2016 New Zealand and South Island Secondary School Mountain Bike Championships. Risk Management Plan

Transcription

1 Ref No 1 Risk Management Plan 2016 New Zealand and South Island Secondary School Mountain Bike Championships. Risk Management Plan RMP 1 New Zealand and South Island Secondary School Mountain Bike Championships Completed by: Chris Arbuckle (for Mountain Biking Otago Inc.) Date Reviewed: 01 August 2016 Next Review Date: 01 October 2016 Activity Hazard Risk Description (H-M-) ocations: Dunedin, New Zealand Dates: 01 October October 2016 Other Relevant Documents: Rider Entry (Declaration) forms MTBNZ Code of Conduct for Mountain Bike NZ icence Holders MTBNZ Downhill Protective Equipment Guidelines MTBNZ Mountain Bike Race Regulations as per UCI Cycling NZ/MTBNZ Event Guidelines Cycling NZ /MTBNZ Event Service Agreement Cycling NZ Emergency Response Form Cycling NZ Incident Form Cycling NZ Equipment/Gear og Cycling NZ Child Protection Policy Cycling NZ and MTBNZ Contacts for Cups/Nationals 2015 Red Cross Injury/Treatment Report Control Measures (either in place or required) Further Action Required Person Responsible ON THE BIKE 1 Rider Injury while on race Accident/Injury occurs while riders are M Riders to wear safety gear according to NZSSMTB Prior to event Club Commissaire By When

2 course on course practice or racing Race Booklet compulsory protection gear. Marshals carrying radios/flags/whistles and vests have Marshall and Radio Protocol. To be briefed by commissaries prior to all practice and racing. Emergency Response Staff on site 1. Provision of trained medical staff, 3 x Medics (one minimum will be an Advanced Paramedic) 2. 1 x First Response 4WD vehicle with full Ambulance equipment and specialist extrication equipment for retrieval of patients in difficult locations 3. 1kg dry powder fire extinguishers in all vehicles 4. 1 x Base-station tents/gazebo to assess/treat the walking wounded, monitor or lie ill/injured patients while waiting for ambulance response (critical patients are kept within the vehicle) 5. 2 x Trail-motorcycles for access in to more difficult locations 6. Own internal communication network that links into normal VHF radios that are used at events as well as cell phones 7. All injuries are recorded and moderate/serious causalities receive Patient Assessment Forms to aid further professional care. Red Cross monitor and record safety equipment worn from those injured and have information for suspected concussion 8. A post-course report on injuries and safety recommendations is sent to the organisers. Commissaire to check and approve course prior to start of practice and racing. Modifications, if needed to be carried out prior to racing. and during event Red Cross 2

3 2 ack of awareness by other users, including public of the tracks being used for events Walking, running or riding onto course while practice or racing taking place, causing danger to participants. 3 Riders going off track Riders going off track during events, resulting in injury or going missing Opportunity for riders to pre-walk DH or XC courses on day prior to practice and the opportunity to practice course prior to racing. Venue clearly sign posted during event. Signs erected at key road intersections if required on the day of the event. ocal media notified including radio/newspapers A lead rider and sweeper provide to accompany riders Race numbers issued to all participant and recorded while racing on route Marshals in place at intersections or danger areas. If rider missing Chief Commissaire to identify riders last sighting Inform Police and if required begin search, Dial 111 Prior and during event During event Club Commissaire and and Marshals 4 Riders unaware of other venue facility users Riders going into areas they are not allowed or not realising they may need to share the facilities/resources Thorough race briefing to all riders making them aware of other land users during event Race briefing 5 Vehicles In Traffic on route to or at venue Stolen Vehicle Check vehicle before use. Personal awareness of other road users. Awareness of the Road Code and defensive driving techniques. Drivers to have appropriate drivers licence and authority to drive rental vehicles. Wear seatbelts at all times and lights on at all times. Follow Traffic Management plans if relevant to event, provided by club. Follow club s Risk Management plans if relevant to event. Prior and during event All personnel 3

4 osing keys Ensure vehicles locked when not in use. Do not leave any items visible in car. Keys kept on lanyard by driver. 6 Death/Fatality Death/fatality of rider or BikeNZ management If death occurs the Emergency Response it to ring NZ Police and Emergency Services After accident 4

5 1 Event Village Event Village area not suitable for Competitors Commissaries, event teams, riders or spectators OFF THE BIKE Club is made aware of requirements well in advance from Event Guidelines and Event Service agreement. MBO race Director encouraged to contact NZSSSC Event Manager with concerns as soon as known, so solutions can be found Team Entries encouraged to be in early and notified of limited sites Before and during event Club Commissaire and 2 Insufficient marshals Insufficient resources to marshal course safely Club and Host Organiser are made aware of requirements well in advance from Event Guidelines and Event Service agreement. Clubs asked to provide approx. 5x marshals/vols for DH and 3x marshals/vols for XC events Host Club Coordinator encouraged to contact BikeNZ Event Manager with concerns as soon as known, so solutions can be found Before and during event Club Commissaire and 3 Abusive behaviour Abusive behaviour direct towards marshals or race officials by riders or public If unruly rider Chief Commissaire to speak to about conduct and if continues withdraw rider from event. If situation escalates contact Police, dial 111 Include expected rider conduct in briefings As required Club Commissaire 4 Spectator/Staff Injury at Event Accident/Injury/Illness/Hypo or Hyperthermia/Sunburn/ Dehydration 5 Course changes Course changes or direction not implemented as planned 6 Bad weather Bad weather potentially putting riders at risk during event M Professional First Aid Providers contracted by BikeNZ for entire series Drinking water to be provided by club Event Manager and Chief Commissaire to liaise with Host Club Coordinator to ensure changes are implemented. Weather forecast monitored in lead up to event. Participants advised to prepare for all conditions and Prior to event and during event Prior to and during event Prior to event During event Commissaire, Race Director / Event Commissaire, Race Director / Event or 5

6 have adequate food/water/sunscreen and clothing. H to inform Track builder/course setter to have considered Wet options in planning and be able to action if possible. Shelter areas identified at the event. In event of weather conditions deteriorating, making riding on course too dangerous for riders/organisers then Event Manager/Chief Commissaire Race Director / Event. Decision will be agreed to by all stakeholders, if to proceed/delay/postpone or cancel. 7 Fire Events being held in forests could lead to accidental fires by riders/spectators/volunteers/staff Event participants/marshals/spectators are told it is a non-smoking event Marshals briefed to ensure spectators do not smoke Fire extinguishers available, Red Cross Aid base Club to also provide fire extinguisher If landowner requests club to provide Fire truck on standby, then club will need to supply Club to ensure mown grass in parking areas for event Club to be affiliated to BikeNZ, MTBNZ to ensure fire insurance Prior to event During Event Host Club Coordinator Immediate Action if there is a fire: Announce over PA system and Radios 111 called and notified of location andowner immediately informed by Club Coordinator Event Organisers to ensure all riders, staff and marshals are accounted for 6

7 8 Damage to Venue Events being held in forests on private land could result in damage by riders/spectators Riders are briefed to stay on official tracks only and be respectful of recent plantings and native areas. Route to be approved by club and landowners Sufficient rubbish bins for waste disposal are provide by club Marshals in place and briefed on sensitive/danger areas and to maintain a strictly no smoking area. Prior to and during event 9 Management, Evaluation & Monitoring Management, budget and monitoring of event not in place NZSSSC will hold overall responsibility & accountability for the management and monitoring of the NZMTB Champs.. NZSSSC and MBO Team will have lead role in the administration/budgeting/reporting of the event. Prior, during and after events NZSSSC Management 10 Rider, Clubs, school Communication ack of communication between Commissaire, Club Coordinators or riders creating poor events and moral. Ensure everyone understands the communication processes, agrees and cooperates Regular catch up meetings with to Host Club Coordinators and Event Manager Regular accurate and timely updates to relevant people Media plan in place by BikeNZ On-going through event lead up, during event and at end of each Management, Commissaire, 11 and owner dissatisfaction and owner dissatisfied with event planning resulting in lack of cooperation Host Club coordinator to liaise regularly with landowner to ensure needs are understood and met Host Club Coordinator encouraged to contact BikeNZ Event Manager with concerns as soon as known, so solutions can be found Prior to, during and post event 7

8 12 Security Public area anyone can walk into the area where activities are taking place. Riders/Staff possessions could be stolen. Equipment left behind. Management to be vigilant on who is around the event village site and if they are appropriate. Ensure there is a Gear/Equipment og Ensure adequate insurance is in place in case of lost equipment. Ongoing throughout event At own risk 13 Inappropriate conduct Inappropriate conduct by management or riders that could bring Schools or MTBO into disrepute Management to lead by example with suitable behaviour. Need to set clear expectations at rider briefing on behaviour standards. Inappropriate use of social media not to be tolerated. No drinking of alcohol, use of drugs, by staff/riders while at events Ongoing throughout event, Participants Risk Management Notes to accompany RAMS Form Risk management is a clear, documented process to identify risk, set an acceptable level for risk and take steps to minimise risk. The purpose of this Risk Management Plan is primary ensure participants have as safe experiences as possible. A plan is required by BikeNZ in order to ensure that adequate safety standards are met for team management, staff, contractors, clubs, volunteers, parents, coaches and riders. The Eight Steps to Risk Management 1. Identify the session and stakeholders 2. Identify the risks and their likely causes 3. Identify controls for each risk 4. Perform a risk analysis 5. Evaluate the risks 6. Write a risk management plan 7. Implement and communicate the risk management plan 8. Monitor and review 8

9 1. Identify Stakeholders These are the people impacted upon by your events: Riders, coaches, parents and staff Clubs Spectators and general public ocal community 2. Identify the Risks - what can go wrong and how can it happen ink this step to the people you have identified above and then ask the questions: What is the probability of the identified risk causing harm? What legal obligations could we risk breaching? Sponsors ocal authorities Venue/facility owners Once you have a list of risks work out what might cause these risks to happen. Consider who holds responsibility for identifying specific risks at your session. 3. Identify control measures for each risk: Hierarchy of controls; Once the hazards are identified, you need to decide whether to continue with the activity. If you are to continue, then you need to manage each hazard. The law requires you to manage or mitigate (to make less severe) each hazard using a hierarchy of controls. This means that you need to consider in order whether you can: 1. Eliminate the hazard. 2. Isolate the hazard. 3. Minimise the hazard. Eliminating all hazards in the outdoors is unlikely and would often defeat the purpose of the activity anyway. For example, would Mountain Biking be the same if there was no risk at all? 9

10 Often you need to step down your controls from elimination to isolation or to minimisation, e.g. it may be difficult to totally eliminate the possibility of a cyclist having their feet slip off a pedal, you will minimise the hazard if you make sure the cyclist is wearing appropriate footwear ie closed toe shoes and you give clear instructions on the best pedal technique during the session. Whilst the hazard still exists, the probability of this hazard causing harm is minimised. These control or management measures will normally be entered alongside the identified hazards on a risk management form. However, if the hazards are too great for you to manage at an acceptable level, you need to: abandon or change the programme, or transfer the risk by contracting a more skilled or appropriately qualified coach/instructor. 4. Perform a Risk Analysis; You ve identified the risks and how to manage them, now you need to work out how likely the risks are to become reality and the likely impact if they did. What risk management is in place? How often does/will each incident happen? What would the outcome be if the risk happened? 5. Evaluate the risks. ikelihood of Risk; This is not an exact science and can change depending upon changes in weather, environmental conditions etc. etc. Almost Certain the risk has a 90%+ likelihood of happening ikely the risk incident has a 70-89% likelihood of occurrence Moderate the risk incident has a 30-69% likelihood of happening Unlikely the risk has a 5-29% likelihood of happening Rare the risk has less than a 5% likelihood of happening Impact of Risk; Extreme Death, brain/spinal injuries, serious organ damage, permanent disability, emergency medical assistance, hospital for 6+ weeks. HIgh Fractures, crush injuries, serious facial injuries, recovery of 6+ weeks, emergency medical assistance, hospital care. Moderate Dislocation/simple fractures of ribs/limbs, medical assistance on site/at hospital/at GP, participant does not continue event, recovery of 1-6 wks. ow Contusions, sprains, lacerations, minor first aid, and participant continues event, less than 1 week s recovery. Insignificant Bruises, grazes, participant continues event, no recovery time or medical assistance. 10

11 IKEIHOOD Extreme High Moderate ow Insignificant Almost Certain ikely Moderate Unlikely Rare Overall Risk evel Use the above risk matrix to determine the overall level of risk for each risk. Plot the likelihood and the risk impact and identify where they intersect. Red = critical risk Orange = high risk IMPACT Yellow = moderate risk Green = low risk If there are a high proportion of critical risk levels, then revisit your controls and re-assess to see if there are other ways to minimise risk. 6. Risk Management Plan (written) should now be complete. 11

12 7. Implement and Communicate the Risk Management Plan; The greater the information and awareness of risks involved in a session; then the greater the likelihood that those risks will be minimised. Communicate clearly particularly with those that you have given roles of responsibility too. All participants should be made aware of risks involved in the session. 8. Monitor and Review The Risk analysis is open to change: changes in weather, environment, the profile of participants etc. can all have an impact on the levels of risk. Stay on top of the context of the session and adapt plans accordingly. Monitor and follow up your session reviewing any incidents, speaking to participants, speaking to key personnel in order to improve the risk management of future sessions. All RMPs should be reviewed, in any case, every six months. Signature of Risk Management Plan Assessor / Club Host Signature of Chief Commissaire for Mountain Biking Otago Inc.) Print Name: Chris Arbuckle (for Mountain Biking Otago Inc.) Signed: Date: 01 August 2016 Print Name: James Crawford Signed: Date: 01 October