Minutes of HCC Virtual Committee Meeting held online at 7.30pm on Monday 17th August 2020

Committee Present: Paul Morgan (PM), Chairman Dale Clarke (DC), Trips and Events Officer
Alison Hardy (AH), Secretary Ben Hardy (BH), Development Officer Lesley March (LM), Finance Officer
Liz Owen (LO), Membership Secretary Neil Smith (NS), Equipment Officer
Others Present: Mike Dallaway Tony Kerr
Richard Matthews Chris Tooze

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

 Chairman (PM):

  • Weed – PM disappointingly no further news on weed from Stanton Lakes.
  • Alastair Randall – HCC had heard of the sad news of Alastair’s recent and sudden death. Alastair has previously run a number of courses for Club members and HCC sends condolences to his family.
  • Request from Lutterworth Rotary Club – for use of the Lake on 24/08/20, approx. 10 people with 2 coaches. After discussion it was agreed that under normal circumstances this would be supported by the Club. However, due to COVID-19 restrictions the reply will be to consider accommodating the request in the future. Action: PM to respond to Andy Mecrow.

 Club Admin (AH):

  • Meeting minutes – draft minutes of the review meeting on 27th July 20 added to the website by AH prior to this meeting.
  • COVID-19 update – no changes since the previous meeting.
  • Updated website profiles for Coaches and Volunteers – only one response has so far been received. Action: AH
  • Google doc Contact Form Log – AH and LO continue to have a number of enquiries from potential members via the Contact Form. A number of these are from SUP owners looking for somewhere to paddle who have been directed to us by Stanton Lakes. A number of other enquirers asked about Tasters Sessions and Junior Coaching.
  • Email to All Members – email to be sent to all current Members explaining the courses as some had booked incorrectly and required refunds. Also reminded to be mindful of others wanting places so to share availability as fairly as possible. Also, asked members to complete a google form about which courses they ideally wish HCC to offer for the remaining Thursdays and/or potential September Saturdays to gauge best use of remaining sessions. Email stressed can’t guarantee to match supply with demand. Deadline for responses Action: AH to liaise with BH and email back to those who respond.

Finance (LM):

  • Bank Balance – balance £7314.91 as at 24/07/20. DC reported £1,740.11 from online payments via Stripe. Mike Dallaway has invoices to submit (scan or photos to LM) for roofing materials, still estimates that he has spent approximately £1,200 so far but the sheeting has not yet been ordered. NS £45.29 on timber for seal launch. Also purchased decking brush, replacement seat hooks and shock cord. £10 for a spray deck. 2 x £10 Stanton Lakes for Saturday course toilet use. £10 from Salim Sidat. Will be a cost for the coracle repair. Course certificate costs covered by fees charged for each course.

Equipment (NS):

  • Lakes Container Roof –Mike Dallaway reported ongoing progress with the roof. NS to advertise for help once there is a delivery date for the metalwork. NS available Friday afternoons, PM and BH too if early September. Action: NS

Events and Trips (DC):

  • Trips and Events – has not been possible to progress the potential camping trip due to COVID restrictions. Trips to be progressed:
    • Matlock White Water Intro again, PM has offered to run this again in September. Date will be dependent upon Coach availability (BS has messaged to Coaching and Leader group) and additional Saturday Lake session (AH collating responses to All Member email regarding September “wish list” and preferred Saturday dates). 12th or 19th looking most favourable, AH to check both with Stanton Lakes.
    • Other Trips – AH ideally need a programme of events for the after the Lake session, maybe at least one per month and to include some shorter flat-water trips, possibly locally for those who have passed their Explore award this summer to continue to paddle. Action: NS/BS to message the Coaching Group for Trip Organisers and then DC help find Trip Leaders.
    • Trip Adverts and Bookwhen – reminder to encourage potential Trip Leaders to use BookWhen for reserving trip places rather than Facebook. Agreed to continue with a Facebook page as an “advert”.

 Club Development (BH):

  • Last Summer Season Thursday Lake Session – This will be Thursday 17th May offer Social Groups only if coaching sessions not running that evening. Action: BH will advertise accordingly.
  • Additional Saturday Coaching Sessions – BH confirmed the second Saturday event on 01/08/20 had gone well and thanks to Andy Mecrow for stepping in to cover Bank duties. BH thanked everyone who had helped out.
  • Discover and Explore Courses – these have proved popular and additional courses have been offered. Will hope to offer a further day course for either/both along with SUP Explore on the additional September Saturday if that goes ahead. Action: BH
  • Full Day Course Age Limitations – Tony Kerr proposed a minimum age for the Discover and Explore Day Course. The whole day can be too long and physically demanding for a junior paddler, especially if getting wet and cold. One of his recent participants was 8 years old and had to come off the water part way through the day. They will finish the course over subsequent Thursday evening sessions. Action: BH to specify a minimum age for future day courses.
  • Completion of Explore Canoe Course – BH explained that Dave Clarke had been unable to complete the proposed course dates due to an injury. Additional Thursdays were to be offered by a different coach. Once recovered, Dave hoped to run a trip for the Explore candidates. Action: BH/Dave Clarke.
  • Availability of Coaches and Sessions Allocated – BH continues to liaise regularly with the Coaches and Volunteers and sharing in advance for the Thursday/Saturday session via the Facebook Group Page. Dave Clarke is currently unavailable, the Smith Family have commitments for some Thursday/Saturdays, Tony is unavailable until October for Saturdays.
  • Courses for Coaches and Members – BH has contacted a couple of course providers and currently they are not feeling able to offer the full WWFSRT but will update BH if this situation changes. BH advised the Leadership Awards are changing from January 2021 for those considering Trip Leadership. BH advised that additional qualified coaches are to be encouraged to support the Club Sessions.

Membership (LO):

  • Paid Membership renewals – membership has risen to 137 members, just 8 less than this time last year which is a huge improvement compared with the start of the season. LO queried whether HCC ceased new membership as it was unclear whether pool sessions would be possible this winter season. However, additional Saturdays and Trips could offer paddling for Members. Decision was to leave membership available but to review this. Action: review next meeting.
  • Relocation – LO is relocating to Scotland from early September but hopes to continue to support HCC Membership and the Committee for the remainder of the year. The Committee expressed its thanks to LO for offering to continue her Committee role and conveyed best wishes for the move.

 Next meeting and Location:        Virtual Full Committee Meeting 7.30pm Monday 14th September 2020.

This has been changed to Wednesday 16th September 2020 at 7.30pm due to revised Committee availability.