●School Camps ●Youth Camps ●Group Camps ●Accommodation

Koinonia Ministries Limited

Address: 29-41 Terrace Street, Evans Head 2473 - Postal: PO Box 47, Evans Head 2473

Phone 02 6682 4329 - Fax 02 6682 5866

Email info@camp.org.au Website www.campk.org.au

ABN: 97 108 529 282 ACN: 108 529 282

Risk

Management Plan

Camp Koinonia

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Table of Contents

A. Aim of the Document

B. Emergency Control Organization

C. Premises Information

D. Number of Occupants

E. Fire Safety Installations

F. Maintenance schedules and records of maintenance

G. Evacuation plans

H. Training Records

I. Building Plans

J. Emergency Response Procedures

a. Bomb Threat

b. Bushfire

c. Civil Disorder

d. Fire

e. Hazardous Substance

f. Industrial or Programme Accident or incident

i. On site

ii. Off site

g. Medical Emergency

h. Severe Weather & or storm damage

i. Transport Accident

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A. Aim of the Document

The aim of the procedures contained in this document is to minimise the risk to life and property arising from an

emergency. An emergency may develop from a number of causes including:

a. Fire

b. Medical Condition

c. Chemical spill

d. Structural fault

e. Bomb threat

f. Civil disturbances

g. Natural Disaster

The implementation of the following procedures is the responsibility of the emergency control organization that includes all

full time staff of Koinonia.

Staff living on site with assistance from client group leaders controls emergencies occurring after normal operating hours.

When no members of staff are available on site the group leader is designated as the emergency control officer

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B. Emergency Control Organization

a. Address and Contact List

A. Manager Craig Dale

a. Home Address - Staff Residence

b. Internal phone “Manager” (home and after hours)

c. Available via intercom button on front of office

d. Home Phone 66824329

e. Mobile 0428 824329

B. Asst Manager Marie Dale

a. Internal phone “office” during office hours

b. Mobile 0434 744 753

C. Asst Managers Bob and Betty Boyes

a. Mobile Bob 0427002057

D. Chairman of the Board Bob Boyes

a. Mobile Bob 0427002057

E. Board Safety committee Chairman Craig Dale

a. Home Address - Staff Residence

b. Internal phone “Manager” (home and after hours)

c. Available via intercom button on front of office

d. Home Phone 66824329

F. Mobile 0428 824329

G. Group Leader of Client Group

Name: ………………………………………………………………………………

Staying in Cabin: ……………………………………………………………………

Mobile Phone No: ………………………………………………………………….

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b. Emergency Planning Committee shall consist of:

A. Craig Dale

B. Bob Boyes

C. Betty Boyes

D. Marie Dale

Chief Warden Craig Dale

Deputy Warden Marie Dale

Duty Warden Senior full time staff member on site

Communication Officer Marie Dale

Group Warden Leader of Client Group

a. Authority

i. Emergency Control Personnel’s instructions supersede all normal management structure in an

emergency

ii. An emergency can be declared by any of the wardens in the ECO

b. Indemnity.

i. All ECO and EPC personnel are indemnified against civil liability resulting from workplace

emergency response activities where the ECO or EPC personnel have acted in good faith.

c. Duties

i. Shall meet twice annually

ii. Establish and Implement emergency procedures

iii. Determine the number of ECO personnel consistent with our operation

iv. Appoint personnel to ECO positions

v. Organise training of ECO personnel

vi. Arrange, conduct and review evacuation exercises

vii. Determine who initiates and implements emergency procedures

d. Responsibilities

i. Assess evacuation routes

ii. Assess any client or staff with special needs or disabilities that require assistance in an

emergency. Develop an emergency plan in discussion with this/these client(s) or staff

member(s).

iii. Ensure a procedure for accounting for people is implemented and maintained.

iv. Assembly Areas are assessed and maintained

v. Communication between staff and clients is through emergency horn and mobile phone (except

in the case of a bomb threat.) Communication between chief warden and communications

officer is via mobile phone or cordless phone and internal phone system if practical.

vi. First aid coordination is to be implemented by the first aid officer appointed by the client group

under the direction of the chief, deputy or duty warden.

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Premise Information

Site Name

o Koinonia - Group Accommodation by the Sea

Site Address

o Terrace Street Evans Head 2473

Building Names (This building is highlighted)

o Cabin 1

o Cabin 2

o Cabin 3

o Cabin 4

o Cabin 5

o Cabin 6

o Cabin 7

o Cabin 8

o Cabin 9

o Cabin 10

o Cabin 11

o Cabin 12

o Cabin 13

o Cabin A

o Cabin B

o Cabin C

o Staff Residence

Occupants of Each Cabin (see attached spreadsheet)

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Fire Safety Installations

Smoke Alarms are installed hardwired to all cabins

o Installed by John Wilson (Licensed Electrician) in 2008

o Checked by Craig Dale maintenance mgr

o Smoke alarms in cabins 1 & 2 are wired together

o Smoke alarms in cabins A & B are wired together

Emergency Exit Doors

o Old hall (1 set of double Doors) Illuminated

o Old hall (1 Door) Illuminated

o New hall (2 Doors) Illuminated

o Chapel Exit Signs Illuminated

Exit and Emergency lighting installed

Old Hall Illuminated

New Hall Illuminated

Chapel Illuminated

Fire Extinguishers

o Amenities Block – Dry Chemical

o Kitchen – CO2

o Old Hall – Dry Chemical

o Staff Residence – Dry Chemical

Fire Hose Reels (7)

o Northern Side of Terrace Street Entrance

o Between Cabin C & D

o East Wall of Cabin 12

o Southern Side of Tower

o Near Broadwater Road opposite staff residence

o Cabin 1 Southern Wall

o Northern Wall Cabin 10

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Maintenance Records

Smoke alarm Testing every six months

Fire Safety Equipment every six months

Fire Extinguishers

Fire Hose Reels

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Evacuation Plans

A copy of each building evacuation diagram, the location of the assembly area and a plan of all fire service equipment is

placed:

In each bedroom of all 10 bedroom units

In common room of all 10 bed units

In lounge area of all small and or disabled units

In all halls and chapels

In the kitchen

In laundry area

Front wall of office outside

Inside office

Staff residence

These diagrams have the best egress route highlighted.

A copy of each diagram is held in this file.

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Training Records

All ECO personnel will be familiar with the following:

The layout of the camp and all areas of special responsibility

All emergency Alarms

Procedures for and methods of evacuation

Location of all assembly areas

Means of assisting all people with disabilities

Operation of all fire detection and suppression systems

Strategically significant items (computer back up)

Dangerous goods

Operation of fire hose reels, fire extinguishers and fire blankets.

Post evacuation procedures

Situations where evacuations may need to be modified or is not the most appropriate action.

Emergency personnel identification

Emergency personnel authority

Emergency team and the role of its members

Methods of raising an alarm

These items will be reviewed on a six monthly basis

Evacuation Exercises

These will be practiced on a monthly basis until such time as we meet an acceptable standard, then every six months.

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Building Plans

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Emergency Response Procedures

Bomb Threat Procedures

a. Training

a. All ECO personnel will familiarise themselves with procedures for dealing with a bomb threat

b. All ECO personnel will be involved in at least one bomb threat training activity annually

b. Types of Threats

a. Written

i. Keep note and envelope or container

ii. Avoid unnecessary handling

iii. Place all evidence in a plastic bag or container to protect evidence

b. Telephone

i. DO NOT HANG UP

ii. A bomb threat checklist should be kept near each phone

iii. Fill in bomb threat check list as soon as possible

c. Suspect object

c. Evaluation

a. The chief warden or duty warden is to be contacted immediately a threat is received or found.

b. Police are immediately notified on 000

c. Threats should be categorized as either specific or non-specific and dealt with accordingly

d. All threats are to be treated as genuine.

e. Evaluation involves assessing which of the following actions is the most appropriate to take

i. Take no further action (await Police)

ii. Search without evacuation

iii. Evacuate clients and search with staff

iv. Total evacuation

d. Search

a. Look for objects not normally found in a specific area or

b. Suspiciously labelled objects

c. Objects similar to one described in the threat

d. Objects of unusual size, shape, sound or smell.

e. Presence of tape, wire, string or explosive wrappers or unfamiliar materials.

f. Priority sequence is:

i. Outside areas including evacuation routes and assembly areas

ii. Building entrances and exits

iii. Public areas in buildings

iv. Other areas

g. Once an area has been searched it should be distinctively marked as searched

h. Upon finding a suspicious object it should not be touched but a trail from it to the nearest exit should be

marked to assist emergency services

e. Evacuations

a. Evacuation of clients can be by raising the alarm and all evacuating to the standard assembly area.

b. Alternatively it can be by sections moving to the crown land north of the camp, which we identify as a

low threat assembly area. In this option wardens evacuate each section of the camp individually.

c. Evacuation in a bomb threat means

i. All luggage to go with clients (assists in searching)

ii. All windows and doors to be left open

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Emergency Response Procedures

Bush Fire Procedures

The threat of a bushfire is seen as likely to occur (has already occurred.) The threat primarily comes from the North and

West but could come from the North East.

The aim of this procedure is primarily to safeguard life then property assets.

1. When and if a likely bushfire threat is realized the chief warden or duty warden is contacted immediately.

2. The duty warden assesses the danger

a. Is the threat growing or diminishing

b. Which direction is it travelling in?

c. What is the weather doing etc?

3. The duty warden contacts the emergency services

4. All clients are to be evacuated prior to any real risk occurring and are to be evacuated in a safe direction to out of

town, the beach or Stan Payne Oval depending on the state of emergency and advice from emergency services.

5. If it is too late for evacuation all are to move to the hall furthest from the threat. Our staff members stay with

clients and the Chief Warden liases with emergency services personnel. The doors and windows are closed as the

fire nears in order to reduce smoke and heat in the hall.

6. Staff not needed for control of the evacuation may stay back to assist emergency services in asset protection whilst

it is safe to do so.

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Emergency Response Procedures

Civil Disorder and illegal entry or occupancy

Incidents of this nature have happened at Koinonia a number of times. A group of young men came here for a ‘party’ with

some client group members. There have also been a number of times when unauthorised people have entered the site in an

aggressive manner.

1. Signposts are to be erected at all entrances’ notifying that Koinonia is private property and entry is only at the

permission of the manager. Further that all visitors are to report to the office on arrival.

2. Notify the chief or duty warden immediately such an event occurs in or near the camp.

3. The chief or duty warden is to assess the situation and if necessary. With a single intruder it may be an estranged

parent of a student and the group leader will need to be liased with.

4. Notify the Police and call for assistance

5. Alert other members of the ECO

6. Restrict access to clients, buildings or facilities as is possible without risk to life.

7. Contact Chairman of Board of Directors

8. Debrief at the conclusion of the emergency

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Emergency Response Procedures

Fire

This is a critical emergency and planning for this emergency needs to be well known by all staff.

1. Building fires on the camp property should initiate the smoke alarm system.

2. All clients occupying buildings where the alarm goes off or where a fire is suspected are requested to immediately

evacuate the building to the emergency assembly area. This procedure is explained to all clients upon arrival at

Koinonia either by a staff member or by the group leader.

3. All clients are requested to report all fires or suspected fires to the group leader or duty warden. This can be

initiated in a number of ways including mobile phone or internal phone system or in person.

4. In a fire emergency the following four steps need to be initiated, often concurrently.

a. Life safety – ensure the safety of any person in the vicinity of the fire

b. Call the Fire Brigade 000

c. Evacuate the camp to the emergency assembly area

d. Fight the fire – only if the fire can be controlled without undue risk to staff. Once it is obvious that the

fire cannot be controlled without unnecessary risk all occupants should evacuate the building closing but

not locking doors behind them.

5. Once the camp has been evacuated to the emergency assembly area move all clients to a safe area well away from

the fire

6. One member of the ECO is to meet the Fire Brigade at the front gate and guide them to the fire

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Emergency Response Procedures

Hazardous Substance

Hazardous substance emergencies can occur in 2 different ways at Koinonia. They can be an emergency caused by a

substance problem where the substance is regularly stored on site. Alternatively this problem can be from a substance spilt

near the site or by a substance brought on to the site.

On site our analysis shows only one major hazardous substance and that is with LP Gas. Koinonia has a 220Kg-decanting

bottle and 9 x 45kg bottles. These all have current work cover authority installation and are in test. Koinonia also holds a

license to hold these dangerous goods and decant from the 220kg bottle.

In the event of a leak inform the chief or duty warden who assesses the situation and calls for evacuation, and calls fire

brigade and Elgas

If the leak is gas only (no liquid) then an orderly movement away from the area is called for but not necessarily a full site

evacuation.

If the leak is a liquid leak then evacuation of the site is necessary.

In evacuating the site

Ensure no naked lights are left on

Evacuate up wind if possible

Have all personnel stay well clear especially if there is a liquid leak

In the event of a hazardous substance spilt near the site the chief or duty warden is to be contacted and the situation

assessed

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Emergency Response Procedures

Industrial or Programme Accident or incident

On site

These types of accidents are seen as possible due to the type of activities carried on at Koinonia.

All our programme staff members are first aid trained and carry first aid kits. Much of their training involves ways of

avoiding accidents on site. Each of our programme activities has a Risk Analysis and Management System written for

them and all staff members are trained according to the Standard Operating Procedures, which are developed from these

risk analysis. It is standard operating procedure at Koinonia for an instructor from our staff and an adult supervisor from

the client group to be present at all programmed activity.

1. The first action is to assess the situation. This is the responsibility of the instructor

2. Depending on the severity of the situation one or more of the following steps should be followed. Often these

steps need to be initiated concurrently.

a. Rescue the victim or victims

b. Render first aid to the victim or victims

c. Call for assistance from other staff

d. Inform the chief or duty warden

e. Call ambulance and/or police

f. Remove clients not involved in the accident from the scene keeping them under supervision

3. In the event of a fatality keep everyone back from the area and do not move anything pending arrival of Police,

ambulance and Work cover.

4. At the conclusion of the event the following will need to be completed

a. Counselling to be provided for all involved in the incident

b. An accident report to be compiled by the manager

c. Work cover to be informed if necessary

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Emergency Response Procedures

Industrial or Programme Accident or incident

Off site

These types of accidents are seen as possible due to the type of activities carried on by Koinonia off site, at the river or

elsewhere

All our programme staff members are first aid trained and carry first aid kits. Much of their training involves ways of

avoiding accidents. Each of our programme activities has a Risk Analysis and Management System written for them and

all staff members are trained according to the Standard Operating Procedures, which are developed from these risk

analysis. It is standard operating procedure at Koinonia for an instructor from our staff and an adult supervisor from the

client group to be present at all programmed activity.

1. During all off site activities the senior instructor at the scene of the programme carries the following equipment.

a. Large First Aid Kit

b. Emergency Signal horn

c. Mobile Phone

d. EPIRB

e. Rescue and Recovery Equipment

2. The first action is to assess the situation. This is the responsibility of the instructor

3. Depending on the severity of the situation one or more of the following steps should be followed. Often these

steps need to be initiated concurrently.

a. Ensure all personnel are accounted for

b. Rescue the victim or victims

c. Render first aid to the victim or victims

d. Call for assistance from other staff

e. Inform the chief or duty warden

f. Call ambulance and/or police

4. Remove clients not involved in the accident from the scene keeping them under supervision

5. In the event of missing clients during canoeing, the following search times are to be adhered to

a. 15 minutes maximum search time is allowed prior to the chief or duty warden being informed

b. 30minutes maximum search time is allowed from the time the clients are first reported missing until

emergency services are called

6. In the event of a fatality keep everyone back from the area and do not move anything pending arrival of Police,

ambulance and Work cover.

7. At the conclusion of the event the following will need to be completed

a. Counselling to be provided for all involved in the incident

b. An accident report to be compiled by the manager

c. Work cover to be informed if necessary

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Emergency Response Procedures

Medical Emergency

Medical emergencies can occur at any time and are a constant at Koinonia with an average of three a year occurring on site.

Group leaders often handle these, as the vast majority seem to occur after normal operating hours.

Once the group leader arrives at the scene the scene needs to be assessed.

1. Depending on the severity of the situation one or more of the following steps should be followed. Often these

steps need to be initiated concurrently.

a. Read the medical sheet on the victim or victims

b. Render first aid to the victim or victims

c. Call for assistance from other staff

d. Inform the chief or duty warden. In minor situations the chief warden is to be informed within 24 hours

e. Call ambulance and/or police

2. Remove clients not involved in the accident from the scene keeping them under supervision

3. In the event of a fatality keep everyone back from the area and do not move anything pending arrival of Police and

ambulance.

4. At the conclusion of the event the following will need to be completed

a. Counselling to be provided for all involved in the incident

b. An accident report to be compiled by the manager

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Emergency Response Procedures

Severe Weather & or storm damage

In these situations the primary aim is life safety.

The safest building in Koinonia is the new dining hall and all clients should be evacuated to this building once it is realised

that older buildings might not be structurally sound in the weather.

Evacuation procedures in these events should be planned according to the prevailing situation and due consideration must

be given to using evacuation routes that avoid flying debris.

A further complication in severe weather and storm damage is the existence on site of AC sheets as roofing material. The

AC roofing material was removed completly from the site December 2009.

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Emergency Response Procedures

Transport Accident

Primarily the risk of a transport accident occurring in conjunction with Koinonia involves groups travelling to and from

Koinonia

The primary response of the ECO in a transport accident is the following, which will need to be initiated concurrently.

Ensure the safe evacuation of anyone in the vicinity of the accident

Render first aid to victims, as you are able

Call the ambulance and police

Control traffic around the accident site

Contact the chief or duty warden

On arrival of emergency service personnel cooperate with them to render assistance as is possible.

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In an Emergency

1. Verify the Report

Confirm with other reliable people or the emergency services the accuracy of the information

regarding the emergency

2. Notify the emergency services and camp management using the quickest available method

a. Emergency Services, Fire, Police Ambulance 000

b. Manager of Camp 0266824329

c. Medical Centre 66824500

(8am –1pm, 2pm-5pm Mon - Fri & Sat am)

d. Elgas 131161

e. SES 0407219400

f. Northpower 132080

g. Lismore Base Hospital 66218000

3. Assess the Danger posed by the emergency

a. Use all your senses to build a picture of what is happening and use that information to

decide on a course of action

b. Observe what is happening to decide

1. Has the danger passed

2. Is the danger increasing or decreasing

3. Is the danger coming closer or moving away

4. Is the weather or terrain affecting its progress?

4. Act based on this information

a. Ensure injured people are not exposed to further injury or danger

b. Contain the emergency if it is safe to do so

c. Move people to the emergency assembly area

1. On site near new dining room

2. Off site at Stan Payne Oval

d. Refer to any specific emergency procedures