risk management plan assessment boy scouts of america ...• the first count will be reported to the...

Risk Management Plan Assessment

Boy Scouts of America Claytor Lake Aquatics Camp

Risky Business

RCPT 365 Aaron Freeman

Alison Holt

Jenna Huggins

Julie Jacoby

Table of Contents

1. Philosophy ......................................................................................................................................... 3 2. Needs Assessment ........................................................................................................................... 3 3. Goals/Objectives .............................................................................................................................. 3 4. Site and Facility Development ..................................................................................................... 4 5. Program Development ................................................................................................................... 4 6. Supervision ........................................................................................................................................ 5

Plan of Supervision: ....................................................................................................................................................... 5 7. Establishment of Rules, Regulation, Procedures .................................................................. 6 8. Safety Inspections and Investigations ...................................................................................... 6

General Maintenance ..................................................................................................................................................... 6 Inspections ......................................................................................................................................................................... 7 Emergency Communication ....................................................................................................................................... 7

9. Accident Reporting and Analysis ............................................................................................... 7 10. Emergency Procedures ............................................................................................................... 7

Claytor Lake Emergency Procedures ..................................................................................................................... 7 General Guidelines .......................................................................................................................................................... 7 General Emergency Procedures ............................................................................................................................... 8 Weather Emergencies ................................................................................................................................................... 8 Lost Camper/Swimmer ................................................................................................................................................ 9

11. Release, Waivers, Agreements to Participate .................................................................... 10 12. Methods of Insuring Against Risk .......................................................................................... 10 13. In Service Training ..................................................................................................................... 10 14. Public Relations ........................................................................................................................... 11 15. Outside Specialists, Legal/Insurance ................................................................................... 11 16. Periodic Review ........................................................................................................................... 11 Appendices ........................................................................................................................................... 12 Appendix A: Preliminary Sixteen-‐Step Checklist ............................................................................... 12 Appendix B: Insurance Description of Coverage Form .................................................................... 14 Appendix C: Insurance Claim Form ........................................................................................................ 18 Appendix D: Incident/Near Miss Report Form ................................................................................... 21 Appendix E: Participation and Hold Harmless Agreement ............................................................ 23

1. Philosophy

The Boy Scouts of America will prepare every eligible youth in America to become a

responsible participating citizen and leader who are guided by the Scout Oath and Law. Our

mission is to prepare young people to make ethical and moral choices over their lifetimes by

installing in them the values of the Scout Oath and Law. The Scout Law says. “A scout must be

trustworthy, loyal, helpful, friendly, courteous, kind, obedient, cheerful, thrifty, brave, clean, and

reverent.” We are committed to providing our participants with the preparation, skills, and

training to safely and effectively partake in aquatic based adventure activities. We pledge our

support to use only qualified and trained personnel with the best and most reasonable standards

of care possible.

2. Needs Assessment

The need for this plan is to maintain safety for participants and staff, free of injury, loss of

life, or financial loss. The purpose of this plan is to;

• Describe the Health and Safety accident report acknowledging that aquatic accidents

including fatalities that can occur in Scouting,

• State the importance of aquatic safety training of den leadership in camp,

• Educate on how to conduct a unit swim using the Safe Swim Defense procedures.

*Refer to Appendix A for Risk Management Checklist

3. Goals/Objectives

Goal 1: Maintain a safe, enjoyable, and positive working environment for both staff and

participants. We plan to protect the company and employees

Objective 1:Educating and training employees and staff

Objective 2: Ensuring employees know safety procedures and evacuation procedures

Objective 3: Ensuring employees are trained in First Aid, CPR/AED, Safety Afloat, and

Safe Swim Defense.

Objective 4: Practice rescue procedures with mock situations during staff week prior to

the arrival of campers.

Goal 2: Protecting the participant

Objective 1: Educating/training participants in the rules and regulations specific to

Claytor Lake adventure based camp.

Objective 2: Ensuring participants are trained in Safety Afloat and Safe Swim Defense in

addition to rules of the “buddy system”.

Goal 3: Maximize safety, preventing injury or loss

Objective 1: Regularly inspecting equipment to ensure equipment is not damaged or

faulty.

4. Site and Facility Development

The Boy Scouts of America summer camp at Claytor Lake Aquatics Base Camp offers

camp members a unique bonding experience with their peers while experiencing partnership and

teambuilding skills. This campsite is located along side of Claytor Lake, which includes basic

camp components such as the dining hall and cabins. All staff are qualified and properly trained

upon camp sessions to ensure campers safety by following proper procedures, knowledge of

evacuation plans and daily routines. The maintenance of the facility is necessary for the overall

facility appearance, keeping major repair costs low and to ensure all facilities are safe for the use

of guests. There are no plans for future development at this time.

5. Program Development

The activities provided by The Boy Scouts of America at the Claytor Lake Aquatics

Base’s main priority is the safety of our campers. Aquatic activities are supervised by certified

and qualified staff. Each staff member is required to be trained and certified. Each employee will

be trained on safety inspections, emergency procedures, knowing how to report for accidents,

injuries, or incidents, and many more responsibilities. Each staff member will be trained well in

advance of their first day of work. There will be a sufficient ratio of the number of employees to

the number of participants to ensure the safety.

We, The Boy Scouts of America, hereby authorize our staff to offer aquatics based

adventures for anyone who is interested in participating. The aquatic programs will be supervised

by a sufficient ratio of qualified employees to participants who are CPR/AED and first aid

certified. Signage will be easily visible to staff and participants to show where potential dangers

around the lake may be. Specific paperwork will be required to participate in the camp programs.

Before participating in any programs at the lake. Waiver forms have necessary general

information that must be filled out as well as a medical release/waiver section. The facility is

obligated to protect staff and participants; this can be accomplished by the paperwork mentioned

above.

6. Supervision

Our goal in supervising the campgrounds and campers is to provide the safest and best of

care for our boy scouts and their leaders. We know that one part of having safety is being fun so

we will do all we can to maintain that status. We will make sure to provide the best-qualified and

trained staff as well as ensure that every safety precaution is known and met. All camp staff and

supervisors will be properly trained to maintain a safe environment.

Greg Harmon: Director of Camping

David Montang: District Executive

Aaron Freeman and Sam Schall: Aquatics Director

Ron Vance: Program Director

*** We were unable to find further Supervision and Job Description information.

Plan of Supervision:

• All the staff will be up to date with current staff qualifications and proper emergency

training (CPR, First Aid, Safety Afloat, Safe Swim Defense, Personal Watercraft

certification, and VA boater safety certifications) documented proof will always stay on

file and up to date.

• Written and signed job descriptions will be kept on file and each member of the staff will

have a copy to ensure they know their responsibilities.

• Each staff member will be evaluated periodically so that it is known that they are doing

their job correctly. If a staff member is not doing his/her duty then further action will be

taken

• Copies of in service training will be kept so that training and knowledge will be up to

date.

• Ratio of staff to campers will be determined.

• A documented plan will be made showing stations of the staff members, areas of

supervision, rotation schedules, and specific areas that may have a risk (i.e. holes, ditches,

falling debris, falling timber, unsafe woods, etc...)

• Posted emergency procedures will be handed out everywhere

• Documented proof of in service training for emergencies will be kept on record

• Written lesson plans for all skill levels will be distributed and kept on file

• Safety checklists throughout the camp will always be kept up to date and maintained at a

safe level including but not limited to:

o Lake (supervision, lifeguards, weather, cleanliness [no pollution or trash going

in])

o Sports (all equipment working and in good shape, inspected prior to every use, all

sports areas [blacktops, sand, courts, etc] safe and up to date, proper

supervision/coaches, proper use of equipment, etc..)

o Dock

o Rock Climbing Facility

o Lodging

o And all other places/items that will be used. We will make sure that all elements

will include a safety checklist and that the checklist will be followed up with and

maintained.

7. Establishment of Rules, Regulation, Procedures

Rules and regulations for all campers at the Boy Scouts of America at Claytor Lake Aquatics

Based Camp are built to maintain safety and allow staff, campers and visitors to become aware

of possible risks and how to carry out procedures in a calm and safe manner. General Health and

Safety Procedures:

• First aid kits, PFD’s, throw rings, throw bags, and defibrillators should be on hand and

accessible for everyone. These things should be kept in one consistent place where

everyone will know where it is.

• Register all participants that includes information and emergency contact information

Injuries or Illness:

• Locate first aid immediately

• Call appropriate emergency services; ambulance, police, fire department.

• Accident reports are to be filed including all witnesses names

8. Safety Inspections and Investigations

General Maintenance

Safety inspection investigations are necessary to ensure safety of campers and staff by

keeping equipment up to date and in good working condition. All hazards will be handled

immediately.

These hazards include:

• Facility maintenance (docks, rock climbing facility, staff and camper cabins, and general

meeting building, water and sewage, heat and ac)

• Grounds maintenance (cracks, holes, divots, down timber, widow makers, flood

maintenance)

• Equipment maintenance (ropes, canoes, boats, kayaks, helmets, harnesses, personal

floatation devices, wakeboards, water skis, tubes, and other aquatic floatation equipment)

• Technology (communication devices, radios, PA systems, sirens, signaling beacons,

whistles, computers, Wi-Fi, electricity)

• Cleaning, painting, inspections, off-season storage

Inspections

• All equipment should be regularly inspected throughout the season.

• Minor repairs should be done immediately to keep little problems from becoming big

ones

o i.e. “tightening or replacing bolts on a row lock will prevent the craft from being

suddenly put out of service on the very day that it is needed.”

Emergency Communication

Adequate communication is an important aspect to all emergency action plans. Several

types of communications are need in case of an emergency:

• Between initial responders

• Between responder and victim

• Between response team and Scouts not directly involved

• Between the site and outside EMS

9. Accident Reporting and Analysis The BSA at Claytor Lake camp already has proper incident and accident reporting system

in place. This includes incident, accident, and near miss reports. Please refer to Appendix D for

Incident/Near Miss Report.

10. Emergency Procedures

Claytor Lake Emergency Procedures

If for any reason a camper or staff member must be transported to the hospital, the

closest hospital is 16 miles away (approximately 30 minutes) at 2400 Lee Highway Pulaski

County, Va.

General Guidelines

1. The Camp Director is in charge during emergency situations and all directions will be

communicated through him

2. All instructions and procedures must be followed explicitly.

3. Don’t panic, we cannot function well as a team if we do not remain calm.

4. Clear all handheld radios; they are essential for emergency communication in camp.

5. Each staff member will be gives a specific assignment during emergencies. Stick to you

assignment.

6. Last but not least, Safety. Your safety as well the safety of the campers is our number

one priority. Do not do anything that would put yourself or others at risk.

General Emergency Procedures

• A general emergency will be signaled by three repeating blasts on an air horn.

(Blast, blast, blast, pause, blast, blast, blast)

• If in a Program, all areas must be cleared.

o Boats away from base will be notified via radio contact.

• All vehicle traffic in camp will be stopped.

o A runner will be sent via camp vehicle to stop and reroute incoming traffic.

• When a program area is clear of participants, the staff member will report via radio or

runner to the Camp Director.

• Participants will be directed to their cabins or tents.

• The Program Director, with the support of designated staff, will be in charge of the count

of campers.

• The first count will be reported to the Camp Director and a recount will commence.

• All staff members without an assignment as well as the camp medical officer will report

to the camp office and await further instructions.

• When we are secure from the emergency, it will be signaled by one long blast of the air

horn.

• Program will then restart. If a camp wide announcement needs to be made, all campers

will be escorted to the Dining Hall.

Weather Emergencies

• Weather emergencies will be signaled by two repeating blasts on an air horn.

(Blast, blast, pause, blast, blast, pause, blast, blast)

• If in Program, all areas must be cleared.

• Boats away from base will be notified via radio contact.



• Participants will be directed to the Dining Hall. In severe weather they will be ushered

into the basement of the Dining Hall


of campers


• All staff members without an assignment as well as the camp medical officer will report

to the camp office and await further instructions.

• When we are secure from the emergency, it will be signaled by one long blast of the air

horn.

• Program will then restart.

Lost Camper/Swimmer

• A Lost Camper/Swimmer Emergency will be signaled by rapid blasts on an air horn.

(blast, blast, blast, blast, blast, blast)

• If in Program, all areas must be cleared.

o Boats away from base will be notified via radio contact, asked for a count and will

be instructed to resume program.

• All vehicle traffic in camp will be stopped. A runner will be sent via camp vehicle to stop

and reroute incoming traffic.



• Participants will be directed to their cabins or tents.


of campers.


• All staff members without an assignment as well as the Aquatics Director will report

swim area and to commence a lost bather drill.

• The SCUBA instructor will report to the area on the waterfront where the camper was

last seen and will be accompanied by the Assistant Aquatics Director.

• The Camp Medical Officer will report to the Camp Office and await further instruction.

• We are secure from the Lost Camper/Swimmer emergency when the missing person is

accounted for, it will be signaled by one long blast of the air horn.

• Program will then restart. If a camp wide announcement needs to be made, all campers

will be escorted to the Dining Hall.

11. Release, Waivers, Agreements to Participate The BSA at Claytor Lake has already established the proper Releases, Waivers, and

Assumption of Risk forms in place. These waivers cover all activity areas through out the

camp (climbing, boating, swimming, fishing, sailing, canoeing, etc.) See Appendix E for the

Participation and Hold Harmless Agreement.

12. Methods of Insuring Against Risk To ensure against risk, BSA at Claytor Lake will ask for donations of life insurance.

Parents with an existing insurance policy must provide it to Blue Ridge Mountain Council and

name the council as the owner of the insurance. Parents, friends and family will make up the

majority of donations. Along side of life insurance, a professional inspector is expected to make

visits monthly who will evaluate the premises and equipment such as, boats, water equipment,

cabin safety, worn or fallen equipment, infestations (beehives, mice, cockroaches, etc.), natural

dangers (weak trees with loose limbs, water acidity, bacteria, stumps, etc.). The only way we

can assure top safety for staff and campers is to keep up to date with everything around the

campsite and educate everyone on the premises about the rules and regulations.

13. In Service Training In service training will be provided during staff week before camp sessions begin. Every

leader, counselor, staff, volunteer, etc. will be trained in CPR, First Aid, Safe Swim Defense,

Safety Afloat, and any other certifications specific to their area. There will be special CIT

(Councilor’s in Training) programs that the counselors will complete, which will be offered a

couple of weeks before the camp sessions begin. All staff will be required to attend National

Camp School to receive these certifications and become familiar with their area of profession

and the Aquatics Supervision handbook, guidelines, and procedures prior to camp sessions.

Any improvements foreseen throughout the course of camp sessions will be addressed at

camp meetings toward the betterment of safety and flow of the camp. Team building activities

will be included to create a well and cohesive working environment. All the staff will be made

aware of locations such as first aid kits as well as AED’s. Each staff member will have a periodic

evaluations completed by the supervisor or manager outlining strengths, weaknesses, and areas

for improvement. Mandatory staff meetings are scheduled for every morning (Coffee with Camp

Director) to brief and debrief daily activities, execution, and further areas for improvements.

14. Public Relations To keep the BSA Claytor Lake Aquatics Camps image, public relations department

will help them by dealing with media, hiring qualified and competent employees, holding

meetings, examining and maintaining facilities and examining feedback from camp

members survey. They will be in charge of making sure employees are kept up to date with

first aid, CPR, safe swim defense, safety afloat certifications and emergency action plans.

Surveys will allow for the camp to adjust and improve the camps facility and programs. All

waivers, releases and agreements will be completed upon participation of activities at this

camp and kept up to date.

15. Outside Specialists, Legal/Insurance The BSA camp at Claytor Lake provides general Liability insurance through ACE,

American Insurance Company) that the council purchases that covers all registered youth and

adults. The camp also has insurance on the facilities at the site ad a policy to protect the camp

from lose of revenue due to disasters such as fire, viral, etc. Please refer to Appendices B and C

for America Insurance Company Description of Coverage form and Health Special Risk

insurance claim form.

16. Periodic Review The Camp Director, Greg Harmon, is in charge of the periodic review. Employees

and staff will be evaluated on their work performance every two weeks. This allows for a

continual improvement system for Claytor Lake’s Boy Scout Reservation’s employees.

For site and facility management, reviews and action will be taken care of immediately

upon the findings of program hazards.

Appendices

Appendix A: Preliminary Sixteen-‐Step Checklist

Yes No Yes No Yes No Comments

1. Philosophy/Policy X X X

2. Needs Assessment X X X

3. Goals and Objectives X X X

4. Site and Facility

Development

X X X

5. Program

Development

X X X

6. Supervision X X X

7. Establishment of

Rules, Regulations, and

Procedures

X X X Hard to find. Needs organization on Google Drive.

8. Safety Inspections

and Investigations

X X X

9. Accident Reporting

and Analysis

X X X

10. Emergency

Procedures

X X X Formatting needs improvement. New design

needed. 11. Releases, Waivers,

Agreements to

Participate

X X X VERY hard to find. Much organization needed in

Google Drive.

12. Methods of

Insuring Against Risk

X X X Google Drive is an unsafe method of managing

confidential information. Can become lost or stolen. Find a different database for this information, documents, medical information, etc.

13. In-‐service Training X X X

Presently Identified

Written Documentation

Needs Improvement

Yes No Yes No Yes No Comments

14. Public Relations X X X

15. Outside Specialist,

Legal/Insurance

X X X

16. Periodic Review X X X

Presently Identified

Written Documentation

Needs Improvement

Appendix B: Insurance Description of Coverage Form

Appendix C: Insurance Claim Form

Appendix D: Incident/Near Miss Report Form

Appendix E: Participation and Hold Harmless Agreement

Claytor Lake Adventure Base

Personal Watercraft Program

Participation and Hold Harmless Agreement Claytor Lake Adventure Base (Blue Ridge Mountains Council) will be conducting a pilot program for Personal Watercraft (PWC) during 2012. This program is conducted under the approval of the Boy Scouts of America. Scouts will be taught Boater Safety, and will operate the unit on the Claytor Lake Adventure Base property. Scouts will be instructed how to ride and drive the PWC. Scouts will be on the unit with a second Scout and in control of the power. Scouts will be required to wear a PFD at all times while on the unit. Scouts are expected to abide by all safety rules and the instructions of the Camp Instructor(s). I, the undersigned, give my child, ________________________________, permission to participate in this program. I understand that participation in the activity involves a certain degree of risk. I have carefully considered the risk involved and have given consent for my child to participate in the activity. I understand that participation in the activity is entirely voluntary and requires participants to abide by the rules and standards of conduct. I release the Boy Scouts of America, the local council, the activity coordinators and all employees, volunteers, related parties or other organizations associated with the activity from any and all claims or liability arising out of this participation. For safety, my child and I agree that he/she will do the following or he/she will be removed from the program. Because this is a pilot program and space is limited, any additional cost associated with participation in this program will not be refunded.

1. Complete the Boater Safety Class taught at Claytor Lake Adventure Base 2. Wear all safety gear at all times on or around the equipment. 3. Follow all the safety rules provided in the training class. 4. Follow the instructions of the Camp Staff Instructor(s). 5. Maintain control of the PWC at all times and remain within the speed determine by the Camp Instructor(s). 6. Has earned the Swimming Merit Badge (if a Boy Scout) and has passed the BSA swim test. 7. Is 14 years of age as of the start of the class and will be in full compliance with all local, state and federal guidelines, including age restrictions and original equipment manufacturer standards.

Participant’s Signature ____________________________________________ Date:_____ Parent/Guardian Signature ____________________________________________ Date:_____ Parent/Guardian Print Name ____________________________________________ Date:_____ Home Phone ________________ Cell ________________ Work _____________

Appendix F: Information Letter

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