HCC Committee Meeting

Nemo’s Bar – Function Room, Stoney Cove, Stoney Stanton

5th December 2019 7pm

 

Attendees:

 

Katrina Smith (KS)

Dale Clarke (DC)

Neil Smith (NS)

Paul Morgan (PM)

Liz Owen (LO)

Lesley March (LM)

 Martin Stretton (MS)
Apologies: Robert Newitt (RN)      
Guest: Steve Jowett (SJ)

 

Minutes & Matters Arising –

PM queried domain statement re Martin Walker in Communications.  KS advised this could be clarified and also noted she would slightly amend her step-down statement.  It was agreed that the notes could be amended and published.  Action:  KS to amend and send to RN for publication.

 

Club Admin –

  • Affiliation is sorted and a direct debit has been set up.
  • Nomination form done and LO has emailed out to the membership.
  • Constitution anomalies:
    • 2) British Canoe Union – Should read British Canoeing
    • 8), 7.1), 7.2) Club’s code of practice – KS has created a document but it may need more work on it when we reapply for Club Mark status.
    • 1) Club Equipment Policy – KS advised she could not find any written policy.
  • Welfare Officer advertised but no one has thus far shown any interest.
  • KS suggested doing an open evening or morning to invite all to find out about Volunteering and could do kids badge competition session.
  • Club mark logo needs removing from website. Action: KS to ask RN to remove
  • KS asked if the invoice for Young Carers & Think Higher group were still outstanding? The Young Carers was done and has been paid. The Think Higher group needs invoicing for £360 details are Think Higher, University of Warwick.  PM provided the email address for the invoice to be sent. Action: KS
  • Proposed Constitution amendments & AGM details need to be with the Secretary by the end of January.
  • DC had been unable to attend the child welfare course as planned. MS had attended a safe guarding course as part of the Coach qualification requirement and advised that it was thought the Child Welfare Officer should be a committee position.  KS advised that this would require a constitution change unless a committee member took on the role.
  • DC advised he wished to step down from Development Officer role but would like to stay on the Committee in another capacity.

 

Finance

  • £30 cash paid back to LM by PM for certificates for Discover award was not needed
  • LM advised there is £9,915.49 in the bank.
  • NS handed over £10 cash from Malcolm Soulsby for kit hire
  • Pool sessions still to pay, plus 2020 lake hire, & roof repairs.
  • NS handed over invoice for 8 Lomo Junior spray decks and has already been paid.
  • LM paid Dale £74.25 for pool sessions. 2 more payments to come.
  • LM was still struggling to reconcile payments with the new online payment system+0. The extra detail is not possible without going up a package but DC advised he was sending the Bookwhen payment data.  LM to let DC know if she does not receive it.

 

Equipment

  • Roof update – NS Awaiting quote from local tradesman. PM will ask his son-in-law and LM is waiting for a quote from her contact.  NS suggested when the roof is fitted may be possible to create a signing on dry space in between the containers if the canoe storage was re configured, plus we could use some of the space for drying kit.
  • NS has started creating a replacement kit list, and has already purchased 8 Lomo spray decks as they were a bargain at £10 each. Other agreed items:
    • 6 adult spray decks
    • It was felt that we have sufficient canoes but air bags were needed for all of the kayaks.
    • Cags for Juniors was suggested especially as we have a duty of care
    • Children’s Junior BAs
    • Throw line
    • Emergency shelter
    • Look at refurbishing the older canoes
    • Some Junior size kayak paddles.
    • A couple of junior canoe paddles.
  • NS would look to Sort container so Junior stuff is all together.
  • Security was discussed and SJ suggested researching a battery powered G4 network alarm that pings a phone when activated by a potential intruder.
  • It was agreed to purchase some rodent control boxes.

 

  • PM suggested that we may need to check out showers are not left dirty after club night.

 

Events

  • MS advised that he will be out of action for three months in 2020 so may not be able to attend the AGM, it was suggested that he could do a report or a video clip
  • Trip on the 15th on the Upper Wye, weather and water levels permitting.
  • Christmas Paddle suggested collecting donations for Macmillan, MS to discuss with Richard Matthews first. It was also agreed that the Club will also make a donation
  • KS will organise a raffle at the AGM proceeds to go to cancer charity
  • Email the Leaders list to DC needs to be amended. Action: KS
  • Will look at trips in January.
  • PM will plan a trip for January

 

Club Development

  • Pool Sessions – An email from Pool Organiser has been received regarding the pool hire, it is for 1.5hrs including leaving the premises which is 9.30pm but after going back to them they are saying 9.45pm So need to get out and leave promptly. Action: DC to check out with Pingles for next year even if it means changing to a Sunday if Pingles allow more time for changing and leaving the building.
  • A new four-year Development plan needed for the AGM. Action: PM

 

Membership

  • Need to review membership prices. After some discussion it was agreed a budget plan was required in order to establish if a price increase is needed.  There has not been a price increase for a long time but it was felt if a plan were done this would help justify if an increase was found to be needed.  Action: LM & LO to review and report back to the Committee

 

Club Communications

  • PM thanked RN for taking the time to come to the last meeting.
  • SJ is interested in getting involved with the Communication role.
  • We need to remove clubmark logo from the website. Risk Assessment check if sent to rob
  • When DC has reviewed the Leader, List send to RN
  • Email the Risk Assessments to RN to put updated versions on the website. The risk assessments may need tweaking to show how we cover the Pool and Lake if a Level 2 or Coach is not available.  A matrix had been suggested.  KS had started to put some criteria down but it is quite complicated especially if using multiple Volunteers to fulfil the role.  Action:  MS to have a go at putting something in writing.

 

AOB

  • NS has asked a few people about volunteering at the lake and a number of people are happy to get involved & help out.
  • KS asked if the next 2 meeting dates could be set so that Russ Smith (British Canoeing Regional Rep) could be informed of the dates as he had expressed that he would like to visit us again.

 

Meeting Closed:  20.15

Next meeting:      Next two meetings

Thurs 9th January 2020

Thurs 6th Feb 2020

Location Nemo’s Bar – Restaurant Area, Stoney Cove, Stoney Stanton