Oceans 21 Competition Safety Plan - Surf Lifesaving NZ
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Contents Section ONE - Purpose ......................................................................................................... 3 Section TWO - Competition Details ....................................................................................... 3 Event Details ..................................................................................................................... 3 Event Tide Times .............................................................................................................. 3 Event Management Personal ............................................................................................ 3 Key Competition Personal ................................................................................................. 4 Event Management Committee/Competition Personnel Structure: .................................... 7 Competition Site Plan – Main Beach Mt Maunganui .......................................................... 8 Section THREE – Summary of Roles .................................................................................. 12 Event Manager (EM) ....................................................................................................... 12 Event Safety Officers (ESO) ............................................................................................ 12 Arena Safety Observers (ASO) ....................................................................................... 12 Event Referee (ER) ......................................................................................................... 12 Competition Water Safety & Medical Personnel .............................................................. 12 Section Four – Competition Safety Plan .............................................................................. 13 Hazard Identification and Risk Analysis ........................................................................... 13 Consequence............................................................................................................... 17 Probability .................................................................................................................... 17 8.11 Daily Hazard Identification and Risk Assessment Form – Part A ............... 18 8.11 Daily Hazard Identification and Risk Assessment Form – Part B ............... 19 8.12 Water safety and First Aid requirements (equipment and people) ........ 22 FIRST AID / MEDICAL SERVICES .............................................................................. 22 WATER SAFETY ......................................................................................................... 23 WATER SEARCH PARTY (In water search party) ................................................... 24 WATER SAFETY TEAM (IRB Safety Team) ................................................................ 24 8.13 Missing Competitor at Sea - Emergency Response Plan ......................... 25 8.14 Major Medical/First Aide - Emergency Response Plan ............................. 27 8.15 Fire - Emergency Response Plan ................................................................ 28 8.16 Tsunami - Emergency Response Plan ........................................................ 29 8.17 Earthquake - Emergency Response Plan .................................................. 30 8.18 Sudden Unanticipated Storm - Emergency Response Plan..................... 31 8.19 Major Pollution - Emergency Response Plan ............................................. 32 8.20 Competition Safety Checklist ..................................................................... 34 8.21 Safety Briefing - Competitor / Team Manager / Surf Official ................... 35 8.22 Notifiable Events - Investigation and Reporting ............................................... 39 2|P a g e Jan 2020
Section ONE - Purpose This Event Safety Plan is intended to document the preparation and planning to remove, minimise or isolate risks associated with the competition which this safety plan pertains to. This Event Safety Plan should be considered in addition to the following documents: 1. Competition Safety Manual V4.0 2018 2. Surf Sport Manual 9th Edition (V4) These documents provide detailed specifics of the process utilised in this Event Safety Plan, and provide additional oversight of safety requirements. All risk management planning and implementation should be considered in accordance with “Risk management – Principles and Guidelines Standard, AS/NZS ISO 31000:2009”. Where a competition is being conducted at a patrolled beach, the Event Manager should obtain a copy of the site Patrol Operations Manual – Section A, which will offer additional local context to the site in terms of safety management. Section TWO - Competition Details Event Details Competition Name: Surf Life Saving New Zealand Oceans’ 21 Competition Location: Mount Maunganui Competition Date/s: Thursday 25th to Sunday 28th Feb 2021 Event Tide Times 25 Feb High Tide 0645 hrs 25 Feb Low Tide 1240 hrs 26 Feb High Tide 0735 hrs 26 Feb Low Tide 1332 hrs 27 Feb High Tide 0820 hrs 27 Feb Low Tide 1422 hrs 28 Feb High Tide 0903 hrs 28 Feb Low Tide 1511 hrs Event Management Personal Role Name Mobile Event Manager Mark Inglis 027 457 1021 Event Referee Richard Whinham 027 583 3228 Event Safety Officer Adam Fraser 027 444 2232 3|P a g e Jan 2020
Key Competition Personal Role Name Radio # Mobile # email address Notes Event Manager Mark Inglis 6 027 457 1021 Mark.inglis@surflifesaving.org.nz Event Logistics Officer Alan Coates 10 027 4797 6866 alan.coates@surflifesaving.org.nz Volunteer Welfare Jackson Edwards 6 jackson.edwards@surflifesaving.org.nz Event Administration Joss Urbahn 7 021 107 1576 joss.urbahn@surflifesaving.org.nz Photographer Jamie Troughton 7 Deputy Referee Jo Miller 6 millerfamily@kinect.co.nz Simone Spencer 6 simones.personalspace@gmail.com Arena Referee Kathryn Stewart 1 pihaadam07@hotmail.com Adam Parker 2 0273593900 kathryn@stewart.co.nz Johnny Clough 3 02102518146 johnny.lifejacket@gmail.com Scott Bicknell 4 027 327 7339 scottybicknell@gmail.com Commentary Lochlainn O’Connor 9 022 129 1856 4|P a g e Jan 2020
Role Name Radio # Mobile # email address Notes Event Safety Officer Adam Fraser 6 Water Safety Officer Dave Hickey 7 027 280 6420 dave.hickey@surflifesaving.org.nz Arena Safety Observer Arena 1 Officials role 1 Arena 2 Officials role 2 Arena 3 Officials role 3 Arena 4 Officials role 4 First Aid Officer Kenjiro Takano 5 021 531 770 Write2kenjaro@gmail.com TBC 1 TBC TBC TBC 1 TBC TBC TBC 1 TBC TBC 07 575 3143 Police Mt Maunganui n/a n/a 111 Ambulance Mt Maunganui n/a 111 n/a 257 Maunganui Road Mon-Thurs: 8.00am–7.00pm Mount Medical Friday: 8.00am–6.00pm Medical Centre n/a 07 575 3073 Centre Saturday: 9.00am–12noon (After hours, Sundays and Public holidays please phone 5753073 You will be transferred to Accident and Healthcare, 2nd Avenue, Tauranga) 5|P a g e Jan 2020
Role Name Radio # Mobile # email address Notes 07 578 5579 Extension 1 Tauranga Coastguard Duty Officer n/a n/a After hours dial 111 027 4367323 Bay of Plenty Civil Defense Emergency n/a 0800 884 880 Info@boprc.govt.nz Management Duty Harbourmaster: 0800 5 KNOTS (0800 Harbour Master n/a 0800 884880 55 66 87) 07 574 8953 Fire Service Mount Maunganui n/a 111 Pollution Hotline, Urgent Bay of Plenty Drainage, River Flooding, Regional Council n/a 0800 884883 info@boprc.govt.nz Regional Council Harbour Master, and Other Urgent Matters. 462 Victoria Street Bethlehem Dental Level One (King St Building) Emergency Dental n/a 07 579 1323 admin@bethlehemdental.co.nz Hamilton Centre Cameron Road (between 17th and Hospital Tauranga Hospital n/a 07 579 8000 18th Ave) Tauranga 6|P a g e Jan 2020
Event Management Committee/Competition Personnel Structure: Event Safety Team (EST) Event Management Committee The EST may include but is not limited to the following: Coach, Manager, Athlete, Officials, Canoe Rep, Boat Rep, Lifeguard, IRB Crew, Police, Medical Staff. Event Safety Competition Event Manager Event Referee Competitors Appeals Officer Liaison Person Committee Event Volunteers Arena Safety Arena Referee Arena Referee Arena Referee Observers Beach Services Water Safety Crew Site Logistics First Aid/Medical Teams Surf Officials Surf Officials Surf Officials Patrol Captains Team Managers Team Managers Team Managers (Note: these roles above Team Coaches Team Coaches Team Coaches may be required in Competitors Competitors Competitors multiple arenas depending on event size) 7|P a g e Jan 2020
Competition Site Plan – Main Beach Mt Maunganui 8|P a g e Updated 15 Oct 2020
9|P a g e Updated 15 Oct 2020
Oceans’ 21 – Competition Arenas 10 | P a g e Updated 15 Oct 2020
Oceans 21 – Competition Arenas, Water contingencies. PLAN A Sprint Track RED, Plan A – Good conditions (Indicative surf size 0-1m) BLUE, Plan B – Marginal conditions (Indicative surf size 1-2m, heavy shore break) YELLOW Plan C – Dangerous conditions (Indicative surf size +2m) 11 | P a g e Updated 15 Oct 2020
Section THREE – Summary of Roles A full description of competencies, roles and position descriptions is detailed in Section 3 - 6 of the Surf Lifesaving Competition Safety Manual V4.0 2018. Event Manager (EM) Role of the Event Manager: The Event Manager is responsible for all aspects of the competition. The Event Manager leads the Event Management Committee with the support of the Event Referee (ER) and the Event Safety Officer (ESO). The EM in conjunction with the ER, jointly support the ESO and contribute to the safety management of the competition. Taking into consideration the size and scope of the competition, as well as the likely hazards and their potential risks, the EM may also be the ESO, or the ESO may be an additional person appointed by the EM. In either case, the operational requirements of the EM remain the same. Event Safety Officers (ESO) Role of the Event Safety Officer: The ESO leads the safety management for the competition with the support and input of the Event Manager (EM) and the Event Referee (ER), before, during and after competition. Taking into consideration the size and scope of the competition, as well as the likely hazards and their potential risks, the ESO may also be the EM, or the EM may be an additional person appointed by the ESO. In either case, the operational requirements of the ESO are the same. The ESO may also use Arena Safety Observers in each arena to assist with identifying risks before and during competition. Arena Safety Observers (ASO) Role of the Arena Safety Observer: The ASO’s assess the safety of an arena and would be generally by put in place for multi arena events that require additional support to the ESO. Event Referee (ER) Role of the Event Referee: The ER leads and mangers the officials to deliver a safe, efficient and fair competition across all arenas for all competitors. The EM will appoint one or more Arena Referees (AR) as required who are delegated to lead and manage a safe, efficient and fair competition for all competitors within a designated arena. The ER is supported by the ESO, EM and AR to provide effective safety management in all arenas before, during and after the competition. Competition Water Safety & Medical Personnel Competition Water Safety: The EM in consultation with the ESO will appoint a Water Safety Officer (WSO) for competitions. The ESO and WSO may be the same person for small events. For competitions with multiple arenas and or complex competitions, e.g. regional IRB competition, the ESO must be a different person to the WSO. IRB Drivers and Crew: All IRB drivers and crew must hold current qualifications for their positions, and have the required knowledge skills and experience to safely operate their craft and perform the duties required of them in a competition environment and in the prevailing environmental conditions. 12 | P a g e Updated 15 Oct 2020
Section Four – Competition Safety Plan To be completed in conjunction with the Risk Assessment Matrix (See below) Hazard Identification and Risk Analysis P R E - Competition - Hazard Identification and Risk Analysis Risk Assessment Decisions Residual Risk Level Acceptable Risk ? Acceptable Risk ? Consequence Location of Probability Risk Level Hazard Risk Description Existing Control Measures Alternative control measures Priority Hazard E N V I R O N M E N T Pre-event notification to coaches/managers/parents of potential loss of life (as per the SLSNZ Surf Sport Manual) and advice that it is the coaches/managers and parents responsibility to determine whether individual athletes are competent to race in the conditions present on any given day. As a NZ Championship event for Juniors, SLSNZ will not reduce the event to meet the lowest skill set present. If an athlete is not yet competent to compete in the prevailing conditions, Missing person at sea. Loss coaches/managers and parents must not let them compete. Wave/swell height Sea 4 3 12.0 Y Continue to monitor very closely of life at sea Coaches/managers/parents must not force athletes to compete to compete against their wishes. No exceptions. Inclusion of Arena Safety Observers to monitor athlete safety, ability and performance relative to conditions. Apply the Daily Hazard Identification Assessment to determine continuation, postponement or cancellation of event. Brief team managers to ensure crews/competitors are competent to race in the conditions to ensure safety, of people and equip. Reinforce message throughout events as needed. Potential damage to Wave/swell height equipment and injury to Sea Ensure water safety crews are competent/capable to operate in the conditions and safely 4 3 12.0 Y Continue to monitor very closely people. affect rescues/recovers as required. Apply the Daily Hazard Identification Assessment to determine continuation, postponement or cancellation of event. Brief team managers to ensure crews/competitors are competent to race in the conditions to ensure safety, of people and equip. Reinforce message throughout events as needed. Potential damage to Distance between Ensure water safety crews are competent/capable to operate in the conditions and safely equipment and injury to Sea 4 3 12.0 Y Continue to monitor very closely wave/swell sets affect rescues/recovers as required. people. Apply the Daily Hazard Identification Assessment to determine continuation, postponement or cancellation of event. Mt Beach to Tsunami Mass submersion of people Notify all of Tsunami Evacuation plan and protocols 8 1 8 Y Pilot Bay Creates slippery & unstable Beach & or Sea Lettuce Locate arenas away from weed – seek TCC weed removal attendance 3 2 6 Y ground for competition inshore Radiant heat Sunburn Beach, sea Promote slip, slop, slap etc. 2 3 6 Y energy. Cold & wet Hypothermia Beach, sea Consider postponing, delaying or cancelling events if conditions prevail. 3 3 9 Y conditions. 13 | P a g e Updated 15 Oct 2020
P R E - Competition - Hazard Identification and Risk Analysis Risk Assessment Decisions Residual Risk Level Acceptable Risk ? Acceptable Risk ? Consequence Probability Risk Level Hazard Risk Description Location of Hazard Existing Control Measures Alternative control measures Priority P E O P L E Competitors Incompetent/underprepared Beach, sea Brief team managers about their responsibility to ensure that only competent 4 2 8 Y & capable competitors can compete and to the conditions. Spectators Get in the way of moving Beach, sea Advise and reinforce safe van-tage zones and egress. 2 3 6 Y craft/competitors. Public Get in the way of moving Beach, sea Use of low height fencing to define arenas. 4 2 8 Y craft/competitors. Officials Get in the way of moving Beach, sea Have arena referees brief officials about the correct location to observe, 4 1 4 Y craft/competitors. inspect, judge from. Support team Get in the way of moving Beach, sea Brief team mangers to keep all non-competing athletes out of arenas and 4 1 4 Y craft/competitors. other danger zones. Competitors, officials, all. Sunburn, windburn, Beach, sea Self responsibility, slip slop, slap. Layer up, shelter provided. 3 2 6 Y hypothermia, hyperthermia. Work crew/s Incorrect use of vehicles Beach Provide induction on correct use, handling, loading, and fuel-ing. 3 3 9.0 Y Injury to feet when loading – Request that closed footwear (boots) be worn wherever practicable i.e. set up Work crews/s unloading barriers & other heavy Beach / take down hours. 3 3 9.0 Y equipment Review sub-contractors H&S plan/s. Ensure crews are briefed, trained in head count, and recovery procedures. Water Safety Roll overs Surf Zone Ensure Water Safety Officer has competent crews in attendance. 3 3 9.0 Y Rotate water safety crews regularly to offset fatigue. Competitors and Ensure that the Event Sector Voluntary Code is promoted and adhered to in all COVID-19 Transmission Transmission of COVID virus 4 2 8 Spectators pre event Circulars and Event Promotion and at the event. See section 8.20 Officials check in / out during event; event safety crews on water. MPAS container identified and located in arenas Missing Person at Sea Response to MPAS Surf Zone / sea Control of situation immediately moved to central location as per EMC 3 3 9.0 Y / between arenas. Arena referees and marshals briefing. Radio control to move to central location for coordination. briefed on location and action 14 | P a g e Updated 15 Oct 2020
P R E – Competition - Hazard Identification and Risk Analysis Risk Assessment Decisions Residual Risk Level Acceptable Risk ? Acceptable Risk ? Consequence Location Risk Level Probability Hazard Risk Description Existing Control Measures Alternative control measures Priority of Hazard E Q U I P M E N T Buoys not properly Buoys coming loose and conflicting with boats Surf Zone Event Logistics Officer to ensure that suitable buoys, cordage & anchors are used. 2 3 6 Y secured / anchored Safety equipment not Gear may not be as responsive as intended Surf Zone Check with Water Safety Officer to ensure water safety equipment is in safe operating 2 3 6 Y maintained due to maintenance or damage. condition. Substandard equipment must not be used. Incorrect use of IRB’s being used by careless or reckless Surf Zone Water Safety Officer to brief crews regarding a ‘no tolerance’ approach to careless competition/safety drivers behaviour. 4 2.5 10 Y equipment Competition equipment Athletes may injure themselves on Surf / Beach Event Logistics Officer to ensure equip is in satisfactory condition & identify any likely risks. 3 3 9 Y not maintained unmaintained gear Zone Slow response of water Response may not be as effective as intended Surf Zone Brief and if necessary, re-train Water Safety Crews. If necessary, stop event until suitable 3 3 9 Y safety crews crew/standards are met. Inappropriate swimming Athletes may not be as buoyant as expected if Surf Zone Briefing to managers, monitoring by officials, random scrutineering. Additional briefings and pre documented for 4 Y attire they are not wearing appropriate attire 3 3 9 Y Team Managers with threat of random scrutineering. Competition equipment Gear may not be as responsive as intended Surf Zone Brief team managers that they are responsible to ensure that all aspects of the faulty or damaged due to damage equipment/operations are safe and that they do not knowingly let athletes compete with 3 3 9 Y hazardous equipment. Fuel Storage & Potential fire/explosion. Container in Refueling in designated zone only. Fire extinguisher & blanket to be available. Decant drum Distribution car park, on sited to capture spillage. Danger zone to be established around the refuel zone. Full 4 2 8 Y the beach. ventilation. Site to be inspected by approved handler. Hazardous substance signs erected around site. Movement of Possible collisions causing injury to people Pedestrian Caution Signs will be posted either side of the MMLS access way. Marshalls in High Vis vests Specific training of all personnel using tractors 4 Y vehicles/trailers in paths, will monitor and control foot traffic every time tractor and trailer units cross this pedestrian / side-by-side vehicles etc. congested pedestrian Access pathway. 4 3 12 Y ESO staff to monitor and undertake areas (Surf Club access routes and Designate car/boat parks. Enforce speed limits, address poor driving/towing practices with intervention when unsafe use identified way/Mount Base Track) car parks driver/clubs immediately. Include in safety briefing to team managers. Vehicle Movement Possible approach by public / young children All areas Incident recorded of young child walking alongside of tractors etc in blind spot of driver. All See above 4 Y during competitions drivers to be briefed on awareness of children in and around stationary and moving vehicles. 4 3 12 Y All officials to remain observant and signal any driver if occurrence of people in close proximity. Tent Pegs Tent pegs protruding above ground present a Beach / Club All tent pegs to be driven below ground where possible. Any tent pegs that cannot be buried Random visual inspections will be undertaken 4 Y risk of impalement / soft tissue injury / tent areas / shall have adequate form of protection installed. This could include (but not limited to) by event safety team during the event, with 3 3 9 y fractures Arenas orange safety cones, exclusion fencing etc. any non-conformance tasked to the club for immediate treatment. 15 | P a g e Updated 15 Oct 2020
Risk Assessment Process/Matrix The Risk Assessment Matrix requires us to consider both the likelihood and potential impact or consequences of each individual risk. A Risk Factor from 1 – 5 is applied to both the ‘likelihood’ and potential ‘impact’ for each of the identified risks. The two risk factors are then multiplied, which provides a score which determines the level of risk. Steps required to identify hazards and analyse risk Step One – Identify the work activity(s) that are to be carried out Step Two – Identify which workers and other people are likely to be affected by the work activity. Step Three – Identify the hazards associated with the proposed work activity. Consider environmental factors, the equipment or structures to be used and the capability and competency of those expected to undertake the work. Step Four – Undertake a risk analyse using the Risk Assessment matrix which requires consideration of the both the consequences and probability of risk to provide an estimate of the risk magnitude. Risk analysis is the process of estimating the magnitude of the risk and deciding what actions to take. Risk Magnitude is assessed using the probability and consequence scales below. Probability scale Scale Frequency of accident or illness Score 1 Rare Would only occur in exceptional circumstances. 2 Unlikely Incident conceivable at some time, but only remotely possible. 3 Possible Could occur at some time, has probably happened in the past. 4 Likely Will probably occur in most circumstances, known to have happened in the past. 5 Almost certain Expected to occur in most circumstances, regularly occurred in the past. Consequence scale Score Scale Severity of accident or illness 1 Insignificant No real injury or illness resulting – e.g. minor bumps, bruises or abrasions. Injuries 2 Minor Injuries First aid or minor medical treatment is required – e.g. sprains, strains and cuts. 3 Significant Injury or illness requiring treatment by a qualified medical practitioner such Injuries as a GP or A&E, e.g. fractures, dislocations or wounds needing stitches. 4 Serious Life or limb threatening injury or illness requiring immediate emergency Injuries medical assistance (hospitalisation), e.g. multiple trauma in juries with potential for permanent disablement. 5 Fatality One or more multiple fatalities are possible. 16 | P a g e Updated 15 Oct 2020
A risk assessment category (Critical, High, Moderate or Low) for each hazard is compiled by using the chart below. Hazards with the highest rating should be given priority. Risk Assessment Matrix Fatality 5.0 5.0 7.5 10.0 12.5 15.0 17.5 20.0 22.5 25.0 4.5 4.5 6.75 9.0 11.25 13.5 15.75 18 20.25 22.5 Serious Injuries 4.0 4.0 6.0 8.0 10.0 12.0 14.0 16 18 20.0 3.5 3.5 5.25 7.0 8.75 10.5 12.25 14.0 15.75 17.5 Significant Injuries 3.0 3.0 4.5 6.0 7.5 9.0 10.5 12.0 13.5 15.0 2.5 2.5 3.75 5.0 6.25 7.5 8.75 10.0 11.25 12.5 Consequence Minor Injuries 2.0 2.0 3.0 4.0 5.0 6.0 7.0 8.0 9.0 10 1.5 1.5 2.25 3.0 3.75 4.5 5.25 6.0 6.75 7.5 Insignificant Injuries 1.0 1.0 1.5 2.0 2.5 3.0 3.5 4.0 4.5 5.0 1.0 1.5 2.0 2.5 3.0 3.5 4.0 4.5 5.0 Strong Possibility Almost Certain Possible Unlikely Rare Probability 15-25 UNACCEPTABLE risk. The risk cannot be justified on any grounds. High level control measures must be applied immediately. 11-14 HIGH risk. Moderate to high level control measures must be applied to reduce the risk as soon as possible. Monitor continuously for changes. 6.5-10.5 MODERATE risk. Low level control measures should be considered and applied to mitigate, eliminate, prevent or reduce the risk. The level of risk may however be acceptable, provided existing control measures remain in place. Monitor for changes. 1-6.25 A LOW level of risk, which may be acceptable, provided existing control measures remain in place. Monitor for changes. 17 | P a g e Updated 15 Oct 2020
8.11 Daily Hazard Identification and Risk Assessment Form – Part A Daily Hazard and Risk Assessment Form Competition Date / / Time : Name Signature Risk PREVAILING WEATHER CONDITIONS (CIRCLE) Impact Accept? Level Wind Strength Still Light Moderate Strong Wind Direction Northerly Nor’Easterly Easterly Sou’Easterly Southerly Sou’Westerly Westerly Nor’Westerly Nil Scattered Weather Clear Overcast Showers Heavy Rain Storm Cloud Wave Height
8.11 Daily Hazard Identification and Risk Assessment Form – Part B Risk Assessment Risk Assessment Decisions Consequences Consequences Residual Risk Acceptable Acceptable Acceptable Likelihood Likelihood Risk Level Risk Level Alternative Control Priority Hazards Risk Description Control Measures Level Risk? Risk? Risk? Measures ENVIRONMENT Weather Conditions Y/N Y/N Y/N Wave Conditions Y/N Y/N Y/N Rips / Current Y/N Y/N Y/N Natural Debris Y/N Y/N Y/N Rubbish Y/N Y/N Y/N Pollution Y/N Y/N Y/N Stingers Y/N Y/N Y/N Holes Y/N Y/N Y/N Structures Y/N Y/N Y/N Water Quality Y/N Y/N Y/N 19 | P a g e Updated 15 Oct 2020
Risk Assessment Risk Assessment Decisions Consequences Consequences Residual Risk Acceptable Acceptable Acceptable Likelihood Likelihood Risk Level Risk Level Alternative Control Priority Hazards Risk Description Control Measures Level Risk? Risk? Risk? Measures PEOPLE Officials Y/N Y/N Y/N Water Safety Y/N Y/N Y/N Support Crew/s Y/N Y/N Y/N Competitors Y/N Y/N Y/N Supporters Y/N Y/N Y/N Spectators Y/N Y/N Y/N Public Y/N Y/N Y/N Y/N Y/N Y/N 20 | P a g e Updated 15 Oct 2020
Risk Assessment Risk Assessment Decisions Consequences Consequences Residual Risk Acceptable Acceptable Acceptable Likelihood Likelihood Risk Level Risk Level Alternative Control Priority Hazards Risk Description Control Measures Level Risk? Risk? Risk? Measures EQUIPMENT Arena Equipment IRBs Boat / Canoe Skis Boards Vehicles – Beach Vehicles – Road Risk Minor Major DNF Minor Major Loss of Loss of Loss of 1 2 3 4 5 6 7 8 9 Indicators Equip. Loss Equip. Loss Scratchings Injuries Injuries Time Process Life Recommendations (Tick) Use Change Venue Mandatory PSE Consult Team Reduce Athlete Cancel Some Safety Change Venue All Numbers Some Continue Increase Water Commence Delay Modify Event Events Managers Cancel All Events 21 | P a g e Updated 15 Oct 2020
8.12 Water safety and First Aid requirements (equipment and people) FIRST AID / MEDICAL SERVICES First Aid Service Provided by: Kenjiro Takano – 021 531770 First Aid service to comprise of 4 trained first aiders to appropriate level. Who has been engaged to provide first aid / medical In addition: support? Event Safety Officer, four Arena Safety Observers, eight Life-guards, Water Safety Officer, Assistant Water Safety Officer, six IRB Drivers, and six IRB Crewman have been engaged to provide First Aid, Medical Services, and Water Safety as required during the event. One 6mx3m First Aid marquee will be positioned at a central location with access to all four competition arenas via the emergency access clearway. Two First Aid Officers will be positioned in the marquee and two will be Where will the service be located at the venue? roaming during the competition with Trauma Packs and general First Aid Supplies. Access to the Mount Maunganui Surf Club First Aid Room and the club’s defibrillator is available for use. Thursday: 25th Feb 2021: 9am – 5pm Friday: 26th Feb 2021: 8am – 5pm What hours will the service be open and available? Saturday: 27th Feb 2021: 8am – 5pm Sunday: 28th Feb 2021: 8am– 4pm What is the agreed scope of services being provided? Please see the attached Position Descriptions What is the level of qualifications of the provider(s)? Please see the attached Position Descriptions 22 | P a g e Updated 15 Oct 2020
WATER SAFETY Number of equipment Number of qualified Lifeguard / HR Competencies to use equipment Equipment Required to be used people IRB Drivers Qualification and/or IRB Crewman IRB Engine and Hull Units At least 6 12 Qualification (Refreshed) Rescue Tubes 8 (2 per Arena) 8 Surf Lifeguard Award (Refreshed) Rescue Boards Surf Lifeguard Award (Refreshed) Radios 40 40 Radio Operators Award First Aid Level One, First Aid Level Two, and/or First Aid Posts – Trauma and 2 Complete Trauma 4 First Aid Level Three (Pre-Hospital Emergency Medical Support Packs Care) Binoculars – spotters 4 4 Event Safety Officer and Arena Safety Observers Event Safety Officer and Arena Safety Observers Missing Person Pack 2 5 All clubs to have members trained in Missing Person Response 23 | P a g e Updated 15 Oct 2020
WATER SEARCH PARTY (In water search party) In the first instance, qualified, refreshed and competent Surf Lifeguards from the adult supporters and parents group. These Who has been engaged to individuals must be registered and confirm they are present/briefed provide water search party? prior to the events commencement. These individuals must also bring fins and masks / goggles and be available for ‘in water reflex’ tasking by the event safety officer, if required. Individual Lifeguards Where will the service be located at the venue? Missing Person at Sea box to be located between arenas. Arena Referees advised of location and use. Some personnel on site What hours will the service be on During hours of competition. pre and post duty? competition times. Team Managers will be briefed of this requirement at the Team What is the agreed scope of Managers briefing and the process will be explained to them, so services being provided? they can explain to their members what is expected of competitors, coaches, managers, parents, supporters, spectators What is the level of qualifications Current Surf Lifeguard Award. of the provider(s)? WATER SAFETY TEAM (IRB Safety Team) Who has been engaged to provide water safety support? Where will the service be located at the venue? What hours will the service be on duty? What is the agreed scope of services being provided? What is the level of qualifications of the provider(s)? 24 | P a g e Updated 15 Oct 2020
8.13 Missing Competitor at Sea - Emergency Response Plan MISSING COMPETITOR AT SEA – EMERGENCY RESPONSE PLAN Immediately close all arenas via radios to officials, continuous sounding of air horns & whistles, and waving of flags to competitors. Reflex Tasking Identify who is missing and what identifies them (e.g. clothing, size, clothing colour, M/F) Initiate response for Control Centre as detailed in the Event Safety Briefing. ESO to assemble all control personnel at notified point. IRB to place pink buoy or another identifiable object that will remain in place at Last Known Point (LKP) then sit behind surf break parallel to floater& await instructions from the Water Safety Officer (WSO). Consider dropping dye, at LKP and if conditions permit consider dropping a floater (competent life guard wearing fins, PFD, wetsuit) at LKP to float with prevailing current, ensuring that at least one spotter maintains visual contact with the floater at all times. Deploy spotters with radios or runners to high points. Supporters to immediately clear competitors equipment from the affected arena/s, then keep out of affected arena/s. Team managers to check in with their competitors and assign competent swimmers (LG) only, who have fins and goggles/masks to the Arena Referees (AR) in the affected arena/s. Coaches to report immediately to the AR in their assigned arena and organise their searchers in lines while awaiting instructions from the AR. Competitors to exit the water immediately upon continuous sounding of the air horn, whistles, or waving of flags before reporting firstly to their team manager at a pre designated point. Competent swimmers who have fins & goggles/mask should then report immediately to their coach in their designated arenas. Note all swimmers involved with the search need to be identifiable differently to the missing person (e.g. pink bennies, different coloured hi viz vests Water Safety Officer uses nearest capable IRB to pick up LKP buoy from beach and drop of buoy at LKP. WSO then liaise with IRBs under ESO instructions to either ferry searchers to search zone or begin parallel grid search as directed by ESO. ESO to assume position of Incident Controller until relieved by appropriate authority. ESO immediately appoints a scribe to record relevant details of times, decisions and communications. ESO appoint person to dial 111 and liaise with emergency services. Arena Referees (AR) instruct officials to immediately clear the water arena of competitors and craft. AR to liaise with ESO and Coaches to deploy competent swimmers to search zone and duties. Officials to mobilise supporters only after cleared to do so by the ESO or their delegate. 25 | P a g e
Initial Action Ascertain Details: Location, problem, number of patients, mechanism of injury (trauma), prior medical history (medical) Record time, date, informant details, arrival of additional support, any treatment provided, patient Complete Incident Log: information Notify event safety service / medical team, call 111 and ask for ambulance, Team Manager of the Notify: Club involved Is there a risk/hazard posed for other people? Does racing need to stop temporarily to allocate Consider: safety resources to the incident(s). Is there an appropriate environment to treat the victim(s)? At Scene DRSABCD is the priority protocol followed by secondary surveys (trauma + medical) to ascertain the problem and provide appropriate care. If need be, refer to Lifesaving First Aid Manual for specific patient management protocols for medical Actions: or trauma incidents. Consider the on-going treatment of the patient and whether they need to be moved into a more appropriate environment (i.e. out of direct sun, wind, water etc.) At Completion In serious / critical incident trauma and medical cases, the Event Safety Officer should lead a debrief of the incident to assess and ensure all persons involved are okay (emotionally and physically) and that the response process is reflected on with any learning’s being recorded. The debrief process is not a forum for apportioning blame for any errors, rather an opportunity to Debrief: discuss what did happen (facts) from each person’s perspective and to identify any person(s) that require additional support. In a critical incident such as a death or severe (life threatening) trauma, SLSNZ Lifesaving Manager should be notified to initiate SLSNZ Peer Support Services. Ensure a SLSNZ Incident Report Form is completed for any incident and forward to your local SLSNZ office for processing. Reporting: Feel free to attach additional information as required as it is better to keep a more detailed account of the incident in the event of a formal investigation as a result of the incident. 26 | P a g e Updated 15 Oct 2020
8.14 Major Medical/First Aide - Emergency Response Plan MAJOR MEDICAL / MAJOR FIRST AID TRAUMA Initial Action Ascertain Details: Location, problem, number of patients, mechanism of injury (trauma), prior medical history (medical) Record time, date, informant details, arrival of additional support, any treatment provided, patient Complete Incident Log: information Notify event safety service / medical team, call 111 and ask for ambulance, Team Manager of the Notify: Club involved Is there a risk/hazard posed for other people? Does racing needs to stop temporarily to allocate Consider: safety resources to the incident(s). Is there an appropriate environment to treat the victim(s)? At Scene DRSABCD is the priority protocol followed by secondary surveys (trauma + medical) to ascertain the problem and provide appropriate care. If need be, refer to Lifesaving First Aid Manual for specific patient management protocols for medical Actions: or trauma incidents. Consider the on-going treatment of the patient and whether they need to be moved into a more appropriate environment (i.e. out of direct sun, wind, water etc.) At Completion In serious / critical incident trauma and medical cases, the Event Safety Officer should lead a debrief of the incident to assess and ensure all persons involved are okay (emotionally and physically) and that the response process is reflected on with any learning’s being recorded. The debrief process is not a forum for apportioning blame for any errors, rather an opportunity to Debrief: discuss what did happen (facts) from each person’s perspective and to identify any person(s) that require additional support. In a critical incident such as a death or severe (life threatening) trauma, SLSNZ Lifesaving Manager should be notified to initiate SLSNZ Peer Support Services. Ensure a SLSNZ Incident Report Form is completed for any incident and forward to your local SLSNZ office for processing. Reporting: Feel free to attach additional information as required as it is better to keep a more detailed account of the incident in the event of a formal investigation as a result of the incident. 27 | P a g e Updated 15 Oct 2020
8.15 Fire - Emergency Response Plan FIRE Initial Action Ascertain Details: Location, problem, number of patients, likely source of fuel, level of threat to people and/or property Record time, date, informant details, arrival of additional support, any treatment provided, patient Complete Incident Log: information Notify event safety service / medical team, call 111 and ask for Fire Service, if aware if injured people - also Notify: request an ambulance response. Inform team managers if event is impacted. Is there a risk/hazard posed for people or property? Does racing needs to stop temporarily to allocate Consider: resources to the incident to put out / control a fire, protect people, move to safeguard property etc. At Scene All involved are reminded that self-preservation is a priority in any response. People are a priority over property in the case of a fire. Ensure the protection of people initially before considering protection of property. Assess the availability of resources to mitigate the fire (i.e. water, hoses, buckets, capable people etc.) Actions: For any people affected: DRSABC is the priority protocol followed by secondary surveys (trauma + medical) to ascertain the problem and provide appropriate care. If need be, refer to Lifesaving First Aid Manual for specific patient management protocols for medical or trauma incidents (i.e. burns). At Completion In serious / critical incident trauma and medical cases, the Event Safety Officer should lead a debrief of the incident to assess and ensure all persons involved are OK (emotionally and physically) and that the response process is reflected on with any learning’s being recorded. The debrief process is not a forum for apportioning blame for any errors, rather an opportunity to discuss Debrief: what did happen (facts) from each person’s perspective and to identify any person(s) that require additional support. In a critical incident such as a death or severe (life threatening) trauma, SLSNZ Lifesaving Manager should be notified to initiate SLSNZ Peer Support Services. Ensure a SLSNZ Incident Report Form is completed for any incident and forward to your local SLSNZ office for processing. Reporting: Feel free to attach additional information as required as it is better to keep a more detailed account of the incident in the event of a formal investigation as a result of the incident. 28 | P a g e Updated 15 Oct 2020
8.16 Tsunami - Emergency Response Plan TSUNAMI WATCH / WARNING Initial Action Has a tsunami warning or tsunami watch been issued by the Ministry of Civil Defence? The Event Manager should confirm this directly rather than being drawn into speculation by other parties. Ascertain Details: When is the published impact time of the first tsunami, and therefore how much time do you have to evacuate the coastal zone? If possible, record the time the incident commenced. Keep a record of key decisions through the incident Complete Incident Log: period. Notify: SLSNZ CEO, Event Safety Officer, Event Manager, Event Referee, Team Managers, competitors and spectators The level of response relative to the classification of the incident (i.e. a ‘watch’ is a lower risk threshold than ‘warning’). Ensure the level of urgency is relative to the anticipated time available to evacuate. What are the Consider: optimal evacuation routes to allow people to get to the recommended 23m above sea level to avoid the impact of a tsunami wave. At Scene If there is a witnessed earthquake in the coastal zone or any unusual observations to a sudden change in sea state (such as water levels noticeably dropping), immediately discontinue racing. Radio the on water lifeguards and ask them to direct all persons back to shore immediately (phase one: get people out of water) Inform Team Managers, Surf Officials, competitors, participants and spectators of a possible tsunami threat and encourage them to enact an emergency evacuation to higher ground ASAP. In a witnessed coastal Actions: earthquake event, there is insufficient time to remove equipment. Focus must be on a swift, orderly evacuation away from the coast to a targeted elevation of 23m above sea level (phase two: evacuate to high ground) If the event is not witnessed and the tsunami warning / tsunami watch indicates a longer lead-in time, in addition to evacuating the beach, consider removing rescue craft and first aid equipment to higher ground to be used in a possible post tsunami recovery. Continue to monitor the situation/threat through official channels (i.e. Ministry of Civil Defence updates). At Completion In the event a tsunami does strike, a debrief may not be appropriate in lieu of more immediate needs. Following Debrief: any tsunami warning / tsunami threat stand-down, it is appropriate to conduct a debrief so learning can be captured for any future incident. The SLSNZ CEO will identify and confirm the need for any reports. Under no circumstance should the aquatic Reporting: elements of a surf life saving event be conducted while an official tsunami warning or watch is in place for the coastal area involved. 29 | P a g e Updated 15 Oct 2020
8.17 Earthquake - Emergency Response Plan EARTHQUAKE Initial Action For injured people – refer to action plan under “Major Trauma / Medical” If a fire is caused by the earthquake – refer to action plan under “Fire” Ascertain Details: If the earthquake was of sufficient magnitude that is has caused damage or was significant, operationalize the actions outline in the action plan “Tsunami Warning/Watch” Record times of key decisions, number of patients involved, arrival of additional support, any treatment Complete Incident Log: provided, patient information as possible. Notify: Trauma / Medical Issues – dial 111 and request Ambulance, Fire – dial 111 and request Fire Service In the event of a minor earthquake, consider if any sewerage or storm water pipes could have been breached and potentially impact on water quality. Consider: Check media sources to confirm any official warnings or directives following the earthquake event. Consider what support those involved at the event may be able to offer the general public or other emergency services where there may be wide spread damage, injury, death (but no threat or a tsunami). At Scene Further to action items identified through other action plans (referred to above)…: Seek out on-going information from official sources (Ministry of Civil Defence website) If possible, contact SLSNZ CEO or delegated SLSNZ staff member for advice/support Actions: Contact other emergency services and offer to provide support / capacity (i.e. trained first aiders, rescue vehicles, shelter, search parties etc.). Continue to communicate with all relevant parties regarding the incident response and any updates as they become available. At Completion In the event a major earthquake does strike, a debrief may not be appropriate in lieu of more immediate Debrief: needs in the short term. If possible, complete SLSNZ Incident Reports for each patient. Submit these to your local SLSNZ office for Reporting: processing. The SLSNZ CEO will identify and confirm the need for any additional report related to the earthquake event. 30 | P a g e Updated 15 Oct 2020
8.18 Sudden Unanticipated Storm - Emergency Response Plan SUDDEN UNANCITIPATED STORM (EXTREME WINDS) Initial Action For injured people – refer to action plan under “Major Trauma / Medical”. Ascertain Details: The risk of a storm or squall should be monitored throughout any event to ensure that mitigating factors can be applied to reduce the risk of harm to people and property. Complete Incident Record times of key decisions, number of patients involved, arrival of additional support, any treatment provided, Log: patient information as possible. Notify: Trauma / Medical Issues – dial 111 and request Ambulance What equipment (boards, skis, paddles, oars, fences, signage, shade shelters, tools, sound equipment etc.) is sitting on the beach which could become a serious hazard in the event of extreme wind or get damaged, how can it be Consider: secured safely? Are there tents on the beach and, if yes, how well anchored are the tents or do they require dropping and securing? At Scene Monitor the weather forecasts prior to and during a Competition. Where a risk of high winds is possible, ensure this is communicated to all persons in daily briefings (work party, surf officials, event safety team, team managers etc.). Clubs to ensure that all tents / coverings are restrained appropriately to minimise risk of airborne hazard If a severe storm (to the point where the sea/beach conditions will become unacceptably dangerous) is imminent, Actions: discontinue racing and ensure all people are safety removed from water until the conditions are safe to continue. Where a squall is visibly identified approaching the event site, provide warnings and direction to key groups: Work Party: Check tent/marquee anchor points, drop event signage/fences if not secured, support teams with tents or gear as needed. Team Managers: Focus on securing club equipment / craft then secure club tents Event Referee: Surf Officials to support securing of on beach event equipment such as sound systems, lane markers etc.) At Completion A debrief may not be essential in the case of a response to high winds however consider conducting a debrief in the event of any injuries to people or damage to equipment or if there was an opportunity identified to enhance the Debrief: response plan in future (i.e. a near miss, any lack of cohesion in the response plan, any confusion identified during response). Reporting: Ensure a SLSNZ Incident Report Form is completed for any incident and forward to your local SLSNZ office for processing. 31 | P a g e Updated 15 Oct 2020
8.19 Major Pollution - Emergency Response Plan MAJOR POLLUTION DISCOVERY / WATER QUALITY An assessment of pollution levels should be undertaken by the event team in the weeks leading up to the event. Initial Action Regular discussions with the Local Authority are required to ascertain the likelihood of any pollution being present at the commencement of the event. Ascertain Details: Location, type of pollution involved (i.e. oil vs sewerage vs run-off), Identify source if possible Record times of key decisions (when first aware of quality issue, when discontinued event etc.), number of Complete Incident Log: patients involved if people have got sick, arrival of additional support, any treatment provided, patient information as possible. Notify the local environmental authority (normally the regional council) immediately. If people are becoming Notify: ill, either refer to local medical facility or in serious cases dial 111 and seek ambulance. What risk level might the pollution pose for people? Are there implications for the general public beyond those involved with the event? Are there alternative sites that may not be affected by the water quality issue that may allow Competition to Consider: continue? Has there been any previous water quality issues at the site and, if so, what may be the time impact for the issue to be resolved? At Scene On being made aware of the water quality issue, discontinue aquatic events immediately until such time the issue is resolved. Contact the local pollution / water quality authority, inform them of the problem and seek advice regarding the impact the problem may have on people. Actions: If the water quality issue is obviously not going to be resolved quickly (i.e. oil spill or major run-off issue) identify and check alternative racing areas. If suitable, consider moving racing to the new site to continue the event. *If possible, consider running any beach events while any water quality issues are addressed* Continue to monitor the situation, seek on going advice from experts / authorities. At Completion A debrief may not be essential in the case of a response to water quality issues however consider conducting Debrief: a debrief in the event of any illness to people or if there was an opportunity identified to enhance the response plan in future. Ensure a SLSNZ Incident Report Form is completed for any incident and forward to your local SLSNZ office for Personnel Support: processing. 32 | P a g e Updated 15 Oct 2020
8.20 COVID Measures / Precautions The Event Management will look to implement the Event Sector Voluntary Code This Event Sector Voluntary Code outlines a high-level overview of what the event sector can do to safely deliver events. The Code provides best practice expectations on running events and is based on Ministry of Health guidance to reduce COVID-19 related risks. The Event Management would suggest members associated with this event: • Stay home if you are unwell and call Healthline (for free) on 0800 358 5453 or your health care provider if you think you have symptoms of COVID-19. • Scan in with the Event QR poster, or utilize the Bluetooth COVID App: • Follow basic hygiene measures at the event: 1- Hand hygiene – frequently wash your hands for a minimum of 20 seconds, then dry them thoroughly. If you are unable to access soap and water, use an alcohol-based hand sanitiser containing at least 60% alcohol. If using sanitiser, ensure that you use enough to cover your hands and rub hands together until dry. 2- Cough and sneeze etiquette – sneezing or coughing into the crook of your elbow or covering coughs and sneezes with a tissue, then putting the tissue in a bin and cleaning your hands (as above). 3- Avoiding touching your face – hard surfaces can be contaminated with infectious droplets. Hands can be contaminated after contact with these surfaces. If you need to touch your face, clean your hands first. 4- Cleaning surfaces and frequently touched items – clean high-touch surfaces and items (for example door handles and phones) frequently with an appropriate cleaning solution to reduce transmission of germs in general. 5- Physical distancing – When physical distancing isn’t a requirement, you can still play it safe by continuing to keep a distance from people you do not know. Use your judgement. This will help to minimise the spread of COVID-19 if community transmission returns. Changes in COVID Alert Levels. Public Events at Alert Level 2 If Level 2 were imposed countrywide, restricting gatherings to 500 persons, dependent on entry numbers, the event management would look to run two distinctly separate venues, or run two age groups over days 1 and 2, and two age groups over days 3 and 4,. We would then ask that support crews and spectators maintain their own distinct bubble separate to the competitors. Public Events at Alert Level 3 At Alert Level 3 gatherings of any size are cancelled and public venues are closed. Gatherings such as concerts and sporting events pose a high risk for transmission of infectious diseases. 33 | P a g e Updated 15 Oct 2020
8.21 Competition Safety Checklist Section 1: Competition Details Competition Competition Date(s): 25th to 28th Feb 2021 Mt Maunganui Venue(s): Competition By SLSNZ Event Manager: Mark Inglis Sanctioned? Description of Competition: Section 2: Safety & Risk Management Task DESCRIPTION OF ACTION / CONSIDERATION COMPLETED # 1 Competition is formally sanctioned by SLSNZ Yes 2 Event Referee appointed: Yes 3 Event Safety Officer appointed: Yes 4 Site hazard and risk register completed Yes First Aid/Medical Service confirmed (relative to competition 5 Yes scope) Water Safety people and assets confirmed (relative to Yes 6 competition scope) Disaster management protocols confirmed and discussed with Yes 7 Event Referee, Event Safety Officer, First Aid/Medical provider and Team Managers Yes 8 Communications system confirmed for the competition A Competition Safety Plan template completed for the Yes 9 competition and peer reviewed. Section 3: Declarations I confirm that I have completed the actions identified above in assessing and arranging the health and safety requirements for this competition. Name: Mark Inglis Signature: Date: 25/1/21 I confirm that I have peer reviewed the safety planning and proposed risk management for this Competition and confirm that in my opinion the competition has appropriate safety controls in place. Name: Nathan Smith Signature: Date: 34 | P a g e
8.21 Safety Briefing - Competitor / Team Manager / Surf Official Add or remove tittles as required for the event Questions/Notes to cover off for this Competition Element Item(s) to discuss Competition Competition roles Personnel & responsibilities Tides - Times Temperatures - Weather (current and Land/Sea forecast) Sea Conditions Wind Location and amount Water Safety Identification Scope/Safety cover Critical Incident Briefing of CIP Protocol Location and First Aid Scope Identification Activating Contingency Plan Protocol Timetable Alterations Competition Area Course Layout Timetable for Order of Events competition Code of Conduct Reiterate Confirmation of Meeting Attendance attendance Any safety Questions questions? 35 | P a g e Updated 15 Oct 2020
8.21 SLSNZ Incident and Injury Notification Flow Chart NOTE: Where injury is in the marine environment, notification MUST be given to Maritime NZ Notifiable Events includes: Notifiable Death – when a person has been killed as a result of work. Notifiable Incident – when a person’s health and safety is seriously threatened or endangered as a result of a work situation, i.e. if someone has been exposed to a serious or immediate risk to their health and safety because of an unplanned or uncontrolled work incident. Notifiable Injury - an injury that requires (or would usually require) the person to be admitted to hospital for immediate treatment. ‘Admitted to a hospital’ means being admitted to hospital as an inpatient for any length of time – it does not include just being taken to the hospital for out-patient treatment by a hospital’s A&E department. Major First Aid - Any incident where a victim needs a higher level of medical treatment or is handed to another agency e.g. doctor, ambulance, hospital. 36 | P a g e Updated 15 Oct 2020
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