Safety Management System

August 2022

When paddling with the Yakity Yak Kayak Club, safety is of utmost importance.

For this reason, we have a Safety Management System (SMS) that is effective and transparent.

1. Safety Management System

1. Yakity Yak Kayak Club Trust has an SMS to assist with keeping members safe through following best practices in the management of outdoor club adventures.
2. We will maintain a strong commitment to the prevention of serious harm, continual improvement of our safety management system, and monitor safety outcomes.
3. Leaders will be involved in establishing safety objectives and implementing safety policies and controls.
4. The SMS must be reviewed and approved annually and whenever there is a significant change.

2. Members, Leaders.

1. All Members must comply with the requirements of the safety management system
2. Safety will be discussed regularly at club meetings with any feedback shared with the Chair and/or the administration person if they are not present.
3. Leaders must be inducted into the SMS before they may take responsibility for others in activities and receive ongoing training relating to the safe delivery of activities.
4. Leaders must have and hold a current first aid certificate.

3. Safety Terms and Member/Leader Declaration

In any adventure activity, there is an element of risk involved. Risks in undertaking this activity include drowning, illness because of adverse weather conditions, water damage to personal belongings, and contact with wildlife.

The Leaders and Board of the Yakity Yak Kayak Club Trust take all practicable steps to identify and minimise potential dangers. However, you must follow our instructions and always have available your own safety equipment.

Adults accompanying any person under the age of 18 must ensure the underage person follows our instructions at all times. You must release or indemnify the Yakity Yak Kayak Club Trust and its Board and Leaders against any liability we incur to anyone else, resulting from your failure to follow our instructions or the failure of any person accompanying you under the age of 18 to follow our instructions.

We reserve the right to withdraw any person who in our opinion is likely to endanger themselves or others. We also reserve the right to cancel the trip if we become concerned for any reason for your safety or that of any other person.

WARNING: Under New Zealand law it is extremely unlikely that you will be able to sue anyone if you are injured. In Addition, New Zealand’s accident compensation scheme provides only limited assistance to visitors to New Zealand who are injured. We strongly recommend that all visitors to New Zealand have full insurance covering any injury they might suffer, including medical treatment cover, before undertaking this activity. EXCLUSIONS: To the extent permitted by law, all our liability for damage to your property, disruption to travel plans, or mental injury is excluded.

Please ensure the leader of your trip is informed of any relevant medical conditions or other information they will need to know to include you safely in this activity. For example asthma, allergies, heart conditions, epilepsy, or pregnancy.

4. Hazard Management

The ongoing use of the Leaders handbook, a Trip Management Plan (TMP) and the Take five Checklist before departure on the day, along with a reliable Check in Person are the backbone of our safety management system.

1. We will systematically identify hazards and assess them for significance.
2. Any new hazards should be added to the Trip Management Plan. (TMP)
3. Any Generic Hazards will be added to the Leaders Handbook and discussed with Leaders.
4. All practicable steps will be taken in relation to significant hazards to:

1. Eliminate the hazard, or
2. Isolate the hazard, and/or
3. Minimise the likelihood that the hazard will cause harm.

5. Yakity Yak will operate in an environment free from impairment from drugs and alcohol while in charge of a kayak.

5. Trip Management Plans (TMPs) and Leaders Handbook

1. Each activity must have a Trip Management Plan, approved by the board.
2. The Yakity Yak Handbook forms part of every TMP
3. Each TMP must specify the communications procedures and equipment to be carried out for the activity.
4. Each TMP must specify the appropriate conditions for carrying out the activity, and that the activity must not proceed unless the conditions are appropriate.
5. All TMPs and the Handbook will be reviewed by the board.

6. Carrying out trips

1. All requirements of the SMS must be met before an activity can proceed.
2. A leader leading a trip must have the required competence for the trip or be supervised by someone who does have the competence.
3. Leader competence must be verified through an appropriate assessment or verification process. Board Approval.
4. No activity will proceed without a Leader.
5. Leaders must continually identify and manage hazards during each activity.
6. Leaders have the power to halt any trip if a hazard threatens safety.
7. Members must receive clear instructions before the activity starts. (Talk over TMP and complete a Take Five check.)

7. Emergency preparedness and response plans

1. We have plans in place to prepare for and respond to emergencies.
2. All leaders understand the emergency response plans that relate to the activities they are involved in.
3. Emergency response plans will be discussed with members prior to departure (TMP).
4. Emergency response plans will be reviewed and tested annually and after incidents.
5. All members will have immediate access to their own suitable first aid kit.
6. Members will have access to someone with an appropriate and current (less than two-year-old) first aid qualification, however, it is recommended that all members have current First Aid Training.
7. An emergency contact list will be available to all leaders.

8. Incident, Accident, and complaint procedures.

1. Incidents and accidents and complaints will be investigated and reviewed by the Board to identify improvements to the SMS.
2. These will be handled swiftly, with interested parties kept informed of the process and outcome.