HCC Virtual Committee Meeting

Held online at 7.30pm on Thursday 4^th 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:	Simon Boynton	Mike Dallaway
Tony Kerr	Jonathon Pope	Kat Smith
Martin Stretton	Chris Tooze

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

Main Topic of Discussion:

HCC Ongoing CV19 Restrictions and implementation of the BC Guidelines – Majority of the meeting was dedicated to discussion on this topic as the Government now permitting (for England) groups of 6 to meet if keep socially distant at 2m. PM and AH had attended a BC webinar today which helped inform the discussions. COVID-19 Risk Assessment visit to Stanton Lakes planned for tomorrow afternoon by PM and NS.
With consent of Stanton Lakes, a group of HCC volunteers will meet at the Lake next Thursday 11^th June, 6pm to have a run through of draft procedures to see what works and what might need revising. A further virtual meeting to review the trial and draft procedures is to take place on Friday 12^th June with the view to holding the first session for Club members the following Thursday if all plans can be put in place by then.
Trial session will be Kat Smith (Bank and Gate Person), Paul Morgan, Simon Boynton, Tony Kerr, Martin Stretton, Mike Dallaway and Alice Smith. This will trial a variety of craft, several kayas plus Alice – SUP, Mike – canoe.
Providing the trial session goes well, the Risk Assessment will be shared with Stanton Lakes and then HCC membership via the Club website and Facebook pages for bookings to go live for Lakes sessions to resume Thursday 18^th June 2020.
The Lake sessions will operate differently, limited to 1:5 coach: participant ratio. Sessions must be pre-booked on Bookwhen via the HCC website. Places are only available for paid up HCC members with their own kit and competent to Explore Level (or equivalent).
The Appendix outlines the key points agreed which will be used to form the COVID-19 Risk Assessment using the BC Risk Assessment template. All agreed that certain items need to be purchase, such as hand sanitizer and signage. LO to place the orders but plans to resume paddling will depend on when the orders arrive.
The Committee also agreed to produce a summary document for Members and an expanded one for Coaches/ Volunteers to help everyone understand what procedures have been put in place to protect participants. The summaries will also explain what is expected from those participating in activities. It was suggested that once agreed, a short video may help make this information easier to digest.
Action: PM to post an update on the Facebook Page and HCC website in response to the current changes to restrictions considering the new British Canoeing Guidance.

Club Admin (AH):

Meeting minutes – AH had added draft minutes from 14^th May’s meeting to the website prior to this meeting in response to HCC Member’s requests to know what was discussed at the virtual meeting. It was agreed that draft minutes would be posted on the website prior to the next meeting wherever possible.
Crowdfunding Webinar – AH had joined a BC Webinar on 27/05/20 regarding Crowd Funding. The session talked through the concept of crowd funding used by many not for profit clubs to raise money. The club would set their initial financial target to fundraise. Currently it is also possible to apply for match funding (up to £10,000 per project from Sport England) to the same total but this is not guaranteed. Also, it will only be paid out if the initial target total is achieved. It does not increase if the amount raised exceeds the initial total, so the target figure needs to be set realistically and carefully. Much discussion around the importance of “Rewards” which can be very appealing. However, it was acknowledged that many fund-raising ideas were very hard to achieve under the current COVID-19 restrictions. Lots of help available online to support clubs interested in looking into this further and Social Media plays a big part in promoting the projects for many causes. Not to be pursued by HCC currently.

Finance (LM):

Bank Balance – currently £5,837.66 as at 24/05/20.
Book When – KS has provided the necessary details to for Lesley to access the online accounts and transfer the bank account payment from Kat’s.
McMillan Cheque – Cheque has now been cashed.
Clothing Order – payment still outstanding for some items. LO has the list of orders placed and will share this with LM. Action: LO
Insurance and Kit List – A budget for kit was due to be set but the decision has been postponed until the cost of the additional unexpected spend linked to COVID-19 is clearer. Action: review next meeting.
Stanton Lakes – lake fees not broached to date but to be considered with the potential to resume limited paddling for very small groups of paid up HCC Members. Weed situation not known but hopefully won’t hinder paddling at this point in the year. Action: PM to liaise with the Lake.
Sport England Grant –PM circulated and email dated 29/09/20 regarding the Community Emergency Fund Award Offer Letter to HCC offering a grant of £800 to support the club through the COVID 19 crisis.

Equipment (NS):

Lakes Container Roof – Mike Dallaway and Neil have begun work on the construction of the new roof to cover the existing containers.
Annual Kit Safety checks – NS will need to arrange kit to be checked and safety tested, as needed, prior to use. With current COVID-19 restrictions, kit is unavailable for loan. Action: NS

Events and Trips (DC):

Trips and Events – currently still on hold due to continued CV19 restrictions. If the Lake Sessions resume as planned, Lake sessions will be put onto the website so places can be booked via Bookwhen. Trips to be promoted via Facebook and the website with a mailshot to paid up HCC Members as not all use Facebook.
Trips may offer more appeal to competent paddlers than the lake session. Potential trips being considered for paid up HCC members include Great Haywood (Neil Smith), Tame Otter (Martin Stretton). Hoping to encourage some of the members to act as Trip Organiser to support the Trip Leaders. Organiser to research factors such as promoting the trip, parking arrangements, coordination of participant numbers etc. Interested Members to speak to PM or NS.

Club Development (BH):

Availability of Coaches – will need to know availability as Lake sessions and Trips resume. Supporting Information to help Coaches be confident in our COVID-19 Plans will be circulated and also out onto the website. Could consider a virtual training session too, BH potentially to talk through the new arrangements. Action: AH draft Additional document for Coaches. Action: BH to consider if interest for the Virtual Coaches briefing.
Coaching Leadership Disciplines – BH shared the recent BC information and will link to the website page. Action: BH

Membership (LO):

Paid Membership renewals – membership has risen to 47 members and people are enquiring about possible return to paddling which has had a positive impact membership. There were some initial queries about the online membership but wording revised on the website page to remind people that the system is new so everyone is “new” to the system when logging in. The payment is still dependent on whether or not a person has had HCC Membership previously.
Members Private Facebook Page – not yet in use as a number of previous members have not renewed and the timing not right to introduce it yet. LO will email paid members to thank them for renewing and supporting the club. Email will also invite them to consent to being added to the private group and a message will go into the public group to explain the change.

Any other Business:

Virtual Trip Planning Training – Wednesday 10^th June NS hosted a virtual training session for HCC on Trip Planning. Everyone agreed this had been a great success. Some participants have now offered to be involved with future trips. This is great timing as HCC is now arranging Trips complying with COVID-19 restrictions.
Action: NS to agree and promote future trips with Trip Leaders.

Next meeting and Location – Virtual Review Meeting 7.30pm Friday 12^th June 2020.

Meeting closed – 9.55pm

Appendix – HCC COVID-19 Plan Return to Paddling Activities

Several items were identified for purchase – large 5 litre container of 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. Delivery from some suppliers 3-5 days. Arrival of these items and the outcome of the trial session will determine when the first session will go ahead.
General information – Need to notify members (by email to documents on the HCC Website) of the systems and protocols in place and what is expected of them. This must be in place prior to resuming activities.

On the day, Coaches to brief their group and ensure compliance with hand hygiene and social distancing requirements.

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).
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.
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.
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.