STANDARD OPERATING PROCEDURES - An integrated Catholic ... · STANDARD OPERATING PROCEDURES 2014 4...

2015-18

VERSION 1.0

Ki Tai Cultural Tours

Standard Operating Procedures

STANDARD OPERATING PROCEDURES 2014

2

TABLE OF CONTENTS:

i) Introduction ii) Scope iii) Responsibilities

1. Travel 1.1. Procedures for Vehicle Hirage 1.2. Vehicle Resources

1.2.1. Safety RAM’s 1.2.2. Route Descriptions

1.3. Driver Inspection Protocol 1.4. Vehicle Checks 1.5. Drive

1.5.1. Specific speed restrictions 1.5.2. Vehicle loading 1.5.3. Trailer use procedures 1.5.4. Safety equipment carried

1.6. Post Drive 1.7. Travel safety charts

1.7.1. Procedures for Vehicle breakdown 1.7.2. Procedures for vehicle accident (minimal) 1.7.3. Procedures for vehicle accident (serious) 1.7.4. Procedures for flat tyre

2. Canadian Waka

2.1. Waka Inspection 2.2. Waka Equipment

2.2.1. Safety Bucket 2.2.2. Charts 2.2.3. Radio

2.3. Procedures for Waka Trailer transportation 2.4. Procedures for Waka and gear Transportation

2.4.1. Vehicle operational requirements 2.4.2. Waka loading procedures

2.4.2.1. 2 Man Waka only 2.4.2.2. 6 Man Waka only 2.4.2.3. 2 Man and 6 Man waka

2.4.3. Speed restrictions 2.5. Waka unload and launch

2.5.1. Waka unload procedures 2.5.2. Waka gear loading procedures 2.5.3. Procedures for launching waka

2.6. Waka Recovery 2.6.1. Procedures for waka recovery

2.6.1.1. 2 Man Waka 2.6.1.2. 6 Man Waka


3

2.7. Post waka tour and trailer return 2.7.1. Trailer return and storage

3. Personnel Water Safety

3.1. Equipment issued 3.2. Water safety Briefing 3.3. Personnel clothing

4. Bush Walking/Hiking

4.1. Personnel equipment 4.1.1. Clothing 4.1.2. Backpack

4.2. Guide 4.2.1. Safety equipment 4.2.2. Radios

5. In the event of (i) Roles and Responsibilities of staff during an event

5.1. Drugs are found on personnel 5.2. Procedures for Injuries

5.2.1. Sprain 5.2.2. Hyperthermia 5.2.3. Hypothermia 5.2.4. Broken limb 5.2.5. Insect stings and bites 5.2.6. Seizures 5.2.7. Drowning

5.3. Procedures in case of Death


4

Introduction This list of SOC (Safe operating checks) and SOP (Safe operating procedures) detail the regular recurring work processes that are to be followed and conducted within Ki Tai. These SOC and SOP document the way activities within Ki Tai Ltd are to be performed to help maintain constant quality operating standards and also help to aid with the health and safety aspect, to help minimise accidents, injuries and death. They detail what employees such as (but not restricted to) Ki Tai guides, drivers and contractors are to follow to ensure the organisation and full outcome of a journey is successful and safe throughout. These SOPs will be reviewed constantly, investigated and reinforced by management. A hard copy will be readily available to all those individuals in the work areas included within the organisation.

Scope These guidelines apply to all safe operating procedures used for any tours or activities performed by or on behalf of Ki Tai employees, contractors or any other.

Responsibilities The Trip Director Ashley Patea has the responsibility of ensuring these Safe operating procedures are implemented and applied by all employees hired or contracted for the areas included in this book. Periodically reviewed by the Trip Coordinator Rawiri Mcleod and Safety Officer Te Riaki Hawira and revised where necessary. It is the employee’s responsibility that these procedures are implemented and applied in their area of work while and employee of Ki Tai Ltd. Ratio – To ensure all clients and staff are safe, the normal guideline ratio Ki Tai Cultural Tours Limited is

1:7 (1 guide to: seven clients). This is based on the use of a single 6 man Canadian canoe and a single

2 man Canadian canoe equalling seven clients. However, on occasions there may be a ratio of 1:11

(1 guide: 11 clients) if the skill level within the client group is up to the managing director’s safe

working standard where past experience and skill set can be used to appoint one or two persons

within their group to help guide willingly.


5

1. Travel

1.1. Procedures for Vehicle Hire

• Contact Harvey round motors 06 345 0233/Tranzit Whanganui 06 345 3370

• Request the vehicle needed for the trip and arrange the booking

• Arrange appropriate drivers for transport

• Vehicles collected and paperwork filed

• Drivers are to take note on the requirements of the vehicle return e.g. clean vehicle, full

tank, any damages to the vehicle etc.

1.2. Trip Resources

1.2.1. All drivers are to have the Safety RAM’s for travel with them at all times

1.2.2. Check to make sure the route to the destination is clear and known to the driver before

leaving.

1.3. Driver Inspection Protocol

• Driver selected must have correct license/s

• Passenger roll filled out

• Driver to be free from all drugs and alcohol

• Driver has to be educated about the area so they know where the local emergency

departments are e.g. Police, fire and ambulance, hospitals etc.

• Driver must have knowledge of the roads for transport

1.4. Vehicle Checks

• Check to ensure there is no damage in/on the vehicle. If there is take down a note and

report

• Check Registration and WOF are legal

• Check oil, water, brake and window washing fluids are at safe running levels. If they are not

at safe running level

• Check to ensure there is a spare tire and car jack in case of emergency

• Check all indicators, brake lights and headlights are working

• Tire pressure check and topped up

• Vehicle filled with correct gas

1.5. Drive

1.5.1. Without a trailer – Driver to go at speed not exceeding 100 kmph unless overtaking

With Trailer – Driver is to go at speeds not exceeding 90 kmph

1.5.2. Constant checks of gear loaded on the trailer


6

1.5.3. If there is a trailer being used, ensure all safety aspects are checked.

• Check the Registration and WOF are current and legal

• Check the trailer load has been safely tied down whether using strops or rope ensure

the tension is tight to assure nothing will fall off during the journey

• Check to ensure the tires are at the correct tire pressure

• Check to all lights and electronics are connected and working

• Ensure the trailer is linked to the towing vehicle correctly

• The link on the tow ball is secure and bolt has been screwed through the holes

• The chain has been shackled to the towing vehicle

1.5.4. Driver is to ensure that the correct safety equipment is being carried at all times

• Fire extinguisher

• Mobile phone

• Extra food and water

• First aid kit

• Water and oil

1.6. Procedures for Post Drive

• Vehicle cleaned and filled with gas

• Vehicle logbook kilometers travelled (only if company vehicle)

• Driver is to return the trailer to 54 Wembley place, Whanganui east, Whanganui unless

directed somewhere else and the vehicle is to be returned to the shop or the owner.

1.7. Travel safety charts

1.7.1. Procedures for vehicle breakdown

• Driver is to inform the director/Ki Tai base about the situation

• Report on the problem/type of breakdown

• Director is to arrange another vehicle and driver to be sent out

• Arrange the vehicle to be towed back to base and repaired

1.7.2. Procedures for vehicle accident (minimal)

• Driver is to notify the director/Ki Tai base of collision

• Director is to arrange another vehicle and driver to be sent out

• Driver is to take down any other party details and if able witness statements and details

• If needed for drivers reasons, get the police involved

• Director is to arrange for the vehicle to be towed back to base

• All clients to change into the new vehicle and driver are to continue journey.


7

1.7.3. Procedures for Vehicle accident (serious, injuries, death)

• Driver is to contact emergency services before contacting anyone else

• Request the support needed (ambulance, fire, police, helicopter)

• State the location and what is wrong (who is injured, accident type)

• If the driver is out of service range but has an EPIRB, then this must be deployed without hesitation

• Driver and guides are to keep everyone calm dish out water and food

• First aiders are to see to the injured

• Contact Ki Tai director

• Director is to send representative or make way out to the site him/herself and assess the situation

• If there is any other parties involved take down details

• Await emergency services

• Driver is to write up reports and director is to acquire witness statements from any witnesses if there are any

• Note: Continuation of trip could be cancelled

1.7.4. Procedures for flat tire

• Driver to change to spare tire

• Inform base of the delay


8

2. Canadian Waka – These checks and procedures are to be done before, during and after the trip to ensure the correct equipment and amount of equipment is ready for the journey and packed appropriately. Also the equipment has been checked so that no damage is present therefore the safety of all personnel is of the highest standard 2.1. Waka Inspection

• Check to ensure there is no damage on the hull of the waka

• Check to ensure there are no leaks in the ballast tanks

• Check that all seats are stable

2.2. Waka Equipment Checks

• Check to ensure that the correct amount of paddles is available and packed before the trip. 1paddle to each individual and 1 spare paddle for each waka

• Check to ensure the correct amount of Life jackets is available and packed before the trip. 1 life jacket to each individual

• Check each waka has at least one bailer

• Check that each guide has a rope available on their waka

• Ensure all waka have a buoyancy system if not then make sure there is an available empty barrel tied into waka in case of no buoyancy system

2.2.1. Check to ensure there is an emergency safety bucket in the head guides waka this includes

• First aid – To be carried by the Safety Officer. Trip Coordinator to be aware of its position as do other guides

• EPIRB Emergency Beacon

• Extra knife

2.2.2. Check to make sure the folder containing the safety charts/passes are present for the head guide:

• River chart

• Weather forecast

• DOC Passes

2.3. Procedures for Waka Trailer Transport

• Check that the Registration and WOF are current and legal

• Check to ensure the tires are at the correct tire pressure

• Check to make sure all the Electronics are working properly this includes the connection, indicators and brake lights

• Ensure the trailer is linked to the towing vehicle correctly

• The link on the tow ball is secure and bolt has been screwed through the holes

• The chain has been shackled to the towing vehicle

• The electronics connection link has been connected to the vehicle and all electrical work


9

2.4. Procedures for Waka and gear Transportation 2.4.1. Vehicle operational requirements

• Check the Vehicle towing the trailer has the correct load pull capacity

• Check the driver has legal license at least full class 1 license and has experience with towing a large trailer

• When the rack is on the trailer then the trailer is to be used only to tow waka/gear used for river trips. If it is being used for anything other than towing waka the rack must be removed.

• Correctly and safely tie/strap the gear down

2.4.2. Waka loading procedures CAUTION!!! : IF NOT DONE CORRECTLY THERE IS A HIGH CHANCE OF INJURY SO GUIDES ARE TO ENSURE EVERYONE AVAILABLE HELPS LOAD AND UNLOAD WAKA.

2.4.2.1. 2 man waka

• The waka are to be flipped upside down and placed on the rack working from the bottom tier to the top.

• Then the Braces are to be slid in between the racks and all waka are to be thoroughly checked to make sure they are tied down correctly and safely

2.4.2.2. Only 6 man waka

NOTE: All waka with seats are to be stacked at the bottom of the trailer

• The waka are flipped upside down and placed on the rack working from the bottom tier to the top tier

• When trailer is full then the braces are to be slid in between the racks

• All waka are then to be tied down securely so that there are no slips or movement 2.4.2.3. If there are both 2 Mans and 6 Man waka the 2 Man waka are always to go to the

top tier

2.4.3. Driver is to ensure while towing a trailer not to exceed 90 kmph

2.5. Procedures for Waka unload and launch

2.5.1. Waka Unload Procedures 2.5.1.1. All waka are unloaded from the bottom tier to the top, one side of the trailer and

then the other side

2.5.2. Waka Gear Loading procedures NOTE: There are no guidelines for waka gear loading as there are many reasons why the waka will not always be loaded one way these reasons include comfort and weight shifting.

2.5.3. Procedures for launching waka

• There should be no gear in the waka when launching

• For 2 Man waka – Waka are to be lifted to waters edge with the nose fully floating Then the gear is to be loaded

• For 6 Man waka - Waka are lifted and taken to the waters edge putting in the nose fully floating to the 3rd and 4th seats. The waka is then turned parallel to the bank and loaded from the front or where weight is to be distributed


10

2.6. Waka Recovery

2.6.1. Procedures for waka recovery Note: All guides are to familiarize themselves with the waka recovery techniques Ki Tai Cultural Tours are to be using when on the river. In case of an emergency including waka swamping, flipping crashing these guidelines should be followed:

2.6.1.1. 2 Man waka:

• An available Waka is to catch up/wait for the flipped waka. Personnel out of the flipped waka are reminded to hold their waka unless it is sinking

• Guide is to commence waka rescue procedure T – Rescue

• Guide is to make a T shape with the flipped waka. This means getting the front or back of the flipped waka directly pointing 90 degrees up against the middle of the rescuing waka

• The 2 paddlers closest to the flipped waka lift the nose of the flipped waka to break the seal and rest the nose on the upright waka. (While this is being done the other paddlers shift weight to counter the extra weight on the one side)

• The 2 paddlers then pull the waka up onto the upright waka as far as they can and attempt to flip it back upright

• When successful it is then slid back into the water. And the extra personnel are helped back in

2.6.1.2. 6 Man waka

NOTE: If there is a bank close enough to swim to then clients from the flipped waka must hold the vessel and altogether and swim it to the bank. If there is an extra waka and/or no close bank to the vessel are to attempt a T-rescue on the 6 Man waka. If there is gear loaded onto waka and T-rescue cannot be attempted then follow guidelines

• Safety waka is to maneuver so the the submerged waka is at 90 degrees to the safety waka

• Flip submerged waka upside down in the water

• Move the submerged waka toward the rear quarter of the safety waka still at 90 degrees

• Instructions to be given by steerer o Front 3 paddlers paddle and stabilize o Rear 2 people and steerer are to pull up the submerged 6 and break the

air seal

• While safety crew are pulling up the waka 2 members in the water are instructed to push the waka up

• 2 more crew members are to swim around the opposite side and pull the waka over the safety vessel

• When the vessel is up and most/all the water has drained out the waka is flipped and re-launched

• All personnel are helped back into the waka


11

2.7. Post waka tour and trailer return

• Logbook is to be filled out for distance travelled each waka should have an individual logbook

• Check to see if there is any maintenance that needs doing on any waka or any equipment.

• If there is maintenance to be done write a report on what needs done

• All maintenance is to be written down in the maintenance logbook

• Check equipment is numbered off and correct amount is checked off

• Ensure the maintenance has been kept on all the following. This includes

• Paddles

• Life jackets

• Bailers

• Throw bag

• Waka

• If there is any damaged equipment then maintenance person must be informed 2.7.1. Trailer and equipment is to be returned to

54 Wembley place, Whanganui east, Whanganui Unless directed elsewhere


12

3. Personnel water safety 3.1. Equipment issue and checks – This equipment is to help with water safety and is to be issued to all

personnel coming on a River trip with Ki Tai Cultural Tours. Every morning on the journey every person will be checked to make sure they have these with them before leaving.

• Check to ensure every person has been issued a paddle

• Guides are to ensure all paddlers have their life jacket before jumping in the waka if there life jackets are to be worn at all times when in or on the water

• Check to see everyone has the correct clothing and have been issued a barrel or dry bag

3.2. Head guide is to ensure the safety water briefing has been done at start of each journey This briefing includes:

• Life jacket rules and usage

• How to correctly wear a life jacket

• What to do when a waka comes to flip or swamp

• The 5 rules

• Close their mouth

• Hold the waka move to the back or away from walls, cliffs or gorges (Paddlers to be told if the waka isn’t staying afloat let it go)

• Hold their paddle

• Swim the waka to the closest bank

• How to float down the river safely

• Feet first and why

• Use of paddle

• Propulsion

• Strokes

• Safety signals

• Maintenance and looking after the equipment

• Looking after and respecting each other

• Guide responsibilities

• Directing safe routes

• Providing highest standards of safety

• Providing Emergency and safety equipment

• The use and how to use an EPIRB

• Provide first aid and first aid equipment

• Brief overview of the days plan ( This is to be done every morning)

• Rapid warnings

• Distance to be travelled

• Weather forecast NOTE: All guides are to know this layout of the briefing.

3.3. All guides are to ensure that the appropriate clothing is worn by personnel on a daily basis and all clothing worn is based around the weather for the day or personnel have extra gear easily accessible in case of change of weather. Also they are to make sure that when they’re on the water no gumboots are worn by anyone


13

4. Bush Walking/Hiking 4.1. Guides supervising groups going for walks/hikes are to ensure that all personnel are equipped with

the correct essential equipment for the amount of time they are going to spend in the bush or on the voyage. Therefore these checks are to be done before commencement

4.1.1. Clothing checks

• Check that all personnel are wearing the correct clothing for the day and have extras available in case of emergency or the weather does not go as expected

• Check that all personnel have the correct footwear 4.1.2. Check that every person has a backpack with the essentials including

• Drink Bottle

• Snacks

• Lunch

• Wet weather gear

4.2. Lead guide checks

• They know the area

• Have a machete/saw available

• Have a knife available

• Have a lighter in case of emergency 4.2.1. Ensure they have the proper safety equipment including

• An EPIRB emergency beacon

• Safety Rope

• Weather Chart

• First aid kit 4.2.2. Radios (If Available) – Are to be used for large groups

• VHF Radios – Head guide is to ensure if they are taking large groups that communication between the group is vital and should use the radios so that communication factor is there.

• Mountain Radio (If necessary/available) – If these radios are available to Ki Tai guides it is important that they are used.


14

5. In The Event of 5.1. Drugs are found on personnel

No!!! Drugs are accepted of any kind on any trips or tours to do with Ki Tai therefore:

• The Person who found the drugs on any individual is to inform a guide who is then to inform the head guide

• Head guide is to inform the persons overseer or group leader tell them drugs have been found on the individual and ask for permission to search for the drugs

• He/she along with the group leader is then to confront the individual and if drugs are found

• Head guide is to inform the boss (or) if they are not able to contact boss then :

• He/she is then to either give the individual a warning and dispose of the drugs

• Or the individual is removed from the trip/tour and state that this is a part of our terms and conditions

• Head guide is to then write a report on what has happened and why the outcome is what it is

5.2. Procedures to follow in case of incidents Note: If any incident is to occur during a tour a report is to be written up by the head guide as soon as they return to the office

(i) Roles and Responsibilities during an emergency situation

All staff: To prepare all clients for the emergency, also to explain how they may be able to assist in the situation Trip Co-ordinator: To act as a incident manager and is responsible for the overall handling and direction of the emergency procedure

• Take all steps neccesary to ensure the safety of all staff and clients while implementing the emergency management procedures

• Determine whether the use of external emergency procedures need to be implemented. Example: Evacuation via Helicopter, evacuation via jetboat

• Arrange for transfer of clients to safe area when safety is threatened by the emergency

• To work with emergency service personnel. (Example: Fire, Helicopter medic, police) Safety Officer: To act as the primary medical personnel in and out of all emergency situations and to delegate other first aiders to those needing medical attention

• Provide first aid or emergency treatment to those in need

• Communicate first aid and emergency treatment to emergency service personnel

• Assist as directed by the Trip Co-ordinator Guides: To act as group co-ordinators in emergency situations

• Take all steps deemed neccesary to ensure the safety of all individuals in implementation of emergency protocols

• Explain what the emergency protocols are for the emergency and what will take place

• Communicate between the trip co-ordinator and the group

• Ensure all client and staff are accounted for

• Apply first aid to those in need. Staff should be trained in first aid and CPR

• Assist as directed by the Trip Co-ordinator or Safety Officer


15

5.2.1. Signs and symptoms of a sprain or strain include

• Pain in the joint or muscles

• Swelling and bruising

• Difficulty moving the body part Procedure for sprain or strain

• Think R.I.C.E

• Rest: Rest the injured part until the pain settles

• Ice: Wrap an icepack or cold compress in a towel and place over the injured part immediately. Leave it applied for no longer than 20 minutes at a time four to eight times a day.

• Compression: Support the injured part with an elastic compression bandage for at least 2 days

• Elevation: Raise the injured part above heart level to decrease swelling

• Give the injured patient ibuprofen or an anti-inflammatory to reduce swelling

5.2.5. Signs and symptoms of Hyperthermia include

• Heat exhaustion

• Heat stroke

• Heat fatigue

• Heat stress Procedure for hyperthermia- If the victim is exhibiting signs of heat stroke,

assistant should be sought immediately

• Get the Victim out of the sun and into a cool place

• Get fluids into the victim (water and juice) not alcohol

• Get the victim to shower or bathe in cool water

• Tell the victim to lie down, keep fluids up, and rest

5.2.7. Signs and symptoms of Hypothermia include

• Excessive shivering seen

• As temperature decreases the pulse, breathing rate and blood pressure also decrease

• Discoloration of victim NOTE: If the victim is comatose or near death, the head guide is not to hesitate deploying the EPIRB for emergency personnel Procedures for hypothermia (If severe hypothermia)

• Contact the emergency services on 111 or Deploy EPIRB and await emergency personnel

• Check breathing and pulse

• Ensure to continue for at least a minute to make sure there is not even a faint pulse

• If no pulse can be found, commence CPR

• Once victim is conscious Remove wet clothing

• Give victim fluids but not alcohol

• Place blanket or thermal blanket on the victim to help increase body temperature

• Lead guide is to contact emergency service on 111 or Set off flare and await emergency personnel


16

Procedure for hypothermia (If minor hypothermia)

• Carefully check breathing and pulse

• Remove wet clothing

• Get warm fluids into the victim

• Place a blanket or thermal blanket (if available) on the victim to increase body heat

• Give victim food

5.2.5. Signs and symptoms of broken limbs or bones

• “SNAP” or grinding noise heard during injury

• There’s swelling, bruising or tenderness

• The injured part is difficult to move or hurts when moving, being touched or bearing weight

Procedure for Broken limbs

• Remove clothing from injured area

• Apply ice pack wrapped in a towel

• Keep the injured limb in the position you find it

• Place a simple splint on the broken area

• Contact emergency services on 111 or Deploy EPIRB emergency beacon await emergency services

• Keep the patient lying down and resting

• DO NOT! Wash the wound or try push in any part that’s sticking out

5.2.5. Insect stings and bites

Mild reaction

• Red bumps around affected area

• Itchiness

• Mild swelling Severe allergic reaction

• Swelling of the face and mouth

• Difficulty swallowing or speaking

• Tight chest, wheezing or difficulty breathing

• Dizziness or fainting Procedure for Insect bite reactions

• If stung and the stinger is visible, remove the stinger as quickly as possible by scraping the skin horizontally with the edge of your nail

• Wash the area with soap and water

• Apply ice or a cool wet cloth to the area to relieve pain and swelling If the allergic reaction is severe and life threatening, contact emergency services on 111 or deploy the EPIRB Head guide is then to write up an incident report


17

5.2.6. Signs and symptoms for seizures

• Unusual sensations or twitching before

• Uncontrollable muscle spasms

• Loss of consciousness Procedure for seizures

• Gently place the victim on the ground and remove all objects around the area

• Loosen any clothing around the victims head and neck

• Do not prevent to stop the victim from shaking

• Do not put anything in the victims mouth and do not force teeth open or apart it could cause injury

• Roll the victim onto their side and put them in recovery position if the victim vomits clear the mouth with your finger

• Do not give victim any drink

• Let the victim sleep after having a seizure Procedure for a serious seizure

• If a seizure lasts longer the 5 minutes or the victim is having multiple seizures then call medical professional, contact emergency services on 111 or if out of range then deploy EPIRB

• Head guide is to write up and incident report

5.2.7. Procedures in case of drowning

• Pull the victim out of the water

• If group is on the water the lead guide is to deploy the emergency beacon

• If group is on land and within range of emergency contact dial 111 and await emergency personnel

• Turn the drowning persons head to the side and allow any water to drain out of the nose and mouth

• Check to ensure the victims airways are clear

• Turn their head back to centre and begin mouth to mouth CPR

• Strongly breathe 4 times into the mouth of the injured person as you pinch his/her nose

• After the 4 breaths, put your ear near the mouth and watch the chest for any breathing movement

• Check individuals pulse for signs of life

• If needed proceed with CPR

• If victim comes too, watch the victim and await emergency service

• Head guide is to write up an incident report.

7.2. If there is any event of death 5.2.7. Procedures in the event of death

• Head guide is to contact emergency services on 111 if within communication services

• If the group is outside of communication services but has an EPIRB it is to be deployed

• If possible contact the Ki Tai Director and inform them of the situation and their position


18

• It is the first aiders responsibility to ensure everything is done to save the life/try and resuscitate the victim

• Head guide along with other guides are to ensure the group remain calm and together

• Await emergency service and personnel

• It is the head guides responsibility to write a full report along with statements of the incident

STANDARD OPERATING PROCEDURES - An integrated Catholic ... · STANDARD OPERATING PROCEDURES 2014 4...

Documents

Transcript of STANDARD OPERATING PROCEDURES - An integrated Catholic ... · STANDARD OPERATING PROCEDURES 2014 4...