Ordinary General Meeting
Squash Committee 21 October 2008: BLB Canteen 13:00hrs.
Official
Version
Apologies: Jon Gear Antigoni Divoli, Chris
Stott, Laura Robison
Present: Sandra Edwards, Steve Edwards,
Louise Johns, Lionel Gunn, Mark Sydenham, Neil Goddard, James D’Arcy.
The agenda was circulated by email and is shown below:
Agenda
(i) Discussion
on insurance - its general application and specific exclusion for 18 and unders
if we don’t have a ‘childrens policy’.
(ii) Discussion
on our policy of allowing under 18’s to play in general
(iii) Discussion on our policy of allowing guests to play
(iv) Recent
squash injury - report from Steve
(v) Recruitment
of a Membership Secretary
(vi) AOB
Steve reported that we were now covered for Civil Liability and Personal Accident.
Personal accident covered any accident to members whilst on
court. Cover has been extended by Perkins Slade.
Details of the policies will shortly be placed on the squash
web site:
Note post meeting: These are now available on the ‘Squash Club Insurance’ web pages.
We are covered for Building Insurance by the Royal Marsden
Hospital.
Steve had phoned Perkins Slade and was told that:
• Under 18’s* who are Associate or
Family Members were covered for Personal
Accident. However the committee would not be covered for Civil Liability etc, as we do not have
a Children and Vulnerable Adult Club
Policy.
So what do we do for U18’s (see later) ?
Should we write a Squash Club Child Policy (Steve showed
some examples) ?
What is the insurance situation for Full Member Adults who
would like to bring guests (see later) ?
Proposal: in
response to these questions a proposal was made to draft a single page
statement of best practice for the Ups Club Squash Section, defining best
possible protection for Children (U18’s) and
Vulnerable Adults.
This one page document might be based on some documents
Steve had retrieved from the web:
• Texas
A&M REC Sports (http://recsports.tamu.edu/about/policies.stm)
• Child
Protection in Sport Unit (CPSU) Sports NGB (http://www.thecpsu.org.uk/
[National School Sport Strategy (PE, School Sport and Club
Links)] [Sports NGB] [England Squash]
• Cromer
Lawn Tennis & Squash Club - Child Protection Policy
(http://www.cromerltsa.co.uk/forms/childform.pdf)
• England
Squash - England Squash Safeguarding and Protecting Young People in Squash
Policy
(http://www.sportfocus.com/reguser/dynabizinfo/download.cfm?number=12142)
(http://www.englandsquash.com/)
[Safeguarding] [England Squash Safeguarding and Protecting Young People in
Squash Policy]
Further Specific
Proposals
1. U18 Associate or Family Members cannot play without supervision from a
parent or legal guardian.
- complying with the Ups Club constitutional rules
- U18’s must be Associate or Family Members of the Ups Club
- U18’s who are not members will
not be allowed to attend as guests
2. Parents supervising U18 Associate
or Family Members must have the CONSENT
of the non-dependant Associate or Family Member to play. Verbal permission is
OK.
3. U18 Associate or Family Members
cannot bring guests to play.
ACTION: Steve Edwards to circulate these
views and proposals to the squash committee
ACTION:
Steve Edwards to check with Perkins Slade to see what insurance we have for
adult full member guests.
Note post meeting:
Steve contacted Perkins Slade by email and was told that full members
may play guests up to THREE times. Such instances would be
termed ‘taster
sessions’. More details on our insurance pages. Direct
link: _sq_insurance_details_06b_reply_on_3_enquiries_from_ra_of_ps_241008.pdf
Note post meeting: The General Info
page was updated with the Committee’s views (26.01.09).
Note post meeting:
Draft Children (U18’s)
and Vulnerable Adults Policy deposited on Squash Club Insurance web pages.
AOB:
1. Incident
Steve
reported on the recent incident in the squash court which resulted in an
injury.
This
involved two ICR members who played on 15 October 2008. The matter was relayed
to the committee verbally, but is not recorded in detail here so as to preserve
confidentiality. The report was made with the consent of the injured party. The
full record is kept in the Squash Club archives as hard copies which are essentially
emails. As the injury was to the eye area the committee was concerned about any
lasting damage. Steve reported that initial news indicated there should not be
any. The committee took the opportunity to review its policies on recommending
eye protection to be worn, that beginners are taught the basics of court safety
and that any accidents or injuries are reported correctly. The committee was
happy with the policies in place.
These
were cited in the report that was written for ICR Site Management and also
logged in the Squash
Club Accident and Incident Log. The Log was initiated in November 2008 and
is an Excel File lodged on the Squash PC File Disk (more details on the link just referenced).
This
prompted Steve to remind the committee that the Squash Club now has to keep a
record of all incidents and accidents that occur at the squash court. The
insurance company has to be told about the incident asap. The ICR and RMH may
also request accident reports as these are corporate safety requirements
ACTION:
• Steve to start a log of incidents and accidents.
• Steve to send Perkins Slade a copy of the report.
Note post meeting: A request was made by ICR Site Management to
have the report in RIVO: ACTION -
Steve to provide
As a result of securing insurance the Squash Club
Committee thought it prudent to have a membership
list. This would necessitate a Membership Secretary as Emily left in
September. Lionel Gunn kindly volunteered for the post and was duly co-opted
unanimously. A proposal was made to ask all players to email the Membership Sec
to let them know that they are playing. This will put the emphasis on players
to let the Club know they are playing. A notice will be placed in the playing
area to indicate this requirement. A further proposal was made to ask IT to set
up a squash@icr.ac.uk mailbox. This might
enable an automatic way of generating a membership list should one be needed in
the future.
ACTION:
• Steve to organise the notice
• Steve/Lionel to speak to IT to ask about the email proposal
*U18 can only be Associate or Family Members as the ICR/RMH does not employ anyone
younger. If they do, then the Squash Section Management Committee would have to
consider such applicants on a case by case situation.
Minutes of meeting 20 October 2008: BLB 13:00 - 14.10 hrs:
Meeting closed 14.10 hrs
Minutes checked and approved by Squash Club Secretary 00
January/February 2009
Background
Email sent to all committee by Steve Edwards
Darcy, James, Divoli,
Antigoni, Edwards, Sandra, Gear, Jonathan, Goddard, Neil, Gunn, Lionel,
Johns, Louise, Roberts,
David, Robison, Laura, Stott, Chris,
Sydenham, Mark
Subject: Squash Committee Meeting
>>> Steve Edwards 13/10/2008 11:58 >>>
Dear Squash Committee,
Just further to recent comms on the Insurance that we have
just secured, there is a question on what we do regarding attendance of under
18 year olds. These could be staff (but unlikely) or more likely associate
members via UPS Club family membership.
Having read some of the views and concerns raised over this,
I think a face to face committee meeting is needed to attain consensus on our
policy of allowing under 18's to play.
I think this is a fairly timely thing to do anyway, and so
the more input the better.
Can I suggest the following dates please ?
Thursday 16th lunchtime
Friday 17th lunchtime or eve
Tues 21st lunchtime
Wed 22nd lunchtime
Thurs 23rd lunchtime
Fri 24th lunchtime or eve
Please let me know asap if you can make any of these dates ?
Cheers,
Steve
Email sent to all committee by Steve Edwards
Darcy, James, Divoli,
Antigoni, Edwards, Sandra, Gear, Jonathan, Goddard, Neil, Gunn, Lionel,
Johns, Louise, Roberts,
David, Robison, Laura, Stott, Chris,
Sydenham, Mark
Subject: SQUASH CLUB INSURANCE /
Application for Cover 05.10.08 / Update 08.10.08
>>> Steve Edwards 11/10/2008 17:36 >>>
Dear Squash Committee,
Things have moved on a bit with the insurance.
I have a verbal assurance that everything is OK for cover to
be extended.
Jon and I drafted a cheque and I will send this on shortly
with a covering letter (attached).
It looks like we won't be able to cover under 18 year olds,
so I suggest we put notices accordingly as well as saying that non-members
won't be covered.
There is still an outstanding question on what membership
details Perkins Slade require. This question was raised by me, the company
didn't appear to have worried about this when they told me they would cover us.
I thought it prudent though to check.
The only thing I anticipate is that they will insist on us
maintaining a membership list. If they do, one possibility is that we ask IT to
create a squash@icr.ac.uk email address and tell all players that they have to
email this to be covered. This could be a 'least effort' type system that might
do the job for us (electronically).
Please circulate your views on any of this.
Cheers,
Steve
Follow-up enquiries or details after meeting:
Back to OGM VGM SGM List
Back to Squash Section Home Page