HCC Committee Meeting
Nemo’s Bar – Function Room, Stoney Cove, Stoney Stanton
8th July 2019 7pm
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Attendees:
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Paul Morgan (PM) Liz Owen (LO) |
Neil Smith (NS) | Dale Clarke (DC) | Katrina Smith (KS) |
| Apologies: | Robert Newitt (RN) | Fraser Watson (FW) | Lesley March (LM) | Martin Stretton (MS) |
Minutes & Matters Arising
Apologies were received from LM & MS.
June minutes – Remove £15 per head at bottom of events as it is a duplication. The minutes from the June meeting were then approved. Post meeting note: KS has clarified the wording regarding the £15 as this is the basic cost per head without the cost of the Lake included which would be £3 extra based on 20 participants.
Club Admin
The Club Mark criteria was emailed to everyone. A file has been created which is a copy of the criteria with an extra column to detail how HCC comply.
KS advised that the email leaflet had not been started. Action: KS promised to do the draft condensed information sheet for interested people who email for the next meeting.
KS advised that the online system that Paddleplus use is webcollect. It was asked if we could use a system that did not cost us to take money. KS advised that all forms of online money collection carry an administration cost. The only way to avoid these costs are to go back to manual banking and dealing in cash / cheques / BACS. Online booking systems are so much easier to administer and save a lot of time. This sort of decision will affect the Club’s decision if we further down the line want to use the enhanced British canoeing website. If the Committee is concerned with these administration costs then the Club fees should be reviewed to ensure these costs are covered. It was suggested that maybe the social paddling fee is not really enough. DC advised that with the numbers attending we do cover our costs.
Any changes would need to be put to the membership at the next AGM. As a club we would need to justify any cost increases this could be done by producing a budget.
Finance
No information to report. KS will email LM an invoice for Bookwhen and ask for payment by bank transfer
DC has some money to hand over, NS has £20 to hand over for kit hire.
Equipment
Claim has been submitted to the Insurers for the stolen kit.
Receipts were found for £642 of the claim. However, some receipts could not be found.
NS discovered also that anything not listed on the insurance paperwork is not insured. Action: NS to send an up to date spreadsheet to the Insurers. It is important that when the Club buys new kit that it is added to the list and sent to the Insurance company.
It was discussed about taking photos of existing kit and new kit plus scanning in receipts. KS advised this could be done on google doc or a memory stick.
PM to ask if Lesley had any response or if there was any certificate for the 2019 insurance. NS only had the insurance schedule.
Events
Nothing to report.
KS has organised 2 dates for SUP trip / potential Junior trips with DC. 4th Aug & 17th Aug but had yet to put them on Facebook & the website.
This coming Tuesday is a canal trip
The Canoe camping weekend went ahead and by all account was very successful which included two Juniors
LO advised that the course dates are not easily visible on the web site. Everyone to try and if it is still a problem to email Rob Newitt.
NS asked if there was to be any further training activity with regard to flat water trip Leaders as he had 2 interested people who he was trying to organise some trips with. Action: PM to discuss with FW
Club Development
Pool Sessions – DC to going to book pool sessions but will investigate Pingles for any availability as a possible option for a different evening.
Bosworth Academy have a new online booking system for booking the Pool.
Young carers group have asked about doing a session it was free last time due to the funding grant justification. It was agreed to offer at cost. Action: DC will respond to her and organise a date.
Tony Kerr is ready to do his assessment. Action: DC will organise.
Fun day 10th Aug but this is pending confirmation from Mick & Helen. Action: DC to chase up
FSRT possible dates are 11, 18 Aug, 14, 15 Sept or 21, 22 Sept. A date needs to be confirmed and it was noted that the course taker needs at least 2 weeks’ notice. There was some concern about the course taker but it was agreed to give it another go. KS thought it would be best to try and keep the date during the Summer when the water is warm. Action: DC to confirm a date asap.
WWSR is 28 / 29 September and there are 6 places. The costs are £390 plus river fees which works out to around £65 plus river fees per person.
First Aid Course 21 September (16 hour) but there is no one booked on at the moment. If there is no interest it may have to be cancelled and DC will look at an 8-hour course instead.
Grants – DC applied for one the other day due to the closing date being imminent. ASDA & TESCO instore token ones had been applied for too. KS will apply for the same at Waitrose in Lutterworth.
Membership
LO reported that some people who were on last year’s family membership are not on this year and one or two who were on last year’s list are not here this year. DC & KS handed over membership forms from the last 2 weeks.
The subject of Juniors and structure was discussed and trying to retain membership. It was agreed that we need to try and give more focus on Juniors and put some sort of structure in place. KS advised that it had been noticed that Paddleplus have badges and certificates for certain achievements. There would obviously be a cost associated with getting badges. KS pointed out that one issue is lack of Coaches willing to do Juniors. DC was asked if he could let whoever was doing Juniors know a bit more in advance so that they have an opportunity to come up with a plan Action: DC to release list earlier in the week.
It was mentioned that the weed was starting to be a bit of an issue. We may need to try and tackle this.
LO showed the membership cards and a membership pack both a work in progress. The card with the British canoeing logo on was considered to be the favourite but if it was a little bigger.
It was agreed to formally sign off the membership cards at the next meeting. They could always be refined for 2020. KS thought it is possible to buy lamented pouches that are already the correct size.
Club Communications
Nothing to report
Remind Rob about when meetings are for any updates. Remind him to add a note to the Facebook page when adding the meeting notes to the website. Notification could be given to anyone unable to make the meeting to enable an update to be given. Action: KS to email and also enquire about online membership.
AOB
- Advertising – PM has spoken to Helen and she had no objections but Mick deals with planning and he wasn’t about to ask Action: ongoing
- The subject of SUP weekend sessions was discussed. PM advised that Helen & Mick were quite keen as some of the campers might be interested. A level 2 Coach would be required as well as a Coach. Depending how it would work this could be a good opportunity for extra money for the Club.
- Sea Cadets – PM reported the New Leader is very keen & Mick & Helen are Ok with it. They want to do a session every week and they apparently do have qualified Coaches. Depending on numbers for kit it was thought a fee of £50 should be charged in advance. They would need to pay Mick & Helen the lake fee. It was agreed PM should have a meeting with them before making a final commitment.
Meeting Closed: 9.30 pm
Next meeting: Monday 5th August 2019 at Nemo’s Bar – Function Room, Stoney Cove, Stoney Stanton