DBNSW Safety Management Guide - revolutioniseSPORT



Safety Management GuideVersion 1.0September 20192019 ? Dragon Boats NSW. All rights reserved.This document has been developed by Risk Intelligence (“editor”) in response to a specific body of work that was requested by Dragon Boats NSW (“publisher”). The background intellectual property expressed through the methodologies, models, copyright, patent and trade secrets used to produce this Safety Manual remains the property of publisher.While the editor and publisher have taken reasonable precaution and have made reasonable efforts to ensure accuracy of material contained in this manual, the editor and publisher do not guarantee that this publication is without flaw of any kind. The editor and publisher make no warranties, express or implied, with respect to any of the material contained herein and therefore disclaims all liability and responsibility for errors, loss, damage or other consequences which may arise from relying on information in this publication.CONTENTS TOC \h \z \t "Heading 1,2,Heading 2,3,Title,1" AUTHORITY PAGEREF _Toc19110941 \h 4VERSION CONTROL PAGEREF _Toc19110942 \h 5DISTRIBUTION PAGEREF _Toc19110943 \h 6INDUSTRY GUIDELINES AND COMPLIANCE REQUIREMENTS PAGEREF _Toc19110944 \h 7DEFINITIONS PAGEREF _Toc19110945 \h 8INTRODUCTION PAGEREF _Toc19110946 \h 9How to use this guide PAGEREF _Toc19110947 \h 9AIMS AND OBJECTIVES PAGEREF _Toc19110948 \h 10Aim PAGEREF _Toc19110949 \h 10Objectives PAGEREF _Toc19110950 \h 10INITIATION OF THE PLAN PAGEREF _Toc19110951 \h 10COMPETITION AND SAFETY COMMITTEE PAGEREF _Toc19110952 \h 11EMERGENCY CARE PAGEREF _Toc19110953 \h 12Ambulance Service PAGEREF _Toc19110954 \h 13Hospitals PAGEREF _Toc19110955 \h 13MAJOR INCIDENTS PAGEREF _Toc19110956 \h 13Evacuation PAGEREF _Toc19110957 \h 14REPORTING PAGEREF _Toc19110958 \h 14WEATHER FORECASTING & REPORT PAGEREF _Toc19110959 \h 14LOGISTICS PAGEREF _Toc19110960 \h 14Personnel PAGEREF _Toc19110961 \h 14First Aid Dress Standards and Appearance PAGEREF _Toc19110962 \h 14Equipment PAGEREF _Toc19110963 \h 15Communications PAGEREF _Toc19110964 \h 15WATER SAFETY PAGEREF _Toc19110965 \h 16Resources PAGEREF _Toc19110966 \h 16Water Safety Risk Assessments PAGEREF _Toc19110967 \h 17Operational Hours (Water Safety) PAGEREF _Toc19110968 \h 17Complaint / Comment Management PAGEREF _Toc19110969 \h 18SUSPENSION OF COMPETITION PAGEREF _Toc19110970 \h 18SUSPENSION / POSTPONEMENT OF COMPETITION DUE TO DEATH OR SERIOUS INJURY TO COMPETITOR PAGEREF _Toc19110971 \h 19EMERGENCY RESPONSE PLAN PAGEREF _Toc19110972 \h 19RISK MANAGEMENT PAGEREF _Toc19110973 \h 20SITE SAFETY PAGEREF _Toc19110974 \h 20Managing Sub Contractors on site PAGEREF _Toc19110975 \h 21APPENDIX 1 – EMERGENCY RESPONSE PLAN TEMPLATE PAGEREF _Toc19110976 \h 22APPENDIX 2 – FORMS PAGEREF _Toc19110977 \h 25AUTHORITYThe Dragon Boats NSW Safety Manual (“Manual”), being this document, has been prepared by the Competition and Safety Committee in accordance with the directions of the Board of Directors of Dragon Boats NSW<NAME>ChairCompetition and Safety CommitteeDate:XXXApprovedOn behalf of the XXXXXX<NAME>Chair<COMMITTEE>Date:XXXXEndorsedOn behalf of Dragon Boats NSWShane KnightChief Executive OfficerDragon Boats NSWDate:…….. August 2019VERSION CONTROLProposals for amendment or addition to the contents of this Safety Manual are to be forwarded to:Chief Executive OfficerDragon Boats NSWPO Box 3162NORTH STRATHFIELD, NSW, 2137Amendments promulgated are to be certified in the under mentioned amendment sheet when entered.VersionResponsibilityDateConsultative Draft v0.1Stephen Leahy22/8/19Consultative Draft v0.2Shane Knight27/08/19Final Draft v0.3Stephen Leahy29/8/19Approved for Circulation v1.0Stephen Leahy11/9/19DISTRIBUTION Dragon Boats NSW has given approval for this document to be distributed electronically. When printed this copy shall NOT be controlled.This document is current only at the date of printing and is subject to regular review by Dragon Boats NSW. It is the responsibility of a person who possesses a copy of this document to ensure it is the most current version on a regular basis. Distribution ListRecipientNumber ofHard CopiesNumber of Electronic CopiesINDUSTRY GUIDELINES AND COMPLIANCE REQUIREMENTSThe references and compliance standards used in the compilation of this Plan were:AS 4083 - Emergency responses for health care facilitiesISO IEC 31010 – Risk Assessment TechniquesWork Health and Safety Code of Practice – How to Manage Work Health and Safety Risks 2011 (Safe Work Australia)AS-NZS 4576-1995 Guidelines for scaffolding Scaffolding Code of Practice 2009 (QLD) Guide for Managing the Risk of Fatigue at Work 2013 (Safe Work Australia)Managing the Risk of Falls at Workplaces Code of Practice 2011 (QLD)Managing the risk of falls at workplaces (NSW Code of Practice)Labelling of workplace hazardous chemicals (NSW Code of Practice)Managing noise and preventing hearing loss at work (NSW Code of Practice)Construction work (NSW Code of Practice)Excavation work (NSW Code of Practice)First aid in the workplace (NSW Code of Practice)Hazardous manual tasks (NSW Code of Practice) How to manage work health and safety risks (NSW Code of Practice)Managing electrical risks in the workplace (NSW Code of Practice)Managing risks of hazardous chemicals in the workplace (NSW Code of Practice)Managing the risks of plant in the workplace (NSW Code of Practice)Managing the work environment and facilities (NSW Code of Practice)Preparation of safety data sheets for hazardous chemicals (NSW Code of Practice)Safe design of structures (NSW Code of Practice)Work health and safety consultation, coordination and cooperation (NSW Code of Practice)Preventing and Responding to Workplace Bullying Code of Practice (Safe Work Australia 2013)ISO 31000:2018 Risk Management standardISO Guide 73:2009 Risk Management VocabularyStandards Australia Handbook HB 327:2010 Communicating and consulting about riskAustralian Dragon Boat Federation Safety Manual, November 2013DEFINITIONSFor the purposes of this Plan, the definitions below apply:CSCis the acronym for Competition and Safety Committee.DBNSWis the acronym for Dragon Boats NSW Inc.Emergencymeans any event, which arises internally or from external sources, and which may adversely affect persons or the community generally, and requires immediate responseEmergency Control Centremeans the coordination centre during an EmergencyEmergency Response Planmeans a documented scheme of assigned responsibilities, actions and procedures required in the event of an EmergencyEvacuation Pointmeans a number of designated places where patients, visitors and staff may be taken/assembled in the event of an EmergencyHazardmeans a source of potential harm (ISO Guide 73:2009Mayindicates the existence of an optionMedical Emergencymeans any event in which trained personnel are required to respond effectively to a medical crisis within or beyond the accepted routine of the eventRiskmeans the effect of uncertainty on your objective (AS/NZS ISO 31000:2018)Risk assessmentmeans the overall process of risk identification, risk analysis and risk evaluation (ISO 31000:2018)SEMCIs the acronym for Safety and Emergency Management CoordinatorShallindicates that a statement is mandatoryShouldindicates a recommendationStakeholdermeans the person or organisation that can affect, be affected by, or perceive themselves to be affected by a decision or activity (ISO 31000:2018)INTRODUCTIONDragon Boats NSW and their affiliated clubs are involved in many events and activities and event safety is an ever-increasing aspect of DBNSW event management.You and all DBNSW members need to be aware that that everyone has a right to a safe place to work and play. All clubs have an obligation to be committed to a safe sporting environment.This Manual details procedures and protocols to ensure health and safety risks are eliminated and/or minimized so far as is reasonably practicable as part of DBNSW’s risk management planning and its duty under the workplace health and safety legislation.Once approved, any amendments to the Safety Operations Manual are only made under the authorisation of the event’s Competition Committee.It should be noted that all services provided or undertaken by the event’s emergency management team during an emergency will be controlled and under the direction of the legislated combat agency, usually the state-based Police Service.This Plan details all procedures and protocols to ensure risks are eliminated and/or minimized so far as is reasonably practicable as part of DBNSW’ risk management planning and its duty under the workplace health and safety legislation.How to use this guide29210462280Guidance Notes provided in shaded boxes (like this example) is for guidance and background information. This can be deleted as the author develops their version.020000Guidance Notes provided in shaded boxes (like this example) is for guidance and background information. This can be deleted as the author develops their version.The Guide is produced in an editable format that allows event organisers to modify the document to suit their purposes.The remaining text is suggested text that is recommended for use, but individual paragraphs can be amended to meet the specific needs of your event.AIMS AND OBJECTIVES Aim The aim of the Safety Management Guide is to ensure appropriate facilities, resources and procedures are in place if any emergency occurs during an event. This Plan is part of the event’s risk management planning and its duty under the Work Health and Safety Act, Regulations and Codes of Practice to ensure health and safety risks are eliminated so far as reasonably practicable.Objectives The objectives of this Plan are to: Outline the facilities and resources that will be utilised during the Event;Identify those persons with the authority to initiate this Plan;Outline command and control functions; andState the activation methods for internal and external agencies and services.21590371475GUIDANCE NOTESThe Organisers should appoint a person that has responsibility for the overall management of safety and emergency response, including search and rescue. This person should be suitably qualified and experienced, and the position has the appropriate level of authority to direct and control all persons during a major incident.Generally, the appropriate title for this position is Safety and Emergency Management Coordinator, Emergency Services Officer, Incident Coordinator, etc. If the event has a large number of participants or spectators, it is a high profile event or the event goes over long hours each day, it is good practice to have at least one or two deputies that have the same levels of delegated authority.This position is the person with the authority to enact the Plan and enforce any actions.020000GUIDANCE NOTESThe Organisers should appoint a person that has responsibility for the overall management of safety and emergency response, including search and rescue. This person should be suitably qualified and experienced, and the position has the appropriate level of authority to direct and control all persons during a major incident.Generally, the appropriate title for this position is Safety and Emergency Management Coordinator, Emergency Services Officer, Incident Coordinator, etc. If the event has a large number of participants or spectators, it is a high profile event or the event goes over long hours each day, it is good practice to have at least one or two deputies that have the same levels of delegated authority.This position is the person with the authority to enact the Plan and enforce any actions.INITIATION OF THE PLAN The person with the authority to initiate this Response Plan is:<NAME><Role / Title>Phone: <Mobile Phone Number> In his absence, the following personnel are authorised to activate the Guide and Plans:<NAME><Role / Title>Phone: <Mobile Phone Number> <NAME><Role / Title>Phone: <Mobile Phone Number> COMPETITION AND SAFETY COMMITTEEThe Competition and Safety Committee (CSC) directs all matters relating to the actual conduct of the event. This Committee may, subject to the rules in the current edition of the DBNSW Sports Manual and any amending or clarifying bulletins postpone, cancel and or alter any or all events, and alter the venue of the competition. Amongst other functions, this Committee deals with all matters relating to competition and non-competition safety and emergency matters, upon recommendation from the Safety and Emergency Management Coordinator. This Committee shall consult and seek advice from appropriate officials, athletes and other personnel on water conditions and safety issues when required.ChairTBAChief OfficialTBASafety and Emergency Management CoordinatorThe SEMC appointed at each eventPowercraft/ Water Safety CoordinatorThe PC appointed at each eventWater UmpireAppointed at each eventMedical/First Aid OfficerThe MO appointed at each eventEvent ManagerTBAOther as determinedEMERGENCY CARE-1270314325GUIDANCE NOTESEvent organisers should consider the supply of adequate First Aid resources for the event. Some considerations might be:Medical PersonnelFirst aiders / Paramedics / Doctors / Physiotherapists – or a combination of any of these.The number of medical personnel required.The locationsMedical Base;Roving (foot / bicycle) patrols;Satelite locations Equipment / CapabilityFirst aid provision;Basic life support;airway management; semi-automatic external defibrillation;advanced oxygen resuscitation;minor medical procedures (e.g. suturing);pain relief, and physiotherapy. 00GUIDANCE NOTESEvent organisers should consider the supply of adequate First Aid resources for the event. Some considerations might be:Medical PersonnelFirst aiders / Paramedics / Doctors / Physiotherapists – or a combination of any of these.The number of medical personnel required.The locationsMedical Base;Roving (foot / bicycle) patrols;Satelite locations Equipment / CapabilityFirst aid provision;Basic life support;airway management; semi-automatic external defibrillation;advanced oxygen resuscitation;minor medical procedures (e.g. suturing);pain relief, and physiotherapy. <Six (6)> Medical Responders have been appointed. Two responders will be based in the >ABC VENUE> First Aid Room, two responders will be based at a tent near the launching and retreival area within <XXY Centre> and two responders will undertake roving patrols of the site.There is the capability to perform basic life support, airway management, semi-automatic external defibrillation, advanced oxygen resuscitation and physiotherapy. Should any person suffer an injury or ailment requiring advanced life support or ongoing medical intervention or monitoring, an ambulance shall be called.Ambulance Service0213360GUIDANCE NOTESDuring initial site inspections in the planning phase, identify where and how emergency services vehicles will access your site. This should include the potential for an ambulance to drive to various locations if a patient cannot be moved.Contacting emergency services should be coordinated through the Safety and Emergency Management Coordinator and / or the Medical Services Coordinator as that person has overall responsibility for dealing with emergencies (including medical emergencies) as well as ensuring any ongoing risk is recognised and investigated.020000GUIDANCE NOTESDuring initial site inspections in the planning phase, identify where and how emergency services vehicles will access your site. This should include the potential for an ambulance to drive to various locations if a patient cannot be moved.Contacting emergency services should be coordinated through the Safety and Emergency Management Coordinator and / or the Medical Services Coordinator as that person has overall responsibility for dealing with emergencies (including medical emergencies) as well as ensuring any ongoing risk is recognised and investigated.Any request for an ambulance will be directed to the Duty Medical Officer or the Medical Services Coordinator. Along with the Safety and Emergency Management Coordinator, only these personnel have the authority to call for an ambulance. All calls to the Ambulance Service will be via 000.The ambulance will be directed to attend at the Medical Centre unless the patient is still on the shoreline. This being the case, consider a specific request for a 4WD Ambulance vehicle.Should an ambulance be required to enter a competition arena, the Chief Official is required to ensure that the public, competitors, gear and equipment or craft does not hinder access. Should the ambulance vehicle be required to pass through an arena the Referee shall be informed, and the emergency situation shall take priority over any event that may be underway.Hospitals The Medical Services Coordinator shall maintain a list of the nearest public hospitals to the event site. These hospitals should have a 24 hour Accident and Emergency Department. Should any person connected with the event be transported to hospital by ambulance, the SEMC or Medical/First Aid Cooridinator Coordinator shall ensure that they record the destination hospital.MAJOR INCIDENTSThe Safety and Emergency Management Coordinator must be notified of any major incident that occurs on site including any drowning, resuscitation, suspected spinal injury or possible missing person. If necessary, the appropriate personnel and relevant equipment should be conveyed directly to the scene.The SEMC is to ensure that the Chair of the Competition and Safety Committee is advised. Depending on the location and venue, the relevant landowner or venue management should also be advised.EvacuationEvacuation would normally be under the direction of the NSW Police Force or one of the statutory combat agencies (e.g. Fire or Ambulance Services) in conjunction with the landowners or venue management.The SEMC shall act as the Liaison Officer with Police and venue management or landowners. REPORTINGWhenever any person is provided with first aid or medical care, the details of the treatment is to be recorded. This includes the person’s name, address, date of birth, contact details, the injury or illness suffered, the treatment and discharge details.If the Safety and Emergency Management Coordinator becomes involved in or assists with a major incident, a full record must be logged. WEATHER FORECASTING & REPORTWeather forecasts will be used by event organisers to assist in decision making. Forecasts will be referenced against the Bureau of Meteorology (BOM) website and other sources such as commercial meteorological websites or mobile apps. Other relevant authorities and sources may be used as required. This is the responsibility of the Safety and Emergency Management Coordinator, who will disseminate the information to relevant personnel at their pre-event briefing and as required.Weather reports will be considered as part of any risk assessment.LOGISTICSPersonnelEmergency response personnel may include doctors, nurses, First Aiders, physiotherapists, chiropractors, psychologist, water safety officers and rescue watercraft personnel.All personnel undertaking first aid, emergency care and rescue duties must hold appropriate and current awards and qualifications. Any member of the emergency response team may be asked to provide proof of accreditation and current proficiency. If accreditation or proficiency cannot be proven, the member will be stood down from duty immediately.First Aid Dress Standards and AppearanceMembers undertaking duties during the event will be suitably attired in uniform. Personnel should be prepared for protection during extremes of weather.All members should project an image of professionalism. Uniforms are to be clean and well presented. Appearance should be neat. Drinking of alcohol and the use of a drug that might affect performance is not permitted during the period of duty and members can be stood down from duty by the Safety and Emergency Management Coordinator, the Medical Services Coordinator or Event Director if it appears that their ability to react in an emergency may be affected by alcohol or drugs.EquipmentAppropriate equipment will be issued at the commencement of each day. Apart from consumables, all equipment will be accounted for at the completion of each day’s activities.36830393065GUIDANCE NOTESOne of the critical tools to effectively manage an emergency incident is an efficient communications network. This might be achieved through the use of two-way radios, mobile phones.If event organisers wish to use mobile phones, consider things such as the signal coverage and strength, battery life of devices. Whilst this is a reasonably effective model, there are few, if any, contingencies if there is a device or system failure.Two-way portable radios provide an effective option, particularly if the units have multiple channels. Ensure that there are adequate batteries that can be exchanged during the working period and there are adequate chargers for all radios.If portable radios are being used, it is wise to consider a key word that is repeated three times to signify an urgent broadcast. As an example, Surf Lifesaving use “Rescue”. The caller commences their urgent broadcast with “Rescue, Rescue, Rescue” and then proceeds with their message. The use of “Rescue, Rescue, Rescue,” means all other transmissions are ceased and the caller has priority over all other matters.Should the radio network fail, a suitable contingency is the use of mobile phones.It is wise to provide a small card on a lanyard to key stakeholders. This is worn around the neck, possibly with other event identification and it provides the wearer with the names, position / roles, phone numbers and radio callsigns.00GUIDANCE NOTESOne of the critical tools to effectively manage an emergency incident is an efficient communications network. This might be achieved through the use of two-way radios, mobile phones.If event organisers wish to use mobile phones, consider things such as the signal coverage and strength, battery life of devices. Whilst this is a reasonably effective model, there are few, if any, contingencies if there is a device or system failure.Two-way portable radios provide an effective option, particularly if the units have multiple channels. Ensure that there are adequate batteries that can be exchanged during the working period and there are adequate chargers for all radios.If portable radios are being used, it is wise to consider a key word that is repeated three times to signify an urgent broadcast. As an example, Surf Lifesaving use “Rescue”. The caller commences their urgent broadcast with “Rescue, Rescue, Rescue” and then proceeds with their message. The use of “Rescue, Rescue, Rescue,” means all other transmissions are ceased and the caller has priority over all other matters.Should the radio network fail, a suitable contingency is the use of mobile phones.It is wise to provide a small card on a lanyard to key stakeholders. This is worn around the neck, possibly with other event identification and it provides the wearer with the names, position / roles, phone numbers and radio municationsDesignated members will be allocated a radio for communication purposes; these are provided by the event organisers. It is important that each unit that is allocated a radio maintains a listening watch and is aware of their callsign.It is absolutely imperative that communications be limited to operational matters and that all messages are concise. Recognised radio procedures and terminology is to be used.In the event of an emergency, “Rescue, Rescue, Rescue” protocols are to be implemented.Each radio shall be signed out and returned on a daily basis.? The mobile phone numbers of key personnel will also be included as a back-up should the radio network fail for any reason.36830394970GUIDANCE NOTESWhen planning an event, a key element that must be considered is the provision of water safety. It is wise to plan towards a “worst case” scenario as it much more likely that you will be prepared, and you can respond quickly should something go wrong.Some early consideration when selecting your venue relates around the aquatic environment, such as:Tidal and current movement – if someone falls overboard, will they be swept away quickly?Water clarity – can someone be located if they become submerged? Can you see if there are any obstacles below the surface?Water quality – do not position the course near stormwater drains or effluent outflows. Water safety access – Rescue vessels must be able to launch and land close quickly and close to the course. Support and medical services must have access to those vessels in an emergency.Geographical location – increased water safety should be provided if an event is conducted around a headland or where line-of-sight visibility of the course is restricted.The ratio of rescue vessels and rescue personnel should be sufficient for the number of participants, e.g. at least one but preferably two rescue vessels per six lanes. Consideration should be given to increasing the number of vessels if the participants are inexperienced community members or younger or novice members.00GUIDANCE NOTESWhen planning an event, a key element that must be considered is the provision of water safety. It is wise to plan towards a “worst case” scenario as it much more likely that you will be prepared, and you can respond quickly should something go wrong.Some early consideration when selecting your venue relates around the aquatic environment, such as:Tidal and current movement – if someone falls overboard, will they be swept away quickly?Water clarity – can someone be located if they become submerged? Can you see if there are any obstacles below the surface?Water quality – do not position the course near stormwater drains or effluent outflows. Water safety access – Rescue vessels must be able to launch and land close quickly and close to the course. Support and medical services must have access to those vessels in an emergency.Geographical location – increased water safety should be provided if an event is conducted around a headland or where line-of-sight visibility of the course is restricted.The ratio of rescue vessels and rescue personnel should be sufficient for the number of participants, e.g. at least one but preferably two rescue vessels per six lanes. Consideration should be given to increasing the number of vessels if the participants are inexperienced community members or younger or novice members.WATER SAFETY ResourcesAll rescue vessels operating at the Event are under the control of the Chief Referee or their Nominated Person. Their role includes safety, search, rescue and recovery and a minimum of two vessels will be assigned to the course.Should any water safety personnel perform a rescue they will notify the Safety and Emergency Management Coordinator who will then determine whether any further assistance is required.In a major incident where the use of powercraft are required the Safety and Emergency Management Coordinator will liaise directly with the Powercraft /Water safety Coordinator.Water Safety Risk Assessments0220345GUIDANCE NOTESPrior to the commencement of the event, it is prudent to conduct a risk assessment of the course and prevailing conditions. Once it is deemed safe enough for the event to commence, regular assessments should be conducted throughout the day, particularly if the weather or other conditions change or if a participant raises concern. This should be communicated through to the Chief Official.020000GUIDANCE NOTESPrior to the commencement of the event, it is prudent to conduct a risk assessment of the course and prevailing conditions. Once it is deemed safe enough for the event to commence, regular assessments should be conducted throughout the day, particularly if the weather or other conditions change or if a participant raises concern. This should be communicated through to the Chief Official.Regular risk assessments of the water conditions will be carried out throughout the day. The Safety and Emergency Management Coordinator will conduct an assessment of the conditions and event site via the approved DBNSW Risk Assessment tool (Safe365) at 0600 hours each day. All identified risks with a residual risk score exceeding the level of risk tolerance approved by DBNSW shall be reported to the Competition and Safety Committee at the pre-competition meeting.Further risk assessments will be undertaken every three hours unless required more urgently.A risk assessment may also be required to complete an on-demand assessment of the competition area at any stage throughout the day if deemed necessary by:Safety and Emergency Services CoordinatorChief OfficialEvent ManagerIf a risk is identified with a residual risk exceeding the level of risk tolerance approved by DBNSW, the event in that area should be immediately suspended and the Chief Referee is to be notified. Competition may commence again upon completion of a risk assessment where the residual risk scores of all identified risks sit within level of risk tolerance approved by DBNSW. DBNSW has developed a Risk and Safety Checklist to assist with conduct a basic risk assessment and this is found in Appendix 2 of this Guide.Operational Hours (Water Safety)First aid and water safety services will be provided throughout the conduct of competition and during competition warm up times. Outside of the competition hours it will be the responsibility of the athletes to ensure that risks associated with the training session are eliminated or reduced to as low as reasonably possible. Athletes are recommended to wear appropriate PPE during all training sessions. 6350409575GUIDANCE NOTESIf any person raises concerns about safety, particularly about the conditions the participants might be experiencing, the concern must be taken seriously. It should be recorded, investigated and actioned. Event referees and organisers should feel comfortable to cease events until a formal risk assessment has been completed, and risks identified, and they are mitigated to ensure the ongoing safety and welfare of participants.020000GUIDANCE NOTESIf any person raises concerns about safety, particularly about the conditions the participants might be experiencing, the concern must be taken seriously. It should be recorded, investigated and actioned. Event referees and organisers should feel comfortable to cease events until a formal risk assessment has been completed, and risks identified, and they are mitigated to ensure the ongoing safety and welfare of plaint / Comment ManagementFor the purposes of this section, “official” is defined as any person that has a level of control at the event and is wearing any official uniform and identification lanyard identifying them as staff or a technical official. It includes a competition technical official, an employee or volunteer working at the event but does not include a contracted service provider such as security or signage contractors.If any person (“complainant”) approaches any official and makes a comment or statement that they are concerned about the aquatic conditions, the complainant is immediately referred to the Sectional Official of that area. The official receiving the initial complaint is to escort the complainant to the Referee and remain present, acting as a witness.Upon receipt of a complaint, the Chief Official shall:make a written record of the complaint or concern;note the time, date and location;ensure that the name, club / organisation (if any) and contact details are recorded;have the SEMC undertake an immediate Risk Assessment;consider as to whether any further events in that arena should commence;If the Risk Assessment indicates that the level of risk is outside of DBNSW’s tolerance, the Referee and SEMC shall:review the recommendations resulting from the risk assessment;develop a plan of action; anddependent upon this implementation plan, the Chief Official and SEMC may endorse the recommendations for implementation or refer the matter to an immediate meeting of the Competition and Safety Committee.A sample of a Complaints Register that is suitable to record details of a Complaint is found in Appendix 2 of this Guide.SUSPENSION OF COMPETITIONThe following table outlines the various roles that have the ability to suspend competition for safety reasons:ROLELEVEL OF AUTHORITYSCOPE OF AUTHORITYCompetition and Safety CommitteeInitiate Contingency PlanCancellationEventChief RefereeSuspendEvent Safety & Emergency Management Coordinator (SEMC)SuspendEventCEO or delegated Representative SuspendEventSUSPENSION / POSTPONEMENT OF COMPETITION DUE TO DEATH OR SERIOUS INJURY TO COMPETITORIf death or serious injury occurs to a competitor or spectator during the period of the Event, the Event Referee is responsible for any immediate decision to suspend or postpone competition. The Safety and Emergency Management Coordinator in accordance with this Safety Management Guide, is responsible to the CSC for handling the situation. The CSC shall convene as soon as possible following awareness of a fatal or serious injury incident to a competitor or spectator to determine any ongoing impact, suspension or postponement of competition following advice from all relevant stakeholders.The Safety and Emergency Management Coordinator is responsible for notifying and liaison with outside agencies. The event’s Communications team shall be responsible for managing all external communications regarding such incidents.EMERGENCY RESPONSE PLANEmergency Response Plans are produced to provide guidance to Event staff and officials charged with the safety and welfare of competitors, officials, staff and spectators attending the event.These plans have been developed from industry standards, previous risk analysis and consultation with key stakeholders.They should be considered as a guide and it is expected that actions outlined in any particular plan will be performed. Nevertheless, a plan may be adapted according to the actual incident to ensure a rapid and appropriate response. The Safety and Emergency Management Coordinator has overall responsible for the implementation of these Plans, but it is recognised that all services provided or undertaken by DBNSW during an emergency will be controlled and under the direction of the legislated combat agency, usually the state Police Service.A generic Emergency Response Plan is found in Appendix 1.RISK MANAGEMENTManaging risk helps prevent and reduce the number and severity of injuries, illnesses and their associated costs. It also promotes worker health, wellbeing and capacity to perform their duties, and fosters innovation, quality and efficiency through continuous improvement.The risk management process is used to identify and control a variety of hazards at an event, eliminate, if not reduce, their associated risks so far as is reasonably practicable, as well as promote effective consultation and thorough documentation of WHS related matters. It also details the risk management process as part of regular event health and safety inspections and various reporting procedures that all DBNSW members and contractors need to be aware of.The risk assessment process of DBNSW follows the Australian Standard 31000:2018:Risk Management is a Dragon Boats NSW maintains a comprehensive Risk Register and this should be considered by event organisers as part of the initial and ongoing planning processes for events. Copies of the DBNSW Risk Register can be obtained through the Office.SITE SAFETYLegislation requires event managers to identify and assess all hazards associated with the event site and control measures are to be implemented to ensure that workers working on site, competitors, officials, members of the public and visitors to the site are adequately protected from risk of injury or illness. DBNSW has developed a Site Induction Checklist that can be used for workers, key officials and contracted personnel upon their arrival on site. A Site Inspection Checklist can be used on the initial inspection of the site and it can be updated during regular inspections. If hazards are reported, these need to be recorded and action. An Event Hazard Report can be used for this purpose. Copies of these are found in Appendix 2 of this Guide.Managing Sub Contractors on siteUnder the current Occupational Safety and Health legislation, contractors and sub-contractors may have both the duties of an employee and an employer under the Act. Event organisers will have a duty of care in regard to those aspects that are under the control of the event management. A good basis for contractor arrangements is to ensure that the same safety and health policies set for employees and volunteers of DBNSW are applied to contractors and their employees. The Venue Manager should register all external personnel and subcontractors using the Subcontractor Register and induct these persons using the Site Induction Checklist.APPENDIX 1 – EMERGENCY RESPONSE PLAN TEMPLATEInitial Action:Ascertain detailsLocationNature of incidentExtent of incident - how serious?Number of possible injuredIs there anyone in charge as yet?Commence LogLog (Notes) keeper appointed by SEMCRecord the Time/Date/PlaceRecord the identity of informantRecord the location of informant including contact detailsNotify:Safety and Emergency Management Coordinator (SEMC)(As appropriate)Event Radio Control – who notifiesPoliceAmbulanceFire ServiceMedical / First Aid CoordinatorSecurityWorkforcePeer Support ManagerLandowner, Venue OperatorChief Executive Officer or nomineeMedia Liaison Officer (MLO)DBNSW Board of DirectorsDBNSW LegalDBNSW Operations ManagerMembers, CSCSEMC:To confirm location of incidentTo confirm location of Command PostTo commence incident coordination until combat agency arrives and a handover is completed.Transport:First aid, medical and search and rescue equipment and relevant personnel to siteAt Scene:Actions:Continue LogEnsure no further dangerCordon off sceneSet outer perimeter - consider crowd controlSet up command postArrange for DBNSW accredited photographer to take immediate photographs and / or video of incident site, including surf, beach and weather conditions.Set up triage and casualty areaConsider – set up morgue in fully enclosed tentArrange escorts for relatives and minor low priority patients to first aid compoundConsider – Set up helicopter landing area 250 metres from siteArrange Emergency vehicle accessCoordinate search for victims with PoliceDetermine if a complete or partial evacuation is required.MLO to arrange media areaAt Command Post:Personnel requiredSafety and Emergency Services CoordinatorMedical/First Aid CoordinatorChief Executive Officer or nomineeMedia Liaison OfficerPolice CoordinatorAmbulance CoordinatorLog KeeperEnsure:Forward Site Coordinator is appointedContinue to provide briefings to DBNSW CEO or his nominee.Conduct operations in accordance with directions from combat agency or DBNSW SEMC.At First Aid area:EnsureCommence LogFirst Aid Coordinator to ensure senior person is appointed to ensure coordination at First Aid CompoundAccept patients with minor injuriesArrange area for relatives. Transport emergency care stock and equipment to primary site as requiredEnsure adequate stocks of first aid suppliesAll requests for information (inc. media) to command postArrange refreshmentsIn consultation with Counselling Services Manager, arrange trauma and grief counselling as requiredIn criminal activity is suggested, all injuries and first aid treatments must be fully documented.At completion:DebriefArrange venue away from activities and interruptionsEnsure police and ambulance coordinators in attendanceArrange refreshmentsEnsure all personnel are accounted forConduct internal debrief of all DBNSW personnelTake notesTake contact details of all major participants in searchEnsure someone from DBNSW is present to thank membersArrange any ongoing search/assistance/counselling (if required)Consider mandatory stand-down of personnelSEMC to discuss with combat agency any likely multi-agency debriefClean UpEnsure all equipment is accounted forClean equipmentReplenish suppliesAPPENDIX 2 – FORMS Forms:Complaints RegisterSite Induction ChecklistRisk and Safety ChecklistSite Inspection ChecklistEvent Hazard ReportSub-Contractor RegisterCOMPLAINTS REGISTER-71755-46164500Date:Time:Method of Receipt:(Person, Phone, Email, etc)Received by:(Name)COMPLAINANTName:Contact Details:Organisation:COMPLAINTDetails of Complaint:Initial Action Taken:Actioned by:Further Action Required:Complaint Resolved:Any Additional Comments:Closed at – Time:Date:DBNSW OfficerSignature:0-63500SITE INDUCTION CHECKLISTAdministration1Welcome Event Brief 2Organisational Structure/Event Management Committee3Introduction to Safety Management Guide5Parking and Security Procedures6Radio Communication System7Code of Conduct – Public Relations9Incident Reporting Procedures10Relevant DBNSW Policies (see website)12Grievance ProceduresWorkplace Health & Safety New Existing1WH&S legislation, DBNSW Policies e.g. Health & Safety, Return to Duty2Outline of WH&S responsibilities of all officials, staff & volunteers3Outline of WH&S responsibilities of supervisors4Reporting of WH&S issues-unsafe conditions, accidents, incidents5Health & Safety information onsite6Personal Injury Reporting and workers compensation7Emergencies and first aid equipment8Overview of common Hazards·· Manual Handling·· Hazardous Substances·· Infection Control9Personal Protective Equipment10Emergency Evacuation Procedures11Fire safety training and location of fire extinguishersOrientation of Event Site1First Aid Room2Amenities, Kitchen, Bar4Gear & Equipment Compound and location of equipment5Orientation of Event including:·· Safety signs and exits·· Emergency access for ambulance6Location of phone and emergency numbers7Specific problem areas/issues relevant to Event DeclarationI certify that all the items noted above, including all policies and other rules, regulations and conditions in force onsite during bump in, during & bump out of the event, have been explained to me by . . . . . . . . . . . . . . . . . . . . . . . . . of DBNSW and that I understand the information given to me. I also hereby agree to abide by all onsite event rules, regulations and instructions.Name (please print):Contractor, official, staff & volunteer being inducted or Parent/Guardian (if under 18)SignedDateName (please print):Induction OfficerSignedDate0-63500RISK AND SAFETY CHECKLISTApplies to Sweeps, Coaches and Regatta OrganisersPurpose:Reducing risk and putting controls in place to allow members to participate in Dragon Boating in the safest environment possible.Process:Sweeps: Prior to undertaking a training session, sweeps are highly recommended to undertake a documented risk assessment, to identify the risks and controls to conduct the activity at a tolerable level. Regatta Organisers: Prior to the commencement of a regatta/event, organisers are required to undertake a formal Risk and Safety Assessment to ensure the regatta/event is safe to conduct. It is encouraged that all assessments conducted are kept physically or digitally (app version, photo, scan) for record keeping purposes.Club:Risk Assessor:Date:Time:Location:Session Type:(Training /Event)Scope and ContextType of Craft – please tick10’s20’sOther detailsTotal Numbers in CraftMaleFemaleTotal PersonsAge Groups – please tick12 – 1718 – 3940 – 5960+Skill Level of Participants – please tickLowModerateHigh Hazard Identification and AssessmentType of water (e.g, Regatta centre, lake, Bay, open water)Conditions of Water (e.g. Flat, choppy, rough)Clarity of Water (e.g. clear, moderate, murky, pollution)Any debris in water?Tide (High / Falling / Low / Rising)OtherCurrent Weather Conditions (use online weather apps, e.g. BoM, WillyWeather).WeatherWindAir Temperature – Current and Forecast MaxWater TemperatureFirst LightAre there any potential hazards that may impact on your session/event being conducted e.g. changing weather forecasted.Weather info service used (e.g. BoM, WillyWeather, etc.)Risk Controls, e.g. what controls have you put in place to reduce the risks?Water safety support in water – Yes / No, and describeMedical / First Aid personnel – Yes / No, and describeRequired medical / safety equipment available – Yes / NoContingency Activation (e.g. what aspects have been modified for the session / event to reduce risk?)Site Safety / OHS compliant – Yes / No, and describeSession AssessmentIn your opinion, based on you risk assessment and the controls in place, do you believe that the session/event is safe to continue?Yes / No (Please Circle)Name:Signature:0-63500SITE INSPECTION CHECKLISTHealth, Safety and RehabilitationManagement SystemWHS Adviser toCompleteEvent Management Committee to CompleteHazards IdentifiedSafety Action PlanInspection ChecklistYesNoHazardPriorityActionWhoTimeframeDoneRelevant DBNSW polices displayed:· Occupational Health & Safety· Rehabilitation and Return to DutyRelevant WHS Act, Regulations, Workers Compensation are readily accessible:Work Health and Safety Act 2011 (NSW)Work Health and Safety Regulation 2017 (NSW)Workers' Compensation Act 1987The following critical documentation is in order:· Risk Management Folder· Incident Report Log· Incident investigation Forms· Return to Duties Forms· Hazard Register· Chemical Register & MSDS· Workers Compensation Forms· Workplace Health & Safety IncidentFormsEmergency Evacuation Procedures:· In place and displayed· Practiced and documentedHealth and Safety Information displayedRemarks:DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:Event VenueWHS Adviser toCompleteEvent Management Committee to CompleteHazards IdentifiedSafety Action PlanInspection ChecklistYesNoHazardPriorityActionWhoTimeframeDoneElectrical:Switch board preferable enclosedWiring in good conditionBattery charger in good conditionNo broken plugs, sockets or switchesNo frayed or damaged leadsPortable power tools in good conditionNo temporary leads on floorNo strained leadsTesting and Tagging- 6 monthly & documentedEarth leakage system/circuit breakersSystems / GPOs not overlookedLighting:Good natural lightingAdequate illuminationSwitches located near exit doorRemarks:Appliances need to be tagged every five (5) years if fixed, every three (3) months if portable.DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:Fire ProtectionWHS Adviser toCompleteEvent Management Committee to CompleteHazards IdentifiedSafety Action PlanInspection ChecklistYesNoHazardPriorityActionWhoTimeframeDoneEmergency fire instructions displayedand availableClosest public fire brigade location isnotedSite Plan including emergency exitpoints, fire fighting equipment location and assemble pointExtinguishers and Fire Blankets in place clearly marked and serviced within the last 12 monthsStreet and fire hydrantsExit doors easily opened from the insideIlluminate Exit signs with battery backup in appropriate locationsFire Exits clear of obstructionsEmergency egress from upper floorsTraining for Fire Emergency andevacuation drills carried outRemarks:DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:First Aid RoomWHS Adviser toCompleteEvent Management Committee to CompleteHazards IdentifiedSafety Action PlanInspection ChecklistYesNoHazardPriorityActionWhoTimeframeDoneSign to indicate locationMembers aware of location ofFirst Aid roomEntry and exit walkways kept clearAccess door accommodates stretcherFirst aid room sterile environment(as far as possible)Cabinets and contents clean and neatFirst aid cabinet and containers clearlylabelledMinimum stock/equipment that meetsEvent requirementsTreatment couch with blankets andpillowsSunscreen for Patrol membersEmergency numbers displayedInjury reporting/manual handling postersUniversal precautions and PPESupply of soap and towelsSharps kit and/or containerSink with running hot/cold water andboiling water accessibleAccess to ice packs in freezerRubbish binLandline telephone (or mobile phone at absolute minimum)Remarks:DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:Gear & Equipment CompoundWHS Adviser toCompleteEvent Management Committee to CompleteHazards IdentifiedSafety Action PlanInspection ChecklistYesNoHazardPriorityActionWhoTimeframeDoneErgonomic storage designed to minimise lifting problems (between knee & shoulder) as far as practicableNo heavy gear (>20kg) stored aboveshoulder height or below knee heightFloors around storage racks clear ofrubbishDesignated and signed storage areasStorage racks fixtures in good conditionEntry and Exit walkways kept clearEven surfaces in floor, no cracks or holesCompressed air usage signageLow head height obstructionsPressure vessel inspectionsAppropriate PPE signage and provisionsWork Areas:-Tools stored appropriately- Clear of rubbish- No damaged hand tools- No damaged power tools- Work area height appropriate- No sharp edges or protrusions- Low head height obstructionsIRB Compound:- IRB motor stands- IRB motor trolleys- Maintenance records of IRB motorsRemarks:DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:HousekeepingWHS Adviser toCompleteEvent Management Committee to CompleteHazards IdentifiedSafety Action PlanInspection ChecklistYesNoHazardPriorityActionWhoTimeframeDoneOil and grease removedClear passage waysNo slip/trip hazardsSoap and washing facilitiesNo cluttered storage areasDrainage of accumulated waterClean sand trapsBin located at suitable points around event site and emptied regularlyRemarks:DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:Hazardous SubstancesWHS Adviser toCompleteEvent Management Committee to CompleteHazards IdentifiedSafety Action PlanInspection ChecklistYesNoHazardPriorityActionWhoTimeframeDoneChemical register accessibleChemical register up to dateMSDS for all chemicalsMSDS less than 5 years oldAll containers clearly labelledApproved Hazardous SubstancesCabinetDo special storage conditions apply?Flammable Gas(Oxy/acetylene/LPG/Other):SignageSeparation from ignition sourcesWell-ventilated areaCylinders secured/labelledLPG Cylinder within test dateConnection hoses/fittings in goodconditionMedical oxygen cylinders not storedwith other flammable gases /liquidsFlammable liquids(Quantity < 250ltr > 250ltr)WHS Adviser toCompleteEvent Management Committee to CompleteHazards IdentifiedSafety Action PlanInspection ChecklistYesNoHazardPriorityActionWhoTimeframeDoneAppropriate signage:SecurityContainment of spillsClean-up of spillsLabelling of flammable liquidsWell-ventilated areaSeparation from ignition sourcesCondition/type of containersRemarks:DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:AmenitiesWHS Adviser toCompleteEvent Management Committee to CompleteHazards IdentifiedSafety Action PlanInspection ChecklistYesNoHazardPriorityActionWhoTimeframeDoneNon-slip surfaces in toilets and showersNo cluttered storage or floorsToilet / change cubicles safelyconstructedNo broken tiles, glass or mirrorsHygienic and well maintainedRemarks:DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:Administration AreaWHS Adviser toCompleteEvent Management Committee to CompleteHazards IdentifiedSafety Action PlanInspection ChecklistYesNoHazardPriorityActionWhoTimeframeDoneWorkstation adequate for tasksPhotocopier toner/fumes controlledNon-slip floor coveringsNo cluttered storage areas or floorsSafe storage or boxes/itemsSafe storage of tables/chairsFirst Aid Kit Remarks:DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:BeachWHS Adviser toCompleteEvent Management Committee to CompleteHazards IdentifiedSafety Action PlanInspection ChecklistYesNoHazardPriorityActionWhoTimeframeDoneBeach AccessBeach access is free of hazards and inline with Lifesaving Management PlansRamps and board walkways wellmaintainedBeach access points are well signedposted for general public and emergency servicesSSV or 2WD used for transfer equipment to and from beachBeach/Patrol EnvironmentPatrol Area has adequate sun and weather protectionSun safety guidelines are adheredLiaison with Council Lifeguard (if relevant) is cordial and constructiveRadio reception is satisfactoryClose surrounds of Event VenuesClear of rubbishGround kept wellRemarks:DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:DBNSW Inspector Name:Signature:Date:0-63500EVENT HAZARD REPORTDateHazard IdentifiedReported By:(Delegated Authority) Official To Complete(Venue Manager, DBNSW Official, Gear & Equipment Steward, Water Safety Officer, First Aid Officer, Health and Safety Officer or equivalent)Safety Action PlanPriorityActionWhoTimeframeDone0-63500SUB-CONTRACTOR REGISTERPlease sign in and out each time you arrive & leave onsite during the event. It is a requirement for insurance cover, safety and OH&S. LOCATION:………………………………………………………………………………………………………………………………DATENAMECOMPANYSTART TIMEFINISH TIMEHOURSAREA OF WORKSIGNATURE OF WORKERThis page is left intentionally blank ................
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