Peninsula Pedallers Incorporated
(Reg No A 0020338T)
Risk Management Policy
1. Background
Peninsula Pedallers is an Incorporated Association whose affairs are controlled and managed by a Committee Of Management (the Committee) as provided under the Rules of the Association. Members of the Committee are elected by Peninsula Pedallers members at annual general meetings.
Following considerable investigation and debate, the Committee has determined that the Association should introduce a formal policy covering the management of risk in all of the activities carried out by Peninsula Pedallers. This document defines that policy and identifies risks and how they will be managed. The Committee determined at its July 2004 meeting that this policy become effective immediately.
All members of Peninsula Pedallers are responsible for managing risk in the activities they undertake with the association. The Management Committee is responsible for developing, implementing and the ongoing review of this policy. The Committee welcomes comments and suggestions on this policy.
2. Purpose
The purpose of this Risk Management Policy is to identify as far as is possible the range of risks Peninsula Pedallers faces in carrying out its activities, and to propose measures to minimise damage to the Association, its members and the public. This policy document is intended for the guidance of all members of Peninsula Pedallers. It is intended to be used in a common-sense fashion, recognising that the Association is an organisation managed by volunteers on behalf of all of its members.
3. Overview
Peninsula Pedallers was established to;
Peninsula Pedallers is active, and carries out all of the above activities. Its focus is on planning and running a program of bicycle rides for its members. Guests and potential members interested in learning more about the Association are welcome to participate in these rides. Peninsula Pedallers generally nominates a ride leader for each programmed ride.
4. Risk Identification and Treatment
Risks most likely to be encountered by Peninsula Pedallers fall into the following categories;
The following table details the risks likely to be encountered and the Association’s policy to manage them.
Category |
Risk Identification |
Risk Assessment |
Risk Management |
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|
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Probability |
Severity |
|
Legal |
Failing to renew Incorporation.
Failing to submit annual accounts.
General |
Low
Low |
Medium
Medium |
Secretary to maintain a diary of required actions and key dates, and table and report on this at AGM. Secretary to maintain a diary of required actions and key dates, and table at AGM. Treasurer to report at AGM Management Committee meets as required by Association rules, with minutes of the meetings properly recorded. Management Committee members remain familiar with, and ensure compliance with, the Association’s rules. Office Bearers be competent to carry out the duties of the positions they hold. Elections are conducted in accordance with the Association’s rules. |
Management & Operational |
Lack of Insurance
Duty of Care:
Holding bike maintenance classes / demonstrations |
Low to medium.
Medium
Low |
High
High
Low |
The Association has, and will maintain, a suitable insurance policy. A Risk Management policy has been developed and documented. It will be reviewed annually. Copies to be available to all members. Ride Leaders will be competent to lead rides. Ensure that Ride Leaders and participants are aware of their responsibilities including wearing of helmets and complying with the law. The Association’s Guide For Riders to be maintained and issued to all members. Ride Leaders to brief all participants before rides. Membership application and renewal forms to include a suitable waiver statement acknowledging the risks in cycling, accepting them and releasing the Association. Ride Leaders to assess risks associated with the ride - both before and during the ride, changing the route or any other aspect of the ride as necessary. Document ride details. All ride participants, including non members, must sign the Association’s “Conditions Of Participation” form. Ride Leader to arrange for a suitably competent rider to stay at the back of the riding group. Ride Leaders to report all accidents or incidents to the Committee using the attached form. The Committee to review operational risk issues at each management meeting. Members to exercise particular care when leading classes or demonstrations, stressing the need for expert maintenance where appropriate. |
Physical |
Damage suffered by a member or others, or to property, as a result of the Association’s activities. |
High |
Low to High |
Members to be encouraged to obtain their own personal accident insurance. |
Financial |
Loss of Income and/or cash flow difficulties
Impact of insurance excess in event of a claim. Misappropriation of Funds |
Low
Low
Low |
High
High
Medium |
Treasurer to maintain budget and cash flow predictions, and report to AGM. Aim to maintain or increase membership numbers. Work with Council and other bodies to maintain a high profile. Demonstrate community benefits such as better bicycle facilities and social rides. The Association’s insurance policy does not include any excess payments.
Financial transactions be recorded on an on-going basis throughout the year. Annual accounts be reported and distributed at the AGM All cheques require two signatories. Signatories are current Committee members. |
Peninsula Pedallers Incorporated
(Reg No A 0020338T)
Incident Report Form
Date of incident / accident:....................................Time of incident:....................................
Injured member / guest:.............................................................................Age:...................
Address:.........................................................................................................................
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Telephone: (Home).................................................(Work)..................................................
Location of incident:..........................................................................................................
Describe in full how incident occurred and what actions were taken.
(write down everything you can remember no matter how insignificant it may seem)
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Describe the injury in detail and indicate the body part(s) affected:
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Did any medically trained members (doctors, nurses) assist? Provide details.
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Ride leader:..........................................................................................................
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Witnesses (include name/address/telephone):.......................................................................
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Was an ambulance called?..........
Was the individual taken to hospital? ..............................What Hospital?............................
If no, did he/she refuse medical attention?............................................................................
Was the family notified?............................................Who?..................................................
On the back of this page or on a separate sheet, please document any observations or
comments regarding this incident you feel are important. The more information the
better.
Name:.................................................................Signature:..............................................
Position:.........................................................................................................................
Follow up notes:...............................................................................................................
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Contact made by:.........................................................................Date:...............................
Condition of member:.........................................................................................................
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