NSW Boardrider Clubs Return to Sport COVID-19 …...2020/05/20 · Updated 20.5.20 Covid-19 return to sport strategy 2 CHECKLIST 1. CLUB MEMBERS UP TO DATE WITH COVID-19 RESTRICTIONS

NSW Boardrider Clubs

Return to Sport

COVID-19 MEASURES Updated 20.5.20

Covid-19 return to sport strategy 2

CHECKLIST

1. CLUB MEMBERS UP TO DATE WITH COVID-19 RESTRICTIONS AND GUIDELINES a. STAY 1.5M AWAY FROM EACH OTHER b. AN AREA OF 4M2 REQUIRED PER PERSON (MINIMUM 40M2 FOR 10 PEOPLE) c. ONLY 10 PEOPLE TO A GROUP AT ANY ONE TIME d. ARRIVE, SURF, LEAVE

2. STAFF/ VOLUNTEERS COMPLETE COVID-19 SHORT COURSE

3. COMMITTEE TO CREATE HEATDRAW AND SCHEDULE TO MINIMISE PEOPLE ON SITE 4. BRC’S COVID OPERATIONS AND RISK ASSESSMENT SUBMITTED TO COUNCIL 5. COMMUNICATION TO CLUB MEMBERS ON HOW THE COMP WILL RUN 6. LIMITED STAFF/ VOLUNTEERS AT BEACH 7. DESIGNATED SPECIFIC ROLES FOR STAFF/ VOLUNTEERS 8. COVID-19 SIGNAGE ON SITE 9. HAND SANITISER AT BEACH MARSHAL 10. WETSUIT BUCKET TO RINSE RASH SHIRTS

11. MEMBERS TO BRING THEIR OWN SUNSCREEN, HAT ETC 12. DISINFECT EQUIPMENT BEFORE AND AFTER COMP


Please see below an update letter from Sport NSW which outlines easy to read guidelines for Sport across the state



Overview: The purpose of this manual is to outline how NSW boardrider Clubs can “return to Sport” as at today. This document provides an outline to implement the safety and health measures in order to reboot your monthly club surfing rounds and competitions under regulations set by Federal, State and Local Public Health Authorities. Framework: Outdoor sport activities have been deemed safe to recommence with certain regulations in place (Subject to local councils’ approval) Definition: Competitions would need to take a detailed approach aligning with the public health orders to resume competition. This includes the social distancing rules, hygiene matters and consideration to number of personnel at the outdoor space of where the competition is taking place. Pre-competition measures (as dated from page 1 of this document):

• Reconnect with your local council to gain approval to resume

• The club committee team will be adhering to latest government restrictions.

• Liaise with all club stakeholders on restrictions and guidelines.

• Club committee to complete Covid-19 infection control short course via https://www.health.gov.au/resources/apps-and-tools/covid-19-infection-control-training

• Communication to all competitors and members on how the competition will take place and Surfing NSW recommended guidelines.

• Communication to all competitors and club members on updated Covid-19 situations and ways to travel and compete safely.

• Members helping with setting up, running and packing down must be well and healthy to do so. All members who feel unwell before the competition are not to compete or attend

• Anyone during the day or post competition who is not well is to alert the president as soon as possible.

• Committee to have pre competition briefs regarding Covid-19 and the restrictions in place. Must be able to recognise early symptoms of Covid-19.

• Minimal staff/volunteers onsite – Minimise people onsite and in the operations tents. Current regulation is 1 person per 4 square metres. (2 people MAX in a 3x3 tent)

• Go through the Covid risk management plan (below)

• Minimise or reduce car-pooling to get to the beach

https://www.health.gov.au/resources/apps-and-tools/covid-19-infection-control-training


How to run your club round and competition additional measures required:

• Ensure to run the day in a “Arrive, surf and leave” manner

• Limit access to club operations marquees - only those who need to be working/volunteer in the operations marquees at the time should have access. Current regulation is 1 person per 4 square metres. (2 people MAX in a 3x3 tent)

• Spreading of event personnel inside marquees – ensure 1.5m distance

• Each division will be designated a specific time slot that they are surfing each day to avoid all competitors at outdoor venue at one time.

• Competitors to arrive one heat prior to their heat. They must leave no longer than 20 minutes after their heat. This will be communicated pre event.

• Competitors must put their own rash shirts into a wetsuit bucket of water and detergent, rinse it out and hang them up at the Beach Marshal.

• If using tablets - Judges use one tablet instead of rotating around.

• If using paper – its encouraged that you tally yourself

• Judges and event personnel to sit 1.5m away from each other.

• Commentators use separate microphones.

• Hand sanitiser at the Beach Marshall.

• Minimal staff/ volunteers working the competition with designated jobs to minimise handling multiple items.

• NSW health signs put up in specific locations. (reminding good hand wash technique, social distancing) these are below and have been emailed to you separately.

• No planned functions or out of competition gatherings

• We recommend as at today to not do club BBQ’s

• Presentations should be done in groups of less than 10

• Competitors must provide their own sunscreen, wax and equipment.

• Consistent beach announcements on event regulations including social distancing rules and hygiene practices.

• Disinfect/ clean tablets, computers, hooter systems at the end of the competition. Post competition additional measures:

• Check in with all club members.

• Refer to Surfing NSW strategy if anyone reports back sick.

• Wash all rash shirts (if they’re going to be used again) throw away or recycle if we can.


Signage – this has been emailed in higher resolution also separate


NSW Boardriders Club Covid-19 risk management assessment for 2020 competitions.

SCENARIO That could present or be put in place if NSW Health messaging changes – this is predicated to happen at some stage (based on other countries experience/status)

• Cancellation of the event.

• Postponement to another date.

RISK ASSESSMENT COVID-19:

Risk No.

Risk Title and

Description

Risk Rating (without actions)

Controls in place Revised Rating (with measures)

Actions / Treatments

1.1 Hygiene standards Not having adequate hygiene standard that are aligned to NSW health recommended information leads

P O S S I B

M O D E R A

H I G H

• Hand sanitizer at Beach marshal and food stations

• Internal team briefings on current status of Covid-19 and spreading of disease.

• Rashie wash station

• Safety inductions and emails to include hygiene

U N L I K E

M O D E R A

M E D I U M

• Consult with contractors to add additional cleaning measures to their existing protocols FOH service area - type of cleaning products

Competition:

Target Risk Assessment: COVID-19 (Coronavirus).

Type of Work being performed/context: This risk assessment considers the commercial, organisational and public risks relating to the impact of Coronavirus associated with the running of monthly club competitions.

Completed by:


Risk No.

Risk Title and

Description


Controls in place Revised

Rating (with measures)


to risk of infection/spread.

L E

T E

• Food and catering briefings for dedicated staff member (includes hygiene)

L Y

T E

- additional wiping down of surfaces - adequate stocking of hygiene products

• Add recommended hygiene practices to the event guideline

• Source additional alcohol

based hand gel

• Include tissues and more

bins in areas that will

confine people

• Include inspections on

safety inspection checklist

– hygiene mechanisms are

maintained.

• Sperate microphones and

ipads for judges and

commentators.

• No shared food.

Individually plated and

packeted only


Risk No.

Risk Title and

Description





• Essential staff to be seated

1.5m from each other

1.2 Management of unwell staff/patron With flu-type symptoms

L I K E L Y

M A J O R

H I G H

• Incident management system (report) available

• Isolation first aid area available for [first aiders/contracted medical] to treat

• First aid/medical contractor operational plan in place (includes dealing with patient with flu-type symptoms)

• Staff member must go home.

M I N O E

P O S S I B L

E

M E D I UM

• Add information to induction and briefings to inform staff

• Add information to First aiders – steps to take

• Source additional alcohol-based hand gel products

• Ensure water safety are across NSW health regulations.

• Install signage at key locations: Beach Marshal, food station and near entrance/exit

1.3 Financial Loss Expectations & Insurance – cancellation/postponement

P O S S I B L E

MO D E R A T E

H I G H

• Public liability in place P O S S I B L E

MOD E R A T E

H I G H

• Review insurance policy to account for scenarios

• Review insurance coverage for contractors i.e. cancellation /postponement. PLI not applicable for event cancellation costs.


1.4 Stakeholder Expectations Stakeholder expectations fail to be managed appropriately (management of current Coronavirus) resulting in dissatisfaction or loss of stakeholder confidence.

UN L I K E L Y

MO D E R A T E

M E D I UM

• Consistent and clear communication maintained on current practices in managing Coronavirus

• Communication about event roles and responsibilities

• Custom communications to stakeholders affected by potential postponement/cancellation

R A R E L Y

MOD E R A T E

M E D I UM

• Pre prepared responses to be available for different scenarios i.e. full event cancellation, partial cancellation, postponement.

• Develop a guideline to describe [event] strategies and that links to SA health information

• Consistently review guideline and adjust to NSW health advice

• Distribution list to be created to provide guideline and updated information.

• Key stakeholders who need to be contacted. Manage relationships by postponing instead of cancelling.

1.5 Poor / Negative Media Coverage Accredited and unaccredited media provide poor and / or negative coverage

P O S S I B

M I N O R

M E D I UM

• Experienced PR team to manage media

• Accredited Media process in place

• Media briefings held prior to the event.

• Media briefings held during the event where required.

• Media Manager is available during event.

U N L I K E L

M I NO R

L OW

• Overarching messaging to be provided ASAP to go out – “[event] is prepared with most up to date information”.


of the event in relation to Coronavirus.

L E

• Media team prepared for social media response.

Y • Pre prepared responses to be available for different scenarios i.e. full event cancellation, partial cancellation, postponement.

• Develop a guideline to

describe [event] strategies

and that links to NSW

health information

• Consistently review guideline to NSW health advice

• Proceeding with event plans despite government recommendations of social isolation – perception of irresponsibility and carelessness of community welfare

1.6 Event Financial Management Impact of Coronavirus on the current financial planning and / or management resulting in budget

L I K E L Y

MO D E R A T E

H I G H

• Weekly reporting

• Budget based on previous year events, revised where applicable

• Review of non-refundable costs if cancellation

• Review of non-essential events that we run at a loss.

L I K E L Y

M I NO R

M E D I UM

• All additional resourcing to be detailed if related to additional health and safety measures for risk management of Coronavirus.

• Assessment against current NSW Health


over-run. Additional resources may be required for:

• First aid

provider

• Cleaning

provider

• Security

• Media response

information to be undertaken to determine the resource is sufficient.

• Reporting on the quality of extra resourcing to ensure it is effective.

• Contracts with providers – what payment is required if cancellation/postponement?

1.7 Timeline Preparation for the Coronavirus mitigation strategies for the event is not completed in time resulting in poor public perception and higher risk to health

UN L I K E L Y

M I N O R

L OW

• Clear responsibility for activities and timeframes

• Reporting to General managers and CEO SNSW

• Regular monitoring of the event Project plan

R A R E L Y

I N S I G N I F I C A N T

L OW

• Daily revisions of NSW Health recommendations & risk assessment updates

1.8 Sickness or requirement to isolate due to exposure Staff are not able to perform their

P O S S I B

MO D E R

H I G H

• Staff briefings

• Good WH&S culture

• HR policies in place

• Staff mentoring and monitoring

• Staff access to event first aid/medical facilities

U N L I K

MOD E R

M E D I UM

• Staff briefing of COVID-19 symptoms

• Event lead to regularly brief other staff on event – in case they’re unable to continue work on event


duties due to prolonged absence / sickness /exposure (14 day isolation recommendation)

L E

A T E

• Event project plan

E L Y

A T E

• Game plan in pace if we need to send staff home early. EG pay for days they don’t work etc.

2. POSTPONEMENT OF EVENT

Postponing event to latter half of year may clash with other events. A new events calendar has been made and discussed internally and

with external stakeholders to minimise clashes.

Risk No.

Risk Title and

Description


Controls in place Revised Rating (with measures)


2.1 Financial/contractual risk

P O S S I B L E

MO D E R A T E

H I G H

• Review of non-refundable costs

• Constant communications with stakeholders.

• Reviewing and negotiating of contracts

U N L I K E L Y

M I NO R

L OW

• Review contractual arrangements and insurances

2.2 Reputational risk Regular guests expect the event to be held at the same time every

P O S S I

M I N O R

M E D I

• Tailored communications to pre-booked talent

• BRC’s, Councils and sponsors awareness of postponement

U N L I

M I N O R

L OW

• Communications plan

• Direct contact to competitors and stakeholders, can reassure guests that event is


Risk No.

Risk Title and

Description





year. Talent already contacted.

B L E

UM

• Competitors given the option of a full refund.

K E L Y

postponed and new dates to be advised.

2.3 Event clash risk

AL MOST CE RT

AIN

INSIGNIFICANT

M E D I UM

• Evenly distribute events as best as we can in the back half of the year starting in August (TBC)

ALMOST

CERTAIN

INSIGNIFICANT

M E D I UM

• Review events calendar

2.1 Seasonal environmental factors August-December Risks related to different timeframe.

U N L I K E L Y

M I N O R

L OW

• Work Health and Safety management plan

• Safety inductions and briefings for staff

• Emergency response plan

• Extreme weather guideline

U N L I K E L Y

M I NO R

L OW

• Regular checking of forecast

• Equipment in a good standard

• Back up locations confirmed for the event.


2.2 Venue availability Will venues be available for postponed time?

U N L I K E L Y

MO D E R A T E

M E D I UM

• Events team liaising with councils, BRC’s and Stakeholders on new dates.

U N L I K E L Y

M I N O R

L OW

• Tentatively hold new dates at each location as soon as we can.

• Liaise with boardrider clubs around club rounds.

2.3 COVID-19 status does not improve in NSW/Australia The event and stakeholders would need confidence that the event could be undertaken at a later date (August- December)

P O S S I B L E

M A J O R

H I G H

• Back up dates discussed with all

stakeholders.

• Potential for competition to be moved to

January.

U N L I K E L Y

MO D E R A T E

ME D I UM

• Monitor NSW Health/ Australian Health Department information – for updates through coming period

• Communications plan – provision of regular updates to stakeholders


3. CANCELLATION OF EVENT

Risk

No.

Risk Title and

Description


Controls in place Residual Rating


3.1 Financial/contractual risk

P O S S I B L E

M A J O R

H I G H

• Strive for postponing not cancelling of events.

• Potentially run web series.

• Sell other assets to sponsors.

• Constant monitoring of World Health Organisation.

• Communication to stakeholders.

U N L I K E L Y

MO D E R A T E

M E D I UM

• Review contractual arrangements and insurances

3.2 Reputational risk U N L I K E L Y

M I N O R

L OW

• Tailored communications prepared

• Online web series to potentially replace the event.

R A R E L Y

IN SI

GN IF IC AN T

L OW

• Communications plan

• Direct contact from staff member.

• Monitor NSW Health/ Australian Health Department information – for updates through coming period – provision of confirmation of correct decision


Risk matrix

Almost Certain Will probably occur and could occur several times.

Likely High probability, likely to arise

Possible Reasonable Likelihood that it may arise

Unlikely Could occur at some time

Rarely Very Unlikely

Consequence Levels Table Catastrophic Permanent Damage; Death or Permanent disability; Financial cost of > $500,000

Major Event Shutdown; Long term illness or injury; Financial cost of $50,000 - $500, 000

Moderate Event Postposed; medical attention required; Financial Cost of $10,000 - $50,000

Minor Event Delayed; First Aid treatment; Financial cost of $1,000 - $10,000

Insignificant Minor Delays; No injuries; Financial cost of <$1,000

Likelihood

Co

nse

qu

ence

Almost Certain Likely Possible Unlikely Rarely

Catastrophic Extreme Extreme High High High

Major Extreme High High Medium Medium

Moderate High High High Medium Medium

Minor High Medium Medium Low Low

Insignificant Medium Medium Low Low Low


Score Generic impact

description Stakeholders Human Brand & reputation Finance Legal / Compliance

5

Catastrophic

Event or circumstance with potentially disastrous impact on business or significant material adverse impact on a key area

• Unsustainable loss / reduction in

competitor entries / retention

• Loss of a venue

• Serious / sustained problems reaching

a number of contracts KPI’s.

• Irreparable impact on relationship with

partners / competitors.

• Death or permanent disability

• Loss of critical number of key staff

impacting on skills, knowledge &

expertise

• Widespread / sustained staff

industrial action

• Competitors or Staff protest /

violence

• Irreparable damage to or

loss of brand / image

reputation

• Widespread / persistent /

sustained negative media

attention

• Huge financial loss

• Significant budget impact

(revenue shortfall or

expense over-run) with no

capacity to adjust within

existing budget / resources

• May attract material adverse

findings from external

regulators or auditors

• Serious breach of legislation /

contract with significant

prosecution / fines likely

• Future funding / approvals /

registration / licensing in

jeopardy

• Potential for litigation

including class actions

• Criminal or civil proceedings

initiated

4

Major

Critical event or circumstance that can be endured with proper management

• Major loss / reduction in competitors

and competitor retention

• Loss of a venue

• Major problems meeting contract KPI’s

• Major long-term damage to

partnership / collaboration

• Serious injury / harm, including

sexual assault and rape

• Dangerous near miss

• Long term loss of some key staff

resulting in skills / knowledge /

expertise deficits

• Threat / staff industrial action

• Sustained damage to brand /

image / reputation nationally

/ internationally

• Long term national or local

negative media coverage

• Major financial loss

• Requires significant

adjustment or cancellation

to approved / funded

projects / programs

• Major breach of contract /

Act / regulations / consent

conditions

• Expected to attract regulatory

attention

• Investigation, prosecution

and / or major fines possible

• Allegations of criminal /

unlawful conduct

3 Moderate

Significant event or circumstance that can be managed under normal circumstances

• Significant loss / reduction of

competitor entries

• Loss of a venue

• Significant problem meeting contract

KPI’s

• Significant but short term damage to

partnership

• Adverse impact on person’s health /

welfare

• Lost time or penalty notice due to

unsafe act / plant / equipment

• Short term loss of skills / knowledge

/ expertise

• Severe staff morale / increase in

workforce absentee rate

• Staff/ competitor dissatisfaction

• Significant but short term

damage to brand /

reputation

• Staff / stakeholder and / or

competitor concern

• Prominent local negative

media coverage

• Significant financial loss

• Impact may be reduced by

reallocating resources

• Breach of contract, Act,

regulation or consent

conditions Potential for

regulatory action

• Potential for allegations of

criminal / unlawful conduct

2

Minor

Event with consequences that can be readily absorbed but requires management effort to minimise the impact

• Short term reduction in competitor

entries

• Temporary problems meeting some

KPI’s

• Potential adverse impact on

person’s health / welfare

• Inappropriate behaviour

• Work place safety compromised

• Some loss of staff with tolerable loss

/ deficit in skills

• Dialogue required with industry

groups

• Some short term negative

media coverage

• Concern raised by staff/

stakeholders or competitors

• Some financial loss

• Requires monitoring &

possible corrective action

within existing resources

• Minor non compliances or

breaches of contract, Act,

regulations, consent

conditions

• May result in infringement

notice

1

Insignificant

Some loss but not material; existing controls and procedures should cope with event or circumstance

• Minor downturn in competitor entries • Minimal or no adverse impact on

person’s health / welfare

• Negligible skills or knowledge loss

• Minor / localised damage to

brand, image or reputation

• Unlikely to impact on budget

or funded activities

• Unlikely to result in adverse

regulatory response or action


Documents

NSW Boardrider Clubs Return to Sport COVID-19 …...2020/05/20 · Updated 20.5.20 Covid-19 return to sport strategy 2 CHECKLIST 1. CLUB MEMBERS UP TO DATE WITH COVID-19 RESTRICTIONS