Challenge Wanaka Safety Management Plan - January 2020 - Sporty.co.nz
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Challenge Wanaka
Safety Management
Plan
January 2020
Safety Management Plan – Challenge Wanaka Sports Trust 1
January 2020TABLE OF CONTENTS SECTION 1 - BACKGROUND INFORMATION Introduction 4 Background 4 Purpose and Scope of the Safety Management Plan 4 Structure 5 Other Supporting Documents 6 SECTION 2 - HEALTH AND SAFETY POLICIES AND RESPONSIBILITIES Introduction 7 Health and Safety Policy 7 Health and Safety Goal 7 Health and Safety Responsibility for CHALLENGE WANAKA 8 Safety roles and responsibilities within CHALLENGE WANAKA 8 Employee responsibilities 8 SECTION 3 – HAZARD MANAGEMENT Introduction 9 Section 3(a) – Risk Analysis and Management System (RAMS) 9 Policies 9 Procedures 10 Hazard Identification 10 Graphic Representation of Reporting System 10 Review Process 11 New Activity Hazard Identification 11 Section 3(b) – Areas Identified as Requiring More Specific Hazard Management 11 Equipment 12 Health Information 13 Tracking of Competitors & Employees 14 Use of Public Roads for Cycling 15 Weather Information 15 Medical Management 16 Security 16 Competitor Briefing 17 Support Staff Management 17 Communications 17 Media Management 18 SECTION 4 – STAFF COMPETENCY, TRAINING AND INDUCTION Introduction 19 Policy 19 Procedures 19 SECTION 5 – ACCIDENT AND INCIDENT REPORTING Introduction 21 Policy 21 Procedures 21 Accident / Incident reporting Process 21 Serious Harm 21 Accident / Incident Investigation and Review 21 Safety Management Plan – Challenge Wanaka Sports Trust 2 January 2020
SECTION 6 – EMERGENCY PROCEDURES
Introduction 22
Policy 22
Procedures 22
Emergency Preparedness 23
Non-urgent communication 23
Responsibilities during an emergency 24
Employee Involvement 25
SECTION 7 – CONTRACTORS / CONTRACTED COMPANIES
Introduction 26
Policy 26
Procedures 26
Relationship with contractors 26
REFERENCES 28
APPENDICES
Appendix 1 – Discussion of relevant legislation 29
Appendix 2 – Glossary of terms 31
Appendix 3 – CHALLENGE WANAKA Risk Analysis
and Management System 34
Appendix 4 – Employee Race Review / Questionnaire 35
Appendix 5 – Competitor Health Information & Risk Acknowledgement 42
Appendix 6 – Marshall/Staff Health Information & Risk Acknowledgement 37
Appendix 7 – Marshall/Staff Accident/Incident Contact List/General Info 39
Appendix 8 – Accident and Incident Report 40
Appendix 9 – Contract for Services of another Company 41
Safety Management Plan – Challenge Wanaka Sports Trust 3
January 2020SECTION 1 – BACKGROUND INFORMATION Introduction This section identifies the background about CHALLENGE WANAKA with the purpose of providing a context to the information in the Safety Management Plan. Throughout this document, all reference to CHALLENGE WANAKA also includes the CHALLENGE WANAKA HALF, CHALLENGE WANAKA AQUABIKE and other associated events unless otherwise stated. Background The Challenge Wanaka Sports Trust is non-profit organization that runs Challenge Wanaka to promote sport and well-being in the region and generate funds for local charitable causes. Purpose and Scope of the Safety Management Plan The scope of the environment that CHALLENGE WANAKA uses for its operation and the employee or assistants roles are as follows: The ‘work place’ of CHALLENGE WANAKA is dynamic and varied. For the purpose of the document this will be the area that at a given time is accessed by competitors and race employees during the event. The use of the term “employees” or staff in this document will cover any person involved in assisting the running of the event including volunteers. These may be termed assistants or officials. The use of the term “clients” will include any person that is participating in the event (the competitors) or assisting those participating (support crews). During the event there may be a number of visitors to the race environment, general public that are in no way associated with the race. CHALLENGE WANAKA will aim to only protect them from any risk to their health and safety that results from the race and not beyond this. This Safety Management Plan conveys CHALLENGE WANAKA’s health and safety policies and procedures. It is one of the documents that support CHALLENGE WANAKA’s operation. It aims to provide accessible and relevant information to all employees for managing the health and safety within CHALLENGE WANAKA. It has been compiled for the purpose of managing compliance with the Health and Safety at Work Act 2015 referred to as HSAW Act 2015 for here on and other relevant legislation and to formalise safety management thinking. Safety Management Plan – Challenge Wanaka Sports Trust 4 January 2020
The legislation relevant to the operation of CHALLENGE WANAKA is discussed more fully
in Appendix 1.
A glossary of terms is included in Appendix 2.
This document while it contains information about responsibility for safety, how decisions
are made in relation to health and safety and various safety systems within the
organisation. It does not however contain detailed descriptions of all operational practices.
Structure
To achieve this, the safety management plan is structured in the following manner.
Section 1 Background Information
Section 2 CHALLENGE WANAKA Health and Safety Policy and Responsibilities
Section 3a Hazard Identification and Management
Section 3b Operational Hazard Management
Section 4 Staff Competency, Training and Induction
Section 5 Accident and Incident reporting and Investigation
Section 6 Emergency Planning and Procedures
Section 7 Contractors/Contracted Companies
Appendices
Other Supporting Documents
The safety management plan is one document CHALLENGE WANAKA uses as part of its
operation. Other documents that operate in conjunction with this plan may include:
Legislation pertaining to vehicle and cycle use on roads.
Legislation pertaining to the use of inflatable boats on rivers/sheltered inland waters.
Operations manual and related checklists
Copies of this Safety Management Plan are kept in the following locations:
Office of CHALLENGE WANAKA
Other council or local authority office where applicable.
The Safety Management Plan is available at all times to all PCBUs, staff and other
interested parties.
Safety Management Plan – Challenge Wanaka Sports Trust 5
January 2020SECTION 2 – HEALTH AND SAFETY POLICIES AND RESPONSIBILITIES
Introduction
CHALLENGE WANAKA recognises the importance of clear health and safety goals in
maintaining a safe event. This section outlines CHALLENGE WANAKA’s commitment to
health and safety. It describes specific responsibilities for the maintenance of health and
safety to management (PCBU) and employees associated with the race. Finally it
describes a process for regularly reviewing and auditing health and safety aspects of the
operation.
Health and Safety Policy
CHALLENGE WANAKA is committed to protecting employees, clients and all people
associated with the event from accidental damage and injury. In meeting this commitment,
the management will aim to:
• Provide a safe work place and safe equipment
• Establish and insist upon safe practices at all times
• Comply with all legislative requirements
Signed by Bill Roxburgh – Race Director - CHALLENGE WANAKA
……………………………………………… Date……………………………………….
Health and Safety Goal
CHALLENGE WANAKA will strive to continually improve its health and safety record. Our
aim is to achieve a zero serious injury record for CHALLENGE WANAKA each year.
Health and Safety Management System Review
Internal
CHALLENGE WANAKA will review the SMS annually prior to each event and at any time
after a serious incident takes place. The review(s) will be undertaken by the Race Director
in consultation with key relevant staff.
External
The SMS will be submitted to Tri NZ on an annual basis as part of the sanctioning
process.
Every three years, the SMS will be reviewed by an External Auditor.
Safety Management Plan – Challenge Wanaka Sports Trust 6
January 2020The outcome of these reviews will be communicated to staff in the most appropriate way
possible. Health and Safety Responsibility for CHALLENGE WANAKA
CHALLENGE WANAKA recognises that the management has overall responsibility for the
health and safety within the organisation. However, employees also have obligations
under the HSWA Act 2015. To this end the following policies assign health and safety
responsibilities within the organisation.
Safety Roles and Responsibilities within CHALLENGE WANAKA
The management (Bill Roxburgh or designated safety representative PCBU) of
CHALLENGE WANAKA is responsible for:
The implementation of all policies and procedures identified in the safety management
plan
Ensuring all employees are promptly informed of any changes to operational policies
and procedures
Ensuring that any concerns raised regarding health and safety are dealt with in a
manner consistent with the policies and procedures identified in this plan
Ensure OSH are notified of any accidents resulting in serious harm
Arrange a regular review of the safety management and emergency response systems
with a view to determining trends and root causes of any accidents and incidents
Co-ordinate employee involvement in the development and updating of these systems
Hold regular safety meetings involving all key employees with minutes of meeting and
attendance documented
Maintain a constant interest in health and safety matters, applicable to the
organisations work environment and activities, in particular by consulting and involving
employees wherever possible.
Consult with other PCBUs as reasonably practical to coordinate activities who have a
duty in relation to the same matter.
Employee and contractor responsibilities
To adhere to policies and procedures outlined in the safety management plan
To immediately report any unsafe conditions, practices or equipment within the event to
the management of CHALLENGE WANAKA
Safety Management Plan – Challenge Wanaka Sports Trust 7
January 2020Report all accidents and incidents as soon as practicable
Assist in the investigation of these with the objective of introducing measures to
prevent a recurrence.
Identify who the other PCBUs are eg – swim, ran, bike course coordinator, Traffic
Management etc
Safety Management Plan – Challenge Wanaka Sports Trust 8
January 2020RISK ASSESSMENT MANAGEMENT SYSTEM
1. LEVEL OF RISK MATRIX
1 2 3 4 5
Insignificant Minor Moderate Major Catastrophic
A Almost Certain Moderate High High Extreme Extreme
B Likely Moderate Moderate High Extreme Extreme
C Possible Low Moderate High High Extreme
D Unlikely Low Low Moderate Moderate High
E Rare Low Low Moderate Moderate High
LIKELIHOOD RATING
A Almost Certain The event is expected to occur in most circumstances
B Likely The event will probably occur in most circumstances
C Possible The event should occur at some time
D Unlikely The event could occur at some time
E Rare The event may only occur in exceptional circumstances
RISK CONSEQUENCE DESCRIPTIONS
5 Catastrophic The consequence would threaten the event and the event organisation eg
death, huge financial loss
The consequence would threaten continued effective functioning of the event
4 Major organisation and therefore the vent eg major financial loss, important external
resources required
The consequence would not threaten the event, but would mean the event
3 Moderate would be subject to manageable changes eg high financial loss, medical
treatment required
The consequence would not threaten the efficiency or effectiveness of some
2 Minor aspects of the event, but would be dealt with internally eg medium financial
loss, first aid treatment
1 Insignificant The consequence would be dealt with by routine operations eg no injuries, no
financial loss
SWIM COURSE RISK ASSESSMENT
Hazard Risks Existing Controls Likelihoo Consequenc Rating Responsibility
Existing medical condition of Obtain information on competitors and
B High
employee/competitor employees current health before event. Race Director /
Physical loss or
Inadequate information and/or Pre-event information is informative and 3 Swim Leg
injury D Moderate Director
briefing about the event contains information on course.
Obstruction by other lake Notification to lake users in place C High
Medical onsite during entire event to assist if
Unforseen health issue required. Safety boats, kayak and scuba diver D High Race Director /
Drowning out on course 5 Swim Leg
Swimming competence Director
Event information outlines skills required. C Extreme
inadequate for course.
Injury from
Swim Leg
another Crowding Competitors have a 100m wide start area D 2 Low
Director
competitor
Sweep of beach/area prior to start, mats will be Swim Leg
Cut feet Glass / stones on beach
placed on beach to cover stones at entry/exit D 2 Low
Director
Weather conditions checked and assessment
Race Director /
made of the local impact of these before and
Hypothermia Adverse weather C 3 High Swim Leg
during the event.
Director
Competitors are advised during event briefing.
Include advice in general information to
Dehydration Not hydrated before start. competitors on website. C 2 Moderate Race Director
Swimming programme to assist new swimmers
Swimmer Panics Swim Leg
Lack experience in open water Advice on open water swimming pre race info C 2 Moderate
- hysteria Director
Swim the course practise session
General briefing on effects of cold water.
Cold water Hyperventilating due to cold Compulsory swim cap and neoprene cap is
required to be worn during the swim. C Swim Leg
shock/exercise shock. 2 Moderate
Booties are recommended but not compulsory Director
induced asthma
Safety Management Plan – Challenge Wanaka Sports Trust 9
January 2020Gloves are optional
Didn’t take asthma inhaler prior Reminded to take medication at briefing C
Check course markers/buoys prior to start.
Swim Leg
Loss of route Inadequately marked course. Safety boat strategically placed. E 1 Low
Director
Lead Kayaker and Safety Kayaks
Safety Boats Incompetent boat drivers, Well briefed boats D 2 Low Swim Leg
Injuring propeller damage Only boats with a prop guard near swimmers or Director
Hyperthermia due to poor Ensure well dressed, rotate kayakers, hot
Safety Kayaker D
clothing drinks available Swim Leg
falling out / 2 Low
Inappropriate kayak Sit-on Kayaks used, except for lead kayaker E Director
hyperthermia
Lack of kayak skills Kayakers to have as minimum grade 2 cert E
BIKE COURSE RISK ASSESSMENT
Hazard Risks Existing Controls Likelihoo Consequenc Rating Responsibility
Inexperience or ability of Bike Leg
C High
cyclist. Ensure all competitors are adequately Director
informed and briefed on the terrain or 3
Inadequate information/briefing racecourse. Bike Leg
about race rules. D Moderate
Director
Ensure information re pre-existing medical
conditions along with competitor race numbers Bike Leg
Untreated medical condition is given to medical team prior to event, for C 3 High
Director
early diagnosis during accident/incident.
Road conditions – slippery due Ensure road is swept of gravel prior to event. Bike Leg
High
to rain or other liquid; pot Director
holes; gravel, particularly on Ensure all hazards such as potholes, etc are C 3
Bike Leg
corners marked clearly. High
Director
Communication to farmers on timings of race Bike Leg
Livestock loose on road C 2 High
to avoid moving of lifestock during race. Director
Ensure weather conditions are monitored prior
to and during event, and operational systems
Physical are followed regarding Extreme Weather
loss/injury Guidelines. Race Director /
Strong wind conditions,
Extreme weather guidelines when consultation C 3 High Bike Leg
particularly crosswinds
between the Safety Manager & Race Director Director
will be required:
• Winds greater than 60 km / hour
• Sustained heavy rainfall
Mark all hazards along road edge that may
cause injury if competitor ends up off
Physical hazards near road Bike Leg
edge Ensure all competitors are adequately C 2 High
Director
informed and briefed on obeying road rules,
and personal responsibility expectations.
Drafting is prohibited, which allows a seven
Drafting C 1 Low Tri NZ Officials
metre gap to be maintained at all times.
Cycles checked before race by skilled
Mechanical failure. C 1 Low Racers Edge
mechanics.
Hazards identified traffic management plan in
Competitive race atmosphere. C 1 Low Race Director
place.
Inadequate protective gear Helmets must be worn and be of a NZ safety
D 3 Moderate Racers Edge
being worn, no helmet. standard. Checked before race.
Race Director /
Collision involving motor
Death from RTA vehicle As below B 5 Extreme Bike Leg
Director
Collision with Inadequate briefing as to race Competitors briefed on road condition,
other cyclists/fall conditions, absence of road absence of closures and specific areas of C Bike Leg
3 High
from bike. closures, intersections. greater risk or heavier traffic. Director
Obstruction by media on Media only permitted on bike course in Bike Leg
D 3 Moderate
motorbikes controlled situation Director
Advertising informing of race and location.
Road signage warning motorists. Use of 3 High Race Director
marshals on the course
Motorists/residents in the area
unaware of the event. Mail drops will be completed in January 2012 C
to all residents and business along the course
route. Particular note given to farmers along 3 High Race Director
Collision with course and residents in Lake Hawea.
motor vehicle or Briefing outlining competitor personal
motorbike. Competitive race atmosphere. C 3 High Race Director
responsibility expectations and race rules.
Areas of high risk identified and additional
Inexperience of cyclists in race
management of cyclists provided in terms of C 3 High Race Director
or bunch conditions.
marshalling and escort.
Inadequate management of Advise competitors of risk. Signage for
C 3 High Race Director
cyclists. motorists as described above.
Race Director /
Poor driving skills of motorists. Competitor awareness of other road users. C 4 High Bike Leg
Director
Safety Management Plan – Challenge Wanaka Sports Trust 10
January 2020Bike leg director to request notification from
emergency services. Bike leg director to work
with traffic controllers to allow passage of
Delay due to unrelated motor
Road closed or limited access athletes as quickly as possible. Due to no Bike Leg
vehicle accident alternative routes available, if road is D 1 Low
due to accident Director
impassable, athletes to be held and then
restarted at timed intervals to ensure as fair as
possible.
2. RUN COURSE RISK ASSESSMENT
Hazard Risks Existing Control Likelihoo Consequenc Rating Responsibility
Existing medical condition of Obtain information on competitors and
C 3 High Race Director
employee/competitor employees current health before event.
Information on the website
Inadequate information/briefing Competitors are advised during event briefing
D 3 Moderate Race Director
about the event. (briefings available in English, French and
German)
Physical Information on fitness and level of experience
loss/injury Inadequate fitness level. required on the website, and reinforced during C 3 High Race Director
event briefing
Reiterate off-road nature of run course at Race Director/
Tripping, falling over briefing and mark all major hazards with dazzle B 2 Moderate Run Leg
spray paint Director
Expectations disclosed in race briefing. Traffic Race Director/
Collision with traffic, not
management plan in place and C 5 Extreme Run Leg
adhering to road rules.
officials/marshals competent. Director
Do not allow spectators or support crew into
Competitors
People standing in transition area. Cover during briefing and with Moderate Transition
obstructed in B 1
competitors’ area signage/marshals. Manager
transition area
Security has been hired to control all areas
Weather conditions checked and assessment
Adverse weather made of the local impact of these before and C 2 Moderate Race Director
during the event.
Competitors are advised during event briefing
as detailed above. Run Leg
Extremely hot day B 3 High
Sun screen will be available at all aid stations Director
Hyperthermia/
Hypothermia/ and in transition during the event.
Sunburn Inadequate Compulsory clothing is to be checked into
clothing/equipment. transition on race morning competitors have it C 3 High Event Manager
on hand if required
Include in briefing, have water available at
regular drink stations and finish/lap end. Run Leg
Lack of sun protection. A 2 High
Sun screen will be available at all aid stations Director
and in transition during the event.
Not hydrated before start, or Include advice in general information to
Dehydration not drinking enough during competitors on website. A 3 High Race Director
event.
No information or expectation
All briefings to advise on non-littering
from race around managing
Environmental expectations.
litter. Run Leg
loss – littering B 1 Moderate
Large number of people and Director
during event Active checking/cleaning of course area
activity that has high use of
following the event.
wrapped bars and paper cups.
Number of people through
Impact on Limit total number taking part. Include
area, or not keeping to formed information on environmental care in briefing. C 1 Low Race Director
tracks/area.
paths.
Inadequately marked course. Check course markers prior to start. Position Run Leg
Loss of route D 1 Low
Insufficient marshals. marshals at key direction points. Director
PERSONNEL RISK ASSESSMENT
Hazard Risks Existing Control Likelihoo Consequenc Rating Responsibility
Ensure all personnel on highways wear hi vis
clothing as supplied
Course set up and road All affected personnel comprehensively briefed Race Director/
C 3 High
marking by TMNZ on road protocol Leg Directors
All personnel to wear helmets on all quad and
motobikes, both on and off road
Advise personnel of risk of increased traffic on
roads with hazards identified in traffic
Vehicle accident C 4 High Race Director
management plan and areas of high risk
identified.
Physical
Collect medical information (in confidence) to
loss/injury Untreated or pre-existing
be provided to medical team in case of C 3 High Race Director
medical condition
emergency
Provide shelter for exposed sites
Provide advise on adequate clothing and
Exposure – heat, cold, supplies for duration of race Race Director/
Communicate SunSmart messages B 2 Moderate
dehydration Leg Directors
Safety Management Plan – Challenge Wanaka Sports Trust 11
January 2020Provision of food and drink to all marshals/staff
on course for extended period of time
Provide advice on maximizing radio battery life
Ensure all key radio holders are backed up Comms
Radio batteries expire A 1 Moderate
with fully charged cell phones and list of Director
essential contact numbers
Comms
Radio repeater fails Radio technicians on standby throughout race C 1 Low Director
Pre-determine any radio black spots and
where the nearest signal can be obtained. Use
Comms
Breakdown of Radio black spot cellphone as a back-up. If no cellphone A 1 Moderate
Director
communication coverage, ensure personnel have means to
channels travel to nearest coverage zone.
Pre-determine any cellphone black spots and
where the nearest signal can be obtained. Use
Comms
Lack of cellphone coverage radio as a back-up. If no radio coverage, A 1 Moderate
Director
ensure personnel have means to travel to
nearest coverage zone.
Cellphone batteries run out Ensure all key personnel have car chargers A 1 Moderate Race Director
Delay in response time to Ensure all procedures above in place to Race Director/
emergencies minimize delay C 5 Extreme Comms
Ensure all key staff fully briefed and supported
with adequate infrastructure. Use pre-event
Inadequate knowledge C 2 Moderate Race Director
meetings to ascertain any gaps/omissions in
their work plan and rectify
Ensure communication process in place to
Inability to fulfill
allow staff to communicate concerns regarding
responsibilities
Excessive workload workload. Have volunteers available to provide C 1 Low Race Director
additional support and lessen workload.
Ensure cover is available to take regular
Incapacitated due to physical Contingency plan in place to provide back-up
C 1 Low Race Director
loss/injury to key personnel.
Ensure all volunteers fully briefed on their
responsibilities. All provided with map of their
Lack of knowledge on where post for the day and times required together Volunteer
C 1 Low
No show from to be and when Communicate process to advise volunteers’ Manager
personnel manager if unable to attend due to unforeseen
circumstances
Have additional volunteers on standby to fill an Volunteer
Unforeseen circumstances A 1 Moderate
vacant spots Manager
Provide crossing points with marshals at heavy
traffic areas of course.
Leaflet drop to all homes/businesses on
Collision with athlete C 2 Moderate Race Director
course to advise of race times and protocols
Promote awareness of cyclists to other road
users
Spectator injury
Infrastructure failure eg
Ensure all infrastructure secured adequately.
barriers collapsing, marquee C 3 High Race Director
Marquees erected by qualified personnel
blowing down etc
SunSmart messages over PA system with
Exposure – sunburn, sunscreen available on-site B 2 Moderate Event Manager
dehydration
Medics on stand-by in main finish line area
FINANCIAL RISK ASSESSMENT
Hazard Risks Existing Control Likelihoo Consequenc Rating Responsibility
Sponsors unable Invoice prior to event and/or provide staged
to pay agreed Event runs at loss payment plans, timed to complete prior to C
4 High Race Director
sponorship event
Keep in close contact with sponsors
Grants funding
Event runs at a loss Apply early so financial position known as
doesn't reach
soon as possible and make sure all potential A 3 High Race Director
anticipated
Cuts made to infrastructure funders are identified
levels
and marketing
Commercial Event runs at a loss
Make securing sponsorship a priority until eight
sponsor budget A 3 High Race Director
weeks before the event
isn't reached Cuts made to infrastructure
and marketing
Limit access to banking systems, third party
Affects the integrity and Race Director/
Fraud accounting system (Xero), annually audited E 4 Moderate
financial viability of the event Treasurer
accounts
Number of
Ensure strong pro field, production of
competitor
Event runs at a loss convincing market collateral and effective A 3 High Race Director
entries doesn't
marketing campaign
reach expected
Safety Management Plan – Challenge Wanaka Sports Trust 12
January 2020SECTION 3 – HAZARD MANAGEMENT
Introduction
The identification and management of hazards in a systematic manner is a legislative
requirement under the HSWAE Act Part 2 30 Management of Risk (1) a, b (2).
Section 3(a) outlines the rationale for using a Risk Analysis and Management System
(RAMS) format for identifying and controlling hazards and the process by which this is
achieved. It also identifies policies and procedures of CHALLENGE WANAKA pertaining to
hazard management.
Section 3(b) identifies areas of CHALLENGE WANAKA operation where it is desirable to
have more specific safety systems in place. These areas are discussed and the
management of hazards within these specific areas is outlined.
Section 3(a) – Risk Analysis and Management System (RAMS)
The RAMS format is a through planning process that involves the identification and
assessment of hazards. Further to this it also details the control strategies for a chosen
activity. This method of hazard control has been developed for use in the outdoor
recreation industry and has become the industry accepted standard for hazard
identification and control. Given the diverse nature of activities and locations used during
CHALLENGE WANAKA this system has been chosen as the basis of our hazard
management system.
Policies
• Hazards and significant hazards are identified in a systematic manner using a RAMS
form. (Note that under the OSH definition a hazard is regarded as significant if it is
capable of causing serious harm – See also Appendix 2 – Glossary of terms).
• For each identifiable hazard appropriate controls are developed (see Appendix 3-
RAMS).
• All practicable steps are taken to eliminate or minimize the likelihood of
harm from significant hazards.
• Hazard controls are in place and working.
• PCBUs and employees are involved in the process of hazard identification.
• Clients are informed of hazards associated with participation in CHALLENGE
WANAKA.
Safety Management Plan – Challenge Wanaka Sports Trust 13
January 2020Procedures
Hazard Identification
As indicated in the policies section, hazard identification occurs through the RAMS form.
Employees can discuss operational safety concerns with CHALLENGE WANAKA
management at any time or write concerns in relation to safety on the Post Race review
and pass this to CHALLENGE WANAKA management.
Graphic Representation of Reporting System
Talk to other Concerns written on
Management Post Race Review
Issue discussed by Management and Employees and actions or
non-actions recommended
Actions taken to No actions take
rectify concern
Safety Management Plan – Challenge Wanaka Sports Trust 14
January 2020Clients are informed of hazards associated with CHALLENGE WANAKA through pre-race
information sent to all competitors and via the web site. This hazard identification is
reinforced and updated during the briefing attended by competitors and support crew prior
to the event.
Review Process
After CHALLENGE WANAKA a review is conducted to ensure that hazard controls are
effective and any new hazards are identified. Employees, identified PCBUs and
management are involved in this review.
Clients have an opportunity to voice concerns with the safety of the event by contacting
the designated CHALLENGE WANAKA contact following the event.
New Activity Hazard Identification
Prior to including a new activity (a race course or discipline not previously used as part of
the CHALLENGE WANAKA) the identification of hazards occurs through the following
planning process.
1. Discussion of proposed activity including site visits
2. Identification and assessment of the hazards using the RAMS format
3. Identification of the controls to manage these hazards
4. Assessment of the staff, training and equipment requirements
5. Identification of any development/alteration required to emergency procedures
Following the implementation of the new activity, a review of hazard identification and
control occurs.
Section 3(b) – Areas Identified as Requiring More Specific Hazard Management
With the purpose of identifying and managing significant hazards in the operation of
CHALLENGE WANAKA the following areas have been noted as worthy of specific
consideration.
Equipment selection / requirements
Event equipment
Clients equipment
Employees/assistant’s equipment
Health information
Medical
Competitor tracking procedures
Road use
Weather information
Security
Competitor briefing and information
Support staff management
Communications
Safety Management Plan – Challenge Wanaka Sports Trust 15
January 2020The following discussion outlines CHALLENGE WANAKA policies and procedures
pertaining to these areas, and details any systems in place to implement these
Equipment
During CHALLENGE WANAKA, certain equipment is recognized as important in
maintaining the health and safety of employees and clients. This section identifies the
required equipment standards and how CHALLENGE WANAKA will ensure the equipment
used meets these necessary standards.
CHALLENGE WANAKA Health and Safety Manager along with course specific PCBU will
check all sites and equipment being used. If any problems arise these will be discussed
with the Contractor or personnel responsible. If necessary work will stop until a
satisfactory resolution is reached.
Policy
CHALLENGE WANAKA will ensure clothing and equipment used during the event is of a
standard that supports the health and safety of employees and clients.
Procedures
Event equipment
o At the race central site marquees will be erected. Hire Pool is contracted to
erect and manage the Marquees.
o The bridge and flag poles will be erected and maintained by Matrix Scaffolding
o Wanaka and a PS4 Engineering Certificate is supplied by Batchelar McDougall
o Consulting
o Fencing will be erected by event staff
o Traffic management equipment will be laid out and monitored by Southern
Safety
o Medical equipment is provided by the event contractor as per pre-event briefing
Client’s equipment
CHALLENGE WANAKA will be posting safety information on the event website, in the
competitors’ race packs and will be discussing it at the event briefing. Points of safety are:
Challenge Wanaka is being held in an alpine region. Extremes of temperature can be
experienced and the weather can change within a very short time frame. Careful
preparation is required.
Swim Leg
o wetsuits are compulsory for all competitors (long or short arms and full leg)
These will be checked on race morning
o Swim cap will be provided and is to be worn over the neoprene swim cap (if it
is required)
o Neoprene swim cap will be compulsory if the water temperature drops below
o 14C. These will not be supplied but will be for sale in local stores and by the
event wetsuit supplier. These will be checked for on race morning.
Safety Management Plan – Challenge Wanaka Sports Trust 16
January 2020o Booties will be optional. These will not be supplied.
o Non-webbed gloves will be optional. These will not be supplied.
Prior to the event cycles, helmets and/or other gear are checked to the required
standard. ‘Checked gear’ is identified with a sticker.
Cycle equipment checked by bike sponsor mechanics at the Marquee.
o Cycle is safe and up to a safe standard
o Helmet meets NZ safety requirements
o Thermal top is sighted (required to be checked in as part of gear on race
morning)
Bikes can only be racked once the required safety checklist has been completed
and signed off. No exceptions will be made.
Employees/assistants equipment
Advice will be given on suitable clothing for the environmental conditions. The ‘Tail End
Charlie’ on the cycle and run sections will carry a survival blanket and a radio / phone.
All marshals on road sections to wear fluorescent-striped hi vis vests. All employees and
assistants will be required to wear event t-shirts and identification bands. It will also be
recommend to each marshal to take suitable clothing for hot and/or a cold day.
All key staff will be in either radio or telephone contact to report safety info at any
time. Non-key staff will report to their team leader.
Health Information
To complete CHALLENGE WANAKA competitors sustain a reasonable level of physical
activity for the duration of the event. Obtaining information on the competitor’s health
status will assist CHALLENGE WANAKA in managing their health and safety.
Policy
Prior to competing in the CHALLENGE WANAKA client’s current health status is
established and the risks associated with CHALLENGE WANAKA activity are disclosed.
We will be obtaining this information at the time of entry and again at registration
Competitors sign a disclosure and, if required, provide information on support crew and
their contact details.
This information is managed according to the requirements of the Privacy Act 1993 and is
stored throughout the event at the Race HQ. (Medical forms scanned and stored for 12
months on central data base system).
Procedure
Due to the nature of the event and unique environmental conditions we will be closely
monitoring all competitors and their general state of health for the duration of the event.
Medical staff will be on call for the entire duration of the event and will be prepared to
deal with any issue that may arise.
Safety Management Plan – Challenge Wanaka Sports Trust 17
January 2020During the run leg of the event the body may start to show major fatigue. Key aid station staff will be monitoring each competitor as they go past. Tracking of Competitors and Employees During CHALLENGE WANAKA competitors and some employees travel up to 30 kilometres from HQ. Maintaining information on the location of competitors and employees during the event, assists management in maintaining the health and safety of those involved, in particular alerting management to any lost or injured parties. Tracking of competitors is via timing chips and of employees is by Team Leaders, there will be check lists for both. Policy CHALLENGE WANAKA maintains information on the location of employees and clients during the event. Procedure Clients (competitor)/Tracking Employees at event transitions are provided with a list of all competitors and their race numbers. Employees check competitors through every transition. This information is relayed to Race HQ where and updated record of competitors’ position is maintained. Employees at the transitions compare race numbers from the start and finish of each leg to ensure all competitors have exited the particular leg. A Tail End Charlie’ moves through all sections of the event behind the last competitor. Swim Section will be a kayak, cycle section will be a motorbike, and run section will be a mountain bike. Competitors are advised to contact a marshal and hand in their race number if they pull out of the race. Any competitor pulling out of the event at any stage must report to the Medical Marquee at HQ. Competitors will be tracked on the day via a timing chip, which is located on a strap, which connects to their leg Employee Tracking Employees traveling to remote areas are checked in and out of the sections they are assigned to. Safety Management Plan – Challenge Wanaka Sports Trust 18 January 2020
A number of employees are required to move between a variety of (non-remote) locations
during the event. Management provides these employees with a detailed timeline. This
includes information on the time period that they spend at each location including their
approximate return time to Race HQ.
All employees are to report to their Team Leaders who then check off their names to
ensure everyone is accounted for.
Succession Strategy
In the event that any key staff member is incapacitated on race day for whatever reason,
the following succession strategy applies:
Role Succession Strategy
Race Director Challenge Wanaka Half Director takes over role of
race director working with Tri NZ officials to ensure a
safe fulfillment of the event
Operations Director Race director to athlete services manager, transition
manager and finish line managers and split role
between them
Communications Manager 2IC takes over role with above succession
strategy put into place to fill event director role
Section Director Section assistants to fulfill role under direction from
race director
Athlete services Manager Race director to brief transition manager, finish line
manager and key team leader volunteers and divide
role between them
Use of Public Roads for Cycling
CHALLENGE WANAKA has identified that the sharing of roads with other users / motorists
during the cycle legs is a significant hazard. The following policies are used to control this
hazard.
Policy
To manage road safety during the event for all users.
Procedure
Competitors must observe all road rules.
Opus Queenstown, local Council and NZTA is supplied with a traffic management plan
prior to the event which is signed off.
Road signage is used on all cycle sections to warn other road users about the event.
Safety Management Plan – Challenge Wanaka Sports Trust 19
January 2020Areas of the cycle legs have been identified as more hazardous. For these areas a mixture
of police attendance, marshals and / or lead and tail vehicles are used to assist in the
control of these.
The location of transitions and the parking of support crew is managed to ensure sufficient
space for the safe transition of competitors.
Vehicles use in the running of the CHALLENGE WANAKA must meet legal requirements
of roadworthiness. Any person driving these vehicles must hold a valid license, sighted by
management, and appropriate to the particular vehicle used.
Weather information
CHALLENGE WANAKA requires competitors and some employees to complete the
following:
Swim Leg
o Lake Wanaka (Roy’s Bay) (two laps)
Bike Leg
o Wanaka –Glendhu Bay – Wanaka – Lake Hawea – Tarras Road –– Luggate –
Wanaka
Run
o Wanaka – Outlet Track – Albert Town – Wanaka
The hazards associated with these legs of the race can alter with a change in weather
conditions.
Policy
To have up to date weather information available prior to and throughout the event.
Procedure
1. CHALLENGE WANAKA will be monitoring the weather from 14 days prior to the
start of the event.
2. An updated weather forecast is obtained for each part of the course with the local
weather conditions monitored during the day.
3. An alternative course is available for the swim and bike legs identified above if
winds, heat or heavy precipitation exceed safe levels.
4. During race briefing competitors will be advised on the expected race weather
conditions. These will be advised again on race morning.
5. CHALLENGE WANAKA has allowed time to have a second major race briefing if
required for safety reasons or major course changes
Safety Management Plan – Challenge Wanaka Sports Trust 20
January 2020Medical Management Medical Rescue will provide all medical support on the event day. They will have a full team of professionals, which are qualified to deal any emergency that may occur. CHALLENGE WANAKA will be assisting in any way possible to make sure all competitors and staff / contractors are safe. Our goal is to provide any competitor medical help very quickly so our communication programme reflects this Policy Medical Rescue safety plan will be viewed. Medical staff will be on FULL standby for all three disciplines. Procedure Swim leg - medical staff will be on the beach with trained first aider in a safety boat and at Medical HQ Cycling leg - medical staff will be roving on course with Medical staff at HQ. To use 111 to respond to any emergency incidents Run leg, medical staff will be roving on the road / track along with medical staff at HQ Medical staff will be stationed at the Finish Line and in the marquee. Security Policy To protect event equipment from being damaged, stolen or tampered with To prevent members of the public from entering a secure area To protect the competitor’s equipment from being tampered with Procedure CHALLENGE WANAKA has contracted a professional security firm to handle all race venues during the event, namely Pembroke Park, transition areas and Medical HQ. Additionally, staff/volunteers will be present on site, particularly in the transition areas, to ensure the areas are secure. Competitor Briefing Policy In order to ensure everyone involved is well informed. Competitors will be briefed: on the event website; via the event App, a written information is available at registration; at the event briefing(s): by day race updates before the start Procedure A full briefing for Challenge Wanaka athletes in English will take place at Race Central on Friday 14th February 2020 and it is compulsory for all athletes to attend. Briefing will take approximately 45 minutes. Safety Management Plan – Challenge Wanaka Sports Trust 21 January 2020
If a competitor does not speak English we will provide a special briefing in their own
language. Information as to whether they understand English will be gathered at the time
of entry. We will have staff at all briefings to answer any questions that arise.
Support Staff Management
There is a chain of command as follows:
1. Race Director – Bill Roxburgh
2. Operations Director – Hailey Rhyne
3. Assistant Race Director – Sally Hayes
4. Athlete Services – Catherine Hall
5. Communication Manager – Carly Parker
6. Section Directors Swim Leg – Chris Thornton
Bike Leg – Mel Saltiel
Run Leg – Duane Smith
Transition/Finish Line – Emily Wilson
Medical – Aaron Scott
Volunteers – Sarah Searle
Gear – Andy Peskett
7. Event Assistant – Jess Hildage
8. Volunteers/Assistant – Tim Coleman
A. Junior Challenge – Sally Currie
Procedure
Each volunteer/assistant will be asked to register via a questionnaire. The
information gathered will enable them to assist us in the best possible way
depending on the personal skill levels.
Each team of support staff will have a team leader. Additionally, they will receive
a verbal and written briefing prior to the event.
We will provide support staff with food and drink for the duration of the time that
they are assisting on the event.
Communications
An efficient communication system is vital for the safety management of this event. Our
aim is to have all parts of the course covered at all times.
Policy
A range of communication systems will be used including:
Radios CB and VHF
Mobile telephones on Vodafone and Telecom networks
Procedure
CHALLENGE WANAKA HQ for Communications will be located at Race HQ
All three sections of the course will run on different channels or radio systems.
The Communications Manager will have direct contact to the Race Director. These two
people have the experience to make the final call on any issue during the event.
Safety Management Plan – Challenge Wanaka Sports Trust 22
January 2020Media Management It is recognized that media have a significant role during the event, and strategies have been put in place to manage this. Policy To ensure that competitors are not endangered or impaired from competing in the event by any actions of the media. Also, to ensure media have the best possible opportunity to provide coverage of the event. To ensure the media do not endanger local residents or break any traffic laws while attempting to film or take photos of competitors during the event. Procedure A media briefing will take place immediately prior to the event. Briefing notes and event protocol will be included in all media information packs. All media vehicles will be driven by CHALLENGE WANAKA team members who are familiar with all safety requirements. Any external/private companies used by media will need to apply to CHALLENGE WANAKA for approval to undertake media coverage of the event (eg filming or photography). All media personnel will be required to sign a statement in which they agree to follow event protocol. Safety Management Plan – Challenge Wanaka Sports Trust 23 January 2020
SECTION 4 – STAFF COMPETENCY, TRAINING AND INDUCTION
Introduction
Under the HSWA Act 2015 – PCBUs and employees have the knowledge; experience,
training and where necessary the supervision to perform any give job safely.
This section identifies the policies and procedures of CHALLENGE WANAKA in relation to
staff competency, training, induction and supervision. It details systems that will assist in
the implementation of these procedures.
Policy
Employees will have prior experience from our other events or receive the following:
o The necessary knowledge, experience and training to perform their work in
a safe manner
o Training in the safe use of any equipment required to do the job
o Information on hazards and controls needed to protect themselves and others
o An adequate level of supervision based on their competency to perform a task
o Training in what to do in an emergency and where safety equipment is kept
o All staff must supply CVs detailing appropriate experience and at least two
referees
Procedures
CHALLENGE WANAKA has identified the following competencies are required by
employees to perform their job.
Race Director & Communications Manager
o Experience in directing sporting events
o Training in race and emergency response procedures
o Good leadership and communication skills
o Ability to manage and relate well to groups of people
o Ability to use, maintain and understand the limitations of all types of
communication required for the event
o Able to make informed decisions quickly and communicate this to others
o Have thorough knowledge of all event equipment and race requirements
Section Managers
o Experience in managing sporting events
o Training in race and emergency response procedures
o Good communication skills
o Ability to manage and relate well to groups of people
o Ability to use of range of communication systems
o Able to think and act quickly and relay information accurately
o Have comprehensive knowledge of event equipment and race
requirements relevant to their role
Safety Management Plan – Challenge Wanaka Sports Trust 24
January 2020Team Leaders
o Training in the required job
o Training in race and emergency response procedures
o Good communication skills
o Ability to manage and relate well to groups of people
o Ability to use communication equipment relevant to their role. Able to think and
act quickly and relay accurate information to others
Tail End Charlie
o Current First Aid skills
o Trained in race and emergency response procedures
o Use communication equipment relevant to their role.
o Training/experience in the role.
o Be able to communicate effectively with competitors and management
o Be able to think and decisively.
Race Assistants / Marshals/Volunteers
o Trained in race and emergency response procedures
o Use of cell phone and VHF radio if required
o Understand their role and its requirements.
o Stay on task and be focused.
o Communicate clearly with competitors and other staff
Equipment Checkers
o Understanding of the equipment and race requirements
o Ability to manage and relate well to people and/or individuals
o Communicate clearly regarding equipment standards and know what standard
is required.
Staff qualifications and experience are collected through a questionnaire and kept on file.
Where staff are identified as not having the competencies to perform the task supervision
or training is provided.
Training and induction for staff
Staff receive adequate training and induction in the tasks required to perform their job.
This includes:
o Every Tail End Charlie receives information on the task requirements via a
briefing and in written form.
o Race assistants/marshals are provided with all information at the event
briefing and written information in their event packs including a timeline and
job description that outlines locations and tasks that are required to be
completed.
o All staff are provided with hazard information and trained in the
emergency responses appropriate for their location during the event.
o All staff to complete an induction form to include date of induction
Safety Management Plan – Challenge Wanaka Sports Trust 25
January 2020Training and Induction for Competitors Pre-race information is able to be viewed on the event website (www.challenge- wanaka.com) so all competitors can see an outline of the course, skills required, clothing requirements and safety procedures along with identified hazards for each leg. The briefing leading up to the event reinforces and updates competitors in specific hazards and outlines the emergency responses appropriate for each leg. (For example – what to do if lost or injured) Safety Management Plan – Challenge Wanaka Sports Trust 26 January 2020
SECTION 5 – ACCIDENT AND INCIDENT REPORTING
Introduction
The reporting, investigation and recording of accidents and incidents is designed to identify
contributing hazards and any improvements that can be made to prevent a recurrence of
injuries or near misses. This process is also a legislative requirement under the HSWA Act
2015. (Section 56)
This section identifies the policies and procedures of CHALLENGE WANAKA pertaining to
incidents, accidents and serious harm (see Appendix 2 – Glossary of terms). It details
systems that will assist in the implementation of these procedures.
These policies and procedures support the goal set by CHALLENGE WANAKA in Section
2 to achieve a zero serious injury record for the CHALLENGE WANAKA event each year.
Policy
A record of all accidents, incidents and serious harm is maintained.
The management investigates all accidents and incidents and the underlying
causes responsible for the event are identified.
All instances of serious harm are reported to the Work Safe within seven days. (See
Appendix 9 – Worksafe notice of serious harm.)
A review of all accidents, incidents and serious harm occurs to identify any trends.
Definitions
Incident An incident is an undesired event, which could, or does, result in harm to
people, plant or process.
Accident Accidents are incidents that do result in injury or harm, loss.
Serious harm The first schedule of the HSE guide defines serious harm as:
o Conditions that result in permanent loss of (or temporally severs) body function
o Any harm that causes hospitalisation for a period of 48 hours or more within a
period of 7 days of the accident occurring.
Near Miss A near miss incident is defined as an unplanned event that did not result in
injury, damage or loss – but had the potential to do so. Only a fortunate break in the chain
of events prevented an injury (fatality), damage or loss.
A copy of the Incident Severity Scale is available to all staff.
Procedures
Accident / Incident Reporting Process
All incidents and accidents that have harmed or have the potential to harm
employees or clients are reported to CHALLENGE WANAKA as soon as is
practical. (See Appendix 6 – Accident / Emergency Contact list)
Safety Management Plan – Challenge Wanaka Sports Trust 27
January 2020An Accident & Incident Report Form must be completed as soon as is practicable. (See Appendix 7 – Incident and Accident Reporting) The completed Accident & Incident Reports are maintained as an Accident Register. This register is kept at the CHALLENGE WANAKA office. Serious Harm CHALLENGE WANAKA is responsible for notifying Worksafe of all accidents resulting in serious harm as soon as possible after the event, with formal notice in the prescribed form within 7 days. In the event of serious harm the scene of the accident must not be disturbed unless authorised by an OSH inspector, or to save life or relieve the suffering of any person, or to prevent further harm or damage to property. Section 57 (1) each notifiable event will be recorded and kept on record for 5 years from date of which notice was given. Accident / Incident Investigation and Review The results of an investigation, including any alteration in the hazard identification records and work place procedures are communicated to employees during the race preparations. CHALLENGE WANAKA will complete a review of all accidents and incidents after each race with the purpose of establishing any common contributing factors. Where trends are identified remedial action will be recommended. The outcome of this review is communicated to employees in the most appropriate format. SECTION 6 – EMERGENCY PROCEDURES Introduction The purpose of a structured emergency response is to preserve life and property, and prevent further loss. Under the HSWA Act 2015 it is a legislative requirement that organisations have procedures in place to respond to an emergency. This section identifies the policies and procedures of CHALLENGE WANAKA pertaining to emergencies. It identifies responsibilities, procedures to be followed and emergency training. It details systems that will assist in the implementation of these procedures. (Refer Appendix 2 Glossary of Terms) Policy An emergency plan identifies responsibilities and procedures to be followed in an emergency. Employees are involved in the development of emergency procedures. Adequate first aid supplies are available throughout the event. Medical Rescue attend the main race day. Safety Management Plan – Challenge Wanaka Sports Trust 28 January 2020
All staff receives training in emergency procedures.
Procedures
The likely emergencies that may arise during CHALLENGE WANAKA and the procedures
for managing these are as follows:
1. Emergency involving injury to person(s)
(a) To employees or contractors
(b) To competitors
Due to a crash
Due to gear malfunction
Due to environmental / weather conditions
Due to exhaustion and the nature of the event
Establish (or confirm) leadership and ensure complete control over the situation (this
may require removing injured and uninjured persons away from any continuing hazard.
Ensure the injured patient(s) is/are given all necessary first aid immediately
Assess the need for external assistance and make requests directly to race HQ or
external agency as appropriate. (I.e. fire, police, ambulance etc) and notifying race HQ
as soon as practical.
Establish safe route into the site and post assistants to direct other race traffic, and
rescue personnel as necessary
Co-ordinate the safe evacuation of competitor/other employees present as appropriate
Where a competitor is involved, locate and communicate information to support crew.
Debrief the processes after the event.
CHALLENGE WANAKA is to provide debrief of the emergency and critical incident stress
counseling for those involved as appropriate.
2. Lost Competitor or Employee or not recorded as having exiting the leg of the event.
Establish (or confirm) leadership and ensure control over the situation
Complete a hasty search if appropriate
Contact race HQ to recheck knowledge of competitors or employees whereabouts and to
check presence of competitors support team
Search coordinated from Race HQ
3. MVA or cycle crash
As for emergency involving injury:
4. Hypothermia / hyperthermia
As for Emergency involving injury:
5. Drowning
Establish (or confirm) leadership and ensure control over the situation
Safety Management Plan – Challenge Wanaka Sports Trust 29
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