Port Bouvard Yacht Club

A division of Port Bouvard Recreation & Sporting Club Inc.

Operating procedures

04 October 2022

TABLE OF CONTENTS

1	Introduction	4

2	Health and Safety Policy Statement	4

3	Location	5

3.1	Site Layout	5

3.2	Training Area Map	6

4	Booking Procedures and Enrolment:	6

5	Instructors’ Manual	7

5.1	Introduction:	7

5.2	Procedure:	8

5.2.1	Beginning of the lesson:	8

5.2.2	During the lesson:	8

5.2.3	End of the lesson:	9

5.3	Emergency Plan	9

5.4	Training Boats:	10

5.4.1	Topaz/Taz Dinghies	10

5.4.2	Lasers	10

5.5	VHF Operation	10

5.5.1	Emergency radio procedure:	11

5.6	Equipment checklist:	11

5.6.1	Dinghy Sailing Courses:	11

5.7	Instructor Qualifications:	12

5.8	Employment and Pay	12

5.9	Child Protection Policy:	13

6	Emergency Plans	13

7	Risk Management	13

Introduction

The following document is the operating procedures manual relating to all activities conducted by Port Bouvard Yacht Club(PBYC) in its capacity as an Australian Sailing Discover Sailing Centre.

The primary aim of this manual is to provide a record of how the PBYC Australian Sailing Discover Sailing Centre operates. Furthermore, the manual seeks to outline the standard operating procedures the Club has in place for all incidents and activities and provide guidelines for instructors and students. By clearly outlining the measures in place and actions expected, the Discover Sailing Centre can strive to ensuring sail training is safe, informative and enjoyable.

Some parts of this manual are distributed separately, however this full operating procedures manual is easily accessible and available for all to read and offer suggestions on an ongoing basis.

The PBYC Discover Sailing Centre primarily bases its operations out of the facility located on the Harvey Estuary, Dawseville.

Health and Safety Policy Statement

PBYC Discover Sailing Centre is committed to providing a safe and healthy workplace for all employees, instructors and volunteers and to ensuring the safety of visitors and students.

PBYC Discover Sailing Centre will take all reasonable measures to control hazards and prevent incidents or accidents that could result in personal injury or ill health.

PBYC Discover Sailing Centre will ensure its activities conform to relevant state and federal legislation and will consult with staff and students in the identification, assessment and control of hazards at the Discover Sailing Centre.

Effective management of OHS risks depend on the commitment and co-operation of staff and students. PBYC Discover Sailing Centre is committed to consulting with staff and students in a meaningful and effective manner on safety issues, enabling each person to contribute to decisions that may affect their health, safety and welfare.

PBYC Discover Sailing Centre expects staff and students to comply with its occupational health and safety policies, procedures and guidelines, and to conduct themselves in a safe manner, not placing themselves or others at risk.

Instructors are responsible for the health and safety of volunteers and students working under their direction. PBYC Discover Sailing is also responsible for providing a safe and healthy environment for its visitors and members of the public who enter the Discover Sailing centre or are affected by its activities. Contractors working on PBYC Discover Sailing Centre premises are also required to conduct their activities in a manner that ensures the safety, health and welfare of others.

Location

Site Layout

Training Area Map

Sail training is to take place within the red circle area only.

Approval must be sought from a staff member prior to training in any other area of the river.

Booking Procedures and Enrolment:

All participants in a Australian Sailing training program held at PBYC are required to complete an application form, which requires the following details:

Full name

Date of birth

Name of parent or guardian if under 18

Email address

Postal address

City

Postcode

State

Phone number

Details of any “medical conditions, or allergies that we should be made aware of in order to maximise your enjoyment and safety on the course (i.e. back injury, vision impairment, bee or nut allergies)”

In addition, the following statement must be agreed to: “By agreeing to these terms and conditions in submission of the application form, I am aware of the nature and involvement of the selected course and accept that participation is entirely at my own risk. In the case of the enrolment of a minor under the age of 18, I am aware of the nature and involvement of the selected course. I give my unreserved permission for their involvement and accept that participation is entirely at his/her own risk.”

In addition to the master copy of these details, which are kept on file by the PBYC Discover Sailing Centre Principal, instructors will have access to a roll call sheet which will include the names, medical details and emergency contact numbers for the course participants.

Instructors’ Manual

Introduction:

The following manual is a guide for all instructors employed by Port Bouvardh Yacht Club in the dinghy sailing programs. This manual forms part of the over arching operating procedures manual for all training programmes undertaken by the Club.

The aim of the Instructors’ Manual is to assist instructors in understanding the operating procedures of Port Bouvard Yacht Club, the requirements of Australian Sailing and the expectations of the instructors and students in order to make sail training a safe, informative and enjoyable experience.

The Port Bouvard Yacht Club Training Centre is accredited to deliver the dinghy Australian Sailing training programs.

Procedure:

Beginning of the lesson:

If you are instructing a course held out of PBYC office hours, it is expected that you will pre-organise with a member of staff to have access to the keys and equipment necessary for the running of the training session.

Please arrange to arrive earlier than the students and ensure that everything is open and organised for their arrival.

Dress in neat clothing appropriate for coaching sailing in, appropriate footwear should also be worn.

Promote safety in the sun by wearing a hat and ensuring you wear sunscreen and offer it to course participants.

Be aware of the weather forecast for the day and plan your lesson accordingly.

Discuss your plans for the day with the Discover Sailing Centre Principal.

Be aware of any medical conditions or allergies that may affect the participant whilst in your care.

During the first session an initial introduction should take place and include the following;

A welcome to Port Bouvard Yacht Club

Introduce all instructors

Perform a roll call of the group and confirm the number of students

The location of the toilets

Emphasise that sailing should be fun and safe and that students should speak to an instructor if they are concerned about anything, uncomfortable or injured

For groups of children, ask that they let an instructor know if they are going out of sight (e.g. to the toilet) or if they are being picked up early

Proceed with your usual lesson following the Australian Sailing syllabus.

During the lesson:

Ensure you take the required equipment with you on your boat (see section on equipment)

The instructor should ensure that all sailors are dressed appropriately for the conditions, including a hat, a properly fitted PFD and warm clothing if required.

Follow the correct ratios of training boats to instructors at all times

Dinghies – 1 instructor : 6 dinghies

Prior to going on the water, always ensure boats are correctly and safely rigged, including all necessary equipment.

Follow the training area guidelines (see attachment) and ensure all students remain in close range, in the case of dinghies it may be safest to always create a marked course to sail around or perform a ‘follow the leader’ drill.

Do not allow sailors to leave the beach without permission.

Remain in radio contact with the other instructors and staff on shore.

End of the lesson:

Do not dock your boat until all sailors have returned to the beach and are safely upon the beach.

Remove all equipment from safety boats, hose down and pack away all safety boats and training boats.

Conclude the lesson with a debrief for students and a reminder about the times and dates of the next session.

Remember to complete the ‘club boat damage report’ form if any damage of loss to club boats has occurred during the training session.

If an incident has occurred during the training session, report it using the incident report form and inform the Training Centre Principal.

Emergency Plan

In the event of an emergency during a training programme or any other activity occurring on Club premises, the following shall be adhered to:

Assess the situation as quickly as possible.

When on the water or land and an emergency is identified, it must be reported to one of the following people in charge, who will confirm the action to be taken; -

Commodore

Vice Commodore

Sailing Instructor

The people in charge will have access to the master emergency plan and will call emergency services as required.

An incident report must be completed using the supplied form.

See separate document “Location and Emergency Contact Details” for Contact numbers.

Location of First Aid Kits:

Club House, outside of galley

Safety Boats

Training Boats:

Topaz/Taz Dinghies

A fleet of Two Topaz and four Taz training dinghies are available for use in the Dinghy sailing program. These boats are used as a training boat on the dinghy learn to sail courses and for children over the age of 10.

All required equipment can be found on board the Topaz/TazPacers including sails. A club boat damage report form will need to be completed if any part of the boat or equipment is damaged or lost.

Lasers

A number of Club Lasers exist for the use of students on dinghy sailing courses. Lasers are more suitable for teenagers and adults in the latter stages of the dinghy programme, that is, in the Better Sailing and Start Racing stages. There are three sizes of laser sails, the 4.7, radial and standard rig.

VHF Operation

Port Bouvard Yacht Club has a number of VHF marine handheld radios which must be carried by coaches during all training sessions. Radios are located in the PBYC Radio Station Shelving. The radio must be placed in a location where it is easily accessible and able to be heard.

Radios are provided for assistance in emergency situations and for the safe and efficient running of training activities.

Radios are not to be used for general conversation and proper radio procedures must be used at all times.

Please perform a radio check with other instructors or the sailing office prior to leaving the marina. PBYC Common radio channel is “74”

At the end of the training program, please return radio to the station for charging.

Emergency radio procedure:

The distress call to be used in an emergency situation is a “Pan Pan”. A “Mayday” call is reserved strictly for grave or imminent danger where the loss of life or loss of a vessel is feasible.

Ensure the radio is turned on and that the volume is turned up. The channel to be used will be arranged prior or going out on the water.

If you are the only PBYC boat out for the training session, transmit your emergency message on the international VHF channel 16.

For example:

(Type of distress call spoken three times) Pan Pan, Pan Pan, Pan Pan

(Boat identification) This is PBYC Rescue 1

(Repeat details once) Pan Pan, this is PBYC Rescue 1

(Location) We are North of Leprechaun Cafe

(Nature of emergency) Our rig has fallen down

(End transmission) Over

If other boats are in the area, they must proceed directly to the area and offer assistance, if safe to do so. If not offering assistance, other boats should standby ready to provide assistance.

Equipment checklist:

Dinghy Sailing Courses:

First aid kit

Tool Canister

Knife

Pliers

Screw driver

VHF hand held radio

Ensure Safety Boats include:

Towropes

Bailer

Fuel tank

Kill cord

Anchor and chain

Instructor Qualifications:

All instructors must hold current Australian Sailing instructors qualifications for the program and level they are teaching.

In order to keep your instructor qualification current, you must also possess the following qualifications:

National Powerboat Handling Certificate

Recreational Skipper’s Ticket

Senior First Aid Certificate (expires every three years)

Working With Children Check – required for all dinghy program instructors teaching students under 18 years of age (expires every three years)

Qualifications must be kept up to date; any new qualifications must be forwarded to Australian Sailing WA for inclusion in the MyCentre database. The Discover Sailing Centre Principal will have access to this database and will ensure that all instructors employed at Port Bouvard Yacht Club have current qualifications.

Employment and Pay

When commencing employment at Port Bouvard Yacht Club you will receive a package of documents including all necessary forms, such as, a tax file number declaration, superannuation information. Upon supplying your bank account details, your wages will be deposited in to your bank account, provided you have submitted an approved time sheet.

Payments are processed on a weekly basis.

Please endeavour to inform Discover Sailing Centre Principal as soon as possible if you will be unavailable for a training session, in order to ensure that a replacement instructor can be found in enough time to cover your missed session.

Child Protection Policy:

Port Bouvard Yacht Club is committed to the safety and well being of all children and young people associated with our sport. We support the rights of the child and will act without hesitation to ensure a child safe environment is maintained at all times. We also support the rights and well being of our staff and volunteers and encourage their active participation in building and maintaining a secure environment for all participants.

Please see “Vulnerable Persons Safety” document for further information.

Emergency Plans

Please see “Location and Emergency Contact Details” and “Emergency Response Plan” documents for further information.

Risk Management

Please see “Risk Management” document for further information.