Risk Management Plan - Yarra River - Griffiths Park Slalom
Yarra River Slalom Event
Griffiths Park
Risk Management Plan
Contents:
Executive Summary 8
Purpose 8
Location 8
Intended Users: 8
Version Control 8
Definitions 8
Slalom Officials 10
Competition Committee (Hosting Club) 10
Official Role Descriptions 11
Risk Mitigation 14
Communications 14
Environment 14
Natural Events 15
Storm damage / lightening strike 15
Poor Water Quality. 16
High water / Flood 16
Emergency Response Plan 18
Response Procedures 18
Emergency Alert 18
Fire Emergency Response 19
Medical Emergency 19
On water injury 20
Off water injury 21
Chain of Command 21
Scrutineering 22
Boats 22
Personal Floatation Devices- PFD (Buoyancy Vest) 22
Helmet 22
Other equipment 22
First Aid 23
Contact 23
Medical Information 23
First Aid Equipment 23
Incident Forms 23
Resources 23
Member Protection 24
Harassment 24
Code of Conduct 24
Fairness 24
Respect 25
Responsibility 25
Safety 25
Child Protection Policy 26
Requirements 26
Compliant procedure 26
Resources 27
Risk Analysis 28
Index 28
Appendix 1 – Incident Report Form 34
Appendix 2 – First Aid Record Sheet 35
Appendix 3 – participant Briefing Checklist 36
APPENDIX 4 – OFFICIAL/VOLUNTEER BRIEFING CHECKLIST 38
Appendix 5 – communication plan 40
Appendix 6 – Emergency Contacts list 41
Appendix 7 – position descriptions and related equipment list/resources 42
DUTIES OF Event ORGANISER 42
DUTIES OF RACE Organiser 43
Equipment List / Resources for Race organiser 43
DUTIES OF Safety officer 44
Equipment List / Resources for Safety Officer 44
DUTIES OF PADDLERS/COMPETITORS 45
Equipment List / Resources for Paddlers / Competitors 45
DUTIES OF VOLUNTEER OFFICIALS / JUDGES 46
Equipment List / Resources for Officials / Volunteers 46
Compiler 46
Gate Judges 46
Starter 46
Finisher 47
Pre Start Controller 47
Scrutineer 47
First aider 47
Appendix 8 - CONFIDENTIAL RECORD OF FORMAL COMPLAINT 48
Appendix 9 CONFIDENTIAL RECORD OF INFORMAL COMPLAINT 51
Appendix 10 – evacuation procedure – griffiths park 53
High Risk Forecast Conditions 53
Evacuation Meeting point: 53
Evacuation Procedure: 53
Appendix 11 - Scrutineer Check List 54
Appendix 12 – Compliants procedure 55
Appendix 13 – Recommended First Aid List 59
STANDARD CV FIRST AID KIT CONTENTS 59
Appendix 14 61
Sun Smart Policy 61
Appendix 15 61
Smokefree policy 61
Appendix 16 61
Lightening Policy 61
Appendix 17 61
Bushfire Policy 61
Appendix 18 61
Green Algae Policy 61
Executive Summary
Purpose
Paddling (including Canoeing, Kayaking and any other forms of paddling) is potentially a dangerous but enjoyable activity. It is therefore incumbent that Canoeing Victoria as the organizers of activities, the instructors / guides and activity administration staff observe basic risk management techniques.
This Risk Management Plan has been developed to assist the organizers and volunteers to identify, assess and provide treatment of issues should they arise during the Yarra River Slalom activity.
Location
Yarra River, Griffiths Park, Eltham. This section of the river consists of grade 1 rapids and is one of the best introductions to moving water on the Yarra River. Situated at the Griffiths Park reserve in Eltham.
Intended Users:
Canoeing Victoria Slalom Technical Committee
Slalom Event Manager
Slalom Volunteers
Canoeing Victoria Administrative Staff
Version Control
Date / Author / Version Details28 May 2011 / Sharon Swoboda / Version 1
Definitions
DefinitionsActivity / Slalom
Event Organiser
Race Organiser
Chief Judge
Safety Officer
First Aider
Rescue Squad
Timekeepers / Compilers
Event Series / Canoeing Victoria Yarra Series – Consists of 6 Events on the Yarra River
Slalom Officials
The Canoeing Victoria Slalom Yarra Series is to be managed by the following Officials.
Competition Committee (Hosting Club)
1.1 Every Canoe Slalom competition must have a Competition Committee consisting of 3 members of the host club and 1 member of the Canoeing Victoria Slalom Technical Committee.
A representative of the Canoeing Victoria Slalom Technical Committee shall preside over the Competition Committee.
1.2 The Competition Committee receives protests concerning non-observance of the rules of competition and makes the final decision in the event of disagreement concerning any interpretation of the rules. Decisions of the Competition Committee must be in accordance with the published and agreed rules.
The Competition Committee may disqualify a competitor for the entire duration of the competition. The Competition Committee decides on all questions raised during the competition that are not covered by the rules.
In the event of a tie vote, the Chair of the Competition Committee decides.
1.3 Officials:
1) Event Organiser
2) Race Organiser
3) Chief Judge
5) Gate Judges
6) Course Designer
7) Pre Start Controller
8) Start Judge
9) Finish Judge
10) Pre Start Controller
12) Scrutineer
13) Safety Officer
14) First Aider
Official Role Descriptions
Full Duty lists are available in Appendix 7
2.1 The Event Organiser directs the competition according to the rules.
The Event Organiser must ensure that the Competition results and the list of Officials are filled and that all Officials and competitors are aware and responsible for their own duties and understand the Chain of Command.
2.2 The Race Organiser is responsible for the local preparations for the competition, the conduct of the entire competition and the installation and proper functioning of technical equipment required for the competition. The Race Organiser is a member of the course approval committee.
2.3 The Chief Judge must ensure that the competition is run correctly and in keeping with the competition rules. The Chief Judge applies the competition rules and may disqualify a competitor or grant a rerun.
The Chief Judge is the final arbiter on all judging matters. When there is official television or official video of the event, he/she may avail himself/herself of the television or video footage to assist in their determination of any relevant matter or protest. After the Chief Judge has ruled on a protest concerning penalties the result then becomes a matter of fact and therefore cannot be protested further. The Chief Judge is a member of the course approval committee.
2.4 The Assistant Chief Judge will closely co-operate with the Chief Judge and the Event Organiser and will assist with the administrative tasks related to the competition especially judging locations and instructions to judges.
He/she will oversee the collection of the forms necessary for the administration of the Protest Office and any other matters necessary for the Secretariat.
He/she will assist in the formulation of the decisions of the Chief Judge regarding any protests and will oversee the recording and archiving of all relevant official forms.
2.5 Gate Judges are responsible for the correct penalty or the correct judgment being given on their gates. They must also rely on adjacent Gate Judge's observations, especially those who may be in a better position for a particular negotiation (better position may mean being closer or even more distant but on a better angle for each individual case). It is the Gate Judge's duty to consider and record every gate to which they have a privileged position and/or has been assigned to. One Gate Judge will be assigned to communicate the penalties, within a designated group of gates (Section), to compiling. This judge is the Transmission Judge and will also act as a Gate Judge.
The Gate Judge assigned to give a decision on a particular gate is responsible for the final communication of that decision to the Transmission Judge. It is not the role of the Transmission Judge to overrule any decision on the assigned gates of a Gate Judge, rather to record, display and forward that decision to Compiling.
The Gate Judges must keep appropriate written documentation concerning each competitor. This documentation may become available to the paddlers or team leaders during the enquiry/protest process. The Gate Judges observe the progress of the race in order to guarantee a fair run to all competitors. The Gate Judges should visibly signal any penalties they intend to assign to a competitor to the Transmission Judge.
2.6 The Course Designers are responsible for the design of the course and ensure that the course is maintained in its original design during the competition. The Course Designers are responsible for the proper hanging of the gates and for the other relevant installations and must always be ready to make repairs or adjustments as necessary. The Course Designers are members of the course approval committee.
2.7 The Pre Start Controller confirms that both the competitor's boat and personal attire meet the safety rules (safety helmet, buoyancy jacket and boat). (See Rule 19)
He/she checks that boats carry marks or tags as issued by the Scrutineer.
Where a competitor does not meet the required safety standards, or the competitor's equipment or their boat does not carry the marks or tags issued by the Scrutineer, the Pre Start Controller must immediately advise both the Start Judge and the Chief Judge and advise and apply their instructions to the competitor.
Any time lost because of the above goes against the competitor.
2.8 The Start Judge assures that the competitors are in the correct order and gives permission to start. He/she can refuse to start a competitor if the competitor:
- Fails to respect the safety rules.
- Fails to present themselves at the start, promptly after having been called by the Start Judge to do so.
- Is not properly dressed or has no, or incorrect start number.
- Does not follow the Start Judge's orders.
In case of any abnormality at the start, the Start Judge must immediately inform the Chief Judge.
2.9 The Finish Judge determines when a competitor has finished the course in the proper manner.
2.10 The Time Keepers are responsible for keeping the exact running time for each competitor and for its transmission to Compiling.
2.11 The Compiler is responsible for calculating the results of the competition and publishing them.
2.12 The Scrutineer ensures that the boats, buoyancy jackets and helmets carry the ICF registration and marks them accordingly.
2.13 The Safety Officer, together with a rescue squad and according to the circumstances, rescues competitors who have capsized.
They must have available the necessary safety and first-aid equipment to use in the event of a serious accident, and must render effective assistance to a competitor in difficulty. A physician must be continuously available.
2.14 An official may assume multiple functions or roles for the competition.
2.15 No official may communicate with, or in any way give technical advice to a competitor while they are on the course. A Gate Judge shall not draw a competitor’s attention, in any manner whatsoever to any error committed in relation to the competitors negotiation of the course.
2.16 There must be constant communication between Event Organiser, Chief Judge, Assistant Chief Judge, Start Judge, Finish Judge and Compiling.
Risk Mitigation
In addition to the Risk Assessment noted in this document, below are the key areas that need to be addressed
Communications
The Course is located on the Yarra River on the outskirts of Metropolitan Melbourne in a built up suburban area. The Mobile phone coverage along the river side is patchy however it is only a short walk off the river to receive full coverage or to access private land line communications.
The Competition Committee will be making extensive use of local UHF radio facilities to supplement communications.
Use of the UHF system will be discussed as part of briefings for Team Managers and Officials.
A Communication plan with all relevant mobile numbers and UHF radio call signs is detailed in Appendix 5
Environment
Typical weather conditions experienced in the area during the series races is
Mean Max Daily Temp: Between 13 and 17 degrees C
Mean Rainfall Between 40 and 55 mm
Rain Days 13.5 – 16 days
Information source: http://www.weatherzone.com.au/climate/station.jsp?lt=site&lc=86071
Melbourne Long-term Averages
Jan / Feb / Mar / Apr / May / Jun / Jul / Aug / Sep / Oct / Nov / Dec / AnnMean Max (°C) / 25.9 / 25.8 / 23.9 / 20.3 / 16.7 / 14.0 / 13.4 / 14.9 / 17.2 / 19.6 / 21.9 / 24.2 / 19.8
Mean Min (°C) / 14.3 / 14.6 / 13.2 / 10.7 / 8.6 / 6.9 / 6.0 / 6.7 / 7.9 / 9.5 / 11.1 / 12.9 / 10.2
Mean Rain (mm) / 47.6 / 47.6 / 50.2 / 57.4 / 56.2 / 49.2 / 47.7 / 50.2 / 57.9 / 66.2 / 59.5 / 59.2 / 648.9
Median Rain (mm) / 37.3 / 32.4 / 38.2 / 50.2 / 55.2 / 42.8 / 44.4 / 49.4 / 53.0 / 67.8 / 52.3 / 51.4 / 646.2
Mean Rain Days / 8.3 / 7.4 / 9.3 / 11.4 / 13.9 / 14.1 / 15.1 / 15.6 / 14.7 / 14.1 / 11.7 / 10.4 / 146.1
Melbourne Daily Records
Jan / Feb / Mar / Apr / May / Jun / Jul / Aug / Sep / Oct / Nov / Dec / AnnHigh Max (°C) / 45.6 / 43.2 / 41.7 / 34.9 / 28.7 / 22.4 / 23.1 / 26.5 / 31.4 / 36.9 / 40.9 / 43.7 / 45.6
Low Max (°C) / 14.6 / 14.7 / 12.0 / 8.9 / 8.3 / 5.3 / 4.4 / 6.7 / 8.3 / 9.0 / 11.0 / 10.4 / 4.4
High Min (°C) / 28.8 / 30.5 / 26.3 / 23.0 / 17.1 / 16.1 / 14.3 / 16.2 / 20.5 / 24.1 / 26.2 / 26.6 / 30.5
Low Min (°C) / 5.5 / 4.5 / 2.8 / 1.5 / -1.1 / -2.2 / -2.8 / -2.1 / -0.5 / 0.1 / 2.5 / 4.4 / -2.8
High Rain (mm) / 108.0 / 113.4 / 90.2 / 80.0 / 51.2 / 44.2 / 74.4 / 54.4 / 58.7 / 61.0 / 72.6 / 99.6 / 113.4
Natural Events
The four key types of natural events that may impact a Yarra Series Race:
· Storm Damage or lightening strike
· Poor Water Quality
· High water / Flood
· Wildfire / Grass & Scrub Fire
Storm damage / lightening strike
Storm damage / lightening strike is deemed as a medium risk.
Weather updates need to monitored to determine the risk on the day of the race. Weather updates, river levels and storm debris will need to be determined the day prior to the event with course inspection both the day of the race and the day before to ascertain any risks.
In the event of a storm with lightening strikes during the race, the lightening policy (Appendix 16) will be enacted. This policy includes:
If thunder happens within 30 seconds of lightning, then the storm is within 10 kilometres of your location. Lightning safety experts consider this the strike danger zone and advise people to follow the 30/30 rule.