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13 July 2014

Introduction
In order to exercise the Club’s duty of care to its members and those associated with the activities of the Club and to minimise potential unwanted financial and legal liability arising out of the Club’s operations, The Port of Yamba Yacht Club (PYYC) has reviewed its risk management policies and practices.
The process adopted is described below. It is consistent with the recommendations of Yachting Victoria, contained in the document RISK MANAGEMENT -
A Practical Resource for Clubs , dated September 2001.
1. POLICY
1.1 The Risk Management Process
Risks arise because of uncertainty about the future. The risk management process provides a structured way of assessing and dealing with future uncertainty in regard to operations of the PYYC. The process included the following steps:

Risk identification;

Risk assessment;

Response planning;

Implementation and review of the risk management strategies; and

Communication
1.2 Risk identification
The first step was to identify the risks which are (or may be) associated with Club operations. In order to facilitate this part of the process, it was convenient to consider broad areas of risk for each of the main operating processes of the Club. The operating processes and the associated areas of risk are detailed below:
Aquatic (racing, cruising) process

Planning and equipping

Event preparation

Event conduct

Post event
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Administration process

Operation of Club

Compliance with regulations

Physical environment

Membership
Social process

Events

Physical environment

Personnel
Financial process

Budget

Funds

Reporting
Publicity process

Personnel
1.3 Risk assessment
Having identified the risks associated with Club operations, the next step was to assess each risk in terms of the probability (or likelihood) of its occurrence and the seriousness of its potential impacts or consequences.
1.3.1 Likelihood
The likelihood of occurrence is a quantitative assessment of the potential for a ‘risk event’ to occur during the annual review period.
1.3.2 Impact
The impact relates to the degree of adverse consequences of each ‘risk event’ in regard to the following areas:

Legal – the need to meet regulatory requirements

Physical – including personal injury and damage to property

Financial – unwanted liabilities

Social – including loss of amenity and quality of experience and adverse publicity
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1.4 Response planning
Having identified the potential risks and assessed their likelihood of occurrence and the seriousness of their impacts, it was then possible to develop options for inclusion in an action plan. The actions were based on strategies which include:
 risk reduction;
 impact mitigation;
 risk transfer; and
 risk acceptance.
An optimum response strategy was selected, dependent on a balance of benefits and costs.
The final step in response planning was the development of an action plan which identifies actions and allocates responsibilities.
1.5 Implementation and review
To ensure that the strategies and actions are not overlooked, a risk management plan was developed and implemented as part of the overall Club management plans through inclusion in the Club Constitution, Rule Book and Role definitions. Review and evaluation are allowed for in the management plans.
1.6 Communication
It is essential that all Club members and participants are aware of the risk management plan. New members must be introduced to the risk management policies and obligations as part of their induction into the Club. Similarly participants in racing and cruising activities who are not Club members must be made aware of any appropriate risk management policies and procedures.
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2. Plan
Aquatic Process
Risk
1 Insufficient consideration of variations in age, abilities and interests during planning, leading to injury or lack of support
2 Hazardous areas of the river or current conditions, leading to damage, injury or increased man overboard response time
3 Dissatisfaction of members with their racing handicaps, leading to reduced participation
4 Bar Tender poorly maintained or of insufficient capability, leading to injury of crew or inability to perform as expected
5 Inadequate safety equipment on Bar Tender , leading to personal injury
6 Inadequate provision for storage of course marking equipment, leading to deterioration or injury to crew
7 Poor maintenance of Marina pontoons, leading to injury or damage to boats
8 Unseaworthiness of participating boats, leading to damage or injury
9 Inadequate safety equipment on boats, leading to inability to gain timely medical treatment
10 Inadequate knowledge of rules and procedures, leading to dangerous behaviour during races
Action
Timing
Planned events are matched to the abilities and interests of potential participants
Racing Sub-committee under the Vice Commodore designs courses to avoid known areas or conditions of danger a A standardised, transparent handicap system is used b Current handicaps are communicated to all via newsletter
Across the Bar, the Club website and the club notice board a Bar Tender is maintained in accordance with manufacturer’s requirements b Occasional defects are to be attended to promptly
In place
In place
In place
In place
In place
As required
In place
Boat captain
Provide and maintain equipment in accordance with
Maritime requirements
Ensure provided storage containers are used and that provided cover is fitted to Bar Tender
Liaise with Marina management to ensure necessary maintenance is undertaken
Boat owners required to acknowledge that their boat conforms to AYF Special Regulations which require general seaworthiness to be maintained
In place
In place
In place a Boat owners required to acknowledge that their boat conforms to AYF Special Regulations which require a First
Aid kit on board
In place b Crew members encouraged to gain First Aid qualification On going a All races conducted under the current Racing Rules of In place
Sailing which require that each boat carry a copy of the
Rules
In place b Local Racing Rules included in Club Rule Book – a digital copy of which is available to all members c Rule discussion sessions held annually d Specific issues included in race/event briefings
In place
In place
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Risk
Aquatic Process (contd)
11 Inexperienced skippers or crew participating beyond their capacity, leading to damage or injury
12 Failure to utilise and recover crew sheets, leading to loss of revenue or participation by ineligible crew
13 Failure to appoint an experienced and trained Race Officer, leading to poor decisions re race activities
14 Inaccurate or unclear briefing, leading to confusion on course
15 Inaccurate interpretation of weather forecasts, leading to damage or injury
Action a Rule 4 of the Racing Rules of Sailing places the obligation on the skipper to decide whether he and his boat should compete b Each participating boat is required to submit a Crew
Registration Form signed by the skipper to acknowledge his responsibility
A clear process is in place and used and responsibility included in the role definition for Race Officer
Timing
In place
In place a Race Officer role defined b Only experienced sailing members used in this role c Training provided as required by virtue of Yachting
Association club level Race Officer courses a Waterproofed clear course plans available for each race b Standard warnings developed for inclusion in briefings c Questions from participants sought a Rule 4 of the Racing Rules of Sailing places the obligation on the skipper to decide whether he and his boat should compete b Races cancelled the day prior when gale force winds or heavy continuous rain is forecast
In place
In place
In place
As required
In place
In place
In place
In place
In place
Vice
Comm.
16 Course markers and attachments unsuitable for purpose, leading to injury to Bar Tender crew and inability to lay courses c The Vice Commodore if present, otherwise the Principal
Race Officer, or in his/her absence any other member of the Race Committee who is present, after taking into account any advice or other factors considered relevant such as types of yachts entered, experience of skippers, sea state, etc. may abandon or may postpone a race if at the time of the briefing, or any time between then and the start of the race, the wind strength is averaging over 25 knots in the area where the race is to take place. a Equipment checked and replaced as required b Ropes to be of adequate diameter for handling
In place
In place Boat captain
In place
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Risk
Aquatic Process (contd)
17 Poor OH&S procedures used to lay or recover course markers, leading to injury
22 Collision of participating boats, causing damage to boats or injury to crew
23 Collision of participants with non-participants, leading, to damage, injury and legal challenge
24 Collision of participating boats with submerged objects, causing damage or injury
Action
Training given to inexperienced Bar Tender crews in relation to laying and recovering buoys. Bar Tender logs on and off with PYYC or MR when recovering buoys and after a race to ensure crew is safely back at marina berth.
18 Laying marks with insufficient “sea” room, placing participants in danger of collision or grounding
19 Collision of participants with Bar Tender, leading to damage or injury a Directions given to Bar Tender crew via course sheets b Rounding buoys to be placed at least 5 boat lengths (of the largest boat) from rock walls and in water of sufficient depth c Courses laid in accordance with approved Yachting
Association practices
Briefings include reference to clearance buoy being deployed at race starts
20 Overexposure of participants to adverse climatic conditions for prolonged periods, leading to injury a Standard warning included in all briefings b UV cream provided by Club
21 Un-forecast severe weather changes, leading to damage or injury a All participants required to be equipped with working radio to allow monitoring of MR warnings
Timing
In place Vice
Comm and boat captain
In place
In place
In place
In place
In place
In place
Boat captain
Boat captain b Club radio monitored for MR warnings to allow them to be passed on to participants
In place c Standard warning included in all briefings In place a Refer 10 above re knowledge of rules In place b All participating boats to have 3 rd
party liability insurance In place c Assistance available through MR and club boat In place a Warning included at briefing prior to event, especially when popular fishing areas are near course b Harbour Master contacted before each event in case of shipping movements c Notices to Mariners checked for work being done in race area, changes to charts, or shipping movements. a Location of sand banks are included on course sheets, especially when visiting boats involved b Courses are designed to avoid sandbanks, etc
In place Race officer
In place Race officer
In place
In place
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Risk
Aquatic Process (cont’d)
25 Boats not having adequate insurance
26 No or delayed availability of suitable rescue facility, leading to exacerbated injury
Action
Timing
Boats required to declare in writing that insurance is in place
In place a Co-ordination with MR to ensure rescue vessel on standby In place
Vice
Comm. b All participants must have a working radio c MR rescue vessel on site during regattas d Club boat Bar Tender on site a Mobile phones used as back-up b Bar Tender available as back-up
In place
In place
In place
27 Loss of radio communication with participants, leading to injury or inability to safely proceed and loss of information re changes to courses, etc
28 Inability to communicate with Bar Tender, leading to a lessening of available help to participants
29 Loss of crew members overboard
31 Inadequate information regarding race results, leading to dissatisfaction and reduced participation
32 Poor handling of disputes and grievances, leading to dissatisfied members
33 Excessive use of alcohol, leading to damage or injury or legal exposure a Radios in Clubhouse and in Bar Tender included in maintenance plans b Radio checks are conducted prior to each race a Practice drills conducted annually, including involvement of Bar Tender b Limits for Bar Tender and crew defined and conveyed to crew c Bar Tender crew wear PFD1’s at all times
Results are conveyed promptly to all participants via Club notice board, website and emails a Dispute resolution process in place and used c Protest Committee in place for regattas a Consumption of alcohol not encouraged before races b PYYC General Boating Rule 3.2 applies c Relevant Club members have RSA certificates d The PYYC is a Good Sports affiliated club which fosters restricted alcohol consumption and a safe and family oriented environment
In place
In place
Yearly Vice comm.
In place Vice comm.
In place
In place
In place
In place
In place
In place
In place
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Risk
Administration process
34 Operation outside Constitution, leading to alienation of members or litigation
35 Failure to comply with Corporation law leading to fines
36 Failure to provide for succession as Licencee leading to loss of licence
Action
Timing a Constitution updated as necessary and made available to all members b Prepare annual records re tax exemption a Public Officer appointed and responsible for keeping abreast of any changes
Complete
Annually b Annual returns submitted a Executive to appoint a person, suitably qualified by
OLAG, to the position of Clubhouse licencee
As required b Executive to arrange for a person, other than the current licencee, to be qualified by OLAG as a suitable person
Oct 2012
All requirements have been incorporated into Clubhouse Complete 37 Failure to comply with DA requirements leading to inability to operate
38 Failure to properly manage meetings, leading to member dissatisfaction
39 Inadequate maintenance of Clubhouse, leading to unplanned costs or inability to operate
40 Failure by officers to carry out all duties leading to membership dissatisfaction or unplanned costs
Meetings managed in accordance with Constitution
Maintenance plan to be prepared and implemented a Role of Licencee to be defined b Remaining roles have been clearly defined and made available to new office holders
To be included in maintenance plan
Ongoing
Nov 2012
Sep 2012
Complete
Nov 2012 41 Inadequate maintenance of Club equipment, leading to unplanned costs or poor safety outcomes
42 Lack of liability or other insurance, leading to financial loss
43 Failure to implement the requirements of the Risk Management plan, leading to breaches by members
44 Ageing membership, leading to run down of Club activities
Maintain existing insurances
Updated Risk Management plan to be included in Club
Rule Book and made available on Club web site a Provide activities which appeal to a range of ages b Junior Sailing program commenced
Annually
On going
Ongoing
Complete
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Social process
General
Risk
45 Inability of programme to appeal to a variety of members, leading to dissatisfaction and failure to achieve membership growth
46 Failure to comply with restrictions of Clubhouse site, leading to safety or regulatory issues
47 Spills and breakages, leading to injury
Action
Develop a social programme which appeals to a variety of types and ages
Timing
Ongoing
Ensure that numbers present at events are not excessive Ongoing
Physical
48 Inadequate cleaning and hygiene, leading to sickness or loss of members
49 Lack of working safety equipment, leading to injury or unplanned costs
50 Misuse of Clubhouse or equipment by outside bodies, leading to unplanned costs or breach of Regulations
Personnel
51 Failure to comply with RSA requirements, leading to loss of licence
52 Failure to safeguard tradeables, leading to financial loss
“Duty Officer” appointed and present to implement safety processes a Adequate cleaning equipment and supplies available b Roster of personnel prepared a Functioning safety equipment made available with appropriate access b “Duty Officer” to check availability and access a Clubhouse only made available to responsible groups b List of rules prepared, including reference to safety, behaviour, etc
Only Duty Officer and assistants under supervision allowed in bar and kitchen
On going
Complete
Complete
Complete
Sep 2012
Ongoing
In place Licensee
In place a Club to ensure sufficient qualified staff are available In place b Prepare roster of qualified staff to avoid “overworking” In place c Define the role of “Duty Officer” d Appoint “Duty Officer” to each event to ensure requirements are met a Provide suitable security measures
In place
Ongoing b Undertake regular inventories
Refer to #51 above
Complete
Ongoing
53 Insufficient qualified staff with ‘overwork’, leading to ineffective operation
54 Failure to comply with safe storage, preparation and service of food, leading to illness and unplanned costs
55 Poor OH&S procedures (eg carrying heavy loads) leading to injury a Provide suitable storage and preparation equipment b Ensure volunteers are aware of requirements
Complete
Ongoing
Provide suitable trolley for carrying heavy loads up stairs Sep 2012
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Risk
Financial
56 Failure to set fees and other income to match costs, leading to financial losses
57 Failure to cover cost of Clubroom rent, leading to loss of facility or financial loss
58 Misappropriation of Club funds, leading to unplanned losses
Action
Prepare and work to annual budget
Timing
Treasurer to prepare timely reports of operating activities Ongoing
Treasurer to report regularly to an appropriate chart of accounts
Use only secure institutions for deposit of Club funds 59 Failure to maintain appropriate bank accounts, leading to financial loss
60 Loss of Club funds, leading to financial difficulties a Ensure all monies are deposited promptly into Club accounts
61 Failure to monitor profit/loss, leading to a deterioration of the
Club’s financial position b Refer to #58
Refer to #58
62 Failure to arrange independent review of Club financial position, leading to a deterioration in the Club’s finances
Arrange independent review
63 Failure to maintain tax exempt status, leading to financial loss a Constitution includes reference to tax exemption b Prepare annual records
Ongoing
Ongoing
Ongoing
Ongoing
Annually
Complete
Ongoing
Risk
Publicity
64 Lack of editor of Across the Bar, leading to loss of communication with members
65 Failure to distribute to all members, leading to loss of communication
66 Misrepresentation of members and others in Club publicity, leading to dissatisfaction or litigation
Action
Provide for succession as editor
Use multiple means of distribution, including Club website, facebook page and e-mail
Clear instructions to be provided to editor
Timing
Ongoing
Complete
Ongoing
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Introduction
This document is an addition to the PYYC Risk Management Plan, created in recognition of the fact that there are specific requirements for Junior Sailing activities. These involve a combination of responsibilities shared by club officials and parents.
Prior to an event taking place, all participants and their parents/ guardians are required to attend a safety and information briefing at the designated sailing site to ensure that all are informed of their responsibilities. At the conclusion of the safety briefing all parents sign on their child for the day’s activities and acknowledge their understanding of the safety briefing. At the end of day’s activities, parents sign off and resume the responsibility for their child. Any persons continuing to sail on their own boats after sign off do so at their own risk.
A copy of the Safety Briefing (Addendum 1) and Sign On sheet (Addendum 2) is attached.
1 Injury or drowning risk to participants or club officials
Risk Action
Safety briefing before commencement of activities (see details attached in Addendum 1)
All participants must wear approved life jackets at all times whilst undertaking water activities
Participants’ swimming competency is tested (see below)
Participants are trained in how to attract attention on the water
Children are adequately supervised on the water
Instructions and supervision by club instructor 2 Injuries moving boats from trailer to launch site and back
3 Injuries when loading or unloading trailer
4 Incorrectly rigged or unsafe boats being used by participants
Only trained club officials to load and unload trailer
All boats checked by instructor before leaving beach
5 Injury caused whilst rigging or de-rigging boats All participants trained in rigging and de-rigging and supervised until deemed competent.
Instructors on hand and available for additional instruction at all times during rigging and de-rigging.
6 Participants are not competent swimmers
7 Vessel capsize
All participants must be signed off by head instructor after completion of 50m swim in sailing apparel as per Yachting Australia (YA) levels of competency
All participants are trained in how to manage capsize in shallow water as per YA levels of competency prior to sailing
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9
10
11
12
13
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Inexperienced participants being included in activities beyond their level of competence
Improper supervision and training of participants on the water
Participants being blown or drifting off course or equipment failure on dinghies
Participants sailing in weather conditions beyond their competency
Children unsupervised between and after activities on beach and in car park area
Possible injuries to bystanders and other members of the public using the beach
Damage or injury to other boats or persons on the water
15 Children on water activities are unable to attract the attention of instructors for assistance
16 Possible injury caused by a lack of awareness of the weather conditions/ course requirements
17 Insufficient supervision of children during activities
All participants must be deemed competent by the head instructor as defined by YA levels of competency before moving on to next level
All instructors and assistant instructors hold YA appropriate qualifications.
All instructors have current Working with Child Checks through the Office of the Children’s
Guardian and are registered as a volunteer for the PYYC.
Rescue boat manned by appropriately qualified and trained personnel and equipped with all necessary safety and retrieval equipment to follow and monitor fleet at all times.
Rescue boat coxswain equipped with VHF radio and mobile phone to contact shore supervisor and Marine Rescue if required.
No racing or activities in over 15 knots for learners.
No racing or activities in over 20 knots for all participants.
Whilst not participating in activities, children must be supervised by their parent or guardian as per the Safety Briefing/ Sign On sheet.
Signs to identify boat launching and retrieval area.
Club officials to monitor the area.
All boats to be comprehensively insured against property damage or injury.
Participants instructed to keep within designated sailing area free from moored vessels .
Area monitored by the rescue boat and crew.
All boats to be comprehensively insured against property damage or injury.
Participants are trained in techniques to attract attention whilst on the water.
Participants are provided with a whistle for attracting attention.
Participants must take part in a pre-sail briefing and show that they understand the course, wind, tide and general sailing conditions of that day as briefed by instructors
Head instructor to assess and allocate instructors/ assist instructors as necessary
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(Addendum 1 to Risk Management Plan)
Emergency information
First Aid Officer:
First Aid kit location
Sailing location
Ambulance
-
-
- in trailer
Whiting Beach, Harbour Street, Yamba
000
Marine Rescue Iluka
Defibrillator
-
-
6646 6311 / VHF 16 at The Block, 26 Coldstream St, 6645 8775
Rules


All participants to wear life jackets for all on-water activities. Use of hats, suitable protective clothing and sun-screen is advised
Parent or guardian is responsible for child when not participating in club activities


No drop & go – all participants under 18 years of age must have a parent/ guardian in attendance
Before and after sign-on and sign-off parents/ guardians are responsible for their children. Anyone leaving early must complete sign-off and inform
 club officials
Participants must comply with all instructors’ instructions and must stay in designated area during activities
 Club boats are allocated and used under instructors’ supervision only
 Alcohol and smoking are not permitted within view of sailing or onshore activities
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