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;

  1. Promote Cycling Generally ie. for recreation, competition and commuting.
  2. Promote safe cycling and organise a range of activities in these areas.
  3. Hold monthly meetings.
  4. Become a source of cycling information in the community generally.
  5. Hold bike maintenance classes / demonstrations.

 

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;

  1. Legal ‑ breaching legal obligations
  2. Management & Operational ‑ duty of care and management issues
  3. Physical ‑ injury or damage to persons and or property
  4. Financial ‑ loss of assets of the organisation

 

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

 

 

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:
Ride Leaders or other members of the Association being accused of failing to act with a 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:.........................................................................................................................
....................................................................................................................................
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)
....................................................................................................................................
....................................................................................................................................
....................................................................................................................................
....................................................................................................................................
....................................................................................................................................
....................................................................................................................................
....................................................................................................................................
Describe the injury in detail and indicate the body part(s) affected:
....................................................................................................................................
....................................................................................................................................
Did any medically trained members (doctors, nurses) assist? Provide details.
....................................................................................................................................
...............................................................................................................................
Ride leader:..........................................................................................................
....................................................................................................................................
Witnesses (include name/address/telephone):.......................................................................
....................................................................................................................................
....................................................................................................................................
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:...............................................................................................................
....................................................................................................................................
....................................................................................................................................
Contact made by:.........................................................................Date:...............................
Condition of member:.........................................................................................................
....................................................................................................................................
....................................................................................................................................
....................................................................................................................................