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SITE RISK MANAGEMENT PLAN

Version 2009.1 Dated 16/11/2009


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RISK MANAGEMENT PLAN


TRAVEL (Consider transport to the venue)
Activity/ Location Hazard Identification Risk Elimination or Control Measures Who When
Assessment
Coach  Vehicle faulty 6  Book vehicle appropriate for group. Activities Dept Prior to booking
transportation to  Vehicle accidents 5  Ensure vehicle operators hold appropriate licences & insurance. Vehicle Operator
Centre  Struck by vehicle 6  Ensure participants stay seated throughout travel Group Leaders During transportation
during boarding  Ensure seat belts are worn where fitted.
 Enforce rules & monitor behaviour.
 Brief participants on emergency procedures.
 Centre has designated Bus Loading Zones with signage. Maintenance Ongoing site management
 Ensure participants enter & exit vehicle in a safe manner. Group Leaders On arrival

VENUE (Consider potential hazards such as location, crowds, slippery floors)


Activity/ Location Hazard Identification Risk Elimination or Control Measures Who When
Assessment
General  Buildings unstable 6  The Centre holds all licences required to operate. Operations Ongoing site management
 Site uninsured 6  Centre maintains Public Liability insurance. Certificate of Currency
 Injury due to OH&S 6 provided on request.
issue  Construction meets relevant building codes. Maintenance Ongoing site management
 Construction is undertaken by licensed, insured builders.
 Centre has a commitment to managing OH&S issues.
Participants walking  Struck by vehicle 6  Signage identifies “children at play” & a speed limit of 30k. Maintenance Ongoing site management
/ crossing roads whilst crossing road  Speed humps on main roads.
 Signage encourages vehicles to be parked in designated areas. All
 Provide group with rules & monitor. Group Leaders / Instructor During stay
 Walk on roads only when absolutely necessary. All
Meeting rooms  Struck by falling 6  Signage states that chairs are to be stacked to a max of six. Group Leader Throughout stay
equipment  Signage states that tables are stacked against wall.
 Hot water burn 5  Miniboils are over sinks at a height to discourage access & with Front of house Ongoing site management
warning signage.
Swimming pool  Slip on wet tiles or 5  Pool is fenced, signage showing depth is in place & edging tiles are Maintenance Ongoing site maintenance
pool edge slip resistant.
 Unsupervised 4  CPR signage & flotation rescue device are in place.
access  Group Organiser given key to open pool gate. Guest Liaison On arrival
 Drowning 3  Rules for pool operation included in the Induction Book.
 There must be two people in the pool area. Group Leader Throughout stay
 One responsible adult leader must be present who can perform CPR.
 The last Leader to leave must lock the gate.

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Sporting Equipment  Faulty equipment 5  Fixed equipment meets building codes & council requirements. Maintenance Ongoing site management
& Areas causes injury  Equipment is inspected annually.
(including swings &  Fall off equipment 5  Soft fall areas are in place & maintained.
volley ball & tennis  Sporting equipment is kept in good repair.
courts)  Detailed information is outlined in the Induction Book Guest Liaison On arrival
 Group leaders have access to sports equipment. Group Leader Throughout stay
 The Centre encourages adult supervision of all recreational activities.
Maintenance  Injury due to 5  The area has signage advising “Staff Entry Only”. Maintenance Ongoing site maintenance
unsupervised  Tools are stored in maintenance sheds or in locked vehicles.
access  During major construction, areas are fully fenced.
 Tripping over tools 6  During maintenance areas are identified by road barriers, witches
or maintenance area hats, safety tape or appropriate barricade.
 Faulty equipment 6  The Centre promotes a safe working environment.
 Hazardous material 5  Centre holds a Hazardous Good License, has a designated chemical
incident store & is inspected annually.
 A Heavy Vehicle Procedure is in place.
 A Delivery Procedure is in place.
 Material Safety Data Sheets are maintained.
Site Hazards  Tripping on 6  At night external pathways are illuminated. Maintenance Ongoing site management
(incl cliff edges, trip paths/tracks  Trees are cut back, tracks cleared & general maintenance conducted
hazards,  Uneven ground 6 to reduce risks.
environment.  Fallen trees 5  Designated guest activity locations display appropriate warning signs.
 Cliff edges 4  Lookouts have safety railing installed.

ACTIVITIES (Consider activities planned on the program)


Activity/ Location Hazard Identification Risk Elimination or Control Measures Who When
Assessment
Activity Structures &  Failure of structure 5  Construction complies with current Aust Standards or relevant building Activities Dept Ongoing site management
Hardware or equipment codes and annual checks & maintenance conducted.
 Equipment is used, stored & retired in accordance with manufacturer Instructor After activity
guidelines.
 Logs are maintained to track equipment usage.
Activity specific  Unsafe practices 5  Centre has developed Standard Operating Procedures that meet or Activities Dept Ongoing management
 Injured whilst on 4 exceed industry standards to manage known & potential risks and
activity ensure safe operation of activities.
 Injured by other 6  The Centre is a member of the Outdoor Recreation Industry Council of
participant NSW (ORIC).
 Inadequate 5  Leader supplies completed participant Acceptance of Risk forms. Group Leader On arrival
supervision  Instructor to participant ratios will vary depending on activity & group. Activities Dept Prior or activity
 Instructors undertake work that is in line with their level of training or
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experience on each activity.


Activity specific  Ensure one Leader allocated to each group Group Organiser Prior to activity
(cont)  Activity areas are inspected to identify any hazards. Instructors During activity
 Groups given instructions on boundaries & behaviour.
 Supervision of group during activity session.
 Participants must attend briefing to undertake activity.
 Vehicle access to all activities onsite.
 Accident Report Form completed for any incidents.
Staff  Unsafe practices 4  Instructors have Certificate III or IV qualifications in outdoor recreation Activities Dept Ongoing management
 Insufficient 4 and / or have been specifically trained on individual activities by the
knowledge & skills Centre.
 Instructors have current First Aid qualifications. All
 Instructors are required to follow Standard Operating Procedures.
Access to activity  Injury due to 4  Activities are de-rigged at the end of each day Activities Dept Throughout stay
unsupervised access  Access to activities is restricted between scheduled activity sessions Instructors
(ie. ladders locked, harnesses stored or instructor remains at site).
Missing person  Participant separated 5  Participants briefed on meeting place & times. Group Leaders Prior to activity
from group during  Instructor will confirm group numbers with Leaders & conduct regular Instructor / Group Leaders During activity
activity head count.
 Group will only walk as fast as the slowest person.
 Second instructor / Leader to be “tail end Charlie” & group remain in
visual range

EQUIPMENT (Consider resources that impact on the activity such as appropriate & sufficient clothing, shoes, protection from environment, activity specific equipment)
Activity/ Location Hazard Identification Risk Elimination or Control Measures Who When
Assessment
Personal Safety  Failure of equipment 4  Equipment complies with industry standards. Activities Dept Ongoing site management
Equipment  Unsafe practices 4  Equipment is used for its express purpose, stored & retired in
 Inadequate 5 accordance with manufacturer guidelines.
equipment  Participants briefed on correct fitting & usage of equipment for activity. Instructor During activity
 Log sheets are maintained to track equipment usage. After activity
Appropriate Clothing  Tripping or foot injury 6  Checklist provided outlining clothing requirements. Activities Dept / Organiser Prior to Stay
/ Footwear  Harness chaffing 6  Group Leaders brief participants prior to activities. Group Leaders Prior to activity
 Sunburn 5  Participants asked to change clothing Instructors Prior to activity
 Exposure 4  Bureau of Meteorology site checked for weather updates & Leaders Activities Dept Prior to activity
advised changing weather conditions.

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ENVIRONMENT (Consider environmental hazards such as weather, natural hazards, terrain, plants & animals)
Activity/ Location Hazard Identification Risk Elimination or Control Measures Who When
Assessment
Extreme weather  Change in weather 5  Checklist provided to group organiser outlining clothing requirements. Activities Dept Prior to stay
conditions conditions  Bureau of Meteorology site checked for weather updates & Leaders On arrival
 Exposure 4 briefed on arrival & advised changing weather conditions during stay. Throughout stay
 Sunburn 5  Participants briefed to wear hats, apply sunscreen & carry water. Group Leaders Prior to activity
 Lightning 4  Water is readily accessible.
 Dehydration 4  Activities Instructors in radio contact with Activities Dept throughout Instructor During activity
activity.
 Monitor group throughout activity & administer First Aid if required.
 Activity stopped if conditions considered unsafe.
 Alternate activities arranged after discussion with Group Leader.
Fire (including bush  Personal injury 4  Centre meets Australian Standards in relation to number of hydrants, Maintenance Ongoing site management
fire)  Participant separated 5 hoses and extinguishers, illuminated exit signs, Emergency Procedure
from group signs & equipment maintenance (six month check by licensed
 Loss of property 6 provider).
 Centre has a pro-active process to manage associated risks.
 Smoke alarms are installed in every room.
 Fire blankets available in every kitchen with cooking facilities.
 Fire zones are maintained & fire hydrant protection for all sites.
 Signage identifies marshalling areas & fire extinguishers.
 Marshalling areas clearly identified.
 A number of onsite staff completed training by Community Fire Unit.
 Access onsite to two Community Fire Units.
 Emergency procedures & fire alarms explained to Group Leader and Guest Liaison On arrival
provided in Induction Book.
 Groups briefed on evacuation procedures.
 Groups to move to evacuation points if required. All During emergency
 Check group against participant list. Group Leader
Native flora & fauna  Reaction due to 4  Ensure medical info obtained from participants & summary produced. Group Organiser Prior to stay
known triggers  Advise Instructor of any potential allergic risks, triggers & severity (see Group Leader Prior to activity
 Mild reaction due to 5 under Medical) Throughout stay
natural environment  Participant to carry any personal medication. Group Leader / Instructor During activity
 Participants to wear closed in shoes for all activities. Instructor
 First Aid kit carried at all times.
 Instructors in radio contact with Activities Dept.
Native flora & fauna  Injury due to bite or 4  Group briefed on level of risk & emergency response if requested. Guest Liaison On arrival
sting (eg snake or  Participants to wear closed in shoes for all activities. Leader / Instructor During activity
spider)  Instructor to walk at head of group. Instructor
 First Aid kit carried at all times.
 Instructors in radio contact with Activities Dept.
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PEOPLE (Consider nature of participants such as maturity, skill, behaviour, child protection issues, ratios, fitness, medical conditions & disabilities)
Activity/ Location Hazard Identification Risk Elimination or Control Measures Who When
Assessment
Child Protection  Child Protection 4  The Centre is registered with Department of Sport & Recreation for Operations Ongoing site management
related incident the purpose of conducting Working with Children checks on all
 Identification of child 5 employees.
at risk  Centre has a Child Protection Policy in place & an appointed Child
Protection Officer.
 Employees have completed a Prohibited Employment Declaration and All Ongoing management
have been screened.
 Procedure in place for management of allegation.
 Staff easily identified by uniform shirts with logo.
Privacy of  Unauthorised 5  Information obtained is used only for express purpose. All Throughout stay
Information disclosure of info  Access & storage of information meets Privacy Act requirements. Ongoing site management
 Inadequate process 5  Info retained as required under the Freedom of Information Act.
Medical  Aggravation of 4  Information obtained identifying allergies, special needs & other health Group Organiser Prior to stay
existing medical related issues.
condition or injury  Ensure a group medical summary is available. Group Leader On arrival
 Access to First Aid & 5  Ensure that participants have medication. Throughout stay
equipment  First Aid boxes are available at each site. Operations Manager Ongoing site management
 Inappropriate 5  Centre has policy of not administering anything ingestible, injectable
medical attention or topical.
 Vehicle access to all activities onsite. All Throughout stay
 All Instructors hold current First Aid qualifications. Activities Dept Ongoing
 Instructors carry a First Aid kit onsite to all activities. Instructors Throughout activity
Special Needs  Incident due to 5  Signage identifies wheelchair access throughout site. Maintenance Ongoing site management
inadequate special  Wheel chair access to majority of onsite areas & ramps are wheel
needs considerations chair compliant.
 Safety bars in disabled rooms at all sites.
 Ability to participate in specific activities decided after discussion with Activities Dept Prior to activity
Group Leader & participant.
Client Behaviour  Injury due to other 6  Centre promotes a smoke free environment. Smoking is not permitted Operations Manager Ongoing site management
participant in any building or designated work area.
 Injury to self through 5  The Centre has a drug free & alcohol policy.
inappropriate actions  Information is detailed in the Induction Book & Group Leader should Group Leader On arrival
 Ingestion of non- 5 brief group. All Throughout stay
prescription drugs or  Signage in each room set out Centre rules. Operations Manager Throughout stay
alcohol.  Action will be taken for infringements of these policies.

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ACCOMMODATION (Consider standards of accommodation & amenities, security, supervision, food allergies)
Activity/ Location Hazard Identification Risk Elimination or Control Measures Who When
Assessment
Security  Intruder 5  Group Leader given key to each bedroom & site meeting rooms. Guest Liaison On arrival
 Loss of property 6  Access to a safe is provided at each site. (excluding Melaleuca)
 Assault 5  Group to keep facilities locked at night & when not onsite (eg. at Leaders Throughout stay
activities)
 All staff easily identified by uniform shirts with logo. All Staff Throughout stay
 Staff & other groups asked to limit their access to their own site. All Throughout stay
Accommodation  Injury due to 5  Ensure adequate sleeping accommodation for each participant. Administration Prior to stay
inappropriate actions  Ensure separate accommodation for males & females.
 Scalding 5  Ensure Group Leader accommodation is within easy access for
 Inadequate 5 participants if required.
supervision  Procedures detailed in Induction Book provided to Group Leader. Guest Liaison On arrival
 Unserviceable 6  Groups briefed on appropriate behaviour, rules & out of bounds areas. Group Leader On arrival
fittings  Group to advise any maintenance required during stay Throughout stay
 Unforseen 5  Leader to advise any maintenance on Evaluation Form.
emergency  Phasing in restricted water temperatures in all accommodation. Maintenance Ongoing site management
 Evacuation Procedures signage in each room.
 Fly screens are installed in all rooms.
Housekeeping  Slip in wet area 5  Chemicals are stored appropriately for their use. Housekeeping Ongoing site management
 Child Protection 4  All cleaning materials (eg. buckets, mops) stored when not in use.
related incident  All electrical cords are wound up when not in use.
 Trip hazard 5  “Cleaning in Progress” signs utilised.
 Ingestion of cleaning 4  Bathroom floors are mopped after group has vacated.
chemical  Bedroom doors are locked after cleaning.
 Staff are not to be alone with a participant, ie. when room cleaning
staff knock, call out and only enter if room is unlocked & vacant.
 Mattresses & bedding are checked and replaced (if required) after
every camp.
 Toilets in meeting rooms & dining area are cleaned during minimum or
unlikely use times to minimise guest contact with wet floors.
Kitchen  Food poisoning 4  Centre proactively manages all aspects of food safety & hygiene. Kitchen Ongoing site management
 Injury due to 5  Chefs are qualified and have the relevant knowledge regarding food
unsupervised access safety and safe food handling practices.
 Staff are trained on both the knowledge & skills required for their area
of responsibility.
 Dietary requirements are taken into account (see detailed info below).

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Dietary  Religious or ethical 4  Information obtained identifying food allergies & special dietary needs Group Organiser Prior to stay
Requirements  Anaphylaxis 2 and other health related issues.
 Allergic reaction to 3  Centre advises defined dietary categories. Admin / Kitchen Prior to stay
known trigger  Centre advises where participant will need to supply own food. Prior to stay
 Reaction due to 3  Summary of dietary requirements supplied to Group Leader for Group Leader Prior to first meal
medical requirement verification.
 Food which are a known trigger factor, eg. peanut butter are only Front of House Throughout stay
available on request (in process of being phased out).
 Participants with dietary requirements collect individual meals from Group Leader/ Participant
front of house.
Servery & Dining  Incident due to 5  Procedures detailed in Induction Book provided to Group Leader. Guest Liaison On arrival
Area incorrect food  Groups briefed on appropriate behaviour & expectations. Group Leader
handling & storage  Food service runs for 45mins after which food is removed to meet Front of House Ongoing management
 Burning / scalding 5 food, safety & hygiene laws.
 Slip on wet floor 5  Hats & gloves to be worn when serving (front of house staff, leaders
 Injury due to 5 or participants).
unsupervised access  Participants verbally alerted to heat / danger / space.
 Cuts 5  All meals to be consumed in the dining room.
 Signage reinforces that footwear must be worn in the dining area.
 Appropriate warning signs used where necessary.
 Immediate area of broken glass / crockery is cleared, guests verbally
alerted to danger, sign put out if required, breakage cleared.
 Unloading of used crockery / cutlery is supervised.
 All power cords to hot servery run to ceiling.
 “Do not Enter” & “Cleaning in Progress” signs limit access as required.
 Fluid spills immediately cleaned.

OTHER (Consider other hazards specific to related Stay)


Activity/ Location Hazard Identification Risk Elimination or Control Measures Who When
Assessment
Emergencies  Personal injury 5  Centre has Emergency procedures in place. Operations Ongoing site management
 Loss of property 6  Standard operating hours are 8am to 6pm, 24 hour emergency
 Missing person 5 assistance is available
 Emergency procedures explained to Group Organiser and provided in Guest Liaison On arrival
Induction Book.
 Contact details for local facilities (eg. doctors, chemist) available.
 Groups briefed on evacuation procedures. Group Leader On arrival
Transportation of  Child Protection 4  Only to occur in circumstances where there is no other feasible option. Group Leader Throughout stay
participant in Centre related incident  Permission obtained from parent, caregiver or Group Leader. Operations Manager
vehicle  Vehicle faulty 5  Vehicle is insured & registered & employee licensed.
 Vehicle accidents 4  Employee screened for Working with Children.
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RISK ASSESSMENT LEGEND


How serious could the injury be? How likely is it to be that serious?
Very likely Likely Unlikely Very unlikely
Death of permanent disability 1 1 2 3
Long term illness or serious injury 1 2 3 4
Medical attention and days off 2 3 4 5
First aid required 3 4 5 6

Severity: Is a measure of an injury, illness or disease occurring. When assessing severity, the most severe category that would be most reasonably expected to occur should be selected.
Likelihood: Is defined as the potential that an accident will happen that may cause injury or harm to a person. When making assessment of likelihood, you must establish which of the categories
most closely describes the probability of the hazardous incident occurring.

Legend:
1 and 2: Extreme risk, consider elimination of the activity. Otherwise determine controls that are reasonably practicable to minimise the risk.
3 and 4: Moderate risk; determine controls that are reasonably practicable to minimise the risk.
5 and 6: Low risk; manage by routine procedures.

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