booklet to be used in Turkey / DG / New
31/10 / 10 / All directors to submit all expense claims for 2009 as soon as possible. / ALL / New
31/10 / 10 / DG to agree wording of note to be sent to club secretaries and request HQ contact clubs / DG / New
31/10 / 11 / KR to organise meetings for 2010. / KR / New
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