Minutes of HCC Virtual Committee Meeting
held online at 7.30pm on Monday 19th April 2021

Committee Present:

Paul Morgan (PM), Chairman

Mike Dallaway (MD), Equipment Officer
Andy Griffith (AG), Communications Officer
Alison Hardy (AH), Secretary

Ben Hardy (BH), Development Officer
Liz Owen (LO), Membership Secretary

Neil Smith (NS), Trips and Events Officer
Co-opted members Tony Kerr (TK), Jonathon Pope (JP), and Chris Tooze (CT)

Apologies: Lesley March (LM) Finance Officer and Andy Mecrow (AM), Welfare Officer

Minutes: These having been previously circulated and amended were accepted as a true record.

Matters Arising:

  • Keys to containers: LO had posted her set to MD; Dale Clarke confirmed he will return his set when next over; NS has 3 keys for the end container.
  • Access to Google drive and other password protected sites: ongoing review by AH/AG
  • Future Accounts Auditor/Book Keeper: LO has a contact who may be interested to take this on so no Facebook message currently needed. They have SUPs, so may be possible to offer them time in lieu on the water.
  • Insurance: Photos of equipment: AG had moved NS’s photos to the google drive, creating a new folder for Equipment. AG proposes to realign current documents to a folder in the google drive for each Committee role.
  • Trip Risk Assessments 2021/22: AH on behalf of NS to as DC
  • FSRT at the Lake weekend of 01-02/05/21: Invoice received for payment. Stanton Lakes are happy for this to go ahead, awaiting news on access to a toilet. Bar will be open for outside customers, camping facilities will still be closed due to COIVD guidelines.
  • Paddlesport Instructor Course at the Lake weekend of 15-16/05/21: Stanton Lake is happy for this to go ahead, open water swimmers due to return the week before. Asked about access to an indoor classroom but not possible (COVID restrictions) so will be outdoor under the gazebo.
  • Virtual Coaches meeting took place 01/04/21: disappointingly this was not well attended but the main purpose of discussions was to plan sessions to be offered at the lake and to allocate coaches to as many as possible. BH/AG to set up the sessions on Bookwhen for 15/04/21 onwards, which link to the website. To promote on Facebook when bookings “go live”.
  • Lake visit 08/04/21: some further discussion on relaxation of COVID arrangements for AH to incorporate into the updated COVID Risk Assessment and information for Coaches and Members.
  • Coach’s Proforma: document to be reshared with AG by AH.
  • Update of COVID Risk Assessment: AH to update in light of suggested changes to lake sessions, including parking, equipment, access to the container. To complete as soon as possible to resumption of lake sessions. Once agreed by the Committee, to update website copies and share by email with the membership.
  • Additional gifted storage container: has been delivered for initial storage (£80) at the nearby farm belonging to the owners of Stanton Lakes.
  • Trip payments: Trip charge had been introduced when the first trip went ahead, LM/AG advised no way to split the account so will go into main account be reported separately.

 

Chairman (PM):

  • Anticipated items will be covered in other action points.

 

Club Admin (AH):

  • Trophy Engraving – all now complete and LM has the receipt to refund MD. All have now been presented with the exception of the junior awards to Mac and Taryn Boyton. AH has messaged Simon to ask him to confirm when they will next be at an event so AH can arrange for their trophies to be presented to them.
  • Signs at the Container – AH has removed the out of date signs and will ensure the updated copies (e.g. new Welfare Officer details, BC affiliation and insurance are displayed) Request for an additional sign to advise kit can be signed out by any Member of the Committee. Action: AH
  • Future meetings – AH asked for thoughts on future meetings once small groups can meet, particularly in light of LO now living in Scotland. Could the meetings remain virtual? Majority of those present supported a return to face to face meetings potentially connecting to LO at the same time via WhatsApp or similar? Action: to review arrangements when setting future dates depending if restrictions lift.
  • Certificates – still pursuing missing certificates with BC. Have emailed and left phone messages. An alternative would be to request the certificates for the whole group again but HCC would incur a charge? Action: AH to contact BC again and to copy in outcome to Russell Smith, EM Representative.

 

Finance (LM):

  • Bank Balance – balance £5,317.64 less some outstanding payments and income from Bookwhen as at 18/04/21. AG suggested leaving £100 float in Bookwhen for potential refunds.
  • Accounts Audit – LO may have a contact through Girl Guides who may be willing to take this on. Action: LO to pass on LM’s number so they can discuss what is involved.

 

Equipment (MD):

  • Resumption of Trip Kit Hire charges – pay through Bookwhen. Senior £10/£5 1 item. Juniors £5/£2.50 re introducing charge for kit. Kit set is boat, paddle, spray deck for kayak, helmet and BA. Juniors cag available too where available. Action: AG to add on Bookwhen. MD requests contact re kit collection. AH to produce a sign.
  • Equipment Officer HCC email address – MD requested an email address. Action: AG
  • Bookwhen higher tiers – AG to explore options but price may preclude. Work around of coaches signing on/setting them up. Action: AG
  • Equipment store – some Junior kit which had been on loan was returned last week. BAs now needs to be tested too and to tidy the rails. Action: MD
  • Mini Working Party – MD to try for a date to put stone between containers etc. Action: MD
  • SUP Waist harnesses– NS bought 10 waist harnesses, HCC has 6 boards to equip and agreement to retain extra harnesses to loan to members to try for moving water trips. Agreed for AG to purchase one of the 4 “spares”.
  • Electric installation – currently NS is getting another quote for cable, and Chris Hill has quoted for all the other equipment.
  • Insurance – MD to complete inventory for insurance renewal. Requests access to the google drive now kit list and photos are there. Action: AG to give MD access to the HCC google drive.

 

Events and Trips:

  • Juniors Paddle – Easter weekend paddle (LM to refund 10 eggs) along part of the Ashby canal, including a tunnel section which required torches. Unfortunately, it was a cold day so there were 3 early retirements. Parents accompanied the trip along the canal tow path. Was a great start to the trips season.
  • Barrow Figure of 8 – another popular local trip, based from the “new” BC parking (Broadway Meadows).
  • Matlock Intro to WW Trip (24/04/21) – Chris Hill has organised Looks to be another popular outing, Trip Leaders Dave and Dale Clarke.
  • Leamington and Avon (08/05/21) – again organised by Chris Hill, Trip Leader Dave Clarke.
  • Paddle to the Pub Trip and back – South Warwickshire canal-based trip, with 3 trip options – pub beginning and end, pub or café boat half way. Organiser Jonathon Pope – has a trip in mind.
  • HCC Members Day at the Lake – NS suggests that if after 21/06/21 all COVID restrictions are removed, maybe HCC could host a Member’s day on Saturday 26/06/21 Action: to revisit next meeting. AG to promote as a possible Event.
  • Idea of colour code trips – such as level of difficulty e.g. Green: Canal; Blue Flat Water; Red: moving Water No Black. Align to awards (e.g. Stockton Canoe Club) Action: NS to consider implementing this for future trips. AG to promote on Facebook and website if introduced.
  • Trip Assisting – People can be mentored to become more involved, e.g., Rory Potter, Chris Hill, John Dow. Action: NS willing to help more people get involved with trips but requires them to have completed certain training such as FSRT.

 

Club Development (BH):

  • Courses – Appears to be no interest for Beginner or Discover sessions, but Explore and social (current limit of 8 with one coach) are both fully booked. However, Liv and Jess were unable to book onto Beginner as there was unfortunately an error with the Bookwhen date. Date error resolved by BH/AG during the meeting. Action: NS to advise their parent that bookings are now possible.

NS advised two people were unable to book onto Explore. One of these, Dave Taylor, asks for a Membership refund. Courses will be repeated over the forthcoming weeks.

NS questioned what HCC offers to juniors who have completed Explore to avoid losing them from the club. All agreed it is a difficult issue. Previously juniors, like BH and Stan Crane, have been encouraged to help with coaching. Action:  Rory offered to assist Liv to support the Lead Coach with Juniors.

  • Social charge – Decision to no longer insist social paddlers remain with the coach but must be a minimum of two people with two crafts. £5 “COVID” rate for coach accompanied social session. Previously charge £2 for non-coached social when not via Bookwhen. As group arrangements have changed again as COVID restrictions ease, a reduced cost of £2.50 for social without a coach to be reintroduced. Hope to reintroduce the “Improvers” coached session later in the season providing there are sufficient coaches. Action: reduce social paddle to £2.50 after a message on Facebook.
  • Beginner session rotation – in addition to the ongoing 4 week Discover/Explore and weekly Social sessions, BH proposes a weekly rotation of disciplines for Beginner sessions if coaches available for one week of Beginner SUP, Canoe or Kayak (maybe in between SUP and canoe as kayak is more popular). Hard to get coaches to commit 4 weeks in advance. Whilst BH asked for availability before preseason, availability for some has changed.
  • Junior session – Kat Smith has suggested devising a way of recording achievement milestones for juniors, possibly on a whiteboard for them to tick off new skills. Potentially building to gaining a certificate. Action: Kat Smith to explore how this can be set up.
  • Bring your own SUP – as many SUP users as of an unknown standard, PM suggests holding a “SUP competency assessment” session if sufficient interest. Aim is to determine if competent to join the social paddle on a SUP. Action: PM to arrange and trial “SUP Saturday” for assessments. NS says Kat willing to run a “Ladies Only” SUP session.
  • HCC Courses Update (FSRT and Paddlesport Instructor) – local Instructor Dave Beecroft running
    • FSRT (on Saturday/Sunday 01-02/05/21) 4/6 places filled so far. Cost £40. NS interested to do this again but willing to let others attend who haven’t done it before. Richard Matthews keen to do if places still available. AH may be too if unable to attend BC course on 05/04/21. Agreed if HCC cannot fill the spaces for the courses then we could open it up to other clubs, maybe charging slightly more.
    • Paddlesport Instructor (Saturday/Sunday 15-16/05/21) 6/12 places filled to date

Action: BH to liaise with LM and Dave Beecroft about the BC Paddlesport charges.

Action: AH to liaise with Stanton Lakes over arrangements.

Action: BH to copy information to LM regarding payment of the coaches for these courses.

  • BC Bursary courses – Details of BC subsidised coach development training courses has been circulated to all members. PM offered to be their nominated HCC referee. Closing date 30/04/21
  • Winter pool sessions – approaching Dale’s contact at Desford to ask if pool sessions there could resume Winter 2021/22.
  • BH’s Commitments – due to impending Mock Exams, BH asked for help over next few weeks with ensuring lake sessions have a coach.

 

Membership (LO):

  • Paid Membership renewals – Static at 113 members (error on previous minutes). Some former members have renewed. Some enquiries about Taster Sessions. If we have Saturdays to use, could we offer a single session Try Out?
  • Email received from H Tennant – former Member to join again with her children.
  • Email complaint from New Member – unfortunately this new member followed the online instructions on where to wait etc. Details had not been updated with most recent changes. He missed his session and requests the session fee and membership is refunded. Actions: LO, AH and AG to compose a joint response. AG to refund session cost. AH to update website information ASAP. Future session to ensure gate person checks car park for any missing attendees.

 

Safeguarding (reported in the absence of AM):

  • DBS – BH has received his DBS clearance.
  • Safeguarding Training – MD completed BCs online course £10 prior to assisting with the Easter Junior’s Trip

 

Club Comms (AG):

  • Website
    • Membership Pack LO is working on updating this and links with proposed Lake sessions and COVID arrangements. Action: LO to shared revised document for AG to upload.
    • Risk assessments and COVID related documentation ongoing updates to the website. Action: AG to update the general information page in line with the revised changes included in the Member and Coach information and revised charges for kit hire and Social paddle.
  • Google drive – proposed changes not a priority so to be made once the other club activities reduce.
  • Bookwhen
    • Standardise texts – BH and AG to ensure the Bookwhen text is the same for each event. Has been updated in light of recent changes. Action: BH/AG
    • Sharing Session Group Lists with Coaches – Agree an end point so can get attendee lists out in time and sending files of medical info etc. BH on Facebook Coaches group lists who is doing which session so AG will send their participant lists as a pdf the specific coaches via Messenger. Bookings to end Wednesday 8pm, gives time for AG to create and share the lists and for coaches to print these the night before the session. Action: AG/BH
    • Options for setting up Coach places – Can create Coaches tickets or duplicate event password protected, but this puts password on whole event. Can set the place to be “Free” but Coaches need to book on early to secure their coaching place. Can appear confusing when people are booking. It appears there are available places but these may be for coaches. Action: AG to explore options and implement if possible.
    • Query if refunds to Member booking errors incurs a cost to the Club. Action: AG to check if Admin fees.

 

Any Other Business:

  • COVID Risk Assessment – Thanks to AH, MD and BH.
  • Coaches and Leaders Facebook Page – may be some non- paid up members. Action: NS will message then take them off.
  • BA Loan – In Committee group chat NS asked if a quantity of BAs, including a number of junior BAs, could be loaned to neighbouring club Paddleplus. They need BAs for their new Wigston venue but are waiting for their order to come into the country. Looking for a short-term loan, potentially immediately until sometime in June. Questions were raised about the number of Junior BAs as a number were still out on loan, questions too over insurance if off site or became damaged. As the Committee had not reached a unanimous decision in support, NS had replied to say we couldn’t help. However, he advised that HCC could discount any hope of borrowing their Trailer.
  • Tony Kerr
    • Asks if anyone was on the Beginner Course as he would be returning from the Peak District just for this. As previously mentioned, there was a problem with juniors being able to book on, so bookings were now likely before this closes on Wednesday evening. Action: BH to advise Tony of participant numbers.
    • Asks for weekly sessions to be set up as Kayak or Canoe Beginners to enable coaches to plan ahead as much as possible.
  • Newsletter 2021 – maybe a coopted member would take this on? AH has the previous version which could be shared as a template. Action: LO to contact membership.

 

Next meeting and Location:      Date of next Committee Meeting Monday 17th May 2021, online from 7.30pm