Sailability on Tweed
RISK MANAGEMENTMANUAL
RISKMANAGEMENT MANUAL SCHEDULE OF UPDATES
Date / Details16 December 2013 22201201311-26 2014 / Review of Risk Management- Draft Doc. Sailability on Tweed
CONTENTS
1Introduction...... 1
1.1Philosophy...... 1
1.2Background – duty of care...... 1
1.3Background – Sailability on Tweed...... …………...... 1
1.4Limitations – Risk ManagementProgram...... 2
2Overview- Risk Management...... 2
2.1Whatisrisk management?...... 2
2.2Objectives oftheRisk Management Program...... 2
2.3Risk ManagementProgram...... 3
2.4GeneralSafety Procedures...... 3
3TheRisk ManagementProcess...... 4
3.1Risk Identification...... 4
3.2RiskCategories...... 4
3.3Risk Assessment...... 4
3.3.1Likelihood...... 5
3.3.2Severity...... 5
3.3.3RiskPriority...... 6
3.4RiskTreatment(action plan)...... 6
3.5Monitor and Review...... 7
3.6Communication...... 7
4Risk ManagementTables...... 8
4.1On Water Activities ...... 8
4.2Pre & Post Sailing...... 11
4.3Environment...... 13
4.4Personnel...... 13
1Introduction
1.1Philosophy
TheSailability on Tweed Committeeis mindful of the risks associated with conducting sailing activities.
Thismanual has been developed by the Committee toassist all members and visitors torecognise therisksand assistin minimising them with a view towards providing a safer sporting environment and experience for
Members and Volunteers.
1.2Background – dutyofcare
Itisrecognised thattheCommittee owes adutyofcare to participants in sailing activities where there is a reasonably foreseeable riskofharmorinjurytoparticipantsasaresultoftheiractions.In exercising this duty ofcare, the law requires officials totake reasonable steps toreduce thelikelihood ofinjury toparticipants asaresultofthoseriskswhich are foreseeable.
1.3Background– Sailability on Tweed Committee
Sailing activities of Sailability on Tweed are conducted under the auspice of SAILABILITY NSW.
Thelocal Committee is elected by the members ofthe local branch. Participation onthe Committee is voluntary andnomembers oftheCommittee arepaid fordutiesundertaken asamemberoftheCommittee.
Participationin training and sailing activities by membersand visitors isalso voluntary. As with all sporting activity there are inherent risks in participating in sailing activities. The risks are also affectedbyan individual’s level of experience, knowledge of practical aspects of sailing,and theirlevel offitness.Itis incumbent onmembers and visitorsnotto participate in any event where they do notbelieve theyhave therequisite skills, knowledge orfitnessto satisfactorily participate.
Further,itistheresponsibility ofSailability on Tweed Committeetoensure their boats are in good repair and thatthey comply with all sailing rules, class rules, sailing instructions and other policies & procedures.
1.4Limitations–RiskManagementProgram
Whilst Sailability on Tweed takes all reasonable steps to provide a safe sporting environment thereare limitations in available financial and human resources.
Asafety boat service is operated for participants. Thepersonnelon thatboat are notspecifically trained to fill an emergency rescue role but will assist todosoifitis perceived thatthere is an immediate danger ofinjury toaparticipant orboat.
2Overview-RiskManagement
2.1Whatisriskmanagement?
Riskmanagement istheprocess ofsystematically eliminating or minimising the adverse impact ofall activities whichmaygive risetoinjurious or dangerous situations. Thisrequires the development ofa framework within which risk exposure can be monitoredand controlled. Risk management is a tool bywhich persons involved in sportcan seek tomeettheir duties and thus avoid liability.
Riskswhich can be covered by ariskmanagement program include:
•Legal risks – losses and costsarising fromlegal actions forbreach ofa commonlaworstatutorydutyofcare;
•Physical risks – injuries toparticipants and the public;
•Financial risks – increased insurancepremiums, costsassociated with injuries forbusiness reasons, loss offinancial stability and asset value, replacement costsand earning capacity and increased external administrative costs;
•Moral and ethical risks – loss of quality of participant experience and confidence, adverse publicity and
•Damage toimage orreputation.
2.2ObjectivesoftheRiskManagementProgram
Theobjectives ofthe RiskManagement Programare:
•Toreduce theincidence ofinjury toparticipants, officials and other persons associated with club sailing competitions and activities.
•Toprovide a fun,healthy and safe sporting environment forindividuals toparticipate and enjoy thesportofsailing.
•To minimise potential club liability as a result ofpoorly managed sailing competitions and activities.
2.3Risk Management Program
Theriskmanagement program, ascontained in thismanual, has been developed by the Sailability on Tweed Committee through the following process:
•Identification ofthe risks involved in conducting sailing competitions and activities,
•Assessing the risks
•Developing and adopting strategies and actions designed to reduce theserisks,wherever possible;
•Documenting therisks,assessment and strategies/actions tobe undertaken.
TheCommittee gratefully acknowledges Yachting Victoria and their publication Risk Management – A Practical Resource for Clubswhich was used asthebasis forthepreparation ofthismanual.
Theapproach adopted in the Resource is based on the Australian Standard on Risk Management AS/NZS 4360:1999 andthe National Risk Management Guideline developed by the Standing Committee on Sport and Recreation (SCORS)riskmanagement working party.
TheResource sought tosimplify thesteps setoutin theAustralian Standard, and includes the following stages:
•Risk Identification
•Risk Assessment
•Risk Treatment(action plan)
•Monitoring and Review
•Communication
Theprogram is regularly reviewed by the Sailing Committee at its monthly meetings.
2.4GeneralSafetyProcedures
Thefollowing is a summary ofgeneral safetypolicies and procedures adopted by the Sailing Committee.
•All sailors are required towear personal floatation devices (lifejackets)duringall on-water activities.
•Sunscreen is available fromtheSailability on Tweed boatshed for all participants.
•Bottled water is available from the Sailability on Tweed boatshed for all participants.
•No on-water activity shall be conducted unless there is a support boat available.
3TheRisk Management Process
3.1RiskIdentification
Thefirststep in developing the risk management program wastoidentify what risksexist(ormayexistinthefuture) within our sailing programs and competitions. All Club members were encouraged tocontribute.
Inidentifying the risks the following factorswere considered
•The age ofparticipants;
•Thetypeofactivities conducted;
•Injuryhistory(including typeofinjury and cause);
•How operational procedures are conducted,and whether there have been any previous problems.
3.2Risk Categories
Wehave identified four Risk Categories. (a)On-water
Thiscategory includes all ofthose risks associated with the conduct of sailing
trainingand activities once the participants have leftshore.
(b)Pre-andPostEvent/Activities
Thiscategory referstotherisksinvolved in activities which immediately precede and follow our on-water events including launching and retrieval of boats, rigging and preparation activities.
(c)Environment
Thiscategory focuses on the physical environment in which we conduct club events.
(d)Personnel
Thiscategory includes club members, officials,participants, parents, carers and spectators who may be involved in club sailing activities.
3.3Risk Assessment
Havingidentified the risks involved in our sailing activities we have assessed themintermsoftheirlikelihood tooccurand theseriousness ofthe consequences arising fromtheiroccurrence.
Eachidentified riskmustbe rated.These ratings describe:
1.the likelihood of the risk occurring (likelihood); and
2.thelossordamage impactif theriskoccurred (severity);
3.thepriority,ordegree ofurgency required toaddress therisk.
Inordertosystematically assesstherisksidentified in thefirststage ofthe process, we apply the risk rating scales setout below in Tables 1 – 3.The risk rating scales allow us torate the identified risks and identify risk management priorities.
3.3.1 Likelihood
Thelikelihood is related tothe potential fora risk tooccur over an annual evaluation cycle.
Table1:LikelihoodScale
Rating / LIKELIHOODThepotential forproblems tooccur in ayear
A / AlmostCertain: / Willprobably occur, could occur several times peryear
B / Likely: / Highprobability, likely toarise once per year.
C / Possible: / Reasonablelikelihood that it may arise over a five-year period
D / Unlikely: / Plausible,could occur over a five to ten year period
E / Rare: / Veryunlikely but not impossible, unlikely over a ten year period
3.3.2 Severity
Theseverityofariskreferstothedegree oflossordamage which mayresult fromits’occurrence.
Table2:SeverityScale
Rating / POTENTIALIMPACTIntermsoftheobjectives oftheorganization
A / Catastrophic: / Mostobjectives maynotbeachieved, or several severely affected
B / Major: / Mostobjectives threatened, oroneseverely affected
C / Moderate: / Someobjectives affected,considerable effort torectify
D / Minor: / Easilyremedied, withsomeeffortthe objectives can be achieved
E / Negligible: / Verysmall impact, rectified by normal processes
Havingassessed each risk in terms of its likelihood and severity we then prioritised theriskstoassistin thedecision making ofwhat action is warranted tomanage therisks(where possible).
3.3.3 RiskPriority
Theriskpriority scale determines thenature oftheriskand theaction required. Theyareindicators toassistin the decision making of what action is warranted fortherisks.
Table3:RiskPriorityScale
IMPACT
ABCDE
A
B
C
D
E
Key:
1.Extreme risks are those likely to arise and have potentially serious consequences requiring urgent attention.
2.Major risks are those likely toarise and have potentially serious consequences requiring urgent attention or investigation
3.Medium risks those likely toarise or have serious consequences requiring attention
4.Minor risks are those considered tobe oflow consequences that may be managed by routine procedures
Oncetheriskpriorityisdetermined the Committee then considers the level ofrisktreatmentand action required foreach risk.
3.4RiskTreatment(actionplan)
Risk treatment involves identifying the range of options fortreating risk, assessing those options, preparing risk treatmentplans and implementing those action plans.
Atthis stage strategies must be determined tomanage the risks which have been identified and subsequently evaluated as posing areal risktoparticipants.
Risk Treatment options include:
Accepting the risk,
Reducing the risk,
Avoiding the risk,
Transferring the risk
Ifa risk is rated highly, careful consideration is given tothe necessary policies, procedures and strategies totreattherisk.TheCommitteeasa whole is responsible for all actions and determining thetimeframeforrisk management.
3.5MonitorandReview
Theriskmanagement program isregularly reviewed at the beginning of the season and during the course ofthe sailing program and updated as considered necessary.
Sailability on Tweed is to maintain records to enable the continued evaluation of the risk management plan. Records tobe maintained include:
•TrainingDayReports–attendees,conditions etc
•Incident Reports including accidents, and ifappropriate theeffectiveness oftheriskmanagement plan.
•Minutes ofmeetings which recordchanges totheriskmanagement plan.
3.6Communication
All members and participants in activities are tobe made aware of theriskmanagement program and invited tocontribute toitsongoing development.
3.7 Sailing Day Delegations
In the absence of the President, the committee members present are to nominate an Officer of the Day for the day’s activities.
For the 2013 / 2014season, the following Committee Members / Volunteers hold the authority to act as Officers of the Day (OOD) and to cancel, postpone or suspend day sailing activities.
Kevin Bourke
David Sharpe
John Richards
Jim Nunn
Syd Brown
In the case of a sudden change of weather condition during a sailing activity the Safety Boat Crew may suspend on-water activities and direct that boats return to shore immediately.
4Risk Management Tables
PotentialRisk / Likelihood / Severity / Risk Rating / Treatment / Resources / ResponsiblePerson / Time-frame
4.1OnWaterActivities
Collisionof boats during activities resulting in personal injury / C / B / Major / Clearpre-activity instructions.Encourage attendees tolearn boatingrules / OOD / Priortosailing
Fire/Explosionon safety boat resulting in personal injury tocrew. / D / B / Major / Fueltanks not refuelled on boat.
Abandon ship. / Safety Boat Crew
Sicknessofcoaching / safety boat personnel resulting in not being able toprovide effective capabilities. / D / D / Minor / Relieveperson
Userosterifnecessary.
Cancel Activity / OOD Or Nominee.
Difficultyin attending to a medical emergency /injury occurring mid- training resulting in exacerbation of injury. / D / D / Minor / Coaching / safety boatreturn injured person toshore
Serious/ifdoubt on coaching / safety boatto call ambulance personnel / Safety Boat Crew
PotentialRisk / Likelihood / Severity / Risk Rating / Treatment / Resources / Responsible
Person / Time-frame
Sailor in water unable to right a capsized boat or unable to get on boat. / C / D / Medium / Requirecrews towear
PFDs
SailingInstructions
PeriodicInspections / Safety Boat Crew
Sailor in water, separated from boat / C / C / Major / Pre-activity briefing.
Support boat crew to assist / OOD
Safety Boat Crew
Severe weather (including squalls, electrical storms)resulting in sailors and officials being exposed during events. / C / A / Extreme / Considerweather reports and observationbefore and during each sailing day
Cancel Activity
Return to shore (if on water) / OOD
OOD or
SafetyBoat Crew
Inexperiencedor disabled boats in difficulties. / B / D / Medium / Safetyboat to render assistance if requested / OOD
Safety Boat Crew
Mechanicalbreakdowns /gear failure resulting in coaching / support not being able toprovide effective capabilities. / C / C / Major / Activity cancelled if second boat not available / OOD or nominee
Participantboats in danger of collisions withotherwatercraft. / D / C / Medium / Emphasison rules re avoiding collisions supportboatto render assistance if requested / OOD
Safety Boat Crew
PotentialRisk / Likelihood / Severity / Risk Rating / Treatment / Resources / Responsible
Person / Time-frame
Lackoforinadequate safety/ emergency equipment byactivity organisers. / C / C / Major / Reviewsafety equipment regularly / Committee / Ongoing
Personalinjury toswimmers where collision with attendee’s or official boats. / E / B / Medium / Noswimming by members at boat launch area during launching and retrieval of sail boats, Lookout
maintained for public. / OOD, Pontoon manager, Sailors and Safety Boat Crew.
Insufficientsupervision ofsailors in training activities resulting in accidents orperson injury. / C / B / Major / One safety boat for each 6 sailing dinghies. / OOD or nominee.
Failuretoconduct pre and post event head counts resulting in missing personnel. / D / B / Major / SignOn/Off on training day sheet / OOD /Day Client Coordinator/Record keeper.
Personal injury to sailors participating in boats of poor repair or insufficient capability. / C / B / Major / Ensure that only boats maintained & signed off are used.
Daily inspection before leaving shore. / OOD
Maintenance manager
PotentialRisk / Likelihood / Severity / Risk Rating / Treatment / Resources / Responsible
Person / Time-frame
Personalinjury tovolunteersorothers as a result of inexperience and participating beyond their capacity. / C / C / Major / Training / mentoring / Committee
Lossofcommunications resulting in not being able to provide effectiveservices. / D / C / Medium / Establishalternate communication – hand held radio/mobile phone / OOD Or Nominee
4.2Pre & PostSailing
Check all involved on water to wear buoyancy veststo swim / A / C / Major / Compliance / OOD
Pontoon manager
Theftordamage ofparticipants’ gear due topoor security orstorageofequipment / E / D / Minor / Secure/ Monitor equipment during
activities / OOD
Committee
Personalinjury tosailors and public or property damage arising frompersons and vehicles passing through rigging areas / D / C / Medium / Instruction / monitoring
Insurance / OOD
Committee
Equipmentleft lying around posingriskofinjury topersons using area or damagetothemselves and public. / B / C / Major / Instruction / monitoring
Insurance / OOD
Committee
PotentialRisk / Likelihood / Severity / Risk Rating / Treatment / Resources / Responsible
Person / Time-frame
Placingheavy equipment and boats high up in storage racks resulting in injury or damage during retrieval. / D / C / Medium / Heavyequipment not stored high
Suitableboats only storedinupper racks / Minimum of three persons to remove and stow craft / OOD
Inexperiencedor careless persons re-fuelling power boats resulting in burns and property damage. / E / C / Minor / Norefuelling on boat
Fill tank prior to start of day’s activities / Safety Boat Coxswain
Hazardsto sailors in launching and rigging area. / C / D / Medium / Pre-seasoninspection / Pre-sailing inspection Awareness – all sailors / Committee
Injurytomobility challenged sailors and officials during transfer of sailors into boats / C / C / Major / Observe OH&S practices regarding safe lifting and handling.
Maximum lift limited to 70kg sailor with 2 or 3 lifters. / Pontoon Manager
Committee
Injurytosailors and officials during
launchand recovery ofsafety boat / C / C / Major / Minimum2peopleto
launch. Minimum3 people to retrieve / Safety Boat Crew
OOD
PotentialRisk / Likelihood / Severity / Risk Rating / Treatment / Resources / Responsible
Person / Time-frame
4.3Environment
Injurytoattendees and non-sailors in boatrigging/park whilst rigging or moving equipment. / C / C / Major / Restrictaccess to “danger”area. / OODNon-compliancewith OH&S regulations resulting in penalties and exposure topersonal injury claims. / D / B / Major / Notify Committee of any incidents, issues
or concerns / All members & sailors
Insufficientfiresafetymeasuresin place such as supply of extinguishers and communicated firedrill procedures. / D / B / Major / Annual Inspection
Training / Committee
4.4 Personnel
PotentialRisk / Likelihood / Severity / Risk Rating / Treatment / Resources / ResponsiblePerson / Time-frame
Harassmentofparticipants / membersfromparents orother participants /members. / C / C / Major / Code ofConduct Promote Code / Code of conduct / Committee
Poorpromotion ofemergency procedures and contactnumbers toclubmembers. / C / B / Major / Postemergency numbers inBoat Shed & with committee members / Signage / Committee
Lack of appropriately trained or qualified first aid officer(s) present during conduct of club activities resulting in poor injury management. / C / B / Major / Identify current holders of first aid and CPR certificates
If considered necessary, arrange training / Training / Committee / Recertification in Feb 2014
Poor communication to emergency service providers of club location and access details resulting in delay in emergency treatment. / E / B / Medium / Emergency numbers and Club location to be posted in Boat Shed / Signage / Committee
Incorrector inadequate provision ofpersonal information ofjunior participants byparents, if applicable. / D / D / Minor / Membershipformsto collect all required information if applicable / Membership form / Volunteer Co-ordinator /Secretary
PotentialRisk / Likelihood / Severity / Risk Rating / Treatment / Resources / Responsible
Person / Time-frame
Lackofappropriate firstaid equipment readily available to treatinjuries oraccidents asthey occur. / C / C / Major / Preseasonreview and restockfirstaidkits Establish checklist of safetyand firstaid equipment
Clearsign-posting / Checklist
Signage / Committee
Trained FAO’s
Poorinduction/training ofofficials resulting in confusion and possible neglectoftasks. / C / D / Medium / StatementofDuties for each position. Procedures manual for each activity / Sailing Day Procedure Manual / Committee
Possibilityofpost-traumatic stress forvolunteers involved in serious accidents /emergencies. / E / C / Minor / Referralofvolunteers toappropriate professional services / President