Club Grants

Purpose

Penrith Canoe Club is committed to maintaining a safe, sustainable and appropriately qualified coaching, officiating and committee team. This policy explains when the club will contribute towards training and renewal costs, how funding is approved, and what is expected from recipients.

Scope and guiding principles

The club will normally support up to eight active coaches at any one time. If eight active coaches are already supported, any application for an additional coach must be referred to the committee for an individual decision.

Funding is subject to prior committee approval and the club's available training budget.

Priority will be given to training that meets an identified club need, maintains safe delivery, or supports the club's planned sessions and competitions.

The club will aim to apply this policy consistently, while retaining discretion to consider exceptional circumstances.

Eligibility

Funding may be awarded to:

an active club coach, or a member training to fill an agreed coaching need;
a current committee member requiring first aid or safeguarding training;
a paying monthly member or active coach undertaking an approved referee course.

For this policy, an active coach is a current club member who regularly supports club sessions or events, or who has agreed with the committee to begin doing so after qualification. Coaches must keep any required membership, qualifications and checks current.

Funding available

Training	Typical cost	Club contribution	Typical club payment	Eligible people
Core Coach course	£175	50%, up to £100	£87.50	Approved coach candidates
Polo Coach course	£175	50%, up to £100	£87.50	Approved coach candidates
Polo Coach assessment	£175	50%, up to £100	£87.50	Approved coach candidates
First aid	£150 every 3 years	100%	Full approved fee	Active coaches and committee members
Safeguarding	£50 every 3 years	100%	Full approved fee	Active coaches and committee members where required
Coach CPD / update	£90 every 3 years	100%	Full approved fee	Active coaches
Referee course	£50 every 3 years	50%, up to £100	50% of approved fee	Paying monthly members and active coaches

Typical costs are indicative and may change. Percentage contributions are calculated against the actual approved course fee. Unless the committee agrees otherwise in advance, the recipient is responsible for the remaining balance and any travel, accommodation, equipment or other incidental costs.

Renewals and continuing professional development

The club will fully fund approved first aid and safeguarding renewals, normally required every three years.

The club will contribute 50% of approved coach CPD or update costs, up to £100 per course or activity. Coach CPD is normally expected at least every three years, or as required by the relevant governing body.

It is the individual's responsibility to monitor expiry dates and request approval in enough time to remain current.

Application and approval

Funding must be requested and approved before a course is booked or paid for.

The request should include the course, provider, date, total cost, qualification or outcome, and how it will benefit the club.

Approval must be recorded in committee minutes or another agreed committee record. A person must not approve their own application or reimbursement.

The club may book and pay the provider directly or reimburse the approved amount after receiving evidence of payment and attendance.

Members may apply for other grants or financial support not specifically listed in this policy by contacting the committee. Each application will be considered individually.

Where the club already has eight active coaches, an application for an additional coach must be considered by the committee and funding is not automatic. Other applications may be deferred or declined if the training does not meet a current need or sufficient budget is not available.

Recipient responsibilities

Attend and complete the funded training, assessment or course.

Provide the club with confirmation of attendance, completion or qualification and relevant expiry dates.

Where funding supports a coaching qualification, make a reasonable commitment to coach regularly for the club for at least 12 months after qualifying, subject to health, work and personal circumstances.

Tell the committee promptly if unable to attend. If a recipient does not attend or withdraws without a reasonable exceptional circumstance, the committee may require repayment of any unrecoverable club cost.

Records, conflicts and review

The Treasurer will keep suitable records of approvals and payments. The committee will maintain a record of active coaches and relevant qualification expiry dates, with access limited appropriately. Committee members must declare any conflict of interest and take no part in deciding their own application. This policy will be reviewed annually, or sooner if course costs, governing-body requirements or the club's finances change.