<GROUP NAME>

2017Emergency / Action Plan for the

Venturer Winter Adirondack Hiking Event

Page1 of 30

1.Safety Plan Purpose:

This plan identifies safety measures in place and details the actions to be taken in the event of an accident, lost youth member, weather emergency, or any situation that may jeopardize the safety of <scout group> participants for the Venturer Hiking weekend in the Adirondack region, NY state on weekend <date>.

Please note, this Emergency/Safety plan shall detail all aspects regarding safety of all participants who attend this weekend camp activity..

ACTIVITY INFORMATION

Section: / <name>
Activity: / 2017 Winter Adirondack Adventure
Attendance: / <number of youth and leaders>
Leader in charge: / <name> / <cell number>
Activity category: / Category 2: YELLOW
Date: / <date>
Hiking Route: / <hiking route>
Accommodation Location: / <name of accomodation> / <cell number>
Hiking Location: / <Start and end location>
Start / End time: / <Time>

ADULT SCOUT LEADER CONTACT INFORMATION

OTHER LEADERS PRESENT ON THIS ACTIVITY
<name and cell number> / <name and cell number> / <name and cell number>
<name and cell number> / <name and cell number> / <name and cell number>

EMERGENCY CONTACT NUMBERS

Lake Placid Hospital / Adirondack Medical Centre
29 Church Street in Lake Placid / 518-523-3311
Adirondack Search and Rescue / 518-891-0235 / Urban Emergency: / 911

SectionGroup

Leader: ______Commissioner: ______Date: ______

IDENTIFICATION OF KEY PERSONNEL

Adult Scout leader in charge of this event

<name>

Lead Venturer Advisor

<name>

1st Aid Personnel

First Aid personnel MUST carry ‘current’ first aid certification from a recognized course and have access to a first aid kit suitable to the activity described

<name>

PAPERWORK REQUIREMENTS

Required Scouts Canada Paperwork

The leader in charge shall ensure that the following paperwork is taken on this activity:

  • Travel requirements
  • Tour Permit
  • Outdoor Activity Form
  • Multiple copies of this Emergency Plan (1 per adult scout leader)
  • At least 3 copies of the “Incident form” and 1st Aid Kit usage log
  • Fitness forms
  • Registration forms for all registered Scout Youth and Adult leaders
  • Fitness form for all non-registered scout youth and adults who attend this event
  • Signed copies of individual Hold Harmless forms for all non-registered youth who attend this event

Legal documentation requirements

  • As this activity requires crossing international borders, all participants should carry the following:
  • Valid Passport OR legal paperwork for crossing international borders
  • Ontario Health Card (OHIP)
  • Signed “Parent Consent form” for each youth that is crossing the international border

Other Paperwork

  • Documentation describing any medication that any youth or adult require for personal use
  • Any additional health insurance paperwork

RISK MANAGEMENT

This event takes part in winter season, requires international border crossing, long distance road travel and hiking activities in a mountain region. As such, there are a large number of elements which require inspection for risk management. These items are listed below:

RISK: TRANSPORTATION AND “TWO DEEP” RULE

The Scouts Canada “Two Deep” rule applies to all travel related activities for this event as follows:

  • Parents, not Scout leaders are responsible for getting their youth to the event.
  • Scout leaders are permitted to drive solo with their own youth to the event, but not multiple youth unless another Scout leader or adult is present in the same vehicle.
  • Scout leaders are not permitted to organize a carpool for youth. Scout leaders are permitted to provide contact information to parents so that they may choose to carpool youth.

RISK: TRANSPORTATION

The following risks are acknowledged for this event along with reasonable mitigating actions:

RISK / ROAD CONDITIONS: Driving in the dark; Ice / Snow on roads / Low visibility
LIKELIHOOD / Moderate
MITIGATION /
  • Road and Weather conditions in Ottawa may not be the same in Lake Placid. Careful inspection of weather reports along the travel route must be performed up until the day of travel.
  • In cases of inclement weather, cancellation of the drive on Friday evening may be necessary.

RISK / NAVIGATION GETTING LOST ON WAY DOWN TO LAKE PLACID
LIKELIHOOD / Moderate
MITIGATION /
  • Scout leaders provide clear driving directions to all adults who are driving to Lake Placid.
  • Use automobile GPS systems where necessary
  • Friday departure time/ location is communicated to all drivers
  • Vehicles shall travel in convoy when possible
  • Contact numbers for Scout leaders and destination are provided to all drivers for ease of communication in the event someone gets lost.

RISK / VEHICLE ACCIDENT
LIKELIHOOD / Low
MITIGATION /
  • All vehicles shall in convoy
  • Contact numbers for Scout leaders and destination are provided to all drivers for ease of communication in the event someone gets lost.
  • All vehicles are encouraged to carry the following:
  • First Aid Kit, automobile repair kits (where possible), jumper cables
  • Winter clothing / gear for cold weather delays
  • In case of an accident, the convoy of vehicles will stop and render assistance
  • If a vehicle is incapacitated
  • Youth and equipment will be offloaded to other vehicles as necessary
  • Another driver/vehicle will remain until the vehicle in
  • Scouts Canada ‘Incident report’ will be required if a registered scout member is involved in a vehicle accident

RISK: LODGING AND “TWO DEEP” RULE

The Scouts Canada “Two Deep” rule applies to all travel related activities for this event as follows:

  • Unless otherwise stated, there will be a minimum of two adults (scout leaders or parents) in each Motel room where youth will stay.
  • In the event that there is an odd number of parents/scout leaders, no adults will sleep in the same motel room and youth will sleep on their own. Exceptions are permitted where a parent and child share a room. The parent may or may not be a registered scout leader.

RISK: LODGING

The following risks for lodging are acknowledged for this event along with reasonable mitigating actions:

RISK / SLEEPING ARRANGEMENTS
LIKELIHOOD / Low to None
MITIGATION /
  • Where possible, there will be two adults (scout leaders or parents) in each Motel room. In the event that there is an odd number of parents/scout leaders, adults will sleep in the same motel room and youth will sleep on their own. Exceptions are permitted where a parent and child share a room. The parent may or may not be a registerd scout leader.

RISK / OUT OF BOUNDS: The lodging accommodations are beside a busy road
LIKELIHOOD / Low
MITIGATION / Youth will be instructed on rules of conduct as follows:
  • Not be allowed to hang around in the car park nor visit local stores without gaining permission from Scout leaders
  • Buddy system at all times when leaving the accommodation location
  • No knives are permitted to be used while at the accommodation location unless permission is given and knife permit regulations are follows
  • No camp stoves are to be used at the accommodation location
  • Scouts Canada ‘Incident report’ may be required if the scout group member(s) get lost

RISK / MISCHIEF AT ACCOMMODATION : Venturer youth can be boisterous and excitable and act in a manner that does not best represent Scouts Canada
LIKELIHOOD / Low
MITIGATION / Youth will be instructed on rules of conduct as follows:
  • Respect rules and regulations of the lodging facilities
  • No foul language
  • Courteous and respectful to property and other members of the public
  • No late night partying/sound/alcohol consumption
  • Scouts Canada ‘Incident report’ may be required if youth do not act in a respectful manner to others

RISK / DAMAGE TO ACCOMMODATION
LIKELIHOOD / Low
MITIGATION / Youth will be instructed on rules of conduct as follows:
  • Respect rules and regulations of the lodging facilities
  • Report any issues with accommodation on your arrival
  • Leave no trace – clean up as you go
  • Scouts Canada ‘Incident report’ may be required if there is damage to the property

RISK: HIKING EQUIPMENT ISSUES

The following risks for hiking equipment are acknowledged for this event along with reasonable mitigating actions:

RISK / Equipment failure: Snow shoes, Microspikes, hiking poles, eye protection
LIKELIHOOD / Low
MITIGATION /
  • Each hiking group will carry a “Leader Pack” which has been supplied by the event organizers. The “Leader Pack” will contain an equipment repair kit for effecting reasonable repairs to equipment.
  • In case of an incident: repairs will be made in situ and a decision made as to whether the hike be abandoned if equipment failure is considered detrimental to the health of an individual or adversely affects the hiking group.

RISK: PERSONAL CLOTHING FOR WINTER HIKING

The following risks for suitable clothing for winter hiking are acknowledged for this event along with reasonable mitigating actions:

RISK / Appropriate for winter hiking
LIKELIHOOD / Low
MITIGATION /
  • A planning meeting with all participants (youth and adults) has been given at two weeks prior to this event. A personal kit list for cold weather hiking was given to each participant.
  • The kit list identifies clothing requirements such as boots, gloves, headgear, eye protection, clothing materials with regard to layering and the need to carry spare sets of clothing
  • A full inspection of clothing of all participants shall be made prior to the start of the hiking activity. Participants will not be allowed to commence the hiking activity if they are not dressed correctly
  • Scout leaders will carry additional clothing in their packs. These items will include spare socks, gloves, hats, eye protection, boot laces and a sleeping bag liner

RISK: HEALTH OF PARTICIPANTS

The following risks for participant health are acknowledged for this event along with reasonable mitigating actions:

RISK / PERSONAL ALLERGIES
LIKELIHOOD / Low
MITIGATION /
  • Allergy restrictions have been taken into account for this event.
  • Parents are providing some of the food elements for this activity
  • Youth shall be purchasing their own personal food items for this activity from the grocery store(s) in Lake Placid

RISK / PERSONAL FITNESS LEVELS
LIKELIHOOD / Moderate to Low
MITIGATION /
  • Hiking route planning has been taken into account for this event. The age, skill, experience of the Venturer youth and adult participants has been assessed and a hiking route selected accordingly.
  • In the event that a participant falls ill during the hike a decision to abandon the hike will be made in accordance to (a) situation that arises and (b) Two Deep rules

RISK / EXISTING INJURIES
LIKELIHOOD / Low
MITIGATION /
  • A planning meeting with all participants (youth and adults) has been given at two weeks prior to this event.
  • Participants who have existing injuries which may be exacerbated by winter mountain hiking have been advised to not take part in this event

RISK: HIKING RELATED

The following risks for hikingare acknowledged for this event along with reasonable mitigating actions:

RISK / FAILURE TO CARRY MANDATORY EQUIPMENT
LIKELIHOOD / Low
MITIGATION / Adirondack / State park rules require that all participants carry Snow shoes and/or suitable foot gear. Park Rangers WILL ISSUE COSTLY FINES against participants and request that hiking activities be abandoned if Park regulations are not followed
  • Prior to transportation to the start point of the hike, each participant will be assigned a pair of snow shoes they will carry/wear on the hiking event. All participants are required to bring microspikes.
  • The ‘hike leader’ will confirm that everyone has snow shoes
“Leader Back packs” (Activity requirement – not a State park requirement)
  • of each hiking groupwill ensure that one “Leader backpack” is taken on the hike. The backpack will contain maps, repair equipment and rope.

RISK / FAILURE TO CARRY PERSONAL EMERGENCY KIT
LIKELIHOOD / Low
MITIGATION /
  • All scout youth and scout leaders should bring their personal ‘emergency’ kit with them on the hike as the kit will contain items such as a whistle for raising

RISK / Getting lost while driving to the start point of the hike
LIKELIHOOD / Low
MITIGATION / Each year there are new parents/leaders who participate in this event.
  • Road directions / maps showing the route from accommodation to the parking lot (start point) of the hike will be provided
  • Where necessary, vehicle convoy to the start point shall be used in order to ensure that ALL participants arrive and start the hike together.

RISK / GROUP GETS SPLIT UP
LIKELIHOOD / Moderate to Low Not sure about this Paul. May wish to have fast and slower groups.
MITIGATION /
  • The hiking group shall have at least one or more adults (scout leader(s)/parent(s) at the front and rear of the group.
  • No youth will be allowed to move ahead or fall behind the adult participants.
  • The group shall hike at the pace of the slowest participant.
  • A head count of all participants is performed at regular intervals during the hike.

RISK / GROUP GETS LOST
LIKELIHOOD / Moderate to Low
MITIGATION /
  • Buddy system will be used. All participants will have a whistle for signaling
  • Scout leaders will carry a map and compass and electronic GPS (phone or handheld GPS)

RISK / WINTER WEATHER  SNOW SQUALLS / WHITE OUT
LIKELIHOOD / Moderate to High
MITIGATION /
  • Ski goggles will be carried.
  • In Case of Incident: Hikers will gather as a group and wait until it is safe to continue the hike.
  • In the event of a white out at the mountain peak, the ‘hike leader’ will make the decision to not ascend to the peak or to proceed with the entire group together so that everyone can see each other.

RISK / WINTER WEATHER  HIGH WIND
LIKELIHOOD / Moderate to High
MITIGATION / Normally not an issue when hiking in the trails leading to the summit. However many mountains have exposed peaks which can be dangerous to climb in high wind. There is excitement when nearing the summit of a mountain. Visibility of trails may be obscured in high wind due to blowing snow and ice particles. Therefore the following procedures are advised:
  • The ‘hike leader’may advise everyone to summit at the same time in order to make sure that everyone in the group remains visible to each other This is likely not possible Paul.
  • Stick to the identified path.
  • Hikers may be required to don ski goggles and full face cover
  • Vaseline or lip balm is advised to protect exposed lips
  • Gloves must remain on at all times
  • Participants will not be allowed to climb rocks on mountain peaks in case they are blown over
  • Participants will be required to wear snow shoes or Microspikes when climbing to an exposed summit In all liklihood, the microspikes will be required for the entire treck.
  • Participants will be advised to adjust clothing to a tight fit in order to not be blown off balance on an exposed peak
  • A small gap must exist between climbers on an exposed peak – this ensures that if anyone is blown over, they do not knock anyone else over

RISK / WINTER WEATHER  AVALANCHE
LIKELIHOOD / Low
MITIGATION / Check website for mountain information
Stay out of danger areas
RISK / WINTER WEATHER  WINTER STORM or HEAVY SNOWFALL or POOR WEATHER
LIKELIHOOD / Moderate
MITIGATION /
  • Weather will be checked prior to departing for the hike. Should the weather be deemed too harsh, the planned hike will be cancelled in favor of an alternate hike or activity.
  • All hikers will carry a sleeping bag. Tent, stove, and other emergency supplies will be distributed amongst the group.
  • During the hike, if conditions worsen, the ‘hike leader’ will abandon the hike and direct the group to return to the start point. This is required to best avoid getting stuck on the mountainside, running out of day light, losing the trail in the poor weather.
  • In Case of Incident: Hikers will gather as a group and prepare to wait until the weather improves. The weekend Trip Leader for ADK Winter Adventure will be informed that the hikers will not be returning at the scheduled time. DEC Forest Rangers will be contacted as necessary.

RISK / SPRUCE TRAPS
LIKELIHOOD / Moderate I do not know that this is.
MITIGATION /
  • The “Leader Backpack” contains throw rope up to length 50ft.
  • Hikers will follow buddy system
  • In Case of Incident: Whistle will be sounded to alert others. Group will gather and safely extricate hikers from spruce trap.

RISK / BREAKING THROUGH THE ICE
LIKELIHOOD / Low
MITIGATION /
  • As the hiking will be done on mountains, the risk of pools of water being present is low. However, trails do follow areas near water and rock pools. Care has to be taken if they have to be crossed.
  • Hikers will stay away from known sources of water. Care will be taken when crossing trail which appears to be over a source of water.
  • In Case of Incident: Use appropriate first aid. Seek medical help as required.

RISK / FALLING TREES (HIGH WIND)
LIKELIHOOD / Low to Moderate
MITIGATION / Trees that grow on the mountain have shallow / wide tree roots are subjected to tremendous force. Dotted on either side of the hiking trails are trees which have been blown over or brought down due to heavy snow fall. Vigilance must be used when hiking on trails with high wind as the /root balls’ often move and lift indicating that a tree is dangerously loose. This is often see on trails that are on top mountain ridge lines.
  • Vigilance is required on trails on ridge lines in high wind.

RISK / HIKING INJURY
LIKELIHOOD / Moderate to High
MITIGATION /
  • A planning meeting with all participants (youth and adults) has been given at two weeks prior to this event. Notice of suitable clothing/footwear (With ankle support), hiking poles, snow shoes and Microspikes has been given.
  • Hikers will follow safe hiking practices.
  • 1st Aid person will perform First Aid as needed.
  • In Case of Incident: Hiking Injuries will be reported to the DEC Forest Rangers and the Trip Leader for ADK Winter Adventure

RISK: FIRST AID RELATED