Friends of Bude Sea Pool Committee Meeting Minutes
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Friends of Bude Sea Pool Committee Meeting Minutes
Held at The Beach on Wednesday 24th April 2019 at 6 p.m.
Present: Fay Hargreaves, Sarah Blake, Frances Faulkner, Sean Collins-Powell, Mark Henderson, Martyn Holehouse. Tracey Robinson &
Janet Barraclough arrived later in the meeting.
Margaret Burch – minute taker
Apologies: Paul Tilzey, Lucy Coles, Gill Saunders, Debs Rosser
1. The Chair welcomed everyone to the meeting, and gave apologies as above.
Action By Whom By When
2. Minutes from the Meeting on 20th February 2019
The minutes were agreed as an accurate record and signed off by Martyn Holehouse.
3. Matters Arising and actions
Governance report to next meeting. On next FH
Agenda
Marketing Report done
Hub Roof ongoing, quote received see below
Hinges changed on changing room doors
Disclaimer done for night swimming
Info re pool renovations gone out
Wifi dongle got for Office/shop, minimal outlay. MHo will purchase a mobile phone and sim MHo ASAP
Purchase
card asap for use at the pool.
mobile phone
Crisis statement, getting media training
4. Trustees Report
Jeff Palmer offered to do our financial operations - bookkeeping. Another meeting with Contact FF
Philip Sanderson – Accountant to take place. Financial reports will be given for meetings. FF Charity
Commission
will contact Charity Commission to find out if Jeff should be co-opted onto committee?
Trustees? He will write cheques, but signatures to be from FF, MHo or SC-P.
Info regarding fire outside office has been circulated to committee members. Also staffing
issues discussed.5. HR Policy Sign-off
Copy gone to all the committee members. Signed off by Trustees, now need to be signed
Rewrite part.
off by Committee. Comments made by SC-P. FF will rewrite these. FF
(Tracey Robinson arrived at the meeting. 6.28 pm.) Review periodically rather than annually
is the suggested amendment. Proposed we formally adopt it as from today by FF, seconded
by MHe, all in favour. If problems should arise a skilled HR person would be brought in. The
HR Policy covers the two permanent staff, a lot of it doesn’t apply to the seasonal staff,
although they should be made aware that there is a HR Policy available. (Janet Barraclough
arrived at the meeting. 6.32 p.m.)
6.Governance and Strategic Planning Report
GS not at meeting, but she has advised the Trustees that the Strategic Plan should be Arrange one FH?
reviewed annually. A full committee meeting will be arranged one evening, 5-8p.m. with a item meeting
single item agenda being the Strategic Plan as proposed by PT. re Plan7. Marketing Report and Steps Campaign
Steps campaign up to £12,000, including cash brought to meeting by MHo.
a) Need to write to County Council to request that they waive the fee to put a machinery Write re JB
compound on the beach, also copy in various councillors etc. David Parsons, Pete La Broy, waiving
Bob Wilmington, Nicky Chopak and Paula Dolphin. charge
b) SB reported that following the notice that has been posted re the regular annual FH (done
maintenance she had received comments from various folk. It was agreed to add an Add there and
amendment to the statement clarifying how long the pool may be empty for, although the amendment then)
exact timing is not known. It didn’t actually specify that the steps would be closed, this
needs to be amended on Facebook.
c)Suggestion by MH that we update folk on the fundraising as the work goes on. Fundraising MHo
d) MHe asked what people may think if steps finished but not all funds raised, explained update
ongoing
that the fundraising would be ongoing during the year.
e) BBC Spotlight have been in touch wanting to publicise the steps and it was agreed this Contact BBC LC
was good.
Marketing –
a) A new tool called Trello has been set up to track progress etc, this should help minimise
the amount of emails that go to and fro, and set up on Fay’s and Lucy’s computer. Different
people can have access to the different “boards”. It is a free tool for up to a certain
number of users, if more users needed, there is a discount for non-profit organisations.
b) Password vaults have been set up, likened to a digital “little black book”. Decision needs
to be taken by Trustees as to who has access to the various passwords. (Only £3 a month, so
minimal cost).
c) Sharps Brewery Visitor Giving contract up and running.8. Pool Users Report and Hub Review – (Full report already circulated to committee) SB presented a very detailed report, and thanks were given by FF. a) BOWS- details of Polar Bear Challenges Find out cost PT b)Floodlit/Nocturnal Swims - Still need cost for electricity to be received from PT. Night of electricity swimming donations have just covered the suggested donations of £1 per person. Felt this wasn’t a good amount. c) Slippery Terraces/Walkways Initially 3 volunteers had started on this work, pressure washing is to be done day following this meeting, and an industrial washer has been loaned free of charge. d) Hub – Plenty of use from swimmers over the winter period, and SB used for “pop in” sessions. SB and GS have heard nothing more from Chris Brewerton re the Hub Review, therefore on hold at the moment. e) Defibrillator – Some research done, but on hold for the time being at request of other Contact SB committee members. Appeal to f) Getty Images Project – should take place at the beginning of May, but could possibly be become postponed. friends on SB g) Pool Users Update – report has been circulated to pool users and groups with agreement reports from Trustees. FH asked SB if she could mention becoming a Friend on any reports she sends out to the swimmers. 9. Coordinator’s Report (full report already circulated to committee) a) Pool Staff Induction – went well, including Safeguarding by Ray Newberry. Vicky Davidson, Nicola Matthew, Ioanna Trannou and Khaya Paton- all new. Dave Mayor and Lizzie Mitchell from last year, but are not available until mid to end of June, due to holiday and uni. b) Rotas, official paperwork, other training etc being done during the coming two weeks. c) Business Sponsors handbooks all been delivered and thanked. Invoices being paid slowly. d) Steps – works starts 29th April e) Pool Drainage – 7th May, hopefully for 4 days, welding to be done at same time on rails and steps. f) Steps Campaign – up to £12,000
10. Administrator’s Report and CRM LC not at meeting. CRM - TR had a video meeting with Donorfy, also present were SCP, FH, GS, CR (Chris Brewerton) & LC. Donorfy have been very professional so far. There would be a 30 day trial period. Estimate of cost is one of training and implementation initially of £2,300, then a monthly subscription based on numbers. £120 per month for up to 2000 records. At the Chase quotes TR ASAP moment Donorfy seem to be the only one that ticks all our boxes. An up to date quote will be sent through, and TR will obtain 2 further quotes as per our Financial Policy. Question re “archive members”, we would only bring across those members who have paid in the past 24 months, to Donorfy, other names will be kept in a separate file, FF asked for formal quote from marketing team to be available at next meeting, so that we Report to TR Prior to next can then take a vote on which system to purchase. TR will send the report to committee Committee meeting prior to the meeting, so that can be agreed at meeting.
11. A.O.B. JB – signed up for Federation of Small Businesses £195. Waived initial joining fee. Annual fee remain same if less than 5 staff. Crisis management tool, now covered for £10,000 , also legal cover etc. TR- Skills Review. What is the outcome? Trustees decided that there was a gap in the Look into FH staffing, and that was why Lucy was employed. (Maybe report on Stephens e-mails). Ian report from Skills Hub was our contact. Institute of Fundraising ?? MHe - Fundraising for pool, a calendar. All in favour. Clive Symm photographer will choose photos. Suggest print run of 500, should be available by the end of May. Coffee LC/FH MHo - Rob Mac SUP will do a taster session, suggest £2 a session to go to Sea Pool. Do at Big Morning Lunch. Volunteer had spoken to MHo about staffing in the shop. Arrange a coffee morning for those who cover the shop. GS SB – Enquiry about beach hut insurance. MHo confirmed that they are covered by insurance. Speak to LC CCTV – MHo had missed the meeting regarding this. Practical reasons why not taken place so about these. far, but should be sorted soon. SC-P – Look into Electronic collection boxes now that busy time approaching. Ask Gill to speak to Lucy about this. Also list of where the physical boxes are. Hub Roof, three quotes. Proposing accept Exeter Company – Progressive Maintenace, rather than local contractor, they have given quote of £4000 which included 1.5 mm thickness of Contact JT FH material, and guarantee of 15 years. Seconded by MHo. Unanimous. Should be done end of Start a Junior MHo & SC-P May. Seapool FH – look at handrails on far side when water removed. Also a step broken. JT Welding Comm coming 8th May at 11.30 to do welding if required, a call to be made to them to confirm MHo early morning on the 8th. Organise Junior Seapool Committee. BLEND went to Coastal Community Team workshop. Spoken to event FH BLEND contact, and we need a person to take this further to have a junior Seapool committee. MHo & SC-P will liaise. Sea Pool Sign James Dixon – singer. Will do an event for FOBSP. PA System needs to be set up. Sign at the Sea Pool. Spoken to Red Post for quotes, £1690 + vat. Good idea but agreed too expensive. Need community sign including a collection box, look into more options. Suggestion a cheaper version, get some sleepers and ask Vanstones to cement them in at top of pool, then produce notice.
Meeting closed at 8.10 p.m.
12. Date of Next Meeting – 21st May 2019 – venue to be confirmed
FOBSP Committee Meeting : Wednesday 24th April 2019
Pool Users Report
a) BOWS : Polar Bear Challenge Weekend 2nd & 3rd March
This is the final Polar Bear report from Bows for this winter (Nov. 2018-March 2019), showing how popular the sea pool and the Hub have been out of season. These events have
been tremendously successful, promoting both Hub and sea pool, as well as raising our profile, awareness, donations (£200+ from Bows events) and memberships …
“This weekend marks the end of BOWS hosting the "Get it Over With" Polar Bear Challenge events at Bude Sea Pool. Here's a brief summary of this weekend, followed by an overview of
every swimming event we've hosted since the beginning of the 2018/2019 winter season:
Saturday 2nd March: water temperature 10c. A total of 18 swimmers, from Bude, Bideford, Launceston, Tavistock, Hatherleigh, Exeter, Cardiff, Bristol, Reading, London and Brighton. As
always, everyone was so grateful to enjoy hot drinks and snacks in the shelter of the Sea Pool Hub.
Sunday 3rd March: water temperature 9.7c and very moody weather, revving up for Storm Freya. We genuinely didn't expect anyone to turn up today as the conditions and forecast were so
awful. However, we underestimated the hardy nature of open water swimmers and 14 people came along to take the plunge or support, from Bude, Bridgerule, Delabole, Ashwater, St
Austell, High Wycombe and Reading. The Hub really came into its own as everyone dashed inside out of the gusting winds and squally showers, ready for their hot drinks and food.
Overall summary of Bude Winter 2018/19 swimming so far:
November Polar Bear Weekend 11c & 12.8c = 26+ swimmers)
December Polar Bear Weekend 10.1c & 11c = 16+ swimmers) £ 50+
Christmas Morning Dip Event 10.3c = 20+ swimmers
29 December Polar Bear Plunge 8.9c = 70+ swimmers £ 200+
(Pauline Barker, Devon & Cornwall Wild Swimmers)
New Year's Day Dip Event 8.9c = 15+ swimmers
January Polar Bear Weekend 8.3c & 8.9c = 16+ swimmers £ 40.98 (incl. 25/12 + 1/1)
February Polar Bear Weekend 4.5c & 5.9c = 20+ swimmers £ 10.25
Let's Go Bananas Dip Event 24 Feb. 8.7c = 36+ swimmers £ 63.00
March Polar Bear Weekend 10c & 9.7c = 32+ swimmers £ 37.50
Grand Total @ 3rd March 2019 = 251+ (totals do not account for swimmers who left before we could record their presence, hence "+")
It has been an absolute joy and pleasure to entertain these incredible people throughout the winter, and to be able to offer them shelter after some really extreme swimming conditions.
We would like to reiterate how much we and everyone else appreciated the use of the Hub for our post-swim warm ups.”
b) Floodlit/Nocturnal Swims• The first nocturnal swims “for experienced sea swimmers” were held by Andrew Butler on Wednesday 3rd and 17th April at 8.00-10.00pm (Hub booked from 7.30pm) and
will continue on Wednesdays throughout the year, initially on a fortnightly basis. Andrew will review it periodically and times will be amended as lighter evenings emerge.
• Ability level 500m. No age limit.
• Andrew has asked that all swimmers donate a minimum of £1 per swim and swimmers will be expected to complete a disclaimer, which he has made clear in advance on
social media posts.
• It is anticipated that the sessions in April will be quieter, and that October will be a good time to review and plan for the winter.
• Andrew will provide hot drinks and ensure the hub is left as it was found. Andrew reports that it seems to have generated interest across social media swim groups.
• Donations: 3 April £ 24.00 9 swimmers
17 April £ 17.70 16 swimmers
c) Slippery Terraces/Walkway
3 volunteers (Adrian, Jim & Alison) turned out on Saturday 30th March, to help us clean the very slippery surfaces. It was a disappointing turnout, but at least the worst has been
cleaned for the time being.
(I wonder if we should have a concerted campaign to get people to help and volunteer - lip service is not good enough! Apart from the pool users, there are very many people
who use the walkways regularly or who just enjoy looking at the pool!)
d) Hub
A. It has been a lovely winter for swimming and fantastic to see so many swimmers using the sea pool frequently during the winter, in all winds and weathers. The Hub has come
into its own and been regularly used as a dry store/warm up/social and snack base for groups that have been swimming over the winter, being well cared for and used
responsibly. Therefore, we are intending to set up a 'trusted user scheme' next winter for FoBSP members who wish to use the Hub on an “ad hoc” basis, when it isn't pre-
booked and outside the period when the pool is staffed, on a 'trust and responsibility' understanding.
B. In February and March I opened up the Hub as a “pop in” on Saturday mornings (when not previously booked), which proved successful, despite very little promotion. This has
shown the potential for encouraging winter swimming here, as well as attracting non-swimmers and passers-by, and raising awareness. I would therefore like to continue to
open up the Hub on Saturday and/or Sunday mornings next winter, when the Hub is not otherwise booked ... but it is entirely dependent on volunteers!
Sat. 23 Feb. Donations: £12.00
Sat. 23 March Donations: £35.50
C. Review : Gill & I have heard nothing further from Chris Brewerton regarding the proposed works to the Hub (i.e. heating, electrics, ventilation, drainage) but we think it is
essential that they are carried out before the winter.
e) DefibrillatorI have contacted the British Heart Foundation, Front Line Emergency Equipment Trust (FLEET), and Duchy Defibrillators so far, and am now waiting to receive a response from the
Assistant Community Responder Officer for the SW NHS Ambulance Service. SWAST has a Defibrillator Accreditation Scheme which offers formal guidance and support in buying,
storing and using a defibrillator, and will arrange a site visit to collect all necessary details.
Following comments received from other Committee members, I have therefore not pursued this any further, and I now suggest it waits pending receipt of possible donations from
dedicated funds for Stephen and for consultation with Deb.
f) Getty Images Project
I have been contacted by a photographer (via DR), who is currently researching a photo brief for Getty Images on outdoor swimmers - specifically women in the 50 plus age group.
He is based in London but visits friends in Bude regularly, so knows the area quite well, and thought the sea pool would make a great location for this. The pictures would be used
commercially for an image library, so there is a small fee for those taking part and a donation to FoBSP. …” Essentially it's about friendship, community and of course swimming.
Ideally a group of women that know each other would be good - 50 plus is our age group and we're happy with all shapes and sizes - we're not looking for 'models' ! Regarding
swimming styles I'm happy with anyone who enjoys a regular swim in all weathers; ideally swimming costumes would work best!” I have assembled a group of 6+, and this should
take place at the beginning of May.
g) Pool Users Update
Following agreement from the Trustees, I have circulated the attached update to pool users and groups, which you have previously received.
Co-Ordinators Report April 24th 2019
1. Pool Staff induction went well including Safeguarding by Ray Newberry. Please pop down to say hello and introduce yourselves over the coming
weekends whilst we are covering weekends only up to end of May half term. Bear in mind they are all new and therefore finding their feet. I’m sure they
will all appreciate a friendly face and the support. These are;
Vicky Davidson, Nicola Matthews, Ioanna Trannou, Khaya Paton - all new
Dave Mayor and Lizzie Mitchell from last year will both be starting at the end of June
2. Rotas, official paperwork, merchandise and membership training is still yet to be done.
3. Business Sponsors handbooks have all been hand delivered and thanked. Invoices are being paid slowly.
4. Steps - works start 29th April - 3/4 weeks - ref Vanstones vs BBC Spotlight??
5. Pool Drainage - 7th May - hopefully for 4 days. Welding possibly on Wednesday if necessary for the middle beach handrails
6. Steps Campaign - - up to £12K7. Dave Oxnard is not able to help as much as he has in the past as his hands are not working properly. 8. 2 more boxes of handbooks for delivery if anyone could spare an hour to do them please? next meeting is 29th May but as I’m away from next day - can we change it to earlier in the week, alternatively it would be better if someone else dealt with my notes (LC?)
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