Operations Manual

2. Activity Programme

2.1 Canoeing Access at Sutton Bingham Reservoir

For Sutton Bingham reservoir, the numbers of paddlers and the paddling area will be in accordance with the access agreement between the Club and Wessex Water. Local agreements with the warden will be used for special arrangements. For the purposes of group supervision, the Club has implemented defined coach/pupil ratios taking consideration of individual competencies. Supervision requirements and paddling access limitations are conveyed to members via the Club Rules (Annex B)).

To ensure that the number of people paddling at the same time and ensure everybody gets an opportunity to paddle on a regular basis, access to the reservoir will be in line with that for the sailing club (currently three afternoon/evenings per week and weekends – daylight hours only). The Club understands that the sailing club often has events and races and has introduced rules to reduce the potential for conflict. Paddling times will be published to members via the Club Guidance notes (Annex B)) and/or the Club web site.

The Club Rules, Codes of Conduct and Guidance Notes will be distributed to members upon joining and made available to all members at the boat store and/or via the Club web site.

2.1.1 Officer of the Day

The Club should appoint an Officer of the Day, who will be responsible for providing safety cover to those wishing to paddle. He/she will be responsible for ensuring that:

1. Paddlers are in groups that contain suitably experienced coaches/paddlers:

• Paddlers must create groups of at least three;
• Paddlers below BCU 1 Star (or PaddlePower Passport) standard must paddle in groups, supervised by a coach;

1. Paddler's equipment is suitable for the conditions;
2. Conditions are safe to canoe, paying regard to:

• The nature of the water;
• The weather, especially the wind (whether off-shore) and wind-chill;
• The ability of the paddlers;
• Availability of support;
• The condition of equipment (persons wishing to use their own equipment may be prevented from doing so if it is deemed unsafe).

No person may paddle without the presence of the Officer of the Day. The Officer of the Day will be nominated by the most senior representative of the Committee (if present) or by the paddling group. The Officer of the Day may choose to remain on-shore or paddle with the group, provided the above responsibilities can be conducted with any late arriving paddlers. Parents and helpers can be appointed as Officer of the Day, provided they are able to apply the above responsibilities. Full guidance for the Officer of the Day are given at Annex E), and made available to all members at the boat store and/or via the Club web site.

2.2 Canoeing on Water Other Than Sutton Bingham Reservoir

For activities organised by the Club, these waters should not exceed the capabilities of both the coach and the members under any circumstances (accepting that canoeing is a risk sport). Coaches must carry appropriate safety equipment (e.g. towlines, throw-lines, first-aid kit) for the conditions and be knowledgeable in its use.  

Parents remain responsible for their respective Junior member(s) during off-site Club trips/events, including any non-waterborne activities. For Club activities that involve extensive off-water durations and/or overnight stays, the Club requires that each unaccompanied Junior member must have a "responsible adult" appointed. Details of the "responsible adult" appointment will be recorded on Club paperwork and submitted to the trip/event organiser prior to the event1. Failure to submit appropriate paperwork may prevent the Junior member from participating.

For activities organised by individuals, not on the behalf of the Club, participants must take responsibility for their own actions.

1 Note: Because participating Coaches undertake responsibilities and duties of care for paddling activities of the group as a whole, it is inappropriate for Coaches to also act as “responsible adults” for individuals. It is incumbent upon the Junior member and respective Parent(s) to appoint the “responsible adult(s)” and obtain their concurrence

2.3 Communication

A method of gaining assistance in an emergency should be established before canoeing continues. This may consist of using a local pay phone or mobile phone (it should be noted that mobile phones can not always be relied upon, therefore, the location of the nearest pay phone should be established). The location of such phones should be clearly established.

The Club's launch field at Halstock Reach does not offer good mobile phone reception without walking approximately 400m to the top of local hills to the north or south of the launch field. The nearest pay phone / landlines can be found at the sailing club (01935 862933) or fishing lodge (01935 872389).

Local non-emergency phone numbers are:

Yeovil Police Station: 01935 415291          

Yeovil Hospital:         01935 475122

Yeovil Fire Brigade:    01935 382000

2.4 Coaching Programme

The Club will offer a regular coaching programme to serve the needs of the current and potential members. Each year this will comprise:

1. At least one six-week block of activity for Juniors (PaddlePower).
2. A programme of activities twice per week for at least 32 weeks of the year (see access times).
3. Opportunity to access coaching in at least two disciplines (Slalom, Polo etc).

The Club aims to run at least four main structured BCU Personal Development Award training courses per year:

1. PaddlePower Passport / BCU 1 star award – Five 2-hour sessions held twice per year, to provide a basic assessment of ability at the end of an introductory course. This is an encouragement award for safe practice, regard for equipment and fun.
2. PaddlePower Discover / BCU 2 star award – Five 2-hour sessions held once per year, as an improvement award that covers flat-water skills.
3. PaddlePower Explore / BCU 3 star award – Five 2-hour sessions held once per year, to improve skill so that candidates can consider themselves as intermediate canoeists, rather than beginners.

In addition to the structured training courses, candidates will be encouraged to practice their skills at general paddling sessions. The Club also aims to provide competition training at pool, reservoir, river and dry land sessions.

2.5 Competition/Events

The Club will offer at least one introductory level youth event and arrange access to a range of mini events each year.

The Club will offer participation in team polo events with at least one team entered into the regional league (as numbers dictate). Training for team events will also be provided, as needs dictate.

The Club will encourage individual entry into competitions and local group events, such as the Axe Descent, Exe Descent, and Frome CC (Langham Farm) Slalom etc.

2.6 Risk Assessments

The Club will implement regular risk assessment for on-site and off-site Club activities. The  Committee will appoint a Safety / Equipment Officer responsible for overseeing the Club's safety practices, including the provision of annual risk assessment (See Sections 4.4.4 and 5.2.9). A copy of the latest Club Risk Assessment is provided at Annex J) and addresses the following primary aspects of Club operations:

1. Generic canoe and kayak activities,
2. Operations at the Sutton Bingham reservoir site, and
3. Special/abnormal activities (as and when required).

For the purposes of Club activities and trips away from Sutton Bingham, the Club coaches involved will be responsible for conducting dynamic risk assessment(s) (See Section 4.4.5).

Under all circumstances, reasonable steps will be taken to complete the Club's duty of care obligations. The completion of a risk assessment does not absolve members of their responsibility for their own protection, that of their co-paddlers or other third-parties as outlined in the Club's Health and Safety Policy (See Section 4.4). Club members should not undertake, or be asked to undertake, any activity that is known or expected to dangerously exceed their capabilities.

2.7 Equipment

The Club will implement regular inspection of the equipment and facilities owned by or used by the Club (not including member's personal equipment) (see Annex G)). The Committee will appoint a Safety/Equipment Officer responsible for overseeing the Club's safety practices, including regular equipment inspection. The Safety/Equipment Officer will liaise with the Treasurer for asset and financial management purposes.

As well as inspecting the safety aspects, the Club's equipment and facilities will also be assessed for their suitability for current and potential members, e.g. suitability for younger children or the disabled.  Recommendations for improvement will be submitted to the Committee for funding considerations.

All members undertaking canoeing activity outside of a swimming pool must wear a buoyancy aid2 or a lifejacket3, which should be correctly fitted. Non-swimmers and members suffering from epilepsy, asthma or diabetes should wear a self-inflating lifejacket over their buoyancy aid.

2  Buoyancy Aids should conform to CEN50N type.

3  Lifejackets should conform to BSI 3595/81 (CEN150N)

2.8 BCU Schemes and Awards

Being affiliated to the BCU, the Club will actively promote BCU Personal Development schemes and awards. Club coaches are currently able to assess to BCU 3-Star status and coach towards higher-level and competition awards. As needs dictate, the Club will seek the assistance of partnership clubs, such as Taunton CC or Weymouth CC, for assessment at higher-level if requested by members.

The Club will also encourage members to undertake BCU Aquatic First-aid and Canoe Safety Test, both for their personal development and to increase the Club's general competency levels.

Through the BCU Paddlepower schemes youth members are encouraged to obtain the equivalent of BCU 1- and 2-Star achievement status before specialising or taking up competitive events.

In conjunction with the Club coaches, the Committee will endeavour to keep current with established BCU Personal Development schemes and embody any new approaches considered appropriate to the pursuance of the Club's aims.