OPERATING PROCEDURES MANUAL SOPs 2015.pdfThis procedures manual provides information about the running of RYA Training Activities at Fishguard Bay Yacht Club. As a RYA Training Centre,

OPERATING PROCEDURES

MANUAL FOR RYA TRAINING ACTIVITES

REVISED JULY 2015

Fishguard Bay Yacht Club Operating Procedures _________________________________________________________________________________

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Contents Page 1. INTRODUCTION 2 2. POLICY STATEMENTS 3

a. General safety policy statement b. Fishguard Bay Yacht Club Safety Policy Statement c. Child Protection Policy Statement

3. OPERATIONS AFLOAT 5 a. General Procedures And Information

(1) Person with Overall Responsibility for Safety (2) Operating Areas (3) Radio Communication

b. RYA Training Activities 9 (1) Dinghy Training

(2) Powerboat Training 10

d. Safety Boat Operations 11 (1) Club Safety Boats (2) Compliance with Harbour Regulations (3) Authorised Safety Boat Coxswains

4. OPERATIONS ASHORE 12

a. Quayside area b. Removal of boats from racks c. Wet weather activities

5. OPERATIONS REVIEW 12 6. TRAINING OF VOLUNTEERS 13 7. FIRST AID AND MEDICAL EMERGENCY TREATMENT 13

8. EMERGENCY INCIDENT PLAN 13 a. Preparation b. Managing the Incident APPENDIX A: CHILD PROTECTION POLICY – VOLUNTEER GUIDELINES 15 APPENDIX B: JOINING INSTRUCTIONS 16 APPENDIX C: SAFETY BOAT BRIEFING 17 APPENDIX D: JUNIOR MEDICAL CONSENT 23 APPENDIX E: INCIDENT / ACCIDENT FORM 24 APPENDIX F: NEAR MISS RECORD 26 APPENDIX G: EMERGENCY INCIDENT LOG 28 APPENDIX H: EMERGENCY ACTION PLAN 30


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1. INTRODUCTION This procedures manual provides information about the running of RYA Training Activities at Fishguard Bay Yacht Club. As a RYA Training Centre, we are part of the RYA and can fully utilise all available RYA services and advice from employment law to planning and child protection. RYA recognition means that our customers know that the centre has passed the high standards of the annual inspection, including safety checks. The Operating Procedures Manual is designed as a reference source to assist those involved in running training activities. It focuses on organisation, risk management, safety and emergency procedures and explains how the risks are to be managed. It should be read by all instructors, coaches and volunteers involved in running RYA Training Activities at the Club. The key personnel involved with RYA Training Activities are: Principal – Trevor Morris Senior Instructor – Matthew Pritchard Club Secretary – Gail Strawbridge Child Protection Officer – Jo Hewitt


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1. POLICY STATEMENTS

a. General Safety Policy Statement Safety is our first priority for all involved with Junior Sailing at FBYC. We aim to comply fully with both the spirit and the letter of relevant legislation, including the Health and Safety at Work Act 1974. We do this by following best practice in managing the risks to be as low as reasonably practicable. b. Fishguard Bay Yacht Club Safety Policy Statement Members and visitors are reminded that sailing and all activities on water are always potentially hazardous. There is an obligation to act at all times in a manner that will not endanger you, fellow club members, the general public or the rescue services that may be called to assist you. Please pay close attention to all safety warnings and instructions given to you by others and officers of the club. It ought not to be necessary to add that practical jokes, horseplay and other childish or thoughtless behaviour can easily lead to accidents causing serious injury or death, which might expose you to criminal liability and civil claims for compensation. Bear in mind that the club will not be liable for your actions if you cause injury to another through your negligence. The most important thing to realize is that you must take primary responsibility for your own safety and the safety of those around you. If you are in any doubt at all about the safety of any club activity in which you are taking part you should immediately seek guidance from a club officer, instructor or experienced member. c. Child Protection Policy Statement As defined in the Children Act 1989, for the purposes of this policy anyone under the age of 18 should be considered as a child. The policy also applies to vulnerable adults. It is the policy of FBYC Junior Sailing to safeguard children and young people taking part in boating from physical, sexual or emotional harm. FBYC Junior Sailing will take all reasonable steps to ensure that, through appropriate procedures and training, children participating in activities do so in a safe environment. We recognise that the safety and welfare of the child is paramount and that all children, whatever their age, gender, disability, culture, ethnic origin, colour, religion or belief, social status or sexual identity, have a right to protection from abuse. FBYC Junior Sailing actively seeks to:

Create a safe and welcoming environment, both on and off the water, where children can have fun and develop their skills and confidence.

Recognise that safeguarding children is the responsibility of everyone, not just those who work with children.

Ensure that club organised training and events are run to the highest possible safety standards.

Be prepared to review its ways of working to incorporate best practice.


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We will:

Treat all children with respect and celebrate their achievements.

Carefully recruit and select all instructor and helpers.

Respond swiftly and appropriately to all complaints and concerns about poor practice or suspected or actual child abuse.

This policy relates to all instructors and helpers working under the Junior Sailing umbrella at FBYC. It will be kept under periodic review. All relevant concerns, allegations, complaints and their outcome should be notified to the club’s Child Protection Officer, who is Jo Hewitt - contact [email protected] 07534282190. Any concerns or allegations will be dealt with in line with the All Wales Child Protection

Procedures 2008 as well as the RYA guidelines. Appendix A - CHILD PROTECTION POLICY – VOLUNTEER GUIDELINES

mailto:[email protected]


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2. OPERATIONS AFLOAT

a. General Procedures and Information

(1) Person with overall Responsibility for Safety During any training activity, responsibility will lie with the Senior Instructor. (2) Operating Areas Training will normally take place within Fishguard Bay/Cardigan Bay (Fig 1.), and launching is carried out from the Outer slip. If weather conditions are not favourable for sailing in the Bay, sessions may be held within the inner harbour. Launching may take place from the Inner Slip when conditions are not favourable for outside launching (Fig 2.). When deciding where to operate, the following should be considered:

Weather conditions and forecast

The ability of the pupils

Other activities taking place, such as jet-skis, rowing

Instructors must know the area in which the Stena Line Ferry operates and the arrival and departure times. Current arrival time is 1215, departure time is 1430. If there is any change to this, the Stena Line office should be contacted to ascertain the altered sailing times on 08705755755.

Fig 1. Beginners Group - Sailing area outer boundary

FBYC

Fishguard Harbour Beginners sailing area boundary – South of Northern Breakwater to Needle Rock line

FBYC


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Fig 2. Beginners Inner Sailing Area and Position of Outer and Inner Launching Slips

Fig 3. Advanced Group Sailing Area

FBYC

Outer slip

Inner slip

Beginners Group - Inner Sailing Area

Fishguard Harbour (Outer Harbour) Operating area for Advanced Dinghy Group – South of Northern Breakwater to Caravan Park

FBYC


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Fig 4. Dinghy Racing Area

Fig. 5 Ferry Operations Area

FBYC

Fishguard Bay Dinghy Racing Area South of Northern Breakwater to Dinas Head

Ferry Route

Yellow ‘No Planing’ Buoy

FBYC

Ferry Operations Area Group leaders must be aware of sailing times and set sailing areas accordingly

1000 metres (approx)


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Fig 6. RYA Powerboat operations outer-limits

(3) Radio Communication When activities are taking place on the harbour, the instructors/coaches afloat will carry VHF radios for communication between themselves. Contact during sailing activities will be maintained with the shore via VHF operated by a person nominated as Beachmaster. The Club’s operating frequency is Channel 72. Where possible, instructors, safety crew and the Beachmaster should also have mobile phones as a back-up in case of radio failure. Radios are kept in the radio box in the foyer on their chargers and are to be returned there after use. Any faults are to be made known to the person in charge or the committee member who has responsibility for maintenance. There is a maintenance reporting book behind the bar.


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b. RYA Training Activities (1) Dinghy Training Definition of RYA Training Activities When tuition is taking place according to an RYA syllabus, with RYA qualified instructors running the activity, this is deemed to be RYA Training Activities. Syllabus to be used When RYA Training Activities are taking place, the appropriate syllabus and techniques as detailed in the relevant RYA logbooks and handbooks will be used. Juniors will follow a Course Programme through the training season. On joining the course, participants will be sent information regarding the structure and times of sessions, instructions and recommendations for clothing. Applicants for courses must be confident in the water and be able to swim a minimum of 25 metres. See APPENDIX B – JOINING INSTRUCTIONS Supervision The Senior Instructor is the Safety Supervisor. For Training Centre activities, a Senior Instructor shall be present when training is taking place. This may be delegated to a qualified Dinghy Instructor if there are unavoidable circumstances which prevent the SI from attending. This will be for no longer than a single morning or afternoon session. Instructor Ratios The RYA stipulates the following ratios: Crewed dinghies 3:1 for beginners with instructor on board Maximum 9:1 but not more than 6 boats per instructor Single handed dinghies 6:1 (applies only whilst the boats are used as single handers) RYA recommendations for safety boats are : Dinghies (single handed or crewed) Up to 6 dinghies - 1 safety boat

7 to 15 dinghies - 2 safety boats More than 15 dinghies - 3 or more safety boats

Monitoring Numbers Afloat An attendance list will be drawn up and participants will sign in before the activity commences. This list is kept in the Clubhouse. A tally system is kept, with participants tallying out at the end of each session. The number of boats in use is also recorded. While participants are afloat, the list is kept by the Beachmaster. Launch and Recovery The Senior Instructor will decide which slipway is to be used depending on conditions (see Fig 2.) Care should be taken when launching on the slipways, as they can be very slippery at times.


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A minimum of one shore helper to be present to supervise children and to monitor boats being launched. All participants must wear buoyancy aids when on the water. Safety boats must in position before sailors launch and should not be stood down until all sailors and boats are ashore.

(2) Powerboat Training Supervision The Powerboat Instructor is the Safety Supervisor. Definition of RYA Training Activities All powerboat training is carried out as RYA training. Syllabus to be used The appropriate syllabus and techniques as detailed in the relevant RYA logbooks and handbooks will be used. Instructor Ratios

For Level 1 and Level 2 training, a ratio of 3 pupils per instructor should be used.

For Safety Boat training, a ratio of 3:1 or 6:1 using 2 boats.

Powerboat tuition will only be available to persons above the age of 12

Launch and Recovery

Safety boats are normally kept on the water but may need to be launched and recovered, usually from the outside slip, but may take place on the inner slip if weather and sea conditions require it. Sufficient numbers of people are required to control the boat and avoid untoward incidents.

Care should be taken on the slipways, as they can become slippery from time to time. Operating Area

Powerboat activities will not operate beyond a 3 mile radius of Lower Town Harbour when engaged in RYA regulated activites. (See Fig. 6). Within the 3 mile radius, some areas are further limited by ferry activities. The ferry-port area and channel can be used for powerboat training, but must not interfere with ferry operations. Instructors must be aware of ferry arrival and sailing times when planning training activities. Arrival c. 1200 – 1230hrs. Depart c. 1430 – 1530hrs

This is also a no-anchoring zone


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c. Safety Boat Operations (1) Club Safety Boats The following safety boats are available for instruction and provision of safety cover for activities.

Club R.I.B – 4.5m Ribcraft 50hp 4 stroke

Jenneau – Rigiflex 3.6m 15hp 4 stroke

A roster for safety boat cover for training sessions is compiled at the beginning of the training season.

All operators of safety boats must be familiar with the operating instructions for each boat (kept in the Sailing Cupboard).

Killcords must be used at all times, and a bag containing safety equipment must be taken afloat each time.

Boat keys, bags and killcords are kept in the Sailing Cupboard. The key for the Tender Shed where oars and fuel are kept is also in the Sailing Cupboard.

(2) Compliance with Harbour Regulations All boats should be driven with regard to the Harbour regulations – in particular:

The 8 knot speed limit

Keep wash and disturbance to other harbour users to a minimum.

Safety boats are allowed to break the speed limit only when attending an incident.

(3) Authorised Safety Boat Coxswains

For operations on the harbour, each safety boat shall have, in addition to the Instructor, at least one crew. One qualified person in the boat must be over 16yrs of age.

Each safety boat coxswain must be experienced in the type of craft and be qualified to RYA Safety Boat level. Crew will ideally hold RYA Level 1 Powerboat or above but otherwise be deemed as ‘competent by the person in charge of the vessel.

When not directly engaged in Safety Boat duties powerboats can be helmed by persons holding RYA Level 1 or above. The helm must be given over to a Safety Boat qualified helm when the vessel is re-engaged in safety boat duties.

At least one crew member shall be competent in VHF radio procedure.

Powerboats will be inspected before use by the qualified person allocated the vessel, in order to confirm they are in a safe and sea-worthy condition and are carrying appropriate and useable safety equipment.

It is the responsibility of all FBYC safety boat drivers to inspect the boat’s hull, engine and equipment before a session. All issues must be logged on the


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appropriate form and unusable or unsafe equipment must be clearly labelled as ‘unusable’ by that person. ‘Do not use‘ labels are located in the sailing cupboard along with damage logging sheets. Powerboats that have a safety issue must not be used until repairs have been carried out.

See Appendix C - SAFETY BOAT BRIEFING

4. OPERATIONS ASHORE a. Quayside area The quay has unprotected walls and the area can be busy with road traffic and pedestrians. It is a public roadway so there must be an awareness of traffic and the turning area must not be completely obstructed by boats. Dangers ashore will be included in information for parents, and also in the first session’s safety briefing. b. Removal of boats from racks Care must be taken when lifting boats off and returning them to the racks. Juniors must be supervised, and able-bodied parents will be encouraged to assist with this. A minimum of two people to help get each boat off the rack is required. c. Wet weather activities The Club has limited space in the clubhouse for wet weather activities. The far entrance can be used for sailors wearing wet clothing, but where possible only dry clothing should be worn in the function room area and at all times in the games room and bar. d. Shore training Teaching sessions are held in the function room, and practical demonstrations may be held on the quay. 5. OPERATIONS REVIEW At the end of each season, there will be a meeting between the Principal, the Chief Instructors and others involved in the organisation of training activities to review the season and plan for the future. A feedback form will be distributed to course participants.


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6. TRAINING OF VOLUNTEERS There will be annual training and refresher sessions available to safety boat crews and other helpers involved in the administration of the sailing programme. 7. FIRST AID AND MEDICAL EMERGENCY TREATMENT A First Aid box is held in the kitchen and a list of qualified First Aiders will be on display. All safety boats have a small first aid kit in their grab bags. For RYA training all safety boat drivers should have a valid First Aid Certificate. An Accident/Incident Log and Near Miss forms are kept with the First Aid box. All accidents and near misses should be recorded. Serious accidents, which require professional medical assistance, must be reported on the Emergency Incident Log. Once forms are completed they should be locked away in a designated folder in the Sailing Cupboard. These will be reviewed regularly by the Senior Instructor and the team, with appropriate action taken.

The Junior Medical Consent Form, which all parents/guardians must sign, gives permission for club volunteers to administer first aid to a child, and to take the child to hospital in the event of an emergency. The declaration must be taken to the hospital, so that hospital staff are aware that consent can be given for hospital treatment. See -Appendix D - JUNIOR MEDICAL CONSENT FORM Appendix E - INCIDENT/ACCIDENT REPORT FORM Appendix F - NEAR MISS RECORD AND INVESTIGATION

8. EMERGENCY INCIDENT PLAN

a. Preparation If a major incident occurs at the Club, it is essential that a pre-prepared plan of action is available. Therefore this incident plan has been drawn up, based on experience at other Training Centres, to help manage events.


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b. Managing The Incident

Occurrence Action Notes

Emergency call comes in Inform Safety Supervisor

Start incident log. Log detailed information: Location Incident Casualty information

All details and communications should be logged, with times to the nearest minute, with as much detail as possible. An incident log is attached as Appendix G to this manual.

Consider best location from which to coordinate incident.

Consider lead Coach/Instructor going to incident via RIB.

Consider all resources available. FBYC boats in area, other boats/resources known to be present.

Call emergency services if required. Lifeboat Coastguard Ambulance Police Fire Brigade

Inform all management onsite (Flag Officers/Secretary etc)

Delegate tasks Tasks include:

Communications with resources at incident

Maintaining log

Informing members/students

Talking to emergency services

Set up incident room in Club

Assess risks Prioritise action

Communications from incident location

All logged to nearest minute.

Arrange evacuation as required – consider mode of evacuation and location.

Emergency services can advise, given nature of casualty.

Casualty evacuated Make sure members/students are aware of the outcome.

Inform Commodore, or in his absence another Flag Officer, of the incident and outcome.

Consider RYA

See APPENDIX G - EMERGENCY INCIDENT LOG APPENDIX H - EMERGENCY ACTION PLAN


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APPENDIX A

FISHGUARD BAY YACHT CLUB

CHILD PROTECTION POLICY – VOLUNTEER GUIDELINES

This summary is designed to help those club volunteers who, through sail training programmes or rescue boat duties for instance, are likely to be working with children. Good practice guidelines

Design training programmes and activities that are within the ability of the individual child.

Do not spend excessive amounts of time alone with children away from others.

With children whose parents you do not personally know, think before:

o Taking children alone in a car on journeys.

o Taking children to your home.

Do not engage in rough, physical or sexually provocative games, including horseplay.

Do not allow children to use inappropriate language unchallenged.

Do not make sexually suggestive comments to a child, even in fun.

Respect the privacy of children when they are getting changed in or out of sailing gear or showering.

Do not do things of a personal nature that children can do for themselves.

Do not let allegations a child makes go unchallenged or unrecorded; always act.

Refer to the RYA Child Protection Policy/ All Wales Child Protection Procedures 2008, for more detailed information.


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APPENDIX B


JUNIOR SAILING JOINING INSTRUCTIONS

To: ………………………………………………………………………………. Welcome to FBYC Junior Sailing Programme. We hope that you will enjoy your time at the club while learning to sail in a safe environment. Our Senior Instructor is Matthew Pritchard, who will be present at all training sessions. He will be assisted by Trevor Morris who is also the Principal of the Sailing Programme. Our Shore Supervisor is Gill Chilton. There will be other people involved as shore helpers and safety boat crew, and we hope that your parents will become actively involved in helping as well. Our first session will be held on ………………………………………………….. at …………………..pm. It will finish at approximately ……………..pm. Parents are asked to stay for the first session so they can see the procedures involved in setting up the boats and de-rigging at the end of the evening. You will be given a list of the session dates and times for the rest of the season. Sailors are expected to arrive on time, be kitted out and start to prepare your boat.

On arrival, you must sign in on the Register kept in the club foyer. Equipment List Essential Properly fitting Buoyancy Aid to meet current BS/European standard. Waterproof top. Warm clothes. Change of clothes. Trainers. Recommended Dinghy sailing wet suit. Dinghy sailing boots. Sailing gloves Hat


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We expect our sailors to abide by the following rules:

Do’s On arrival sign in. Bring a change of clothing. Report to Instructor. Follow instructions at all times. Assist in recovery of boats. Assist in derigging of boats. Changing rooms and showers to be kept clean and tidy. Don’ts Do not leave club premises until training sessions are completed. No wet clothes/footwear to be worn in clubhouse. No messing about at water’s edge ie stone throwing & unauthorised swimming. No bad language

----------------------------------------------------------

If you have any questions, please do not hesitate to contact us: Secretary - Gail Strawbridge 01348 872089 / 07964429653 Senior Instructor - Matthew Pritchard 01348 875014 Sailing Principal – Trevor Morris 01348 873581


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APPENDIX C

FISHGUARD BAY YACHT CLUB SAFETY BOAT BRIEFING

Guidelines for safety boat crews during dinghy training sessions Crews should also be familiar with the club’s standard operating procedures for safety boats Responsibilities before the session:

1. Personal equipment

Every crew member must wear personal buoyancy when afloat.

At least one crew member on each RIB should be equipped and prepared to enter the water should a safety situation require such action.

2. Safety boat and equipment check

When equipping the boats at the start of a session the crew must check them over for seaworthiness and safety equipment.

The Kill Cord is probably the most important single piece of safety equipment in a RIB.

NEVER try to operate the boat without the kill cord attached to the driver’s body (round the leg is often the best attachment point)

The safety boat should carry specific safety equipment, including fully functioning VHF (Channel 72) and a spare kill-cord. It is the crews’ responsibility to check this at the start of every session.

A full checklist is displayed in the sailing locker to help you.

Adequate fuel must be carried for the session.

3. Attend Safety briefing

Briefing to be made by instructor in charge of the session

Make a note of the plan for the session and the numbers attending

Be aware of the number of singlehanders / doublehanders participating.

Beginner ratios are single handed dinghies to safety boat 6:1 and 3:1 double handed

Ratios increase if instructors are in sailing dinghies

Once briefed, safety crews that have been tasked with laying marks etc are to get afloat. Those remaining ashore will be involved in the rigging and launching of dinghies. Assisting with the shore-based teaching will enable volunteers to develop their sailing and instructing skills and build a rapport with the children, which will make them more responsive to their instructions on the water.


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SAFETY BOAT BRIEFING continued Dinghies will not launch until safety boats are in position and authorised by the instructor in-charge of the session. One standing-off at the slipway is best. The other can then set a course and be used as a waypoint for sailors. Responsibilities on the water: The instructor in charge of the session would have tasked safety boats to groups / areas during the briefing. Ask for clarification from the instructor in-charge of the session if unsure about anything.

Be pro-active – Do not sit and watch. You are assisting the safe running of the session. Students will benefit from your input and must follow your safety instructions if they wish to sail with us.

Direct sailors to steer towards specific waypoints such as boats, buoys or landmarks.

React quickly to boats drifting downwind or failing to tack. Experienced safety boat helms use effective pre-emptive management.

Tow boats back into sailing areas quickly to prevent them becoming detached from the group. Do not waste time trying to shepherd a beginner upwind if they are stuck in irons and drifting rapidly out to sea!

Do not allow the group to split when rounding headlands / breakwaters that might result in loss of visual contact.

If dinghies require towing back to shore, do not leave the rest of the group without safety cover. Anchor / moor/ capsize dinghies and take students aboard the safety boat if necessary.

Mark abandoned dinghies with tape to indicate that the crew is safe. This can be attached around the dagger board of inverted hulls or to the transom / traveller. Make sure it is easily visible.

Monitor the group even when dealing with an incident or towing boats ashore.

Manage the group when returning ashore. Tell students when it is their turn to return to the slipway. In difficult conditions safety crews should assist in safe return to shore. Eg. de-rigging afloat and towing in.

Do not return safety boats to their moorings until all sailors are off the water and the lead instructor has authorised it.

Communication with students

Position safety boats close astern or on the windward side of dinghies when you wish to communicate with students. Avoid the need to shout.

Learn the students’ names quickly. This is easy if you talk to them frequently

Ask students to lie-to before you come alongside to talk

Use established whistle and hand signals to make contact with the group over a wider area

Give verbal and visual (thumbs up / smile etc) feedback as much as possible.


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SAFETY BOAT BRIEFING continued Communication with safety boats and shore

All safety boats and beach master should have functioning VHF (Channel 72)

Proper VHF procedure should be followed using pre-established call-signs – RIB: ‘Safety 1’, Jeanneau: ‘Safety 2’, ‘Beach Master’

Mobile phones are to be used in the event of VHF failure. (see operating procedures regarding use of VHF and mobile phones in emergencies).

Ask for clarification from the instructor in-charge of the session if unsure about anything

Capsizes Part of the fun of sailing and confidence-building is capsizing. Do not stop sailors who want to capsize – manage them. Set a safe area and a specific time when they can practice capsizes and get them to ask permission first so that you can monitor them without neglecting the others. TURN OFF the engine as soon as you have hands on a person in the water, unless there is a danger of the engine not re-starting or you are in a dangerous location. Be aware of problems of entrapment – If you suspect entrapment: alert the other safety crews immediately; they will assist. (A copy of the RYA Research into Dinghy Entrapments may be found on the RYA web site). * The RYA 2005 Research into Dinghy Entrapment recommends the immediate attempts to right the boat (“The fastest reliable rescue technique which worked for all boats was found to be two heavy sailors aboard the inverted boat, pulling on the centre board. Nearly all boats could be righted consistently inside thirty-five seconds in a range of conditions.”) This replaces previous methods such as diving under with a knife or lifting the boat by the bow or bowsprit. Toppers have metal hooks on the booms that have caught on buoyancy aids in the past. If this is suspected, react quickly to prevent the sailor from panicking. Multiple capsizes are inevitable but you can evaluate and monitor the whole situation as you work on an individual capsize. When monitoring multiple capsizes, check:

Immediate signs of activity following capsize (indicating consciousness)

Check the number of heads visible. Know which boats are single and which are two-man.

Are the sailors visible and effectively attempting to recover the boat?

Are they in any danger from their environment? Water, temperature, rocks, ropes, other boats

Be aware of capsized boats drifting into a dangerous position eg. Lee shore in a strong wind.

Communication - Are there other rescue craft in the area?


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SAFETY BOAT BRIEFING continued

Remember to prioritise – people before property!

Mark abandoned dinghies with tape to indicate that the crew is safe. This can be attached around the dagger board of inverted hulls or to the transom / traveller. Make sure it is easily visible.

First Aid AT LEAST one person in each safety boat should hold a valid first aid certificate. For any sailor who you suspect to be unwell or at risk of become unwell eg cut, banged head or hypothermia. 1. Prevent the situation from getting worse – bring aboard, treatment, warm blanket etc 2. Inform the other rescue crews and beach master of the situation 3. Return the sailor to the shore immediately for treatment If a first aid kit has been used – Inform the instructor in-charge that it needs replenishing after the session.

Accident forms will need to be filled in after the session A ‘typical’ session layout: 6pm - Start time. Start preparing safety boats, rigging dinghies, repairs etc 6.15pm - Safety boat crew briefing 6.20pm – Start shore-based session. (Sailors’ briefed, split into groups, given instruction etc) 6.45pm / 7pm – Launch dinghies when safety boats in position Start of on-water session – safety boats to manage their allocated groups 8pm / 8.30pm end of on-water session. Return to slip and recover boats. Safety boat to stand-off slipway during recovery 8.30pm onwards – De-brief for students. Team effort for everyone else!

Moor safety boats

De-rig dinghies

Stow boats and equipment

Repair / report damage

Lock boat shed

Mop-out changing rooms

After session – Informal de-brief for safety and shore team in yacht club. Any near-misses or other issues? Fill in Near Miss Form (Appendix F)


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SAFETY BOAT BRIEFING continued Maintenance of rescue craft Safety boats must only be used if they are in a safe and seaworthy condition. Checks must be made before the start of a session. Hull & tubes Engine secure Propeller Engine oil level Starts / stops and runs ‘normally, pumping cooling water, gears Kill cord Steering Anchors, warps and paddles Safety equipment Problems must be reported to the session leader. If the boat is not fit to use it must be taken out of service immediately.

Damage reporting forms and labels are located in the sailing locker. These must be

used immediately after a session so that broken equipment can be taken out of

service.

Maintenance, fuel purchase and bailing-out duties will be overseen by the Principal

and / or designated person


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APPENDIX D

FISHGUARD BAY YACHT CLUB JUNIOR SAILING

MEDICAL CONSENT FORM I, the Parent / Guardian * of : ...................................……………………………………………………………………….. give permission to the coaches participating in activities during the period ........................................................................………………………… (date of event) to administer any relevant treatment or medication to the named participant, when / if necessary. I shall inform the organisers of events of any known conditions and medication requirements. In addition, if the case arises, I authorise the members of staff to take my son / daughter to hospital and give full permission for any treatment required to be carried out in accordance with the hospital's diagnosis. I understand that I shall be notified, as soon as possible, of the hospital visit and any treatment given by the hospital. Emergency Contact Numbers ……………………………………………………………….

………………………………………………………………..

……………………………………………………………….. Any known medical conditions / allergies medical staff should be aware of :- …………………………………………………………………………………………………... …………………………………………………………………………………………………… …………………………………………………………………………………………………… Medication……………………………….……………………………………………………… Parent / Guardian's * consent Signature……………………………………………………………........................................ Name (please print) ........................................................................................................... Relationship to participant …………………………….. ....…………………………………… * delete as applicable


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APPENDIX E

FISHGUARD BAY YACHT CLUB INCIDENT/ACCIDENT REPORT FORM

Name of session and person in charge

Site where incident/accident took place

Date of incident/accident

Name and address of injured person

Nature of incident/injury and extent of injury


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APPENDIX E/2 INCIDENT/ACCIDENT REPORT FORM – Page 2

Give details of how and precisely where the incident took place. Describe what activity was taking place, for example training/game/getting changed.

Give full details of action taken during any first aid treatment and the name(s) of first-aider(s).

Were any of the following contacted?

Parents/carers Yes No

Police Yes No

Ambulance Yes No

What happened to the injured person following the incident/accident? E.g., carried on with session, went home, went to hospital etc.

All of the above facts are a true record of the accident/incident

Signed: Date:

Name:


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APPENDIX F

FISHGUARD BAY YACHT CLUB NEAR MISS RECORD AND INVESTIGATION A. CIRCUMSTANCES Date of Incident: Time of Incident: Location: Those involved - (Names / Status) Witnesses (if any) - (Names / Status) Outline of Circumstances Brief Details of Injury to People (fill out Accident/Incident Report) Details of Damage to Property / Equipment Details of Other Effects (spillage / pollution) Report completed by: Date:


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B. INVESTIGATION Investigators (Names / Status) Cause(s) of Accident or Near Miss Cause(s) of Injury or Damage Breaches of Existing Procedures Were those involved Authorised / Trained ___________________________________________________________________________ C. CONTROL MEASURES Changes to Procedures / Policies Training Needs Modifications to Buildings / Craft / Equipment Report to SI Yes / No Committee Yes / No Insurance Company Yes / No Investigator: Signed: Date:


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APPENDIX G FISHGUARD BAY YACHT CLUB EMERGENCY INCIDENT LOG Date:……………………………………………………….. Time:……………………………………………………….. Nature of Incident:………………………………………………………………………………………………………………… Casualty Name:……………………………………………………………………………………………………………………… Age:……………………………………………………………………………………………………………………………………….. Log Started By (Name):…………………………………………………………………………………………………………..

Time Action/Event


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Time Action/Event


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APPENDIX H


EMERGENCY ACTION PLAN 1. The Emergency Action Plan (EAP) will be used for any emergency situation in the Centre.

2. The Senior Instructor is the lead for any emergency and will take control of the situation.

In their absence the session leader will take control. During racing or recreational sailing activities a suitable person must be clearly identified as session leader. This person will be familiar with the emergency action plan.

3. An emergency telephone is sited on each of the following positions: a. Behind the club bar. b. In the main entrance to the club.

4. Faults to the telephone system, should be reported to the Principal immediately.

5. In the event of an emergency on shore the following procedures are to be followed:

a. Locate the nearest phone, dial 999 and request Ambulance, Fire Brigade, Coastguard or Police giving details of the situation, stating location and nature of the incident, how many casualties and what assistance is required.

6. If an accident occurs on the water:

a. Lead instructor of that session administers first aid if appropriate. b. If the situation is life threatening or if it dictates, a MAYDAY call is to be made

on Channel 16 on VHF using the correct procedures as outlined below (point 10).

c. If the situation is not life threatening, a call is to be made to the shore by VHF giving: (1) Nature of accident. (2) Numbers involved. (3) Names if possible (4) Assistance required

d. If situation can be taken ashore: (1) Drive safety boat with casualty on board to Lower Town slipway.

(2) Administer first aid en-route if possible and required

7. Actions taken ashore when emergency call comes in by VHF: a. Person taking the call logs information. b. Contact emergency services (if required) and arrange a meeting point. c. Request assistance from other instructors / assistants to:

(1) Assist with the safety boat arrival if required (2) Warn other water users of emergency and clear the slip way. (3) Clear other on water based sessions


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EMERGENCY ACTION PLAN continued

(4) Clear turning area at the end of the quay for emergency vehicles (5) Set up an emergency room, and set up communication pathways (6) Meet and greet emergency services and follow their orders (7) Manage the other students and keep them away from the immediate

area (8) Contact the Next of Kin if required and appropriate

d. React to the changing situation and hand over to the emergency services for their direction

8. After the emergency has been dealt with:

a. An accident report form should be completed. b. Inform the RYA if situation demands it. c. A risk assessment should be conducted to assess the situation. d. Get statements from staff involved. e. Inform Principal and club Secretary

9. Useful telephone numbers:

Fishguard Bay Yacht Club: 01348 872866 Principal (Trevor Morris): 01348 873581 Secretary (Gail Strawbridge): 01348 872089 / 07964429653


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10.


EMERGENCY VHF PROCEDURES

If the boat or a person is in grave and imminent danger and immediate assistance is required

Check that your radio is switched on and a high power setting is selected.

Select channel 16.

Press the transmit button, and say slowly and clearly;

‘Mayday, mayday, mayday’

‘This is….’ (repeat the name of your boat three times)

‘Mayday, this is…’ (name of your boat said once)

‘My position is….’ (use latitude and longitude, or a true bearing and distance from a known point. If you don’t know, don’t guess)

‘I am….’ (state the nature of distress such as sinking, on fire)

‘I require immediate assistance’

‘I have…’ (number of people on board and any other useful information – such as drifting, flare fired)

‘Over’ (this means please reply).

Now release the transmit button and listen for a reply.

Keep listening to channel 16 for instructions.

If you hear nothing then repeat the distress call

Documents

OPERATING PROCEDURES MANUAL SOPs 2015.pdfThis procedures manual provides information about the running of RYA Training Activities at Fishguard Bay Yacht Club. As a RYA Training Centre,