Date: Monday, 22nd October 2012
Time: 19:30 - 21:00
Location: Club Room, Regents Canoe Club, 16-34 Graham Street, London N1 8JX
Item1. Welcome & Apologies
In Attendance: Sarah, Gibbs, Dan Tattersall, Sean Clarke, Ian White, Sasha Jesperson, Claire Taylor, Ian Tokelove, Mark Rowe, Rachel Tyler
Apologies received: Gemma Wilson
Other members present: None
Chair: Sarah Gibbs
Minutes: Sean Clarke
2. Minutes: 18th September 2012 Committee Meeting
The minutes of the 18th September 2012 Committee meeting were agreed and signed off following the addition of Sarah Gibbs being an attendee at the meeting.
3. Matters Arising: 18th September 2012 Committee Meeting
COMPLETED ITEMS:
All completed items were agreed.
ONGOING / REPORTS:
· CT to arrange for sale of surplus keyhole decks to club members through NfC - still to be done - Ongoing. Item remains open
· IT to review the options for non-cash payments to be received by the club - Ongoing. Item remains open
· DT to review Safety Policy and remove emotive language and change focus to be on individuals’ own responsibilities and publish on website once complete - Ongoing. Item remains open
· All to provide IT with updates on Committee job roles - SG, DT & CT to do. Item remains open
· All to provide IT with resources/documents requested in email for update to RCC website - IT to publish all received already received and close this action.
· MR to confirm process of how to apply for coached trips and provide to SG for inclusion in NfC prior to next Training Meeting- Done. Item closed
· MR to include “draft NfC message” section on Coached Trip Application Form - Ongoing. Item remains open
· GW/CT to work with club members to complete the RCC Boat Register for publication on website - nearing completion; “if you like this, try this” to be completed by CT then published
· CT to confirm use of Kiwi boats for use on RCC NMEs - Okay to use. Item closed.
· IT to add reminder to NME online registration form to check Junk Mail folder for confirmation email - Ongoing. Item remains open
· SG to update Duty Checklist to reflect provision for guests being able to paddle - Ongoing. Item remains open
· CT to purchase replacement paddle - Done. Item closed
· SC to locate suitable location for RCC December Committee Meeting - Ongoing. Item remains open.
· DT to enquire about use of London 2012 Aquatic Centre for pool sessions - Ongoing. Item remains open.
· GW to enquire with LVWWC as to benefits of club affiliation/association - Ongoing. Item remains open.
ACTIONS:
· CT to arrange for sale of surplus keyhole decks to club members through NfC
· IT to review the options for non-cash payments to be received by the club
· DT to review Safety Policy and remove emotive language and change focus to be on individuals’ own responsibilities and publish on website once complete
· SG, DT & CT to provide IT with updates on Committee job roles
· It to publish all website documents already received and update any further documents at a later stage
· MR to include “draft NfC message” section on Coached Trip Application Form
· CT to complete “if you like this, try this” section of RCC Boat Register for publication on website
· IT to add reminder to NME online registration form to check Junk Mail folder for confirmation email
· SG to update Duty Checklist to reflect provision for guests being able to paddle
· SC to locate suitable location for RCC December Committee Meeting
· DT to enquire about use of London 2012 Aquatic Centre for pool sessions
· GW to enquire with LVWWC as to benefits of club affiliation/association
4. Pool based purchases
CT requested that the Committee approve the purchase of replacement and additional paddles and hip pads for use at the pool. Discussion took place on whether lighter and similar to canal/river use paddles should be used. Some concern was voiced regarding the use of the sharper bladed paddles in a close proximity pool scenario. The Committee agreed to purchase seven new Werner paddles for pool use - two of which to be left handed paddles. At this rate it would take two years to replace the full pool complement. The Committee also approved the purchase of a replacement open boat paddle for the one broken during the 1 star assessment.
The Committee asked about dates for next pool sessions. DT noted he will determine new dates and proceed to book on committee approval. The Committee agreed for DT to book 10 pool sessions and two sessions for the next rolling course. The Committee also agreed for some hooks to be placed in the pool store room to hang decks from.
ACTIONS:
· CT to purchase seven Werner paddles for pool use (two to be left handed)
· CT to purchase replacement open boat paddle for canal use
· DT to book next ten pool sessions plus two rolling course pool sessions
· DT to organise for several hooks to be located in the pool store room
5. Boat disposals
CT summarised the recent SGM for the Committee and noted that the SGM approved recommendations put forward. The Committee ratified the SGM outcomes and agreed for CT to proceed with disposals as put forward at the SGM. CT also requested that the C2 Slalom boat be disposed. The Committee noted that this would reduce the range of boats available but recognised the need for storage space. CT will confirm the full list of boats for disposal by email. DT agreed to be the central point for the boat listing and selling on UK Rivers Guide Book (UKRGB). The Committee stressed that club members and IBC should be given a day or two notice before the listing in order for them to purchase the boats via UKRGB should they wish to. The Committee noted that the mandate is to sell the boats in good time - not wait for the best possible price.
ACTIONS:
· CT to confirm list of boats for disposal to Committee by email
· DT to organise selling of boats on UKRGB
· DT/CT to notify club members and IBC prior to sale of boats when they will be listed on UKRGB for sale
6. Club keys
CT noted that the upcoming Scotland trip would mean most of the club’s key holders would be not be able to open/close the club. CT noted that she had arranged cover but further requested that the club have an additional set of keys to alleviate any bottle necks such as this in future. The Committee agreed CT will obtain the additional set of keys and determine an appropriate key holder.
ACTIONS:
· CT to source additional set of club keys and determine appropriate key holder
7. Subgroups
Following a query at an earlier Committee meeting, SG researched and presented her findings:
I believe the Committee already has the power to appoint subgroups and delegate authority to them. The only thing we don’t sometimes do is post the dates of subgroup meetings on the website. I believe the handbook allows us to use subgroup meetings as we see fit. We just need to make sure the creation of the subgroup and its powers are recorded and posted on the web. We already do this with the training meetings.
The Committee agreed with SGs findings and further agreed that if a subgroup is given any decision making powers, the date of the meeting must be published on the website and the minutes also published on the website.
ACTIONS:
· SC/IT to publish dates and minutes of subgroups with decision making powers on the website
8. Health & Safety, Training & Incident Reports
· Lost kit - no lost kit was reported
· Training Subsidies - MR presented the following requests for training subsidies:
Ø The following people applied for a 40% subsidy for Advanced White Water Safety & Rescue course. Total course cost was £275.00. Each applied for a subsidy of £110.00. The Committee agreed to a 30% subsidy of the full course cost as the costs included accommodation and meals at PYB - total £82.50 per person.
§ Mark Rowe - All agreed
§ Claire Taylor - All agreed
Ø The following people applied for a 40% subsidy for White Water Safety & Rescue Course. Total course cost was £150.00. Each applied for a subsidy of £60.00.
§ Sarah Gibbs - All agreed
Ø The following people applied for a 40% subsidy for BCU Level 2 Coaching. Total course cost was £150.00. Each applied for a subsidy of £60.00. The Committee discussed that this was the second time for IT to apply for the subsidy for Level 2 Coaching. The Committee agreed that as it was beneficial to the club, and on the insistence that IT undertake the Assessment again, they would agree to the request.
§ Ian Tokelove - All agreed
· Incidents - no incident reports were submitted
· Training Meeting - MR presented the outcomes from the Training Meeting for ratification. The following items were agreed and plans put in place to take them forward:
Ø Rolling Clinic - SJ has agreed to organise the course. MR will be lead coach and provide “train the trainer”. 1 ½ hour Train the Trainer session in early December with course to be held in January. Train the Trainer to include training for undertaking spray deck test for those interested in helping out at pool sessions. The Course Pool Dates will be January 15, 24 and 29th with 15 and 29 being pool sessions.
Ø 3 Star Training & Assessment (White Water Kayak) - MR noted that Tom Beaumont, DT, MR & CT can assess 3* White Water Kayak. MR to contact each and agree dates for 3 star training and assessment.
Ø River Reading/Leading - IT has agreed to organise the course. Course to be held over one weekend in early 2013.
Ø Foundation Safety & Rescue Training - Christine Dove is organising dates and running these
Ø First Aid - MR to organise an evening or single day refresher at the club for club members
Ø Safety & Rescue - MR to coordinate and run course based on White Water Safety & Rescue skills
The Committee agreed that Lesson Plans would be required for 3 Star and the River Reading/Leading courses. It was agreed to use previously used lesson plans and adjust them accordingly. MR will create a Lesson Plan for the Safety & Rescue course and circulate to the Committee for agreement by email.
ACTIONS:
· DT to book pool session for 04 December for Rolling & Spray Deck Test “Train the Trainer”
· DT to book pool session for 15th and 29th January for Rolling Clinic
· MR to contact Tom Beaumont, DT and CT to arrange dates for training and assessment of 3* WW Kayak
· MR to organise an evening or single day refresher at the club for club members
· MR to organise and run a Safety & Rescue course based on WWSR skills
· MR to write Lesson Plan for Safety & Rescue course and circulate to Committee for agreement by email
9. Any Other Business
· RCC Christmas Party - due to very popular demand it was agreed that SJ should canvass those already signed up for the Christmas Party and seek to change it to a non-seated meal in order to cater for more members. If favourable, to then negotiate with current venue.
· Website update - IT requested that the website still required further documents e.g. Vulnerable Adults policy, Kit Hire Sheet, How to Authorise Transactions. The Committee agreed that the policy document is required and that a secure page password protected page is required for Committee related business e.g. financial transactions. DT to supply relevant documents to IT and IT to amend website accordingly.
· Pool sessions - it was noted that several people are swimming in the deep end during pool sessions and that this should be discouraged. MR to write guidelines and share with Lara Gilman. Guidelines to include boat sharing during busy pool sessions.
ACTIONS:
· SJ to canvass RCC Christmas Party attendees in order to change format to standing rather than seated meal in order to accommodate more members and if favourable, to negotiate change with venue
· DT to supply IT with Treasurer instructions
· IT to create password protected web page to host Treasurer instructions and other related Committee documents
· MR to create Pool Session Guidelines including boat sharing and not swimming during session and share with Lara Gilman for publication
10. Date & Time of Next Meeting(s)
The Committee agreed the following dates for the next Committee meetings:
· Monday, 10th December 2012 - 19:00 - 21:00 (Committee Social)
· Further dates to be agreed by email
11. Close
The Committee wanted to express that they were impressed that IT washed the celery!
Snacks at next Committee meeting: RT
Summary of Action Items
· CT to arrange for sale of surplus keyhole decks to club members through NfC
· IT to review the options for non-cash payments to be received by the club
· DT to review Safety Policy and remove emotive language and change focus to be on individuals’ own responsibilities and publish on website once complete
· SG, DT & CT to provide IT with updates on Committee job roles
· It to publish all website documents already received and update any further documents at a later stage
· MR to include “draft NfC message” section on Coached Trip Application Form
· CT to complete “if you like this, try this” section of RCC Boat Register for publication on website
· IT to add reminder to NME online registration form to check Junk Mail folder for confirmation email
· SG to update Duty Checklist to reflect provision for guests being able to paddle
· SC to locate suitable location for RCC December Committee Meeting
· DT to enquire about use of London 2012 Aquatic Centre for pool sessions
· GW to enquire with LVWWC as to benefits of club affiliation/association
· CT to purchase seven Werner paddles for pool use (two to be left handed)
· CT to purchase replacement open boat paddle for canal use
· DT to book next ten pool sessions plus two rolling course pool sessions
· DT to organise for several hooks to be located in the pool store room
· CT to confirm list of boats for disposal to Committee by email
· DT to organise selling of boats on UKRGB
· DT/CT to notify club members and IBC prior to sale of boats when they will be listed on UKRGB for sale
· CT to source additional set of club keys and determine appropriate key holder
· SC/IT to publish dates and minutes of subgroups with decision making powers on the website
· DT to book pool session for 04 December for Rolling & Spray Deck Test “Train the Trainer”
· DT to book pool session for 15th and 29th January for Rolling Clinic
· MR to contact Tom Beaumont, DT and CT to arrange dates for training and assessment of 3 Star White Water Kayak
· MR to organise an evening or single day refresher at the club for club members
· MR to organise and run a Safety & Rescue course based on WWSR skills
· MR to write Lesson Plan for Safety & Rescue course and circulate to Committee for agreement by email
· SJ to canvass RCC Christmas Party attendees in order to change format to standing rather than seated meal in order to accommodate more members and if favourable, to negotiate change with venue
· DT to supply IT with Treasurer instructions
· IT to create password protected web page to host Treasurer instructions and other related Committee documents
· MR to create Pool Session Guidelines including boat sharing and not swimming during session and share with Lara Gilman for publication
RCC Committee Meeting Minutes - 22nd October 2012 2