Meeting Held at Star, Stony Stanton
7.30pm 9th November 2022

Minutes Accepted

Secretary:

Nomination forms to be sent in early December for AGM on 3^rd March

31^st January Deadline for return of nominations

BC Affiliation to be done by early December, member data uploaded through BC Portal

ZW and KS to see LM on 16/11

RM and KS to meet Stanton Lakes: toilet to be requested. Alternatively cost 2 portaloos

Review meetings continue, KS social volunteer meeting

Trips:               Specific craft trips, consider when appropriate to run as alternative to multi craft

Training           HCC to pay for coach/leader  courses, member to pay for registration

Treasurer:

Balance Bank balance upto and including 24/10/22 £5969.84   Plus £3,100.00 paid from Stripe on 26/10/22

Equipment – no report. KS mentioned BC Webinar on insurance matters

Comms – report submitted. Decision made not to proceed with rolling membership at this time.

Junior – issue of consent of junior on trip. BC Form available to use. Trip leader to make final decision on suitability of a trip for junior member, declaration to be added to MCH for parental consent

Meeting closed 10.20

Next meeting 7^th December at Star , Stoney Stanton

Meeting Held at Star, Stony Stanton
7.30pm 7th December 2022

Minutes Accepted

Matters arising – RM reported quote for toilets of £25+VAT per week incl service each plus £25+VAT for delivery or collection. Approx £1300 for season

Correspondence – BC sent Bursary certificate and Paddlers Code info. KS to set up Bursary Application arrangements, form etc. Set up deadline, matched spend by HCC. KS to arrange volunteer meeting

Secretary   Affiliation almost ready, required Safety Office, KS taken role

Zoe Walker and Martin Walker co-opted onto Committee as General Reps for remainder of the year

Urgency for Committee Volunteers to be emphasised on next email.

Membership Final figures for year as shown below

Female Male    Total

Total                74        99        173

Under 13        12        18        30

13 to 17           8          11        19

18 to 25           5          8          13

26 to 39           13        17        30

40 to 49           17        12        29

50 to 59           17        23        40

60 +                 2          10        12

Female Male    Total

BC                    21        36        57

Not BC             53        63        116

Female Male    Total

Existing            42        63        105

New                 32        36        68

Treasurer        Balance £8362 on 24^th November

Pool currently taken £60 over costs. Next session paid

KS Explore certificates issued – proving time consuming

Constitution    MW suggested change of constitution to BC model. RM suggested adopting new constitution incorporating all desired changes at an EGM during the next Club Year with more time to take membership along

Equipment      no report

Juniors             need extra help to support numbers: Laura Pope approached

Check on those who need safeguarding

SW                   Identifier for coaches / officials on club nights eg arm band

Will look for Mental Health First Aid course

Development  none

Trips                none

KS                    drew attention to BC Explored

Meeting closed 2210. Next meeting on line 4th January 2023

Meeting Held Online
7.30pm4th January 2023

Minutes Accepted

Matters arising Affiliation paid

Explore certificates hard work because of incomplete information

Constitution    RM presented suggested changes as attached

1. Move to rolling annual membership accepted

Trial membership period set to 4 weeks

2. Ending of membership refund in exceptional circumstances

Complaints procedure and Disciplinary procedure adjusted

Awards            Recipients discussed, names to be sent to KS

Events             Warwickshire Young Carers contacted KS, SB to organise in summer

Also to contact Leicestershire Young Carers to offer same

Skittles Evening 28^th January in Anstey . ZW to set up MCH event for payment

Trips:   7^th January Matlock WW

14^th

21^st  Loughborough loop

4^th February    Avon Pershore area

13^th/14^th May Llangollen are multi session

Lake sessions  intend first session 6^th April, 13th April normal coached sessions start

Per season induction 1^st April  and need working party before

Meeting Held Online
7.00pm 8th February 2023

KS: Welcomed John and Penny Spooner

Minutes Accepted

Bursary Applications

16 sent out by KS, 5 returned.

Andy Boulton / Neil Smth WW Leader, by August. Mike Dallaway Canoe Leader

KS to set up team for application consideration on transparent basis. JS / MW /TK

AGM

RM confirmed booking in order at Bricklayers, would be confirming numbers for food

LM: Accounts going to Auditor this week. A lake Activity in return is the fee for the auditor. We would also offer free membership, to £100 value

2023 Programme

Each week 1 taster group, rotating craft. Beginner, pass at level 1 then can access Supervised Social,

Then Exploere / level 2 being able to access Social paddling on pass.

Document will define standards for each level. Rolling group to allow flexibility, member can miss a week, pass when ready.

JS thought important to stick with Discover and Explore terminology

Need to include the provider fee for a certificate, and there is member confusion over full or associate BC membership

Add coach /PSI to the event so that they can see details of who is on their session

MCH refund at end of year if any balance on member’s account

Fees    

4 year plan to restore reserve balance . No increase to trip kit hire

Junior £6 / session

Discover / Explore to include certificate £8 / session

Taster £8

Social / Supervised Social £3

Young Carers and similar lake session – no charge

Charge for lake  event £60 + £5 per head

External volunteer coach to be paid £25 for a lake event

Trips £3

Membership to remain the same

Meeting Closed 22.21

Meeting Held at Bricklayers Sharnford
7.30pm 5^th September 2022

Minutes Accepted

Treasurer        £6603.60. Up to and including 24/08/22.

Broughton Astley Village Hall have refunded deposit (booked for original Aquatic First Aid course)

Secretary         KS+ES to meet do BC Clubhouse admin

KS+RM to meet with Mick and Helen for review of lake. Need to record how week developing in early season next year

Membership   172 members. 125 Trial members

Propose rolling membership for AGM constitution change

KS proposed separate meeting for membership review

Equipment      Power connected. Meter in middle container

Boat check day held 3^rd September, MD had list of matters to attend to

Helmets inspected. Some not CE or EN 1385 withdrawn.

Consider new helmets.

Check number of large BAs

Defibrillator  – look at how we can service ourselves

Buy some toys for lake games, ask FB Volunteer group

Events             8^th September last coached session, final session 15th September

Under 8s need to be with parent. Look at creating family paddling group, SW and Laura Pope

KS proposed separate meeting for lake session review

Development  Lake: Playboating session on 8^th September with Nathan Hefford

Next season need to enforce arrival time

Emma Sparks took PSI course

John Spooner proposed Explore day course

Tick list for progress for our Explore assessment, then do for Discover

Comms            Considering what to do with old data

SUP Discover certificates being issue

Neil, Kat, John, Penny, ad Tony can sign off explore

Safeguarding  Waiting on DBS from some: pursuing

13/27 coaches/leaders still need to do Safeguarding training course

Accessibility/Wellbeing

SW looking at MHFA course, who should have

Looking at Asthma inhaler practice. Blue inhaler in our own rescue pack?

AOB                 Neil Smith has resigned from Committee role –

KS looking at a complaint procedure, adding to Code of Conduct

Next meeting: to be arranged, also review of year meetings

Meeting Held at Bricklayers Sharnford
7.30pm 3rd August 2022

Minutes Accepted

Treasurer        Balance £5757.58 at 24/7 – £1160 to be paid from stripe. No payments owing

Need to look at financial position now to determine next year charges as 10% inflation increase in lake charge to be expected

Secretary         AGM for 3^rd March 2023. Consider Evergreen Hall at Sharnford or Conservative Club at Broughton Astley

Programme     20/8 Lower T – Neil and John Spooner leading.  Agreed increase in numbers with assistant to NS

Rescue day in September, reprise of first session this year. Also look to provide a women’s session that day

Saturday Matlock trip no water, reschedule needed

Membership   155 members  91 Paid Male 56 Adult / 8 Young / 27 Junior

64 Paid Female 42 / 5 / 17

BC records to be updated ahead of affiliation

Membership pack to be reviewed

AG to look at recording attendance into MCH to count the 3 tasters sessions

Contact Hayley Clarke about clothing ordering

Equipment      Waiting for power connection by Martin Walker

Arrange boat check day for 3^rd September

Weed in lake is bad, is Mick able to resolve? Offered our help in a work party

Development BC withdrew Aquatic First Aid:  replaced our course with Outdoor First Aid with ‘Red River Guiding at £95 per head to take place at Stanton Lake 24^th/25^th September

plan 8 hour First Aid course with Dale Clarke or Laura Pope

reprise Jackfield Rapids whitewater trip

WW coaching  – Lowri Davies long term development programme

Pool sessions to be £4 per half hour session

Lake: Playboating session on 11^th August with Nathan Hefford

KS advised that Bursary application appeared to be successful: application not person specific and for specified future training/assessments

Comms            emails tidied up

Mailchimp email proved to be a fake

look at a way to allocate SUP resources within MCH for better planning

Accessibility/Wellbeing

Looking to provide mental health first aid course available from BC

Need to ensure that medical declarations are available to coaches

AOB                 KS: BC say HCC cannot admin Explore certificates, must be done by an individual, need to look at who can deliver Explore

PM Coaches remember to check BA fit and spraydeck procedures.   TL reminder that cheat cards are available in container

Net meeting: 7^th September

Meeting Held at Bull, Broughton Astley
7.30pm 6^th July 2022

Welcome Apologies

Minutes & Matters arising from last meeting          Minutes of last meeting accepted

Treasurer                    Balance 24 June –  £4506 plus £1849 in Stripe.  £1800 transferred to bank

Bookwhen to be closed from 23 July, data to be extracted and saved.

Comms/IT                   Club Emails are a tangle, will be sorted and simplified

Look at how to share enquiry emails –  check FAQs etc answer the questions

AG to check if the non profit body version of Strip is available

KS: Google drive to be checked and documents moved there

RM / KS to look at documentation standards

Accessibility                SW presented report (Annex 1)

Equality, diversity and inclusion to be incorporated into HCC procedures, noting crossover with Membership and Safety

SB – Mental health awareness: https://www.ukcoaching.org/courses/elearning-courses/mental-health-awareness-for-sport-plus

SW can run Awareness Course, and Mental Health First Aid availability to be checked. HCC to pay

Careful consideration of how we apply in voluntary club setting

Add EDI to role, look for appropriate course.

Membership               Currently 137. Consider 12 month rolling membership at next meeting

Safeguarding              Report at Annex 2.  Will arrange DBS auto enrol

Produced breakdown of training requirements, all volunteers to have safeguarding training, available online  £400 total

SB and BB to have enhanced Time to Listen courses

Improve record keeping with DBS date stored on MCH

Junior development   SB presented plan

– development programme for           – new starters

– existing members

• seek to expand HCC’s Junior section

Development             Progress update at Annex 3

SB offer specific pool session for Juniors

PSI course run next year?

Specials, look at Freestyle / playboating

WWSR

Secretary                    none

Trips  / Events            23rd July Avon Stratford to Bidford – Chris Hill arranged

31^st July Leamington Ice cream paddle

Lake                            no report

Equipment                  Last piece for electricity supply bought

AOB                             SW:  Look at coding boats to assist lake helpers

Meeting closed 22.15

Next meeting 3^rd August 2022 7.30

Annex 1

Accessibility Officer Report

6th July Committee Meeting

Overview:

• Disability, Accessibility and Reasonable Adjustments
• Role of the Accessibility Officer
• Disability data
• Risk Assessments/Disclosure Forms
• Condition Overview Packs
• Disability Awareness Training
• Mental Health First Aid (MHFA)
• Useful information sources

Disability, Accessibility and Reasonable Adjustments

British Canoeing refer to ‘Paddle Ability’ which is a commitment to make paddle sports accessible to everyone.

Disability should be seen as a legal term (this is defined below) and as a club we should focus on ability and the person, not the condition or additional needs. Where possible we should make reasonable adjustments and adapt our approach to make our club paddle sport accessible to all.

The Equalities Act 2010 defines a disability as a physical or mental impairment that has a substantial and long-term impact on a person’s ability to do day to day activities.

As a club we have a statutory legal requirement to make reasonable adjustments. Reasonable Adjustments should reduce or remove barriers faced by a disabled person because of their condition.

What is ‘reasonable’ and what should we consider?

• will it remove or reduce barriers faced by the person(s) with a disability
• is it practical
• is it affordable (including access to grants)
• could the adjustment negatively impact others or cause harm or health and safety concerns

Whilst disability is an important legal term, it is important to remember that as a society this word often carries a lot of negative connotations. It often causes us to focus on what a person can’t do and not what they can. Accessibility is a positive way to focus on the individual’s needs, what they can do and how we can make adjustments – it provides empowerment.

Role of the Accessibility Officer

A proposed overview of the role of the club Accessibility Officer is below. The person(s) in post should have working knowledge of the Equalities Act 2010 and/or reasonable adjustments in addition to the duties below.

These duties have been summarised to include on the club website:

• Lead and advise on accessibility to HCC equipment, coaching, sessions and courses
• Support Committee Members and Coaches to facilitate reasonable adjustments to enable those with disabilities, additional or adjustment needs to paddle
• Review relevant disability club data to ensure appropriate support, training and advice can be provided
• Review and refresh policies relating to disability and accessibility
• Work collaboratively with club Membership, Welfare and Safety Officers
• Complete, update and be responsible for disability related risk assessments/disclosure forms

Disability Data:

• Understand what data we collect, how this collected and stored (consider privacy and GDPR)
• Who is responsible for this data and the distribution of it?
• Is it the role of the Accessibility Officer to review this information, support coaches and make suggestions based on the information disclosed?

Risk Assessments/Disclosure Forms:

• What are the current club policies that relate to disability and accessibility?
• Do we have an ED&I (equality diversity and inclusion) policy?
• Do we complete appropriate risk assessments or disclosure forms? (this links to H&S, first aid and bank duties)

Condition Overview Packs:

• Following on from Emma’s suggestion, would the Committee and Coaches find it useful to have access to information regarding specific conditions. Overviews, impacts, suggestions of reasonable adjustments

Disability Awareness Training:

I have approached British Canoeing and there are limited courses for disability training. There is one online course for an introduction to disability and one as an overview to ED&I (equality, diversity and inclusion). These courses are free, carry a 5 point award and can be uploaded to your British Cannoning profile:

The committee and coaches have expressed an interest in club training on disability, accessibility and reasonable adjustments. Sam and Emma are happy to run this in addition to the above.

Mental Health First Aid (MHFA):

We all have mental health, just as we all have physical health.

Stigma still exists around experiencing poor mental health, this can impact a person’s ability to access support and prevent them from reaching crisis point.

1 in 4 people will experience poor mental health in their lifetime and 1 in 6 live with an ongoing mental health challenges*

Mental Health First Aid, like physical first aid is designed to support an individual who needs urgent support or is at a point of crisis.

It is designed to provide practical, timely support to safeguard an individual and to appropriately signpost.

The course is accredited by Mental Health First Aid England and can be included as part of the learning on your BC portal. The course varies from a half day awareness, to a 2 day in-depth course.

My suggestion would be to have nominated and visible mental health first aiders in the club.

I have already had members approach me to talk about their mental health and how they find it reassuring to have someone within the club to talk to about their mental wellbeing.

Costs, funding and grants can be explored and reported back for the next committee meeting

*statistics from Mind

Useful information sources:

• https://www.britishcanoeing.org.uk/guidance-resources/disability/training-workshops
• https://www.gov.uk/definition-of-disability-under-equality-act-2010
• https://www.acas.org.uk/reasonable-adjustments
• https://mhfaengland.org/individuals/adult/

Annex 2

HCC – Safeguarding Report Jun 2022.

• SB – Simon Boyton
• BB – Bryony Booth
• HC – Hayley Clarke
• AG – Andy Griffith

Goals for 2022

• All volunteers to have completed appropriate safeguarding training.
• All volunteers to have valid DBS in place and are recorded in central location.

Actions & Achievements

• Engage volunteers with regards to DBS – Complete (SB)
• Evaluate current DBS – In Progress (SB)
• Evaluate current safeguarding qualifications – Complete (SB)
• Create report for outstanding training requirements – Complete (SB)
• Start DBS checks for volunteers – In Progress/Ongoing (SB, BB)
• Create Appropriate Fields in MCH to record DBS status and Date – In Progress (AG, SB)
• Request to BC for Simon Boyton to be added as a verifier for DBS – In Progress (SB, HC, SB)

Safeguarding Training Update

27 Active Volunteers

Cost of safeguarding training £400.98 (incl. VAT)

DBS Update

27 Active Volunteers

Next Steps:

Safeguarding:

• Committee – training costs/reimbursement in scope?
• Committee – Permission to proceed with next stage?
• Engage Individuals to advise required training and track progress.
• Clarify Roles for Individuals where status is unknown.

DBS:

• Continue engagement with Volunteers
• Simon – training for verifiers role
• Engage with BC regarding AUTO-Update process and how to track volunteers who are enrolled.

Annex 3

Meeting Held at Cross Keys , Burbage
7.30pm 30^th May 2022

Welcome Apologies

KS – will move to a more formal agenda for the meeting. RM promised meeting notes sooner. KS has set up roles on BC Club Portal. Noted Welfare Officer is not on the Committee at the moment

Minutes & Matters arising from last meeting          None

Secretary                    Email from BC re Bursary Scheme: club claims for its broad objectives and spends to on individual to achieve it.  KS / AB

Treasurer                    £4554.37 +£1491 from Stripe. £99.60 paid to Paul Hunter for digger

MD due approx £800 for container electricals etc.

In future takings from Stripe less a small balance to be paid to bank account at the end of each month

RM suggested alternative bank eg Metrobank at lower cost

KS had had meeting with LM: advised careful planning of finances with view to putting plan together for spending proprieties

Equipment                  Plan for equipment in line with 4 year development plan.

Review boats – eg boats for larger juniors. MD Proposed looking at older boats on 9th June, plan on selling unused boats

Parking spaces to be reserved at top of ramp on RHS for those with less mobility

SUP hire charge will apply for use off site on club trips, will need to be inspected on return

Power cable 10mm², only good for 10 amps not suitable for kettles etc

Trips  / Events            11/12^th June Llangollen weekend

18^th June Trent Newton Solney to Swarkestone

31^st July Leamington to Warwick family trip

Assessment for trips to be that paddler at Explore level assessed by L2 coach – pragmatic solution to assessment – then pay for certificate

Development             FSRT – one  place left

Pool sessions booked – arrange price/session length next time                               Successful Rescue / rolling course  – plan another

Progress sheet attached

Lake Coordinator       Restricted selection this Thursday

TL looking at naming and descriptions of sessions to be more accurate

DBS being sorted out by Hayley Clarke with SB and BB

BB and SB to do time to Listen course

BC certificates issued for awards

Incorporate new BC Paddle Safer rescue course into BC Awards coached sessions

Explore starts 9/6/2022

Membership               120 members

Comms                        will look at email forwarded, but tangled.

                                    Adding ‘Explore standard’ to MCH to restrict booking

Bookwhen data to be extracted and then cancelled

Look at membership approvals procedure

Price templates being setting up

Inclusion                     Positive feedback on the work, SW aware of many neurodiverse people in HCC

                                    SW has mental health first aid

KS: Add Inclusion Officer to Committee

Send photo to RM

AOB                             TK proposed Simon Boyton as Junior Development officer

NS proposed HCC pay Simon Boyton PSI course cost

Meeting closed 22.15

Next meeting 6^th July 2022 7.30

Virtual Meeting Held On-Line
7.30pm 7^th April 2022

RM asked KS to chair the meeting: as non member KS would not vote

Welcome Apologies

Minutes & Matters arising from last meeting

Minutes accepted.

Treasurer                   

Balance 24^th March £4326.12. HCC now charged £5 per month bank fee

MD owed £850 for electrical equipment and digger hire

Trips  / Events

Coming up:

23^rd April Borrowash to Trent Lock

30^th April Matlock Intro WW

21^st May Lower Tryweryn

TBC      River Soar

Past

2^nd April Banwy trip ran at Matlock

Development

37 responses to AB’s survey see PDF – to be published to members

Priority: FSRT, First Aid, Moderate / Advanced WW

Aim for rolling / rescue day on lake Saturday in early season

Possible WW SUP with Barry Hughes

Make efforts to record paddler development progression

Lake Coordinator

Talked with NS/KS to pick up from last year

Same pattern, social, taster, junior, Discover / Explore courses  plus specials eg SUP

Look to add supervised social for those yet to reach ExploreLooking for rolling courses Explore / Discover – need to be able to coach more mixed ability group, crib cards available. Feedback to be made to TK on the progression of paddlers. NS suggested 5 week courses to allow for an absence

Start 14/4 with Juniors and Social. TK to be an admin of HCC Volunteers FB group

Gate to be manned at arrival times

Dave Taylor Paul Hunter not going to be available for much of the season

Equipment

Cable now to containers, Martin Walker to connect

Floored between cont 2 and 3 to store Junior boats

FA kit checked and restocked

Mount defib

SUP – PM KS and Alice Smith tried Sandbanks SUP, rated well.  Available to us at 20% off RRP or 30% off for more than 6.  Electric pumps available at  £90

Secretary

Dale Clarke reviewing Lake Risk Assessment

Welfare and Time to Listen courses available online – to be promoted

Emma to MCH Training

Review files on Google Drive

AOB

PM and KS Seconded to the Committee

RM to check email addresses with AG

Remove covid material from website

Meeting closed 22.16

Next meeting 2^nd May 2022 7.30 online, rearranged to 4^th May

Virtual Meeting Held On-Line
7.30pm 4^th May 2022

Welcome Apologies

Minutes & Matters arising from last meeting

KS corrected minute so say that she wouldn’t vote not as she was not a member of the Committee

Treasurer                   

£6151.12 +£1100 from Stripe

To pay £638 for insurance, £850 to MD for container works, £99 to Paul Hunter for digger   = £5644

Equipment

Insurance, renew with Towergate

Perception Dancer and paddle donated

SUPs – HCC to look to get 4 Sandbanks Style Ulimate boards. 3 members plus 2 Paddleplus want boards, 3 electric pumps . Enough to get 30% discount on the order.

PM to request orders by May 16^th – payment to be made by BACS

Trips  / Events

Past:

23^rd April Borrowash to Trent Lock

30^th April Matlock Intro WW kayak

Upcoming:

7th May WW Canoe at Matlock

21^st May Lower Tryweryn

11/12^th June Llangollen weekend

18^th June Trent to Swarkstone

We now have key for Artist Corner car park height barrier

WarwickshireYoung Carers – PM to arrange dates

Development

FSRT – one participant booked so far

First Aid booked 24/25 September

Cumbria trip 15^th/16^th October with Dave Beecroft, min 4

Rolling Clinic May 28^th at Lake

Plan Intro to WW kayak at Jackfield

PSI: Dave Beecroft can do 4 for £180 pp – Paddleplus running PSI Simon Boyton, Emmas Sparks, Andy Griffith interested in PSI  – try to use known provider

PSI needed with interest in Juniors

Those needing DBS – use BC scheme no fee

RM – Lutterworth and Hinckley pools no spaces

SUP DSM to be organised

Lake Coordinator

Discover and Explore to be available in multiple craft as separate courses

Make efforts to record paddler development progression

Consider running Saturday SUP sessions

Need to record award progression through MCH

Group sizes to be set according to available equipment

TL feels Discover okay for Social paddle,

Changing event descriptions so Discover is Beginner

Looking to run offsite trips from June

Secretary

Membership

Nene WW discount offer details sent

Comms

MCH tweaking as getting used to it eg event approvals off , finding new features to use

Website updates to be done

Wye camp balances to be collected

AOB

SW  Working on Accessibility  – to be discussed fully next time

KS Need pictures of Bryony and Sam for posters

Picture updates needed of coaches and leaders

Taster Session will get Start certificates – some one need to do

KS –  Martin Walker to be given keys for container power installation

NS – kit ie SUPS not bookable unless for a craft specific event

NS nominated KS as chair – accepted

Meeting closed 22.52

Next meeting 30th May 2022 7.30