Operations Manual

5.0 Club Management

5.1 Committee Structure

The Club has implemented a Committee structure to manage general affairs and implement the Club's policies and practices. The Committee comprises elected and co-opted individuals from the Club's membership as identified in the Constitution. The AGM will be held in January/February of each year, whereby all Committee posts are up for re-election. The AGM is open to all Club Members and an appropriate meeting venue shall be chosen to accommodate those expected to attend.

The Committee comprises Executive and Officer posts. The Executive positions require individual nomination at the AGM, while Officer posts can be distributed amongst the committee as agreed by the committee. Executive positions represent the core committee and should only be held by a single, unique individual committee member. Officer positions/roles can be shared by more than one committee member, or more than one role can be allocated to an individual committee member. The following posts are typically considered:

1. Executive Positions

• Chairman   
• Vice-Chairman   
• Honorary Secretary  
• Honorary Treasurer
• Welfare Officer

2. Officer Positions

• Membership Secretary  
• Newsletter Editor/Press Officer
• Training Officer    
• Events Officer   
• Equipment/Safety Officer  
• Junior Section Chair  
• Junior Section Officer  
• Co-opted Officer(s)  

The Club Committee should meet on the 2nd Monday of each month at a time and venue to be advised by the Club Secretary. All meetings are open to any Club member making prior arrangements to attend (due to the size of the venue), however, only Committee members may vote. A list of current Committee members is provided in Annex D).

5.2 Committee Roles and Duties

The following roles and duties have been defined for members of the Committee:

5.2.1 Chairman's Duties:

1. Chair all Club meetings (if unable to attend any meetings, a written report should be sent to the meeting and the Vice Chair briefed on the agenda).

2. Oversee the affairs of the Club.
3. Oversee and guide all decisions taken by the Committee.
4. In conjunction with the Secretary, prepare and present the annual report.
5. Be familiar with the Club constitution, Club rules, Committee procedures and the BCU's rules, regulations, policies and guidelines.
6. Liaise with the Treasurer to ensure that funds are spent properly and in the best interests of the Club.
7. Oversee the long-term development of the Club.
8. Represent, or arrange representation of the Club at BCU regional level and at meetings of other organisations

5.2.2 Vice-Chairman's Duties:

1. Assist the Chairman in the execution of their duties.

2. Deputise for the Chairman as necessary.

5.2.3 Hon Treasurer's Duties:

1. Be responsible for the Club finances.

2. In agreement with the Committee, plan and monitor the annual budget, ensuring that funds are spent properly.
3. Keep up-to-date records of all the Club's financial transactions.
4. Deal efficiently and effectively with all invoices and bills.
5. Issue receipts and record all money received.
6. Keeps book(s) of the Club's accounts and present budget report(s) at Committee meetings and the AGM (if unable to attend any meetings, a written report should be sent to the meeting and the Chair briefed).
7. Prepare the end of year accounts and present to the auditors.
8. Offer feedback on any existing or potential financial or cash flow problems at Committee Meetings.

5.2.4 Hon Secretary's Duties:

1. Organise meetings of the Committee and of the Club.

2. Maintain written recordings of the Committee's and Club's meetings and distribute minutes and agendas as appropriate.
3. Transmit to section secretaries correspondence relating to the particular activities of the section at the earliest opportunity. The Hon Secretary will receive copies of the minutes relating to the meetings of section committees.
4. Maintain all correspondence relating to the general business of the Club.
5. Maintain Club affiliation with the BCU.
6. Be familiar with the Club constitution, Club rules, Committee procedures and the BCU's rules, regulations, policies and guidelines.

5.2.5 Welfare Officer's Duties:

1. Act as focal point of contact for Club members, parents and external organisations, such as the police, local authority or social services for all matters concerning child protection.

2. Ensure that the child protection procedures are understood and adhered to by all members.
3. Establish and maintain the complaint procedures.
4. Attend the "Good Practice & Child Protection" workshop(s) (renewable every three years).
5. Be familiar with current child protection legislation and The Children Act 1989.
6. Understand the BCU child protection procedures, rules and regulations.
7. In the event of a complaint being made, ensure that the complaints procedures are met and see the procedures through to the final decision.
8. Coordinate and maintain the Club's records of accidents, incidents and "near miss" occurrences.
9. Offer appropriate feedback at Committee Meetings.

5.2.6 Membership Secretary's Duties:

1. Provide membership application forms and Club information to potential members.

2. Collect membership application and annual renewal fees and submit these to the Treasurer.
3. Maintain a database of personal details (contact, medical, competency etc) for all Club members.
4. Respecting Club members' rights for the protection of personal data, provide the Committee and Club coaches with information necessary for them to perform their tasks.
5. Offer feedback on membership status at Committee Meetings.

5.2.7 Newsletter Editor's / Press Officer's Duties:

1. Co-ordinate the activities for the Club's (quarterly) newsletter and distribute to Club members.

2. Promote the Club's activities and individual / team competition success through the provision of articles to the local press.
3. Provide updates to the Club's web site as necessary.
4. Offer feedback of proposed press releases and published articles at Committee Meetings.   

5.2.8 Training Officer's Duties:

1. Oversee all coaching activities within the Club.

2. Oversee the development of coaches.
3. Work with and include assistant coaches, volunteers and parents in the preparation and running of each training session.
4. Offer feedback on the organisation and successes of coaches and training sessions at Committee meetings.

5.2.9 Equipment / Safety Officer's Duties:

1. Oversee the maintenance of all Club equipment (including boat storage).

2. Maintain the equipment loan book.
3. Maintain the Club's First-aid Kits.
4. Oversee the periodic safety testing of all Club equipment.
5. Annually review the Club's risk assessment and update as necessary.
6. Offer feedback on equipment replacement and future equipment development at Committee meetings. Offer feedback of the Club's safety practices at Committee meetings.

5.2.10 Junior Section Chair's Duties:

1. Solicit the views of the Club's Junior members to ensure Junior paddling sessions are developed and maintained appropriately.

2. Offer feedback of the Club's Junior members views at Committee meetings.

5.3 Junior Coordinator

The Committee will appoint a member (from the Junior section where possible) to act as a Junior Coordinator within the Committee, to run the affairs of the Junior Section and conduct the duties as specified in section 5.2.10. Other committee members will be invited to offer assistance when needed. The Junior Coordinator is identified in Annex D).

5.4 Data Protection Act 1998

The Club is governed by the Data Protection Act 1998 for the use of personal information.  The principles of the act are that personal information is:

1. Processed fairly and lawfully,

2. Processed for one or more specified and lawful purpose, and not further processed in any way that is incompatible with its original purpose,
3. Adequate, relevant and not excessive,
4. Accurate and, where necessary, kept up to date,
5. Kept no longer than necessary for the purpose for which it is being used,
6. Processed in line with the rights of individuals,
7. Kept secure with appropriate technical and organisational measures taken to protect the information,
8. Not transferable outside the European Economic Area unless there is adequate protection for the personal information being transferred.

Personal information is gathered from each member via the membership application/renewal form, whereby the members give their consent for the Club to use the information for administrative purposes. This information (and only this information) is stored in an electronic database maintained by the Membership Secretary. Members' contact details are distributed within the Committee and Club coaches only. Members' medical details are distributed to the Club coaches only when necessary and it remains the member's responsibility to inform session coaches/leaders of any medical condition they consider pertinent to the paddling activities being undertaken.

Upon joining, adult members are also requested to complete a personal disclosure form. These disclosures are considered "sensitive" information and are therefore held securely, in hardcopy only, by the Club's Welfare Officer.  Should the Welfare Office consider it necessary, details of personal disclosures may be discussed with the Executive Committee members.

Committee members and coaches will be asked to complete a Criminal Record Bureau check. Copies of CRB certificates are considered "sensitive" information and are therefore held securely, in hardcopy only, by the Club's Welfare Officer.  Should the Welfare Office consider it necessary, results of CRB checks may be discussed with the Executive Committee members.

5.5 Charity Commission – Club Registration Status

In July 2006, the UK Charity Commission granted charitable status to the Club under registration number 1115246. Regulation changes made by HM Revenue and Customs (HMRC) in April/May 2009 aim to prevent any organisation from hold both a registered charity status and a Community Amateur Sports Club (CASC) status. Consequently, the Club decided to retain CASC status and allow the Charity Commission registration number to be withdrawn. As of December 2009, HMRC has withdrawn the Club's registration and the club now operates as a CASC.

5.6 Community Amateur Sports Club – Club Registration Status

In Nov 2007, HM Revenue and Customs (HMRC) Sports Council granted Community Amateur Sports Club (CASC) status to the Club under registration number CASC 04620. Registration as a CASC enab les amateur sports clubs to benefit from a range of tax reliefs, including Gift Aid, Corporations tax, and Capital Gains tax and 80% non-domestic rates relief. These are complimentary to benefits granted to charitable organisations (see section 5.5).

Acting as a CASC, it is the Club's responsibility to ensure that accurate information is submitted to the HMRC Sports Council when required.  This includes (but is not limited to) the initial application form, together with:

1. The governing document (Constitution – Annex A),

2. The  Club's latest accounts,
3. A copy of the Club's prospectus and/or members' rule book (Annex B).

Further details regarding CASCs are given at HMRC Sports Council's web site www.hmrc.gov.uk/charities/casc, where the Club's registration details can also be found.

5.7 Camping Exemption Certificates

In August 2008 the club were granted a Camping Exemption Certificate for England and Wales by Natural England (Certificate No. 340) and the Welsh Assembly Government (Certificate No. 85) respectively.  These certificates are granted under Section 269 of the Public Health Act 1936 and allow the Club as a responsible recreational organisation to camp on land with the landowner's consent without our camping activities counting towards the landowner's 28 days use exempt from planning permission. The certificates are valid until 12th August 2013.

The club has a Camping Code of Conduct within Annex B (Club Rules, Code of Conduct and Guidelines), which must be followed.  Additionally the Club Organiser must have a copy of the Camping Exemption Certificate available for inspection by the local authority on request.  The certificates can be downloaded from the club web site http://www.sbd.cc/Downloads/downloads.html

Further details regarding Camping Exemption Certificates are given on Natural England's web site http://www.naturalengland.org.uk/ourwork/regulation/campingandcaravan/campingcertificates.aspx

5.8 BCU - Club Affiliation

The Club is affiliated to the British Canoe Union under affiliation membership number 86030/R (see Annex E)). Annual renewal of the affiliation is the responsibility of the Club Secretary.

5.9 Membership Pricing Policy

Entrance fees and annual subscription rates are selected by the Committee and proposed at the Annual General Meeting for membership agreement.   Fees will be set at a rate that is commensurate with both the Club's ethics policies for non-discrimination and the Club's Development Plan for improving equipment and facilities. The following membership categories are available:

Note: Children under 10 years old must have one or both parents as a Full Member, who is/are responsible for supervision of their activities during Club sessions.

The fees for 2012 for Non-BCU members include a nominal £2 supplement per person as a contribution for BCU affiliation insurance cover.  BCU members are requested to ensure their (valid) BCU Number is provided to qualify for the reduced Club rates.

5.10 Club Communications

The Committee will appoint a Newsletter Editor / Press Secretary responsible for coordinating activities for the Club's (quarterly) newsletter. The newsletter will be posted on the Club's web site and made available to all members via Email (and hardcopy from the Committee). The newsletter will also be posted on the Club notice-board. Similarly, the Club's (quarterly) events programme will be produced and posted on the Club's web site, distributed by Email etc. To aid communications, club members are encouraged to provide an Email address to the Membership Secretary via their membership renewal form and to ensure it is kept up-to-date.

The Press Secretary will also promote the Club's activities and individual or team competition success through the provision of articles to the local press.

5.10.1 Club Web Site

The Club has promoted the use of electronic media to distribute information to its members. The Club has established a permanent internet web site at www.sbd.cc, where relevant articles will be posted.  An extract from the web site (as available at time of issue) is attached at Annex K).

5.11 Club Links

As the Club was initially formed through the amalgamation of several existing group interests, it will continue to create partnerships between local schools, youth groups and other clubs in pursuance of the Club's aims for promoting the sport of canoeing within the community.

5.11.1 Club Links with School / Youth Organisations

5.11.1.1 School Links

The Club has established links with Sherborne School, Dorset. By prior arrangement, the Club is granted access to the school's pool facility on Saturday evenings (6:00-7:00pm) for training sessions and polo practice (numbers are limited by the size of the pool). In reciprocation, the Club offers dedicated introductory sessions to the school's international students during the summer holiday period, with provision of equipment and coaching. Mutually beneficial financial agreements for the above activities are agreed between the Club and Sherborne School beforehand.

The Club is also actively involved in an initiative set up by South East Somerset Schools – Club Link Programme, which has been set up  to promote sporting activity opportunities to local school children. Contact with the initiative is through Peter Morton, who coordinates the three Yeovil secondary schools:

• Preston Community School (Tracey White)
• Bucklers Mead Community School (Sally Pitkin)
• Westfield Community School (Peter Morton)

Each secondary school has a cluster of affiliated primary schools, which work with the senior schools. Initial discussions indicate a desire to provide a "try-it" session for each primary school cluster and a short course for each of the three senior schools, to take place in the middle of the summer term. The Club is pursuing these school links, however, until the schools have established formal links with the Club, pupils will be encouraged to join the Club in their own right and to attend the existing youth and general sessions.

5.11.1.2 Scout Links

The Club is linked with Holy Trinity Scout Group, Yeovil and, through them, to the wider Scouting community. The mutually beneficial arrangement is such that equipment stored at the Sutton Bingham boat store can be utilised by either organisation, irrespective of ownership1. The Club will dedicate at least one evening per week at the reservoir for Scout use, and provide additional coaches for these sessions on an "as required" basis. Additionally, summer and weekend Scout camps arranged within the local community will be offered access to the paddling facilities at Sutton Bingham.

5.11.1.3 Links with Other Youth Organisations

Although not currently linked to any other local youth organisations, the Club will encourage participation of any group from the South Somerset / North Dorset area that cares to approach the club.

5.11.2 Club Links with Other Canoe Clubs

The Club has established informal relationships with the following local canoe clubs:

1. Taunton CC – Access to River Tone including use of Taunton CC facilities. Regular canoe polo practice and matches during summer months (Friday evenings).

2. Axe Vale CC – Access to River Axe including use of Axe Vale CC equipment and facilities. Axe descent race.
3. Frome CC – Access to canoe slalom course and camp site facilities at Langham Farm. Slalom competitions throughout the year, used as introduction to slalom competitions.
4. Winchester & District CC - Joint white-water and slalom training weekends held annually / biannually at Llandysul Paddlers Canoe Centre on the River Teifi, Carmarthenshire.

The Club has set up relationships with the Llandysul Paddlers Canoe Club in Carmarthenshire, West Wales, In addition to the regular slalom competitions, the centre's bunkhouse facilities offer the opportunity for Club weekend trips to be arranged.  

5.12 Club Development / Action Plans

The Club is committed to developing quality opportunities for the members. In order to do this, the Club will identify new opportunities and ways to progress and improve our current practices and procedures for the good of the Club and its members. The Club Committee will implement two levels of plan:

1. Development Plan – a long-term plan (3-5 years) that focuses on the Club's "vision" for the future.

2. Action Plan – a short-term plan (1-year) that prioritises the short-term actions required to get the Club on the right path to achieving its long-term "vision".

The development policy aims to:

1. Ensure the future success and sustainability of the Club;

2. Increase membership and participation within the Club;
3. Create sustainable opportunities for competition at count/regional/national level;
4. Increase awareness of sports development;
5. Ensure that all members are aware of, understand and work towards the Club's development philosophy;
6. Ensure the Club Committee, coaches and volunteers consider development and moving the Club forward in areas of the Club's services;
7. Ensure that the implementation of the policy is put in place via a Club action plan, which is reviewed and monitored regularly.

The purpose of the plans is:

1. Use the Club's resources effectively;

2. Identify and prioritise the Club's aims and aspirations for the future;
3. Involve members in decision making and implementation;
4. Provide structured approach for obtaining funding support, such as local grant aid;
5. Ensure a professional approach through commitment;
6. Provide a means of checking on the Club's progress and its ability to change.   

The Committee will be responsible for developing and pursuing a three to five-year Development Plan for the Club. A shorter-term Action Plan will be generated from the Development Plan, with responsibilities allocated. Progress on the Action Plan will be discussed at the regular Committee meetings. If not reviewed beforehand, the Development Plan will be reviewed and revised as necessary on an annual basis (at the first Committee meeting of each year). Club members are encouraged to be involved in the planning process, represent all interests in the Club and take an active part in shaping its future.  The current Development Plan and Action Plans are attached at Annex H).