TITLE DATE Discover Sailing Club Implementation Plan 2013 Part 7. Risk Management & Member Protection July 2013

Implementation Plan 2013 You should now be hearing sound – if not check your audio and ensure you are in slideshow (full-screen) mode This is Glen Stanaway, Sport Services Manager at Yachting Australia This presentation is the 7 th of 11 in the Discover Sailing Club Implementation Plan

The Monthly Topics Feb(1)Program Introduction & Purpose (2)Planning & Prioritising MarThe gemba Report AprilTackers Sailability MayDiscover Sailing Days Discover Sailing Hosts JuneDiscover Sailing Experiences & Courses JulySafety, Risk Management & Member Protection AugThe Sailing Pathway SeptCrewing OctClub Promotion NovMeasuring Results DecSummary & Future Plan

Club Risk Management Safety is Yachting Australias first priority.

Club Risk Management To assist clubs and centres to: Reduce the risk of injury Provide a safe environment Minimise liability

Club Risk Management We have a duty of care to look after our participants. The law requires it!

Club Risk Management What is risk management? What do you currently do to manage risk?

Who Should Be Involved It must have leadership and commitment from the top.

Implementing the Process

Communication

Risk Identification How do we identify risks?

Risk Identification The YA template includes a pre-populated risk register. On-Water Off-Water Environment Club/Centre Sailing Operations

Risk Identification Identify the risks Categorise them Develop the controls

Risk Analysis Rating LIKELIHOOD SCALE The potential for problems to occur in a year AALMOST CERTAIN: Will probably occur, could occur several times per year BLIKELY: High probability, likely to arise once per year CPOSSIBLE: Reasonable likelihood that it may arise over a five-year period DUNLIKELY: Plausible, could occur over a five to ten year period ERARE: Very unlikely but not impossible, once in 100 years

Risk Analysis Rating SEVERITY SCALE In terms of the objectives of the organisation ACATASTROPHIC: One or more fatalities. B MAJOR: Permanent disabling injury. Vessels lost or damaged beyond repair. C MODERATE: Serious reversible injury requiring medical treatment and rehabilitation. Vessels unable to complete series, race or passage. D MINOR: Reversible temporary illness/injury requiring medical treatment. Damage to equipment that requires repair before being operable. ENEGLIGIBLE: Minor injuries possibly requiring first aid. Minor damage to equipment.

Risk Impact

1 Extreme risks that are likely to arise and have potentially serious consequences requiring urgent attention 2 Major risks that are likely to arise and have potentially serious consequences requiring urgent attention or investigation 3 Medium risks that are likely to arise or have serious consequences requiring attention 4Minor risks and low consequences that may be managed by routine procedures Key

Risk Evaluation Which risks to treat immediately? Which risks are tolerable?

Risk Treatment Extreme risks must be treated and controlled

Risk – Monitor and Control Risk management is a continuous process Has something changed? What can we learn from an incident or emergency?

Incident Management Plan Accidents can happen… Make a plan! This plan is usually called an: Incident Management Plan (IMP), or Emergency Management Plan (EMP)

Incident Management Plan Normal topics for inclusion in an Incident Management Plan: Terms of Reference Organisational Chart Responsibilities Protocols and Procedures Review and Debriefs Incident Severity Crisis Management Centre Facility maps Key Contacts

Incident Management Plan The plan needs to be maintained and shared

Incident Management Plan Terms of Reference The purpose of the plan The parameters What is an incident? Who it applies to?

Incident Management Plan Organisational Chart

Incident Management Plan Outline of Responsibilities Expectations and parameters for each role Incident Management Team Duties Detail the duties and responsibilities of the team Communication Protocols How will communications be handled? Use of mobile phones, radio channels When should family or authorities be contacted? Social media?

Incident Review Review incidents How it was handled? Feedback from people involved Reassess the Incident Management Plan Report to the state Maritime Safety Authority Report to your MYA and YA

Club Risk Management What can you do now? Check your current Risk Management policy Conduct a risk identification site walk Review any emergency procedures currently in place Speak to your State Association if you need help Find the experts in your organisation Get support from the leadership in your club/centre

Club Risk Management 1.Think about it… act on it… plan for it 2.You have a duty… it is your responsibility 3.Your state association… Government Sport & Rec… even within your Members… can all help

Member Protection Policy YAs commitment to: 1.Fairness 2.Equity 3.Diversity. …to protect rights and responsibilities …agreed and endorsed by the states

Member Protection Policy The purpose of the Policy…. 1.Set behavioural expectations 2.Outline peoples rights 3.Describe disciplinary procedures

Who does this apply to? Boards and Committees Employees Sailing Team personnel The Sailing Team Coaches, instructors Race Officials Application of the Policy

Within Clubs, Centres and Classes If the RRS apply, this does not

Responsibilities YAs responsibilities… Implementation and promotion Model behavioural standards Dealing with complaints Enforcing penalties Using trained people Reviewing the Policy

Responsibilities Individuals responsibilities… Being aware of expectations Working with Children checks Prioritising the welfare of juniors Being accountable Follow the complaints procedures Complying with any directions

The Policy makes ten position statements addressing: 1.Child Protection 2.Taking Images of Children 3.Anti-Discrimination / Harassment 4.Sexual Relationships 5.Pregnancy Policy Position Statements

The Policy makes ten position statements addressing: 6.Gender Identity 7.Alcohol 8.Smoking 9.Cyber Bullying/Safety 10.Social Networking Websites

Complaints Procedures The complaints procedure… 1.Simple 2.Procedurally fair 3.Confidential Other legislations can still apply

Improper Complaints The complaints procedure… Has integrity Is free of victimisation. Malicious complaints = possible disciplinary action.

Complaints Procedures Can a complaint be resolved… Try to reach agreement by discussion Try to reach agreement by mediation

Complaints Procedures It can go to a Tribunal if: It is referred The serious nature There is a breach of the Policy Tribunal decisions can be appealed. But not the decision of the Appeal Tribunal.

Member Protection Breaches Breaches of the Policy include… Bringing the sport into disrepute Failing to look after the welfare of children Discrimination, harassment, bullying Victimisation Sexually inappropriate relationships Verbal or physical abuse Disclosing privileged information Making untrue complaints

Disciplinary Measures Disciplinary options must be... Consistent with contractual and employment rules Fair and reasonable Based on evidence and the seriousness of the breach Determined in accordance with the rules and policies of the sport

Discipline - Individuals An individual may be subject to… Direction to apologise Counselling, or a warning Withdrawal of awards Demotion, suspension Termination of engagement Deregistration as a coach, instructor or race official A fine if appropriate

Discipline - Organisations A club, class or centre… A warning or fine Withdrawal of privileges Any funding support be withdrawn Cessation of sanctioning of events Termination of registration

Disciplinary Measures Depending on… The seriousness Contrition Consequences Any prior warnings or disciplinary action Practicality of enforcement Mitigating circumstances

The purpose of the Policy…. 1.Set behavioural expectations 2.Outline peoples rights 3.Describe disciplinary procedures Member Protection Policy

1.Think about it… recognise values 2.You have a duty… it is your responsibility 3.Your state association… Government Sport & Rec… even within your Members… can all help

Further Information Your State Association Yachting Australia website

The Monthly Topics Feb(1)Program Introduction & Purpose (2)Planning & Prioritising MarThe gemba Report AprilTackers Sailability MayDiscover Sailing Days Discover Sailing Hosts JuneDiscover Sailing Experiences & Courses JulySafety, Risk Management & Member Protection AugThe Sailing Pathway SeptCrewing OctClub Promotion NovMeasuring Results DecSummary & Future Plan