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10th August 2017

DISCLAIMER This document and the information contained within it have been compiled solely with the purpose of providing guidance to club members and the committee. All warranties, express or implied, are disclaimed, including without limitation, any and all warranties concerning the accuracy of the contents, its fitness or appropriateness for a particular purpose or use, its merchantability and its non infringement of any third party’s intellectual property rights. Pirates Canoe Club expressly disclaims any and all responsibilities for the accuracy of the contents and makes no representations or warranties regarding the content’s compliance with any applicable statute, rule or regulation, or the safety or health effects of the contents or any product or service referred to in the document or produced or rendered to comply with the contents.

Contents 1 History ...... 1 2 Goal ...... 2 3 Objectives...... 2 4 Club Constitution ...... 3 4.1 Name ...... 3 4.2 Objectives...... 3 4.3 Membership ...... 3 4.4 Cessation of membership ...... 3 4.5 Subscriptions ...... 3 4.6 Annual General Meeting (AGM) ...... 3 4.7 Committee ...... 3 4.8 Extraordinary meetings ...... 4 4.9 Alteration of rules ...... 4 4.10 Liability ...... 4 4.11 Power of decision ...... 4 5 Committee Appointment & Responsibilities ...... 5 5.1 Committee Responsibilities ...... 5 5.2 Club Model ...... 9 6 Membership Application Procedure ...... 10 6.1 Membership Application...... 10 6.2 Fees ...... 10 7 Membership Profile ...... 11 8 Health, Safety and Liability Policy ...... 11 8.1 PCC Health & Safety Policy ...... 11 8.2 Club Management of Health & Safety ...... 11 8.3 Club Trips ...... 16 8.4 Club Courses...... 16 8.5 Disaster Plan ...... 16 8.6 Overseas Trips ...... 16 9 Protection & Welfare ...... 17 9.1 PCC Child/Vulnerable Adult Protection and Harassment Policy ...... 17 9.2 Disclosure and Barring Service (DBS) previously ...... 18

9.3 Junior Members ...... 18 10 Training Policy ...... 19 10.1 Objective ...... 19 10.2 Training & Development ...... 19 10.3 Subsidised Course Fees ...... 20 10.4 Club Coaching and River Leadership ...... 22 10.5 Validation of Coaching/ Leadership Qualifications ...... 22 10.6 Safety training ...... 22 10.7 Beginners Courses ...... 23 10.8 Developing White Water Skills & White Water Leadership...... 23 10.9 The Provision of Specialist Training ...... 24 10.10 Responsibilities of Course Organisers ...... 24 10.11 Re-Assessment of Training Requirements & Revisions to The Policy...... 24 11 Club Equipment ...... 25 11.1 Equipment Access ...... 25 11.2 Bookings and Equipment Returns ...... 25 11.3 Maintenance & Inspection ...... 26 11.4 Borrowing of club equipment by other groups or non-members ...... 31 12 Communications ...... 33 12.1 General Communication ...... 33 12.2 Document Storage and Backup ...... 33 12.3 Members information ...... 33 12.4 Website ...... 33 13 Use of Videos, Cameras, Club Website ...... 34 14 Codes of Conduct & General Club Guidelines ...... 35 14.1 General guidance for all river users ...... 35 14.2 General guidance for boaters ...... 36 14.3 Guidance for boating near anglers ...... 36 15 Guidelines for Coaches ...... 36 16 Support to External Clubs ...... 37 17 Club Accounts Management ...... 37 18 Insurance & Liability ...... 37 18.1 BC Affiliation Insurance ...... 37 18.2 Liability ...... 39

18.3 Equipment insurance ...... 39 18.4 Employers Liability Insurance ...... 40 19 Boat Licensing and River access ...... 40

1 HISTORY Pirates Canoe Club was founded in the 1980’s by a group of keen kayakers. It is a warm and friendly club with a safe, relaxed atmosphere. We have around 60 – 80 members of all ages, sexes and backgrounds so whether you are white water junkie or have never

been in kayak before there will be something for you. Being based in Kent the majority of our paddling is done on the sea and on the various rivers around the South East. We have members whose interests include a range of paddle sport disciplines. We run an active and wide ranging calendar throughout the year ranging from pool sessions on Monday evenings at Kingswood Activity Centre, Ashford Swimming Pool to week long white water trips in the Alps. Our away trips could be anywhere in Britain with regular venues including Pembrokeshire, The Gower, Devon, North Wales, Cumbria and Nottingham. We also run trips throughout Europe including France (White Water), Portugal (Surf) and Sweden (Flat Water Marathon racing). Pirates Canoe Club is affiliated to the British Canoe Union and has close links with local scouting and cadet groups who are taught by

our qualified instructors.

Contact our membership team at: [email protected], or go to our website for more details

http://www.piratescanoeclub.com/Pirates_Canoe_Club/Home.html

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2 GOAL To promote the sport of canoeing and develop club members to a level of paddling competence appropriate to their personal goals & capabilities within a professional club community

3 OBJECTIVES

 To provide a community environment where members can actively engage in the sport  Promoting paddling in a fun, relaxed, controlled, friendly environment appropriate to paddler capabilities.  Ascertaining members personal goals and objectives (target level), assess present ability, formalising a development plan to achieve those goals  Provide coaching and development programmes to support members goals  Develop member resumes determining competence. Resume may include a combination of internal/external courses and practical trip experience with formal signoff matrix.  Encourage peer to peer mentoring and responsibility  Provide the forum for the introduction of paddlers with common interests. Creating opportunity for fellow paddlers to share and develop experience. Encourage interest groups such that members can proactively develop their skills as teams in specific areas of interest.  Provide opportunities to paddle in different environments both regionally and globally to develop members’ exposure at an appropriate level.  Provide new starters with opportunity to discover their areas of interest and guide them in best attributes of buying a boat following chosen line of interest (progression).

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4 CLUB CONSTITUTION

4.1 Name The club shall be known as the “Pirates Canoe Club”.

4.2 Objectives To promote the sport of canoeing (The Club is non-profit making and organised on an amateur basis)

4.3 Membership  Any active canoeist who undertakes to behave in the best interest of the club and the sport shall be eligible for membership.  Senior club membership - 18 years and over Junior club membership - From 12 to 18 years.

4.4 Cessation of membership  Any member violating the rules and/or regulations of the club, or being adjudged guilty of unsatisfactory conduct may, by resolution of the committee, be suspended or expelled.  Any member so suspended or expelled may appeal to a special General Meeting, if such an appeal is sponsored by not less than 20% of the members.  Any member so suspended or expelled may also appeal to the British Canoeing (BC) to state their case.  A member shall be deemed to have resigned from the club if after due notice in writing, they have not paid by April 30, the annual subscription which became due on April 1.

4.5 Subscriptions

 The rates of subscription shall be determined by the members at the AGM scheduled for March of each year. Members are encouraged to attend the AGM and convey their views.  Fees are payable from 1st April to 31st March.  New members joining after the 31st December will pay ½ price

4.6 Annual General Meeting (AGM)  Shall be held in the month of March each year. There shall be laid before the meeting a statement of accounts made up to the last day of February each year.  At least once a year the accounts shall be examined by an independent, aware person.  At all AGMs, not less than 20% of the club shall constitute a quorum, being based on Senior membership only.

4.7 Committee

 2 monthly....  Suggested meeting structure o Agenda 3 | P a g e

o 2 hours o 6 subjects (20min) o Presentation verbal... 10 + 10 minutes for round the table member response  Shall consist of a Chairman, Secretary, Treasurer, Coaching Member, Quartermaster and two other members (one junior member where possible).  Shall be elected at the AGM for a term of one year, at the end of which they shall retire but shall be eligible for re-election.  Shall be responsible for the general conduct of the club's business, finances and activities.  Shall not meet less than four times, at regular intervals during the year In the case of casual vacancy on the committee, the said committee shall appoint another eligible person to act until the next AGM, as required.  Only members of the club can be elected to serve on the committee shall manage the affairs of the club. Financial or legal liability in the rightful exercise of their office shall be the responsibility of the club as a whole.

4.8 Extraordinary meetings  Shall be called on the instructions of the majority of the committee, or on a requisition signed by not less than 20% of the membership, giving 21 days notice.

4.9 Alteration of rules  The Constitution shall not be altered, amended or rescinded except by a general meeting of the club.

4.10 Liability

 All members or other persons’ who attend club tours, meetings or organised events, do so at their own risk.  Neither the club nor its officers can accept liability for any loss or injury of any kind sustained whilst on a club tour, meet or organised event. Note: Disclaimer shall be included within club membership form as follows: “I have read and agree to abide by the Pirate’s Canoe Club Constitution and Rules and I agree to pay the membership fee (pro-rata at the discretion of the committee) and as set at the Pirates Canoe Club annual AGM. I understand that kayaking is a risk sport and that I paddle with the Pirates Canoe Club entirely at my own risk”

4.11 Power of decision

 Any matter not provided for in this Constitution, or any questions over the interpretation of it, shall be dealt with by the committee whose decision shall be final.

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5 COMMITTEE APPOINTMENT & RESPONSIBILITIES

5.1 Committee Responsibilities The responsibilities of the following committee members are detailed and may change by committee agreement.

5.1.1 Chairman Broad outline of the post: To co-ordinate the business and general activities of the Club and provide a forum for debate and discussion for all Club members. Specific tasks/responsibilities:  To be available for all Club members and the Management Committee.  To listen, discuss and act upon, as necessary, any ideas, concerns and criticism voiced by Club members.  To be unbiased, impartial and ensure that all Club members’ views are adequately represented.  To be conversant with the constitution and procedure for running Club meetings.  To chair Club meetings and ensure that they are short, succinct, effective and those actions are assigned as necessary.  To ensure that any planning or budgeting for the future is carried out in accordance with the wishes of the Club members.  To ensure the Committee remains focused on the needs and requirements of the whole Club.  To provide leadership to the Committee and support for individual officers in their specific jobs.  Responsible to IBC for the assignment of key and general security of the site.  Represents the Club at local, regional and national events as required.  Assist Treasurer in compiling the annual budget plan

5.1.2 Secretary Broad outline of the post: To provide a link between Club members, the Committee and external bodies (such as the BC, other clubs and prospective new members). To provide administrative support to the Committee. Maintain accurate records of membership and provide lists of paid-up members as required. Specific tasks/responsibilities

 Coordinate committee meetings  To prepare and circulate minutes of all Club meetings  To reply to mail addressed to the Club.  To provide administrative support for the Committee.  To keep the Club notice board up-to-date, if required.  To ensure the Club affiliation to the BC is up-to-date.  To ensure the Secretary’s folder is up to date with BC, 5 | P a g e

 To reply to new member enquires.  To follow up on overdue membership fees  To mail out to last year’s members who have not re-joined in the current year.  To update the membership form and the Club information leaflet as required.  Compile action list and oversee / follow up on status  BC Affiliation including club insurance & Annual boat licences  Ensure that adequate insurance is in place to cover PCC liability exposures  Compile database such that the club can profile membership/club needs in regards to equipment, training and events  To produce regularly updated membership lists for use by the Committee, Coaching Officer, events co-ordinators and others as requested.  To produce an up-to-date list of members contact details for publication in the newsletter

5.1.3 Treasurer Broad outline of the post: To maintain accurate financial records and safeguard Club funds. Specific tasks/responsibilities: • To keep up-to-date records of all financial transactions. • To collect all money due to the Club from other Committee members and trip/course organisers and issuing receipts. • To issue membership forms, collect membership fees and up-date membership records. • To ensure that all cash and cheques are promptly deposited into the Club account. • To report regularly to the Committee on the Club’s financial position. • To advise the Committee on the financial implications of any decisions/recommendations. • To prepare a year-end statement of accounts to present to the Auditors. • To liaise with the auditors to ensure their report is prepared in time for the AGM. • To present an end-of -year financial report to the AGM. • To coordinate payment of members fees for away trips and external coaching fees • To provide support and advice for members who are collecting or spending money on behalf of the Club; for example training course organisers, equipment officers, fund-raisers, trip organisers etc.

5.1.4 Coaching Officer Broad outline of the post: The delivery of all coaching needs to PCC members of all abilities and ages. To support all PCC coaches in their respective roles and to encourage PCC members to consider a coaching pathway. To deliver structured training and assessment sessions throughout the year for all club members. Specific tasks/responsibilities:

 Coordinate coaching team activities  Get all the policies in place, as required by the BC to run a safe and successful club.  Overall responsibility for safety training  To recommend amendments to the Club safety policy and disaster plan.  To organise and chair an annual safety and training meeting for the Club.  To facilitate training courses  To provide information and publicity on training.  To oversee the organisation of an annual training meeting for all club members. 6 | P a g e

 Development a sustainable club coaching team with capabilities to cover club interests (WW, Sea, Canoeing...)  New members safety induction and swim testing  To maintain a diary of courses.  To maintain records of club courses.  Implementation of coaching programme to develop club capabilities (both members and coaches)  Detail member development plans and tailor coaching sessions over the year  Ensure that the coaching team have the right skills for the membership development requirements  Ensure that adequate records are in place to assess member experience  Ensure that safety training is undertaken and the club has sufficient first aiders  Detail trips that will be required to develop members

5.1.5 Quartermaster Broad outline of post: To manage club equipment including audits, repairs, replacement, booking out and return of equipment. Ensure that there is an appropriate inventory of equipment to support membership training and development needs. Specific tasks and responsibilities:

 Ensure the club equipment policy set out in this handbook is up to date and reflects current status of requirements.  To keeps an inventory of all club equipment  To organise equipment audits, suggest thorough annual check with regular checks of condition of items, ensuring that it is all fit for purpose. Ensure that inspections are carried out at the frequencies identified in this club guideline  Responsible for maintenance and repair of club equipment. Ensuring that all equipment is clearly marked with the Club’s name and a serial number.  Report to committee advising on the state of equipment, including damage and loss.  To arrange for the purchase of new/ replacement of equipment, as agreed by committee. This may include spare items, e.g. airbags, bungs, footrest nuts as required.  Limit access to defective equipment and where appropriate destroy defective items to avoid future use.  Control equipment access and use by means of appropriate booking out and return system (Ensuring control and timely return of equipment)  Ensure containers and storage areas kept to an acceptable standard of maintenance and security.  To produce annual report summarising equipment utilisation over the year, to be presented at AGM

5.1.6 Child Protection & Welfare Officer Broad outline of post: To ensure that PCC adhere to the requirements relating to child protection and welfare. Shall have attended Sports Coach UK Safeguarding and Protecting Children & BC Time to Listen Workshop

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Specific tasks and responsibilities: • To provide information and advice on child protection within the Club and promote a child focus. • To ensure that the Club adopts and follows the BC Child Protection Policy and Procedures. • To promote awareness of the BC Codes of Conduct and Paddlesafe documents. • To implement recruitment and screening procedures within the club. • To be a confirmation signatory, verifying the identity of individuals completing disclosures.

5.1.7 Newsletter Editorial Activities Broad outline of the post: To produce and distribute the Club newsletter. Specific tasks/responsibilities:

 To liaise with Club members regarding events and other matters for publication in the newsletter.  Get the club members more involved by improving club communications  Steer committee on member feedback – what we are doing right and what needs adjusting  Draft 1-2 monthly news letter and issuing to all members– (based on committee notes photos etc – we should all take a part in supporting)  Media, club promotion and posters

5.1.8 Generic Responsibilities of the Committee The following generic responsibilities may be undertaken by an appointed member of the committee and/or in alternatively as a group:

5.1.8.1 Administration:  Club policy and handbook  To produce statistics on membership for the AGM to assist with steering the club towards membership interest and club investment  Strategy – look at club strengths and weaknesses and steer advise/steer committee  Health & Safety, and “Competent Persons Register”  Update online calendar & events programme

5.1.8.2 Events • Ensure we have the rights events and balance for our members • Ensure that there are specific trips to support coaching team • To review the safety plans for Club trips and courses. • Ensure that whatever role a member intends at the proposed event they are within the limits of remit under the “Competent Person Register” (in preparation) • Supervision of trip proposal, associated method statements and risk assessments, and advise event organiser/ responsible persons on any additional considerations • To ensure the non members attending paddles do not exceed four trips (exceeds liability cover limit) • To maintain an accident book, to include details of equipment failures in conjunction with the Quartermaster. 8 | P a g e

• Identify and profile potential paddle venues, investigate associated river access (limitation, local constraints such as parking, amenities etc), • Develop a portfolio of trip plans with method statements and BC graded ++ categorising

5.1.8.3 Web Management:  Manage Facebook  Manage and update Website  Update online event programme and calendars  Ensure documents and website are backed up and secure

5.1.8.4 External relations:  Develop interclub and community relations  Increase the Pirates profile and interaction within wider paddling community  Manage external interactions such as: o Kingswood Pool: - To annually provide appointed committee contact conduit between The Management of Kingswood and PCC and to support the Coaches/Lifeguards in their duties. o Conningbrook:- To annually provide appointed committee contact for this programme. o Ashford Triathlon: - Provide safety cover for this event. o Woodchurch Scouts: - Organise three evening coaching session for group.

5.2 Club Model The Committee has been setup to facilitate the effective organisation of the Pirates Canoe Club. The following club model is used to recognise the club activities and responsibilities and how they interface.

Administration

Insurance, Health & Safety, data financial, membership profiling, membership protection & welfare etc

Membership Coaching Focus Events Training, development, Identification and giving members the arrangement of activities competence to attend to meet membership and/or lead their target needs and interests in a events safe controlled environment

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6 MEMBERSHIP APPLICATION PROCEDURE

6.1 Membership Application Potential members should contact the club via the Website general enquiries. This will direct to the club secretary. New members without experience; or experience but without personal equipment shall attend pool sessions before being invited to outdoor events. New members with experience and personal equipment must attend local paddles before being invited on away trips. Where potential members wish to join but request a trial session this will be charged at £10. This is a one off session and the individual must join the club prior to attendance at a second club session. The £10 will be deducted from their membership fee. The membership application shall be completed online and submitted. This will then direct to the club secretary and treasurer. Upon acceptance and payment of fees due the applicant will become a member and is authorised access to the website members sections. Each Year the membership shall be renewed online by all members to ensure up to date details and agree any revised terms of membership.

Cheques should be made payable to Pirates Canoe Club. The P.C.C. yearly subscriptions are due 1st April each year. However we do encourage direct bank payments by BACs

6.2 Fees Membership fees are agreed at the AGM and shall be updated each year following membership vote. The latest membership fees may be viewed on the website https://www.piratescanoeclub.com/prices Funds are utilised for many activities within the club facilitation including:

 Club equipment, kayaks etc maintenance and replacement  Administration and affiliation fees including BC registration, Web Hosting etc  Coaching support o PCC have a policy of financial support to coaching/leadership qualifications where it is deemed in the membership’s interest. o Hiring in of coaches to support specific development activities where this cannot be supported by the club members  An appropriate number of club boat licenses for those not licensed on the river  Other such expenditure as may be deemed appropriate by the committee  Location fees such as boat storage and lake access

Each year a balance sheet shall be compiled and circulated prior to the AGM detailing income and expenditure. A budget shall be drafted detailing proposed expenditure for the forthcoming membership year detailing how membership funds are to be spent and reserves. Consideration will be given to:

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 Equipment purchase requirements  Equipment repairs  Affiliation fees  Coaching and training; and  Licenses etc.

Notes: British Canoeing (BC) memberships should be identified to ensure PCC retain the appropriate number of boat licenses and minimise BC affiliation costs.

It is requested that members ensure their details are up to date i.e. telephone numbers, awards gained, first aid etc. If any membership details change please notify either the Club Secretary of Treasurer. The club encourages all members to hold British Canoeing membership once established in the sport. This provides significant guidance on development, events, insurance and river licences.

7 MEMBERSHIP PROFILE Utilising the online membership data, the committee will endeavour to do their best to profile data to allow tailoring of club activities to the needs and desires of its membership.

8 HEALTH, SAFETY AND LIABILITY POLICY

8.1 PCC Health & Safety Policy PCC aims to provide a safe environment in which our members may enjoy themselves. The club shall take the necessary control measures to ensure club members’ health and safety on the Club’s organised events. Our principal objective is to

 ensure our members are of an appropriate level of competence to attend their chosen events; or appropriately supervised by a qualified coach  Are aware of the risks relating to this water sport  Are aware of their duty of care for the safety of themselves and their peers when undertaking club activities  Ensure the welfare of all paddlers and in particular junior members and vulnerable adults If you have any questions regarding this policy, please contact the Club Chairman.

8.2 Club Management of Health & Safety The following sections outline how the club will manage the health and safety of its members.

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8.2.1 Ensuring the safety and health of Club members As a matter of course, the club request all paddlers wear a buoyancy aid, dry cag or appropriate cagougle (in all seasons), a helmet and – if participants are confident in evacuating their boat – a spray-deck. The Quartermaster and event organisers regularly check all Club equipment. However if members do notice defective equipment, it is expected that it is reported to the trip organiser or a committee member. The level of ability required for each trip is generally stated on the events programme or by the organiser at the time of booking. Members are expected to be of sufficient ability and competence to attend such activities as white-water. If members are uncertain if a trip is suitable the event organiser will be able to advice members’ based on their records (No liability is accepted for such advice). PCC also like to make sure everyone's is doing the right thing off the water as well, which includes lifting and launching of boats. Members are advised on the best way of doing handling equipment and should also be mindful of traffic risks. PCC recommends that paddler obtain their BC Star Awards in their selected areas of interest to support development and on water competence Encourage good river hygiene practices such that all paddlers consider:  that their hands are appropriately sanitised prior to eating food/drink on the riverbank.  are aware of the risks of leptospirosis also known as Weil's disease. This may be ingested from dirty hands where there has been contact with leptospirosis bacteria on river bank (generally stagnant waters, locality of rats habitats on river bank. Symptoms include:  a high temperature (fever) that is usually between 38C and 40C (100.4-104-F)  chills.  sudden headaches.  nausea and vomiting.  loss of appetite.  muscle pain, particularly affecting the muscles in the calves and lower back.

If a paddler experiences any of these symptoms following a paddle they should immediately speak to their doctor explaining that they have been on the river.  avoid paddling in areas of:  Poor water quality/stagnant waters e.g. where there is a lack of water flow  heavy plant growth  blue algae (Refer also to BC's guidance on the Canoe England website).

8.2.2 Organisation and responsibilities All of our coaches and volunteers provide assistance in accordance with the BC’s Code of Conduct.

8.2.2.1 Informal events These events offer the least level of organisation - the event organiser will help get everyone in the same place at the same time. They will not do any trip planning or provide any direction or focus on the water. An example of this would be someone booking a campsite by a beach with the intention

12 | P a g e of going sea kayaking/pub accommodation near a river/canal etc, but leaving the kayaking side of things for individuals to sort out when they get there. Anyone can organise such an event. Social events and meetings are also classified as Informal events. These are not formally recorded on the club calendar and should be considered with caution for inexperienced paddlers below 3 star competency, unless informally advised otherwise by a qualified peer.

8.2.2.2 Peer trips Peer trips mean that everyone takes full responsibility for themselves, their safety and their kit, while behaving in a responsible way that does not put other members of the group at risk. Nobody takes overall responsibility for the safety or wellbeing of the group, because the experience and skill level is expected to be similar – you are paddling with a group of peers. Group members are expected to look out for each other, while staying within their own limitations, but there is no onus to support anyone else if you do not feel confident doing so in any given situation. Club equipment can be borrowed but arrangements for transportation of this must be made by the individual and booked out in accordance with club guidelines. There will be a ‘trip organiser’, their role is to organise the logistics for the trip to help get everyone in the right place at the right time. They will also suggest the route of the trip. But to reiterate, they are not leading or taking responsibility for the group. Those going on trips must expect to take part in making it happen and contribute to decisions that need making as part of the trip (e.g. is the suggested route sensible? Is it safe to go on/should the group turn back?). Participants cannot expect others to make decisions for them or on behalf of the group. Who can organise a peer trip? In theory anyone who has completed the BC 3* training. However, people will need to be aware of their limitations. People must not be organising trips on water types or grades they have little or no experience of.

8.2.2.3 Leader guided trips Unlike ‘peer trips’ one person will lead the group and, within reason, take responsibility for a group of up to 6 people. A leader must have a relevant leader qualification (e.g. BC 4*), except in specific circumstances (see below). Leaders will be able to discuss with and advise individuals if the trip will be suitable for them. These types of trips are good for people with no or little experience of planning trips, limited paddling experience, or those who wish to push their limits under the guidance of the leader. Certain 3* paddlers may be sanctioned by the PCC Committee to lead trips in a limited range of circumstances where the risks are considered to be low. Each leader must be approved by the committee.

8.2.2.4 Coached trips Hints and tips can be picked up from peers and leaders on any type of trip and time may be set aside for practising skills. However, some trips may be organised to coach specific skills. Appropriate qualifications are required for coaching sessions. These trips may be run in conjunction with river led trips. All coached trips are coordinated through the Coaching Officer. 13 | P a g e

Example may be White Water Coach Qualifications shall include Level 2 coaching, White water endorsement, 4* river leadership, first aid course, white water safety and rescue. Thus this coach may lead/coach 4-6 paddlers of suitable competency down the river Dart. Beside this group a second group of 3* paddlers may as peers paddle (resulting in Group A and Group B)

8.2.2.5 Delegation of River Leadership for Flat Water Paddles It is acknowledged that not all trips require coaches or leaders to supervise. The principal focus of the coaching team should be to develop member competence and supervise more complex trips. Thus where paddles are viewed by the club committee to be of low risk it is in the committees view appropriate for such event to be lead by competent club paddlers outside the coaching group. This relieves pressure on the advanced paddlers to support activities and promotes family paddles. These will generally be identified as peer-peer paddles and attendees will be equally responsible for their own safety and that of their peer paddlers.

8.2.3 Training and competence Paddlers should have sufficient technical competence and endurance to undertake the requested paddles. Whilst PCC do not retain any liability for members it is viewed in the best interest of our members that a level of control is retained to protect the safety of individuals and their paddling peers. Thus the event organiser retains the right to decline request if deemed in the best interest of the club and the individual. New member shall undergo safety training at the earliest opportunity following membership as part of a PCC induction session. They shall be assessed for level of competence at the earliest opportunity by one of the coaches. A personal development plan shall be compiled to assist: individual development, record training sessions and BC courses attended, and record resume of events attended (experience gained).

The personal development record may be used to:

 Assist the training officer and coaching team in developing a personal training plan  Qualify competence of the member to attend specified club events and or their supervisory requirements.

All members shall have:

 Club induction training  Attended the pool safety and rescue practical training  Safety and etiquette on the river

The club have a policy of knowledge share and encourage peer – peer training during club events.

8.2.4 Trip Guide, Trip Forms, and Risk Assessments The following documentation should be considered when coordinating events. Documents and forms are available from the Club website, within the “Documents” tab.

8.2.5 Trip Guide The trip provides an overview of the trip including useful details for paddlers. This should include: 14 | P a g e

• Summary of trip, route and schedule • Minimum competence level based on technical complexity and endurance level • Required safety equipment • Protective clothing required • Maximum/ minimum numbers • Refreshments • Guideline on effects of weather conditions, tidal conditions, river flows etc • Consideration to safe offloading of boats both from adjacent risk such as roads, personnel and bridges etc and lifting of heavy loads • Name and address / telephone number of the Club for emergency use • Location of the nearest casualty department • Fire and emergency risk associated with accommodation where applicable

8.2.5.1 Generic Risk Assessments Each coached trip guide should be accompanied with a generic risk assessment reviewed by a club member with sufficient technical knowledge and competence to undertake such assessment. Additional risk may be noted in blanks rows. This should be undertaken in line with BC guidelines. Consideration should be given to:

 Applicable diseases whether in UK or overseas water, vaccinations, precautions etc  Equipment  Hotel fire safety  Travel safety including securing of boats etc  Overseas insurance guideline  Contact details of club contact in event of emergency  List of the current Management Committee members to be notified in event of incident

8.2.5.2 Trip Form & Dynamic Risk Assessment The “Trip Form” should be completed on the day. This includes a dynamic risk assessment detailing any additional risks not covered by the generic risk assessments. The form includes: • Trip organiser • On water leader • Kit holders and first aiders • Trip members – emergency contact details  Incident reporting  Dynamic risk assessment

8.2.6 Equipment  The Quartermaster will carry out annual safety checks on all Club equipment and ensure that necessary repairs are carried out before the equipment is available for hire again.  In addition, the Club will endeavour to ensure that all equipment used on Club courses and events is fit for its purpose and is checked accordingly by the Course/Event Organiser.  Generally, equipment borrowed by Club members for use other than on courses will be at the paddlers own risk.

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8.2.7 Safety Briefing Prior to water entry the event’s organiser will ensure that all members gather for a safety briefing This should include  Trip preamble by reference to trip method statement  Equipment check  Ascertain weaker paddlers and allocate buddy where appropriate  Clear identification of any potential exposures and subsequent control measure by reference to trip risk assessment  Head count  Safety equipment checks and confirmation to members which boats have equipment and who first aiders’ are.

8.3 Club Trips Club trips, as opposed to courses, are defined as any trip which uses Club equipment or as specified within the Events calendar. Club trips will be advertised on the Club website and incorporate a checklist to include:  Name of the Organiser  Proposed rivers to be paddled, including grade (subject to river conditions)  Level of paddling ability required  Whether any river leading is to be provided (by Level 3 Coach or person of equivalent experience)  Whether or not any instruction will be given. It must be noted that informal paddles are arranged between club members and whilst these activities are encouraged PCC consider this outside club jurisdiction. Thus whilst PCC cannot enforce safety guidelines detailed within this handbook they are promoted as good practice and should be adopted by all members.

8.4 Club Courses The course details, syllabus, qualifications / experience of course leaders and summary details relating to safety aspects are to be lodged with the Coaching Officer prior to commencement of the course.

8.5 Disaster Plan In the event of a serious accident occurring, the Club will immediately appoint someone to organise an agreed statement of events, deal with the media, BC and other relevant bodies. The committee should be notified at the earliest opportunity.

8.6 Overseas Trips There are principally two type of overseas trips

 Club organised trips  Third party company organised such as Fluid Skills, G17. 16 | P a g e

Club organised trips are generally limited by membership capabilities and cost. Where a small group of paddlers are keen to experience overseas paddling but cannot generate sufficient membership interest the club encourage booking with approved third party companies. Members can discuss these with the coaching officer or other experienced paddlers. It is encouraged to state intentions to the wider club community where appropriate. Organisers of overseas trips should be aware that in the event of an accident, criminal proceedings may be brought under local law which can be complicated and costly. All participants should ensure that they have the relevant protection in place including but not limited to:

 Relay insurance for their vehicle  Personal insurance (extended to cover canoeing activities at the right level)  Emergency contact numbers.  Additional insurance to cover loss or damage to any Club equipment.  Cross boarder VISAs  Local river licence/ authorisation to paddle river

9 PROTECTION & WELFARE

9.1 PCC Child/Vulnerable Adult Protection and Harassment Policy All members should show respect and understanding for the rights, safety and welfare of others, and conduct themselves in a way that reflects the principles of the Club. The Pirates Canoe Club is committed to ensuring that all members taking part in canoeing are able to do so protected and kept safe from harm while they are with coaches, volunteers and /or peers. This is particularly true in respect of vulnerable adults and junior members. All club members have a duty with respect to Safeguarding and Protecting Vulnerable Adults and juniors under 18 years’ of age to ensure they can participate and enjoy our sport with the highest possible standards of care. All club coaches and volunteers will:

 Have a clear understanding of operating within BC code of ethics,  Are aware of what their ‘duty of care’; and  How this relates to their position in providing activities and being responsible for others. The Pirates Canoe Club will ensure all reasonable steps are taken to protect the safety of any vulnerable person taking part in any activity organised by the club. The Club has appointed a Child Protection and Welfare Officer whose role it is to deal with any issues concerning Vulnerable Persons harassment. Anyone having concerns with respect to Abuse or Harassment should contact that person. If that person is unavailable they can contact the Club Chairman or the BC Child Protection/Vulnerable Adults Harassment Officer The club believes that taking part in Paddlesport should be a positive and enjoyable part of children and vulnerable adult’s lives and to achieve this have the following aims:

 Club coaches and helpers should follow the BC Code of Ethics

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 All Club coaches, helpers and officials working with young people and vulnerable adults should o Read and adhere to the BC Child/Vulnerable Adults Protection and Harassment Policy. o Undertake the BC online training as advised by the club Welfare Officer  The Club will ensure that anyone working with young people undertake a screening procedure through the DBS. This is coordinated by the Club Welfare Officer  All Club members are made aware of the Club Code/s of conduct  The Club will obtain written medical details of paddlers which will be made known to coaches, where deemed appropriate and/or necessary  Any paddler who coaches for the Club should be a member of the BC. The club will encourage and support helpers to gain qualifications and assist coaches to stay up-dated  The Club will identify a person whose role it is to deal with any issues concerning Child Protection and Vulnerable Adults Harassment and notify this person to all members. Anyone with concerns with respect to Child Abuse or Harassment should contact that person. If that person is unavailable they can contact the Club Chairman or the BC Child Protection/Vulnerable Adults Harassment Officer  The Club will adopt and regularly review a Health and Safety Policy  The Club will review this Policy annually

9.2 Disclosure and Barring Service (DBS) previously Previously the Criminal Record Bureau (CRB) Where club members are identified as responsible for children and vulnerable adults these members shall undergo a DBS check. This may include senior members of the club where spending significant time with such members and the coaching group. A record of DBS certification shall be retained by the Child Protection and Welfare Officer. The PADDLESAFE - Online Child Protection Course (http://BC.wt-associates.co.uk/) should be undertaken by any member that may be required to deal with children and may include: o Committee members o Coaches o Event organisers o Competent persons

9.3 Junior Members Junior members are defined as those members under the age of 18 years. The Club advocate the development of junior members within the sport. However we also acknowledge their vulnerability when attending club events. All members under the age of 18 must have a Junior Consent Form signed by their parent or an appointed guardian. As a general guideline the club recommends:

 Junior members be over the age of 12 to ensure: o Suitably sized equipment and kayaks are available o Specified club events are not over demanding (thus discourage them from the sport).

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 Juniors should always be accompanied on the water by a member of the coaching or river leadership team or parent/guardian. For clarity this means juniors must never paddle unsupervised irrespective of skill level on club events.  The attendance of junior members on away trips is at the discretion of the trip organisers and may be dependent on level of risk associated with the trip, age, competence and stamina (as with all members).  Juniors shall always be accompanied on away trips by a parent or guardian unless otherwise specified by the Club trip organiser (discretion for junior’s between16-18). The parent or guardian may be dry side but should remain available in case of emergency. Where the parent/guardian does not attend by agreement with organisers, they will need to sign a consent form stipulating who is responsible for their child at the event. Juniors under the age of 12 may also become members as part of a family membership. They must be accompanied by an experienced parent or guardian on the water. Attendance at specific events is at the discretion of the event organiser. This is a guide and may very much depend on the specific event, organisers and junior members experience. Ultimately junior members are the responsibility of the parent or guardian and as such it is expected that a responsible approach to each trip is adopted.

10 TRAINING POLICY

10.1 Objective The Club relies upon its members to organise training courses and, in the majority of cases, to provide all the instruction. This is time given freely to the Club in order to maintain the excellent standards of training achieved to date. The principal objectives are:

 To establish a guidelines to ensure that the Club continues to promote, and maintain consistent high standards of training for all its members;  To outline the roles and responsibilities of course organisers, the Coaching Officer and the Club’s committee, and;  To aid the development of potential Club Instructors and encourage the sharing of best practise among Club members.  To develop the competence of club members to an appropriate level to achieve their desired aspirations. Whilst this policy provides general details of courses it must be recognised that the Club cannot guarantee that all of the stated courses will be available every year.

10.2 Training & Development

 The Club will encourage all members to gain qualifications either directly within the club by means of coaching up to and including BC 3-Star, or indirectly by reference to external training courses.  Specific club funded support may be given to those qualifications required to support membership interests such as safety, welfare, river leadership and coaching.

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 The Club will promote and encourage the development of instructor’s personal skills. In particular, it is desirable that all instructors maintain, and where necessary renew, qualifications such as, but not limited to, the First Aid Certificate and the RLSS Bronze Medallion.

10.3 Subsidised Course Fees  The Committee shall determine each year the training requirements of the club and make known any financially supported development opportunities to the club membership (published within the Newsletters). The financial incentives will be subject to annual budget limitations and club requirements.  The club course subsides shall be limited to 50% of the individuals incurred cost of the course but exclude the cost of travel and accommodation. The club has an annual maximum aggregate limit of subsidies per individual member of £300.  Members wishing to apply for specified development may contact the Coaching Officer or another member of the committee to make it known of their interest.  The committee shall judge each applicant on their merits. General criteria for member requesting course subsidies: o Shall have been a member of the club for not less than two years o Shall be an active member of the club o Courses shall be in accordance with the needs of the club o Members shall have long term commitment to the club o Shall be a member of the coaching team where appropriate or support leadership of event activities o Shall be at least 21 years of age o Shall have obtained CRB checks where appropriate (coaching and working with children and/or vulnerable adults)  The club may decline an application for support if club funds are limited, but shall where reasonable endeavour to look to future course support in the subsequent budget year if deemed appropriate.  The course shall be arranged by the applicant with support and guidance from senior members. Cost of course should where possible be minimised by getting several course prices from different providers (Note unreasonable course tuition fees may not be covered and as such adjusted accordingly in the reimbursement of expenses).  Courses fees and remuneration should be agreed in advance of application by the committee. Without prior committee sign off the club cannot guarantee financial support.  Course fee reimbursement must be supported by original receipt for auditable purpose.  Course fees shall only be paid on successful completion of the course and presentation of the original certificate with accompanying copy for club retained records  If the member leaves the club within 12 months of payment, the club would kindly request that funds be reimbursed on the basis of integrity and fairness such that other longer term members may benefit from club course support.  It is noted that the BC bursary already pay 50% of total fee and this shall be taken into consideration in calculating the exact sums payable.

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 The course subsidy will be paid within three months of course completion or submission of receipts whichever the later.

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10.4 Club Coaching and River Leadership The coaching team members have made a commitment to provide development and guidance to the club membership. They may also lead or organise courses and trips to support club development. Over the year such events shall be recorded in the “Events Programme”. Members are encouraged to support the team in their efforts to develop the club, by attending the events and assisting in organisation and orchestration where possible. The club also has river leaders to support the more adventurous events. The river leaders specifically provide group leadership on higher risk rivers to ensure group safety.

10.5 Validation of Coaching/ Leadership Qualifications Members wishing to formally coach members or lead on-water trips with in the club are required to have the relevant up to date qualifications before commencing activities. The original certificates should be presented to the Coaching Officer for formal validation before coaches or leaders actively commence associated activities within the club. All qualification may be subject to formal validation through BC and/or relevant governing authorities. Where certificates are identified as falsified the committee are obliged to undertake the following:

 Disciplinary measures appropriate to breach of confidence (this may include dismissal or suspension of membership)  Notification to the governing authority or association  Where required as a matter of legal obligation the Committee are obliged to notify the Police

10.6 Safety training The Club believes that training in safety awareness and practice is essential and will endeavour to organise appropriate courses from time to time during the year to include:

 Safety aspects of personal equipment  Lifting and Handling  Transportation or canoes and equipment  Rescue skills and procedures  First aid skills  Securing boats and general boat handling.  Accident books Understanding the risk exposures when paddling requires that members are familiar with basic fundamentals in different environments thus the club will provide theory sessions from time to time. These may include:

 Session-1 Safety at Sea o Weather conditions o Safety equipment o Tides and risk considerations 22 | P a g e

o Navigation o Do & don’ts o Personal risk assessment “do I don’t I?”  Session-2 River Safety o Weather conditions o Safety equipment o River etiquette o Basic hydrology and risk considerations o Do & don’ts o Personal risk assessment “do I don’t I?”  Session-3 Trip Management o Trip itinerary o Planning routes, ensuring safe access and egress o Equipment o Skill requirements and knowing personal limitations o Contingency o Risk assessment o Emergency planning, communications, routes notification, timing In each case the above three sessions are designed as awareness sessions to provide membership risk awareness and aversion when paddling. They should not be considered a substitute for formal courses and certification though they may support formal training on the internal BC 1, 2, & 3, Star course syllabus.

10.7 Beginners Courses  PCC will run beginners courses to encourage new members to the club. The courses will primarily teach kayak skills, however, introductory sessions in other boats may be incorporated into the course framework to allow the students more choice.  Open Boat beginners courses may be run after the kayak beginners’ courses depending on demand. Beginners’ courses using other boats (non-kayak) will be organised as follow-on courses depending upon demand.  The Club will organise and run winter pool sessions in order to maintain beginners’ interest in the sport.

10.8 Developing White Water Skills & White Water Leadership

 The Club will provide a system of training which allows paddlers to develop and advance in a structured manner.  All courses must include group awareness skills and safety and rescue skills as an integral part of the course programme.  All Club members will be given the opportunity to attend courses, both internal and external, to develop group awareness and safety and rescue skills.

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10.9 The Provision of Specialist Training  It is recognised that PCC is primarily a white water, Sea & Surf club; however, it will ensure promotion and develop other areas of the sport where reflected in membership interests/feedback.  Wherever possible, training should be carried out using internal resources but external coaches may be appointed from time to time to meet club requirements.  The Club will actively promote and encourage members to participate in external courses.

10.10 Responsibilities of Course Organisers  Course organisers must notify the committee, via the Secretary/Coaching Officer, prior to publicising the course.  Organisers must take steps to guarantee quality assurance for the course and assist the training co-ordinator to maximise the effective use of club resources.  The course organiser is responsible for carrying out a course review and forwarding a brief summary to the training co-ordinator.  All courses should be self-funding though courses deemed in the interest of all the membership may be subsidised by the club (refer above).  Club courses have precedence over equipment hire, but course organisers must ensure that the Quartermaster is informed of their requirements in good time.

10.11 Re-Assessment of Training Requirements & Revisions to The Policy.

 The Club will hold an annual meeting, open to all members, to discuss training issues.  This meeting will be the forum for considering the effectiveness of training carried out in the previous year and for re-assessing the members’ requirements for the coming year.  Actions arising from the annual meeting may be delegated to a sub-group or working party.

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11 CLUB EQUIPMENT The club owns equipment for the use of its club members at scheduled events throughout the membership year and meant for use during the early phases of paddle sport development. The club acknowledges it has a “Duty of Care” to ensure equipment is maintained in a serviceable condition (Reference Consumer Protection Act 2008 and Health and Safety Act). Due to the limitations associated with loan items, the club equipment is only intended for used on flat water paddles and may not be used for paddling at an “intermediate” or “advanced” level event. Any breach of this guide would be at the members own risk and not with consent of the club unless specifically agreed with the coaching officer and quartermaster. Note: It is expected that members use their own equipment at intermediate and advanced level due to the general risk associated with the anticipated water condition and the associated importance of equipment fitment to those individual members. It is strongly advised that the member ensure correct fitment to avoid injury.

11.1 Equipment Access Access to using club equipment is only made via the Quartermaster whose contact details can be found on the club website or by emailing [email protected]. If the quartermaster is not available the coaching officer or trip organiser may be contacted. The exception to this is equipment which is located at the Kingswood Activity Centre Pool. This equipment is solely for use at the pool and is issued to members by the pool supervisor or instructor for the duration of the current session.

11.2 Bookings and Equipment Returns The following guidelines are provided for the use of club equipment:

 Equipment can only be issued to fully paid-up members of PCC for their personal use.  Only the Quartermaster, or in His absence the Coach Officer or Club Chairman, may issue equipment  All equipment will be booked in and out as identified in the ‘Maintenance & Inspection’ section.  Pre-booked Club courses have equipment priority over other requirements.  Buoyancy aids, cagoules, spray deck and helmets must be returned clean and dry. Salty or extremely dirty boats should be rinsed out before being returned.  Any damaged equipment must be reported to the Quartermaster, including loss of footrest nuts or bungs.  Club members will be liable for any damage or loss which the Committee considers has been caused by negligence on their part.  Any Club member who fails to comply with the rules will be reported to the Committee and may be banned from using club equipment in the future.

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11.3 Maintenance & Inspection

11.3.1 Overview Routine checks will help to identify defective equipment but may not pick up on recently damaged items. Conversely, checking items when they are taken out and again on return may not be thorough enough. Defective items noticed during a session can easily get put away without being recorded.

All Club equipment shall be inspected for wear and tear, damage and condition. The date of the last inspection shall be recorded in the Master Equipment Register. The Quartermaster will schedule thorough checks and carry out routine maintenance as part of the regular inventory at least once a year. Also, equipment is to be checked when it is taken out and again when it is returned. Defective equipment is to be isolated until it has been repaired. Records of checks, maintenance and isolated equipment are to be maintained in the Master Equipment Register.

If you see any Club equipment that needs attention or repair, note it in the Equipment Log and advise the Quartermaster or a member of the Management Committee. If you think that any item is dangerous ensure that the person running that particular session is aware and removes the item so it cannot be used. Either the Group leader, coach in charge of the session or the user shall record any defects in the Equipment Log.

To prevent defective items from inadvertently mixing back into the system any defective equipment shall be marked (with brightly coloured adhesive tape) so that it is not used. Any dangerous equipment will be physically removed from use by the person managing the session.

The Quartermaster shall ensure that equipment recorded as defective, is not used, and is reported to the committee where disposal or repair will be authorised. Equipment that is not to be repaired shall be either sold or made unusable, for example by cutting in half, before disposal.

All Club equipment shall be permanently marked so that it can be easily identified against the Equipment Register which is kept up to date for audit and insurance purposes.

The Master Equipment Register will be maintained by the Quartermaster and held on a database on the club website with committee members having access to it. The Master Equipment Register will contain the inventory of all the equipment and full details of all equipment, maintenance, repairs and overall condition.

An Equipment Log will be stored with the equipment (at the pool, boat house and Conningbrook Lake) and is to be used for booking out equipment and noting any information on equipment that may need attention.

11.3.2 Checking Issued Equipment. Where equipment and boat checklists are available they should be used to ensure all relevant checks are made.

Pool Sessions: where equipment is borrowed from the pool side for the duration of the session, the individual must ask the pool supervisor to check the equipment for them, or if the individual is

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competent they can check it for themselves. At the end of the session the pool supervisor must be informed of any damage or faults that may have subsequently been found or occurred and they will report back to the Quartermaster.

Single day outings and sessions: where equipment is issued to individuals, the member running the session is responsible for: 1. Checking equipment for wear and damage when issued and returned. 2. Removing or marking any faulty equipment and informing the quartermaster.

Where equipment is issued for longer periods this whole process should be managed by the quartermaster, who will check and record all items issued and returned. The member receiving the items is responsible for caring and maintaining them as indicated by the quartermaster. If a fault or damage occurs during this period the quartermaster must be informed and the items not used if there is any risk to the user or further damage to the equipment is likely. If the quartermaster is not available for the issue or return, the process can be managed by a committee member or the senior instructor for the event. All relevant checks and recording will be carried out by that person and the quartermaster informed by email so that a written record exists which is available to the quartermaster.

11.3.3 Canoes and Kayaks Use of all boats is to conform to the manufacturer’s guidelines and to current BC guidelines on buoyancy, footrests and grab handles and toggles. Canoe Polo boats must conform to current ICF Canoe Polo rules and the UK equivalent. Maximum buoyancy (air bags) should be fitted where boats are used on open water or rivers. A visual inspection must be carried out before each use/ issue. All club members are to be briefed on correct manual handling techniques regarding the lifting and carrying of equipment.

11.3.4 Annual inspection All Club boats and equipment will undergo annual inspections. These inspections will be logged in the Master Equipment Register and reported back to the committee by the quartermaster. The register will be made available to others at the discretion of the committee.

11.3.5 Inspection of boats Boats are to be checked for overall soundness of the hull, condition of associated equipment (air bags etc.) and correct fitments. Inspections are to ensure that a person would not be placed in any danger, due to faulty or missing items on the boat when in use. Any temporary repairs during a trip or session will not be acceptable as part of an inspection and should be removed in order to carry out a thorough examination. Rough edges or damaged wood creating splinters, frayed ropes, delamination of ply, sharp glass fibres or gel coat blips, rusted fittings, insecure fixings and illegal foot rests are not acceptable.

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All tests (1 to 3) should be completed at the discretion of the Quartermaster or appointed boat inspector. Note: K – Refers to Kayaks, OC – Refers to Open Canoes (1) Saturation Test – Boat to be completely swamped to ensure buoyancy is sufficient to keep it floating at the surface. (2) Internal Inspection – Buoyancy must be secure and not hinder exit from the craft. Foam buoyancy must be inspected for signs of deterioration. Where air bags are fitted, and not already inflated, these must be inflated a minimum of thirty minutes to test their integrity. All internal surfaces of boats must be free from sharp edges and splinters.  K: There must be nothing within the cockpit area which prevents an easy exit from the craft in the event of a capsize. Seats must be secure and free from cracks and splinters. Thigh braces must be secure and free from cracks and splinters. Footrests (where present) must not be able to entrap a foot. Where a foot can pass beyond a footrest, a “fail safe” release system should be in place.  OC: Seats and thwarts must be secure and free from cracks and splinters. Individuals using open boats must ensure that the seat is at a height which will allow a kneeling paddler to remove their feet without hindrance. Any internal fittings not mentioned above must be in good condition and must not hinder a capsized paddler exiting their upturned craft.

(3) External Inspection – Hull to be inspected to ensure there are no cracks and splinters. Where doubts as to the integrity of the hull exist, the craft should be subjected to a Water Leak Test to ensure that no holes are present. This involves pouring a minimum of four litres of water into the boat, and then tilting the craft on its sides and ends to see if any water escapes. Any repairs which have been made to the craft should not adversely affect its structural integrity. Manufacturers grab handles and/ or toggles must be fitted at both the bow and the stern of the boat. If insufficient grab handles are present suitable painters are to be provided, care is to be taken as to ensure that painters don’t cause entrapment or potential snagging.  K: The cockpit rim must be free from any splinters and sharp edges which could cause damage to the paddler’s spray decks, buoyancy aids and clothing. Deck lines are only recommended where boats are being used on the sea or open water or for the purpose of touring. Where these are fitted they must be secure and tight to the main deck so as to cause minimal risk of entanglement to a paddler who has exited their capsized craft.  OC: If a painter is fitted it should ideally consist of a minimum of 3 metres of 10mm diameter floating rope and should adhere to a “clean line” principle i.e. no knots along its length.

11.3.6 Buoyancy Aids/ Personal Floatation Devices (PFDs) All Club PFDs will have the date purchased, supplier, type, colour, size, Serial number and the Newton weight recorded in the Master Equipment Register.

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All lifejackets and buoyancy aids issued by the Club must conform to current CE standards and be appropriate to the requirements of the activity that it is issued for. A visual inspection must occur at each issue.

11.3.7 CE and ISO standards explained The CE and ISO standards use Newtons as the form of measurement. The N symbol equates to the minimum number of Newton’s for the average adult. A Newton is a measurement of force, and can be determined by applying a measured load. In effect a 50N buoyancy aid will support a weight of 5.5 kg. This minimum stated buoyancy should be available in the device for the duration of its life. Frequency of use, abuse, and conditions of use and storage will all affect the buoyancy of the equipment over the course of its life. Typically the average life expectancy for a buoyancy aid is between 3-5 years. It is recommended that buoyancy aids are checked to ensure that sufficient buoyancy remains.

11.3.8 Annual Checks All Personal Flotation Devices will be checked annually for signs of wear and tear particularly to stitching and zips. These inspections will be logged in the Master Equipment Register which will be made available for inspection.

11.3.9 Weight Test An appropriate metal weight is attached to the buoyancy aid. The buoyancy aid and weight are placed into a sufficiently deep tank of water making sure to remove any air and other extraneous buoyancy from the buoyancy Aid. If the buoyancy aid continues to float on the surface with the weight attached it meets the required buoyancy. If it fails to float it must be immediately discarded. Note: Due to the varying density of metals, different dry weights are required for different metals.

Weights for Buoyancy Aid Testing – 50N Standard Minimum buoyancy Lead weight Iron or steel weight Cast iron weight  50N 5.5kg 5.7kg 5.8kg  45N 4.9kg 5.2kg 5.2kg  40N 4.4kg 4.6kg 4.6kg  35N 3.8kg 4.0kg 4.1kg

11.3.10 Helmets. All Club helmets will have the date purchased, size and unique reference number marked on them All Club owned Helmets must conform to current CE/ISO standards. Helmets must be strong and lightweight, and must provide protection for all of the head including, the back of head, forehead and temple and have enough buoyancy to float. The helmet must also have a strap/ buckle to hold it securely on the head, have a lining to protect from impacts and to provide a separation distance between head and shell in case of puncture of the helmet.

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Inspections must check for wear/damage and results recorded in the Master Equipment Register. Manufacturers recommended lifespan will be adhered to.

11.3.11 Spray decks. All spray-decks should be fit for purpose and must have a good strap for removing the deck quickly from the kayak. Spray deck inspections must check for wear and damage and results recorded in the Master Equipment Register. A visual inspection by the issuer must occur at each issue

11.3.12 Paddles Paddles should be securely fitted to the shaft and be free of sharp edges, splinters and cracks. Shafts must not be bent or corroded which may lead to failure during use. Paddle inspections must check for damage and results recorded in the Master Equipment Register. A visual inspection by the issuer must occur at each issue.

11.3.13 Clothing Clothing must be checked for wear and damage and results recorded in the Master Equipment Register. A visual inspection must occur at each issue.

11.3.14 Issue/Booking out of Club Equipment The club will provide each club member with access to the following equipment:  A buoyancy aid of correct size and capacity for the paddler  A helmet of suitable size.  A spray deck of sufficient size and fit for the boat being paddled.  A kayak of suitable size and model for the water grade being paddled. Correct sized and handed paddles Sufficient safety equipment will also be provided for specific events as follows:  First Aid Kit (fully stocked)  Spare Paddles  Throw lines of suitable length and number for the activity. Throw lines are carried by the group leader/ coach in charge.

Club organised paddles take precedent over individual members wants when issuing club equipment. Access to club equipment is to be with the consent of the Quartermaster. Committee members may issue equipment but should consult with the quartermaster and always record and inform the quartermaster of the situation. Individuals borrowing equipment must provide proof of membership and of identity. The equipment issue sheet is to be completed in full and in all circumstances. When borrowing club equipment the Participants shall visually inspect all Club equipment before use. If the Participant does not have sufficient experience, either the coach running the session or Quartermaster shall assist them with the inspection.

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11.3.15 Liability of Members using Club Equipment Members borrowing Club equipment shall exercise due care to avoid loss or damage. Members borrowing Club equipment shall be liable for making good any damage or loss beyond fair wear and tear. The Quartermaster shall agree any liability for loss or damage with the Member. In the event that agreement is not possible the matter shall be referred to the Committee. Members borrowing club equipment shall prove to the issuing officer that adequate security devices such as cable locks will be used whenever the equipment is unattended in line with the Club’s current insurance policy.

11.3.16 Returning Equipment

11.3.16.1 Canoes/Kayaks When returning equipment all boats should be empty of water and returned to the correct location. Equipment borrowed for extended periods of time is to be checked for damage/ wear and tear more thoroughly as detailed in the sections above.

11.3.16.2 Paddles Placed in appropriate marked wheelie bin/ stacking area.

11.3.16.3 PFDs All Club PFS should be zipped up and hung up on the Clothes rail in the appropriate space for its size. All equipment will then be placed back into Store Room by senior paddlers.

11.4 Borrowing of club equipment by other groups or non-members As a norm the club does not advocate the loaning of club equipment to third party groups. However there have been occasions where consideration has been given. The following provides guidelines for such cases. The following considerations should be made when loaning Club equipment:

 By using Pirates Canoe Club equipment, users should accept the following liability disclaimers: o All persons using club equipment do so at their own risk. o Neither the club nor its officers can accept liability for any loss or injury of any kind sustained as a result of defective equipment.  The club is a non-profit organisation and thus does not hire equipment. It does, however, lend equipment by mutual formal agreement.  It is recognised that without compensation for general wear, maintenance and/or service, the standard and availability of equipment will diminish. Thus where equipment is borrowed a donation to club funds and/or a service fee may be considered. As an indication to costs for flat water non-abrasive conditions:  The replacement of a boat and associated equipment is estimated at £1000 including a paddle, buoyancy aid, helmet and deck.  Equipment should be replenished every five years

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 Based on the assumption that it’s used once a week over that five years, gives a usage rate of 260 sessions.  The residual value of equipment after year five is £100  Calculated cost of use per session = £1000-£100/260, which gives an estimated cost of wear and tear per session of £3.46 per boat. (A suggested contribution for the loan of 10 boats and equipment for a flat water session is therefore £34.60)  Inflation and depreciation may be considered where appropriate refer below:  Inflation guide: Wear& tear per session (No inflation) £3.46 Wear& tear per session (5 years at 4%) £4.21 Wear& tear per session (5 years at 3%) £4.01 Wear& tear per session (5 years at 2%) £3.60

Equipment in 5 years (no inflation) £1,000.00 Equipment in 5 year (4%) £1,216.65 Equipment in 5 year (3%) £1,159.27 Equipment in 5 years (2%) £1,104.08

Note: The club white water specification boats are not considered appropriate for external use. However, where such boats are borrowed for white water trips (and subject to prior authorisation by the committee) the applied wear and tear factor shall be five times that of the flat water calculations. Thus for the same calculation in (e) a contribution in the order of £173 should be considered.  Donations, service fees and/or contributions should be made payable the Club Treasurer by cheque or account transfer.  Agreements shall have a start and end date. Prior to the end date, and in consideration of renewal, any donations, revisions to agreement and/or change on requirements shall be mutually agreed in writing.  Agreements shall be signed by the Quartermaster, Coaching Officer and Chairman of the club. The agreement should also be signed by a third party representative with the appropriate authority to uphold the terms of agreement.  The agreement may be terminated at any time by prior to written agreement. Club equipment shall not be used following formal receipt of the written termination  Club equipment may only be used by authorised personnel by prior written agreement, the details of which shall be sanctioned by the committee before use.  Equipment should only be booked out by BC/UKCC accredited coaches. The coaches shall adhere to all BC/UKCC guidelines and maintain their qualifications (including first aid etc).  Equipment shall be booked out through the Quartermaster or as agreed in writing over a scheduled period.  Equipment should be inspected by a competent UKCC coach prior to use. All defects will be reported by email to the club Quartermaster. Where defects may result in risk to paddlers the equipment should be removed from service immediately until it’s been repaired. Defective equipment that cannot be repaired must only be destroyed by the Quartermaster.

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 Where coaches are working with people under eighteen years of age and/or vulnerable people they shall adhere to club guidelines. In particular, coaches will have been successfully screened by the Criminal Records Bureau (CRB) or its successor the Disclosure and Barring Service (DBS). For advice on this please discuss with the club welfare officer  Where equipment s specifically marked for pool use only it shall not be used on open river or seas (specifically not for external activities)  Aging or defective buoyancy marked for pool use has been down rated for impact protection only.  Users of pool equipment will have sufficient skills to exit a capsized boat safely and swim to the pool side unaided or be directly supervised until such time as this is achieved.  There should be two alternative points of contact with recorded email and phone numbers. Contacts details should be updated at the earliest convenience where these are changed.  The following: o I have read and agree to abide by this agreement between Pirate’s Canoe Club and [Name] and agree to pay any agreed fees and/or donations. I understand that kayaking is a risk sport and that [name] use the Pirates Canoe Club equipment entirely at our own risk Signatory

12 COMMUNICATIONS

12.1 General Communication The club should give consideration to the following in ensuring that all members are adequately updated on club events, policy and activities:  Quarterly News letters  Facebook  Up to date website  Meetings & social events – informal updates  Direct communications by phone  Emails circular

12.2 Document Storage and Backup All club electronic documents should centrally filed/stored and be backed up at a second committee members residence to avoid total loss or damage of management systems and membership details.

12.3 Members information All members information shall be limited to contact details and development records. The data shall be retained by the Club Secretary, Treasurer or Coaching Officer as appropriate.

12.4 Website Pirates have contracted Orbital Net Ltd to host the www.piratescanoeclub.com website. The following generic emails have been generated and are rerouted to personal email addresses of the committee members:

 [email protected] 33 | P a g e

 [email protected]  [email protected]  [email protected]  [email protected]  [email protected] The website shall be periodically updated and members are encouraged to highlight improvements such that the site is maintained as a useful membership tool, for reference.

13 USE OF VIDEOS, CAMERAS, CLUB WEBSITE PCC accepts that many of our members wish to take photographic/video memoirs of their trips with the club, compile trip videos and diaries for peers. This should not be discourages as precious moments should be captured for all time and shared with fellow paddle peers. We as a club also like to put the best of the photos on our website, Facebook page and promotional posters etc. Videos and photographs may also be used for training purposes to identify improvements in techniques or compile training videos. As members of the Pirates Canoe Club we all accept that we may be participating in photos and/or videos. These may be used in the following ways:

 Training and development  Promotional club material such as posters, cards  Club website,  Club Facebook,  Clubs memoirs/ trip reports  Part of other members’ personal memoirs All members are kindly asked to adhere to the following guidelines:

 Where appropriate please obtain the consent of members before taking of photos and video (this is generally more appropriate when you do not know your fellow members sufficiently).  Photographs and videos should not be taken in areas considers personal or private such as changing rooms, wash rooms, rest rooms, dormitories or other such private spaces. This may result in disciplinary action, termination of membership and in certain circumstances may be referred to the relevant authorities.  Never take photos that may be misused or detrimental to other members, associates or other persons.  Junior members (under 18) or vulnerable persons should only be taken in open public places as part of membership group. In alternative where required as part of training to review techniques or promote ability prior written parental consent should be obtained. In simple terms use common sense and respect peers The club committee has an obligation to its members’ to take appropriate action where complaints have been made and club guidelines have been breached. Where there has been a serious misuse of video cameras, photographs or other such electronic media that is deemed by the committee as

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unacceptable consideration will be given to membership suspension or dismissal in accordance with the club constitution.

14 CODES OF CONDUCT & GENERAL CLUB GUIDELINES All Club members are required to conduct themselves in a professional (but fun) manner at all times and present the sport in a good light. The following guidance is provided:

 Members should adhere to club policies and guidelines.  Members should respond accordingly to Responsible Persons, Coaches and River Leaders when being instructed out on the water.  All members have a duty of care to their peers. If members observe unsafe acts it is expected that where safe to do so they intervene. Incidents should be reported to the Responsible Person and/or the committee for action  To ensure the continued availability of club equipment and boats members are encouraged purchase personal equipment over time. The club advocates that on achieving an appropriate level of competence member achieving: o Ones star paddlers should be looking to purchase basic safety equipment such as helmet, buoyancy aid , o Two stars, paddlers should be encouraged to take personal ownership of their boats and equipment. The following codes of conduct for rivers should be adhered to.

14.1 General guidance for all river users  Be courteous to other river users at all times.  Look after the environment - avoid damaging the banks and bankside vegetation.  Take special care not to disturb beds of waterweed and gravel beds.  Avoid dragging equipment over rock slab and boulders.  Don’t disturb birds or wildlife - keep clear of nesting birds, areas important for breeding fish, and salient otter sites.  Protect native species and habitats – use dry or disinfected equipment if used in other freshwater bodies.  Don’t trespass on private banks or moorings.  Never throw rubbish into the river or leave it on the banks.  Park sensibly without causing obstruction.  Get changed out of public view.  Be patient with those new to a sport, as you would for learner drivers on the road.  Hail to draw attention to a situation which might result in inconvenience, damage or collision. Treat a hail as a friendly warning and not an insult.  Be as quiet as possible - don't spoil the enjoyment of others.  Be friendly and polite to local residents and try to avoid arguments.  Competitors and organisers should take into account the effects on other river users.  Event organisers should display warning notices at each end of a stretch of river being used for competitions. 35 | P a g e

 Observe the countryside code and have regard for others' property.

14.2 General guidance for boaters  All boaters must use the river in a safe fashion and have appropriate safety equipment.  Park vehicles and trailers responsibly so that they do not cause a nuisance.  Except in an emergency, launch or land only at recognised access places.  Don’t land on gravel shoals and islands between 1 April and 31 July when birds may be nesting.  Avoid trampling and launching / landing on or near sensitive otter sites.  From October to April inclusive, trampling and launching on gravels used by salmon and trout may damage unhatched eggs and young fry.  Obey the general rules of navigation and local byelaws.  Give way to those engaged in organised competitions and have regard to any instructions given by officials.  Groups of young and inexperienced boaters should be led by a suitably experienced responsible person – preferably a qualified instructor.  When boating in a group try to keep together, especially when passing anglers.  Don’t get in the way of other craft by suddenly changing course.  Remember that larger boats are less manoeuverable and cannot use such shallow water as canoes, rafts and rowing boats.

14.3 Guidance for boating near anglers  Look out for all anglers. Whilst assuring your own safety keep a good distance from them and avoid their lines.  Pass anglers quickly and quietly, creating as little disturbance as possible and do not loiter in fishing pools.  Keep well clear of wading anglers or anglers in boats and leave enough room in front and behind for them to cast.  Comply with any signals anglers make to indicate whether they wish you to pass by or to wait a moment. Hail if you think your approach has not been noticed. It is an offence to willfully disturb breeding fish or spawning beds. Please leave the water if an Environment Agency Officer asks you to. Such a request will only be made where there is a real risk of disturbance. Fishing from a boat is not allowed unless you have a valid rod licence and permission from the owner/tenant of the fishery rights. If you are boating upstream of Hay-on-Wye you also need permission from the riparian owner.

15 GUIDELINES FOR COACHES Coaches shall adhere to BC guidelines. All coaches shall be DBS checked and maintain up to date qualifications appropriate to their level of coaching. Where appropriate, training and development will be supported by the club, this being subject to committee approval. Coaches should conduct themselves in accordance with BC guidelines

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https://www.britishcanoeing.org.uk/coaching-leadership/guidance-resources/

16 SUPPORT TO EXTERNAL CLUBS The club will from time to time provide coaching, supervision and safety support to external clubs such as the Cubs, Scouts, Boys Brigade and Girl Guides etc. The scope of support should be clearly documented and provided to the committee for discussion and agreement prior to the club making any formal commitment. Details to be provided should include:  Club name  Location of event  Proposed dates  Main points of contact and PCC member responsible for event coordination  Equipment requirements  Number of persons and age range  Requirement from PCC (number of coaches, leaders, safety, first aiders etc)  Expectations on PCC – training, fun paddle other...  Overview description and summary risk assessment  Fees charges and expenses to be incurred As a guide: these activities must be self funding and not put undue pressure on club resources. Insufficient details will mean a delay in decision making. It is advised that any requested support be planned and submitted for committee approval no less than four months in advance. [In due course a form may be compiled and attached to Website Document tab]

17 CLUB ACCOUNTS MANAGEMENT The club is a not for profit entity. Membership fees will be invested back into the club to maintain and develop club capabilities and equipment inventory as well as cover administrative costs. The Treasurer shall endeavour to manage the club accounts and maintain a level of transparency for all club members. An annual balance sheet shall be compiled detailing all income and expenses. Where possible these shall be supported by receipts and invoices. Each year the committee shall evaluate the clubs requirements based on available funds and draft an annual budget plan for proposed expenditure. The budget and balance sheet shall be presented at the AGM for membership feedback.

18 INSURANCE & LIABILITY

18.1 BC Affiliation Insurance The club is an affiliate of the British Canoe Union and as such benefits from Third Party Insurance (Public Liability Insurance) for the Club and all registered Club members. It does not cover personal accident insurance, boat insurance which may be covered separately. The charge is calculated on the

37 | P a g e number of Club members who are not BC members plus an annual club affiliation fee. Payment is due on 30 April each year. Failure to return the affiliation form and fee before the expiry date negates the third party insurance policy. The club is registered in the BC Handbook and on Regional information lists. The Club can enter BC run events, such as tours. The BC Liability Insurance covers the club against negligence. The policy is exercised where negligence has occurred causing the injury and/or death and/or damage to the property of a third party. It includes world-wide cover for any BC activity or canoeing or social activity of a BC affiliated club is provided to a maximum. The cover includes all legal costs and damages awarded if negligence is proven or accepted by the insurance company. Member to member liability is included, which means that the third party can be another BC member. The Third Party Liability policy also covers the Club for leased, hired, rented or borrowed premises - such as swimming pools. There is a requirement that all BC Affiliates comply with BC guidelines. Non compliance means that the Club may be exposed to open liability without cover. (BC defined competence for given activities as the Governing Body). In the event of incident there is a requirement to comply with HSE Guidelines and RIDDOR. The BC insurance covers it affiliated clubs. The Pirates Canoe Club policy was renewed through the BC affiliation on 1st November 2011 and expires 31st October 2012. The policy covers:

 Civil Liability o Limit of indemnity £5m any one event or £2.5m any one event in relation to Abuse o Includes: Public Liability, Products ;Liability, Professional Indemnity , Libel & Slander, Directors & Officers Liability  Excess Liability £5m in excess of the Underlying limit of Indemnity as show above  Civil Liability includes extended cover for clubs to give non members up to four introductory sessions without the individuals having to become members. On the fifth session the non member must join the club in order to be included in the club liability insurance.  Clubs should maintain records of those individuals taking part in taster sessions and make available to the insurers in the event of a claim against the club. Any injuries or damage to property occurring during the sessions should be reported to the Canoe England. IMPORTANT POINTS

 A register must be held of non members attending club activities to ensure that they do not exceed the maximum non member attendance of four sessions as this would make result in PCC not be covered by insurance if an incident did occur  The Club must maintain accurate and up-to-date membership records so that a claimant's membership on the date of an incident can be verified and cover confirmed. The insurers reserve the right to scrutinise the Club records at any time.  The Club must register the correct number of members, as detailed in the accounts for the financial year most recent to the BC affiliation renewal date, in order to maintain insurance cover. New members joining the Club during the year are covered providing they are

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entered correctly on the Club membership records and have paid their subscription in full before the incident.  Where an incident occurs the full details of the event are recorded (within accident log)  Trips: to ensure the club liability is covered the lead canoeist must be competent working within the scope of their qualifications and experience as well as taking appropriate safety equipment and giving consideration to group sizes etc. Much of which you will no doubt be doing subconsciously but it is important to have written procedures Further information about the Third Party Liability policy can be obtained from the BC or their brokers.

18.2 Liability The Pirates Canoe Club does not accept any liability for injuries sustained during activities and emphasizes that the overall safety of personnel wishing to paddle is ultimately their own responsibility. However as a Responsible affiliate of the BC the club shall endeavour to minimize risk to its members and the public by the implementation of reasonable practicable control measures which may be expected from a small non-profit club membership. "Volenti non fit injuria": Where an adult participates voluntarily in an activity which involves known and obvious hazards, then he or she is unlikely to succeed in a claim for compensation against those leading the activity, if the injury sustained is the result of falling victim to a known and obvious danger e.g. Canoeist pinned against a rock in white water. This principle may have some bearing for PCC members who take part in activities which are not defined as Club trips or courses; for example a group of friends from the Club paddling together. While it’s not known how the court might view a given set of circumstances, it would seem unlikely that an adult with personal experience compatible with the type of trip being undertaken would succeed in a claim either against the individual presumed to be the leader, or the Club's Committee, where injury or death results from a "canoeing" accident. Obviously there would be a case to answer if the accident arose from some other circumstances, but the Third Party Liability policy would still protect the Club's Committee and/or a Club member as long as the member's details are entered correctly on the membership records. The following disclaimer shall be included in membership applications and signed by the applicants: “I have read and agree to abide by the Pirate’s Canoe Club Constitution and Rules and I agree to pay the membership fee (pro-rata at the discretion of the committee) and as set at the Pirates Canoe Club annual AGM. I understand that kayaking is a risk sport and that I paddle with the Pirates Canoe Club entirely at my own risk”

18.3 Equipment insurance The insurance for club equipment renewed on 19th May each year and the kit. The equipment to be insured should be checked prior to renewal in conjunction with safety checks and equipment inventory updated by the club Quartermaster or as delegated. PCC may not choose to insure older

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equipment that has minimum value. The updated equipment list should be submitted to the Insurance Broker by 31st April with the renewal documents. As an example 2012-2013 insurance covers included the following equipment:

 1 x Trailer  10 x AP 4000 Helmets  10 x K100 Ainsworth Paddles  10 x Chang Nylon Decks  10 x Yak Kallista BA's  9 x RPM/Redline.InfraRed Kayak  1 x Pyranha G:3 Deluxe (Which PP advises we no longer have, it flew off the roof of the trailer never to be seen again, insurance doesn't cover loss from roof rack or trailer). Points to note:  The insurance covers old for new for kit listed up to 5 years old,  Equipment older than five years is insured is for replacement value,  Important to provide an estimation of the age of kit for correct sum insured.  Avoid insuring broken kit  Equipment description should be correct including changes and modifications

18.4 Employers Liability Insurance The club is legally bound by the same responsibilities as an Employer thus has a Duty of Care to its members as volunteers. In the event of a breach of Duty of Care volunteers have rights to take legal action against the club. PCC maintain the required Public Liability insurance and the following may be noted:  Date commencement 5th March each years  £5million liability

19 BOAT LICENSING AND RIVER ACCESS The Club retain the appropriate level of river licenses through its affiliation to the BC. The licenses should be affixed to the club boats whenever on the river. Many of the rivers are accessible through the BC affiliation and under normal circumstance this is pre checked by the club. However in certain circumstances members may need to obtain a local access permit to paddle specified rivers and canals. It may also be noted that boaters may not have access to some tunnels. When planning routes ensure that there are access rights.

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