HCC Virtual Committee COVID-19 Review Meeting

Held online at 7.30pm on Friday 12th June 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: Tony Kerr Kat Smith
Martin Stretton  

Main Topic of Discussion/HCC Ongoing COVID-19 Restrictions Review:

  • Successful trial Lake Session Thursday 11th June (notes by Kat Smith shared prior to this meeting). Plans seemed to work well with a few modifications (see Appendix new notes in red). Still waiting for delivery of some items but this will not affect the session going ahead next week. Need a further sign. Action: LO
  • Photos from the trial session to be combined with the draft notes to members which will be shared over the weekend. LO to email all current paid members with the links to the documents which will be posted on the website. Action: LO AH to complete the initial documents. Action: AH. These will be:
    • COVID-19 Risk Assessment
    • Member’s Information
    • Coaches/Volunteers expanded Information and
    • Kit Cleaning Advice and
    • Virtual Trip Signing on log (Action: BH to create and share to Trip Leader and Origaniser)
  • Stan Crane wiling to produce a short video to summarise the Lake session changes and expectations. Stan to go to the session this Thursday to film for this. Can then be shared on HCC website and Social Media.
  • A number of members have queried the age restriction set for “over 18 years”. It was agreed that paddling ability and experience was more the issue but had also been linked to the number of people permitted on site. Action: DC to amend Bookwhen/BH Trip Signing On Log.  details. The Lake is happy for us to control our numbers so accompanying parent/guardians can be on site too so long as they kept their distance (ideally to remain at their car). Essentially, they must not be part of the group unless also paddling.
  • Will need to ensure coaches have the list of emergency contact details for the Thursday session from Bookwhen. Dale Clarke to email these to each Thursday coach. Action: DC Agreed LO would contact participants if anyone reports symptoms or illness after attending an activity. To be sure the list of names is accurate, coaches to advise LO of if anyone does not attend but had booked.
  • Trips are proving to be popular. Possible future Trips:
    • Tame Otter – Martin Stretton
    • Sour Tour Narborough Loop – Simon Boynton
    • SUP Trip Barrow on Soar – Kat Smith
    • Leamington Loop Princess Weir – Neil Smith combined with
    • Warwick meet for SUP Trip – Kat Smith

Next Week Lakes Session – Bank Person: Kat Smith, Group 1Coach: Neil Smith, Group 2 Coach: Paul Morgan. Tony Kerr unavailable for next 3 weeks.

Other Business – Kat Smith reported from the East Midlands Committee that future access at Barrow on Soar has hopefully been secured by acquiring the lease of land including a field for parking and river access.

Next meeting and Location –  Virtual Review Meeting 7.30pm Friday 19th June 2020 after first public Lake Session.

Appendix – HCC COVID-19 Plan Return to Paddling Activities:

  • Several items were purchased – large hand sanitiser and smaller pump bottles with dispensers; signs; a modular workman’s PPE Station for use near the lunch point; disposable non latex gloves; possibly disposable face masks. Key items have arrived.
  • General information – COVID 19 Risk Assessment and associated documents to be posted on the website along with an updated message from the Chairman Action: AH Paid up HCC members to be emailed to advise documents have been published Action: LO and that Lake Sessions now available for booking on Bookwhen Action: DC Initially only to publish sessions a week at a time. Will try offering two group start times. Pre-booking information to be updated as under 18 years able to attend depending on level of paddling experience. Action: DC
    On the day, Coaches to brief their group and ensure compliance with hand hygiene and social distancing requirements. Also to remind groups not to mix and not to congregate afterwards. Each group needs to leave site as a separate group.
  • Need to manage Lake Session numbers – only allowing small groups of 6, so 1 coach: 5 participants.
    Lake session places to be pre booked via the HCC website Trips/Events page which directs people to the online booking system, Bookwhen. Avoids cash payments.
    Possibly have more than one group of 6 but must be totally separate from any other group and stagger the arrival times and get on to the water time.
    Could consider hosting a whole day of staggered starts one weekend to increase potential access.
    Restrict to HCC Members who have paid their membership.
    Will need own kit as kit loans not currently recommended.
  • Need to manage Trip (on Local Sheltered Water and Grade 1/2) numbers – places will be “booked” on the Facebook Event by Members selecting “going” until the limited places are filled. Each participant will be sent a link by the Trip Leader of Trip Organiser to complete a GDPR compliant an online form to replace the signing on sheet with Emergency Contact details and any Medical Conditions. No car sharing unless same household, no car shuttles, social distancing and 1:5 per group.
  • Paddler ability – Level of Paddler Explore level or above. Initially no juniors (if accompanied will increase the number of people on site although was noted that a number of juniors are Explore level or above) or beginners (can’t safely assist with rescues without breaking social distancing guidelines). Change to age related access to sessions – see ‘General Information’ above.
  • Access to the site/parking – as Stanton Lakes is currently closed and no public access will need to arrange for the gates to be open then closed. Need the group to arrive promptly to enter together with designated coaches/volunteers.
    Greeter/Bank person to have a list of those expected so can check the list at the gate. Will turn away those who have not prebooked. Anyone in the car but not paddling should remain in the car.
    First group to meet 6pm at the gate, aiming to be on the water for 6.30pm.
    Directions for parking to be given so groups park together but socially distance.
  • Access to facilities – as Stanton Lakes is not currently open, there is no access to toilets, changing areas or showers. Participants to come as dressed and ready as possible.
    No hand washing facilities accessible whilst site facilities are closed. Use of hand gel sanitiser to be promoted in advance with signage to promote hand hygiene.
  • COVID-19 Symptoms – All to understand they should not attend if they feel unwell including COVID symptoms. HCC to keep records of those who attend a session so others present could be contacted if a person goes on to develop symptoms or a positive test. Attendees asked to notify HCC via Contact Form if they go on to develop symptoms or positive test. LO to be made of anyone who books but doesn’t attend so she has a correct list of who to contact after a session if required.
  • Social distancing – All to park and paddle maintaining a 2m distance remaining close to the bank being prepared to self-rescue then head to the bank. Limit it to 2 people on the launch point at any one time. Instruct people on how to lift boats themselves (unless with another from the same household) rather than to share. Pre-brief at the container then paddlers to distance on the track until their turn to put in at the decking.
  • Cleaning – all to promote frequent cleaning of hands after contact with objects and surfaces, particularly if they are touched regularly, such as gates (if possible to leave open during the session). Appropriate PPE and its use to be provided for those undertaking cleaning, and bags to double bag waste afterwards.
  • Shared kit – Own equipment, such as boats, paddles, buoyancy aids, must not be shared unless with those from the same household.
  • Loaning kit – Decision to not loan kit currently. Difficult to access the container to correctly fit kit to participant while maintaining social distance. Then afterwards, issues of cleaning kit. Two types:
    • Hard (e.g. Craft, paddle) – easier to clean and dry.
    • Soft (e.g. Buoyancy aid, spray deck) – longer risk of cross contamination.
    • Current recommendation is wash after use with clean water then dry for 72 hours before next use.
  • Future kit loans – if these become possible, potentially on a medium term basis (i.e. weeks not days) could use the online booking system allow kit hire to be tracked, and a specific time for collection will be arranged. All kit would need to be cleaned and dried appropriately before being returned.
  • Emergency Rescues and First Aid – Participants to be aware that Volunteers will adopt rescue techniques that do not comprise social distancing rules unless an emergency requires closer contact. Volunteers to remember rescue protocols (Shout, Reach, Throw, Row, Go). Use of sanitiser afterwards if physical contact. First Aid masks to be available for First Aider and Paddler if First Aid given as likely to be unable to keep 2m apart if dressing a wound etc. After use, masks and gloves should be double bagged.