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Safety Management Guide


Version 1.0September 2019


2019 © 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.

Dragon Boats NSWVersion 1, 190911 2


CONTENTS

AUTHORITY...........................................................................................................................................................................4

VERSION CONTROL................................................................................................................................................................5

DISTRIBUTION.......................................................................................................................................................................6

INDUSTRY GUIDELINES AND COMPLIANCE REQUIREMENTS..................................................................................................7

DEFINITIONS.........................................................................................................................................................................8

INTRODUCTION.....................................................................................................................................................................9How to use this guide...............................................................................................................................................................9

AIMS AND OBJECTIVES........................................................................................................................................................10Aim.........................................................................................................................................................................................10Objectives..............................................................................................................................................................................10

INITIATION OF THE PLAN.....................................................................................................................................................10

COMPETITION AND SAFETY COMMITTEE.............................................................................................................................11

EMERGENCY CARE...............................................................................................................................................................12Ambulance Service.................................................................................................................................................................13Hospitals................................................................................................................................................................................ 13

MAJOR INCIDENTS..............................................................................................................................................................13Evacuation.............................................................................................................................................................................14

REPORTING.........................................................................................................................................................................14

WEATHER FORECASTING & REPORT....................................................................................................................................14

LOGISTICS............................................................................................................................................................................14Personnel...............................................................................................................................................................................14First Aid Dress Standards and Appearance.............................................................................................................................14Equipment.............................................................................................................................................................................15Communications....................................................................................................................................................................15

WATER SAFETY....................................................................................................................................................................16Resources...............................................................................................................................................................................16Water Safety Risk Assessments..............................................................................................................................................17Operational Hours (Water Safety)..........................................................................................................................................17Complaint / Comment Management.....................................................................................................................................18

SUSPENSION OF COMPETITION...........................................................................................................................................18

SUSPENSION / POSTPONEMENT OF COMPETITION DUE TO DEATH OR SERIOUS INJURY TO COMPETITOR..........................19

EMERGENCY RESPONSE PLAN.............................................................................................................................................19

RISK MANAGEMENT............................................................................................................................................................20

SITE SAFETY.........................................................................................................................................................................20Managing Sub Contractors on site.........................................................................................................................................21

APPENDIX 1 – EMERGENCY RESPONSE PLAN TEMPLATE......................................................................................................22

APPENDIX 2 – FORMS..........................................................................................................................................................25



AUTHORITY

The 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: XXX

Approved

On behalf of the XXXXXX

<NAME>Chair<COMMITTEE>Date: XXXX

Endorsed

On behalf of Dragon Boats NSW

Shane KnightChief Executive OfficerDragon Boats NSWDate: …….. August 2019



VERSION CONTROL

Proposals 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, 2137

Amendments promulgated are to be certified in the under mentioned amendment sheet when entered.

Version Responsibility Date

Consultative Draft v0.1 Stephen Leahy 22/8/19Consultative Draft v0.2 Shane Knight 27/08/19Final Draft v0.3 Stephen Leahy 29/8/19Approved for Circulation v1.0 Stephen Leahy 11/9/19



DISTRIBUTION

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 LIST

RecipientNumber of

Hard CopiesNumber of

Electronic Copies



INDUSTRY GUIDELINES AND COMPLIANCE REQUIREMENTS

The references and compliance standards used in the compilation of this Plan were:

AS 4083 - Emergency responses for health care facilities ISO IEC 31010 – Risk Assessment Techniques Work 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 standard ISO Guide 73:2009 Risk Management Vocabulary Standards Australia Handbook HB 327:2010 Communicating and consulting about risk Australian Dragon Boat Federation Safety Manual, November 2013


https://www.workcover.nsw.gov.au/__data/assets/pdf_file/0010/15202/whs-consultation-cooperation-coordination-code-of-practice-3568.pdf

https://www.workcover.nsw.gov.au/__data/assets/pdf_file/0008/19583/safe-design-structures-code-practice-3839.pdf

https://www.workcover.nsw.gov.au/__data/assets/pdf_file/0018/15219/preparation-safety-data-sheets-haz-chemicals-code-practice-3564.pdf

https://www.workcover.nsw.gov.au/__data/assets/pdf_file/0013/15205/managing-work-environment-facilities-code-of-practice-3567.pdf

https://www.workcover.nsw.gov.au/__data/assets/pdf_file/0006/19581/managing-risks-of-plant-code-practice-3838.pdf

https://www.workcover.nsw.gov.au/__data/assets/pdf_file/0005/19580/managing-risks-hazardous-chemicals-code-3837.pdf

https://www.workcover.nsw.gov.au/__data/assets/pdf_file/0019/15580/managing-electrical-risks-in-the-workplace-code-of-practice-July-2015-3836.pdf

https://www.workcover.nsw.gov.au/__data/assets/pdf_file/0009/15201/how-manage-work-health-safety-risks-code-of-practice-3565.pdf

https://www.workcover.nsw.gov.au/__data/assets/pdf_file/0012/15213/hazardous-manual-tasks-code-of-practice-3559.pdf

https://www.workcover.nsw.gov.au/__data/assets/pdf_file/0011/19577/first-aid-in-the-workplace-code-of-practice-July-2015-3834.pdf

https://www.workcover.nsw.gov.au/__data/assets/pdf_file/0006/19572/excavation-work-code-of-practice-July-2015-3840.pdf

https://www.workcover.nsw.gov.au/__data/assets/pdf_file/0010/19576/construction-work-code-practice-3842.pdf

http://srwsd.clients.squiz.net/__data/assets/pdf_file/0017/50075/Managing-noise-and-preventing-hearing-loss-at-work-code-of-practice-SW08160-0316-313932.pdf

http://www.safework.nsw.gov.au/__data/assets/pdf_file/0016/50083/Labelling-of-workplace-hazardous-chemicals-code-of-practice-SW08161-0316-313937.pdf

http://srwsd.clients.squiz.net/__data/assets/pdf_file/0018/50076/Managing-the-risk-of-falls-at-workplaces-code-of-practice-SW08159-0316-313930.pdf


DEFINITIONS

For the purposes of this Plan, the definitions below apply:

CSC is the acronym for Competition and Safety Committee.

DBNSW is the acronym for Dragon Boats NSW Inc.

Emergency means any event, which arises internally or from external sources, and which may adversely affect persons or the community generally, and requires immediate response

Emergency Control Centre means the coordination centre during an Emergency

Emergency Response Plan means a documented scheme of assigned responsibilities, actions and procedures required in the event of an Emergency

Evacuation Point means a number of designated places where patients, visitors and staff may be taken/assembled in the event of an Emergency

Hazard means a source of potential harm (ISO Guide 73:2009

May indicates the existence of an option

Medical Emergency means any event in which trained personnel are required to respond effectively to a medical crisis within or beyond the accepted routine of the event

Risk means the effect of uncertainty on your objective (AS/NZS ISO 31000:2018)

Risk assessment means the overall process of risk identification, risk analysis and risk evaluation (ISO 31000:2018)

SEMC Is the acronym for Safety and Emergency Management Coordinator

Shall indicates that a statement is mandatory

Should indicates a recommendation

Stakeholder means the person or organisation that can affect, be affected by, or perceive themselves to be affected by a decision or activity (ISO 31000:2018)



INTRODUCTION

Dragon 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 GUIDE

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.


Guidance Notes provided in shaded boxes (like this example) is for guidance and background information. This can be deleted as the author develops their version.


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; and State the activation methods for internal and external agencies and services.

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:



GUIDANCE NOTES

The 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.



COMPETITION AND SAFETY COMMITTEE

The 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.

Chair TBAChief Official TBASafety and Emergency Management Coordinator The SEMC appointed at each eventPowercraft/ Water Safety Coordinator The PC appointed at each eventWater Umpire Appointed at each eventMedical/First Aid Officer The MO appointed at each eventEvent Manager TBAOther as determined



EMERGENCY CARE

<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.


GUIDANCE NOTES

Event organisers should consider the supply of adequate First Aid resources for the event.

Some considerations might be:

Medical Personnel First aiders / Paramedics / Doctors / Physiotherapists – or a combination of any of these. The number of medical personnel required.

The locations Medical Base; Roving (foot / bicycle) patrols; Satelite locations

Equipment / Capability First aid provision; Basic life support; airway management; semi-automatic external defibrillation; advanced oxygen resuscitation; minor medical procedures (e.g. suturing); pain relief, and physiotherapy.


AMBULANCE SERVICE

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 INCIDENTS

The 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.


GUIDANCE NOTES

During 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.


EVACUATION

Evacuation 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.

REPORTING

Whenever 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 & REPORT

Weather 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.

LOGISTICS

PERSONNEL

Emergency 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 APPEARANCE

Members 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.

EQUIPMENT

Appropriate 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.

COMMUNICATIONS

Designated 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.


GUIDANCE NOTES

One 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.


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.

WATER SAFETY

RESOURCES

All 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.


GUIDANCE NOTES

When 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 RISK ASSESSMENTS

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 Coordinator Chief Official Event Manager

If 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.


GUIDANCE NOTES

Prior 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.


COMPLAINT / COMMENT MANAGEMENT

For 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; and dependent 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 COMPETITION

The following table outlines the various roles that have the ability to suspend competition for safety reasons:


GUIDANCE NOTES

If 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.


ROLE LEVEL OF AUTHORITY SCOPE OF AUTHORITY

Competition and Safety Committee Initiate Contingency PlanCancellation

Event

Chief Referee Suspend Event

Safety & Emergency Management Coordinator (SEMC)

Suspend Event

CEO or delegated Representative Suspend Event

SUSPENSION / POSTPONEMENT OF COMPETITION DUE TO DEATH OR SERIOUS INJURY TO COMPETITOR

If 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 PLAN

Emergency 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 MANAGEMENT

Managing 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 SAFETY

Legislation 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 SITE

Under 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 TEMPLATE

Initial Action:

Ascertain details Location

Nature of incident

Extent of incident - how serious?

Number of possible injured

Is there anyone in charge as yet?

Commence Log Log (Notes) keeper appointed by SEMC

Record the Time/Date/Place

Record the identity of informant

Record the location of informant including contact details

Notify: Safety and Emergency Management Coordinator (SEMC)

(As appropriate) Event Radio Control – who notifies

o Police

o Ambulance

o Fire Service

o Medical / First Aid Coordinator

o Security

o Workforce

o Peer Support Manager

Landowner, Venue Operator

Chief Executive Officer or nominee

o Media Liaison Officer (MLO)

o DBNSW Board of Directors

o DBNSW Legal

o DBNSW Operations Manager

o Members, CSC

SEMC: To confirm location of incident

To confirm location of Command Post

To 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 site

At Scene:

Actions: Continue Log

Ensure no further danger

Cordon off scene

Set outer perimeter - consider crowd control

Set up command post

Arrange 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 area

Consider – set up morgue in fully enclosed tent

Arrange escorts for relatives and minor low priority patients to first aid compound

Consider – Set up helicopter landing area 250 metres from site

Arrange Emergency vehicle access

Coordinate search for victims with Police

Determine if a complete or partial evacuation is required.

MLO to arrange media area

At Command Post:

Personnel required Safety and Emergency Services Coordinator

Medical/First Aid Coordinator

Chief Executive Officer or nominee

Media Liaison Officer

Police Coordinator

Ambulance Coordinator

Log Keeper

Ensure: Forward Site Coordinator is appointed

Continue 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:Dragon Boats NSWVersion 1, 190911 23


Ensure Commence Log

First Aid Coordinator to ensure senior person is appointed to ensure coordination at First Aid Compound

Accept patients with minor injuries

Arrange area for relatives.

Transport emergency care stock and equipment to primary site as required

Ensure adequate stocks of first aid supplies

All requests for information (inc. media) to command post

Arrange refreshments

In consultation with Counselling Services Manager, arrange trauma and grief counselling as required

In criminal activity is suggested, all injuries and first aid treatments must be fully documented.

At completion:

Debrief Arrange venue away from activities and interruptions

Ensure police and ambulance coordinators in attendance

Arrange refreshments

Ensure all personnel are accounted for

Conduct internal debrief of all DBNSW personnel

Take notes

Take contact details of all major participants in search

Ensure someone from DBNSW is present to thank members

Arrange any ongoing search/assistance/counselling (if required)

Consider mandatory stand-down of personnel

SEMC to discuss with combat agency any likely multi-agency debrief

Clean Up Ensure all equipment is accounted for

Clean equipment

Replenish supplies



APPENDIX 2 – FORMS

Forms:

Complaints Register Site Induction Checklist Risk and Safety Checklist Site Inspection Checklist Event Hazard Report Sub-Contractor Register



COMPLAINTS REGISTERDate: Time:

Method of Receipt:

(Person, Phone, Email, etc)

Received by:

(Name)

COMPLAINANT

Name:

Contact Details: Organisation:

COMPLAINT

Details of Complaint:

Initial Action Taken:

Actioned by:

Further Action Required:

Complaint Resolved:

Any Additional Comments:

Closed at – Time: Date:

DBNSW Officer Signature:



SITE INDUCTION CHECKLISTAdministration

1 Welcome Event Brief 2 Organisational Structure/Event Management Committee3 Introduction to Safety Management Guide5 Parking and Security Procedures6 Radio Communication System7 Code of Conduct – Public Relations9 Incident Reporting Procedures

10 Relevant DBNSW Policies (see website)12 Grievance Procedures

Workplace Health & Safety New Existing1 WH&S legislation, DBNSW Policies e.g. Health & Safety, Return to Duty2 Outline of WH&S responsibilities of all officials, staff & volunteers3 Outline of WH&S responsibilities of supervisors4 Reporting of WH&S issues-unsafe conditions, accidents, incidents5 Health & Safety information onsite6 Personal Injury Reporting and workers compensation7 Emergencies and first aid equipment8 Overview of common Hazards

·· Manual Handling·· Hazardous Substances·· Infection Control

9 Personal Protective Equipment10 Emergency Evacuation Procedures11 Fire safety training and location of fire extinguishers

Orientation of Event Site1 First Aid Room2 Amenities, Kitchen, Bar4 Gear & Equipment Compound and location of equipment5 Orientation of Event including:

·· Safety signs and exits·· Emergency access for ambulance

6 Location of phone and emergency numbers7 Specific 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)

Signed Date

Name (please print):Induction Officer Signed Date



RISK AND SAFETY CHECKLISTApplies to Sweeps, Coaches and Regatta Organisers

Purpose: 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)

1. Scope and Context

Type of Craft – please tick

10’s

20’s

Other details

Total Numbers in Craft

Male

Female

Total Persons

Age Groups – please tick

12 – 17

18 – 39

40 – 59

60+

Skill Level of Participants – please tick

Low

Moderate

High



2. Hazard Identification and Assessment

Type 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)

Other

3. Current Weather Conditions (use online weather apps, e.g. BoM, WillyWeather).

Weather

Wind

Air Temperature – Current and Forecast Max

Water Temperature

First Light

Are 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.)

4. Risk Controls, e.g. what controls have you put in place to reduce the risks?

Water safety support in water – Yes / No, and describe

Medical / First Aid personnel – Yes / No, and describe

Required medical / safety equipment available – Yes / No

Contingency Activation (e.g. what aspects have been modified for the session / event to reduce risk?)

Site Safety / OHS compliant – Yes / No, and describe

5. Session Assessment

In 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:



SITE INSPECTION CHECKLIST

Health, Safety and RehabilitationManagement System

WHS Adviser toComplete

Event Management Committee to Complete

Hazards Identified Safety Action PlanInspection Checklist Yes No Hazard Priority Action Who Timeframe DoneRelevant 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 displayed


Remarks:

DBNSW Inspector Name: Signature: Date:





Event VenueWHS Adviser to

CompleteEvent Management Committee to Complete

Hazards Identified Safety Action PlanInspection Checklist Yes No Hazard Priority Action Who Timeframe Done

Electrical:

Switch board preferable enclosed

Wiring in good condition

Battery charger in good condition

No broken plugs, sockets or switches

No frayed or damaged leads

Portable power tools in good condition

No temporary leads on floor

No strained leads

Testing and Tagging- 6 monthly & documentedEarth leakage system/circuit breakers

Systems / GPOs not overlooked

Lighting:

Good natural lighting

Adequate illumination

Switches located near exit door



Remarks:Appliances need to be tagged every five (5) years if fixed, every three (3) months if portable.






Fire ProtectionWHS Adviser to


Hazards Identified Safety Action PlanInspection Checklist Yes No Hazard Priority Action Who Timeframe DoneEmergency 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 months

Street and fire hydrants

Exit doors easily opened from the insideIlluminate Exit signs with battery backup in appropriate locations

Fire Exits clear of obstructions

Emergency egress from upper floors

Training for Fire Emergency andevacuation drills carried out



Remarks:






First Aid RoomWHS Adviser to


Hazards Identified Safety Action PlanInspection Checklist Yes No Hazard Priority Action Who Timeframe DoneSign to indicate location

Members aware of location ofFirst Aid room

Entry and exit walkways kept clear

Access door accommodates stretcher

First aid room sterile environment(as far as possible)

Cabinets and contents clean and neat

First aid cabinet and containers clearlylabelledMinimum stock/equipment that meetsEvent requirementsTreatment couch with blankets andpillows

Sunscreen for Patrol members

Emergency numbers displayed

Injury reporting/manual handling posters

Universal precautions and PPE

Supply of soap and towels

Sharps kit and/or container

Sink with running hot/cold water andboiling water accessible

Access to ice packs in freezer

Rubbish bin

Landline telephone (or mobile phone at absolute minimum)



Remarks:




Gear & Equipment Compound WHS Adviser toComplete




Hazards Identified Safety Action PlanInspection Checklist Yes No Hazard Priority Action Who Timeframe DoneErgonomic storage designed to minimise lifting problems (between knee & shoulder) as far as practicable

No heavy gear (>20kg) stored aboveshoulder height or below knee height

Floors around storage racks clear ofrubbish

Designated and signed storage areas

Storage racks fixtures in good condition

Entry and Exit walkways kept clear

Even surfaces in floor, no cracks or holes

Compressed air usage signage

Low head height obstructions

Pressure vessel inspections

Appropriate PPE signage and provisions



Work 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 obstructions

IRB Compound:

- IRB motor stands

- IRB motor trolleys

- Maintenance records of IRB motors



Remarks:






HousekeepingWHS Adviser to



Oil and grease removed

Clear passage ways

No slip/trip hazards

Soap and washing facilities

No cluttered storage areas

Drainage of accumulated water

Clean sand traps

Bin located at suitable points around event site and emptied regularly



Remarks:






Hazardous SubstancesWHS Adviser to



Chemical register accessible

Chemical register up to date

MSDS for all chemicals

MSDS less than 5 years old

All containers clearly labelled

Approved Hazardous SubstancesCabinet

Do special storage conditions apply?

Flammable Gas(Oxy/acetylene/LPG/Other):

Signage

Separation from ignition sources

Well-ventilated area

Cylinders secured/labelled

LPG Cylinder within test date

Connection hoses/fittings in goodconditionMedical oxygen cylinders not storedwith other flammable gases /liquidsFlammable liquids(Quantity < 250ltr > 250ltr)



WHS Adviser toComplete


Hazards Identified Safety Action PlanInspection Checklist Yes No Hazard Priority Action Who Timeframe DoneAppropriate signage:

Security

Containment of spills

Clean-up of spills

Labelling of flammable liquids

Well-ventilated area

Separation from ignition sources

Condition/type of containers



Remarks:






AmenitiesWHS Adviser to



Non-slip surfaces in toilets and showers

No cluttered storage or floors

Toilet / change cubicles safelyconstructed

No broken tiles, glass or mirrors

Hygienic and well maintained

Remarks:






Administration AreaWHS Adviser to



Workstation adequate for tasks

Photocopier toner/fumes controlled

Non-slip floor coverings

No cluttered storage areas or floors

Safe storage or boxes/items

Safe storage of tables/chairs

First Aid Kit

Remarks:






BeachWHS Adviser to



Beach Access

Beach access is free of hazards and inline with Lifesaving Management Plans

Ramps and board walkways wellmaintainedBeach access points are well signedposted for general public and emergency services

SSV or 2WD used for transfer equipment to and from beach

Beach/Patrol Environment

Patrol Area has adequate sun and weather protection

Sun safety guidelines are adhered

Liaison with Council Lifeguard (if relevant) is cordial and constructive

Radio reception is satisfactory

Close surrounds of Event Venues

Clear of rubbish

Ground kept well



Remarks:






EVENT HAZARD REPORT

Date Hazard Identified Reported 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 Plan

Priority Action Who Timeframe Done



SUB-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:………………………………………………………………………………………………………………………………

DATE NAME COMPANYSTART TIME

FINISH TIME

HOURS AREA OF WORK SIGNATURE OF WORKER



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