Minutes of HCC Virtual Committee COVID-19 Meeting held online at 7.30pm on Monday 27th July 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: Simon Boyton Mike Dallaway
Tony Kerr Richard Matthews Jonathon Pope
Kat Smith

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

Main Topic of Discussion: Potential for HCC to resume offering Explore Level Coaching whilst complying with ongoing CV19 Restrictions and implementation of the BC Guidelines

There was lengthy discussion about including coaching to Explore Level. Previous reservations about offering this had been linked to the perceived need to include a full range of rescue techniques for an individual to achieve the required standard for Explore Level. The Club had already taken a stance that as social distancing could not be achieved during some rescues, rescues would be on an emergency basis only but not practised.

However, through discussion it was acknowledged that the award is more flexible than the former Two Star Award. Explore looks for an individual to make progress through personal development of skills relevant to the learner. It is “blended instruction” as different learners have different skill levels and learning styles. There is no set syllabus or list of things to cover so did not insist on competency of specific rescue techniques.

Whilst pairs of paddlers from the same household could practice a wider range of rescues, individuals could still learn certain methods of self and peer rescue as well as how to empty waterlogged boats. They can also be aware of other potential rescues (demonstrations within family groups, YouTube videos etc.).

Paddlers achieving the Explore Award will be encouraged to continue their personal development by doing the Foundation Safety and Rescue Training (FSRT). HCC keen to offer this training once it is available again and would look to offer a Rescue Training session if restrictions change to enable that.

Members are expected to be Explore standard or equivalent to take part in trips, so HCC are keen to offer this tuition to enable more members to go on trips. Trips can continue after the summer season on weekend days.

In conclusion, a summary document to be created outlining HCC’s current expectation of Explore content to be shared with HCC Coaches and Leaders. Action: BH to draft and share the summary document with coaches and arrange dates for Explore Canoe and Kayak sessions.

Chairman (PM):

  • Weed – PM had spoken with Stanton Lake’s owner as the Committee feel the level of weed is getting to be potentially dangerous. PM was told that there were plans to try to reduce the amount of weed, possibly some from of dredger but no indication of timescale.
  • Additional Saturday Coaching – PM thanked everyone involved in making the day a success.
  • Ongoing COVID-19 reviews – documents had been updated and posted on the website in light of changes to guidance. The most important change for members is that Club kit is now available to be borrowed for lake sessions.

Club Admin (AH):

  • Meeting Minutes – draft minutes of the review meeting on 19th June 20 added to the website by AH prior to this meeting.
  • COVID-19 Video Update – AH has contacted Stan Crane asking if it is possible to update the video as some of the information has now changed.
  • Updated Website Profiles for Coaches and Volunteers – AH has asked for information and a photo from individuals so the website can be updated. Thanks to Kat Smith for the only response so far.
  • Stanton Lakes Website – AH has emailed asking for our details to be updated. Their website says we are closed due to COVID-19. Other information is also out of date.
  • BC Webinar on Events – AH joined “Return to competitions and events”. Guidance expected to come into force from 04/08/20. Change appears to relate to events such as Slalom competitions. Entries can be much larger (BC interpreting as 100-200) but participants still need to be limited to small groups of 6 maximum. Suggestion of designating a COVID-19 Link Person. Access to facilities such as showers/changing can be permitted but this again restricted to the minimum number of people to limit any spread. Whilst the increase in numbers could help with HCC sessions, we are still limited by the number of coaches and timings for staggered starts/finishes.
  • Coaches and Leaders Information – Emergency contact details not noted on Bookwhen for Leaders/Volunteers so not appearing on the session print out. Options discussed but agreed these will just be not manually by the person covering the Bank role each week.
  • Google Doc COVID-19 log – AH to note any additional attendees she is advised of per session for any reported COVID-19 follow ups. Limited timeframe this information needs to be retained.
  • Newsletter – AH had compiled a one-off HCC Newsletter which was emailed to all members as an update. It hoped to reach those who may not have access to the Facebook pages and to give a brief overview of the current changes to HCC during the COVID-19 restrictions.

Finance (LM):

  • Bank Balance – currently £7314.91 as at 24/07/20.

Equipment (NS):

  • Lakes Container Roof –Mike Dallaway reported that work is progressing on the new roof. Quotes for metalwork being chased. Additional £400 spend for materials approved by the Committee, total cost still anticipated within original estimate.
  • Kit Update
    • NS considering a working party for general kit check, safety testing and tidy. NS available Friday afternoons. Additional decking finished. Action: NS
    • Planning to sell older boats whilst increased interest in secondhand boat sales. Purchased new air bags, shock cords and replacement hooks to a couple of damaged boats, plus a secondhand coracle which needs some repair work.
    • New seal launch tested yesterday by Alice Smith.
    • One boat still to be returned as kit now being loaned for club sessions again.

Events and Trips (DC):

  • Emergency Contact Form – Need to ensure a list is available each lake session with participant contact details. Manually add for Coaches/Helpers for each session. Considered keeping a log but risk it quickly becomes out of date. HCC Membership card plans to give room to add this, plan was for cards to be handed in each week but is an additional touch point for COVID-19 but good option for session volunteers. All Committee have log in to print and either take or send for Bank cover. Action: All
  • Trips and Events – a few trips being planned, dates to be confirmed. Action: DC:
    • White Water weekend in Wales for up to 30 people, potentially camping.
    • Matlock White Water Intro again, PM has offered to run this again in September.
  • Booking Process for Trip and Lake Sessions – Positive feedback from the trial period of booking trips online rather than only using Facebook. Agreed to continue with a Facebook page “advert” but online place booking. Additional benefit with managing numbers online rather than Facebook, parents can book additional place(s) for children. Remember to reserve Leader/Organiser spaces, could then provide their Emergency contact information online too. Action: All Trip Organisers/Coaches
    Following a query, DC confirmed there is no set time for trips and events to “go live” on Bookwhen. BH suggested the Lake Sessions are preset to appear online a week beforehand, potentially during the session to avoid the same members booking every week. Action: BH

Club Development (BH):

  • Additional Saturday Coaching Sessions – BH confirmed the first Saturday event on 25/07/20 had gone well, and the next Saturday was on 01/08/20. BH thanked everyone who had helped and reminded that he was away for the forthcoming date.
  • Explore Courses – following the discussion earlier this evening, BH will arrange Explore courses for future Lake sessions. Action: BH
  • 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. Chris Tooze has been added to this and offered to help on the Bank for most Thursdays.

Membership (LO):

  • Paid Membership Renewals – membership has risen to 100 members, 63 of these are Family Members. There had been queries at the Saturday event about a Parent/Guardian needing to remain on site for a Junior. This to be made even clearer with the online booking system.
  • Members Private Facebook Page – Members page now in use. LO promoting it to new Members encouraging them to join the page. Number of Members to the page still much lower than membership numbers but hopefully this will increase.

Any Other Business:

  • Advanced Notice of Committee Meeting – Simon Boyton raised the lack of notice prior to the most recent meeting on 19/06/20. PM acknowledged that this meeting was arranged at very short notice when it became apparent that Committee members would imminently be away on holiday. Just this single evening was possible for all to meet before the first extra Saturday session on 25/07/20. It was originally intended to be a brief meeting to confirm Saturday plans but evolved into a larger meeting as recent meetings had been more COVID-19 review meetings. Extending the invite to members had been unintentionally overlooked which the Committee apologised for.
  • Additional Newsletter Items – Simon Boyton has used the Facebook page to promote BC’s poll re Disability Awareness and Clear Access Campaigns. Offered to collate a future newsletter for HCC, LO to circulate by email to members. Action: AH to share previous newsletter document.
  • Trip Reports – Chris Tooze suggested a Specification to help writers of future trip reports after recently composing a report. A Fact Box per trip with the same information others may find helpful – Start/Finish point, Distance, Parking etc. Good advice he had was to write about his own personal experience. Action: AH/BH to draft and add to website.
  • Sea Cadets – Chris Tooze queried affiliation with local Sea Cadet groups. LO confirmed that there had been a previous connection with a group based at Broughton Astley but no link currently.

Next meeting and Location: Virtual Full Committee Meeting 7.30pm Monday 17th August 2020.

Meeting closed 10.05pm