Committee Meeting Minutes August 2009 - Forth Canoe Club

Minutes of the 2011 Annual General Meeting of Forth Canoe Club
1 December 2011 at the Royal Ettrick Hotel, Edinburgh
Present: Alistair Riddell, Elaine Forbes, Polly Golding, Ben Golding, Patricia Brignall, Torsten
Kleinow, Colin Smaill, Euan James, Mick James, Sian James, Annemarie Procter, Poppy Croal,
Kristina Medovcikova, Tony Leaver, Cynthia Berry, Robert Weetman, Meriel Sweetnam, Stephen
Churcher, Bradley Forbes-Cryans, Michael Brignall, Colin Carruthers
Apologies for absence Sabine Gundel, Fraser Anderson, Brian Horne, Lisa Evans, Kelso Riddell,
Marcus Kneen, Jonathan Riddell
Minutes of 2010 AGM were adopted.
Discipline reports
Written discipline reports were submitted (appended).
Slalom - J Riddell and Poppy Croal have been organising slalom nights which have been popular
with kids. More interest will result.
Polo - 2011 has been a great year for FCC. Team will be playing again from February.
Tay Descent - Grant & Arran Wilson won short course event.
Child Protection - a reminder that this is everyone's responsibility. All members should please read
the Club Child Protection policy on website. Any questions to Annemarie Procter.
Treasurer's report (Polly Golding) - Treasurer’s report was submitted. Final accounts will be
prepared after year end. The present treasurer indicated that she wished to stand down. The
meeting thanked for her work in the role.
Commodore's report (Kelso Riddell (in absentia)) - Thanks to all who have been involved in
coaching over the past year. Members are reminded that the Club will pay for coaching training,
subject to any available grants being applied for. Colin Smaill pointed out that Level 1 coach
qualification is bank support - you don't need to be able to canoe!
Presentation of Commodore's Cup A bottle of malt whisky was presented to Colin Smaill
Revised Club Constitution after discussion of various amendments a final version was agreed by
the meeting and adopted by resolution (appended).
Election of Office Bearers and Section Contacts for 2012
* Commodore: Kelso Riddell
* Secretary: Alistair Riddell
* Treasurer: Stephen Churcher
* Child protection officer: Annemarie Proctor
* Coach coordinator: Cynthia Berry
* Website Editor & membership secretary: Jonathan Riddell
* Hut Custodian Mick James
* Slalom contact: Stewart Pitt
* Wild Water contact: Cynthia Berry

* Polo contact: Meriel Sweetnam
* Surf contact: Tony Leaver
* Flat Water Racing contact: Colin Smaill
* Sea Canoeing contact: Brian Horne and Lisa Evans
* Open Canoeing contact: Mick James
* Recreational paddling contact: Robert Weetman
* Pool sessions contact: Ben Golding (winter 2011-12 - Philip Currie to be paid to organise
remaining sessions to March)
Subscription Levels for 2012 were agreed unchanged from 2011
* Senior (18 or older on 1 January): £20
* Junior (under 18 on 1 January): £10
* Associate (non-paddler): £5
* Family: £40
* Boat Storage: £40
* Key Hire: £15
* One-off annual fee for use of Club boats:
£60 (competitive paddlers representing FCC);
£120 (non-competitive paddlers)
Programme for 2012
* Grandtully Div 1 Slalom - Jonathan Riddell will organise.
* Ratho Marathon. Now located at Meggetland - Edinburgh Marathan. Event was a great
success in 2011.
* Rat Race - did not take place 2011.
* Canal Festival - will take place during the first weekend of summer holidays. Annemarie
Procter agreed to coordinate
A.O.C.B.
It was clarified that coaches are retained as self-employed independent contractors, or alternatively
employed by the SCA who are in turn contracted by FCC.
CB to investigate the position re public liability insurance for coaches.
The meeting agreed a vote of thanks to the Committee and all members who have contributed to
the Club during 2011. Best wishes to Jonathan Riddell for a speedy recovery following his accident.

Section Reports 2011
Treasurer Report 2011 - Polly Golding
Between Jan 2011 and the end of November 2011, the total income for the club was £19,089.62
and our total expenditure was £12,981.76. Our current balance stands at £18,449.32, however the
boathouse repairs, painting and pool hire costs are still outstanding.
Similarly to last year, the most money was made from Kristina’s summer courses, taking
£5515, and paying the coaches £2365. A further £806 was taken from other coached sessions
(coaches paid £220), primarily after school clubs. A further £637.20 was paid in the professional
development of coaches.
Membership took in £1855.00, key hire £580.00 and boat storage £1160.00 – all very similar
figures to last year. Income from boat hire was £2141.82. Pool sessions appear to be costing more
than they earn, but as this includes the hire of the pool for the Oct-Dec 2010 sessions, they break
even.
The biggest change in our outgoings is for utilities, rising from £482.96 for 13 months last AGM,
to £1499.61 for this 11 month period. We are now renting a larger section of the boathouse (extra
room) but the majority of this increase is simply down to increased prices and being charged VAT
on utility use, which we were exempt from in the past.
Grandtully made a profit of £920, with an additional £240 from the tuckshop (this includes the costs
of the barbecue). Ratho marathon broke even, but we are still waiting on £106 from the SCA to
balance this.
Spreadsheets are available on-line, let me know if you have any further questions.
Child Protection 2011 - Annemarie Procter
The SCA has worked hard this year to support clubs to evaluate their Child Protection policies and
procedures.
FCC Committee has agreed to adopt the SCA Child Protection policy. The guidelines are based
on the following principles:
* The welfare of children is the primary concern.
* All children, whatever their age, culture, disability, gender, language, racial origin, socio-economic
status, religious belief and/or sexual identity have the right to protection from all forms of harm and
abuse.
* Child Protection is everyone's responsibility.
* Children have the right to express views on all matters which affect them, should they wish to do
so.
* Organisations shall work in partnership together with children and parents/carers to promote the
welfare, health and development of children.

The full policy (just 1 page) is on the FCC website and I would encourage all members to read it.
Child Protection is everyone's responsibility and as a club member you agree to abide by the club
policy and procedures.
What have we done to ensure that we are following the CP policy
* we have introduced a Code of Good Practice in the Care of Children
* 4 coaches have attended Level 1 Child Protection training
* the CP Co-ordinator has attended 'In Safe Hands' training for CP co-ordinators and the SCA PVG
briefing
* new coaches in the club have been asked to complete PVG registration
What do we need to do in 2012
* all existing club coaches need to complete PVG registration over the next 12-18 months
* we need to review procedures for taking on new coaches (volunteers and paid coaches)
* we need to review 'responding to concerns' procedures
What can all members do to help
* Read the club Child Protection policy (see website)
* Read and follow the Code of Good Practice (see website)
* Raise any concerns with the club CP co-ordinator
If you have any questions about Child Protection, feel free to contact the club CP Co-ordinator -
contact details on website.
Sea Kayaking - Lisa Evans
Nothing much to report. While some members did a fair amount of sea-kayaking over the year,
there were no club-trips (apart from a trip Jonathan organised, to Crammond, but I don't think that
qualifies as sea-kayaking ...). The problem is that we have nobody who is qualified to lead sea-trips
(4* sea-leader), or if we do have such members, they have not come forward.
Polo - Meriel Sweetnam
Polo team have had a great year building up skills and playing in division 3. Thanks to Stephen
for his support and encouragement at the start. The team have recently played games in the first
of this years div 3 section and won 4 out 5 games. Play continues on Wednesday evenings, all
welcome to attend.
Open Boat - Mick James

A bit more interest in Open boating this year culminating in a couple of boats taking part in the Tay
Descent - hoping to get some more families and others interested next year.
Coaching Report - Cynthia Berry
2011 was another very busy year at Forth Canoe Club.
Summer courses (over 6 weeks) were attended by more than 100 children from age 7 and
upwards, these courses continue to be very popular and a big thanks goes to Kristina for
organising them so well with 2 or sometimes 3 qualified coaches at each session.
Thursday evening club nights were run from Easter to September allowing anyone interested in our
club activities to book onto a 4 week introductory course. Scottish Canoe Association one and two
star awards were achieved by some of the participants at these sessions and the success of club
nights was the direct result of Jonathan Riddle and Forth Canoe Club’s volunteer coaches who
gave up their Thursday evenings to coach and organise these sessions. A very big ‘thank you’
coaches.
Colin Smail continues to deliver sprint kayak sessions to our junior and youth membership and
works hard throughout the year to get these members to weekend regatta’s, this work by Colin
is strategic in feeding paddlers up in to the more advanced training groups where they have the
opportunity to be selected for the Scottish squad and team. I would like to take this opportunity to
thank Colin on behalf of everyone at Forth Canoe Club
Jonathan Riddell, Anne Marie Proctor and Cynthia Berry all attended Scottish Canoe Association
Club Coaches conference at Glenmore Lodge on the 16th to 18th April 2011. This was a great
opportunity to update our coaching qualifications and keep up to date with all the recent research
and thinking in coaching, as well as allowing us to socialise (just the odd beer) and catch up with
other volunteer coaches from around Scotland.
We are always looking for members who want to help with coaching and become (more) qualified,
financial assistance is available to help with coach training and qualifications, if you are interested
please let me know.
Sprint and Summer Courses - Kristina Medovcikova
After School Activity 2011
Spring/Summer/ Autumn
- Weaker than usual due to personnel changes at Active schools and the active school
coordinators
- Spring/Summer - Sciennes/Gillespies PS - 1 group - 10 kids- £200
- Autumn - new cluster - 2 groups - 17 kids - £255
Health week for St. Peters PS - 58 kids - £116
Summer Courses 2011
* Very popular - having a good reputation by now
* 6 weeks, 15 courses
* 1 course for 5 days

* 1 session = 2 hours
* 160 kids during the summer
* Money in £5600 (paid £2250 to the coaches)
* Coaches – Philip, Poppy, Euan Hamill, Jack Brickell
* Already interest for 1 week for Excel Sports (they advertise, etc..)
FCC Sprint Sessions 2011
* Lightnings – During season – 2 paddling sessions a week + competitions with Colin Smail
* During winter - 1 swimming session a week on Wednesdays with Colin Smail
* K1s– 6-10 sessions a week with Kristina, Colin, John
During season – paddling , run and weights
During winter – swimming, running, weights and paddling machine

Forth Canoe Club Constitution
1. Name
The name of the club shall be Forth Canoe Club.
2. Aims and Objectives
The aims and objectives of the club shall be:
● To promote all forms of canoeing as a recreational and competition sport.
● To offer coaching and competitive opportunities in canoeing.
● To ensure a duty of care to all members of the club.
Forth Canoe Club is committed to equality and equal treatment in meeting the above aims and
objectives.
3. Affiliation to National Governing Body
The Club shall be affiliated to the Scottish Canoe Association and act in accordance with its
policies.
4. Committee
The Forth Canoe Club Committee shall have full control of the club’s funds, management of the
club and the interpretation of its rules. Four duly appointed members will constitute a quorum.
Should the Committee membership fall below four members then the complete Committee
membership will be quorum.
The Committee will consist of the following:
● Commodore
● Secretary
● Treasurer
● Child Protection Officer
● And up to six others
Committee members will usually be elected to the Committee at the AGM, or if necessary an
EGM. Each committee member must seek re-election at the AGM. The Committee may co-opt
other members in addition to those above but such co-opted members are not eligible to vote.
The Committee may fill any vacancy that may occur pending the AGM when a Committee
member shall stand for re-election.

5. Discipline Contacts
Discipline contacts are members who are advertised as contact points for a given discipline of
canoeing. They will be voted on at an AGM or EGM or appointed by the Committee.
6. Membership
To ensure all present and future members receive equal treatment, all members will be subject
to the regulations of the constitution and by joining the club will be deemed to accept these
regulations and codes of practice that the club has adopted.
Prospective members shall be given the opportunity of trying canoeing for a maximum of three
sessions, after which they will be asked to join the club or not attend again. An application for
membership shall be considered at the next Committee meeting following the submission of
the application. Pending acceptance and provided that the first subscription has been paid,
applicants shall be entitled to enjoy the advantages of membership. All applications shall be
given equal consideration. In the event of failure to secure membership the subscription shall be
returned.
The Club shall consist of the following classes of membership::
● Full members:
○ Senior member, being age 18 years and over on joining or renewal.
○ Junior member, being age under 18 years on joining or renewal
○ Family member, related persons residing at the same address.
● Other members:
○ Associate member, being a non paddler or otherwise at the discretion of the
Committee.
○ Group members, who at the discretion of the Committee may be accepted,
consisting of members of a youth or school group. The terms or subscriptions
may be decided by the Committee in each case as seems fit (one vote per group
only).
○ Life member, who shall be elected at the discretion of the Club for life and shall
have the same rights as full members.
All members shall be eligible to vote at Annual or Extraordinary General Meetings, but groups
shall have only one and families up to two adult voting representatives.
7. Subscription and Fees
The cost of the annual membership may be varied by majority vote at the AGM or EGM.
Subscriptions for Membership are for one year. Subscriptions for all classes of membership are
payable upon application to membership and thereafter annually on the first day of January. The
process of annual subscription may be varied following a majority vote at the AGM or EGM.

8. Arrears
Any member whose subscription is three months in arrears, from the date due for payment, will
be considered to have resigned.
9. Discipline and Expulsion
The Club Committee has the power to expel from the Club any Member whose conduct in the
opinion of the Committee renders the Member unfit for membership, such as being a danger to
themselves or others, conduct or character likely to bring the Club or sport into disrepute.
All concerns, allegations or reports of poor practice/abuse relating to the welfare of children
and young or vulnerable people will be recorded and responded to swiftly and appropriately in
accordance with the Club’s child protection policy and procedures. The Club Child Protection
Officer is the lead contact for all members in the event of any child protection concerns.
Any complaint regarding the behaviour of a member should be presented and submitted in
writing to the Secretary.
The Committee will meet to hear any complaints within 30 days of it being lodged. If it is
found that there may be grounds for expulsion, a formal disciplinary hearing will be held. The
Secretary will give the member or members at least 30 days written notice of the hearing, to
include the grounds for complaint against the member. The member will have the opportunity to
answer the complaint.
No Member will be expelled without first having had the opportunity of appearing before the
Committee and answering the complaint made against the Member, nor unless at least two
thirds of the Committee present vote, in secret ballot, in favour of the expulsion.
The outcome of a disciplinary hearing should be notified in writing to the person who lodged
the complaint and the member against whom the complaint was made within 30 days of
the hearing. There will be the right of appeal to the Committee following disciplinary action
being announced. The Committee should consider the appeal within 30 days of the Secretary
receiving the appeal.
10. General Meetings
Five voting members shall constitute a quorum at any General Meeting.
The AGMs will be held between 1st November and 28th February each year to receive the
reports from Committee members and discipline contacts, a statement of the accounts, to elect
members to serve on the Committee and any other competent business.

Nominations for Committee positions (unless made by the Committee) shall be signed by the
proposer, seconder and nominee, and presented to the Club Secretary at least 10 days before
the AGM.
Motions for discussion at the Annual General Meeting, not of origin from within the General
Committee, shall be lodged with the Secretary at least ten days before the AGM, and be signed
by 5 members entitled to vote.
An Extraordinary General Meeting may be called by the Committee or on request to the
Secretary by at least 10% of the membership. Not less than 21 days’ clear notice of AGMs and
EGMs shall be given, specifying to all members the time, place and business of the General
Meeting.
11. Voting
Voting at AGMs, EGMs or Committee Meetings will be by simple majority. The Commodore
shall have the casting vote.
12. Finance
All Club money will be banked in an account held in the name of the Club. The Club Treasurer
will be responsible for administering the finances of the club. The club accounts will be
independently verified on an annual basis. The financial year shall be from 1st January to 31st
December. The Treasurer shall have discretion to approve transactions, in accordance with
the aims of the club, of a value not exceeding an amount which shall be determined by the
committee at the first committee meeting of the year. The Committee may approve certain
routine transactions on an on-going basis. All other transactions require explicit approval of the
Committee.
13. Club Equipment and Assets
Payment for damage to, and replacement of, club equipment will be made by members
responsible for that damage or loss.
Rules and charges for the hire of club equipment shall be set by committee.
14. Income and Property
The income and property of the club shall be applied solely towards promoting the club’s
objectives as set forth in this constitution.
15. Dissolution
A resolution to dissolve the Club may only be passed at an AGM or EGM through a majority

vote of the membership.
In the event of the dissolution of the Club, any assets remaining after the satisfaction of all debts
and liabilities shall not be paid to or distributed among the members of the Club, but shall be
placed in trust with the Scottish Canoe Association until such time that they may be handed
over to an appropriate body or bodies who will use them in the interests of local canoeing.
16. Amendments to the Constitution
The constitution will only be changed through agreement by majority vote at an AGM or EGM.
17. Declaration
Forth Canoe Club hereby adopts and accepts this constitution.
Alistair Riddell Secretary date: 1 December 2011
(Adopted by resolution of the Annual General Meeting held 1 December 2011).