cg ChelmerGroup HEALTH AND SAFETY MANUAL COVERING: HEALTH, SAFETY AND ENVIRONMENTAL POLICIES AND PROCEDURES 1 Issue: 10/10/16
CHELMER FLOORING LTD - CONTENTS a SECTION INTRODUCTION Revision and amendments record 01 HEALTH AND SAFETY POLICY Statement of intent Organisation General arrangements 02 ENVIRONMENTAL CONTROLS Environmental Policy Waste control procedures Environmental emergency procedures 03 SITE/WORKPLACE RULES and PROCEDURES Principal/Main Contractor rules Site/workplace emergency procedures Alcohol 04 CDM COMPLIANCE Construction, Design and Management Regulations 2015 Key roles 05 FIRE PREVENTION PROCEDURES General fire emergency procedures Fire risk assessment 06 ACCIDENT INVESTIGATION and 1 ST AID Accident reporting procedures RIDDOR reporting procedures Emergency procedures & 1 st Aid Accident report 07 WELFARE PROVISION Provision of site/workplace facilities 08 INSPECTION PROCEDURES Site/workplace inspection procedures Site/workplace checklist Site/workplace inspection report 09 RISK ASSESSMENT PROCEDURES Pre-start up risk identification Risk assessment process Risk assessment form 10 METHOD STATEMENT PROCEDURES Method statement process Variation procedure Method statement format 11 HAZARDOUS SUBSTANCES Identification procedure COSHH assessment form 12 ASBESTOS & SILICA CONTROL Identification of ACMs ACM management process 13 HEALTH SURVEILLANCE General procedures SECTION 14 NOISE CONTROLS Assessment of noise levels Risk reduction procedures 15 VIBRATION CONTROLS Assessment of vibration levels Risk reduction procedures Vibration surveillance form 16 MANUAL HANDLING CONTROLS Key risks from manual handling Risk reduction procedures 17 MECHANICAL HANDLING PROCEDURES Equipment selection Risk control procedures 18 WORK EQUIPMENT PROCEDURES Equipment selection Risk control procedures Pre-use inspection form 19 ELECTRICITY AT WORK Key risks and controls Testing and inspection 20 WORKING AT HEIGHT Safe use of access equipment Fall prevention/arrest 21 PPE ISSUE and CONTROL Site/workplace requirements Additional requirements Issue procedures 22 DRIVING HAZARD CONTROLS Key risks and controls Driver responsibilities 23 SUB-CONTRACTOR VETTING PROCEDURES Pre-qualification questionnaire Contractors/Sub-contractors agreement/undertaking 24 PERMIT TO WORK PROCEDURES Issue procedure Sample form 25 COMMUNICATION and TRAINING Consultation procedures Induction procedure and form Toolbox talk procedure and form 26 OFFICE SAFETY and DSE SAFETY Key risks and controls DSE self-assessment form 27 CODES OF PRACTICE Code of personal safety 2
Introduction This Policy Manual contains the Health and Safety, Organisation and Arrangements operated by CHELMER FLOORING LTD*, part of the Chelmer Group Ltd, as well as general and specific site/workplace procedures. This manual will be used to ensure that basic safety procedures are in place. This manual may also be used as a site/workplace specific plan. Prior to starting work the site/workplace will be inspected to ensure that it complies with current legislative requirements. Pre-start risk identification will also be carried out *Chelmer Flooring Ltd is a subsidiary company of Chelmer Group Ltd, wholly owned, and this policy relates to both organisations The Site/workplace Specific Plan may also be used as the Tender Plan for CDM and Principal Contractor vetting purposes The various form templates included in this manual are to be considered as EXAMPLES. They may be used as provided or substituted with alternative templates used by CHELMER FLOORING LTD or as required by the Client/Principal Contractor 3
RECORD OF CHANGES AND REVISIONS Date of Revision Changes Made to: Policy Statement Changes Made to: Organisation Changes Made to: Arrangements Changes Distributed to: 10/10/16 New Issue New Issue New Issue H/O Signature 4
CHELMER FLOORING LTD 01. HEALTH AND SAFETY POLICY CHELMER FLOORING LTD Health and Safety Policy Statement, Organisation and Arrangements are reviewed at least annually or as necessary. Alterations to these documents may arise because of: 1. Changes that may take place within the Company. 2. Any deficiencies that may arise, which might have been highlighted through consultation with employees. 3. Legislation is revised or introduced in areas relevant to our operations. 4. The introduction of new processes, techniques and equipment. 5. Changes in the growth of the Company. Although it is unlikely that changes will occur to the signed Policy Statement, revisions may be necessary to any or all of the Organisation and Arrangements documents. If there is no need for changes at all, the fact that the review did take place still has to be recorded. There is provision for this on the Changes and Revision form to be found at the back of this section. CHELMER FLOORING LTD is responsible for the review of these documents and must ensure that: The Policy Statement is signed and dated when necessary. Any alterations are incorporated into the documents. The changes, if any, are circulated to all staff as required. The signed and dated Policy Statement is posted on all notice boards in the Company offices and on any site/workplace as necessary. It is made available to employees and contractors who will have to sign to the effect that they have received/seen copies of the policy, organisation and arrangements. All operatives are reminded to inform Senior Management of any changes in their area that may affect these policy documents or, indeed, any other parts of this manual. 5
cg ChelmerGroup HEALTH AND SAFETY POLICY STATEMENT CHELMER FLOORING LTD* recognises the importance of providing safe and environmentally healthy working conditions and practices and fully accepts its legal responsibilities both as an employer and as a contractor in meeting duties imposed upon it by the Health and Safety at Work, etc., Act, 1974. (*Chelmer Flooring Ltd is a subsidiary company of Chelmer Group Ltd, wholly owned, and this policy relates to both organisations) The maintenance of a safe and healthy working environment is a prime objective. CHELMER FLOORING LTD seeks to ensure that the conditions in which employees and others work are as safe and healthy as it is possible to make them and that non-employees, including members of the Public, are not harmed by, or through, any of the activities the Company may engage in. Managers, supervisors and appointed contractors have overall responsibility for health and safety at work and for the implementation of this Policy. They will be expected to set a good example at all times. The responsibility for safety lies with everyone IT CANNOT BE DELEGATED. Only by constant care and vigilance on the part of every employee including Contractors personnel can we ensure the health and safety of those for whom we are responsible. CHELMER FLOORING LTD is committed to a continuing policy of providing and ensuring a safe working environment, as far as is reasonably practicable. In achieving this, it intends to: 1. Ensure that health, safety and welfare is an integral part of management responsibility on all site/workplaces. 2. Provide equipment and materials that are safe and free from risks to health and to institute safe arrangements, procedures and systems of work. 3. Provide adequate information, instructions and training for employees and contractors staff, together with proper supervision in order to ensure the effective implementation of any health and safety policies and procedures laid down by the Company. 4. Encourage awareness and an on-going interest in health and safety matters. 5. Provide all necessary personal protective equipment (PPE) and any other relevant safety equipment and ensure that it is used in the correct manner. 6. To ensure that contractors and sub-contractors are made aware of, and abide by, the Health and Safety Policy of CHELMER FLOORING LTD. 7. Ensure that all accidents resulting in personal injury and other dangerous occurrences are properly investigated with a view to making recommendations to prevent a recurrence. Every employee has a legal responsibility to take reasonable care of his or her health and safety and to ensure that their acts or omissions do not endanger the wellbeing of their colleagues and others. More specifically, all employees must: 1. Conform to Company rules and procedures regarding safe working and also follow the environmental policies and procedures of client companies and/or Principal/Main Contractors, where applicable. 2. Take steps to establish safe operating procedures and follow instructions that apply in the workplace/site/workplace and use the correct methods of work as laid down. 3. Report any unsafe conditions and all injuries to the CONTRACT MANAGER and assist in the investigations of any accidents, if required. 4. Wear and make full use of all protective clothing and equipment as issued. The co-operation and commitment of everyone is essential in order to establish and maintain effective standards of health and safety. Signed: Date: 10/10/16 Jamie Brown, Group Director 6
CHELMER FLOORING LTD HEALTH AND SAFETY ORGANISATION 1. The Group Director The Group Director of CHELMER FLOORING LTD is ultimately responsible for Health and Safety throughout the Company s operations. The Group Director must ensure that the management and staff of all projects receive sufficient support in order to enable them to meet their statutory obligations. The Group Director has overall responsibility for the implementation of the Company s Health and Safety Policy at all levels and for the delegation of specific duties to staff qualified to perform those duties in their areas of operation. 2. The CONTRACT MANAGER The CONTRACT MANAGER is responsible for overseeing health and safety matters on site/workplace, and also for implementing and managing the Health and Safety Policy of the Company, at operating levels in the workplace/site/workplace. The management and discipline required in matters of health and safety are a fundamental part of that responsibility. Specifically, the CONTRACT MANAGER has responsibility for: 1. Compliance with CDM or any other Safety Plan requirements. 2. Ensuring that appropriate safety plans and method statements are in place and communicated to operatives. 3. Ensuring the provision, use and maintenance of equipment issued under the Personal Protective Equipment (PPE) Regulations. 4. Maintain the required standards of: (a) Safety and Guarding of Plant and Equipment. (b) Environmental Safety. (c) The Provision and maintenance of Staff Welfare Facilities. (d) The protection of the General Public on and around site/workplaces. 5. The management of contractors/sub-contractors on site/workplaces by: (a) (b) (c) Notifying them of CHELMER FLOORING LTD Health and Safety Policy and, in particular the rules by which sub-contractors are required to operate as laid down by CHELMER FLOORING LTD and the Client. Vetting the safety policies of contractors/sub-contractors and imposing changes where necessary. The safe management of shared equipment. 5. The day-to-day supervision of safety, working conditions and operations as a part of the routine duties. 6. Maintaining site/workplace safety and discipline. 7. Identifying and ensuring that any risks arising out of the work is assessed and recorded. 8. Informing and training both employees and contractors staff in the correct application of their work. 9. Ensuring that staff receives adequate supervision, training, information and clear instructions thus enabling them to work safely, protecting themselves, their colleagues and others. 10. Assisting in/or investigating accidents and near misses and to take proper preventative action to ensure, as far as is possible, that the circumstances are not repeated. 11. Ensuring the provision, use and maintenance of PPE. 12. Ensuring the provision of adequate welfare facilities. 13. Ensuring current licensing and certification of work equipment is maintained. 14. Liaising with fellow contractors who are engaged on joint projects, on health and safety matters of common interest. 15. Implementing and co-operating with any safety training that may be required. 7
3. Responsibilities of Safety Advisors The duties of the Safety Advisors (Elken Associates Ltd), when requested, may include: 1. The regular monitoring and review of the Health and Safety Policy, procedures and performance and to make recommendations to management as necessary. 2. Keeping the Group Director and others informed of any developments or trends in health and safety legislation and safety management. 3. Assisting management in meeting their responsibilities and obligations in matters of health and safety including the preparation of Risk Assessments, etc. 4. Ensuring that appropriate training in health and safety is carried out as required. 5. Liaison, as necessary, with Contractors, the enforcement agencies and other bodies connected with health and safety. More specifically, the Safety Advisors will, where required, also ensure that CHELMER FLOORING LTD meets its statutory obligations in respect of: 1. All appropriate Health and Safety Regulations. 2. Risk Assessments both specific and site/workplace requirements. 3. The design and operation of safe systems of work. 4. Providing health and safety advice as appropriate. 5. Arranging for approved training of staff in health and safety. 6. The preparation and issue of safety rules. 7. Investigating and reporting accidents, injuries and dangerous occurrences. 4. Responsibilities of all Employees, Contractors Staff, Any others carrying outwork on site/workplace The Health and Safety at Work Act makes it the duty of everyone at work to take reasonable care for their own health and safety and for that of others. As a consequence of this legal requirement, employees are required to: 1. Take care of themselves and not to create hazards for others by their acts or omissions. 2. Co-operate with CHELMER FLOORING LTD to ensure healthy and safe working practices, by working to any safety rules that may apply and any instructions that may be given. 3. Ensure that all guarding of plant and equipment is in place before being used. 4. Promptly report any defective equipment, hazardous situation and dangerous activity to the CONTRACT MANAGER responsible. 5. Make full and proper use of any personal or other safety equipment (PPE) that may be issued. It is a requirement that such equipment must be worn irrespective of personal preferences. 6. Avoid the misuse or interference with anything to do with health and safety. 7. Act responsibly at all times in the interests of health and safety and not to engage in any form of horseplay, practical joking or to indulge in alcohol or recreational drugs while at work. 8. To observe and comply with all appropriate Company policies, Method Statements, Permits to Work and any other safety requirements. 6. First Aid First Aid training is fully supported by CHELMER FLOORING LTD and it is incumbent on them to ensure that there are sufficient numbers of trained personnel and that those persons are current as far as their training is concerned. It is also necessary to ensure that sufficient first aid equipment and facilities are in place where deemed appropriate. CHELMER FLOORING LTD will ensure such provision as may be necessary and will require any subcontractors to do likewise. It is accepted that on small projects 1 st aid coverage may be provided by a 3 rd party, such as the client 8
7. Consultation Procedures Under the appropriate legislation, CHELMER FLOORING LTD has a clear commitment to liaise and consult on health and safety matters with employees and contractors at all levels, particularly where people could be injured or suffer damage in any way. This could range from the start-up of a new project/site/workplace to the introduction of a new process or equipment. Owing to the nature of CHELMER FLOORING LTD operations and the diversity of site/workplaces, the Company does not warrant a full Safety Committee, however meetings may be held on site/workplace with the CONTRACT MANAGER to discuss Company projects and health and safety form part of those discussions. CHELMER FLOORING LTD insists that contractors attend all meetings where it is appropriate. Minutes of any meetings will be produced and issued to employees and all relevant parties, as deemed necessary. Where more than a project shares common areas or works in close proximity to other projects then every effort will be made to liaise with the other projects so that both may operate safely SAFETY ORGANISATION CHELMER FLOORING LTD Group Director: Jamie Brown CONTRACT MANAGER As Appointed CONTRACTORS AND CONTRACTORS STAFF Safety Advisor(s) B I Luff CMIOSH. MIIRSM For Elken Associates Ltd All contractors are informed of the Company s health and safety policies, plans and method statements and are required to submit their own policies, method statements and risk assessments to CHELMER FLOORING LTD for approval before the commencement of work. Sub-contractors will be required to accept any health and safety rules imposed by CHELMER FLOORING LTD and will be required to sign to that effect. 9
GENERAL ARRANGEMENTS 1. Reporting Arrangements In the event of a potentially hazardous situation or dangerous occurrence arising, this must be reported to the CONTRACT MANAGER immediately. They, in turn, will immediately take steps to rectify the incident and, at least, ensure it is made safe until an effective repair can be made or a suitable solution can be found. Failure to report any such danger is a criminal offence. All accidents, no matter how slight, must be entered in the company accident book, which is situated in the site/workplace office for larger projects or at Head Office. Should an accident occur which requires first aid treatment, this should be reported immediately to the CONTRACT MANAGER, who will also inform any other relevant parties. This will also be entered in the accident book. Contractors staff must also report such incidents to their own management. Should the accident be serious, i.e. requiring hospital attendance, resulting in any absence from work or falling under RIDDOR 2013, (See Section 06 Accident Reporting and, Investigation), this must also be reported to the CONTRACT MANAGER who will make any necessary report to the enforcing authorities. Accident trends will be analysed regularly and the results of such analysis will be forwarded to the Group Director. Where CHELMER FLOORING LTD act as the Principal/Principal/Main Contractor, all accidents on site/workplace must be reported to them 2. Safety Plans, Method Statements, Risk Assessments and Safety Rules A Safety Plan is prepared for each main project covering site/workplace safety and it is management s responsibility to ensure that the plan is followed. The plan identifies health and safety hazards, considers the risks from those hazards and lays down the methods to be used to control the risk so far as is reasonably practicable. It is the responsibility of the CONTRACT MANAGER and any Contractors management to ensure that operatives are kept informed of the appropriate Safety Measures applicable to the work being carried out. As Principal/Main Contractor CHELMER FLOORING LTD will also have made available copies of their Safety Rules and Regulations and it is most important that all personnel follow such rules. Also, following the preparation of risk assessments, staff and Contractors personnel may be issued with the appropriate Safety Rules. Much of the content of these rules may be covered, or explained, in the regular Tool Box sessions, or in specially convened briefings run by CHELMER FLOORING LTD or by the Safety Advisors. It is cannot be stressed enough it is most important that all Safety Rules are strictly followed and implemented at all times. The wilful ignoring these rules could not only threaten the contract being fulfilled, but also result in disciplinary action being taken. Copies of Safety Rules should be displayed where appropriate. Where CHELMER FLOORING LTD act as the Principal/Main Contractor they will require similar documentation to be provided to them by each sub-contractor prior to work commencing 10
3. General Advice and Assistance Where necessary, help and guidance may be sought from the Company s Safety Advisors. However, it must be understood that they are not a substitute for management action or responsibility. It is the Group Director s responsibility to ensure that responsible persons in the Company are aware of their statutory duties. It is then the responsibility of management, at all levels, to ensure that those duties are, in fact, carried out. The Safety Advisors will, as required, prepare all necessary documentation for approval, and may also carry out regular spot checks, inspections and audits as requested in order to ensure that personnel are working safely and that safety systems and procedures are being operated effectively. 4. Safety Training All new members of staff will undergo a programmed Induction within the first week of employment. This will include all the Company s Health and Safety Policies and procedures, Fire and other Emergency Procedures, First Aid Provision and general health and safety aspects. Where appropriate, information and specific training will also be given, covering: 1. The Use of Portable Electrical Equipment. 2. Manual Handling Techniques. 3. Working at Height 4. The Use of Site/workplace Plant and Equipment. 5. The Use of Personal Protective Equipment (PPE). 6. The Protection of Visitors and the General Public. 7. Road and Street Work Certification where applicable. 8. Fire Prevention and Precautions. 9. Persons working on site/workplace will be expected to be able to prove competence training where required The Safety Advisors may recommend various essential health and safety training needs to the Management as the need arises. CHELMER FLOORING LTD is committed to ensuring that such training is carried out as agreed. It is the responsibility of management to ensure that appropriate training is carried out and properly recorded. In addition, managers and supervisors will be given specific training appropriate to their areas of responsibility where deemed necessary, such as training in Risk Assessment Techniques, etc. 5. Emergency Procedures It is the responsibility of the CONTRACT MANAGER (in conjunction with the Client, if appropriate) to regularly review Emergency Procedures in order to ensure that any risk is minimised. These will include evacuation procedures, escape routes, assembly areas and rolls calls. On discovering a fire or similar incident, the alarm must be raised and the emergency services informed immediately. Those with responsibility for staff, trainees and others must ensure that all persons are accounted for. The appropriate members of management and the Safety Advisors must also be informed as soon as possible. In the event of a fire, bomb threat or any other similar incident that constitutes an emergency, it may be necessary to evacuate site/workplaces and/or buildings in the quickest and safest manner. The evacuation procedures for each site/workplace/building must be notified to all personnel and must be followed exactly. In the case of a medical emergency, the person identifying such a situation will immediately call the Ambulance Service and inform the duty First Aid attendant who will, in turn, report it to the CONTRACT MANAGER as soon as possible. 11
The CONTRACT MANAGER and any Site/workplace Supervisor should act as Fire Marshals and it is their responsibility to inform the emergency services and to ensure that all persons are cleared from the site/workplace. Should it be possible to contain any fire with portable fire extinguishers of the right type, then persons may do so PROVIDED THAT THEY DO NOT PLACE THEMSELVES AT RISK. IT HAS TO BE CLEARLY UNDERSTOOD THAT NO PERSON MUST EXPOSE THEMSELVES TO ANY UNNECESSARY RISK IN FULFILLING THE REQUIREMENTS OF EMERGENCY PROCEDURES. IF THERE IS ANY DOUBT OF ANY KIND THIS MUST BE CONFIDED TO THE MANAGEMENT AND EMERGENCY SERVICES IMMEDIATELY. 6. Inspections, Method Statements and Risk Assessments The Safety Advisors will, if requested, carry out a full formal inspection of work areas on a regular basis as often as deemed necessary. If the Safety Advisors are not required to carry out inspections, then Project Management must undertake this role. The Inspection Reports will be recorded and filed for future reference. (See Section 08 Health and Safety Inspections). Routine inspections of each working area should be carried out by the CONTRACT MANAGER on an on-going basis during the course of the work in progress. Inspections may also signal the need for suitable and sufficient risk assessments to be carried out as necessary. Method Statements and Risk Assessments It is the responsibility of the CONTRACT MANAGER to ensure that Method Statements are prepared and, where necessary, suitable and sufficient Risk Assessments for those activities where there is a significant risk in operations carried out by CHELMER FLOORING LTD Employees. These may also be required when fundamental changes occur, e.g. the installation and/or use of special equipment brought on site/workplace, etc. (See Sections 9 & 10 Risk Assessments and Method Statements). Control of Substances Hazardous to Health (COSHH) To conform to the COSHH Regulations, assessments also have to be made of any substances used in the course of the work in hand. No substances may be brought onto the site/workplace without the prior permission of the CONTRACT MANAGER who will ensure that the substance is safe to use and also ensure that the Client is kept informed of such substances. Substances within the scope of COSHH include all those labelled and designated as: Very Toxic Harmful Corrosive Irritant Dust and/or any other micro-organisms that may be present, also fall under these regulations. It is the object, so far as is reasonably practicable, to avoid any substance that falls under the above categories. In any event, staff and contractors personnel must inform the CONTRACT MANAGER of any new substances that may come into use, and the Safety Advisors informed so that a proper assessment can be made if necessary. (See Section 11 Hazardous Substances). Subcontractors will be expected to provide method statements and risk assessments relating to their particular roles BEFORE work commences. Failure to comply with this may result in the subcontractor being removed from site/workplace (See Section 23 Contractors/Subcontractors) Documentation and Procedures All Method Statements and Risk Assessments must be completed on the official forms and copies retained in the site/workplace office for reference. Only competent persons may carry out risk assessments. Employees and Contractors personnel must be informed of the results of all risk assessments that are made and the controls incorporated into the appropriate safe system of work. 12
Contractors and Sub-Contractors will also ensure that CHELMER FLOORING LTD are kept informed of any risk assessments carried out by them and that copies are made available to CHELMER FLOORING LTD for filing as necessary. 7. Portable Electrical Appliances It will be the responsibility of the CONTRACT MANAGER and Contractors Supervisors to ensure that new electrical appliances conform to Regulations. They must also ensure that a visual inspection is carried out each time before use. Other equipment will be PAT tested at suitable intervals, as assessed to be necessary. Depending on the nature of the appliance, such testing is to be conducted by a qualified electrician or a Competent Person. Where at all possible, only cordless power tools should be used, or equipment powered by 110 volt generators. If 240v equipment is used it must be protected by a Residual Current Device (RCD) or similar system. Where it is necessary to use a more powerful energy source, such equipment can only be used by Competent Persons. 8. Maintenance The maintenance of plant and equipment is the responsibility of the Contractors and CONTRACT MANAGER as appropriate. It is the responsibility of Managers and Supervisors to ensure that: 1. All electrical equipment is safe and that appropriate Portable Appliance test certificates and safe operating instructions comply with the Electricity at Work Regulations 1989. 2. All materials that are used are safe and conform to the standards that are laid down. 3. The installation, repair and maintenance of all equipment is carried out in accordance with approved practice, safety regulations and/or manufacturer s and supplier s recommendations and instructions. 4. Contractors and sub-contractors working on site/workplaces, or within Company premises and surrounds, are made aware of the safety policy of the Company and that they meet their own statutory duties and responsibilities. 5. Workshops and storage areas are to be kept in a safe and secure condition. 9. First Aid The CONTRACT MANAGER will usually be trained in first aid. First aid personnel, employed by the Client, may also be available on the site/workplace throughout the day. Contractors and Sub-Contractors are required to conform to first aid requirements and also to ensure that each working group is properly covered. They should also ensure the adequate supply and maintenance of first-aid boxes to their own personnel. If a medical emergency should occur when the CONTRACT MANAGER or a first aid attendant is not on duty, the Supervisor or senior person present will call the emergency services, e.g. doctor, ambulance, etc. (See Section 06 Accident Reporting and, Investigation). 10. Reporting of Accidents All accidents, no matter how minor, must be reported to the CONTRACT MANAGER who will, in the event of a serious incident, inform the Group Director responsible and, where considered appropriate, the Safety Advisors. All accidents, no matter how trivial, are to be entered into the Accident Book, which is to be retained in the site/workplace office and be available for examination at all times. Major Injuries, or specified Dangerous Occurrences, or Accidents resulting in an absence from work of seven or more days, must be reported to the authorities in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013. Contractors and Sub-Contractors must also ensure that they have their own arrangements in place. The CONTRACT MANAGER will notify the appropriate authority and report such incidents by the quickest possible means and/or on Form 2508 Injuries and Dangerous Occurrences or Form 2508A Diseases, and forward it to the relevant authorities (HSE). In the event of death this must be reported immediately by phone. All incidents can be reported online but a telephone service is also provided for reporting fatal/specified, and major 13
incidents only - call the Incident Contact Centre on 0345 300 9923 (opening hours Monday to Friday 8.30 am to 5 pm). 11. Smoking Smoking is only allowed in designated Smoking Areas. Persons found smoking elsewhere may be ejected from the site/workplace. 12. Housekeeping Both staff and Contractors personnel have a responsibility to ensure good housekeeping at all times. Neat and tidy work practices not only reduce accidents, but also make for a more pleasant and productive working environment. Site/workplaces: The CONTRACT MANAGER is responsible for ensuring that working areas are kept as clear and safe as possible at all times. Site/workplace clutter must be kept to a minimum and waste materials must be properly removed and disposed of as agreed. All gangways, emergency escape routes and fire exits must be kept clear at all times. Storage and Safe Stacking: The storage of materials for use will be confined to the designated areas, where stacking must be carried out in a safe and secure manner. 13. Safety Notices, Signs and Guarding Statutory Notices and general safety posters/signs must be displayed at the entrance of designated areas as required by the Safety Signs regulations and any other local authority requirements. All working areas, and those areas that may be affected by the work in progress, are to be properly protected with barriers and highlighted with signs and posters as necessary. In the event of an unaccompanied visitor coming on to the site/workplace, operatives will stop work immediately and the senior person present should escort the visitor away from the working area. 14. Health and Safety Policy, Organisation and Arrangements The Group Director and Safety Advisors will regularly review the policy, organisation and arrangements for health and safety and inform management of any necessary changes. If anyone has any suggestions for improving health and safety, those suggestions will be most welcome. If appropriate, they will be incorporated into the working practices of the organisation. 14
02. ENVIRONMENTAL CONTROLS Introduction CHELMER FLOORING LTD has a policy for Environmental Control in operation throughout all its projects and workplaces. Everyone has a responsibility to ensure that the environment is protected, preserved and, where possible, enhanced. The Company promotes this policy to all its employees, contractors and customers. In our business, everything that we do can have an effect on the environment. This can be severe in some cases, such as pollution of waterways, through to simply preserving the cleanliness of the surroundings where we operate. The CONTRACT MANAGER at every site/workplace is accountable for maintaining the Company s Environmental Policy and for upholding the various policies of clients and other relevant parties. The CONTRACT MANAGER is also responsible for ensuring that all employees and contractors are made constantly aware of their responsibilities in this important area. Should any situation arise that is not covered by the present policy, it should be referred to the Group Director and/or the Health and Safety Advisors. Waste Control Procedures As part of its environmental policy CHELMER FLOORING LTD will seek to recycle as much waste as possible. All waste will be, where required, controlled by transporting from site/workplace using licensed waste handlers and making all transfer notes available for inspection by the Client. Where segregated waste disposal is operated on site/workplace by the Client, CHELMER FLOORING LTD will ensure that all operatives are aware of the segregation policy and will monitor the effectiveness of segregation checking bins etc. during all site/workplace inspections. Environmental Emergency Procedures It is not envisaged that CHELMER FLOORING LTD will have a major impact in terms of high risk environmental issues however the company will work with its clients and co-operate with any emergency procedures put in place. 15
cg ChelmerGroup ENVIRONMENTAL POLICY STATEMENT CHELMER FLOORING LTD, in carrying out all of its operations, recognises the importance of maintaining the safety and well-being of the environment. It is recognised that the effective management of the environment makes good business sense and will, therefore, be a fundamental and integral part of the Company s business strategy. The CONTRACT MANAGER and other site/workplace supervisors must be aware of how the Company s activities impact upon the environment and must seek to minimise any adverse effects, so far as is reasonably practicable, by utilising the best available techniques and working practices. CHELMER FLOORING LTD must: Comply with any legal responsibilities placed upon it and conserve the use of resources, such as certified timber and wood products, particularly those that are scarce or non-renewable. Ensure that, wherever possible, all raw materials are obtained from fully sustainable sources Be sensitive and respond to the environmental concerns of the communities where we operate. Where appropriate, adopt environmental objectives to continually improve performance and monitor progress in the achievement of those objectives. Require suppliers and contractors to have a proper regard for this Environmental Policy, for the goods and services they provide and for their own legal and environmental responsibilities. Regularly review our environmental performance to ensure continual improvement Communicate this policy to staff, suppliers and customers and seek their help, if necessary, to implement it. Specifically, CHELMER FLOORING LTD will protect local environments as follows: 1. Noise to be contained within EC standards. 2. The strict conformance with working times as laid down by the local authorities/client. Working outside of these times is allowed only by strict dispensation from the local authority/client. 3. All environmental damage is to be repaired. 4. The prevention or suppression of dust and fumes must be implemented. 5. Pollution must be prevented at all times for the protection of the local environment, this includes both water and drainage pollution. 6. Waste must be properly controlled as follows: (a) Contaminated materials to be disposed of as per government and local regulations or as laid down by the Client. (b) Waste materials are to be sent for re-cycling wherever and whenever practicable. (c) Water disposal is only allowed as per the local water authority s regulations. (d) Oils and solvents are to be disposed of in the facilities provided by the local authority or the relevant company. 7. Liaison must take place the local authority concerning the use, or removal, of environmentally threatening materials, such as asbestos, etc., as may be necessary. Signed: Issued: 10/10/16 Jamie Brown, Group Director 16
03. SITE/WORKPLACE RULES AND PROCEDURES Every Site/workplace must have suitable and sufficient Safety Rules and Procedures drawn up, published and implemented. All such procedures must be first be approved by the CONTRACT MANAGER in consultation with the Safety Advisors and personnel on site/workplace will be instructed in their use. 1. Site/workplace Boundaries Where appropriate, all site/workplaces barriered off. Easy Access must be prevented to deter intentional breaking in on site/workplaces by children or others. Public access routes should be clearly indicated, and boundaries must be of sound construction. All site/workplaces should be sufficiently signed to prevent unintentional straying onto site/workplaces and into danger areas. Appropriate warning and contact information notices may be required to be posted at intervals around site/workplace/working area boundaries. 2. Protecting the Public (Also ref HSG151) All reasonable precautions must be taken to protect visitors and members of the public who may be affected by the acts or omissions of employees or sub-contractor's employees. Any person who enters the site/workplace and is not in full- or part-time employment with CHELMER FLOORING LTD and its Contractors or Sub-Contractors should be regarded as a visitor. They should not be allowed to enter working areas without first being briefed as to the hazards and of risk of personal injury. Visitors must report, in the first instance, to the CONTRACT MANAGER/Supervisor who will ensure that their presence is properly recorded. They must be accompanied at all times by an experienced site/workplace employee and be provided with the appropriate protective equipment. 3. Children (Also ref HSG151) The largest numbers of persons injured on building site/workplaces, out of working hours, are children. Therefore, it is absolutely vital that every precaution is taken to prevent unauthorised entry to site/workplaces for whatever purpose. It is essential that all site/workplaces be inspected for safety and security at the end of the working day by the CONTRACT MANAGER or Supervisor. It is essential to ensure that the following has been done: The area is made secure and no easy access routes left open. All equipment is removed or, at least, made safe. Holes are covered and excavations are fenced off. Ladders are removed and chained to prevent unauthorised use. Access points are closed and well secured. 4. Emergency Procedures on Site/workplaces In the event of an emergency situation involving Fire, Explosion, Chemical or Gas Emissions, burst Water Pipes or any other substantial hazard, the following procedure must be followed: Immediately evacuate all personnel from the danger area and assemble in the designated assembly point and take a roll call. Ensure that the Emergency Services are contacted as soon as possible. Institute measures to prevent persons from entering the danger area. Ensure that rescue services have as much information as possible, gained from those present, as to the number of persons trapped, injured or missing who and where. The CONTRACT MANAGER/Supervisor must notify the Client and Safety Advisors of such incidents as soon as it is possible to do so, i.e. when all other procedures have been instituted. Some examples of the type of documents required on site/workplace are shown on the following pages. Note: these are generic examples only and must be altered to meet the exact requirement of the Site/workplace. 17
CHELMER FLOORING LTD SITE/WORKPLACE RULES 1. Site/workplace Management personnel are: The CONTRACT MANAGER and/or Site/workplace Supervisor. 2. All operatives must report to the site/workplace office and sign in/out 3. All operatives must wear hard hats, boots, high visibility clothing and any other safety wear requested or designated in risk assessments in order to carry out their duties. 4. The Safety Advisors for this site/workplace, as well as CHELMER FLOORING LTD have the right to remove you from the site/workplace if you are working unsafely. 5. All accidents must be reported and put in the accident book, which is kept on site/workplace. 6. All mechanical, machinery, power tools or plant hire equipment should be used only by a suitably trained or qualified person. 7. Site/workplace working hours are as designated by the Client/Local Authorities 8. All Employees of CHELMER FLOORING LTD or of Contractors and Sub-Contractors will be inducted for their own safety. 9. No personnel will be allowed work while under the influence of drugs, or alcohol. 10. Any person found to be under the influence of alcohol or illegal substances will be removed from site/workplace and, where illegal activity is suspected, reported to the police. 11. Each operative must clean up after themselves. 12. All Employees and Sub-Contractors will not operate any plant or equipment unless authorised to do so or have received approved training. 13. All reversing vehicles must be controlled by a banksman where necessary. 14. All employees are under a legal obligation to comply with site/workplace rules and failure to do so may result in removal from site/workplace and possible prosecution by the Health and Safety Executive (HSE). 15. Do not enter areas of contamination, unless authorised/trained to do so. 18
CHELMER FLOORING LTD SITE/WORKPLACE EMERGENCY PROCEDURES Fire Precautions (See also Section 05 Fire Prevention Procedures) 1. If fire breaks out, get someone to call the fire brigade; do not try to fight the blaze! 2. Offices/cabins should be well spaced and not be positioned under overhead power lines. 3. High fire risk items, e.g. solvents, etc., must be stored well away from other buildings. 4. Appropriate fire extinguishers will be located at the working site/workplace if necessary and within the site/workplace office. 5. All personnel will assemble at the nearest designated assembly point. 6. No person shall return to work until the Fire brigade gives the all clear. Contamination Precautions 1. If the site/workplace is contaminated, ensure that PPE is worn to protect your skin when working with contaminated materials. 2. Wash off any contamination you may get on your skin. 3. Report all accidents and near misses to the CONTRACT MANAGER. 4. Ensure that all cuts and scratches are thoroughly cleaned and covered with a waterproof dressing. 5. Ensure you familiarise yourself with Main Personnel, Safety Rules, Health and Safety Policy, etc. Accident Incident and Ill Health Reporting Procedures 1. All injuries, damages or near misses however minor should be reported to the CONTRACT MANAGER/Supervisor and recorded in the Accident Book 2. All accidents to be copied to the Safety Advisors. 3. In the event of a fatal or major injury, the local HSE must be notified by telephone immediately by the CONTRACT MANAGER, who will also inform the Client and/or any other relevant parties. 4. The scene of any accident or dangerous occurrence should be left undisturbed except for the necessary release of injured personnel or if required by the authorities. First Aid 1. The qualified First Aid person on site/workplace will be displayed at various site/workplace locations along with contact details 2. Should any accident occur, inform the site/workplace first aid person immediately. 3. Except in the most extreme emergencies, do not attempt to give first aid yourself unless you have been trained. 4. Know the location of a telephone and the required number so that the medical services can be contacted if necessary. 19
Alcohol and Drug Abuse The consumption of alcohol or drugs or any other similar substances, whether legal or illegal, which could prove potentially detrimental to health is totally forbidden on all site/workplaces unless such drugs are for strictly medical reasons. If drugs are being administered for medical reasons, then the site/workplace management must be made aware of this Persons found consuming alcohol or drugs, or suspected of being under the influence of alcohol or drugs or any other intoxicating substance whilst on company business, or on clients premises and site/workplaces, will be required to leave the premises/site/workplace immediately. In such cases, they could be subject to dismissal in the case of employees (whether direct or contracted) or the termination of contract with possible financial penalties in the case of sub-contractors. Where illegal substances are found, the police will be informed. 20
04. CDM COMPLIANCE THE CONSTRUCTION (DESIGN AND MANAGEMENT) REGULATIONS 2015 The CDM Regulations, (Revised 2015), not only incorporate the requirements of the Construction (Health Safety and Welfare) Regulations 1996, (see page19), but also place new duties upon clients, designers and contractors and create a new duty holder - the Principle Designer. The Regulations also requires certain documents to be in place - health and safety plans and health and safety files. All holders have a role to ensure that health and safety is taken into account and managed effectively throughout all stages of a construction project. New duties have also been out in place in regard to domestic clients. A new approach and commitment to health and safety is required by all those in the construction process who can contribute to the avoidance, reduction and management of health and safety risks. Stages in a Project Concept and feasibility: This stage begins when the client first thinks about having a structure built, repaired, refurbished, demolished or maintained. It overlaps with the start of detailed design work. During this period important decisions are made on layout and outline, overall scheme and initial design and construction methods. Design and planning: During this stage detailed design work takes place. Final decisions on matters related to design and specification are made. Final production information (e.g. drawings) and specifications are produced. The preparation of information for the tendering process also begins. For some form of procurement, there will be considerable overlap with actual construction starting. Tender/selection stage: This stage primarily involves the selection of principal contractor for the construction process. The final production of tender documentation (e.g. bills of quantity) and the procedures and processes for selection of the principal contractor take place. Construction phase: This stage covers the time for the principal contractor to plan, programme and prepare the construction work. Arrangements are made to start the work and then carry out and manage it. Commissioning and handover: This stage includes the activities require bringing plant, equipment, building management and similar systems into operation and finally the structure is handed over to the client. Duties and Responsibilities THE CLIENT Determines if the project falls within the scope of the CDM Regulations. If so, then the Company is required to: 1. Early appointment of Designers, the PRINCIPAL DESIGNER and the Principal Contractor. 2. Be reasonably satisfied that the PRINCIPAL DESIGNER and any designer(s) whom the client arranges to prepare a design are competent and have made adequate provision for health and safety. 3. Provide the PRINCIPAL DESIGNER and designers with information relevant to the project including known or suspected site/workplace hazards. 4. Provide the PRINCIPAL DESIGNER and designers with any additional information relevant to the health and safety of the project, as this becomes available. 21
5. Be reasonably satisfied that any designer(s) whom the client arranges to prepare a design are competent and have made adequate provision for health and safety. 6. Ensure construction work does not begin until the Principal Contractor has prepared a suitable health and safety plan and that adequate welfare arrangements are in place. 7. Notify the HSE by means of the F10. Project are deemed to notifiable if they will last longer than 30 days with less than 20 person on site/workplace at any one time or if there will be less than 500 person days worked THE DOMESTIC DESIGNER 1. Domestic clients are in scope of CDM 2015, but their duties as a client are normally transferred to: the contractor, on a single contractor project; or; the principal contractor, on a project involving more than one contractor. 2. However, the domestic client can choose to have a written agreement with the principal designer to carry out the client duties. THE DESIGNER AT THE CONCEPT TO CONSTRUCTION STAGES The following obligations devolve upon the designer from the concept and feasibility stage throughout the project until the end of the construction stage: 1. Make the client aware of his duties. 2. Identify the significant health and safety hazards and risks of any design work and design out where possible. 3. Provide adequate information on health and safety to those who need it. 4. Co-operate with the PRINCIPAL DESIGNER and, where appropriate, other designers involved in the project. 5. Ensure that when arranging for any designers to prepare a design they are competent to do so and have made adequate provision for health and safety. Designers can include: - Estimators Architects/Engineers Specifiers Quantity Surveyors Temporary Work Designers Principal Contractors Specialist Sub-Contractors THE PRINCIPAL CONTRACTOR Before work commences the Principal Contractor has to carry out a number of tasks: 1. Develop and implement the health and safety plan. 2. Be reasonably satisfied that, when arranging for a contractor to carry out construction work, they are competent and have made adequate provision for health and safety. 3. Obtain and check method statements from contractors. 4. Ensure the co-ordination and co-operation of contractors. 5. Ensure training for health and safety is carried out. 6. Have appropriate communication arrangements between contractors on site/workplace for health and safety. 7. Make arrangements for discussing health and safety matters with people on site/workplace. 8. Allow only authorised people on site/workplace. 9. Comply with health and safety legislation where the client's work activities or undertaking may be affected by the construction work. 22