RISK MANAGEMENT PLAN
Date 25 January, 2004
TABLE OF CONTENTS
The purpose of this document it to detail the Risk Management Plan (RMP) of the Hanoverian Horse Society of Australia Inc.
The RMP describes the key risks to the Society that have been identified as well as the strategies for managing or mitigating those risks.
The key categories of risks that will be addressed within this RMP are:
- Horse Event Safety – Risks to Horses, Riders/Handlers and Spectators
- Non-Horse Related Event.
- Financial Risks
- Information Loss or Corruption
- Physical Asset Security
This category of risk refers to all risks associated with the conduct of a Hanoverian Society event that involves the showing, classification, foal sighting or other horse related activity. It does not refer to the conduct of an event of which the Hanoverian Society is a sponsor but is not the event organizer.
Risks to consider at a horse event include risks to horses, riders/handlers and spectators.
Horse safety takes precedence over considerations of classification, sighting, performance testing or competition.
A technical delegate (TD) will be appointed for each event. The technical delegate has overall responsibility, on behalf of the Society, for the safe conduct of an event. The technical delegate is to conduct an audit of the physical event venue prior to the commencement of an event to ensure that the venue complies with the requirements of this RMP.
The technical delegate has the authority to cancel the event or to prohibit the participation of any horse, rider or handler should they not comply with the minimum safety requirements as detailed in this RMP. Event participants or their connections may lodge a complaint with the Society Complaints Review Committee should they believe they have received unfair treatment.
The technical delegate is to prepare a report to the Society of their facilities audit or any action taken against individuals or horses.
Riders and participants at HHSA events are responsible for their own safety and the safety of the horses in their care.
All participants in a HHSA event (riders and handlers), or their guardian should they be under the age of 18 years, are required to complete a waiver (refer Appendix A). This waiver is to acknowledge the risks associated with horse events and to require the participant to comply with instructions from officials at any event.
HHSA members are able to complete the waiver annually.
Ridden events include performance testing, displays and ridden competitions. Horse and rider equipment and clothing for any ridden event must comply with the EFA rules for the equivalent official EFA event.
Equipment and clothing for riding clinics are to be guided by the EFA rules. Additional training equipment may be used with the agreement of the trainer and the technical delegate. Riders clothing, including boots and helmets, must comply with the EFA minimum safety requirements. White/cream jodhpurs and jackets are not required. Clothing must, however, be suitable for the purpose.
All horses (except foals) must be able to be led and controlled in a bridle or halter. Equipment must be in good condition and appropriate for the type and age of horse being presented as well as the activity being undertaken.
A dressage whip or crop may be carried. Lungeing whips may be used when horses are being free run.
When handling horses footwear must be worn that provides protection to the top of the foot should it be stepped on by a horse. The sole of the footwear should provide be appropriate for the conditions and the event. Handlers in lead classes are not required to wear a helmet.
Clothing worn by handlers must also be appropriate for the event. Skirts and dresses are not recommended under any circumstances as they can inhibit movement, thereby impacting safety.
The technical delegate has the right to request participants change equipment or clothing should the TD consider it unsafe for the event and conditions.
The event venue may be a public equestrian facility or may be the premises of an individual member. The manager or owner of any venue is responsible for ensuring that the venue complies with the requirements of this RMP.
The technical delegate has the responsibility to conduct a risk assessment of all venues prior to the commencement of an event.
- The ground surface must be in good condition and free of obstructions such as holes, rocks, water troughs and other obstructions.
- The fencing of the competition area must be appropriate for the event being undertaken
- The competition area must be an appropriate size for the number of participants
- Any jumps or other equipment must be in good repair and safe condition
- The holding/practice area for competitors must be free from ground obstructions and appropriate for the number of competitors.
1. The designated spectator area ground surface must be free from obstructions as with the competition area (above).
2. All spectator traffic areas must be clear and safe
3. Any viewing structures must be in good condition and well maintained
4. Spectators must be separated from horses by an appropriate barrier. Should a physical barrier not be available marshals are required to direct spectators away from horse traffic areas.
1. Vehicles are to be parked in a designated vehicle parking area
2. The designated vehicle parking area should allow safe access for horses to horse traffic areas
3. The vehicle parking area must be suitable for its purpose. Where appropriate horse transport parking should be separated from spectator parking.
4. There must be a suitable area for the loading and unloading of horses.
- In consideration of the nature of the activity and the likelihood and consequences of a horse escaping from the premise perimeter fencing is required or such other measures that will discourage horses from attempting to jump out of, or otherwise escape from , the premises.
- Alternatives to perimeter fencing include internal fencing or operational procedures that staff and participants comply with.
- In the absence of fencing the TD must be satisfied that the operational procedures are appropriate to the risk presented.
1. Consideration should be given to the appropriate protection required for horses, participants and spectators from weather conditions.
2. Wherever possible shade should be available at the event venue for spectators. This need not provide full shade protection while spectating.
3. Water for horses must be available at all event venues. This may be in the form of a dam, river or creek (as long as there is suitable access), trough or a tap. It is not required to provide buckets.
4. Water or other beverages must be available for spectators, participants and officials. These can be available for purchase. A source of water fit for human consumption satisfies this requirement.
5. Should there be specific environmental hazards associated with the event venue participants should be notified of these hazards prior to the event. For example, biting insects, likelihood of extreme hot or cold weather.
Events and meetings conducted by HHSA are subject to the following:
1. The coordinator of the event or meeting is responsible for ensuring that exits are available in the event of fire.
2. All floors are to be free of obstructions.
3. Electrical cables should be taped to the floor should tripping be an identified risk.
- All payments to be made by cheque except for:
- show prize money – Show prizemoney may be drawn as a single cheque with payments to individual class winners in cash.
- Petty cash – a petty cash float is to be maintained by the secretary. Payments of less than XXXX for which the Society does not have an account with a supplier, can be paid from petty cash.
- All payment to be supported by documentation from the supplier or where this is not available the payment is to be documented by the Treasurer in a form suitable for providing a level of confidence that the payment is legitimate Society business.
- All payments from Society funds are to be approved by the Committee
- All use of merchandise stock, other than sale, or prizes is to be approved by the Committee.
1. Receipt to be raised for all payments
2. HHSA rep at event to carry receipt book and issue receipt if payment accepted.
Annual stocktake, by someone independent of the person holding the assets. Ideally this would be undertaken by 2 people who are independent of the executive committee, who are the holders of the majority of assets.