Risk Management Policy
Sail Georgian Bay recognizes that there are risks inherent in the opera5on of the club and in the sport of sailing. Sail Georgian Bay is committed to minimizing risks to the club and to its members, volunteers and team by being proactive in identifying, measuring and controlling actual and potential risks.
Aim
The aim of this document is to provide direction as to how the risk management func5on is to be performed within Sail Georgian Bay.
Purposes
The purposes to risk management are to:
1. Prevent or limit injuries to participants, volunteers and staff;
2. Help protect Sail Georgian Bay and its volunteers, staff and club representatives against litigation;
3. Reduce the cost of insurance;
4. Improve the services provided to Sail Georgian Bay’s members;
5. Practice sound business management; and
6. Enhance Sail Georgian Bay’s image and reputation.
Authority
This document is issued under the authority of the President/Commodore and the Board of Directors.
Application
This policy is applicable within all aspects of Sail Georgian Bay.
Definitions
Risk – is defined as any condition or circumstance that may result in injury, damage or loss to either individuals or organizations.
Risk Management – is a logical step-by-step process for reducing the chance of injury, damage or loss by taking steps to identify measure and control risks.
Risk Management Plan – is a systematic and comprehensive analysis of ac5vi5es within Sail Georgian Bay to assess potential risks, and the selection and introduction of appropriate risk control measures.
Policy
1. All ac5vi5es or events undertaken by Sail Georgian Bay must be analyzed from a risk management perspective with a view to protecting Sail Georgian Bay and its members and club representatives against possible risk.
2. Prudent measures must be taken to identify measure and control both predictable and unforeseen risks.
3. Risk control strategies and procedures must be reasonable, and must protect Sail Georgian Bay from accusations of negligence by establishing a “standard of care” that is defined by written/published standards, unwritten/unpublished standards (e.g. typical practices within the Ontario sport system or industry), established precedent (i.e. case law) and common sense.
4. Risk management is shared responsibility. All directors, officers, staff, volunteers and club representatives have a general responsibility to take appropriate measure within their terms of reference to manage risk.
5. The President/Commodore is assigned the specific responsibility for developing and implementing a Risk Management Plan that will give force to this policy within Sail Georgian Bay’s operations.
Provisions
Risk Management Process: Managing risk involves a two-step process: identifying and measuring actual or potential risks; and the development and implementation of measures for controlling risks. The two steps are explained at greater length below.
Identifying and Measuring Risks: Any risk that may arise as a result of an activity or event shall be identified, and
1. The probability of that risk becoming reality, and
2. The related potential effect and/or cost to individuals or organizations shall be assessed.
The source of risk are generally categorized as follows: facilities (e.g. buildings); equipment (e.g. office equipment, boats, sails, trailers); people (e.g. participants, staff, volunteers); and programs (i.e. sailing itself). The main types of risk are categorized as:
a) Physical or mental injury;
b) Loss or rights/wrongful actions;
c) Property loss or damage; and
d) Damage to reputation
Controlling Risks:
Based on the results of risk identification and measurements, steps shall be taken to control risks. All risks have three components:
1. Probability of occurrence;
2. Severity of the hazard; and
3. The exposure of people and equipment to the risk.
Controlling risks generally entails developing and implementing measures that have one of four purposes:
a) Retaining the risk – no action is taken because the likelihood of occurrence is low and the risk-related consequences are low.
b) Reducing the risk and minimizing the exposure – actions are taken to reduce the likelihood of occurrence and/or the consequences.
c) Transferring the risk – the level of risk is accepted, but the risk is transferred to others (e.g. through insurance or other forms of contracts).
d) Avoiding the risk – the risk is eliminated through a decision not to continue with the risk- generating activity (e.g. cancel an event or program).
Risk Control Measures: Risk control measures or strategies to retain, reduce, transfer or eliminate assessed risk may include, but are not limited to:
a) Policy development;
b) Communication and education;
c) Instruction or special training;
d) Establishment of mandatory qualifications and certification;
e) Use of legally sound agreements and contracts (with athletes, employees, contractors,
partners, etc.)
f) Supervision;
g) Establishment of complaint handling procedures;
h) Frequent reviews of insurance policies;
i) Emergency systems and procedures;
j) Modifications to equipment and facilities; and
k) Use of warnings and waiver liability forms.
Risk Manager: The Safety Coordinator of Sail Georgian Bay is appointed the Risk Manager for the club. The Risk Manager is responsible and accountable to the President/Commodore for preparing Sail Georgian Bay’s Risk Management Plan, coordinating its implementation and ensuring that it remains up-to-date.
Risk Management Plan: A Risk Management Plan shall be developed as the mechanism for ensuring a coordinated approach to risk management within Sail Georgian Bay’s operations. The Risk Management Plan shall address both identified risks and a process for dealing with unforeseen risks:
a) Identified Risks: Following a comprehensive risk analysis, the Plan shall identify all of the known risks of any significance that pertain to Sail Georgian Bay and its opera5ons. For each risk, a mitigating control measure or measures shall be specified. A specific appointment within the Sail Georgian Bay staff/volunteer team shall be tasked with the responsibility of managing the selected risk control measure(s). The Plan shall also include a methodology for periodic review of each risk control measure to ensure that it remains current and functional.
b) Unforeseen or Emerging Risks: The Plan shall identify a process through which Sail
Georgian Bay’s operating environment is regularly scanned for new risks. The process must specify the procedure for identifying and measure new risks, for determining appropriate control measures, for assigning responsibility for control measures and for updating the Risk Management Plan accordingly.
Insurance: Insurance is one of the principal risk control measures that Sail Georgian Bay employs:
a) Sail Georgian Bay Insurance Policy: Sail Georgian Bay maintains an insurance policy on behalf of its directors, members and volunteers. The coverage in force is a Third Party Sports Liability Policy that includes Directors and Officers errors and omissions.
b) Management of Insurance Policy: Merely identifying possible risks does not mean that the activity or event is covered by Sail Georgian Bay’s insurance policy. Therefore, a proactive and focused effort shall be made to ensure that all activities or events are evaluated for essentiality and for associated risks. If an activity is deemed to be necessary and it is assessed that insurance is an appropriate control measure for risks associated with the activity, action must be taken to ensure that insurance coverage is in place.
c) Responsibility: Sail Georgian Bay’s President/Commodore is responsible for all administration related to the maintenance of current and effective coverage through the Sail Georgian Bay insurance policy, The President/Commodore will be the Sail Georgian Bay authority regarding insurance matters between Sail Georgian Bay and its insurer and between Sail Georgian Bay and its members.
Reporting: To ensure that risk management remains a high and visible priority within Sail Georgian Bay, the following reporting requirements are in effect:
a) Membership: Updates on the status of Sail Georgian Bay’s Risk Management Plan and insurance policy will be agenda items at Sail Georgian Bay’s Annual General Meeting.
b) Board: Reports on the status of Sail Georgian Bay’s Risk Management Plan and insurance will be made at all meetings of Sail Georgian Bay’s Board of Directors.
Review and Approval:
The Risk Management Policy was reviewed by the Board of Directors of Sail Georgian Bay on February 9, 2023.
Sail Georgian Bay recognizes that there are risks inherent in the opera5on of the club and in the sport of sailing. Sail Georgian Bay is committed to minimizing risks to the club and to its members, volunteers and team by being proactive in identifying, measuring and controlling actual and potential risks.
Aim
The aim of this document is to provide direction as to how the risk management func5on is to be performed within Sail Georgian Bay.
Purposes
The purposes to risk management are to:
1. Prevent or limit injuries to participants, volunteers and staff;
2. Help protect Sail Georgian Bay and its volunteers, staff and club representatives against litigation;
3. Reduce the cost of insurance;
4. Improve the services provided to Sail Georgian Bay’s members;
5. Practice sound business management; and
6. Enhance Sail Georgian Bay’s image and reputation.
Authority
This document is issued under the authority of the President/Commodore and the Board of Directors.
Application
This policy is applicable within all aspects of Sail Georgian Bay.
Definitions
Risk – is defined as any condition or circumstance that may result in injury, damage or loss to either individuals or organizations.
Risk Management – is a logical step-by-step process for reducing the chance of injury, damage or loss by taking steps to identify measure and control risks.
Risk Management Plan – is a systematic and comprehensive analysis of ac5vi5es within Sail Georgian Bay to assess potential risks, and the selection and introduction of appropriate risk control measures.
Policy
1. All ac5vi5es or events undertaken by Sail Georgian Bay must be analyzed from a risk management perspective with a view to protecting Sail Georgian Bay and its members and club representatives against possible risk.
2. Prudent measures must be taken to identify measure and control both predictable and unforeseen risks.
3. Risk control strategies and procedures must be reasonable, and must protect Sail Georgian Bay from accusations of negligence by establishing a “standard of care” that is defined by written/published standards, unwritten/unpublished standards (e.g. typical practices within the Ontario sport system or industry), established precedent (i.e. case law) and common sense.
4. Risk management is shared responsibility. All directors, officers, staff, volunteers and club representatives have a general responsibility to take appropriate measure within their terms of reference to manage risk.
5. The President/Commodore is assigned the specific responsibility for developing and implementing a Risk Management Plan that will give force to this policy within Sail Georgian Bay’s operations.
Provisions
Risk Management Process: Managing risk involves a two-step process: identifying and measuring actual or potential risks; and the development and implementation of measures for controlling risks. The two steps are explained at greater length below.
Identifying and Measuring Risks: Any risk that may arise as a result of an activity or event shall be identified, and
1. The probability of that risk becoming reality, and
2. The related potential effect and/or cost to individuals or organizations shall be assessed.
The source of risk are generally categorized as follows: facilities (e.g. buildings); equipment (e.g. office equipment, boats, sails, trailers); people (e.g. participants, staff, volunteers); and programs (i.e. sailing itself). The main types of risk are categorized as:
a) Physical or mental injury;
b) Loss or rights/wrongful actions;
c) Property loss or damage; and
d) Damage to reputation
Controlling Risks:
Based on the results of risk identification and measurements, steps shall be taken to control risks. All risks have three components:
1. Probability of occurrence;
2. Severity of the hazard; and
3. The exposure of people and equipment to the risk.
Controlling risks generally entails developing and implementing measures that have one of four purposes:
a) Retaining the risk – no action is taken because the likelihood of occurrence is low and the risk-related consequences are low.
b) Reducing the risk and minimizing the exposure – actions are taken to reduce the likelihood of occurrence and/or the consequences.
c) Transferring the risk – the level of risk is accepted, but the risk is transferred to others (e.g. through insurance or other forms of contracts).
d) Avoiding the risk – the risk is eliminated through a decision not to continue with the risk- generating activity (e.g. cancel an event or program).
Risk Control Measures: Risk control measures or strategies to retain, reduce, transfer or eliminate assessed risk may include, but are not limited to:
a) Policy development;
b) Communication and education;
c) Instruction or special training;
d) Establishment of mandatory qualifications and certification;
e) Use of legally sound agreements and contracts (with athletes, employees, contractors,
partners, etc.)
f) Supervision;
g) Establishment of complaint handling procedures;
h) Frequent reviews of insurance policies;
i) Emergency systems and procedures;
j) Modifications to equipment and facilities; and
k) Use of warnings and waiver liability forms.
Risk Manager: The Safety Coordinator of Sail Georgian Bay is appointed the Risk Manager for the club. The Risk Manager is responsible and accountable to the President/Commodore for preparing Sail Georgian Bay’s Risk Management Plan, coordinating its implementation and ensuring that it remains up-to-date.
Risk Management Plan: A Risk Management Plan shall be developed as the mechanism for ensuring a coordinated approach to risk management within Sail Georgian Bay’s operations. The Risk Management Plan shall address both identified risks and a process for dealing with unforeseen risks:
a) Identified Risks: Following a comprehensive risk analysis, the Plan shall identify all of the known risks of any significance that pertain to Sail Georgian Bay and its opera5ons. For each risk, a mitigating control measure or measures shall be specified. A specific appointment within the Sail Georgian Bay staff/volunteer team shall be tasked with the responsibility of managing the selected risk control measure(s). The Plan shall also include a methodology for periodic review of each risk control measure to ensure that it remains current and functional.
b) Unforeseen or Emerging Risks: The Plan shall identify a process through which Sail
Georgian Bay’s operating environment is regularly scanned for new risks. The process must specify the procedure for identifying and measure new risks, for determining appropriate control measures, for assigning responsibility for control measures and for updating the Risk Management Plan accordingly.
Insurance: Insurance is one of the principal risk control measures that Sail Georgian Bay employs:
a) Sail Georgian Bay Insurance Policy: Sail Georgian Bay maintains an insurance policy on behalf of its directors, members and volunteers. The coverage in force is a Third Party Sports Liability Policy that includes Directors and Officers errors and omissions.
b) Management of Insurance Policy: Merely identifying possible risks does not mean that the activity or event is covered by Sail Georgian Bay’s insurance policy. Therefore, a proactive and focused effort shall be made to ensure that all activities or events are evaluated for essentiality and for associated risks. If an activity is deemed to be necessary and it is assessed that insurance is an appropriate control measure for risks associated with the activity, action must be taken to ensure that insurance coverage is in place.
c) Responsibility: Sail Georgian Bay’s President/Commodore is responsible for all administration related to the maintenance of current and effective coverage through the Sail Georgian Bay insurance policy, The President/Commodore will be the Sail Georgian Bay authority regarding insurance matters between Sail Georgian Bay and its insurer and between Sail Georgian Bay and its members.
Reporting: To ensure that risk management remains a high and visible priority within Sail Georgian Bay, the following reporting requirements are in effect:
a) Membership: Updates on the status of Sail Georgian Bay’s Risk Management Plan and insurance policy will be agenda items at Sail Georgian Bay’s Annual General Meeting.
b) Board: Reports on the status of Sail Georgian Bay’s Risk Management Plan and insurance will be made at all meetings of Sail Georgian Bay’s Board of Directors.
Review and Approval:
The Risk Management Policy was reviewed by the Board of Directors of Sail Georgian Bay on February 9, 2023.