SOP

Airwing Honorary Officer Group

Standard Operating Procedure

  • Introduction

The mission objectives or main responsibilities for the proposed Honorary Officer Airwing are, to conduct aerial surveillance and observation missions. These mission objectives are achieved specifically through the collation of data by:

  • Setting up a basic GIS database to log all flights and record information collected, such as illegal wildlife activities, local animal locations; dog pack locations, delineation of vegetation and other data of interest, to achieve the mission objectives.
  • Aerial photography.
  • Recorded observations during the flight.
  • Transporting of suitable items.

For the purposes of:

  • Intelligence led wildlife law enforcement & anti-poaching operations, feeding information to the honorary officers on the ground, who can use this information for tactical planning and sting operations. At crime scenes the honorary officer airwing can conduct surveillance for gathering of evidence and verification of the scale of the incident. This could be particularly useful for coastal law enforcement
  • Wildlife and natural resource monitoring used for scientific research, protection, compiling conservation management plans and wildlife rescue through:
    • Monitoring of rare species
    • Vegetation & coastal mapping to determine; vegetation types, the spread of alien invasive plants and potential fire risk as well as erosion monitoring.
    • Carcass locations and search and rescue of injured/sick or missing wildlife through natural causes or illegal activities
    • Fence mapping & patrols
    • Locations of rural communities on boundaries

The Airwing group consists of recruited honorary officers who do recreational flying. The airwing gives an opportunity for these pilots to do their recreational flying within a conservation frame work, assisting other honorary officer groups, Ezemvelo KZN Wildlife and partner conservation organisations, therefore flying with purpose or for a noble cause.

The airwing remains under the direct control and for the use of the Ezemvelo KZN Wildlife Honorary Officer Corps and the Ezemvelo KZN Wildlife structures hence differentiating itfrom units like The Bateleurs.

  • The role of an Honorary Officer

Honorary Officers volunteer their services, gratis, -to supplement and support the staff of EKZN Wildlife. Honorary Officers should understand that their function is not to monitor the activities of EKZN Wildlife or its staff but to support the Service in its various tasks and duties.

  • Code of operational conduct

Honorary Officers are subject to the same code of conduct as all EKZN Wildlife employees.

An HO Pilot officer may only receive donations made by the Airwing group committee for costs related to fuel and landing fees for a specific mission. The only contribution that we ask of a beneficiary from a mission is that they provide us with a short report and photographs of the mission, for use in our newsletters, on our website and in our reports to donors.

Where instances of dispute arise between an Officer-in-Charge and an Honorary Officer/Officers this should be dealt with through the normal EKZN Wildlife’s Chain of command (See also penultimate paragraph under heading “Honorary Officer Management”)

  • What is required of an Honorary Officer?

An Honorary Officer is expected to become involved in the EKZN Wildlife by carrying out duties or tasks identified by EKZN Wildlife staff and coordinated by the relevant group chairperson. Duties and/or accommodation, where applicable should be arranged timeously to allow for the co-operation of the local Officer-in-Charge and the H.O.

The Honorary Officer must, as soon as possible, announce his/her arrival at the Reserve.

Any Honorary Officer entering an EKZN Wildlife Reserve as a member of a private party should act in an “observer” capacity and should report any findings to the Officer-in-Charge. Where observation forms are available- path, cave, checklists etc. these should always be completed and left with the Officer-in-Charge of the Reserve.

On an annual basis, Honorary Officers are required to supply their chairperson with a report which details their activities during the preceding year. Failure to submit an annual report or failure to participate in sufficient EKZN Wildlife activities may result in the re-assessment of that person’s status as an Honorary Officer.

Uniform and insignia

All Honorary Officers doing duty must wear the official uniform unless otherwise authorized by the Reserve/District OIC not to wear uniform. (However, identification must be carried and presented on request)

Uniform
Men 1. EKZN Wildlife issue shorts or long trousers.
2. EKZN Wildlife short sleeved shirt or long sleeved shirt if a green EKZN Wildlife tie is worn.
3. EKZN Wildlife Brown belt.
4. Green topped stockings.
5. Brown shoes or boots with brown laces.
Women 1. EKZN Wildlife Shorts or slacks.
2. Khaki Skirt.
3. EKZN Wildlife Shirt or cream blouse.
4. Green topped stockings with shorts only however sandals may be worn without stockings.

Insignia:

  1. Only Honorary Officer Shoulder Titles may be worn (any other shoulder titles, particularly those worn by the full-time staff, are not permitted).
  2. Name Badge to be worn on the right side of shirt or blouse above pocket.
  3. Service Bar – central immediately above the name badge.

Decals:

The magnetic Honorary Officer decals may only be used in areas where the Honorary Officer is situated/stationed unless specifically requested to display them by the host Officer-in-Charge.

Headgear:

EKZN Wildlife: Green cap (no other cap permitted).

EKZN Wildlife: Green bush hat (no other hat permitted).

Airwing Honorary Officers on Airwing duties may also wear “Rockies”, but must convert to standard shoes/boots when resuming land duties. Once all membership requirements have been met, pilot officers receive wings and observers receive a half wing, to be worn on uniform above the left pocket:

  • Honorary Officer Airwing Group Management & Structure

The airwing will operate as a specialised group within the Ezemvelo KZN Wildlife Honorary Officers Corps, like the wildlife crime investigation group and will initially operate as a regional group within the West Region (Ukuhlamba) structure. The Officer in Charge will be the Ezemvelo KZN Wildlife Chief Pilot, Greg Nani.

All prospect pilots to enrol as HO’s and go through probation periodand do induction course.

All Honorary Officers must be attached to at least one group and each group will have its own Committee and Chairperson.

The relevant EKZN Wildlife Officer in Charge liaises with the Chairperson or Group to co-ordinate tasks and ensures that there is communication.

Each group must be properly constituted and be registered with EKZN Wildlife Head Office and the Central Committee. No group or individual may be appointed or operate other than within this structure.

The Central Committee consists of the Provincial Co-ordinator and the 3 Regional Co-ordinators. They will be assisted by the Secretary, the Administrative Officer, the Treasurer and any other persons as the Committee deems necessary.

The Honorary Officer Corps has groups located throughout Kwa-Zulu Natal. An Honorary officer may only work in another area by arrangement with the respective Group Chairperson who will have sought the approval of the host Officer in Charge.

Central Committee meetings will be called at the discretion of the Provincial Co-ordinator.

Meetings between the Regional Managers and the Regional Co-ordinator will be held when necessary.

Meetings between the Regional Co-ordinator and the Group Chairpersons of his area will be held at the discretion of the Regional Co-ordinator.

An annual report, as per (Annexure 18) is to be completed by the Chairperson before the end of April and is to be given to the Regional Co-ordinator and a copy to the OIC.

Please see below the proposed group structure below roles and responsibilities for committee members are outlined in Annexure 1 of this document:

  • Legal status

Pilots are to adhere to Air Traffic Control (ATC) instructions and operate within Civil Aviation Authority (CAA) and Recreational Aviation Administration of South Africa (RAASA) laws and regulations.

Security checks are to be done on all prospective pilots and may be required to sign non-disclosure declarations for sensitive missions.

The purpose of the mission request form (Annexure 6)is required, for the flight to operate within a certain area with land owner’s permission and to be compliant with applicable legislation. Pilots are required to acknowledge standing orders (Annexure 2) and complete an Airwing pre-flight checklist(Annexure 3).When submitting a membership application the pilot officer is to supply supporting documentation as per Annexure 4 to the Airwing group committee.

Any non-Honorary Officer or EZKNW official is to sign an indemnity form before accompanying a pilot officer on a mission flight (Annexure 5).

Honorary Officer’s duties and powers are dealt with under Sections 25, 29, 30 & 31 of the Nature Conservation Management Amendment Act.

Any punitive powers referred to in the Act or any authorization to carry firearms will only be released to individual Honorary Officers in exceptional circumstances and then only after that Honorary Officer has been adequately trained and has attained the level of competence required to perform his/her duties.

The Officer-in-Charge/Group Chairperson/Chief Pilot must ensure that individual Honorary Officers are not acting beyond the powers for which they have been adequately trained.

When Honorary Officers that are not in uniform exercise any authority under the Nature Conservation Management Act, they must produce proof of appointment as an Honorary Officer.

  • Flight Call out  procedure

Should an aircraft be required by an honorary officer group or EKZNW, the following procedure is to take place:

  • A formal request is to come from the local Honorary Officers group chairman, regional coordinator or an OIC, who will contact the airwing flight coordinator.
  • The airwing flight coordinator will then supply a mission request form (Annexure 6) whereby the details of the flight will be recorded and sent back to the flight coordinator.
  • The flight coordinator will then allocate the mission to a pilot and arrange for an observer suited to the type of mission required, according to considerations such as locality, suitability of aircraft, associated costs, the frequency of missions flown by individual pilots etc.
  • The Mission request form (Annexure 6) is then sent to the Chief Pilot/COIC for approval, Should a flight be required in an emergency the flight coordinator/chief pilot or the chairman is available to assist in filling out the mission request form, getting the information required for the responding flight crew and getting approval as above, telephonically ( including whatsapp).
  • Any non-Honorary Officer or EZKNW official is to sign an indemnity form before accompanying a pilot officer on a mission flight (Annexure 5).

On completion of the mission the flight coordinator will:

  • Receive the post-flight reports (observations, pictures and gps data) from the pilot/s and observer officers;
  • Update the database in respect of the flight crews records and missions flown;
  • Ensure that reports and photos of the mission are sent to person who requested it.

No aircraft is to take off unless all requirements have been met, any breach in procedures may lead to disciplinary action against flight crew.

  • Insurance

Honorary Officers are covered under the EKZN Wildlife Public Liability Insurance (subject to no negligence or unauthorized activity being proven).

Honorary Officers are not covered for personal loss or injury and it is recommended that individual Honorary Officers negotiate their own insurance for this purpose.

Pilot officers are to inform their perspective insurance companies that they will be undertaking game monitoring and conducting aerial surveillance and observation flights as these are often initially excluded from insurance policies.

  • Use of and carrying of firearms

Honorary Officers may only carry firearms at the request of an Officer-in-Charge of a Reserve/District and then only if the Honorary Officer has completed the authorized course and has been certified and the information recorded on the database.

Private firearms may not be used except in exceptional circumstances and then only with the Reserve/District Officer-in-Charge’s written approval.

As records of those Honorary Officers that have been certified and authorized will be recorded on the database Officers-in-Charge and Group Chairpersons must check with Central Office on this aspect on a regular basis.

The new Firearm Act came into effect in 2000 and Group Chairpersons and Officers-in-Charge should be acquainted with the provisions of the Act relative to any Honorary Officer involvement.

Honorary Officers handling firearms should also keep abreast of all aspects of the Firearms Act. (Note: A document “Use of force” will be circulated to staff and Honorary Officers soon).

  • Transport

Honorary Officers may drive official vehicles only with the prior and with the permission of the Officer-in-Charge of the Airwing Honorary Officers Group. The General Manager may restrict the authority to a particular area and impose such other conditions he deems appropriate.

  • Transfers

An Honorary Officer wishing to transfer from one group to another must apply in writing to his/her Group Chairperson, giving reasons for the request. Transfers must be by mutual consent of both committees and approved by Regional Coordinator- West Regionand Honorary Officers’ Central Office advised for recording on the database.

  • Esprit de corps

An excellent esprit de corps exists amongst the staff and Honorary Officer of the EKZN Wildlife. Honorary Officers are encouraged to foster this camaraderie and pride in the EKZN Wildlife and accept the challenges faced with enthusiasm and determination.

Annexure 1

Airwing Honorary Officers Group

Roles and Responsibilities of critical committee member positions

  • Chairman

The role and responsibility of the Chairman is:

To ensure that the group and its members operate within the policies and procedures of Ezemvelo KZN Wildlife and the Honorary Officer Corps.

To ensure that the group structure is sufficed to meet safety and operational standards and assists the Chief Pilot with his appointed roles and responsibilities.

  • Chief Pilot

A chief pilot is an integral part of the management team and is responsible for the safety and compliance of the Airwing Honorary Officers Group’s flying operations.

Chief pilot will be responsible for the professional standards of the pilot and observation officers, as well as for ensuring that all aircraft are dispatched with the safety of passengers and flight crew as their top priority.

Chief pilots can delegate tasks but must still be satisfied that the task has been conducted correctly.

The role and responsibility of the Chief Pilot is:

A ) Ensuring that the operator’s air operations are conducted in compliance with the Act, Civil Aviation Regulations:

»This requires the chief pilot to establish and document the operational standards for your organisation and be in a position to monitor (and if necessary correct) those standards.

» Route checks, checking load sheets and physical loading of the aircraft, checking flight and duty time records against actual events and compiling a recurrent organisational

internal audit process are all processes which help ensure that your company’s air operations are conducted in compliance with the Act.

» The operational standards should be documented in the Standard Operation Procedures

  1. B) Arranging crew rosters.

Rostering must be in accordance with a set of flight and duty time limitations that apply to an existing fatigue risk management system (FRMS).

A FRMS must cater for all the operational requirements. It is good management practice to anticipate situations in which someone (including the chief pilot), is unable to work for any reason. Consider pilot availability when compiling a crew roster.

The roster is an important plan and the chief pilot should monitor how it runs, so that flight and duty time limits are not exceeded.

  1. C) Maintaining a record of licences, ratings, and route qualifications held by each flight crew member, including:
  • validity
  • recency
  • Applicable licence restrictions.

A system that comprehensively records all the above will allow the chief pilot to monitor the operational status of each pilot and schedule in advance any required activities, such as training and checking. It will also permit monitoring of expiry dates and recent experience, to ensure compliance with applicable regulations.

  1. D) Maintaining a system to record flight crew duty and flight times to ensure compliance with duty and flight time limitations.

Like the operators of any other machinery, a pilot’s performance decreases significantly when affected by fatigue, illness or injury. Flight and duty limits and any applicable fatigue risk management system (FRMS) are set to try to avoid fatigue affecting pilotperformance, but these limits are dependent on other factors outside work and the duty roster.

The Chief pilots needs to create a culture within the group, in which pilots act responsibly before missions are undertaken. The chief pilot must ensure flight crew understand they must present fit and rested when rostered for duty and will report as unfit if necessary, rather than attempt to fly when they are injured, unwell or not well rested.

It is also important to emphasise to pilots their personal responsibility to rest appropriately during off-duty periods. Although pilots are required to keep their own flight and duty time records, the Group committee is responsible for ensuring the rosters and actual duties performed are compliant with duty and flight time limitations.

  1. E) Ensuring Pilot officers are informed to comply with loading procedures specified for each aircraft type used by the Group pilot officers

The chief pilot should ensure that Pilot Officers are informed to ensure that the aircraft is loaded within its center of gravity and weight limitations. Completion of the loading must be to the pilot’s satisfaction and ensure that the aircraft is loaded within its centre of gravity and weight limitations as well as ensuring that the aircraft meets performance requirements.

  1. F) Monitoring operational standards, maintaining training records and supervising the training and checking of flight crew.

The chief pilot is responsible for setting and maintaining the operational standard within the Airwing Honorary Officers Group.

The strength of (and adherence to) the SOPs should reduce the groups risk of exposure to dangerous incidents and accidents.

  1. G) Ensuring that pilot officers are informed to maintain a complete and up-to-date reference library of operational documents as required by CAA for the class of operations conducted.

The purpose of the document library is to ensure that any operational information is up-to-date. Apart from a set of pilot’s operational documents, the library should have the group’s documentation and operating manuals.

Out-of-date information can compromise safety. The information in the library must be current as and when the paperwork expires pilot officers will be required to please submit updated copies. The Chief Pilot will endeavour to keep track of expiry dates to remind pilot officers. However it is ultimately the responsibility of pilot officers to ensure that all paperwork is kept in order and current.

  1. H) Allocating appropriate aircraft.

The right aircraft for the job is the requirement here. On any operation, the aircraft chosen for the task must be of appropriate capacity. That is, it must be capable of carrying the load with sufficient fuel for the flight, appropriate reserves and have performance capabilities compatible with the operation in question.

Certain categories of operation will require certain types of equipment. In the allocation task, the chief pilot should consider any special equipment required.

  • Flight Coordinator/Group Secretary

The role and responsibility of the Flight Coordinator/Group Secretary is:

To maintain all records, of meetings, members information within the group as required by regional and central office.

To assist the Chairman and chief pilot with their duties and report noncompliance to the chief pilot and Group Chairman.

  • Pilot Officer

  1. Be sober at all times whilst on duty and refrain from consuming any alcohol and/or banned or intoxicating substances that may affect the ability to safety operate an aircraft.

  1. The pilot should ensure that the aircraft is loaded within its centre of gravity and weight limitations. Completion of the loading must be to the pilot’s satisfaction and ensure that the aircraft is loaded within its centre of gravity and weight limitations as well as ensuring that the aircraft meets performance requirements.

  1. The pilot ensures that he/she understands standard operating procedures (SOPs) for his/her aircraft type and that the aircraft is operated in accordance with the manufacturer’s recommendations.

  1. Ensuring the aircraft is serviceable before each flight. Aircraft maintenance, the monitoring, scheduling and recording thereof is solely the pilot’s responsibility.

    1. All flights are to be carried out within the pilots as well as the aircrafts capabilities and limitations and it is safe to do so.

    1. The pilot will be responsible for all paperwork pertaining to the aircraft and their license. We will however endeavour to keep track of expiry dates to assist the pilot with reminders.

    1. The pilot should advise their insurers of their intention to undertake activities such as game monitoring, aerial surveillance as often these are often initially excluded in the policies.

    1. Report back after every mission

Annexure 2

Airwing Honorary Officers Group

Pilot Officer Standing Orders

Pilots are to adhere to Air Traffic Control (ATC) instructions and operate with in Civil Aviation Authority (CAA) and Recreational Aviation Administration of South Africa (RAASA) laws and regulations.

      1. Be sober at all times whilst on duty and refrain from consuming any alcohol and/or banned or intoxicating substances that may affect the ability to safety operate an aircraft
      2. The pilot should ensure that the aircraft is loaded within its centre of gravity and weight limitations. Completion of the loading must be to the pilot’s satisfaction and ensure that the aircraft is loaded within its centre of gravity and weight limitations as well as ensuring that the aircraft can meet performance requirements.
  1. The pilot ensures that he/she understands standard operating procedures (SOPs) for his/her aircraft type and that the aircraft is operated in accordance with the manufacturer’s recommendations.
  2. Ensuring the aircraft is serviceable before each flight. Aircraft maintenance, the monitoring, scheduling and recording thereof is solely the pilot’s responsibility.
  3. All flights are to be carried out within the pilots as well as the aircrafts capabilities and limitations and it is safe to do so.
  4. The pilot will be responsible for all paperwork pertaining to the aircraft and their license. We will however endeavour to keep track of expiry dates to assist the pilot with reminders.
  5. The pilot should advise their insurers of their intention to undertake activities such as game monitoring, aerial surveillance as often these are often initially excluded in the policies.
  6. Report back after every mission

PILOT OFFICER ACKNOWLEDGEMENT

I, __________________________________________ ID No: ________________________ confirm and agree that the Pilot Officer Standing Orders were fully explained to me and that I understand it and the contents and agree to perform as described herein.

PILOT OFFICER SIGNATURE: _________________________ DATE:_________________

CHIEF PILOT SIGNATURE:____________________________DATE:_________________

Annexure 3

AIRWING HONORARY OFFICERS GROUP

Pilot Officer Document Control

NAME:_______________________________________________

Please submit copies of the following paperwork, for records purposes:

      • Copy of Pilot’s license showing expiry dates (Pages 1 to 4)

      • Copy of current medical

      • Copies of the last 2 pages of your Pilot log book

      • Copy of Authority to Fly (ATF) for your aircraft

      • Photo of your aircraft showing registration and colouring

As and when the paperwork expires you will be required to please submit updated copies. We will endeavor to keep track of expiry dates to remind you. However it is ultimately your responsibility to ensure that all paperwork is kept in order and current.

Signed:___________________________________ Date:__________________________

For office use:

     Received       Expiry date

Pilot license _____/_____/_____

Medical _____/_____/_____

Pilot log book _____/_____/_____

ATF _____/_____/_____

Photo _____/_____/_____

Annexure 5

AIRWING HONORARY OFFICERS GROUP

Non Honorary Officer Passenger Manifest and Exclusion of Liability and Indemnity

I/we, the undersigned, accept full responsibility for any loss I/we might suffer as a result of injury, illness, loss of life or damage or loss of property that I/we may sustain during the proposed flight from any cause in the air or on the ground whatsoever or howsoever arising and I/we indemnify and hold the pilot in command, , its agents, employees and associates, harmless against any such claim whether or not such injury, loss or damage can be a attributed directly or indirectly to the negligence of whatsoever nature or degree on the part of the pilot in command, Airwing Honorary Officers Group, its agents, employees and associates. I/we record that I/we are aware of the inherent risks involved in flying, which risks include loss, or damage to personal property, injury or fatality, accident or illness and weather. Knowing the inherent risks and dangers involved I/we certify that I/we are fully capable of participating in flying and that I/we will obey the lawful instructions of the pilot in command covering any aspects of the flight and I/we acknowledge that I/we are fully bound and will comply with those instructions. I/we voluntarily assume the risk inherent in taking part in the flight.

My/our personal health is good and there is nothing to my/our knowledge which renders me/us unfit to participate in the flight. This exclusion of liability and indemnity is binding on my/our heirs, dependants, executors and assigns. Notwithstanding anything to the contrary contained in this Indemnity, “claim” means any liability in excess of the sum/s insured by the pilot in command, the aircraft owner, Airwing Honorary Officers Group, its agents, employees and associates in respect of all sums which the latter entities shall become legally liable to pay and shall pay as compensatory damages in respect of accidental bodily injury and/or accidental damage to property caused by the aircraft or by any person in terms of any insurance policy currently in force. It is recorded that such limitations on insurance applies in aggregate in any one accident or occurrence and not in respect of each passenger. I/we waive and abandon any claims over and above funds available from such insurance currently in force arising from an accident or occurrence.

With my/our signature I/we hereby acknowledge having read, understood and accepted the terms and conditions of this indemnity.

PASSENGERS

Name Signature Next of Kin Contact #

1 _______________________________________________________________________________

2 _______________________________________________________________________________

3 _______________________________________________________________________________

4 _______________________________________________________________________________

5 _______________________________________________________________________________

NOTE: A legal guardian must sign this document if the person bound thereto is under 21 years of age.

Annexure 6

AIRWING HONORARY OFFICER GROUP
MISSION REQUEST FORM
Flight mission description:          
Requested by:       Request date:

 

Method of Request:
Email Address:       Contact no:  
Location details / GPS co-ordinates:
Mission objectives / special notes / any information that may be of use to the pilot:
Preferred dates of flight:  
Landowner / reserve manager notified: YES   NO  
Landowner contact no:   Name:  
Please provide details of permits (if required):
For office use:
Pilot Name:   Flight date:  
Aircraft registration:   Flight time:  
Observer Name:        
Notes:
Chief Pilot Sign:   Date:    
All flights must be authorised by the Chief Pilot or COIC

Aircraft ID List

Gary Scott : Fixed wing ZU-TAG (White plane with blue decals)

Peter West : Microlight ZS-WIF (Blue wing with white trailing edge and yellow wheel spats)

Fixed wing ZU-EHX (White plane with blue wing tips and decals)

Chris Nicholson : Fixed wing ZU-EAH (White plane with blue decals)

Compiled By

Ryan Nortier

Chairman- Richmond Group

Chairman- Airwing Group

Ezemvelo KZN Wildlife Honorary Officer Corps

P.O Box 326

Richmond

3780

Email: rnortier@masonite.co.za

Office Cell: +27(0)87 8022193

Cell:          +27(0)82 3760060

Notice: It’s OK to print this document. Paper is a bio-degradable, renewable, sustainable product made from trees. Growing and harvesting trees provides jobs for millions. Working forests are good for the environment and provide clean air and water, wildlife habitat and carbon storage.(Chuck Leavell, 2011)

HAPPY FLYING!!!!