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2016 New Zealand and South Island Secondary School Mountain Bike Championships.

Risk Management Plan

Risk Management Plan RMP 1 New Zealand and South Island Secondary School Mountain Bike Championships

Locations: Dunedin, New Zealand Dates: 01 October 2016 - 02 October 2016

Completed by: Chris Arbuckle (for Mountain Biking Otago Inc.) Date Reviewed: 01 August 2016 Next Review Date: 01 October 2016

Other Relevant Documents: Rider Entry (Declaration) forms MTBNZ Code of Conduct for Mountain Bike NZ Licence Holders MTBNZ Downhill Protective Equipment Guidelines MTBNZ Mountain Bike Race Regulations as per UCI Cycling NZ/MTBNZ Event Guidelines Cycling NZ /MTBNZ Event Service Agreement Cycling NZ Emergency Response Form Cycling NZ Incident Form Cycling NZ Equipment/Gear Log Cycling NZ Child Protection Policy Cycling NZ and MTBNZ Contacts for Cups/Nationals 2015 Red Cross Injury/Treatment Report

Activity Hazard Risk (H-M-L)

Control Measures (either in place or required)

Further Action Required

Ref No

Description By When

Person Responsible

ON THE BIKE 1 Rider Injury while on race Accident/Injury occurs while riders are M Riders to wear safety gear according to NZSSMTB Prior to event Club Commissaire

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course on course practice or racing

Race Booklet compulsory protection gear.

Marshals carrying radios/flags/whistles and vests have “Marshall and Radio Protocol”. To be briefed by commissaries prior to all practice and racing. Emergency Response Staff on site

1. Provision of trained medical staff, 3 x Medics (one minimum will be an Advanced Paramedic)

2. 1 x First Response 4WD vehicle with full Ambulance equipment and specialist extrication equipment for retrieval of patients in difficult locations

3. 1kg dry powder fire extinguishers in all vehicles 4. 1 x Base-station tents/gazebo to assess/treat

the walking wounded, monitor or lie ill/injured patients while waiting for ambulance response (critical patients are kept within the vehicle)

5. 2 x Trail-motorcycles for access in to more difficult locations

6. Own internal communication network that links into normal VHF radios that are used at events as well as cell phones

7. All injuries are recorded and moderate/serious causalities receive Patient Assessment Forms to aid further professional care. Red Cross monitor and record safety equipment worn from those injured and have information for suspected concussion

8. A post-course report on injuries and safety recommendations is sent to the organisers.

Commissaire to check and approve course prior to start of practice and racing. Modifications, if needed to be carried out prior to racing.

and during event

Red Cross

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Opportunity for riders to pre-walk DH or XC courses on day prior to practice and the opportunity to practice course prior to racing.

2 Lack of awareness by other users, including public of the tracks being used for events

Walking, running or riding onto course while practice or racing taking place, causing danger to participants.

L Venue clearly sign posted during event.

Signs erected at key road intersections if required on the day of the event.

Local media notified including radio/newspapers

Prior and during event

Club Commissaire and Race Director / Event REO

3 Riders going off track Riders going off track during events, resulting in injury or going missing

L A lead rider and sweeper provide to accompany riders

Race numbers issued to all participant and recorded while racing on route

Marshals in place at intersections or danger areas.

If rider missing Chief Commissaire to identify riders last sighting

Inform Police and if required begin search, Dial 111

During event

Race Director / Event REO and Marshals

4 Riders unaware of other venue facility users

Riders going into areas they are not allowed or not realising they may need to share the facilities/resources

L Thorough race briefing to all riders making them aware of other land users during event

Race briefing Race Director / Event REO

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Vehicles In Traffic – on route to or at venue Stolen Vehicle

L Check vehicle before use. Personal awareness of other road users.

Awareness of the Road Code and defensive driving techniques.

Drivers to have appropriate drivers licence and authority to drive rental vehicles.

Wear seatbelts at all times and lights on at all times.

Follow Traffic Management plans if relevant to event, provided by club.

Follow club’s Risk Management plans if relevant to event.

Prior and during event

Race Director / Event REO All personnel

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Losing keys

Ensure vehicles locked when not in use. Do not leave any items visible in car.

Keys kept on lanyard by driver.

6 Death/Fatality Death/fatality of rider or BikeNZ management

L If death occurs the Emergency Response it to ring NZ Police and Emergency Services

After accident Race Director / Event REO

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OFF THE BIKE 1 Event Village Event Village area not suitable for

Competitors Commissaries, event teams, riders or spectators

L Club is made aware of requirements well in advance from Event Guidelines and Event Service agreement.

MBO race Director encouraged to contact NZSSSC Event Manager with concerns as soon as known, so solutions can be found

Team Entries encouraged to be in early and notified of limited sites

Before and during event

Club Commissaire and Race Director / Event REO

2 Insufficient marshals Insufficient resources to marshal course safely

L Club and Host Organiser are made aware of requirements well in advance from Event Guidelines and Event Service agreement.

Clubs asked to provide approx. 5x marshals/vols for DH and 3x marshals/vols for XC events

Host Club Coordinator encouraged to contact BikeNZ Event Manager with concerns as soon as known, so solutions can be found

Before and during event

Club Commissaire and Race Director / Event REO

3 Abusive behaviour Abusive behaviour direct towards marshals or race officials by riders or public

L If unruly rider Chief Commissaire to speak to about conduct and if continues withdraw rider from event.

If situation escalates contact Police, dial 111

Include expected rider conduct in briefings

As required Club Commissaire

4 Spectator/Staff Injury at Event

Accident/Injury/Illness/Hypo or Hyperthermia/Sunburn/ Dehydration

L

Professional First Aid Providers contracted by BikeNZ for entire series

Drinking water to be provided by club

Prior to event and during event

Race Director / Event REO

5 Course changes Course changes or direction not implemented as planned

L

Event Manager and Chief Commissaire to liaise with Host Club Coordinator to ensure changes are implemented.

Prior to and during event

Commissaire, Race Director / Event REO

6 Bad weather Bad weather potentially putting riders at risk during event

M Weather forecast monitored in lead up to event.

Participants advised to prepare for all conditions and

Prior to event During event

Commissaire, Race Director / Event REO or

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have adequate food/water/sunscreen and clothing.

H Race Director / Event REO to inform Track builder/course setter to have considered ‘Wet options’ in planning and be able to action if possible.

Shelter areas identified at the event.

In event of weather conditions deteriorating, making riding on course too dangerous for riders/organisers then Event Manager/Chief Commissaire Race Director / Event REO.

Decision will be agreed to by all stakeholders, if to proceed/delay/postpone or cancel.

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Fire Events being held in forests could lead to accidental fires by riders/spectators/volunteers/staff

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Event participants/marshals/spectators are told it is a non-smoking event

Marshals briefed to ensure spectators do not smoke

Fire extinguishers available, Red Cross Aid base

Club to also provide fire extinguisher

If landowner requests club to provide Fire truck on standby, then club will need to supply

Club to ensure mown grass in parking areas for event

Club to be affiliated to BikeNZ, MTBNZ to ensure fire insurance

Immediate Action if there is a fire:

Announce over PA system and Radios

111 called and notified of location

Landowner immediately informed by Club Coordinator

Event Organisers to ensure all riders, staff and marshals are accounted for

Prior to event During Event

Host Club Coordinator

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Damage to Venue Events being held in forests on private land could result in damage by riders/spectators

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Riders are briefed to stay on official tracks only and be respectful of recent plantings and native areas.

Route to be approved by club and landowners

Sufficient rubbish bins for waste disposal are provide by club

Marshals in place and briefed on ‘sensitive/danger’ areas and to maintain a strictly no smoking area.

Prior to and during event

Race Director / Event REO

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Management, Evaluation & Monitoring

Management, budget and monitoring of event not in place

L NZSSSC will hold overall responsibility & accountability for the management and monitoring of the NZMTB Champs..

NZSSSC and MBO Team will have lead role in the administration/budgeting/reporting of the event.

Prior, during and after events

NZSSSC Management Race Director / Event REO

10 Rider, Clubs, school Communication

Lack of communication between Commissaire, Club Coordinators or riders creating poor events and moral.

L Ensure everyone understands the communication processes, agrees and cooperates

Regular catch up meetings with to Host Club Coordinators and Event Manager

Regular accurate and timely updates to relevant people

Media plan in place by BikeNZ

On-going through event lead up, during event and at end of each

Management, Commissaire, Race Director / Event REO

11 Land owner dissatisfaction Land owner dissatisfied with event planning resulting in lack of co-operation

L Host Club coordinator to liaise regularly with landowner to ensure needs are understood and met

Host Club Coordinator encouraged to contact BikeNZ Event Manager with concerns as soon as known, so solutions can be found

Prior to, during and post event

Race Director / Event REO

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12 Security Public area anyone can walk into the area where activities are taking place. Riders/Staff possessions could be stolen. Equipment left behind.

L Management to be vigilant on who is around the event village site and if they are appropriate.

Ensure there is a Gear/Equipment Log

Ensure adequate insurance is in place in case of lost equipment.

Ongoing throughout event

At own risk

13 Inappropriate conduct Inappropriate conduct by management or riders that could bring Schools or MTBO into disrepute

L Management to lead by example with suitable behaviour.

Need to set clear expectations at rider briefing on behaviour standards.

Inappropriate use of social media not to be tolerated.

No drinking of alcohol, use of drugs, by staff/riders while at events

Ongoing throughout event

Race Director / Event REO, Participants

Risk Management Notes to accompany RAMS Form Risk management is a clear, documented process to identify risk, set an acceptable level for risk and take steps to minimise risk.

The purpose of this Risk Management Plan is primary ensure participants have as safe experiences as possible. A plan is required by BikeNZ in order to ensure that adequate safety standards are met for team management, staff, contractors, clubs, volunteers, parents, coaches and riders.

The Eight Steps to Risk Management 1. Identify the session and stakeholders 2. Identify the risks and their likely causes 3. Identify controls for each risk 4. Perform a risk analysis

5. Evaluate the risks 6. Write a risk management plan 7. Implement and communicate the risk management plan 8. Monitor and review

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1. Identify Stakeholders These are the people impacted upon by your events:

Riders, coaches, parents and staff

Clubs

Spectators and general public

Local community

Sponsors

Local authorities

Venue/facility owners

2. Identify the Risks - ‘what can go wrong and how can it happen’ Link this step to the people you have identified above and then ask the questions:

What is the probability of the identified risk causing harm?

What legal obligations could we risk breaching?

Once you have a list of risks work out what might cause these risks to happen. Consider who holds responsibility for identifying specific risks at your session.

3. Identify control measures for each risk: Hierarchy of controls;

Once the hazards are identified, you need to decide whether to continue with the activity.

If you are to continue, then you need to manage each hazard. The law requires you to manage or mitigate (to make less severe) each hazard using a hierarchy of controls. This means that you need to consider in order whether you can:

1. Eliminate the hazard.

2. Isolate the hazard.

3. Minimise the hazard.

Eliminating all hazards in the outdoors is unlikely and would often defeat the purpose of the activity anyway. For example, would Mountain Biking be the same if there was no risk at all?

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Often you need to step down your controls from elimination to isolation or to minimisation, e.g. it may be difficult to totally eliminate the possibility of a cyclist having their feet slip off a pedal, you will minimise the hazard if you make sure the cyclist is wearing appropriate footwear ie closed toe shoes and you give clear instructions on the best pedal technique during the session.

Whilst the hazard still exists, the probability of this hazard causing harm is minimised. These control or management measures will normally be entered alongside the identified hazards on a risk management form.

However, if the hazards are too great for you to manage at an acceptable level, you need to: abandon or change the programme, or transfer the risk by contracting a more skilled or appropriately qualified coach/instructor.

4. Perform a Risk Analysis; You’ve identified the risks and how to manage them, now you need to work out how likely the risks are to become reality and the likely impact if they did.

What risk management is in place? How often does/will each incident happen?

What would the outcome be if the risk happened?

5. Evaluate the risks.

Likelihood of Risk; This is not an exact science and can change depending upon changes in weather, environmental conditions etc. etc. Almost Certain – the risk has a 90%+ likelihood of happening Likely – the risk incident has a 70-89% likelihood of occurrence Moderate – the risk incident has a 30-69% likelihood of happening Unlikely – the risk has a 5-29% likelihood of happening Rare – the risk has less than a 5% likelihood of happening

Impact of Risk; Extreme – Death, brain/spinal injuries, serious organ damage, permanent disability, emergency medical assistance, hospital for 6+ weeks. HIgh – Fractures, crush injuries, serious facial injuries, recovery of 6+ weeks, emergency medical assistance, hospital care. Moderate – Dislocation/simple fractures of ribs/limbs, medical assistance on site/at hospital/at GP, participant does not continue event, recovery of 1-6 wks. Low – Contusions, sprains, lacerations, minor first aid, and participant continues event, less than 1 week’s recovery. Insignificant – Bruises, grazes, participant continues event, no recovery time or medical assistance.

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Overall Risk Level Use the above risk matrix to determine the overall level of risk for each risk. Plot the likelihood and the risk impact and identify where they intersect.

Red = critical risk Orange = high risk

Yellow = moderate risk Green = low risk

If there are a high proportion of critical risk levels, then revisit your controls and re-assess to see if there are other ways to minimise risk.

6. Risk Management Plan (written) should now be complete.

Almost Certain

Likely

Moderate

Unlikely

Rare

Extre

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Hig

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Modera

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Low

Insig

nific

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IMPACT

LIK

EL

IHO

OD

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7. Implement and Communicate the Risk Management Plan; The greater the information and awareness of risks involved in a session; then the greater the likelihood that those risks will be minimised. Communicate clearly – particularly with those that you have given roles of responsibility too. All participants should be made aware of risks involved in the session.

8. Monitor and Review The Risk analysis is open to change: – changes in weather, environment, the profile of participants etc. can all have an impact on the levels of risk. Stay on top of the context of the session and adapt plans accordingly. Monitor and follow up your session reviewing any incidents, speaking to participants, speaking to key personnel in order to improve the risk management of future sessions.

All RMPs should be reviewed, in any case, every six months.

Signature of Risk Management Plan Assessor / Club Host

Print Name: Chris Arbuckle (for Mountain Biking Otago Inc.) Signed: Date: 01 August 2016

Signature of Chief Commissaire for Mountain Biking Otago Inc.) Print Name: James Crawford Signed: Date: 01 October 2016