Total Produce Safety Statement by Vincent Dolan

Safety Statement

Irish at heart, Global by nature, Total Produce is Irelandâ&#x20AC;&#x2122;s largest and most accomplished fresh produce provider and Europeâ&#x20AC;&#x2122;s market leader. With over 15 facilities across the island of Ireland, our infrastructure and distribution network is unrivalled in the Irish marketplace.

Total Produce

Growing, sourcing, importing, packaging, distributing and marketing the complete fresh produce basket, our range extends from the more familiar to the truly exotic. Serving the wholesale, foodservice and retail sectors, Total Produce is a complete fresh produce solution provider.

Total Produce

Contents

Section 1 Introduction

Section 4 Arrangements

1.0 Introduction 10

4.0 Arrangements 30

1.1 Designations 11

4.1 Risk Assessment 30 4.2 Incident Reporting 30 4.3 Alcohol and Drugs at Work 31 4.4 Asbestos 31 4.5 Battery Charging 32

Section 2 Statement of Policy

4.6 Contractors 32 4.7 Construction Work 33

2.0 Health and Safety Policy Statement 14

4.8 Disabled Workers 33 4.9 Display Screen Equipment (DSE) 34 4.10 Electricity at Work 34 4.11 Employer Liability Insurance Certificate 35 4.12 Fire Precautions 35

Section 3 Organisation

4.13 First Aid 35 4.14

Fork Lift Trucks (Rider Operated Lift Trucks)

3.0 Organisation 18

4.15

Health & Safety Authority (HSA) Inspectors

3.1 Employers Responsibilities. 18

4.16 Goods Lifts (Including Vehicle Tail Lifts) 37

3.2 Specific Responsibilities 18

4.17 Hazardous Substances 37

3.2.1 Directors of Total Produce Ireland 19

4.18 Work at Height 37

3.2.2. Managing Director 19

4.19 Home Working 39

3.2.3 General Managers 19

4.20 Legionella 39

3.2.4 Managers and Supervisors 20

4.21

3.2.5 Group Health and Safety Manager 20

4.22 Lone Working 40

3.3 Employee Responsibilities. 21

4.23 Machinery (Plant and Equipment) 40

3.4 Premises 21

4.24 Manual Handling 41

3.5 Procurement 22

4.25 Mobile Telephones 42

3.6 Maintenance 22

4.26

3.7

4.27 Night Work and Shift Work. 42

Total Produce Ireland â&#x20AC;&#x201C; Health and Safety Management Structure

Liquid Petroleum Gas, Butane/Propane (LPG)

Routine Health and Safety Inspections

3.8 Site Health & Safety Organisation 24 Total Produce

3.9 First Aid and Fire Safety 25

Total Produce

Contents

Section 4 Arrangements (continued)

Section 5 Appendices

4.28 Noise in the workplace 43

A Risk Assessment 56

4.29 Occupational Driving 43

4.30 Outdoor Working 44

C Alcohol and Drugs Policy 62

4.31 Pallet Racking and Storage 45

Management of Asbestos Containing Material (ACM)

4.32 Personal Protective Equipment 45

Arrangements with regard to the employment contractors

4.33 Pressure Systems 46

F Construction work 76

4.34 New and Expectant Mothers 46

G Display Screen Equipment 77

4.35 Portable Tools and Equipment 46

H Electricity at Work 78

4.36 Public Access 47

I Fire Precautions 79

4.37 Safety Committee 47

J Instructions to Fire Marshals 82

4.38 Smoking 48

K First Aid 83

4.39 Social Events 48

4.40 Stress Management 48

M Control of Hazardous Substances 88

4.41 Training & Induction 49

N Manual Handling 89

4.42 Traffic Routes 49

O Noise Control 90

4.43 Travel Abroad 50

P Work Related Driving 91

4.44 Visitors 50

Q Use of Static Pallet Racking 94

4.45 Waste Disposal 50

R Health and Safety Committee 95

4.46

S Smoking at Work 97

4.47 Young Persons 52

T Social Events 99

Welfare Facilities (Toilets, Washing Facilities, Rest Areas etc.)

Reporting of incidents to an enforcement authority

Arrangements for the Safe Operation of Fork Lift Trucks

U Stress Management 100 V Traffic Management 104 W Travel Abroad 106

Total Produce

Section 1

Introduction

1.0 Introduction

1.1 Designations

The Board of Total Produce Ireland is committed to ensuring the Health, Safety and Welfare of employees, visitors and members of the public. Under Section 20 of the Safety, Health and Welfare at Work Act 2005, the Company has a specific duty to prepare a Safety Statement. This document is a management programme in writing, which details how safety, health and welfare is managed and secured.

In this Safety Statement any reference to “Total Produce”, the “Group” or “Company” denotes the Total Produce Group Ireland, or any member Company operating within that Group.

This Safety Statement is the cornerstone of health and safety management within our Company and adherence to it will significantly reduce the risk of incident occurrence and ill health in the workplace. This document will be subject to continual review and, if necessary, revised in the light of legislative or organisational changes. The Safety Statement framework is as follows: •

How the health and safety of employees will be ensured.

•

Details of how Total Produce will manage employees Health and Safety

•

Including a commitment to legal obligations, the provision of resources and arrangements for implementing safety.

•

Identification of the hazards and the assessment of risks in the workplace.

•

Cooperation required from employees on health and safety matters.

•

People appointed with responsibility for health and safety.

•

Arrangements for consultation with employees, and others, on health and safety matters.

•

Information available to employees on health and safety.

•

Health and safety legislation that applies to the workplace.

All reference to “General Manager” denotes an employee who has general responsibility for managing activities within the boundaries of one of the Groups operating sites. All reference to “Manager” denotes an employee whose duties include controlling the activities of a supervisor or group of supervisors. All reference to “Site Management” denotes the General Manager and where applicable, includes other Senior Managers at the site. All reference to “Supervisor” denotes an employee designated for controlling the activities of employees whose responsibilities do not include supervising others. All reference to “Employee” denotes persons engaged on contracts of employment within the Group and persons engaged through employment agencies, with the exception of the requirement to provide agency employees with personal protective equipment, or eyesight tests. An “Operational Site” is any premises under the control of a member Company of the Group at which employees are normally employed. All reference to “Safety Coordinator” means any employee that in addition to their normal duties has responsibility for the coordination of Health and Safety at an operational site.

Each employee has a duty to comply with the requirements of this Safety Statement, and to ensure that their duties are carried out in a safe manner. Any deliberate or negligent actions that result in breaches of the Health and Safety Policy will be taken seriously and, where appropriate will result in the use of formal disciplinary procedures. The Safety Policy Statement is for display at all sites and the full Safety Statement document is available for all employees to read on request to their Line Manager. Everyone is invited to comment on the policy and to suggest improvements. It is important to remember that most incidents at work or instances of ill health arising from a work activity are preventable and that any incident or injury represents a failure of Health and Safety controls.

Total Produce

All employees have a key role in implementing and monitoring the effectiveness of the Safety Statement, and working safely remains a condition of employment for all employees.

Total Produce

Section 2

Statement of Policy

2.0 Health & Safety Policy Statement

Total Produce Ireland recognises its duty to comply with the Safety, Health and Welfare at Work Act 2005 and the Safety, Health and Welfare at work (General Application) Regulations 2007. The Company is committed to fulfilling this duty and to the health, safety and welfare of its employees, contractors, customers, visitors and others who may be affected by its activities. It is the general policy of Total Produce Ireland to: •

Provide adequate resources to implement this policy.

•

Assess and provide adequate control of the health and safety risks arising from its work activities.

•

Consult with employees on matters affecting their health and safety.

•

Provide and maintain safe plant and equipment that is suitable for the task.

•

Ensure safe handling and use of hazardous substances.

•

Provide employees with sufficient information, instruction, training and supervision to enable them to work without unacceptable risk to their own health and safety or that of others who may be affected by their actions.

•

Identify the immediate and root causes of work related injuries and ill health and to implement appropriate remedial and preventive action.

•

Maintain safe and healthy working conditions.

•

Set health and safety objectives that are monitored and reviewed by the Board.

•

Seek continuous improvement of health and safety standards in all parts of the business.

•

Review and revise this policy as necessary at regular intervals.

For each operational site, compliance with this policy will be audited and reported on at regular intervals. All employees have a responsibility for their own health and safety and for the health and safety of others whilst at work. The Board of Directors seeks the cooperation of all employees in the general implementation of the health and safety policy and encourages active involvement of employees in advancing health and safety improvements.

Total Produce Ireland recognises that a safe workplace is a fundamental requirement of our business and that ensuring the health, safety and welfare of employees is both a legal and moral obligation.

The organisation and arrangements for the implementation of this policy are included within the Total Produce Ireland Safety Statement, a full copy of which is available at all operational sites for reference by Total Produce Ireland employees. Signed:

Des McCoy Managing Director, Ireland

Total Produce

Section 3

Organisation

Total Produce and its employees have legal responsibilities under the Safety, Health and Welfare at Work Act 2005. 3.1 Employers Responsibilities

The responsibility for the implementation of this Safety Statement and for the monitoring of Health and Safety performance rests with the Board of Directors. The Board of Directors will determine the objectives called for by this Safety Statement. The Board of Directors have a responsibility to ensure that adequate levels of resources are provided. These resources include the funding, time and the manpower required to achieve the objectives.

Section 8 of the Safety, Health and Welfare at Work Act 2005 requires Total Produce to ensure, in so far as is reasonably practicable, the safety, health and welfare at work of employees. The employer’s duty extends to:

3.2.2 Managing Director

•

Managing and conducting work activities in such a way so as to ensure the safety health and welfare of employees.

The Managing Director has the overall and ultimate responsibility for overseeing the implementation of a health and safety management programme throughout the Company as per statutory requirements. The Managing Director will ensure that:

•

Managing and conducting work activities so as to prevent improper conduct or behaviour likely to put the health and safety of employees at risk.

•

As regards the place of work, ensuring:

The objectives of the Safety Statement are implemented throughout the Company as per statutory requirements.

•

That the design, provision and maintenance of it is safe and without risk.

•

Safe means of access and egress to and from the premises.

In accordance with Section 8 of the Safety, Health and Welfare at Work Act 2005 ensure the appointment of sufficient competent persons to advise the Company on Health and Safety matters.

•

The design, provision and maintenance of safe plant, machinery & equipment.

•

That other articles are safe and without risk to health.

The resources provided by the Board are made available to achieve the health and safety objections of the Safety Statement.

•

Ensuring the safety and prevention of risk to health from the use of any substance or article, or exposure to noise, vibration or ionising or other radiation or any other physical agent.

•

All employees have a full understanding of their responsibilities in relation to health and safety.

•

Providing safe systems of work that are planned, organised, performed, maintained and revised, so as to be safe and without risk to health.

•

Providing and maintaining welfare facilities.

•

Providing the information, instruction, training and supervision necessary to ensure the health and safety of employees.

•

Identifying hazards in the workplace and carrying out risk assessments of these.

•

Determining and implementing the measures necessary to protect health and safety, taking into account the risk assessments carried out, the General Principles of Prevention and changing circumstances.

•

Appropriate risk assessments as required by legislation are carried out, documented, implemented and reviewed where necessary, and the results of these assessments are communicated to all employees under their control.

•

Where risks cannot be eliminated or adequately controlled, providing and maintaining suitable protective clothing and equipment.

•

Premises are safe, and that safe means of access and egress are maintained at all times.

•

So far as is reasonably practicable materials, tools, substances, plant and equipment provided for use are safe and free from defects at all times.

•

Safe working conditions and methods of work are maintained at all times.

•

Appropriate information, instruction and training are given to all employees; both at induction and throughout their employment and suitable records are kept.

•

Safety initiatives raised by employees are given appropriate consideration and response at all times.

•

Ensuring that all incidents and “near misses” are properly recorded and reported and

3.2 Specific Responsibilities Total Produce

3.2.1 Directors of Total Produce Ireland

At each level within Total Produce Ireland, there are specific health and safety responsibilities and accountability.

3.2.3 General Managers General Managers must be familiar with the requirements of Safety, Health and Welfare at Work Act 2005. They are directly responsible for ensuring adherence to the Company Health and Safety objectives at their site. In particular they shall ensure that:

Total Produce

Organisation

that an investigation is carried out to determine causal factors. •

Suitable records are kept of site inspections and review.

3.3 Employee Responsibilities. Section 13 of the Safety, Health and Welfare at Work Act 2005 outlines the duty of ALL employees while at work:

3.2.4 Managers and Supervisors

•

Managers and Supervisors are responsible for ensuring that employees in their control follow the requirements of this Safety Statement. Responsibilities include:

To comply with statutory provisions and to take reasonable care to protect their own health and safety and that of others who may be affected by their acts or omissions.

•

Not to be under the influence of an intoxicant to the extent that they may endanger their own or others’ health and safety.

•

Be familiar with the legal safety, health and welfare requirements.

•

Ensure a safe, clean and healthy environment in their area of responsibly.

If reasonably required, submit to any appropriate, reasonable and proportionate tests by or under the supervision of a competent, registered medical practitioner.

•

Ensure that sound and safe working practices are observed at all times.

•

Ensure that all equipment and installations in their area are maintained in good working order.

Co-operate with employers or other persons to enable the employer or other person to comply with statutory requirements.

•

Carry out regular inspections of the areas under their control.

Not to engage in improper conduct or behaviour that is likely to endanger their own or others health and safety.

•

Report all safety issues to the site General Manager and Safety Coordinator.

•

To attend training and undergo such assessment as may reasonably be required.

•

Ensure that safety precautions are accounted for when employing outside contractors.

•

To make correct use - giving regard to training and instructions - of articles or substances, including protective clothing, supplied to protect health and safety.

•

Protective clothing and equipment provided is used as appropriate.

•

Be familiar with fire drills and emergency evacuation procedures.

Report defects, as soon as possible, in systems of work, articles or substances, or work being carried on which might endanger health and safety.

•

Not to intentionally or recklessly interfere with, misuse or damage anything provided under health and safety legislation, or provided to protect the safety, health and welfare of persons at work, or to place at risk the safety, health or welfare of persons in connection with work activities without reasonable cause.

•

In addition to the above, an employee is required to report to the employer or other appropriate person, as soon as they become aware of any issue:

•

Where work is being carried on, or likely to be carried on, in a manner which may endanger his or her safety, health or welfare or that of any other person.

•

Of any defect in the place of work, the systems of work or in any article or substance likely to endanger him or her or another person.

•

A breach of health & safety legislation likely to endanger him or her or another person that comes to his or her attention.

3.2.5 Group Health & Safety Manager The Group Health and Safety Manager is appointed by the Board of Directors as a ‘competent person’ (as required by Safety, Health and Welfare at Work Act 2005.) and is primarily responsible for the provision and maintenance of an effective and comprehensive Health and Safety advisory service for the Group. Specific responsibilities include:

Total Produce

•

Creating and developing health, safety and welfare policy.

•

Assisting site management to ensure that an effective health and safety management is implemented at each site.

•

Health and Safety planning – deciding on priorities and establishing adequate systems and standards.

•

Implementation and monitoring of policy and plans.

•

Incident investigation, reporting and analysis.

•

Audit and review the performance of site health and safety management.

•

Report to the Board on site health and safety management performance.

•

Regularly review this Safety Statement to maintain its relevance.

3.4 Premises • Where premises are owned by Total Produce Ireland and are occupied for Company purposes, it is the responsibility of the General Manager, so far as is reasonably practicable, to ensure that those properties are structurally safe, well maintained and provided with adequate welfare facilities.

• Where premises are owned by the Total Produce Ireland, but occupied by a third party

the site effecting the lease will ensure that the properties are structurally safe, adequately maintained and that all relevant information for the safe occupancy of the premises, including any mandatory safety information, is provided prior to occupancy

Total Produce

Organisation

3.5 Procurement All buyers will ensure, so far as is reasonably practicable, that products and materials; such as work equipment or chemicals; purchased for use inside the Group are safe; free from risks to health and are accompanied by the appropriate data sheets and information concerning their safe use at work.

3.7 Total Produce Ireland â&#x20AC;&#x201C; Health and Safety Management Structure

Prior to the purchase or acquisition of any plant or machinery, it must be confirmed that it will meet the requirements of the Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 2 of Part 2: Use of Work Equipment.

Board of Directors (Ireland)

Managing Director (Ireland)

Group Health & Safety Manager

All employees responsible in specific areas for plant and machinery will ensure, so far as is reasonably practicable, that plant and machinery are free from risks to health and safety and that they are maintained in a safe condition. They will also ensure, so far as is reasonably practicable, that systems of work associated with plant and machinery conform fully to the requirements of the Safety, Health and Welfare at Work Act 2005 and all related statutory legislation. Total Produce

They have a further duty in their own areas of responsibility to ensure that all plant and machinery undergoes statutory testing as required, at the appropriate intervals by competent and duly authorised persons and, that records of the testing and necessary repairs are maintained.

Health & Safety Committee

Health & Safety Coordinator

Site

3.6 Maintenance

Advice & Guidance

General Manager

Control Contractors & Visitors

Managers & Supervisors

Employees Total Produce

Organisation

3.8 Site Health & Safety Organisation Site:………………………………………………………………………………

The Site Manager who has the responsibility for ensuring that the policies outlined in the Safety Statement are put into practice at this site:

…………………………………………………………………………………… The General Manager has appointed local health and safety coordinator(s) to provide advice and functional health and safety support to management and employees. Your local health and safety coordinator(s):

3.9 First Aid and Fire Safety

The contact number for the local hospital accident and emergency:

..…………………………………………………………………………… In a medical emergency dial 999 or 112.

First Aid Equipment is located at:

……………………………………………………………………………………

1) ………………………………………………………………………………………………

……………………………………………………………………………………

2) ………………………………………………………………………………………………

To ensure that health and safety standards are maintained and improved, the people listed below are members of the local Health & Safety Committee:

Name

Located

Contact Number

Occupational First Aiders are: No.

Name

Located

Contact Number

1. 2. 3. 4. 5. 6. 7.

All employees have a responsibility to

Total Produce

• • • •

Co-operate with supervisors and managers on health and safety matters. Not interfere with anything provided to safeguard their health and safety. Take reasonable care of their own health and safety. Report all health and safety concerns to an appropriate person (as detailed within this manual)

8. 9. 10.

Total Produce

Organisation

If You Discover a Fire - Sound the Alarm • • • • •

On hearing the alarm Leave by the nearest available exit Do not use lifts if present Do not stop to collect your belongings Report immediately to the Fire Assembly Point

The Fire Assembly Point is located at:

…………………………………………………………………………………………………………

………………………………………………………………………………………………………… ………………………………………………………………………………………………………… …………………………………………………………………………………………………………

No. 1. 2. 3. 4. 5. 6.

Fire Marshals

Area

………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… …………………………………………………………………………………………………………

Total Produce

…………………………………………………………………………………………………………

Total Produce

…………………………………………………………………………………………………………

Section 4

Arrangements

4.1 Risk Assessment

4.3 Alcohol and Drugs at Work

Safety, Health and Welfare at Work Act 2005

Unless properly controlled, the operational activities of Total Produce Ireland may, create risks to employees and others. All reasonably practicable measures will be taken to reduce these risks to an acceptable level. General Managers will ensure that risk assessments are carried out within their area of responsibility. The risk assessment shall detail the range of hazards associated with working operations together with any necessary remedial actions. See Appendix A

It is recognised that alcohol and drugs affect concentration, coordination and performance. The abuse of alcohol and drugs has implications on employees in the workplace and can result in inefficiency, accidents and absenteeism. Total Produce Ireland recognises that its employees are its most valuable resource and it is committed to providing a working environment, which is a healthy and safe one for the entire workforce. The Company have put in place a positive policy to assist and support employees in need. See Appendix C

Risk assessment will: • Identify hazards in the workplace or arising out of the work activity.

It is considered a serious breach of Company policy for any employee to act in contravention of this policy. The Company does not permit the possession or use of any intoxicant on the Company premises without the prior approval of senior management. In addition, it is considered a serious breach of this policy for any employee to attend work under the influence of an intoxicant. Breach of this policy will result in disciplinary action up to and including dismissal.

• Define appropriate control measures and how they will be implemented. • Document the risk assessment process to ensure compliance with statutory duties. • Be subject to an annual review or sooner if there is any reason to suspect that it is no longer valid.

4.2 Incident Reporting Safety Health and Welfare at Work (General Application) Regulations 1993 Part X

Total Produce

Any prescribed drug should be taken under direction of a doctor. If the drug impairs capability i.e. causes drowsiness; a decision on fitness to work will be required from management. Restrictions on the use of vehicles, mechanical handling equipment and other dangerous machinery may apply. Should there be any doubt as to fitness to work, then advice should be sought via the prescribing medical practitioner and the information presented to the site General Manager or Line Manager.

It is the responsibility of all employees to report injury causing incidents at work, dangerous occurrences (near miss incidents), road traffic incidents and ill-health arising from work as soon as possible after their occurrence, with notification being made to the relevant supervisor or manager. All incidents, injury causing or not (including road traffic incidents), must be reported using the Total Produce Electronic Incident Reporting System (TPEIRS).

4.4 Asbestos

All dangerous occurrences and incidents reported will be investigated and those subject to statutory reporting requirements will be communicated to the relevant enforcement agency. See Appendix B

Asbestos is the name for a group of natural occurring mineral fibres which are strong and both heat and chemically resistant. Due to these properties, asbestos was commonly used in the past as insulation and fire proofing. It was also used as a component in other building materials. There are three main types of asbestos found in Ireland – chrysotile (white asbestos), amosite (brown asbestos) and crocidolite (blue asbestos).

Safety, Health and Welfare at Work (Exposure to Asbestos) Regulations 2006

Some of the older premises in the Group contain traces of asbestos as part of the construction materials; typically as roofing and cladding materials. Where asbestos materials pose no risk to health they shall be left in place. If roofing, or cladding is unintentionally broken during operational activities, or there is a particular concern over the potential presence of asbestos material at the premises the Group Health and Safety Manager should be notified, and advice will be given on what course of action is required according to the particular circumstances. All premises affected must hold an asbestos register and implement a suitable procedure for managing anyone on site who may come into contact with asbestos containing materials (e.g. contractors). See Appendix D

Total Produce

Arrangements

4.5 Battery Charging

4.7 Construction Work

Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 2 of Part 2: Use of Work Equipment.

Safety, Health and Welfare at Work (Construction) Regulations 2013

Batteries under charge give off flammable hydrogen gas. No sources of ignition are permitted in the vicinity of battery charging areas, and the areas must be kept clear of flammable and/or combustible materials at all times. All battery chargers must be protected from unintentional collision damage. Only trained and authorised personnel are permitted to connect and disconnect vehicles from chargers. When a vehicle is disconnected the power source to the charger must be switched off. When batteries require topping up this should only be carried out by a trained and authorised person who, at all times during the operation, must wear eye protection, a protective apron and hand protection. Emergency eyewash facilities shall be available in the immediate area and these must be appropriately signed. Regular checks should be made to ensure that the eyewash solution is suitably replenished and in date. All maintenance activities will be recorded in a logbook.

4.6 Contractors Safety, Health and Welfare at Work Act 2005 The Company uses many other companies to supplement employees and expertise. ‘A contractor is anyone who is brought in to work on site, who is not an employee’. Some examples of work carried out by contractors for:

•

There has been an adequate assessment of the health and safety risks.

•

Employees have been provided with relevant information about the risks and the preventative or protective measures that will be employed.

•

Appropriate arrangements are in place to ensure the effective planning, organising, controlling, monitoring and review of any preventative and protective measures that are put in place.

Where the Construction Regulations apply to any proposed construction works the site management and will notify and appoint a competent planning supervisor for the intended project. The project team will ensure that a competent Principal Contractor is appointed and ensures that the Principal Contractor is provided with all necessary information to carry out their roles effectively. The Project Team shall ensure that that work does not begin without a documented health and safety plan and a current health and safety file. See Appendix F

4.8 Disabled Workers

Control of contractors for works at any of the Group’s premises is the specific responsibility of the person who arranged the works and authorised the expenditure for those works. Work shall only commence when contractors have:

Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 1 of Part 2: Workplace Reg. 25 Employment Equality Acts 1998 & 2004.

• Been made aware of the Total Produce Safety Statement.

• Agreed to and signed a copy of the Total Produce site rules.

• Provided detailed method in how the work is to be carried out.

• Provided evidence of valid liability insurance.

• Been issued with and completed a permit to work

The project team will ensure that:

Maintenance | Repairs |Installation | Construction | Cleaning

Total Produce

When any construction work is needs to be undertaken at a Group site, the site management will ensure that a project team is formed early in the planning stages. The Group insurance broker will also be informed of the proposed work to ensure that the proposed project can be covered.

agreement if appropriate.

All work shall be carried out by the contractor in accordance with current health and safety legislation. See Appendix E.

The Company shall ensure that all places of work, where necessary, are organised to take account of persons at work with disabilities, in particular as regards doors, passageways, staircases, showers, washbasins, lavatories and workstations used or occupied by those persons. A risk assessment will be carried out to take account of any particular risks for employees with disabilities. Practical steps will be taken to minimise any risks identified. If particular challenges exist for the safe evacuation of employees with disabilities, these will be addressed to ensure these employees can exit the workplace in the event of an emergency. Total Produce

Arrangements

4.9 Display Screen Equipment (DSE) Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 5 of Part 2: Display Screen Equipment The regulations apply to employees who habitually use DSE as a significant part of their normal work. The Company performs an analysis of each individual workstation in order to evaluate the safety and health of employees, with particular reference to eyesight, physical difficulties and mental stress. See Appendix G

4.11 Employer Liability Insurance Certificate Safety, Health and Welfare at Work Act 2005 A copy of the current Company employer liability insurance certificate shall be prominently displayed on the main notice board at each site. Where sites have multiple buildings, sufficient copies should be posted to ensure that all employees have access to it.

4.12 Fire Precautions Fire Services Act 1981 Site General Managers will ensure that suitable arrangements are in place for fire prevention measures and for fire procedures, and that a suitable risk assessment has been undertaken and recorded, together with any corrective actions, to meet the requirements of the Fire Service Act. See Appendices I & J. Each General Manager will appoint Fire Wardens and Deputies, who will ensure that the necessary arrangements are carried out. Their names will be recorded and prominently displayed using the site information chart in Section 3.

4.13 First Aid Safety, Health and Welfare at Work (General Application) (Amendment) (No.3) Regulations 2016.

4.10 Electricity at Work Safety, Health and Welfare at Work (General Application) Regulations 2007 Part 3: Electricity

Total Produce

All items of equipment used on company premises and electrical installations, will be regularly tested, and maintained free from hazards, in accordance with the Electricity Regulations. Only competent electricians (RECI or ECSSA registered) will be allowed to work on any form of electrical equipment, and then, only if the item is fully isolated from the mains supply. On completion of works a minor works/completion certificate should be issued by the contractor and retained on file with the periodic electrical installation inspection certificate. See Appendix H

Site management will arrange for the appointment of the appropriate number of qualified Occupational First Aiders, with due regard to shifts and holidays. Appointment of an employee to the position of premises First Aider should only be made if that employee is willing to undertake the responsibility. General Managers will also ensure that there are sufficient First Aid stations that are adequately equipped and maintained. See Appendix K The names of First Aiders, together with the location of first aid boxes and contact details for the local hospital accident & emergency department will be displayed on all notice boards. All employees will be made aware of the procedures to be followed in the event of illness or injury at work. Total Produce

Arrangements

4.14 Fork Lift Trucks (Rider Operated Lift Trucks)

4.16 Goods Lifts (Including Vehicle Tail Lifts)

Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 2 of Part 2: Use of Work Equipment.

Fork lift trucks must only ever be operated by employees who hold a valid certificate of basic training appropriate for the lift truck to be used and who have been formally authorised to operate on site. Site management will arrange for a register of those employees trained and authorised to operate lift truck equipment to be held and displayed on site. Lift truck operators will be continuously monitored and given refresher training as required taking into account indicators such as near misses, incidents or observed unsafe working practices. Refresher training will be provided every three years or sooner if required.

All Goods Lifts will be maintained and operated in accordance with the requirements of the Regulations. All Goods Lifts must be thoroughly examined by a competent person at six- month intervals. In addition, any sites that contain a personnel elevator must arrange maintenance and inspection.

Under no circumstances will non-employees at an operational site be allowed to operate lift trucks, until documentary evidence of their training and testing to the appropriate standard within the past three years has been received; familiarisation training has been given; an authority has been issued and confirmation of full insurance cover has been obtained.

Safety, Health and Welfare at Work (Chemical Agents) Regulations 2001.

Lift trucks are hazardous items of equipment. In environments where members of the public are constantly moving around, the greatest possible care must be taken at all times and designated lift truck travel routes must be adhered to at all times. Wherever lift trucks are in use at operational sites suitable warning signs must be prominently displayed. All lift trucks will be subject to a recorded daily safety inspection prior to their use. All lift trucks must be maintained in accordance with the requirements of the Work Equipment Regulations and must undergo annual thorough examination by a competent person. If there is any possibility that the lift truck may be used with a non-integrated working platform (safety cage) this examination will be at six-monthly intervals. See Appendix L.

4.15 Health & Safety Authority (HSA) Inspectors Safety, Health and Welfare at Work Act 2005

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HSA Inspectors have right of access to places of work at all reasonable times. All reasonable co-operation will be given to them. When a HSA Inspector carries out, or has communicated the intention to carry out, a Health and Safety visit at a site in relation to any other matter, the Group Health and Safety Manager should be informed. If, following an inspection or visit, there is a subsequent report advising remedial action; or an improvement notice; or a prohibition notice, the site management must forward a copy of any report or notice to the Group Health and Safety Manager as soon as is practicable.

4.17 Hazardous Substances

A register of hazardous substances, together with data sheets and risk assessments will be available and maintained at all operational sites at all times. See Appendix M

4.18 Work at Height Safety Health and Welfare at Work (General Application) Regulations 2007 Part 4: Work at Height 1. General Any work at height shall be carried out so as to comply with the Work at Height Regulations. All work areas where a fall from height is possible shall be constructed so as to prevent, by design or by use of guard-rails, a person falling from or through such a working position. Temporary access to high level areas for inspection or maintenance purposes shall only be undertaken using equipment designed for the purpose, and being operated or erected by persons certificated as competent in its operation. All equipment used for work at height will be properly inspected and maintained. The use of a pallet on the forks of a lift truck as a working platform is strictly prohibited. Any work at height where there are significant risks involved must be subject to risk assessment and authorisation by the site management. Fork lift truck personnel cages (non-integrated working platforms) are only to be used for the purpose of lifting people for occasional short duration tasks. They should not be used

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routinely as a means to gain access to height e.g. access to mezzanine levels or high level racking. Use must be restricted to tasks that would otherwise require less safe means of access to height such as ladders or improvised platforms and where it is impractical to hire purpose designed lifting equipment. When using a personnel cage with a fork lift truck, a safe method of working must be strictly adhered to in all instances and should include the following as a minimum: • Compatibility of the equipment. • Method by which the platform is secured. • Preventing access to moving parts. • Deactivation of controls such as the tilting mechanism and side-shift • Maximum loads. • Use of harnesses and PPE. • Suitable segregation. • Operation of the truck and platform. • Communication between lift truck driver and operative(s) on the platform. • Hazards arising from the task and the environment. All fragile roof or canopy structures shall be clearly marked to ensure that their location is clearly identified, and that any contractor required to access such structures is informed of the weight limitations. 2.

Use of Ladders and Steps

Ladders will only be used as a means of access for inspections, or for work of a light and short nature. Any ladder used must be long enough for the task and should never be rested on any temporary platform to increase height, but should be placed on a firm and level base. Wooden ladders, of a professional standard, should be unpainted, free from defects and numbered. Wooden ladders should be used in preference to metal ones. If metal ladders have to be used then they will be clearly marked ‘do not use near electrical equipment or supply’. Ladders will be inspected prior to use, and destroyed if damage or warping to the rungs or stiles is noted. Ladders will always be footed by another person, and set so that for each four metres of height raised the base of the ladder is moved one metre out.

4.19 Home Working Safety, Health and Welfare at Work Act 2005 Where employees are contracted to spend a significant proportion of their time working from home they shall undertake a self-assessment procedure facilitated by the Company. On completion of this further assessments will be arranged if required. Those sections of this policy relating to the employee will remain the same as for office based employees. All items of equipment used in connection with Company business shall be subject to the relevant sections of this policy such as ‘Electricity at Work’ and ‘Display Screen Equipment’.

4.20 Legionella Safety, Health and Welfare at Work (Biological Agents) Regulations 1994, as amended in 1998. There shall be an appropriate regime for the proper design, installation and maintenance of water supply systems at operational sites. Where applicable, site management shall make a systematic assessment of risks to health and safety for employees and others arising from activities. This shall include:

• • • • •

Identify and assess source of any risk. Prepare a scheme for preventing or controlling the risk. Implement and manage precautions. Implement a safe system of working. Keep records of the precautions implemented.

Under no circumstances is a ladder to be constructed from timbers and screws at site. Steps will only be used where they are on a firm level base and stable; they should be set at right angles to the work whenever possible. The top step will not be used unless constructed as a platform with secure handrails. 3. Scaffolding No employee shall permit the erection of scaffolding structures without first ensuring that the scaffold will be designed, erected, altered and dismantled by competent people, with all scaffolding work under the supervision of a ‘competent person’. Total Produce

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4.21 Liquid Petroleum Gas, Butane/Propane (LPG)

Site management will ensure that all work equipment is suitable for use and complies with EU directives so it may be used without risk to employee’s health and safety. The following regulatory conditions will be complied with:

The Dangerous Substances (Storage of Liquefied Petroleum Gas) Regulations, 1990

•

Machines must be fitted with controls that can stop a machine completely and safely. There must be an emergency stop device, and stop controls should have prioritty over start controls. Emergency stop controls must be tested every time before any machine is used.

•

Guards are provided to prevent physical contact with machinery, which could lead to accidents. Guards need to be robust, not give rise to additional hazards, and shall allow for repair and maintenance. All guards must receive a daily operational check.

•

Maintenance operations should be carried out by a competent person and maintenance logs keep up to date.

•

It must be possible to isolate equipment from its energy source.

LPG cylinders for use with fork lift trucks, mobile heaters or any other equipment shall be stored when not in use in a locked secure cage, at a determined distance away from a building wall or boundary wall. A notice shall be affixed to the cage stating ‘Highly Flammable – No Smoking/No Naked Flames.’ A safe separation distance between the cage and any building wall or boundary wall shall be determined in line with standards set out in the Liquefied Petroleum Gas Association (LPGA) Codes of Practice. A 5kg dry powder fire extinguisher shall be placed within visible sight of the storage area. LPG cylinders on fork lift trucks and other equipment must only be fitted or changed by operators who have been properly trained in the relevant safety procedures.

Employees who work machinery will be instructed as to its dangers and the precautions to be observed. Employees will be sufficiently trained to work the machinery, or otherwise work under the supervision of a person who has a thorough knowledge and experience of the machine.

4.22 Lone Working

4.24 Manual Handling

Safety, Health and Welfare at Work Act 2005 All lone working activities (including working from home) shall be the subject of a specialist risk assessment. No employee shall be permitted to work alone at a site where the work involves high-risk activities i.e. working at heights, working with machinery, working with plant etc.

4.23 Machinery (Plant and Equipment) Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 2 of Part 2: Use of Work Equipment. Work equipment is defined as any machinery, appliance, apparatus tool or installation for use at work. Examples of work equipment used at operational sites include: • Packing machines. • Rider operated lift trucks.

Safety, Health and Welfare at Work (General Application)Regulations 2007 Chapter 4 of Part 2: Manual Handling of Loads. Manual handling of loads means any transporting or supporting of a load by one or more employees and includes lifting, putting down, pushing, carrying or moving a load, which, by reason of its characteristics or of unfavourable ergonomic conditions, involves risk, particularly of back injury, to employees. It is the policy of the Company, that no person is expected to lift a load that would be likely to cause him/her injury. Furthermore, the Company minimises the risk of injury to employees by meeting legal requirements in this area, primarily by carrying out risk assessments and putting the necessary controls in place. Wherever possible, the Company has eliminated or reduced manual handling through safe systems of work and mechanical lifting equipment (e.g. ROLTs, pallet trucks, hand trucks and trolleys). The wearing of safety footwear is compulsory for employees involved in activities where they are exposed to risks from heavy objects, chemical or hot substances. Safety gloves are also used as a protection against metal staples, wire etc. See Appendix N

• Waste compactors & balers. Total Produce

• Loading ramps. • Racking.

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4.25 Mobile Telephones Safety, Health and Welfare at Work Act 2005 The use of mobile telephones is only permitted where there are no restrictions on safe use and it is safe to do so. Drivers of vehicles being used for Company business are not required to, and are strongly advised not to use a mobile phone at any time when the vehicle engine is running. Where there is a need for the use of a mobile phone whilst a vehicle engine is running this will only be with the use of a fully integrated and totally hands free kit and where the driver has assessed the prevailing road conditions and considers it safe to do so. A fully integrated and totally hands free kit will be professionally fitted to operate in conjunction with the vehicle audio system and there must be no need to take either hand off the steering wheel. Such systems may be activated by voice or automatically cut in. Earpieces, remote or otherwise, are not considered to be hands free. Mobile telephones MUST not be used when operating machinery e.g. fork lift trucks.

4.26 Routine Health & Safety Inspections Safety, Health and Welfare at Work Act 2005 Routine health and safety inspections will be carried out at each site. Inspections must detail health and safety standards in respect of the premises, equipment, articles and substances, practices, risk assessment status, reported incidents / near misses and H&S training performance. A record of the inspection shall be kept and any remedial actions scheduled for completion within an appropriate timeframe. The site General Manager shall sign to accept each inspection report and have accountability for the completion of any remedial actions identified within it.

4.27 Night Work and Shift Work. Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 3 of Part 6: Night Work and Shift Work The guidance to the regulations defines â&#x20AC;&#x2DC;Night timeâ&#x20AC;&#x2122; as the period between midnight and 7.00 am the following day. Night workers are employees who normally work at least three hours of their daily working time during night time, and whose annual number of hours worked at night equals or exceeds 50 per cent of their annual working time. Total Produce

Where applicable, site management will ensure that a risk assessment is carried out to determine whether night work involves special hazards or imposes heavy physical or mental strain on employees.

Site management will ensure that before an employee starts night work and at regular intervals whilst working as a night worker, the employee will be offered an assessment by a registered medical practitioner to determine any adverse effects of night working on the employeesâ&#x20AC;&#x2122; health. This assessment will be provided free of charge to the employee.

4.28 Noise in the workplace Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 1 of Part 5: Control of Noise at Work The noise levels to which employees are subjected should always be kept to the practicable minimum. In addition, the regulations lay down specific noise levels at which employers are obliged to take certain actions to protect employees and others in the workplace. See Appendix O

4.29 Occupational Driving Safety, Health and Welfare at Work Act 2005 Site management will ensure that all drivers of Company vehicles and drivers of their own vehicles for Company purposes are both qualified and insured to drive the vehicle for business use. Employees are obliged to inform their manager of any endorsements or disqualification incurred subsequent to routine checks of their driving license. Drivers will ensure that they are fit to drive at all times when they take control of a vehicle. This includes the requirement to declare any condition which adversely affects their ability to drive safely and the need to ensure that eyesight meets minimum acceptable standards; drivers will be required to provide evidence that their eyesight has been appropriately tested within a two year period, or more frequently if so advised by an optician. Drivers must not drive under the influence of drugs or alcohol. Site management will ensure that all Company vehicles are properly serviced and maintained; employees who are owner drivers are wholly responsible for ensuring that their own vehicles are roadworthy and road legal and may be required to demonstrate that routine servicing and maintenance are carried out to the manufacturers recommended schedule. Drivers involved in any road traffic accident in the course of work activities will, in addition to any reporting required for the purposes of insurance, complete a Company internal incident report form. See Appendix P Total Produce

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4.30 Outdoor Working Safety, Health and Welfare at Work Act 2005 Outdoor working can present risks to an employee’s safety and managers will ensure that appropriate assessment and controls are in place. Consideration should be given to factors such as: 1. • • • •

Cold weather: Ensure that suitable Personal Protective Equipment is [1]issued. Enable sufficient rest breaks to allow employees to warm up. If possible delay work until it can be undertaken at warmer times of the year. Train employees on the recognition of the early symptoms of cold stress. 2. Hot environments: • If possible reschedule work to cooler times of the day. • Ensure sufficient rest breaks are taken and introduce shading to rest areas. • Ensure that there is free access to cool drinking water. • If possible introduce shading in areas where employees are working. • If appropriate encourage employees to remove personal protective equipment when resting to help encourage heat loss. • Train employees on the recognition of the early symptoms of heat stress. 3. Working in the sun: Optical radiation is another term for light, covering ultraviolet (UV) radiation, visible light and infrared radiation. A tan is a sign that the skin has been damaged. The greatest risk to health from optical radiation is probably posed by UV radiation from the sun. Exposure of the eyes to UV radiation can damage the cornea and produce pain and symptoms similar to that of sand in the eye. The effects on the skin range from redness, burning and accelerated ageing through to various types of skin cancer. At particular risk are employees working outdoors who have: • fair or freckled skin that doesn’t tan, or goes red or burns before it tans; • red or fair hair and light coloured eyes; • a large number of moles.

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Managers will ensure that employees receive suitable instruction and are advised to: • Keep a top on (ordinary clothing made from close woven fabric, such as long sleeved work-shirt and jeans stops most UV) • Wear a hat with a brim or a flap that covers the ears and the back of the neck. • Stay in the shade whenever possible, during breaks and especially at lunch. • Use a high factor sunscreen of at least SPF15 on any exposed skin. • Drink plenty of water to avoid dehydration. • Check skin regularly for any unusual moles or spots. See a doctor promptly if they find anything that is changing in shape, size or colour, itching or bleeding.

4.31 Pallet Racking and Storage Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 2 of Part 2: Use of Work Equipment. All pallet racking shall be installed, marked and subject to regular inspection in accordance with the SEMA Code of Practice for the Use of Static Pallet Racking. The climbing on racking structures for whatever reason is strictly prohibited. Products shall only be stored in designated purpose built storage areas. Where product is stored on pallets at height it must be stable and such measures taken as are practicable to prevent the unintentional fall of product or stock from high levels. Product, stock, materials or equipment must not be stored on top of fridge units or suspended ceiling structures, unless it has been so modified for the specific storage of such goods, and there is readily available a certificate issued by a structural engineer of the loading that can safely be imposed on the structure. See Appendix Q.

4.32 Personal Protective Equipment Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 3 of Part 2: Personal Protective Equipment Personal Protective Equipment (PPE) will be provided free of charge to those employees required use it following a risk assessment, or arising out of a requirement to provide it as a statutory duty. The necessary information, instruction and facilities for PPE shall be made in compliance with the PPE at Work Regulations and where applicable PPE will conform to relevant standards under PPE Regulations.

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4.33 Pressure Systems Safety, Health & Welfare at Work (Amendment) Regulations 2012

(RCD). If work is to take place in wet or damp conditions then a battery powered piece of equipment should be chosen. All appliances should be tested annually, or at a frequency determined by a competent person. All portable electrical equipment must be inspected for damage/defects prior to use. Prior to the drilling, or chasing of a wall, ceiling or floor surface a check must be made using a proprietary cable and pipe detecting instrument to determine the proximity of cables or pipes below the surface.

All refrigeration systems shall be subject to a system of planned maintenance and repairs. In particular the pressure systems safety design features should be tested as part of this routine maintenance. For fixed systems with an operating pressure in excess of 250 Bar/Litres and with an electrical output greater than 25 Kilowatts, and for mobile systems with an operating pressure in excess of 250 Bar/Litre, a written scheme of thorough examination is required in addition to testing of the systems safety design features by a competent person.

4.34 New and Expectant Mothers Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 2 of Part 6: Protection of Pregnant, Post Natal and Breastfeeding Employee. Pregnant Workers are encouraged at the earliest possible stage of pregnancy to inform their direct Line Manager. A specialist assessment of risk arising out of the work activities to the unborn foetus and expectant mother shall be undertaken. Further advice is available from the Group Human Resource Manager or the Group Health and Safety Manager. If work involves heavy or repetitive lifting or the frequent usage of hazardous chemicals then redeployment of the employee to a work area, within their current operational site that does not give rise to such risks shall be undertaken. If redeployment occurs it must be on the same terms and conditions i.e. hours of work and pay rates. If a satisfactory agreement cannot be reached between employee and Line Manager, then the matter must be referred to the Group Human Resources Manager.

4.35 Portable Tools and Equipment Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 2 of Part 2: Use of Work Equipment. Safety, Health and Welfare at Work (General Application) Regulations 2007 Part 3: Electricity Total Produce

Portable tools and equipment should be of a professional standard, and maintained in good condition. Where power tools (i.e. electric) drills are used on a temporary basis by employees they should be owned and maintained by the Company, operate at 110 Volts or less, centre tapped to earth where possible or be fitted with an in line residual current device

4.36 Public Access Safety, Health and Welfare at Work Act 2005 Members of the public are subject to specific risks as visitors and customers. Management and employees have a duty for their health, safety and welfare at all times whilst they are on Company premises.

4.37 Safety Committee Safety, Health and Welfare at Work Act 2005 The 2005 Act provides for consultation between employers and employees to help ensure co-operation in the prevention of accidents and ill health. Under Section 25 of the 2005 Act, employees are entitled to select a safety representative to represent them on safety and health matters with their employer. Section 26 sets out the arrangements for this consultation on a range of safety and health issues at the workplace. The site Safety Committee can be used for this consultation process. These are key provisions of the 2005 Act and a central part of the preventive system of promoting safety and health at work. Site management shall convene a Safety Committee with nominated employee representation as required from respective operational and administrative departments. The Safety Committee will meet twice annually as a minimum. If a separate Safety Committee is not deemed necessary to fulfil the requirements of the Health and Safety Consultation with Employees Regulations, Health and Safety is to be tabled as an agenda item within a more general site management meeting. Where formal Safety Committees are required, Appendix R should be referred to.

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4.38 Smoking Public Health (Tobacco) Act 2004 Smoking is prohibited in all enclosed and substantially enclosed premises in the workplace. This includes Company vehicles and applies to all employees, customers, consultants, contractors or visitors. Appropriate ‘no-smoking’ signs will be clearly displayed at the entrances to and within the premises, and in all smoke free vehicles. Smoking applies to anything that can be smoked and includes, but is not limited to, cigarettes, pipes (including water pipes such as shisha and hookah pipes), cigars and herbal cigarettes. For the purpose of this policy, smoking also includes the use of electronic cigarettes and nicotine inhalers. Overall responsibility for implementation and review rests with the site management, however, all employees are obliged to adhere to, and support the implementation of the smoke free requirement. Local disciplinary procedures will be followed if a member of employees does not comply with the smoke free requirement. In addition those who do not comply with the smoke free law may also be liable to a fixed penalty fine and possible criminal prosecution. See Appendix S

4.39 Social Events Safety, Health and Welfare at Work Act 2005’ The requirement for employers to ensure the health and safety and welfare of all employees and others who may be affected by their activities extends to work related functions. These functions will include such things as departmental parties or dinner events; client hospitality; arranged sports and social activities, and external training. It is the responsibility of the organiser of the event to ensure that all associated health and safety issues are suitably risk assessed and managed. Some guidance is set out in Appendix T but further advice is available from the Group Health and Safety Manager.

4.40 Stress Management Safety, Health and Welfare at Work Act 2005’ When an individual is subject to demands and pressures with which they feel unable to cope this can lead to potentially harmful mental and physical reactions which may be described as ‘stress’. The degree of any stress will be determined by the level of disparity between the perceived demands and the ability to adequately respond to them, together with the individual’s perception of the importance of the demands. The demands and pressures that may create stress can originate in a number of areas including: • The workplace

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•

Domestic situations

•

Environmental conditions

•

Personal circumstances

Managers will be aware of the adverse effects of stress on individual health and on work performance. They will attempt to identify and eliminate any unreasonable or unnecessary

pressure in the workplace which might induce stress. The Company aims to foster an environment which allows efficient and fair management of workplace stress should it arise. It will investigate any claim of ill health as a result of workplace stress to allow appropriate measures to be taken to prevent any recurrence. See Appendix U

4.41 Training & Induction Safety, Health and Welfare at Work Act 2005’ All employees must undertake suitable and sufficient health and safety training. Health and safety training required by statute will be provided during working hours and at Company expense. Health and safety training will be refreshed at suitable intervals. Training will include: Induction Training. Before engaging in a full work routine, each new employee will receive induction training. This training will include issues such as health and safety arrangements in place (such as fire procedures); the activities and processes that take place at work; and the risks arising from them and how to avoid or manage them. Certain elements of induction training may be available online. Routine H&S Training. Site health and safety and emergency evacuation training shall be provided at regular intervals. Job Specific Training. Appropriate training for each employment shall be provided. This will include any training deemed necessary following a risk assessment and where appropriate training such as; display screen assessment, forklift truck operation, manual handling awareness, occupational driving, food hygiene, HACCP. Specialist. If required, specialist health and safety training shall be provided to those with additional responsibilities for health and safety.

4.42 Traffic Routes Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 1 of Part 2: Workplace Traffic routes must be subject to a suitable and sufficient risk assessment and organised so that pedestrians and vehicles can circulate safely. So far as is reasonably practicable they should keep pedestrians and vehicles separate. Where this is not possible other measures will be used to ensure that pedestrians and vehicles can pass safely. Traffic routes will be suitable for the people and vehicles using them. See Appendix V

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4.43 Travel Abroad

4.46 Welfare Facilities

Safety, Health and Welfare at Work Act 2005

(Toilets, Washing Facilities, Rest Areas etc.)

•

Where an employee is required to undertake work related foreign travel the employee and immediate line manager must ensure that:

•

All appropriate vaccinations/medications are identified and administered via the employees GP/clinic sufficiently in advance of any trip.

•

Travel is not extended into countries for which appropriate vaccinations/ medications have not been obtained.

•

Travel is not undertaken without appropriate vaccinations / medications and adequate time for levels of immunisation to develop.

•

Travel is not undertaken to countries, or parts of countries, that are subject to advice not to travel.

•

First Aid and Emergency Medical Travel Kits are carried, when not travelling in the EEC or the journey could take you away from sites of normal first aid provision.

•

Insurance cover is in place and, for travel to EEA countries; a European Health Insurance cover has been obtained. See Appendix W

4.44 Visitors Safety, Health and Welfare at Work Act 2005 Site General Managers will ensure that arrangements exist for visitors to be informed of the Safety Systems and Emergency Procedures relevant to the premises. Most premises will have a suitable logbook, which shall be completed by the visitor, and should include, as a minimum, the following details. •

Name of visitor and name of their employer or other contact point in case of emergency.

•

Date and time of arrival.

•

Person or area to be visited and identity of person responsible for the visitor.

•

Confirmation that the relevant emergency procedures have been explained.

•

Date and time of departure.

4.45 Waste Disposal Safety, Health and Welfare at Work Act 2005

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All waste must be disposed of via a licensed waste carrier and a waste transfer note or approved ‘Written Information’ completed to cover each waste collection. The transfer note must state: the nature of the waste being transferred, whether the waste is loose or contained, the quantity of waste being transferred, the name and address of the producer, the name and address of the carrier, the registration number and issuing authority, the place of transfer, the signatures of both producer and carrier.

Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 1 of Part 2: Workplace Suitable and sufficient toilet and washing facilities shall be provided at each operational site giving consideration to the work being undertaken and the number of employees employed (See Tables 1 & 2 below).

Number of toilets and washbasins for mixed use (or women only) Number of People at Work

Number of Toilets

Number of Washbasins

1-5 6 - 25 26 - 50 51 - 75 76 - 100

1 2 3 4 5

Number of toilets used by men only Number of Men at Work

Number of Toilets

Number of Urinals

1 - 15 16 - 30 31 - 45 46 - 60 61 - 75 76 - 90 91 - 100

1 2 2 3 3 4 4

1 1 2 2 3 3 4

A supply of hot (or warm) water, cold water, soap and hand drying facilities shall be installed and maintained. A supply of cold potable drinking water shall be provided, and marked accordingly. A facility shall be provided for employees to prepare and heat food for their own consumption and an area to sit and rest during designated rest periods and to store clothing not worn during working hours.

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4.47 Young Persons Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 1 of Part 6: Protection of Children and Young Persons. Anyone under the age of 18 years is defined as a young person. In general it is not Company policy to employ young persons. However, it may be acceptable to allow young persons to undertake work during school term breaks and for the purposes of work experience. A young person clearly has a lack of experience and awareness of the risks in the workplace, a tendency to be subject to peer pressure and a willingness to work hard. Young people are not fully developed and are more vulnerable to physical, biological and chemical hazards than adults. Before a young person starts work, the Company will consider their particular vulnerability in the workplace. A risk assessment must be carried out, which should take account of;

•

Young person’s inexperience, lack of awareness of risks and immaturity.

•

The layout of the work place and workstation.

•

The nature, degree and duration of exposure to physical, biological and chemical agents.

…………………………………………………………………………………………………………

•

The range and use of work equipment, (including PPE), and the way it is handled.

…………………………………………………………………………………………………………

•

The level of training, instruction and supervision provided.

…………………………………………………………………………………………………………

………………………………………………………………………………………………………… If the risk assessment identifies the risk as high the young person must be prohibited from undertaking the task until such time the high risk can be eliminated. Extra supervision may help eliminate such risks. Induction training is very important for young workers. Inductions will include: •

Site rules.

•

Restricted areas.

•

Prohibited machines and processes e.g. lift trucks.

•

Fire precautions.

•

Job related information.

At induction the young worker will be introduced to a mentor and given close supervision, particularly during the first few weeks of their employment.

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Section 5

Appendices

Details of what is being assessed:

This section details underpinning information relating to the Arrangements Section of this manual. It includes outline procedures, guidance and supporting documentation.

•

The significant hazards identified, the potential likelihood of each of those hazards being realised, and estimated severity of such incidents.

•

The people who may be affected by the risks identified including in particular any person, or groups of people, who may be especially at risk.

•

The existing control measures in place, and an indication of effectiveness. This should also include details of any risk reduction training undertaken by employees.

•

An estimation of risk and the priority to be attached to addressing it in terms of High, Medium or Low.

•

Details of additional risk reduction measures developed at site as a result of the process undertaken.

•

For each additional risk reduction measure listed a prioritised schedule of agreed actions to implement controls should be listed and appropriately managed by the manager responsible.

•

If applicable, a reference to other relevant H&S information available within the company should be listed.

3. Operation of the Risk Assessment Process

Appendix A – Risk Assessment 1. Risk Assessments

The risk assessment should identify all the significant hazards within a sites operation. These could include risks to Employees, Contractors, Visitors and Members of the Public through:

General Managers will ensure that appropriate risk assessments are carried out and recorded with respect to the site that they have responsibility for. The assessments will need to identify risks both to employees and to any other person who may be affected by the activities of the Company.

• Machinery, plant, tools, equipment or substances used at the site. • The physical design of the workplace and working areas. • The process. • Emergency situations e.g. Fire.

All employees responsible for co-ordinating or carrying out risk assessments in their area of work shall be competent to do so. Suitable risk assessment training is can be arranged via the Group Health and Safety Manager. A risk assessment resource (including blank documentation and worked generic / supplementary assessments) will be available online to site management, which will be in the Company’s recognised format for completing and administrating risk assessments. In addition, the assistance of the Group Health and Safety Manager may be sought in relation to the assessment process.

3.2 Quantifying Risk

2. Recording Risk Assessments Total Produce

3.1 Identifying Significant Hazards

A record of the assessment must be made using the standard Company form. A recorded risk assessment must include all of the following details and allow for sufficient information to be recorded: Administration details, including the site, department, name of assessor, date of assessment, unique reference number and the name of the Manager responsible.

On the Company’s standard assessment format, a simple risk priority rating system is used, however, to further refine the process and assist the assessor to a decision on priority, a numerical system for quantifying a particular risk will be used as shown in the Risk Calculation Matrix below. This calculation tool is provided on the Company risk assessment templates for ease of reference. The process of determining risk is subjective and therefore different people carrying out the same assessment may draw differing conclusions, however, a team approach should be applied to the risk assessment process so that the level of risk is determined by the consensus of the group. Total Produce

Appendices

4. Communication

5. Non-employees

The significant findings of the risk assessment should be communicated to employees by the most effective means. The site health and safety committee provides a sound platform to discuss risk assessments and determine the best methods for communication and implementation. Risk assessment should, therefore, be a standard agenda item for site health and safety committees.

General Managers should ensure that non-employees, including customers, contractors, or members of the public are made aware of any hazards on the site that would not be within their normal expectations, and that cannot be controlled by other means. This may include one or all of the following groups of personnel.

There are numerous means by which the relevant information on a risk assessment may be communicated. The following methods are all acceptable and should be selected according to their suitability to the situation. •

Written documents such as a ‘Safe Systems of Work’ (SSoW) or Method Statement which detail the significant findings of the risk assessment and incorporate control measures in detailed work instructions.

•

Tool Box Talks and Employees Briefings.

•

Incorporated into employees training either ongoing and / or at induction.

•

Notice board bulletins, published instructions, signs and specific H&S poster campaigns.

•

Verbally by management in communicating general expectations of conduct and standards.

Near Certainty

Highly Likely

Likely

Low Likelihood

Extremely Improbably

Minimal

Minor

Major

Serious

Catastrophic

Multiply X & Y X Extreme

Stop & take immediate action to control

High

Take action to control urgently

Medium

Prioritised control action required

Low

Review existing controls as necessary

Very Low

Existing controls adequate

All direct and non-direct contractors.

•

Employees from statutory authorities who require access to the site.

•

ny other person who requires lawful entry to company premises.

6. Shared / Co-located Premises Liaison should be maintained with any neighbouring businesses to ensure that co-operation can be achieved in the event of the need for joint control measures to an identified hazard.

7. Risk Assessment Review

Risk Calculation Matrix

•

All risk assessments should be reviewed in the following circumstances: •

Annually from the date of the original assessment. If there are no changes required to the risk assessment, it should be signed and dated on review and re-issued as appropriate. For this purpose there is an annual declaration table at the end of Company risk assessment document templates.

•

If there is reason to suspect that the assessment is no longer valid. This may be due to a change of circumstances, e.g. personnel, equipment, working method premise or legislation.

•

An incident and its subsequent investigation would also prompt the need to review the relevant assessment.

Total Produce

Appendices

2. Responsibility for notifying accidents to the enforcement authority. In the case of an incident involving an employee at work, the Company is responsible for reporting the incident. If a self-employed contractor or a member of the public is injured at a Total Produce site, the responsibility for reporting the incident rests with the Total Produce. Incidents can be reported online to either authority; •

via the HSA’s website, www.hsa.ie. Please follow the following link, webapps.hsa.ie/ CIRW/

•

or via HSENI’s website www.hseni.gov.uk/content/report-incident

3. The procedure for notifying a fatal accident to the enforcement authority.

Appendix B - Reporting of incidents to an enforcement authority.

The responsible person is required to: •

1. Notification of an incident to an enforcement authority.

Supply the authority with the name of the deceased, location of the accident and brief particulars of the accident, by the quickest practicable means.

•

Send a written report of the incident, in the approved online form to the authority as soon as practicable.

The Company is required to report certain occurrences to the relevant enforcement authority – Health and Safety Authority (HSA) in Ireland and Health and Safety Executive NI (HSENI) in Northern Ireland. The following types of incidents must be notified to the Health and Safety Authority: General injuries involving employees and self-employed. Incidents, where a person is injured at a place of work and cannot perform their normal work for more than 3 consecutive days, not including the day of the incident, are reportable.

The responsible person should ensure that no person disturbs the incident scene before: •

The scene has been examined by an inspector.

•

Three clear days after notification of the incident

•

If an injured person dies within a year of the incident, the responsible person is required to notify the authority in writing as soon as possible after the death comes to their knowledge, even if the incident has not previously been notified to the authority.

•

The local police force should be notified immediately of all workplace incidents resulting in death.

Road traffic/vehicle accidents involving employees and others. Such incidents are reportable if the person was injured while driving or riding in the vehicle in the course of work, and cannot perform their normal work for more than 3 consecutive days, not including the day of the incident. General injuries involving members of the public. Total Produce

Incidents related to a place of work or a work activity where a person requires treatment from a medical practitioner are reportable. Incidents related to medical treatment or pre-existing medical conditions are not reportable.

Addresses: Health and Safety Authority, The Metropolitan Building, James Joyce Street, Dublin 1

Health and Safety Executive (NI) 83 Ladas Dr, Belfast BT6 9FR

www.hsa.ie

www.hseni.gov.uk

Total Produce

Appendices

first aid or fire wardens were unfit to safely discharge their functions due to the use of intoxicants we would be placing others at unnecessary risk. The Company recognises that employees taking drugs prescribed by an attending physician may also present a risk to themselves and others, depending not only on their state of health, the nature of the drugs prescribed and their effect, but also on the type of work activity in which they are engaged. Employees taking prescribed drugs should, with primary regard being given to their physician’s advice, establish if these drugs may adversely affect their work and safety. If this is the case they should inform their supervisor immediately. All prescription drugs must be kept in their original container.

2. Objectives The Company positively promotes the health and well-being of all its employees by:

Appendix C – Alcohol and Drugs Policy

This policy applies equally to all employees irrespective of their position. 1. Introduction The Safety, Health & Welfare at Work Act, 2005 places obligations on the Company to take proactive steps to provide a safe and healthy place of work for all employees. This Act provides important definitions and outlines the general obligations of employers and employees. “Intoxicant” includes alcohol and drugs and any combination of drugs and/or alcohol. In Section 13 of the Act it states that an employee shall, while at work: “…ensure that he or she is not under the influence of an intoxicant to the extent that he or she is in such a state as to endanger his or her own safety, health or welfare at work or that of any other person.” The employee must also: “…not engage in improper conduct or behaviour that is likely to endanger his or her own safety, health or welfare at work or that of any other person.” While the Act imposes the above obligations on employees it also provides a useful guide to what a drug and alcohol policy should cover: “…if reasonably required by his or her employer, an employee must submit to any appropriate, reasonable and proportionate test for intoxicants by, or under the supervision of a registered medical practitioner who is a competent person, as may be prescribed.” Total Produce

An intoxicated employee is a danger to themselves and others in a safety critical workplace. If employees involved with the operation of machinery, dealing with customers, administering

•

encouraging a healthy lifestyle to prevent the development of alcohol and other drug related problems.

•

offering assistance to employees who need to overcome problems caused by alcohol or drug misuse.

3. Aims This Policy aims to: •

ensure that the company complies with its legal obligations.

•

raise awareness of the risks of alcohol and other drug related problems.

•

promote the health and well-being of employees.

•

protect employees from the dangers of drug and alcohol abuse.

•

support employees with possible alcohol and drug related problems at an early stage

4. Observation If an employee is observed by two members of management behaving in a manner which may indicate they are under the influence of alcohol and/or drugs they will be suspended from work with pay pending the outcome of an independent investigation in to the matter. Following this investigation if the employee is found to have been under the influence of alcohol or drugs at work, disciplinary action will be taken. Incapability whilst on duty brought about by alcohol or illegal drugs is listed as an example of gross misconduct under company disciplinary procedures. The outcome of a disciplinary hearing could lead to disciplinary action up to and including dismissal. Please refer to the Company disciplinary procedures for an explanation of the procedure associated with this.

Total Produce

Appendices

Below is a list of possible characteristics of an employee under the influence of an intoxicant they are included but are not limited to: •

Smelling of alcohol

•

Staggering

•

Slurred speech

•

Unusual hyperactivity, giddiness

•

Mood swings, irritability

•

Impulsive/Talking too much

•

Sleeping at work

•

Inappropriate interactions

•

Absenteeism, accidents and unusual incidents;

•

Fluctuating work performance

•

Fluctuations in concentration and energy

•

Late arrivals and/or returns to work

•

Unpredictable mood changes

•

Poor cooperation with colleagues

•

Unkempt appearance

•

Frequent borrowing of money

•

Hand tremor

•

Excessive sweating

•

Unreliability

•

Aggression or irritability

•

Confusion or drowsiness

Any employee suspected to be under the influence of drugs or alcohol will be suspended from work on pay pending the outcome of an investigation. Should an employee require to take personal medicines throughout the working day, please make this known to management.

5. Testing

Total Produce

An employee suspected to be under the influence of drugs or alcohol may also be requested to submit for testing with the Company occupational health team. An employee suspected to be under the influence of drugs or alcohol may initially be subject to saliva or breathe testing at the premises of the company occupational health team. If these tests are positive, the employee will undergo a urine and/or blood test which will be sealed with self-evident tamper proof packaging and sent to a laboratory for analysis. All documentation will be completed in the employee’s presence and they will be asked to sign it to confirm that they have witnessed the procedure The results of the drug and alcohol test are furnished to the employee and the employee’s manager or in his/her absence the HR Manager. Any employee who fails to appear for with

cause testing, who tampers with the samples or fails to co-operate with the company Alcohol and Drug policy procedures will be subject to the company disciplinary procedures. The above are grounds for gross misconduct under the company disciplinary procedure and may, following a disciplinary hearing, result in disciplinary action up to and including dismissal.

6. Intervention Alcoholism and drug addiction can be responsive to proper treatment and the Company will not discriminate against any employee on the basis of a disability they may have. The Company recognises that employees’ managers need training and support to recognise problems and deal with them effectively. The Company will provide access to professional services, including medical services and health and safety training to assist staff in this regard. However, should an employee fail to continue with treatment or respond to treatment they will be subject to disciplinary action up to and including dismissal where appropriate. The Company will not tolerate abuse of this policy or available employee support mechanisms. Referral to support mechanisms will not arise in every case and the Company will not permit employees to use such mechanisms to circumvent disciplinary processes. Employees are encouraged to seek assistance on a voluntary basis. Where a manager identifies behaviour indicative of a possible alcohol or drug related problem, he or she will raise this with the employee and make them aware of the availability of support services (company doctor, staff counselling welfare service: further details available from your manager or in his/her absence the HR Manager). The manager will only deal with work related issues and will not diagnose a personal problem. He/she should keep factual and accurate written records of incidents and all conversations and interactions with the employee. These records will be stored in a confidential file.

7. Confidentiality The Company will endeavour to ensure that any employee who seeks help will be treated with discretion and confidence. The decision to seek help, agree to a referral and/or accept professional intervention will be the responsibility of the individual staff member. Time off will be given for treatment or other specialist care or aftercare provided appropriate certification is submitted. Please refer to our sick leave policy for an explanation in relation to paid and unpaid sick leave. Where, however, an employee’s work performance or behaviour remains unsatisfactory despite the availability of services, then normal disciplinary procedures will be activated. The employee will be entitled to bring a work colleague to all meetings held in the context of the disciplinary process. An employee’s Manager will liaise with the company doctor during treatment. In the Manager’s absence, the HR Manager will deal with the company doctors. Medical records are at all times confidential and only an employee’s direct manager and the HR Manager will have access to this information.

Total Produce

Appendices

8. Direct contact

13. Coordination of Policy

Any employee who feels that they have a problem may approach our company physicians directly for support and assistance. An employee’s manager or in his/her absence the HR Manager will be informed by the occupational health physician of any such contact and the matter will be dealt with confidentiality and sensitively.

The successful implementation and establishment of this policy is the responsibility of all employees of the Company. However, overall coordination and responsibility lies with the HR Manager. Supervisors, Managers and staff have special responsibilities in relation to the policy. These include:

9. Monitoring

•

being familiar with the policy and its procedures

•

providing information on the policy and encouraging employees who may have an alcohol and other drug related problems to seek assistance voluntarily

•

assisting the employee and monitoring job performance where he/she remains and/or returns to work

•

having up to date information on alcohol and drug advice

10. Alcohol and Drug Awareness

•

ensuring the policy is kept under review

The Company will encourage a healthy and sensible approach to alcohol and drugs by providing education and training opportunities to employees:

14. Implementation and Review

Progress of employees will be monitored directly by the company doctor and their Manager/ HR Manager. Should an employee’s alcohol and/or other drug related problems continue to affect their work performance, the Company disciplinary policy may be invoked.

•

to increase awareness of responsible drinking.

•

to increase knowledge of the risks associated with alcohol and drug misuse.

•

to increase awareness of early signs of alcohol and drug dependency.

This will be done through: •

specific projects e.g. alcohol awareness week in the workplace.

•

the provision of appropriate information.

•

explanation of the drug and alcohol policy and support services available.

11. Reporting Illegal Activity The sale, use, purchase, transfer or possession of an illegal drug or drug paraphernalia is illegal. The Company, having taken steps in line with the disciplinary policy, will report information to the Gardaí and will turn over to the custody of the Gardaí any such substances found on the premises.

12. Right to Search

Total Produce

In exceptional circumstances the Company reserves the right to search an employee or their personal belongings both during their contracted hours of work and on leaving the Company’s premises. Should such circumstances arise, any search would be carried out in a discrete and wholly appropriate manner.

The Policy has been in effect since 1st January 2009.

15. Definitions Saliva testing Testing to be carried out by occupational health physician/company doctor using swab on saliva in the mouth area. Breath testing Testing to be carried out by occupational health physician/company doctor using breath testing apparatus With cause testing Testing used in circumstances where Company has reasonable concern that employee is intoxicated or unfit in any way to attend work due to the consumption of intoxicants and is referred for immediate review to the occupational health physician/company doctor. Urine testing Involves the provision of a urine sample to the occupational health physician for the purposes of screening for intoxicant levels. Blood testing Involves the provision of a blood sample to the occupational health physician for the purposes of screening for intoxicant levels.

Total Produce

Appendices

Appendix D - Management of Asbestos Containing Material (ACM) All Sites where asbestos has been detected have an asbestos register that has been compiled by a competent person on completion of a survey of ACM’s on site. Where there are no ACM’s there will be a declaration to that effect. Sites built after 2000 should be ACM free; however, it is prudent that a survey should still be carried out.

1. Management of Asbestos Asbestos may be managed in place if it: •

Has been surveyed and appropriately categorised as a low risk, e.g. if it is not likely to release friable particles into the air e.g. damaged / exposed.

•

Is identified on a register.

•

Is in a location where it is not likely to be disturbed.

•

Is clearly marked as containing asbestos with an appropriate label. (Figure 1).

•

Is subject to a regular inspection to ensure that it is undamaged.

1.1 Survey The aim of a management survey is to determine the locations of ACM’s and the risks presented by them during normal use of the building. This can be assessed by using an algorithm which details the type, application, friability, condition, surface treatment, location and ease of access of all known and presumed ACM’s. The results of the survey will help you decide upon the appropriate management of ACM’s and ultimately whether they are removed or managed in place. As a minimum an asbestos register should contain the following details about all ACM’s, presumed or otherwise within all premises under your control: •

Location of ACM’s - A plan of the building should also be used to indicate locations which should be crossed referenced with the information in the register.

•

Product details of the ACM, e.g. asbestos cement.

•

How much, e.g. 25m2, whole roof etc.

•

Surface coating, e.g. gloss paint, emulsion, none.

•

Condition

•

Ease of access

•

Type of asbestos (Blue, Brown, White etc.)

•

An assessment of risk and priority for each ACM on the register.

The details contained in the register should reflect the results of any survey for ACM’s that you have had carried out.

1.2 Working On or Around ACM’s All works should be carried out by a competent person when working with or in close proximity to known or presumed ACM’s. Depending on the level of risk presented by the ACM’s concerned and the task to be undertaken you will need to use either a contractor who is suitably trained and experienced with ACM’s or a contractor who has been licenced by the enforcing authority to work with ACM’s. NB: In all cases when working with ACM’s or in an area where the work may disturb known or suspected ACM’s you must inform the Group Health and Safety Manager prior to any works commencing.

1.3 Contractors

Total Produce

Figure 1 – Label for ACM’s

Contractors working with ACM’s must be competent and, if necessary, licenced to do so. All contractors working on Total Produce sites where ACM’s are present are required to complete the Asbestos Register Contractors Declaration prior to commencement of any works. This includes all work where the fabric of the building, services, fixtures and fittings, cables etc. are involved. The declaration can be found at the end of this Appendix.

Total Produce

Appendices

1.4 Removal Only a suitably competent contractor is permitted to remove ACM’s from Total Produce Ireland sites; for certain categories of higher risk work the contractor will need to be licenced. For planned works on ACM’s including demolitions and removal of disturbed ACM’s the Group Health and Safety Manager should be contacted.

1.5 Duty to Provide Information There is a duty placed on Total Produce Ireland to ensure that for premises under their control any relevant information on asbestos is passed to those that may be affected by its presence. This includes: •

Contractors. (See declaration for contractors at the end of this appendix).

•

Employees. Employees should be briefed on the following on induction:

•

Location and contents of the asbestos register.

•

Action on accidental disturbance (stop work, secure area and report).

•

Person responsible for managing ACM’s.

•

Tenants and Sub-Tenants. All persons granted control of any Total Produce UK premise must be adequately briefed on the following prior to the point that they are permitted access and given control and regardless of the status of any lease agreement. This is the responsibility of the person permitting access and control.

•

Contents of ACM register applicable to the lease / potential lease.

•

Risks associated with anticipated operations and routine maintenance.

•

Procedures for accidental disturbance of ACM’s.

•

Limitations of ACM register.

•

Visitors. Visitors should be made aware of ACM’s if there is any reason to suspect that they may be placed at risk because of any particular site activities, maintenance works etc. or any activities that may disturb ACM’s being carried out by the visitor. The majority of cases will be covered by contractor controls.

2. H&S Requirements Checklist for Contractors Declaration As part of the general requirements for the management of contractors detailed within this Safety Statement, all contractors who come on to Total Produce sites where ACM’s are present shall: See a copy of the asbestos register and sign to acknowledge their understanding of the locations of ACM’s and the hazards presented by them (in relation to the contractor and their activities). •

See a copy of the emergency procedures and the reporting requirements for the disturbance of known ACM’s.

•

Understand the limitations of the asbestos survey in question.

In addition to the above, all contractors undertaking any work within Total Produce sites, that is likely to disturb known or presumed ACM’s shall: •

Provide details of their qualification/accreditation to work with ACM’s.

•

Provide a suitable & sufficient risk assessment and method statement in relation to their activities. This should include details of the necessary controls for the management of the ACM’s in question; which may affect themselves, Total Produce employees and any third parties on site at any given time.

•

Undertake any necessary notifications to the Health & Safety Authority or relevant Enforcement.

•

All works that may involve the disturbance of ACM’s must to be reported to the Group Health and Safety Manager at the earliest opportunity. A copy of the documents detailed above should be forwarded prior to the commencement of any works.

Total Produce

•

All such works shall require authorisation prior to commencement from the Group Health and Safety Manager.

Total Produce

Asbestos Register - Contractors Declaration

Sign

Appendices

•

The emergency procedures and the reporting requirements for the disturbance of presumed or known ACM’s.

•

The limitations of the survey from which the asbestos register was compiled.

Please read the following guidance notes relating to the table below prior to entering details. Column (e) – Does the work involve contact with any of the ACM’s detailed on the register (presumed or confirmed)? If ‘Yes’, points 4-8 of contractor management may apply prior to commencement of works. Seek advice from your Total Produce site contact. Column (g) – Please ensure that you agree with the following statement prior to signing.

Contact with ACM’s (Y/N)

The locations of Asbestos Containing Materials (ACM’s) and the hazards presented by them (in relation to your activities).

Site Contact

•

Print Name

Please ensure that you have seen and that you understand the relevant parts of the Asbestos Register as follows before completing the table below:

Print Name ……….………………………………….………………………………….

Total Produce

Contractor

Date

Sign ……….………………………………….………………………………....….……

(Brief details of works to be undertaken)

……….………………………………….………………………………….……….. (site) and I am aware of the location ACM’s, the hazards associated with their disturbance, emergency procedures, reporting requirements and the limitations of the information that I have been given.

Reason for visiting

I have been shown the Asbestos Register for ……………….………………………

Total Produce

Appendices

Stage 2 - Offer of Contract At this stage a start date is usually agreed. The Groups’ safety arrangements require that the contractor nominates a person to be in charge of operations and be responsible for onsite safety. Management responsible for placing the contract must also nominate a Group employee as the contact, who will liaise with the contractor’s nominee to ensure on-site safety and assume the employer’s responsibility to provide safe working conditions. Before a contractor is invited onto a Company site for the first time, they need to prove that they are competent to do the job without risk to safety, health and welfare of themselves and others in the workplace. At this point potential contractors must complete a Contractor Health and Safety Assessment Form (TPHS-E1). They will need to provide:

Appendix E – Arrangements with regard the employment of contractors. The following guidance notes should be followed whenever a Contractor is to be employed to carry out work on Group premises. Many contracted works and in particular minor building and maintenance repairs are, through operational necessity arranged at short notice and by telephone. It is important under such circumstances to adopt the following safeguards.

Stage 1 - Tenders, quotations or estimates All Contractors and any sub-contractors who are contacted to submit estimates for works, do so on the basis that work for the Group must be undertaken in compliance with the requirements of the Safety, Health and Welfare at Work Act 2005, and all other relevant statutory provisions.

Total Produce

Contractors must ensure for their employees: safe means of access; safe working places; safe methods of work; adequate plant; appliances in good order and competent supervision. In addition they must not as a result of their activities introduce unacceptable risks that could affect Group employees.

•

Health & safety statement.

•

Relevant risk assessment.

•

Proof of competency.

•

Liability insurance documentation.

When the contractor arrives on site for the first time, they must be given a brief induction to include: • A brief summary of the health and safety management system. •

A list of site rules (TPHS-E2)

•

Accident reporting procedures.

•

Fire and emergency procedures.

•

First aid provision.

•

Location of welfare, canteen facilities and rest rooms.

Each contractor on the authorised list will have their documentation and performance reviewed annually.

Stage 3 - Acceptance of Contract and commencement of work. Before the contract work commences, the nominees should meet, and the nominated Group employee should discuss and resolve any remaining health and safety issues. Approved Contractors List On satisfactory completion of the contract and subject to the conditions above being met satisfactorily throughout the duration of the contract, the contractor should be considered for addition to an approved list of contractors. Any documentation held relating to the contractor should be retained on file and reviewed annually to ensure that it is up to date if the contractor is to be retained for future works.

Total Produce

Appendices

Appendix F – Construction work.

All construction work must be carried out without risks to the health and safety of employees and other persons. This will be achieved by the Project Manager ensuring that all required controls have been exercised before a construction project commences. •

The Project Manager will ensure, at the appropriate time, a planning supervisor and a principal contractor for each project are selected and appointed and that those appointed are competent and have adequate resources to carry out their duties fully.

•

The Project Manager will ensure that the planning supervisor is provided with all information about the site, premises, work activities and processes where the construction work is to be carried out. This information will be provided prior to commencement of any work.

•

• • •

1. Display Screen Equipment (DSE) Work Stations General Managers will ensure that all DSE workstations meet the technical requirements listed in schedule 4 of the Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 5 of Part 2: Display Screen Equipment. Details and advice on these regulations may be obtained from the Group Health and Safety Manager. 2. Training Sufficient information, instruction and training will be given to employees whose work involves the use of DSE and to managers and supervisors who are responsible for users of DSE. Where appropriate this provision will also apply to persons not in direct employment i.e. employment agency personnel. 3. Responsibilities General Managers will ensure that: •

Workstation assessments are carried out and records are kept.

•

All necessary steps are taken to address risks found as a result of assessment.

•

Changes of task are incorporated within the working day for users so that intensive periods of on-screen activity are prevented.

•

Software is reviewed for suitability.

•

A health and safety plan will be prepared and authorised by the planning supervisor, prior to the start of any construction work.

The provision of eye and eyesight testing prior to employment, at regular intervals thereafter, and where a visual problem is experienced is undertaken in accordance with the company procedure.

•

Employees will be informed of the risks involved in any construction work and any preventative or protective measures.

The free supply of corrective appliances where required specifically for DSE use in accordance with the company procedure.

•

Employees involved in, or applying for work with DSE are advised of the risks to health and how these are to be avoided.

The Project Manager will ensure that the principal contractors appointed to carry out construction work have made adequate provision for health and safety. This should be achieved through the tendering systems and used to form a list of approved contractors; tender documentation will be structured to assist the selection of contractors and the provisions for health and safety.

Full co-operation and co-ordination is maintained with the contractor to ensure that statutory duties are met, that procedures will be followed in the event of serious and imminent danger and that arrangements for health and safety remain appropriate to the risks involved throughout the construction project.

Employees must ensure that:

A health and safety file for the project will be maintained and kept available for inspection at all times.

•

Any problems arising in the use of DSE are reported to their manager immediately.

•

Any adverse health condition arising with a possible connection to the use of DSE is reported immediately.

Certain construction projects are notifiable to the Health and Safety Authority under the Safety, Health and Welfare at Work (Construction) Regulations 2013. The project will be notifiable if it is going to involve more than 30 working days and more than 20 workers simultaneously or will involve more than 500 person days of work.

•

They comply with instruction and training provided.

•

Total Produce

Appendix G – Display Screen Equipment

4. Eye and Eyesight Tests Total Produce

The Company will inform employees who habitually uses a DSE as a significant part of normal work, that they are entitled to be provided with an appropriate eye and eyesight

Appendices

test, which would be carried out by a competent person. Where eye tests carried out by the doctor or optometrist reveal that particular lenses are required for DSE work, the costs of minimum requirement frames and lenses will be borne by the Company, taking account of any social welfare entitlement that might apply. Where an employee already wears glasses to correct a visual defect (normal corrective appliances), and routine change of lenses arises, if these glasses are adequate also for DSE work, the Company is not liable as regards meeting the cost. Company drivers must complete an annual declaration which includes confirmation that they have had a recent eye test. The Company plans work, so far as reasonably practicable, so that daily DSE use is interrupted periodically by breaks or changes in activity which, reduce the work at the screen. Although the Regulations set no frequency for breaks, no single continuous period of work at a screen should, in general, exceed one hour.

Appendix H – Electricity at Work

Total Produce

Appendix I – Fire Precautions 1. Maintenance Site management will ensure that maintenance contracts are in place for all fire detection, fire warning and emergency lighting systems. They will also ensure that records are kept of fire evacuation drills and inspection of the means of escape. Site management will ensure that sites under their control are covered for routine maintenance of portable fire-fighting equipment.

2. Training Site management will ensure that all employees are given suitable instruction in basic fire prevention and fire safety procedures, plus specialist training to those with special responsibilities.

General Managers will ensure that:

3. Risk Assessment

•

Electrical installations and equipment are installed in accordance with the 2008 Electro-Technical Council of Ireland (ETCI) Wiring Regulations.

•

Fixed installations are maintained in a safe condition by arranging routine and recorded safety testing by registered contractors of Registered Electrical Contractors of Ireland (RECI) or Electrical Contractors Safety & Standards Association (ECSSA). Such testing should be carried out at least every 5 years or at lesser frequencies where stipulated.

Site management will ensure that a Fire Risk Assessment is carried out and recorded by a competent person and that the findings of the risk assessment are acted upon where necessary.

•

Portable and transportable equipment is subject to recorded inspection and tested as frequently as required (the frequency will depend on the type of equipment, the environment in which the equipment is used and the conditions of use).

•

Any work on electrical equipment is carried out by authorised, competent, trained and properly equipped workers only. Any works on fixed electrical installations shall only be undertaken by RECI or ECSSA registered contractors. All electrical works on circuits and equipment shall be subject to permit to work controls and where there is the potential for circuits to become live, a full lock down of the circuits concerned will be applied.

•

Works involving existing installations will require the issue of a minor works certificate to supplement periodic fixed installation testing. Where new installations/circuits are added, an electrical installation certificate must be provided.

•

There is no live working unless absolutely necessary, in which case strict controls will be applied within the permit to work.

•

Any equipment used out of doors is of the lowest possible voltage. If 110 volt equipment is used the supply must be centre tapped to earth or the supply protected via a residual current circuit breaker. Equipment used out of doors in wet or damp conditions must be suitable and have an appropriate the protection.

•

Long extension leads are avoided wherever possible

•

All faults are reported immediately and faulty equipment is not used.

4. Fire Procedure All employees should be aware of the local fire procedure and it should be displayed in prominent locations, such as adjacent to every fire alarm call point. Site management will ensure, in consultation with employees, that all controls identified in the Fire Risk Assessment are implemented and suitably maintained. These will include the following arrangements: •

That there is a suitable system in place to enable appointed employees to be able to account for all persons within the premises in the event of an emergency evacuation. The type of system to be used will depend on the numbers of people concerned and the complexity of the site. Such systems may include electronic clocking in and out, a employees and visitor booking-in / out proforma or where there are small sites with less than five people, a simple verbal system may be adopted if employees can be accounted for at all times.

•

That persons are appointed to be responsible for specific procedures in the event of fire, including:

• the person(s) responsible for calling the fire brigade • fire wardens • fire incident controller • security

Total Produce

Appendices

•

That any hearing impaired persons on the premises are aware of the activation of the fire alarm, and that any disabled persons on the premises are given assistance to evacuate the building.

4.1 Procedure Each site will have its own specific procedures, but the following scheme will form the basis for all sites:

4.4 Testing and Maintenance of Fire Emergency Systems Fire alarm system: • Test a different call point at approximately the same time each week. •

Check any standby power monthly.

•

Full system to be inspected by a competent person at least every six months ensuring that during the course of a year all aspects of the system are tested; including functional tests of all detectors, call points and ancillary equipment.

On discovering a fire or serious and imminent danger: • Raise the alarm by breaking the nearest break glass unit or as appropriate. •

Only tackle a fire in its early stages. IF IN DOUBT, GET OUT.

•

Evacuate the building via the nearest safe exit and proceed immediately to your ‘Assembly Point’.

•

Do not attempt to re-enter the building until the all clear has been given.

On hearing the alarm: • Switch off all equipment, if possible and safe to do so. •

Commence the immediate evacuation of the premises. Direct any visitors, contractors etc. to leave the building by the nearest safe exit.

•

Do not delay to collect personal belongings or for any other reason.

•

The last person out should close doors as they leave to reduce the spread of fire.

•

Do not run.

•

Assemble at your ‘Assembly Point’ to allow for a roll call.

•

Remain at the Assembly Point until the roll call is complete. Further instruction will be given on whether or not it is safe to re-enter the building.

4.2 Fire Door Fire doors must be suitably fire rated and where necessary fitted with vision panels and selfclosers. They must not be propped open (especially not with fire extinguishers).

4.3 Fire Exits Fire exits must be clear and unobstructed at all times. They shall be appropriately signed and where necessary emergency lighting shall be installed to guide evacuees to final exit points in the event of a lighting failure. Fire exits should be checked regularly to ensure that they will open easily in the event of an evacuation. Total Produce

Emergency lighting: • Test, short duration, monthly. •

Full duration test to be undertaken annually.

All testing and maintenance undertaken for the fire alarm system and emergency lighting shall be documented in the fire log.

4.5 Fire Evacuation Drills A minimum of two fire evacuation drills shall be undertaken each year. Fire evacuation drills must be documented in the fire log. Details of employees involved, timings, any simulations i.e. closed routes, and any problems identified should be noted. All employees should be encouraged to provide feedback on fire evacuation drills e.g. audibility of the fire alarm sounder.

4.6 Fire-Fighting Fire-fighting should only be carried out if you are confident that you can tackle the fire safely and successfully without any risk to yourself or other personnel. Any person attempting to tackle a fire must have received appropriate training. Fire-fighting should only be attempted once the alarm has been activated. Generally, fire extinguishers are only suitable for tackling small fires (usually fires that you have witnessed starting). Fire-fighting equipment may also be used to assist escape in the event of your route being compromised by fire.

4.7 Fire-Fighting Equipment Appropriate fire-fighting equipment such as fire extinguishers and hose reels shall be accessible in all work places and shall be suitably maintained. Fire extinguishers shall be maintained annually. There should be prominent signage to show where fire-fighting equipment is located. It is an offence for any person to misuse fire-fighting equipment. Fire extinguishers must be wall mounted or placed on a suitable floor stand.

Total Produce

Appendices

Appendix K – First Aid 1. First Aid Personnel General Managers will ensure that an adequate assessment of first aid needs is undertaken for each workplace under their control and that there is an adequate and appropriate provision of first aid equipment, facilities and people to give immediate help to employees, customers or visitors if they are injured or taken ill in the workplace.

Appendix J – Instructions to Fire Marshals On Hearing the Fire Alarm Direct all personnel to leave the building in an orderly manner by the nearest available exit. Any lifts on the premises are not to be used. Then If Safe To Do So • Close all doors and windows. Switch off or unplug electrical equipment and heaters, but not lights. •

Check all rooms, including toilets and storerooms to ensure they have been vacated. Where personnel are working with noisy equipment ensure they have heard the alarm.

•

Go to the appointed assembly area and commence a roll call. You should have an up to date list of the people in the department for which you are fire warden for this purpose.

•

If you cannot account for everyone make a note of the individuals’ name and his/her last known whereabouts. Report to the person in charge as soon as possible. Do not return to the building under any circumstances and do not permit anyone else to do so.

•

When you have accounted for everyone in the department for which you are the fire warden report to the person in charge and do not return to the building until he/she authorises you to do so.

On Discovering a Fire • Raise the alarm. •

Telephone 999 or 112 ask for FIRE and advise of the location of the fire and your location.

•

If it is safe to do so, tackle the fire with the equipment available.

Remember: Total Produce

The safety of life is most important. Do not jeopardise your life or other lives in attempting to save property. If it is not safe to tackle the fire, or if it burns out of control, leave the building at once by the nearest available exit and go to the appointed assembly area.

First aid personnel are employees who have volunteered for the role and who have been assessed as being suitable. An appointed person is someone appointed to take charge of first aid arrangements. The role of the appointed person includes looking after first aid equipment and facilities and calling the emergency services when required. Appointed persons do not need first aid training. Each first-aider has been trained by an occupational first aid provider who is registered with the occupational first aid assessment agent (OFAAA). First-aiders will receive a Further Education and Training Awards Council (FETAC) Level 5 certificate in Occupational First Aid. The FETAC occupational first-aid certification is valid for 2 years after which a one day refresher training is required. Refresher training must occur within 3 months of certificate expiration; otherwise the full 3 day training course is required. The identity and location of site occupational first-aiders can also be found on health and safety information notice boards. 2. First Aid Facilities In accordance with the assessment of first aid needs for the specific workplace the General Manager will ensure that the materials, equipment and facilities needed to meet the level of cover identified as necessary will be available to employees at all relevant times. This will include ensuring that appropriate first aid equipment, suitably marked and easily accessible, is available in all places where working conditions require it. As a minimum this will be a suitably stocked and properly identified first aid container supplied with a sufficient quantity of first aid materials for the particular circumstances of the workplace concerned. Larger sites will require more than one first aid container. First aid personnel will check first aid containers on a regular basis to ensure that they are sufficiently stocked and that the contents are in date. Only specified first aid supplies will be kept. No creams, lotions or drugs will be kept in these boxes. The location of first aid boxes and the name of the person responsible for their upkeep will be clearly indicated on notice boards. First aid boxes will display the following information:

• • • •

The name of the person responsible for their upkeep. The nearest location for further supplies. The contents of the first aid box and replenishing arrangements. Incident reporting procedure.

Total Produce

Appendices

All incidents, however minor, must be recorded. Details must be reported in accordance with Appendix B.

Guidance Suggested numbers of First Aid Personnel to be available at all times people are at work From risk assessment, what degree of hazard is associated with your work activities?

Low hazard (eg. offices)

Higher hazard

How many employees do you have?

What first aid personnel do you need?

Less than 25

At least one appointed person

25 - 50

At least one first aider trained

More than 50

At least one first aider trained for every 100 employed (or part thereof)

Less than 5

At least one appointed person

5 - 50

At least one first aider trained in EFAW or FAW depending on the type of injuries that might occur

More than 50

At least one first aider trained in FAW for every 50 employed (or part thereof)

(eg. warehousing, work with dangerous machinery)

Appendix L – Arrangements for the Safe Operation of Fork Lift Trucks 1. Training and Authorisation of Operators 1.1 Medical Suitability Site management must be satisfied that trainees and experienced operators are medically fit for the work task. This will include the use of pre-employment questionnaires and health surveillance as appropriate. 1.2 Conditions to be fulfilled before operating Fork Lift Trucks • Before Group employees are allowed to operate fork lift trucks they must: •

Have reached the age of 17 years;

•

Hold a European driving license (full or provisional), covering category W vehicles.

•

Have received training in accordance with the Health and Safety Authority Code of Practice – Rider-operated lift trucks: operator training.

•

Hold a recognised certificate of basic training for the type of truck to be used.

•

Have received induction and/or job training.

•

Have written authorisation to operate stating the operators name, the date of authorisation, the types of lift truck to which the authorisation relates and any special conditions.

1.3 Certificate of Basic Training The recognised Certificate of Basic Training is to be copied and the photocopy held in the employee’s personal file. The original is to be issued to the employee together with a copy of the Company operating rules. Any training organised by the Group for employees must use the services of a competent instructor as set out in the Code of Practice. The training scheme should be accredited or the instructor and scheme of training supported by references from a reputable company. 1.4 Types of Trucks (i) Counterbalance fork lift truck. (ii) Reach fork lift truck. (iii) Power pallet truck 1.5 Planning Fork Lift Truck Training The General Manager should ensure that training needs are established against operational requirements. It is suggested that this is done on a quarterly or seasonal basis so that training can be planned in advance to meet requirements for qualified personnel.

Total Produce

1.6 Requested Training Training can be arranged through the Group fork lift training instructor, who should be provided with the information detailed below. • Type of truck.

Total Produce

Appendices

•

Number of participants and their previous experience;

•

Preferred dates for training; and a course will then be arranged in liaison with the appropriate manager using at a suitable date.

1.7 Issue of Authorities to Operate On the successful completion of a recognised training course and an approved test, an ‘Authority to Operate’ will be issued valid for a period of three years. In all cases FLT operators are to be monitored over the period covered by their ‘Authority to Operate’ to ensure that high standards of operational safety are maintained and earlier refresher training can be initiated if required. The authority to operate can be withdrawn at any time if there is reason to suspect that the operator falls below the standard required. A list of authorised operators for a branch should be posted on the branch notice boards. 1.8 Refresher Training Refresher training will only be given to employees who hold a recognised certificate of basic training.

Total Produce

For Issue to All Authorised Fork Lift Truck Operators Authorised Operators Only All persons using forklift trucks must be in possession of a current relevant certificate of training and must be authorised to use forklift trucks by Total Produce. Under no circumstances should you allow or permit an unauthorised person to operate a fork lift truck. Pre Start Safety Inspections Forklift trucks may only be used once a pre start safety inspection has been made. Inspections shall be documented and records kept for a minimum period of twelve months. Any defects are to be brought to the attention of management as soon as possible. General Operating Rules • Keys shall be removed from unattended forklift trucks to prevent unauthorised use. •

During hours of darkness lights must be used.

2. The use of Working Platforms (non-integrated) on Forklift Trucks.

•

A high visibility vest and safety boots/shoes are to be worn whilst operating forklift trucks.

•

The use of mobile phones, smoking, eating and drinking whilst driving a forklift truck are strictly prohibited.

Primarily, forklift trucks are intended for lifting materials and not people. However, they can be used with working platforms to allow employees to work at height. A non-integrated working platform may be used when it provides a safer means of access than for example, improvised stairs or platforms or a ladder. Also, a substantial number of serious accidents occur when people are lifted on the forks or a pallet placed on the forks of fork lift trucks. To encourage safer working practises, in exceptional circumstances, occasional use of a non-integrated working platform is allowed.

•

No passengers are to be carried on the forklift truck.

•

At no time shall the forks be used for lifting persons unless they are fitted with an approved cage and the appropriate training and guidance has been given for its use.

•

Goods are only to be carried on the forks of the truck.

•

When travelling the forks are to be set at the approved height of 4-6 Inches off the ground.

•

Ensure adequate visual checks before and during reversing operations.

Examples of occasional use are: • Non-routine maintenance tasks for which it is impractical to hire in purpose built access equipment.

•

When entering restricted areas or blind corners, sound horn.

•

The replacement of light fittings in high rise warehouses if the task is not carried out as part of periodic maintenance operations.

Ensure that when parked the forks are lowered to the ground along their length and the forklift truck is positioned so as not to cause danger or obstruction.

•

Tasks that would otherwise be carried out using less safe means of access such as ladders, because it is impractical to hire in purpose designed people lifting equipment due to the short duration and occasional nature of the task (e.g. clearing a blocked gutter).

Ensure that you follow safety procedures when charging or changing gas cylinders. Especially do not smoke during this operation.

•

Checking on high-level damage to racking suspected of causing an immediate risk or checking on the condition of damaged roof lights.

Do not use pallet wrap or any other material to cover the top of the protective cage. Should protection from the elements be necessary a suitably designed cover that is fit for purpose should be sought and correctly fitted.

Routine or planned tasks particularly those associated with production or pre-planned activities, such as periodic maintenance or stocktaking, are not exceptional circumstances and are thus not examples of occasional use. Generally, non-integrated work platforms do not provide as high a level of safety as purpose built access equipment. Consequently, forklift trucks fitted with non-integrated working platforms are not suitable for order picking, routine maintenance or the transfer of goods or people from one level to another.

Operator …………………..………………………………………………………………...……... Date ………………..……………………

Issued by ………………..……………………

Total Produce

Appendices

Appendix M – Control of Hazardous Substances.

The Company assesses the risks arising from the use or presence of hazardous substances in the workplace. If the risk is sufficient, then control measures are identified and specified in writing as a record of risk assessment. The control measures are fully implemented and the process is reviewed regularly to ensure the measures remain effective. Hazardous substances include: • Substances brought into the workplace and handled, stored and used (e.g. cleaning agents, fuel). •

Substances generated by a process or work activity (e.g. dust, fumes).

•

Substances or mixtures produced by the work process (e.g. waste).

Appendix N – Manual Handling 1. Assessment of activities All manual handling activities will be assessed. Wherever it is reasonably practicable manual handling activities will be eliminated through the use of changed procedures, ergonomic design or the provision of mechanical aids. The risk assessment of manual handling activities is based on the TILE format: • Task. •

Individual (capability).

•

Load.

•

Environment.

2. Manual Handling Awareness Training. Each employee must be familiar with the correct lifting techniques. Formal, manual handling awareness training will be given to employees by an accredited instructor. This training is refreshed every 3 years or sooner if required.

Substances can be considered hazardous not only because of what they contain i.e. chemical ingredient, but because of the form or way in which they are used in the workplace e.g. hot water used as steam can cause very severe burns and control measures need to be specified to prevent harm.

The risk of injury from manual handling is further reduced by having each employee ensure that the working environment is maintained in a safe condition. This includes walkways and floors being kept in a good condition and free from obstruction.

The control of Hazardous Substances safeguard employees who work with substances hazardous to their health, such as chemicals, dusts or micro-organisms, and applies to all places of work.

3. Responsibilities 3.1 Operational Site Managers will ensure that: • Manual handling assessments are carried out where relevant and records are kept. •

All activities are adequately supervised.

•

Individuals carrying out manual handling activities are given adequate information and training.

•

Any injuries or incidents relating to manual handling activities are investigated and remedial action taken.

•

Employees follow safe systems of work.

•

Safety arrangements for manual handling activities are monitored and reviewed.

•

Employees involved in manual handling activities are screened for suitability before undertaking the work.

•

Where necessary special arrangements are made for individuals with health conditions that could be adversely affected by manual handling activities.

Total Produce

Appendices

3.2 Employees must ensure that: • They report any personal conditions which may be adversely affected by manual handling activities. •

They comply with instruction and training provided.

•

Their own health and safety is not put at risk through manual handling activities.

•

They use equipment provided to minimise manual handling activities.

•

They report any problems relating to manual handling activities.

Appendix O – Noise Control There are two action levels, based on personal daily noise exposure levels, defined within the Control of Noise at Work Regulations. The first action level is at 80dB(A); the second action level is at 85dB(A). A third defined level is a peak sound pressure of 140dB(A). 1. At all levels, including below the lower exposure action values, there is a general duty to reduce risk of hearing damage to the lowest level reasonably practicable. 2. When the noise exposure is likely to be at or above a lower exposure action value the site management must: • Arrange for a risk assessment to be undertaken; this can be requested through the Group Health, Safety and Environment Officer; keep records of that assessment and take appropriate action including health surveillance where a risk to health is indicated. •

Provide adequate information, instruction and training about risks to hearing; what employees can do to minimise that risk; how they can obtain hearing protection and their obligations under the Regulations.

•

Provide hearing protection to employees who ask for them and ensure that they are maintained and repaired or that replacements are readily available.

•

Ensure that all equipment provided to reduce noise exposure is used and maintained.

3. In addition, when the exposure levels exceed an upper exposure action value the Operational Site Manager must: •

Reduce exposure to noise as far as is reasonably practicable by means other than ear protectors if possible.

•

Provide hearing protection to employees and ensure that it is used.

•

Designate and mark hearing protection zones with notices and ensure that all personnel who enter such a zone use ear protectors.

Appendix P – Work Related Driving This Guidance Note sets out the necessary work related driving controls for those Total Produce sites at which employees drive non-commercial vehicles in a work related capacity. Requirements for commercial vehicles and commercial vehicle drivers are covered within transport policy and arrangements. All employees who drive non-commercial vehicles in a work related capacity will be subject to routine controls administered locally. Work related driving includes any use of a vehicle for work purposes with the exception of driving between home and the normal place of work. The routine controls that will be carried out at site level, irrespective of any central activities, will include: 1. Pre-employment A potential employee who is being considered for a position that will involve work related driving will complete the pre-employment checklist. This checklist provides an initial assessment of the suitability of the candidate to undertake work related driving. 2. Induction A new employee who will undertake any work related driving will be issued with a copy of the Total Produce Drivers’ Handbook. The Total Produce Drivers’ Handbook sets out expected standards and guidance in the area of work related road safety. 3. Vehicle Standards Where the Company provides a vehicle for an employee to use the Company must ensure that the vehicle is suitable and fit for purpose. The vehicle will be maintained in line with the manufacturer’s service schedule. Where the Company provides a car allowance or a paid mileage rate for employees, the Company must ensure that the vehicle chosen by the employee is fit for purpose. Where an employee may occasionally be required to drive for work related purposes the Company may consider the use of approved rental vehicles rather than apply control measures to the individual’s private vehicle. 4. Site Management Control A full list of employees on site who have made a mileage claim or who may drive their own vehicle for any work related activity will be drawn up as a control log. The control log will be used to ensure that all those employees have been through the induction and are subject to ongoing checks.

Total Produce

Appendices

Supplementary Pre-employment Check List for User of Private Vehicle for Work Related Driving. TO BE COMPLETED BY THE APPLICANT: Name …………………..………………………………………………………………...……...

I confirm that I my eyesight has been tested within the past two years and meets the requirements set out in the Highway Code or Rules of the Road.

I hold a full driving licence for category B. Licence No.…………………..………………………

I do / do not have a notifiable medical condition.

The vehicle that I intend to use for work related driving is: Permission is granted to…………………..…………………………………………………..…...… to refer to the appropriate Licensing Authority and/or to my previous employer(s).

Status (owned/leased or to be bought / leased)

Make Date …………………..………………………………………………………………………...……...

Model (including body style)

Applicant’s signature …………………………………………………………………………………

Registration number C.C. I confirm that the private vehicle to be used for work related driving will be insured for business use; has (where applicable) a current test certificate, and that the vehicle has, and will be, fully serviced in line with the manufacturer’s service schedule. In the past 5 years I have been involved in the following vehicle accidents and/or have committed the following traffic violation(s): Date

Accident / Traffic Violation

Location

Penalty

TO BE COMPLETED BY THE INTERVIEWER: I have examined the driving licence as submitted by the applicant and confirm that it is in the name of the applicant and valid for use within the UK. A copy has been made and is attached. Total number of penalty points in force………………………………………………………...…… Date …………………..………………………………………………………………………...……... Interviewer’s signature ……………………………………………………………………….………

Total Produce

Appendices

Appendix Q – Use of Static Pallet Racking. Static pallet racking is to be installed, marked, inspected and maintained in line with the Storage Equipment Manufacturers Association (SEMA) Code of Practice for the use of Static Pallet Racking. •

All racking should be accompanied by a Safe Working Load (SWL) notice on each section. The SWL notice should indicate the maximum permissible unit loads and must be prominently displayed in the warehouse. The signs should measure not less than 125mm x 250mm.

•

Racking will only be installed or altered by qualified racking engineers.

•

All racking must meet the minimum requirements for floor fixing and restraining connections.

•

Any damage to racking; predominantly caused by fork lift truck (FLT) incidents; will reduce its load carrying capacity. A annual thorough examination of racking will be carried out annually by a competent person.

Warehouse employees and FLT operators must report all damage immediately. Damaged racking is not to be used until inspected and confirmed as safe for use by a qualified racking engineer. 1. The following hazards will require immediate attention: •

Misalignment of racking.

•

Incorrect location of beam connectors.

•

Looseness of floor fixings.

•

Dislodgement of accessories.

•

Spillage of goods.

•

Floor soiling.

•

Fork lift truck deficiencies.

•

Missing beam connector locks.

•

Wrong pallet type.

2. Where necessary renewable column guards should be installed to protect uprights from being struck by forklift trucks. 3. A safe means of access to stored goods must be provided where necessary. Under no circumstances will personnel be permitted to climb on racking structures. Total Produce

Appendix R – Health and Safety Committee

The Safety, Health and Welfare at Work Act 2005 and related statutory instruments make provision for the establishment of Safety Committees. The purpose of the Total Produce Safety Statement is to ensure, so far as is reasonably practicable, the personal health, safety and welfare at work of all employees. It is considered that the establishment of well organised Health and Safety Committees will assist in securing employee commitment to the achievement of the health and safety objectives.

1. General The establishment and administration of Health and Safety Committees is the responsibility of the site management. Preferably, General Manager should act as chairperson to the committee. The Committee should have a reasonably compact membership, but allow adequate representation of the interests of both employees and management.

2. Establishment of Committees 1. Whenever possible there should be broad representation on a Committee. 2. Other factors to be considered in establishing the number and constitution of Committee should be:

Total Produce

Appendices

•

Locations: The size of the site and the number of employees at risk. Normally Committee should not be formed to cover more than one operational site unless a regional structure with sub-committees is in place.

•

Times of Work: Representation should be provided for those who work shifts or abnormal hours, and cover should be provided for all temporary and part-time employees.

5. Conduct of Committee Meetings The Chairman and Secretary, after a short period in office, will usually establish a basis for conducting meetings by general consensus having due regard to the personality/interests of Committee members. The following points need to be applied: •

At regular intervals (say every other meeting) the Committee should conduct a short hazard spotting visit before conducting the formal business of the meeting. Any potential hazards spotted should be logged and actioned.

•

Matters such as bad examples of “housekeeping” (e.g. waste stored badly or light bulbs blown) should not be brought up at meetings but dealt with by the Committee member when they become aware of the possible hazard i.e. by addressing their concern to the appropriate manager. If the Committee member is not satisfied with the response, the matter should then be brought up at the next Committee meeting;

•

If the Committee is not satisfied that action has been taken to correct an unsafe practice then the Group Health, Safety Manager should be contacted.

3. The Group Health, Safety and Environment Officer may be co-opted onto the Committee, or attend on an irregular basis.

3. Administration •

Membership of the Committee is preferably through election by employees working in the area to be represented.

•

In the case of employee representatives, service on the Committee should be subject to re-election every two years.

•

The chairperson to the committee will appoint a secretary in agreement with the members.

•

The Chairperson should convene meetings not less frequently than twice per annum.

•

An agreed record of meetings should be available within five working days and made available to all employees. A copy should be sent to the Group Health, Safety and Environment Officer and any other person mentioned in the record from whom action is required or whose department needs to be advised. The top copy is to be filed by the secretary in a ‘minutes’ file.

4. Health and Safety Committee Objective The primary objective of Committees is to promote an environment, which encourages cooperation in initiating, developing, and carrying out measures to ensure the health and safety of employees at work. To this end, Committees will concentrate on:

Total Produce

•

Involvement in the Risk Assessment process;

•

Studying local incident statistics to enable recommendations to be made to address unsafe and/or unhealthy conditions or practices, together with recommendations for corrective action;

•

Examining safety audit reports which may be received from Local Authorities, the Group Health and Safety Manager or Safety Representatives;

•

Considering reports, codes of practice and guidance notes issued by the Health and Safety Executive or Health and Safety Executive where they are relevant to the local conditions with any actions the Committee may recommend;

•

Monitoring the adequacy of health and safety promotional within the work place;

•

Monitoring the adequacy of existing safety training in the light of incident statistics and / or new statutory provisions/regulations; and

•

Carrying out periodic routine safety visits to all areas in the location.

Appendix S – Smoking at Work

This Guidance Note details the requirements that apply to Group premises and vehicles in respect of smoking at work as set out in the Public Health (Tobacco) Act 2004. 1. Policy Smoking is banned by law in enclosed and substantially enclosed premises. These may be defined as follows: Enclosed Premises will be considered to be enclosed if they have a ceiling or roof and, except for doors, windows and passageways, are wholly enclosed, whether on a permanent or temporary basis. Substantially Enclosed Premises will be considered to be substantially enclosed if they have a ceiling or roof, but there are openings in the walls, which are more than 50% of the total area of walls, including other structures that serve the purpose of walls and constitute the perimeter of the premises. When determining the area of an opening, no account can be taken of openings in which there are doors, windows or other fittings that can be open or shut.

Total Produce

Smoking is not restricted by law outside premises, but site management may introduce their own policies to restrict smoking in their own grounds, for example in car parks or around

Appendices

building entrances. Local smoking policies and arrangements should be determined at all sites in consultation with employees. Consideration should be given to avoiding the introduction of other risks, for example vehicle movement, where designated outside smoking areas are introduced.

2. Vehicles All Company fleet vehicles are subject to a full smoking ban. Private vehicles used on Company business will be exempt unless others use the vehicle in connection with work.

3. Signs No smoking signs are required in smoke-free premises and vehicles. In smoke-free premises, a sign must be prominently visible at all public entrances. The signs must: •

Be flat, rectangular and at least A5 size (148mm x 210mm).

•

Display the international no smoking symbol: a burning cigarette in a red circle, at least 75mm in diameter, with a bar across it.

•

State clearly: “No Smoking. It is against the law to smoke in these premises” (“these premises” may be substituted for “this warehouse” etc.)

•

Smoke-free vehicles must display at least one prominent sign, featuring the no smoking symbol, in any compartment used by operators, crew or passengers.

4. Penalties Under Section 5 (2A) of the Acts, a person found guilty of an offence under Section 47 is liable on summary conviction to a fine of up to €3,000. The simplest way that site management can ensure that employees do not breach no-smoking rules is through employment contracts and through company disciplinary procedures.

5. Difficult Customers

Under the Safety, Health and Welfare at Work Act 2005, employers have a duty to ensure the health safety and welfare of all employees and others who may be affected by their activities. This responsibility extends to beyond normal work activities and encompasses work related functions such as departmental dinners / parties; work organised sports or social events; charity and fund raising events; client hospitality and external training. The organiser of an event needs to ensure that it is overseen by a accountable person who will:

The following procedure is recommended if customers are smoking whilst in smoke-free areas:

•

Undertake an appropriate level of risk assessment.

•

Communicate the finding of the risk assessment.

•

Ask the customer to extinguish their cigarette explaining that he/she is breaking the law and that you would be breaking the law if you let them smoke.

•

If they refuse, ask them to leave the premises.

When the event involves external organisers / providers, make sure that the organisers / providers are competent to run the event, including documentary evidence appropriate to the activity.

•

Ensure that you maintain a record of all instances of non-compliance and the action taken. This may be required if a member of the public/customer makes a complaint that there was smoking on the premises.

•

Ensure that adequate insurance arrangements are in place; including Employer’s Liability insurance and Public Liability insurance as appropriate.

•

Have the authority to stop an event if (s)he believes it to be unsafe or if agreed control measures are not being implemented.

Total Produce

Appendix T – Social Events

•

In extreme circumstances call for assistance i.e. manager/security/police depending on the circumstances.

Total Produce

Appendices

A starting point checklist would include: • • • • • • • • •

Is the event suitable for the employees who will participate taking into account levels of fitness and expertise? Are there any known health restrictions for potential participants? Are any specific safety arrangements / items of safety equipment required? Does Total Produce Employers’ Liability insurance cover the event? Is Public Liability insurance required and if so does Total Produce Public Liability insurance cover the event? If an external provider is being used is their Public Liability insurance suitable and sufficient? For potentially dangerous activities have details of how the safety of the event is managed been communicated? If the event involves the availability of alcohol has it been made clear that drinking and driving is not acceptable? If the event involves the availability of alcohol and an overnight stay, has it been made clear that there must be suitable time for any alcohol to be removed from the body before driving the next day?

Appendix U – Stress Management 1. A definition of stress Stress can be defined as: “the adverse reaction people have to excessive pressure or other type of demand placed on them”

2. Potential for harm Pressure if managed correctly can be a positive factor in the work environment; however, excess pressure resulting in stress can be detrimental to an individual’s health. Although factors resulting in harmful levels of stress may arise at home or in personal situations as well as in the workplace these factors cannot be considered in isolation and managers need to be aware of the possibility of a number of sources of pressure contributing to overall levels of stress. With this in mind managers should be vigilant and offer appropriate support to any member of employees who is experiencing stress outside work caused by personal crises such as bereavement or separation.

3. The effects of stress The effects of stress may manifest themselves in numerous ways including: • Physical effects such as a weakened immune system; raised blood pressure; tiredness. Total Produce

•

100

Mental effects such as impaired perception; poor concentration; poor judgement; reduced ability to make decisions.

•

Emotional effects such as anxiety; anger; moodiness; irritability; depression.

4. Possible workplace causes of stress Managers need to be aware of factors that may be contributing sources of pressure. These may include: •

Job related pressures such as responsibility for others; conflicting demands; a lack of support; a lack of suitable training; an ambiguous role; long working hours; time pressure; boring repetitive work; a lack of feedback; bullying; harassment.

•

Organisational related pressures such as continual changes in organisation and structure; a lack of control over work; inadequate employee levels; a lack of involvement in decision making; poor communication; poor job security; over promotion; lone working; unsociable hours.

Main causes of stress:

What you can do about it:

Demands: employees often become overloaded if they cannot cope with the amount or type of work they are asked to do.

Pay attention to the way the job is designed, training needs and whether it is possible for employees to work more flexible hours.

Control: employees can feel disaffected and perform poorly if they have no say over how and when they do their work.

Think about how employees are actively involved in decision making, the contribution made by teams and how reviewing performance can help identify strengths and weaknesses.

Support: levels of sick absence often rise if employees feel they cannot talk to managers about issues that are troubling them.

Give employees the opportunity to talk about the issues causing stress, provide a sympathetic ear and keep them informed.

Relationships: a failure to build relationships based on good behaviour and trust can lead to problems related to discipline, grievances and bullying.

Check the organisation’s policies for handling grievances, unsatisfactory performance, poor attendance and misconduct, and for tackling bullying and harassment.

Role: employees will feel anxious about their work and the organisation if they don’t know what is expected of them.

Review the induction process, work out an accurate job description and maintain a close link between individual targets and organisational goals.

Change: change needs to be managed effectively or it can lead to huge uncertainty and insecurity.

Plan ahead so change doesn’t come out of the blue. Consult with employees so they have a real input, and work together to solve problems.

Total Produce

101

Appendices

5. Stress indicators at work Managers should monitor the workplace for typical stress indicators which may include: •

Overt conflict and tension.

•

Apathy and poor timekeeping.

•

A noticeable reduction in work performance.

•

Poor decision making.

•

Increased short periods of sickness absence.

6. Assessment of Risks The potential for psychological harm is covered by the same requirement for risk assessment as any potential for physical harm. An assessment of the workplace for hazards that may be associated with stress should include: •

Factors that are commonly known to cause stress at work.

•

The presence and severity of any such factors.

•

Employees at particular risk of being subjected to such factors.

•

Control measures in place to prevent or reduce the effect of recognised factors.

•

Identified action required to eliminate risk not subject to control.

Site management will ensure that suitable risk assessments are undertaken and applied within their areas of responsibility. Assessments should be undertaken on behalf of the General Manager by the site Health and Safety Coordinator with support from the Health and Safety Committee.

Where a line manager is notified that an employee is absent from work due to work related stress this will also be reported and an investigation will be instigated. Any situation which resulted in injury from work related stress must be addressed before an employee returns from an initial period of absence. Investigation of stress related absence will be undertaken with the assistance of the Group Health, Safety Manager and / or the Group HR Manager as appropriate. The investigation will seek to establish: •

Whether or not the absence was due to work related stress.

•

The nature of the factors causing the work related stress.

•

Whether or not company policies and procedures have been correctly used / followed.

•

Whether or not the factors causing work-related stress are affecting, or could affect, other employees.

•

Whether or not the factors are still present and giving the possibility of further injury.

•

Whether or not steps have been taken to eliminate, or reduce causative factors to an acceptable level.

•

Where specific stress causing factors cannot be changed the individual task has been altered to remove exposure to the factors or training has been given to the individual to enable them to manage their situation and effectively cope with the work situation.

8. Return to work Where an employee has been absent due to work related stress injury there will be an appropriate documented return to work strategy put in place. The strategy will include a return to work interview which will involve The Group HR Manager. All parties will understand and agree the appropriate return to work strategy before the employee recommences work.

7. Responsibilities All employees are obliged to report any injury or illness which may have been caused, or made worse, by their work. This obligation applies to psychological injury as well as to physical injury. If a situation is not reported which may be causing stress the Company cannot respond to alleviate that situation; if the problem is only recognised following a medical diagnosis injury may have already been sustained. An employee who thinks that they may be suffering from workplace stress should bring this to the attention of their line manager.

Total Produce

102

A line manager who receives notification of a workplace condition which may have the potential to cause stress related injury must ensure that the notification is followed up satisfactorily. The line manager should log the report with the Group Health and Safety Manager for official records and the Group Human Resource (HR) Manager also needs to be informed so that suitable intervention may take place where necessary.

Total Produce

103

Appendices

Appendix V – Traffic Management

3. Reversing Operations

1. Traffic Routes

•

Reversing operations should be avoided or minimized where this is not possible. The use of one way traffic systems and one way drive-through loading / parking bays could assist in reducing reversing on site. Where one way systems are not practical, the use of purpose designed turning points such as roundabouts or cul-de-sacs may be considered.

•

The vision from vehicles should not be impaired in any way. All mirrors should be fully operational and windows should be free from obstructions / stickers etc. Where significant risk is identified, consideration should be given to improving driver information systems on vehicles by fitting reversing sensors or CCTV systems linked to the cab. If such systems are employed, drivers should receive adequate information, instruction and training in their use.

•

Audible reversing alarms and lights should be considered as part of a risk assessment for reversing operations on site. If there are numerous vehicles reversing alarms can be confusing as to the direction of reversing vehicles and could also raise noise to unacceptable levels. Consideration is also required for those who may have difficulties hearing.

•

Banksman should only be considered as a last resort. Using banksmen to control reversing operations can put the Banksman in the potential danger area of a reversing vehicle. If you do use banksmen they should be trained to carry out their duties safely. There must be a safe system of work that ensures the Banksman and driver are using standard signals, so that they are easily understood, and that the driver knows to stop the vehicle immediately if the Banksman disappears from view. The standard signals are given in the Health and Safety (Signs and Signals) Regulations L64. Suitable PPE that includes a high visibility jacket to EN 471 and protective footwear should be worn by the banksman.

Traffic routes must be constructed so that the surface is suitable for the purpose for which it is to be used. All routes should be suitably maintained and free from defects such as potholes and uneven surfaces that are likely to increase the risk to users. In general a traffic route should: •

Be wide enough for the safe movement of the largest vehicle to use it.

•

Take account of vehicle heights (including vehicles that operate to tip or deliver skips). Where there is a risk of contact with any structure suitable protection such as goal posts, height gauge posts or barriers should be provided.

•

Be planned to provide the safest route between calling places.

•

Have adequate drainage to remove surface water.

•

Avoid sharp or blind bends.

•

Avoid steep slopes wherever possible. Where steep slopes cannot be avoided they should be suitably signposted.

2. Segregation of Traffic and Pedestrians So far as is reasonably practicable, vehicles should be restricted to demarcated traffic routes away from pedestrian movement and activities. Likewise, pedestrians should be prevented from entering areas demarcated for traffic. Whenever possible, physical barriers should be used to maintain separation of pedestrians and traffic. Where this is not reasonably practicable, other methods such as vehicle exclusion bollards, kerb or painted lines should be used. •

Where separate routes for traffic and pedestrians are not possible, the route should be wide enough for traffic and pedestrians to pass safely; for routes where the route is not wide enough to permit this, suitable passing places or systems should be provided as necessary.

•

Where pedestrian and vehicles routes have to cross, appropriate designated crossing places should be provided. If necessary physical barriers should be incorporated in to the traffic route to guide pedestrians away from particularly hazardous areas to designated crossing points.

•

Traffic routes must be designed to keep vehicle movement far enough away from doors or gates used by pedestrians.

• Total Produce

104

There should be adequate signage and instructions to inform all users of the site, including visitors, as to the traffic system in operation.

4. Parking As far as possible, vehicles should be parked out of the flow of traffic and people. Visiting drivers should be informed of where designated parking areas are as soon as they enter the site. Parking areas should be designed and marked out so as to reduce maneuvering and reversing for large vehicles.

5. Loading Dock Levelers Where loading dock levelers are installed, they must be used in conjunction with and suitable and sufficient risk assessment. As a minimum there should be: •

A means of preventing falls from height when there are no vehicles present at the dock leveler.

•

A safe system of work for ensuring that vehicles are not able to move from the dock leveler until the vehicle has been unloaded / loaded and all persons and equipment are

Total Produce

105

Appendices

clear. All drivers should hand in their vehicle keys to the transport office until it is confirmed that it is safe to move the vehicle. Parking brakes should be firmly applied and if necessary vehicles should be chocked. •

A system of clear communication in operation between drivers and site employees. Where there are multiple bays, these will be easily identified by use of a numbering or lettering system to assist communication.

•

Strict access and PPE controls in the loading bay area.

2. Travel Risks All employees who undertake work related foreign travel must check the Foreign & Commonwealth Office advice for the intended destination(s) before travelling. Travel is not to be undertaken to countries, or parts of countries, that are subject to Foreign & Commonwealth Office advice not to travel. Travel advice by country is available on the Foreign & Commonwealth Office website.

3. Travel Insurance. Travel insurance is in place through the Company.

Appendix W – Travel Abroad

The job function of certain employees will require, from time to time, travel abroad. Although this type of travel is commonplace there are associated health risks which must be taken into account as a part of the task / project planning. Site management must ensure that employees are aware of what is expected of them as a part of their preparations for foreign travel.

1. Vaccinations. All employees who undertake work related foreign travel must ensure that they have the appropriate vaccinations and medication for the country, or countries, which will be visited. Vaccinations and medications must have been given sufficiently in advance to allow the required level of immunity or protection to be developed. Please note that for some disease / country combinations vaccination certificates will be required. In order to make appointments and receive vaccinations and medications in sufficient time employees should contact their own GP as soon as possible; recommended at least eight weeks; before the expected date of travel. If an employee is in a position where travel abroad may be at short notice this must be discussed with their manager to identify possible trips in the short to medium term and a planned vaccination programme should be arranged through the employees GP.

Total Produce

106

If a GP is unable to obtain appropriate vaccines within a time period there are a number of travel clinics that may be attended. These national networks provide immunisation programmes, advice on malaria and general health issues and carry vaccine supplies.

4. Emergency Medical Travel and First Aid Kits. When travelling abroad, in areas away from First Aid facilities or where the safety of such facilities cannot be assured, employees should carry an emergency medical kit and First Aid kit. The emergency medical kit contains a variety of sterilised and sealed items of equipment such as syringes, needles and suture materials. They should be handed to a doctor or nurse for use in a medical emergency in a country where the safety of such items cannot be assured. It is recommended that the employee carry further items appropriate to their own particular needs and the risks associated with the countries to be visited. The following list is not exhaustive but consideration should be given to the following additional items: •

Insect repellent (Preferably containing DEET)

•

Mosquito net

•

Antiseptic cream

•

Water sterilisation tablets

•

Paracetamol /Aspirin / Ibuprofen

•

Sunblock

•

Sunburn treatment

•

Suitable medication for stomach upsets

•

Suitable medication for diarrhoea

Total Produce

107

Notes: ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… …………………………………………………………………………………………………………

Total Produce

108