Gidgegannup Equestrian Association 

 Adult Riding Club

Gidgegannup Equestrian Association Inc. (GEA)

(Gidgegannup Showgrounds, Old Coach Rd)

Risk Management Manual

1.
General
1.1
At Club rallies and other activities, any Club Committee member in attendance on the day, has the authority to make any decision necessary in relation to any matter concerning safety.
 1.2
All club activities follow the general rules of the Equestrian Australia (EA) which are available on the web at http://www.equestrian.org.au/. This includes the wearing of an approved safety helmet AS/NZS 3838 (Current Australian Standard), EN 1384 (Current European Standard), ASTN F1163 (Current US Standard) and riding boots (smooth soled and heeled) at all times whilst mounted.
1.3
Only those persons who are financial members of the Club (GEA) or an instructor employed by the Club may ride at club rallies / activities. For open events organised by the club, competitors must meet the insurance requirements of Equestrian WA (EWA).
 1.4
Member Dangerous Activity Acknowledgement forms (as per the EA) must be signed prior to riding in any Club organised event. One form per year, per member to cover all Club events.
1.5
Club members are encouraged to attend an Induction session (see Appendix A). This will cover, for example, location
of phone and emergency contact numbers, fire extinguishers, first aid kits, toilets, equipment shed layout/requirements, use of stables, and familiarity with this Risk Management Manual.
 1.6
A list of emergency contact numbers and a fire extinguisher / fire blanket must be easily located (see Appendix B – Emergency Contacts and Procedures).
1.7
Inspections of high-risk areas (e.g. spectator areas, canteen/catering areas, horse arena and stable areas) should be carried out as appropriate to identify any potential hazards.
1.8
An Incident Report form (see Appendix C) must be filled out for all accidents and unusual  occurrences for future recommendations. This form should be kept in the Risk Management file.
1.9
A First Aid and kit must be available and maintained. A basic Veterinary care kit should be the responsibility of the member but it is recommended the club also have one available. Example requirement list attached 
1.10
Emergency Disease outbreak contingency plan in place 
1.11
Emergency Evacuation plan in place, assembly area in the main enclosed arena.
1.12
Any horse that is behaving in a manner considered to be dangerous to any person may be required to leave at the discretion of any Committee member or Instructor in attendance on the day.
1.13
Any personnel working around horses must wear safe (fully enclosed) footwear and approved safety helmets must be worn while lunging.
1.14
Children must be supervised at all times and are not allowed in the canteen due to health regulations. No child is allowed on a horse during a club event unless it is an open event and the child is a member of EWA for insurance purposes.
1.15
For each member, the following forms must be kept on file by the Club Secretary and a copy kept in the office building for easy access:

  • Completed & signed membership enrolment form
  • Member Dangerous Activity Acknowledgement forms (as per the EA)
  • Next-of-kin / emergency contact details
1.16 
This Risk Management Manual is to be reviewed at least annually by the Club Committee.
 
  Document reviewed 12/08/2013
2. 
 Venue
2.1
Arena area: All gates to the arena and surrounding area must be closed during horse related activities. Fences and gates must be in good repair. The arena surface should be inspected for dangerous objects and hazards on a regular basis.
2.2
Jumps and other equipment should be in good repair and safe condition.
2.3
Dressage competitions: The horse warm-up area(s) must be adequate for the number of horses. The number of horses in the warm-up area needs to be controlled to avoid potential accidents. Arenas must use appropriate surrounds.
2.4
Showjumping competitions: Practice fences must be flagged. The number of ‘helpers’ in the showjumping area should be kept to a minimum. Unused jump-wing cups and poles should be stored safely.
2.5
Stable area: All manure must be removed from stables and placed in the designated area. No flammable materials,

such as petrol, paint or kerosene may be stored in the stable vicinity. All utility equipment (shovels, rakes, etc.) must be stored safely. Stables should be inspected on a regular basis for hazards and damage. Any necessary repairs should be identified and carried out as soon as practical.
2.6

Canteen area: Should be kept tidy and all food scraps removed after each club event. A list of emergency contact details should be located by the phone. There must be an adequate fire extinguisher and fire blanket located in the canteen/office building. Fire extinguishers are to be inspected annually and dated by the inspector.
2.7
Parking: Float parking area should be separate from spectators parking. Horse floats must be parked a sufficient

distance from other floats to enable a horse to be tethered to each float and to move around without coming so close to

another horse as to permit one horse to kick the other or to damage vehicles. Parking should be organised in a way that

does not block the exit for others and allows access for emergency service vehicles.
2.8  
Spectators: Spectators attend at their own risk. To manage this risk, spectator and horse traffic should be kept separate wherever possible. Persons riding or handling a horse must be alert for the presence of members of the general public (including in particular children).
 
    Document reviewed 12/08/2013
3.
Risk Management at Club Rallies and Activities
3.1

The Club gives an undertaking to ensure that organising personnel know and understand safety procedures and

policies.
3.2
The Club Secretary / Treasurer shall:
  •  Ensure all participants riding at Club Rallies and Activities are
    financial members of the club, and have signed the
    Member Dangerous Activity Acknowledgement forms 

   (as per the EA).

  •  Provide an up to date list of members for each rally.
  •  Ensure that individuals emergency contact information is
    readily accessible at all club activities.
  •  Ensure that Risk Management Documentation is present at
    all club activities.
3.3
The Club President (or appointed Club Committee member) shall:
  • Ensure that instructors are appropriately qualified and if not
   EA NCAS-accredited coaches that they carry appropriate
   insurance policies such as professional indemnity and public
   liability.
  • Inform the instructor of the Clubs expectations with regard to
   their role in relation to risk management.
  • Perform the pre-rally venue risk management check and
   implement risk management strategies to address potential
   hazards.
  • Report any potential hazards and repairs or maintenance
   required to the GEC (Gidgegannup Equestrian Centre) to
   raise with the Venue owner/s for appropriate action 

   (see Appendix F – Repair / Maintenance form).

  • Ensure / follow-up on any items noted, to ensure they have
   been fixed, repaired or replaced.
  • Address any risk management concerns highlighted by
   instructors prior to the commencement of the planned
   lesson / activity.
  • Ensure that an Incident Report has been completed if required.
3.4
Any Committee Member who delegates a duty or task to another member or volunteer shall ensure the person has knowledge and understanding to safely perform required tasks.
3.5

Every attempt shall be made to group riders according to the level of experience and ability of the horse and rider

combination. Instructors should inform the Club President if they believe a horse and rider are not appropriately grouped.
 
 Document reviewed 12/08/2013
8.
 Biosecurity
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It is good practice to take the horses temperatures prior to attending any club event (normal temperature <38.5oC). Owners, competitors and persons in charge of horses need to regularly monitor and be aware of the health status of their horse to ensure that they do not bring to an event a sick horse.


In the event of a Bio-security outbreak (such as Equine Influenza) the person responsible for the horse must produce a Department of Agriculture and Food declaration form. This states that the horse is free from any signs of Equine Influenza such as nasal discharge or high temperature signalling that the horse is unwell and that all horse equipment and the horse transport vehicle have been cleaned before leaving the property to travel to the event.


This form must be produced to the officiating (committee) member on the day so that these forms can be retained by the organising club for a minimum period of 28 days for recording purposes. Any committee member or instructor present at a club event has the authority to call a veterinary surgeon to examine any horse suspected of being ill. The horse should be isolated and no horses will be allowed to leave the premises whatsoever. Horses will not be allowed to return home until after a veterinary examination.


General information on Bio-Security measures and current procedures for WA horse events are presented in Appendix E. At this point in time these measures are considered adequate as advised by industry officials with the Animal Diseases Centre.
 
 Document reviewed 12/08/2013
4.
First Aid Procedures at Club Rallies & Activities
4.1
A stocked First Aid Kit is available and easily accessible at each club rally / activity.
 4.2
A basic Veterinary Care Kit for horses is recommended to be on site and easily accessible.
  4.3
People with first aid qualifications are available at Club rallies.
 4.4
Emergency Services and Local Medical / Veterinary numbers are easily located (see Appendix B – Emergency

Contacts and Procedures).
 4.5
Club ground location – Road name (nearest Main Road), and Venue Phone number (either mobile phone or landline

phone) are recorded and easily referenced. (see Appendix B)
4.6
 Procedure to be followed in the event of an incident:
  • Halt the event or activity, if required, for safety reasons.
  • Alert First Aid person.
  • Obtain or provide assistance for injured people or animals.
  • Contain the situation to avoid further injury or accident.
  • Control onlookers for their protection and to allow access by
   emergency personnel.
  • Keep horses away from injured people.
  • Do not admit responsibility or volunteer information which
   may be incriminating.
  • Make notes as soon as possible (Names, addresses &
   phone numbers of witnesses etc.).
   keep on file with Club Secretary.
  • Club President shall provide a report on incident at the next
   Club Committee meeting to review incident, assess

   response and identify future risk management strategies.
 
   Document reviewed 12/08/2013
5.
 Instructor's Responsibilities 
5.1
Instructors employed by the Club are expected to abide by the following requirements:
  • Be suitably qualified or experienced to undertake 
   tuition of members.
  • Employ safe practices in the conduct of lessons.
  • Assess the working area and equipment provided and raise
   any safety concerns with the Club President (or Club
   Committee member) prior to the commencement of the
   lesson. These concerns should be addresses in a timely
   manner.
  • Conduct a gear check of participating riders prior to the
   commencement of the lesson. Any concerns relating to
   safety, fit, or suitability of gear or equipment shall be relayed 
   to the member who shall take steps to rectify the issue.
 5.2
Horses under the age of 4 are not permitted to jump in any club activities. They may do pole classes and other

activities at the Instructors discretion.
 5.3
Instructors have the support of the committee if they request a rider to leave due to safety concerns. Examples of

situations considered to be safety related include but are not limited to:

  • Failure of a member to address safety issues 

   relating to gear.

  • Failure of a member to abide by the directions 

   of the instructor.

  • Horse’s behaviour disruptive or posing risk to the safety 

   of rider or other members in group.
 
 Document reviewed 12/08/2013
6.
 Member's Resposibilities
6.1
Members are notified of and are expected to abide by the following requirements:
  • Gear must be in safe condition, fit the horse and be suitable
   for the planned activity.
  • Be aware of and show consideration towards members who
   may not be confident and/or have inexperienced horses.
  • Park safely – keep a safe distance between your vehicle/float
   and others.
  • Horses must be tethered in accordance with good practice
   (quick-release knot or quick-release clip) or placed in
   secure yards/stables. Horses must have an adequate water
   supply at all times.
  • Pass vehicles, pedestrians or mounted persons at a safe
   pace and distance.
  • Where possible ride and lunge in an enclosed area away 
   from parked vehicles and spectators.
  • Ensure horses are tied up safely and securely. Never tie a 
   horse to a float that is not attached to a car.
  • Be appropriately attired, including approved safety helmets
   and riding boots at all times whilst mounted. Boots to
   be smooth soled and heeled.
  • Members to respect and keep a safe distance from other
   horses during warm-up and in group lessons.
  • Stallions may only attend upon prior application and at the
   discretion of the Club Committee. If in attendance,
   stallions must be kept in float, horse truck, stable or steel
   yard when not being ridden to ensure safety for all horses.
   They may only be handled by an experienced horse person 
   18 years of age or over.
  • Notify a Club Committee member or Instructor of any 
   potential hazards.
  • If horse is unsettled or erratic to the extent that it is affecting
   the safety of other riders, member is expected to
   remove the horse from the situation.
  • Abide by the rules and regulations of the Club. 
   Abide by all reasonable requests of officials and instructors.
  • Abide by the EWA standards, including code of conduct 
   for members and horses.
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 Document reviewed 12/08/2013
7.
Risk Management at Events Organised by the Club
0
Note: the following requirements are in addition to all requirements applicable to Club rallies. All competitions (Official, Associate, unofficial) are to comply with the rules of the event as outlined by EA (http://www.equestrian.org.au/ - EA Rules and Regs). In the case of unofficial ARCA (Adult Riding Clubs Association) events they should comply with the rules of the event as outlined by EA with minor modifications as outlined in the ARCA Manual. Members of the organising committee are required to familiarise themselves with all rules relating to the event.
7.1
Event Organisers (and/or appointed assistant/s) responsibilities:

  • Ensure Member Dangerous Activity Acknowledgement
   forms (as per the EA) are completed with entry form.
  • For ARCA events, ensure that entrants are a member of a
   current ARCA-affiliated club.
  • On the day – ensure all entry forms and documentation
   is on hand.
  • Event to be run in accordance with EA and/or ARCA rules.
  • Be present from the time the gates open until the last
   person has departed the event.
  • Pre-event review / venue check of potential risk
   management issues and implementation of risk
   management strategies. Address risk management issues
   as they arise at the event.
  • Incident reporting if required.
  • Effective communication system available for Officials 
   (Walkie-Talkies, mobile phones).

  • Appropriate First Aid providers in attendance.
  • Emergency Phone Numbers available in the 
   canteen / office.

  • Access to Mobile Phone or land line available.
  • Appointment of gate or car park attendants if required
   to ensure safety of attendees.

  • Bio security measures in place and Emergency Disease
   response formulated. 

  • Adverse weather policy determined.
  • Ample area for competition and warm-up allowing for
   appropriate spacing of working and warm-up areas and

   separation from public.

  • Ample parking space available.
  • Clean water supply available.
  • Toilet facilities clean and in good repair.
  • Safe area for spectators.
  • Service providers have appropriate insurance cover
7.2
Volunteer Coordinator responsibilities:

  • Ensure volunteers have sufficient knowledge to
   undertake their duties.
  • All volunteers and officials are briefed prior to
   commencement of duties.

  • Ensure volunteers and officials health and safety is
   addressed including:

  - sufficient breaks
- provision of water / refreshments and

   meals as appropriate.
- age and physical capabilities

   considered when allocating tasks.
 7.3
Catering providers responsibilities:

  • All foodstuffs purchased from reputable suppliers with
   quality control standards.
  • Adequate refrigeration for perishable foods.
  • Raw foods stored separately from cooked foods.
  • Cooking / serving utensils, plates etc. used for raw foods

   not used for cooked foods.

  • Disposable gloves for food handlers
  • Adequate cleaning supplies and procedures in place.
  • Hand washing soap and paper towels provided.
  • Food handlers aware of responsibilities relating to hygiene.
   Hair nets or hair tied back.
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 Document reviewed 12/08/2013