YACHTING AUSTRALIA. Club Risk Management Template. A Practical Resource for Clubs and Centres

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2 YACHTING AUSTRALIA Club Risk Management Template A Practical Resource for Clubs and Centres

3 Club Risk Management Template Safety is Yachting Australia s first priority. In line with upholding this priority, Yachting Australia created the Club Risk Management Template in conjunction with the State Yachting Associations. This resource was compiled with the help of experienced club officials and industry experts.

4 Club Risk Management Template The objective of the Club Risk Management Template is to assist clubs to identify and mitigate risks which will: Reduce and minimise the risk of injury or loss Provide a safe environment at club and regatta level Minimise potential club and stakeholder liability

5 Club Risk Management Template Aside from creating a safe sailing environment for participants, risk management assists clubs and centres in fulfilling the duty of care owed to participants, officials and other persons associated with club and centre activities. Australian workplace health and safety legislation requires a person conducting a business or undertaking (PCBU) to take reasonable steps to reduce the likelihood of injury to participants as a result of risks that are foreseeable.

6 Club Risk Management Template - Objectives To reduce the incidence of injury to participants, officials and other persons associated with club/centre competitions and activities. To provide a fun, healthy and safe sporting environment for individuals to participate and enjoy the sport of sailing. To minimise potential club/centre and stakeholder liability as a result of poorly managed sailing competitions and activities.

7 Club Risk Management Template Risk management is the process of systematically eliminating or minimising the impact of activities that may be injurious or dangerous. It involves putting processes in place to make sure that: The hazards (unwanted events) associated with sailing activities have been comprehensively identified, assessed and recorded. Controls have been identified and put in place to keep risks at an acceptable level. Checks are made and evidence maintained to confirm that the controls are in place and effective.

8 Club Risk Management Template This resource has been developed specifically for the sailing component of club and centre activities. It is not the definitive risk management document. However, if it is followed and reviewed regularly, it may increase safety and enable a club to meet its duty of care.

9 Club Risk Management Who should be involved? Risk management must involve leadership and commitment from the top. The process should include the Board, Flag Officers, Principals, Chief Executive and Management. It is important that key people such as race officials, volunteers, instructors and other stakeholders such as sponsors are involved in each step of the process.

10 Club Risk Management Accountability The club/centre should ensure there is authority, accountability and appropriate competence for managing risk. This can be facilitated by: Identifying who is responsible for managing the risk management framework. Identifying the risk owner who has the authority to manage the specific, identified risks. Identifying other responsibilities of people at all levels in the club/centre. Establishing internal reporting and escalation processes.

11 Club Risk Management Implementing the Process

12 Club Risk Management Communication and Consultation It is essential that all club/centre members and participants in activities are aware of the risk management program and are consulted in its development, implementation and evaluation. Effective communication ensures that those accountable for implementing the risk management process and stakeholders understand the basis on which decisions are made, and the reasons why particular actions are required.

13 Club Risk Management Establishing the Context This step involves looking at the operating environment of the club/centre. Establishing the context is concerned with: Understanding the club/centres objectives Recognising the features of the environment, or circumstances, inside and outside the club/centre which can give rise to uncertainty and risks to its objectives Internal and external stakeholders The club s/centre s risk criteria against which it will evaluate the acceptability of risks that have been considered

14 Club Risk Management Risk Identification It is important to identify what risks exist within our sailing races and activities. The most effective way to identify risks at your club is to take a walk around the site and note down any hazards. It is also helpful to get a group of people together and brainstorm potential risks. It is imperative to utilise people who are regularly involved in the sport to identify risk areas. Officials, instructors, coaches and even participants should be consulted.

15 Club Risk Management Risk Identification This template assists clubs to identify risks by including a prepopulated risk register. These risks have been grouped into the following categories: On-Water Off-Water Environment Club/Centre Sailing Operations

16 Club Risk Management Risk Identification The risk management process includes identifying risks, categorising them and developing control strategies to mitigate those risks. A club should draw on its key people, those with experience in risk management and those with extensive sailing, racing and training knowledge, to undertake this activity. Hazards change; new ones develop and others may cease, as a result of changing circumstances or the environment at the club. It is important that the risk identification and control process is always alive and frequently reviewed.

17 Club Risk Management Hazards Change!

18 Club Risk Management Risk Analysis Having identified the risks involved in club/centre activities we need to analyse them in order to understand and treat them. Each identified risk must be rated. These ratings describe: 1. The chance of the risk occurring (Likelihood) 2. The loss or damage impact if the risk occurred (Severity) 3. The priority or degree of urgency required to address the risk

19 Club Risk Management Risk Analysis Rating LIKELIHOOD SCALE The potential for problems to occur in a year A B C D E ALMOST CERTAIN: Will probably occur, could occur several times per year LIKELY: High probability, likely to arise once per year POSSIBLE: Reasonable likelihood that it may arise over a five-year period UNLIKELY: Plausible, could occur over a five to ten year period RARE: Very unlikely but not impossible, once in 100 years

20 Club Risk Management Risk Analysis Rating A B C D E POTENTIAL IMPACT Severity Scale In terms of the objectives of the organisation CATASTROPHIC: One or more fatalities. MAJOR: Permanent disabling injury. Vessels lost or damaged beyond repair. MODERATE: Serious reversible injury requiring medical treatment and rehabilitation. Vessels unable to complete series, race or passage. MINOR: Reversible temporary illness/injury requiring medical treatment. Damage to equipment that requires repair before being operable. NEGLIGIBLE: Minor injuries possibly requiring first aid. Minor damage to equipment.

21 Club Risk Management Risk Impact Matrix

22 Club Risk Management Risk Impact Matrix Key 1 Extreme risks that are likely to arise and have potentially serious consequences requiring urgent attention 2 Major risks that are likely to arise and have potentially serious consequences requiring urgent attention or investigation 3 Medium risks that are likely to arise or have serious consequences requiring attention 4 Minor risks and low consequences that may be managed by routine procedures

23 Club Risk Management Risk Evaluation Risk evaluation compares the level of risk analysis with criteria established when the context was considered. It involves determining what risks are tolerable to the organisation with regard to the organisation s attitude to risk.

24 Club Risk Management Risk Treatment Risk treatment is the process to modify risk. It involves selecting one or more options for modifying risks and implementing them. If your club/centre has assessed a risk and the risk has rated highly you will need to carefully consider necessary policies, procedures and strategies to treat the risk. If a risk is identified as Extreme, a club/centre must ensure that controls are put in place to reduce its severity and likelihood.

25 Club Risk Management Monitor and Control Risk management must be a continuous process to be revisited in a systematic manner on a regular basis and whenever either of the following occurs: Something has changed from the situations that were assessed (Eg. Legislation, rescue boats, race formats). When there has been an incident or emergency, to establish whether the correct controls were in place and what needs to occur in the future.

26 YACHTING AUSTRALIA Club Risk Management Template Incident Management Plan

27 Club Risk Management Incident Management Plan A club should accept that despite preparing and implementing a Risk Management Plan sometimes accidents do happen, and that it needs to be prepared for the possibility. To help with this, it is important that a club has a plan in place in case of such an accident. This plan is usually called an Incident Management Plan (IMP) or Emergency Management Plan. This document will clearly describe the club s procedures that need to be used should an incident occur.

28 Club Risk Management Incident Management Plan An IMP will normally cover: Organisational Chart showing what roles are at the club Outline of responsibilities of each role Communication Protocols Review and Debriefs Incident severity (escalation/delegation) Crisis Management Centre Emergency procedures, checklists or flowcharts Safety/emergency equipment lists Sailing areas and facility maps Contact details for key people

29 Club Risk Management Incident Management Plan The plan needs to be maintained and shared with those people involved in running sailing/training activities. Copies may be kept throughout the club, and periodic briefings may be held to ensure people know what to do in case of emergency and in the lead up to a major event.

30 Club Risk Management Incident Management Plan The following slides highlight the key areas of inclusion in the IMP Terms of Reference The Terms of Reference should outline the purpose of the IMP, the parameter within which it may be applied, what it considers to be an incident or emergency, and importantly who it applies to. Organisational Chart An organisational chart visually sets out the structure of personnel and their roles that are involved in any incident related operations. This will vary depending on the size of the club or event, or the focus of the activity; roles may be amalgamated or diversified depending to the club s circumstances.

31 Club Risk Management Incident Management Plan Outline of Responsibilities In the IMP the Club should provide details of what the expectations and parameters are for each role in its organisational chart. Incident Management Team Duties The IMP should detail the duties and expectations of the Incident Management Team. Communication Protocols The communication protocols for any given party in the IMP need to be defined and may warrant their own section. This section should outline how communications during the time of an incident will be handled, such as the use of mobile phones or broadcast radio channels, and when external authorities, family or medical services should be contacted and by what means.

32 Club Risk Management Incident Review If an incident does occur, it is important to review how it was handled by the people in positions of responsibility at the time, and reassess the relevance or applicability of the Incident Management Plan. In many states major and moderate incidents must be reported to the State Maritime Safety Authority. Clubs need to be familiar with the Regulations in each state and comply with them. Any incident reported should also be reported to the State Association who will inform Yachting Australia.

33 Club Risk Management Template Any Questions?

34 Thank you for your time!