Safety Management Plan

Safety Management System

	Section One: Safety Management Plan
Safety Management Policy	o The Adventure Camp Trust Board (ACTB), as the operator of Carey Park Christian Camp, is committed to ensuring that our Safety Management System complies with all relevant health and safety legislation. o We will, so far as is reasonably practicable, prevent notifiable events from occurring and continuously improve our safety systems and practices. o The Director, together with the Trust Board, is responsible for overseeing, maintaining, and reviewing the Safety Management System. o Their role ensures that all workers, contractors, and visitors experience a safe and enjoyable environment while engaging with One Big Adventure Carey Park Christian Camp.
Document control Section 1 SMS	o We will ensure that all Safety Management System (SMS) documents are clear, readable, and easily identifiable, o That they remain traceable to the activities, employment practices, and services they support. o To achieve this, our SMS documents will be: o Identified which includes the organisation name, version number, next scheduled review. o Available in current form On the Staff website. o Protected from unauthorised changes, deletion, or publication through password controls, with all electronic files backed up daily on our Google cloud server. o Signed off and controlled by the Director, who is responsible for approving the Safety Management System, including the Safety Management Plan and all associated standard operating procedures.
The ACTB Trust Board	o The trust board is made up of the following people. o Rob Kidd (Chairman) o Laura Hunte o Lisa Maclean (Secretary) o Andrew Ferguson o Linda Drew (Treasurer) o Erin Drew o Anthony King o Donald Fawkner o Boyd Clark Director
Review of manuals policy & procedure and continual improvement process section 2 SMS	o We have developed, implemented and maintain a process to ensure continual improvement of the safety management system and safety outcomes. o We conducted this process through internal reviews of our adventure activities. o Reviews of incidents, and internal review of the safety management system. o Where available, we collate data and information from the adventure and outdoor sector for consideration in our review process. o We review the Safety Management System, at least annually, and the performance against the SMS s stated safety goals and objectives. o The review considers any audit findings, reports from technical advisers and/or technical experts, and analyses and recommendations from specific reviews, including reviews of incidents. o We conduct scheduled internal reviews of the adventure activities to ensure compliance with this standard.
Review our adventure activities:	o Review of our adventure activities is undertaken when: o Audit findings o Proposed changes to adventure activities o Proposed changes to locations or sites used o Changes to the operating environment o Changes to key staff o Incidents and emergencies o Changes in legislation, standards, activity safety guidelines, codes of practice, or similar requirements o Identification of a new hazard or risk through input from technical advisers with current competence to review the activity o Identification of opportunities for improvement o Communication of review outcomes to staff and other relevant parties o Implementation of actions arising from reviews, with all updates recorded in the annual review log, internal review calendar, and checklist
Information on the business section 2 SMS	o ACTB Carey Park Christian Camp operates from 397 Henderson Valley Road. o The campgrounds are approximately 11 acres in size. o The camp comprises large open grassed areas, areas of natural bush, a natural waterway, buildings used for accommodation, catering and indoor activities in our large gymnasium. o We provide short-term accommodation and activity provision for large groups, primarily for school-aged children aged 8 to 12 years old. o However, we also provide the facilities and activities to other groups ranging from youth and adults. o All our activities take place within the campgrounds.
Description of business section 2 SMS	o Legal name: Adventure Camp Trust Board o Trading name: Carey Park Christian Camp o Main operating base: 397/399 Henderson Valley Road, Henderson, Auckland o Activities: Zip Line, Crate Stacking, High ropes/wire. o Location of Activities: 397/399 Henderson Valley Road, Henderson, Auckland
SMP Business aims section 2 SMS	o To offer venues, create environments, develop temporary communities, and provide learning opportunities that allow people to enjoy creation and experience the creator and saviour. All in a safe and secure environment and manner.
Workers section 2 SMS	o Carey Park Christian Camp is owned and operated by the Adventure Camp Trust Board. The trust employs 17 full time, 2 part time and 6 casuals. We employ all year round with casuals used on an as required basis depending on the needs and size of the groups using our facilities. I employ casuals in non-activity roles such as kitchen hands or housekeeping. There are also several voluntary roles, which include the trust board members and management committees.
Parameters of responsibility section 2 SMS	o ACTB is committed to reaching a healthy and safe workplace for all its workers, contractors, guests, and participants. We shall do what is reasonable and practical in the management of safety for anyone involved in the business. We shall do this through identifying and understanding what our work-related health and safety risks are; particularly those that have the potential to cause people serious injury or illness. This involves doing what is reasonable, what is practical, and what we can do to eliminate or where we can t minimise those risks. This is what we refer to as o proportionate risk management. Our focus will be on managing our business s most serious risks before managing our less serious ones. We will review our work activities ongoing to identify any o additional risks that need to be managed. All workers are responsible for identifying and managing risks and their hazards. We will inform participants of risks involved in activities that we offer. We frequently review a full Health and Safety Plan that is in operation, but no less than annually.
Safety management system section 3 SMS	o Refer to the Document Master List, to see the relationship between the Adventure Activity Regulations requirements and our internal documents. o Section Safety Management Plan o Document Section 1 SMS Version table o Document Section 1 SMS Document Control o Document Section 2 SMS Review of Manuals Policy & Procedure o Document Section 2 SMS Information on the Business o Document Section 2 SMS Description of Business o Document Section 2 SMS Business Aims o Document Section 2 SMS Workers o Document Section 2 SMS Parameters of Responsibility o Document Section 3 SMS Safety Management System o Document Section 3 SMS Health and Safety Goal o Document Section 3 SMS Safety Objectives o Section Safety Management System document o Document Section 6 SMS Workers o Document Section 3 SMS Responsibilities o Document Section 4 SMS Planning for Safety o Document Section 5 SMS Hazard Management o Document Section 6 SMS Workers o Document Section 7 SMS Drugs and Alcohol o Document Section 9 SMS Incidents o Document Section 10 SMS Emergencies o Document Section 3 SMS Responsibilities o Section Legislation o Document Health and Safety at Work Act 2015 o Document H&S at Work Regulations 2016 (various) o Document H&S at Work Act (Adventure Activity) Regulations 2016 o Document H&S at Work (Adventure and outdoor recreation activities managing the risks from natural hazards) o Document Adventure Activities Safety Audit Standard 2017 o Document Activity Safety Guideline Core Principles V1 2019 o Document Activity Safety Guideline High Wire and Swing V3 2018 o Document Activity Safety Guideline Climbing on artificial structures V2 2016
Document Master List section 3 SMS
Health and safety goal section 3 SMS	o It's important that we prioritize the safety of all, particularly children and youth participating in outdoor adventure activities. After our annual review into safety goals and suitable ways to monitor and achieve them. o One of the key considerations is the relevant legislation:
	Relevant legislation
Health and Safety at Work Act 2025 (New Zealand):	o This act places a strong emphasis on proactive risk management. o It requires businesses to ensure, so far as is reasonably practicable, the health and safety of workers and others who may be affected by their work.
Adventure Activity Regulations:	o These regulations specifically address the safety of commercial adventure activities, requiring registration and adherence to safety standards. o These regulations will require documented Safety Management Systems.
Specific Activities:	o Carey Park offers a range of activities, including (but not limited to): o Ropes courses (high and low) o Team-building exercises o Water based activities o Air rifles o Bush areas o Archery
Vulnerable Participants:	o Children and youth require extra care and supervision.
	Other considerations
Comprehensive Risk Management:	o Develop and maintain a robust risk management system that identifies, assesses, and controls hazards associated with all activities. o Conduct regular risk assessments of all activity areas and equipment. o Implement clear procedures for reporting and investigating incidents and near misses.
Competent Staff and Volunteers:	o Ensure all staff and volunteers are adequately trained and competent to supervise and instruct activities. o Provide regular training on safety procedures, emergency response, and first aid. o Implement a system for verifying the qualifications and experience of staff and volunteers. o Ensure all staff have appropriate vetting.
Equipment Safety:	o Establish a schedule for regular inspection and maintenance of all equipment. o Ensure that all equipment meets relevant safety standards. o Keep accurate records of equipment inspections and maintenance.
Emergency Preparedness:	o Develop and practice emergency procedures for various scenarios, including: o Medical emergencies o Weather events o Lost participants o Ensure that first aid supplies and trained personnel are readily available. o Ensure clear evacuation procedures are in place.
Participant Supervision & Communication:	o Establish clear ratios of supervisors to participants, appropriate for the age and activity. o Provide thorough safety briefings to participants before each activity. o Maintain effective communication between staff, volunteers, and participants. o Ensure clear communication with parents or guardians.
Compliance with Regulations:	o Maintain up-to-date knowledge of and compliance with the Health and Safety at Work Act 2025 and the Adventure Activity Regulations. o Ensure that all required registrations and certifications are in place. o Maintain accurate records of all safety-related activities.
Continual Improvement:	o Regularly review and evaluate safety performance to identify areas for improvement. o Seek feedback from participants, staff, and volunteers on safety-related matters. o Implement changes to safety procedures as needed.
Practical Implementation:	o Document all safety procedures in a clear and accessible safety management plan. o Conduct regular safety audits and inspections. o Provide clear signage and safety information to participants. o Foster a culture of safety among staff, volunteers, and participants. o By focusing on these safety goals, Carey Park Christian Camp can create a safe and enjoyable environment for children and youth to experience outdoor adventure.
	Safety Goals Current
Compliance with Legislation:	o Ensure all activities comply with the Health and Safety in Work Act 2015 and relevant Adventure Activity Regulations. Regularly update policies to align with any amendments.
Risk Assessment and Management:	o Maintain and review thorough risk assessments for all outdoor adventure activities. Implement control measures to mitigate identified risks and regularly review their effectiveness.
Safety Training and Education:	o Continue with comprehensive safety training for staff, volunteers, and participants. Include specific training on emergency procedures, first aid, and the safe use of equipment.
Equipment Maintenance, Inspection:	o Regularly inspect and maintain all equipment used in adventure activities. Replace or repair any faulty equipment to ensure safety standards are met.
Emergency Preparedness:	o Develop and practice emergency response plans for various scenarios, including natural disasters and accidents. Ensure that staff and volunteers are well-prepared to handle emergencies.
Monitoring and Reporting:	o Continue monitoring safety performance and reporting incidents. Use feedback to continually improve safety practices and prevent future occurrences.
Health and Well-being:	o Promote the physical and mental well-being of participants by providing adequate rest, nutrition, and hydration during activities. Address any health concerns promptly.
Engagement and Communication:	o Foster open communication about safety concerns among staff, volunteers, and participants. Encourage a proactive approach to safety by involving all stakeholders in safety planning and decision-making.
Safety objectives section 3 SMS	o Setting goals is only the first step; you need methods to ensure they're being achieved. Here's how Carey Park Christian Camp will implement methods to monitor and verify the success of their safety goals. When establishing our safety objectives, we have considered the following factors: o Hazards and risks o Technology and usage options o Financial, operational and business requirements o The views of workers and relevant other parties o We will show we have met this objective by
	Methods for Monitoring and Verification
Regular Audits and Inspections:	o Internal Audits: Conduct scheduled internal audits of all safety procedures, equipment, and facilities. Use checklists to ensure thoroughness. o External Audits: Consider periodic external audits by qualified safety professionals to provide an independent assessment. o Equipment Inspections: Implement a detailed schedule for inspecting all equipment (ropes, harnesses, archery equipment, etc.). Maintain logs of inspections.
Incident and Near-Miss Reporting and Investigation:	o Establish a clear and easy-to-use system for reporting all incidents and near misses. o Thoroughly investigate all incidents to identify root causes and implement corrective actions. o Analyse incident data to identify trends and areas for improvement.
Training and Competency Assessments:	o Document all training provided to staff and volunteers. o Conduct regular competency assessments to ensure that staff and volunteers maintain their skills. o Maintain records of qualifications and certifications. o Have regular documented drills of emergency procedures.
Participant Feedback:	o Collect feedback from participants on their experiences, including their perceptions of safety. o Use surveys or informal discussions to gather feedback. o Address any safety concerns raised by participants.
Staff and Volunteer Meetings:	o Hold regular meetings to discuss safety issues, review procedures, and share best practices. o Encourage open communication and feedback from staff and volunteers. o Use meetings to review incident reports and discuss lessons learned.
Documentation and Record Keeping:	o Maintain accurate and up-to-date records of all safety-related activities, including: o Risk assessments o Equipment inspections o Training records o Incident reports o Emergency drills o Ensure that all records are readily accessible.
Performance Indicators:	o Review key performance indicators (KPIs) to track progress toward safety goals. Examples include: o Number of incidents per activity o Percentage of staff with current first aid certifications o Percentage of equipment inspections completed on schedule o Percentage of completed corrective actions from incident reports. o Regularly review KPIs to identify trends and areas for improvement.
Regular Reviews of Safety Management Systems:	o Schedule regular reviews of the safety management system, at least annually, or when there are changes in legislation, activities, or equipment. o Involve staff, volunteers, and participants in the review process. o Update the safety management system based on the review findings.
Emergency Drills:	o Conduct regular emergency drills for various scenarios, such as medical emergencies, evacuations, and lost participants. o Evaluate the effectiveness of the drills and adjust as needed. o Document the drills and any lessons learned.
Legislative Updates	o Maintain a system to ensure that all staff and volunteers stay up to date on changes to relevant legislation and regulations. o Conduct regular reviews of safety procedures to ensure compliance.
Approval	o By adhering to these safety goals and implementing these methods Carey Park Christian Camp can ensure a safe and fulfilling environment for children and youth to enjoy outdoor adventure activities. Ensuring a safe and enjoyable experience for all participants.
Roles & responsibilities section 3 SMS	o We recognise the importance of clear responsibilities and accountability for maintaining a safe workplace. o Employers, employees and contractors all have obligations under legislation. o Including general health and safety responsibilities. We provide more detail in specific job descriptions, and the relevant sections of this manual.
Management Responsibilities:
	o A tailored flow chart to clarify the structure of the organisation in terms of authority, responsibility, and relationships.
	o To write position descriptions for all positions. This is so that every worker understands their role within the camp s structure and framework. It is also important to briefly document the specific tasks, duties, and role of each position to remove ambiguity.
	o The position description will show responsibilities both for and for whom they are accountable. It will record the key tasks and expected outcomes, along with key performance indicators for each position.
	o The Director or board are responsible for writing any position descriptions as required.
	o All position descriptions are to be reviewed annually to ensure that they are still relevant.
	o Employees may hold more than one position, such as Operations Manager and Health and Safety Officer.
	o Casual and relieving workers should be issued with the relevant position description.
	o All workers are to comply with the relevant requirements of the Safety Management System. o All trained and competent Zip Line, Crate Stacking, High ropes/wire, o instructing workers, handle the safety requirements in line with our Safety Management System, both the Safety Management Plan and our Policies and Procedures associated with the Zip Line, Crate Stacking, High ropes/wire. o The Activities Manager has ultimate authority over the safety requirements again in line with our Safety Management System, both the Safety Management Plan and our Policies and Procedures for the Zip Line, Crate Stacking, High ropes/wire.
	o Entering an employment relationship and managing an employment issue can be a lonely and stressful experience. Our personnel policy and procedure documents ensure that the employment relationship starts on a sound foundation of trust, respect and fairness, including mentoring for senior workers their employment contracts and help with managing the employment dispute process.
	o Safety roles and responsibilities in connection with Adventure Activity Regulation attributable activities.
The Adventure Camp Trust Board	has ultimate accountability for Health and Safety
	o Maintaining a constant interest in health and safety matters, by requiring and reviewing regular reports on safety performance.
	o Ensuring that the importance of effective safety management and conformance is communicated to workers, participants, contractors, and relevant other parties.
	o Providing resources to establish, implement, maintain, and continually improve the safety management system.
	o Ensuring that we comply with the HSWA, the HSW Adventure Activities Regulations and other relevant legislation.
	o Setting and achieving specific health and safety goals and objectives these will consider risks, technology and usage options, financial, operational and business requirements, and the views of workers and relevant other parties.
	o Involving workers in the development, implementation and review of health and safety goals, objectives, policies and procedures.
	o Incorporating health and safety as an element in position descriptions and as a measurable outcome of an individual s performance appraisal.
	o Expecting all workers to share the responsibility for meeting health and safety requirements and maintaining ongoing accountability through the roles and responsibilities defined.
	o Recruiting and employing workers with relevant qualifications/competency, and safety related attributes, for their role.
Director	is responsible for developing and implementing the SMS and ensuring that it plays an integral part in day-to-day operations. This includes:
	o Regular reporting to top leadership on safety performance is through monthly reports from the Director to the Board, which specifically includes safety performance.
	o Providing leadership and direction in matters of health and safety.
	o Making every effort to ensure that ACTB meets all its obligations under the HSWA, the HSW Activity Regulations and any other relevant legislation.
	o Ensuring compliance with the safety audit standard for Adventure Activities.
	o Maintaining up-to-date information on changes to health and safety legislation, regulations, codes of practice and standards.
	o Establishing, monitoring and achieving overall health and safety goals and objectives.
	o Reviewing, evaluating and reporting on the performance of the safety management system.
	o Developing workers commitment to achieving excellent health and safety standards.
	o Ensuring that workers understand health and safety management relative to their positions.
	o Ensuring that workers receive training and are involved in the continual development of the SMS.
	o Ensuring that workers are informed of any changes to policies and procedures.
	o Monitoring workers performance in relation to assigned safety responsibilities and delegations.
	o Ensuring that any complaints or concerns raised regarding safety are dealt with according to our process.
	o Ensuring that risk management processes identify risks and result in appropriate controls.
	o Ensuring that all incidents are accurately recorded, reported and properly investigated.
	o Ensuring that systems are in place and in order, and all workers can respond to potential emergency situations.
	o Supporting the safe and early return to work of injured employees, in line with employment agreements.
	o Arranging the regular review and external audit of safety management and emergency response systems.
Activities Manager	is responsible for ensuring the effective implementation of the SMS within the ACTB activities of Zip Line, Crate Stacking, High ropes/wire and other activities. This includes:
	o Providing strong safety leadership to foster and support a strong and just safety culture.
	o Encouraging everyone to take a personal responsibility for safety.
	o Ensuring that a strong focus is kept on risk management out in the field.
	o Ensuring that activity instructors perform relevant safety tasks and complete safety processes, including risk identification, intentions, equipment checks, incident reporting and so on.
	o Ensuring that safety is discussed pre and post of activities delivery to participants.
	o Monitoring and supporting workers to operate at or above current good practice standard in the field and giving feedback where appropriate.
	o Ensuring that safety performance is a part of annual review and regular appraisal processes.
	o Coordinating workers training and professional development.
	o Providing adequate support and resource so that safety systems and standards are maintained and improved.
Activity Instructors	Are expect:
	o Adhere to all safety management policies and procedures.
	o Take such care as is reasonable and in accordance with sound professional practice.
	o Take full responsibility for safety management during activity provision. And take any action required to ensure the level of risk is kept at an appropriate level.
	o Be reasonable and practical in identifying, assessing and managing risks.
	o Report any unsafe work conditions, practices, or equipment as soon as possible.
	o Report all incidents as soon as possible after the event.
	o Assist in the investigation and incidents to introduce measures to prevent recurrence.
Workers section 6 SMS	o Part of the ongoing control of risks and safety planning is our commitment to ensuring our workers receive sufficient and competent training around our facilities and activity provision. o Refer to the relevant sections of the safety management system for details on both: o Our initial workers competencies and training. o Our continual monitoring of our workers members ongoing competencies. o Also, for details on workers issues around risk management and those issues which can affect workers, such as: o Fatigue, Illness, Stress, Alcohol, Drug use.

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