Minutes of HCC Virtual Committee Meeting held online at 7.30pm on Monday 11th January 2021

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
Apologies: None
Others Present: Mike Dallaway Tony Kerr
Richard Matthews Jonathan Pope
Kat Smith Chris Tooze

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

 Chairman (PM):

  • EM update – PM had attended the recent EM meeting. No matters arising from that which hadn’t already been shared by KS through HCC’s Facebook page.
  • Stanton Lakes Walking Market – Unfortunately this could not go ahead with COVID restrictions although HCC had offered the SUP coaching “prizes”.

 Club Admin (AH):

  • Meeting minutes – draft minutes of the previous meeting on 16th December 2020 have been added to the website prior to this meeting although the website has been temporarily unavailable.
  • HCC Website – down for a short time as AH had a password issue, now resolved. Site still needs updating as we have a further national lockdown again in terms of Risk Assessments as Club paddling has currently ceased. Also a Trip Report from Marc Corbett to be added. Action: AH/DC
  • Certificates – AH has not resolved this yet for Salim and other club members who believe they are still waiting for certificates for courses from either BC or Paddlesport. Action: AH
  • AGM Plans – notification period for HCC AGM, 5th March 2021. Venue to be confirmed, likely to be virtual. Constitutionally 21 days beforehand for a formal proposal to be received. Had one from Kat Smith re Family Membership rates. Other issue from BH to be possible charge for Trips to form a fund to support Training and Development.
    • Proposed change to Membership Rate Action: LM to work with Mike Dallaway on Finances so Committee can make an informed decision on Family Membership rates. AH/LO to investigate Family Membership charges by other Clubs. A change to current rates would need to be formally proposed at the forthcoming AGM.
    • Committee Roles Action: Whilst everyone is eligible to re-stand if they wish to, PM to message current Committee tomorrow to ask if they wish to stand again.
    • Nominations for Committee Roles Action: Constitution says nominations to all members in November for Feb AGM, forms out in December. This is to be emailed to all current Members with a deadline for nominations to ANY committee role AH/LO to email this asap.
    • Options for virtual AGM Action: All of the Committee to advise AH on possible options to use. Ideally a preferred option to be used for the February Committee meeting to test ease of use. May need to screen share and to have capacity for members to vote.
    • Ability to see the Full Committee: all agreed that it is important that Members can see all of the Committee at the AGM. Chairman PM needs to find a suitable meeting option that enables him to use his video and be seen if the AGM is held virtually.

Finance (LM, joined meeting at 8pm):

  • Bank Balance – balance £5,942.80, as at 24/12/20 Mike Dallaway paid in full for the roof materials. AH was refunded for HCC’s BC Affiliation. NS to be refunded for his saw that was lost on the Club Trip.
  • Invoice from the Lake for 2021 – no invoice as yet. PM usually have a meeting with the Lake at this time of year to aid budget plans for 2021 (usually rises by cost of living). Ideally looking for additional weekend dates as lost out on the many Thursday evenings last season. Action: PM to contact the Lake.

 Equipment (NS):

  • Cash Deal for Electricity Cabling – unfortunately this option has fallen through unless Martin Walker is able to help. LM agreed NS can have a transfer if materials for the container need to be paid for as “cash”.
  • Working Party – didn’t go ahead on 19/20th December 2020 as no cable, plus still waiting to hear from Martin Walker. Action: NS to rearrange when possible

Events and Trips (DC, sent apologies):

  • Trips and Events – post meeting note Richard Matthew’s Pre-Christmas Trip Ashby Canal to Shenton went ahead but, unfortunately, the planned pre New Year trip along a different section of the canal did not go ahead as Leicestershire moved into a higher tier.
  • Trip Risk Assessments – DC making progress with these although BU appear to be looking for a COVID Risk Assessment for each trip? Action: DC

 Club Development (BH):

  • Coach Dave Beecroft – BH met with Dave at the Lake to discuss courses. Dave is hopeful that dates can go ahead for Lake based FSRT and Paddlesport Instructor in late February/early March. Currently looking at weekend of 20-21 March 2021 for 2-day Paddle Sport Instructor and ideally the FSRT before this. These dates may change due to COVID restrictions and consent to use the Lake. Action: BH

 Membership (LO):

  • Paid Membership renewals – Static at 133 members.
  • Extension of General Membership – LO confirms we can have separate memberships with reduced prices for LO to approve so may now not be able to afford to offer the “free” extensions. Action: LM to provide some financial information for LO to determine if this is viable and not detrimental to HCC. Mike Dallaway has offered to help.

 Any Other Business:

  • Stan Crane – gym where he works is offering promotion for groups HCC discounted membership for body weights and core strength. £20 For 60 days (unclear if group or individual). PM to contact Stan with a link to the offer. Action: PM
  • Tony Kerr – does offer this as personal training plans for climbing/paddling etc. Could even offer to the Club for free if they contact Tony direct. Action: TK to outline what to share with HCC membership.
  • “Progress to a Trip” – Tony Kerr suggests that for those completing an Explore Course, HCC could offer participants a “Progress to a Trip” e.g. a local canal trip at the end of the Explore Course to cover additional aspects of what is involved and to offer different settings to the Lake. PM and NS had offered this as an extension to the Kayak Explore group with a trip to Matlock and this had been very well received. Action: if restrictions permit, to include this in the forthcoming Event Programme 2021.
  • Update on Developments following the Entrapment of Paddle Boarder on recent Loughborough Club Trip – Further to the previously reported incident have been the following actions:
    • Action: HCC awaiting delivery of waist leashes (from Desperate Measures).
    • Action: Smith Family completed a “Near Miss Accident Report” to BC.
    • Action: Trip Leaders to insist on a minimum of a wetsuit and cagoule this time of year. Helmet advisable for SUP users too. Kit check before setting off. All paddlers encouraged to paddle more than one craft in case need to swap crafts following an incident.
    • Action: BH has shared YouTube links to a number of videos recommended to him by Barry Hughes. Also, he has offered specific coaching in the future if required when restrictions permit. This could include advising coaches on how to develop SUP users for moving water e.g. looking ahead/reading the water and moving your weight around on the SUP.
    • Action: Kat Smith Smith has emailed PM with information that leg leashes were still advised for some setting such as beach side use and surfing.
    • Action: Kat Smith to make enquiries into recommendations via East Midlands meeting.
    • Action: Hold an annual FSRT to encourage all members to attend over a rolling 3 years.

 Next meeting and Location:        Virtual Full Committee Meeting 7.30pm Monday 8th February 2021.