A quick guide In April, 1993, the old laws relating to health and safety were repealed and replaced with the Health and Safety in Employment Act (HSE). What is it for? The overall intention of the HSE Act includes: The prevention of harm to employees at work; The promotion of excellence in health and safety management by employers. NB: The main Responsibility for Safety is with Employers. Who is affected by the new Act? All employers and employees are affected by the Act.  The only people excluded are crew of ships and aircraft. Employers If you are an employer you must: 1. Ensure your workers are safe while at work; 2. Identify all hazards where your employees are working (in some cases this may include getting them to the work area); 3. Do what you can to eliminate the hazards (ask yourself "can I do the job without this thing" eg  VDU); 4. Do what you can to isolate the hazards (can you keep your workers away form the hazard? eg guarding a machine); 5. Do what you can to minimise you workers' exposure to the hazards (is there another way of working so the risk is reduced? eg ergonomic chairs, boots, helmets); 6. If needed you must arrange for monitoring of your employees (are there any health or environmental checks required?); 7. Make sure your workers are either trained to do their jobs safely or they are supervised by someone who is; 8. Record, notify and investigate accidents. Accident recording notification and investigation You must keep a register of every accident where someone was hurt, or incident where they might have been hurt (near misses), in the workplace. If there is an accident you must investigate it to find out why it happened and what you can do to stop it happening again. If someone has been seriously harmed then you must notify the Department of Labour (there are special forms for doing this) as soon as possible.  You must also let them know within seven days of the accident how and why it happened. If you have an accident where someone is seriously harmed (eg dies, loses a limb, is knocked unconscious) then you must do your own investigation and see how it could be prevented from happening again.  If you manage to reduce the number of accidents your employees are having you may get a rebate on your ACC premiums. Serious harm Serious harm is defined in the First Schedule to the Act.  It includes death, amputations and major injuries and illnesses requiring treatment by a doctor or hospitalisation. Planning for emergencies As an employer you must have a plan for any likely emergency situation such as fires, earthquakes or major accidents.  You should involve your workers in developing the plan.  Everyone should know what they have to do if there is an emergency. Equipment The safety of everyone around your operation depends on your equipment.  If you own of lease the equipment you are also responsible under the Act for the safety of people using that equipment or near somebody using it.  You should keep the following points in mind: 1. Purchasing When buying new equipment you should be sure that it is safe to use and meets the standards.  This goes for machinery as well as safety equipment. 2. Information and Training Everyone who uses equipment should know how to use it properly, this is especially important when you buy new gear. 3. Maintenance You must make sure that all equipment is designed for the job you want done and that it is properly maintained. Contracting / Sub Contracting If you contract or subcontract anyone then you are responsible for looking out for the safety of their employees.  This means that you should make sure that they know what their responsibilities are under the Act.  You should probably check that they have a safety plan (you do not have to see it), and that they train and supervise their staff.  When you are contracting to someone else it is reasonable for them to ask the same of you. Employees If you are an employee, you must take all steps you can to protect yourself and your workmates.  This means looking out for one another, wearing or using whatever safety equipment is required.  The Act is not very clear as to who pays for the safety equipment, but the Labour Department is saying that it is the employer's cost.  You may be prosecuted by an OSH (Department of Labour) inspector if you don't wear it.   You should also work in a safe way, the following company rules and good work methods.  The Act says you should be given the chance to be involved in the development of safety procedures in your place of work (although your employer cannot be prosecuted for not involving you). Inspectors Inspectors are employees of either the Department of Labour or the Ministry of Commerce. Inspectors can now give you two kinds of notice. Types of notices that an Inspector can give you are: Improvement Notice If an inspector believes that you are not complying with the Law, they can give you an improvement notice.  An improvement notice will require certain actions to be taken within a set period of time.  They will return to make sure that you have fixed the problem (they do not have to tell you how to fix it).  The inspector may give this notice to the person they believe is in charge.  This means they can give it to a supervisor or leading hand, who is then responsible for the required action.  The inspector also may send the notice by registered letter. Prohibition Notice If the inspector believes that the problem will cause someone serious harm, they can give you a prohibition notice.  This notice may be used to close down all or part of the operation, or to prohibit the use of a particular place or piece of machinery.  The notice must stay there and work using that equipment or in that area is prohibited until an inspector removes the notice.  The inspector will have to return to make sure that the problem has been fixed.  The inspector should attach the notice to the hazard and give a copy to the person in charge. An OSH Doctor can give this notice: Suspension Notice If an OSH doctor believes that continuing to work would endanger the health of an individual, or if an individual refuses to be examined or tested for work related illness then they may issue a work suspension notice. Appeals You have the right to appeal against any of these notices. Penalties There are three types of fine: 1. If you fail to comply with the Act or regulations you could be fined up to $25,000; 2. If you fail to comply with the Act and someone is seriously harmed, or killed, then you could be fined up to $50,000: 3. If you do something, or don't do something, that you know may cause serious harm, or death, to someone (including yourself), then you could be fined up to $100,000 and/or twelve months in prison. Person Who Controls a Place of Work The person who controls a place of work means the owners and/or occupier of the place of work or the plant (equipment in the place of work). Principals of Contract Principals of Contracts are the people who sign contracts with contractors (if you have subcontractors then you are also a principal of a contract).  You have some responsibilities under the HSE towards the employees of the contractors you use.  The philosophy here is similar to Total Quality Management.  Principles may be required to show that they have done everything they can to make sure the contractor they use is a safe operator.  Whenever you use contractors or subcontractors, you must make sure they have systems in place to protect their staff. Self-Employed People As self-employed people contractors have a duty to protect themselves and not endanger others. It is not clear if the new regulations which will be made under the HSE may be applied to self-employed contractors. Regulations Accidents If you employ staff, you must maintain an accident register (including "near misses", or incidents which may have resulted in injury if the circumstances were different).  To some extent you will have to use your judgement as to which incidents need to be recorded.  Accidents and near misses should be examined by you and your team to see how they could be prevented in the future. Health and Safety in Employment The Health and Safety in Employment Act 1992 creates obligations for all employers and employees to provide for the prevention of harm to employees and others. The Act, also requires that the employer ensures that no action or inaction of its employees, harms any other employee or person. Summary of Main Points of the Act 1. Every employer must take "all practicable steps" to provide and maintain a safe working environment. This means * providing facilities for the health and safety of employees when they are at work. * ensuring that their equipment is designed, made and set up safely. * developing procedures to deal with emergencies. (section 6) It should be remembered that the final interpretation of "all practicable steps" will rest with the courts. 2. Employers must ensure employees are not exposed to hazards.  The employer must identify all hazards and regularly assess them to determine if they are significant.  (section 7) 3. Significant hazards are those which may cause severe harm dependent on an employee's exposure, or harm  that cannot be detected until a significant time exposure.  (section 2) 4. Significant hazards must be * eliminated where practicable or * isolated or * minimised and employees protected where the above is impracticable (section 10) 5. Employees must be informed of * results of all health and safety monitoring * emergency procedures * location of safety equipment * all hazards at their workplace * steps that need to be taken to minimise the effects of hazards.  (section 11 and 12) 6. Employers must ensure that employees are either sufficiently experienced or supervised to do their work safely.  An employee must be trained to use all of his/her equipment and protective gear safely.  (section 13) 7. All employees must be fully involved by their employer in developing procedures for identifying hazards, management of same and emergency planning.  (section 14) 8. Employers must ensure the safety of visitors and other members of the public.  (section 15) 9. If in control of a place of work, eg. the owner, lessee, sublessee, occupier or person in possession of the place of work or any part of that place of work that person shall ensure that employees and others in the vicinity, are not harmed by any hazard that is there or arises there.  (section 16) 10. Every self employed person shall ensure that no action or inaction on his/her part while at work harms themselves or any other person.  (section 17) 11. Every principal is required to take all practicable steps to ensure that no employee of a contractor or subcontractor and, if an individual, no contractor or subcontractor is harmed while doing work they were engaged to do.  (section 18) 12. A principal is defined as any person who engages another, other than as an employee, for gain or reward. 13. Employees must take all practicable steps to ensure their own safety while at work and to see no harm is caused to any other person through their action or inaction.  (section 19) 14. Employees are required to keep a register of all accidents where someone was or might have been harmed. Furthermore a register of incidents resulting in serious harm must be kept and all incidents reported to OSH (Department of Labour) immediately. (A definition of Serious harm can be found in Appendix 1 - attached). 15. The Occupational Safety and Health service of the Department of Labour will appoint inspectors.  These inspectors may: * ensure compliance with the Act; * provide information and education to improve health and safety in the work place; * enter the place of work at any reasonable time to carry out their functions; * in order to enter a place of work an inspector must receive the occupiers consent or have a District Court warrant.  (sections 30 and 31) 16. An inspector can issue an improvement notice if the Act is not being complied with.  (sections 39 and 40) 17. If a failure to comply with the Act is or may be likely to seriously harm a person, then the inspector may issue a prohibition notice.  Such a notice can direct any person to stop working until a hazardous situation is rectified.  (sections 42 - 45) 18. Failure to comply with any of the duties outlined above may result in conviction except for the duty of employee involvement.  However, if the employees have not been given the opportunity to become involved and an offence relating to hazard management occurs, then the court may take this into account when determining penalty.  (sections 49 to 53) 19. Where a corporate body fails to comply with the Act, any of its officers, directors, or agents who affected  the failure may be prosecuted in addition to the body corporate itself.  (section 56) Health and Safety Management To manage Health and Safety effectively the consultant must understand why it should be managed and should prepare some guidelines on how to. Why Manage Health and Safety There are three main reasons for managing Health and Safety. 1. Legal * The Health and Safety Employment Act 1992; * Accident Rehabilitation Compensation and Insurance Act 1992; * Other relevant Acts and Regulations; * Common Law - the "Principle of Care". 2. Moral and Ethical * the good employer; * the achievement of positive results 3. Commercial * Health and Safety managed properly can enhance company results; * Decreased ACC levies. How to Manage Health and Safety The Health and Safety in Employment Act 1992 is not a prescriptive piece of legislation.  It has been designed so that you can manage Health and Safety according to your own business practices. The Legislation has been based on Risk Management methodology which comprises five steps. - Identify all loss exposure (known as hazards); - Evaluate that risk; - Develop a control plan: - Implement the plan -  Monitor to ensure that plan is effective. Hazards Hazards are conditions or practices with the potential for accidents resulting in illness and/or injury. This Act clearly requires all hazards to be identified so that all significant hazards can be determined by evaluating the risk posed by each hazard. All significant hazards must either be eliminated, isolated, or minimised.  To ensure that hazards are identified you need to be aware of the hazards posed in your particular environment and develop a systematic method of identifying them. To give some idea of hazard types, the following sample list is suggested for consideration. - Chemical - Noise - Radiation - Electrical - Lighting - Temperature - Biological - Ergonomic - Physical - Physiological As can be seen there are hazardous conditions and practices and both must be addressed. In relation to Survey Consultants, special consideration would need to be given in the following areas: Chemical  -dust from road sides, construction sites, or commercial premises Noise   -from construction sites and traffic Radiation  -exposure to sunlight for long periods Electrical  -risk from electrical energy, power lines, electrified tracks Lighting  -bright sunlight and or inadequate inside lighting Temperature -extremes of heat or cold pose problems, exposed work sites Biological  -disease eg. tetanus, tuberculosis, brucellosis, hepatitis, HIV Ergonomic  -risks associated with manual handling of poorly designed work stations, audio and visual alarms Physical  -risk of injury from underground, above ground, roadworks, including hazards related to being hit    by vehicles, flying objects, caught in explosions, falling from heights, tripping, drowning, farm     vehicle accidents. Physiological -stress, fatigue, shift work. Identification of Hazards Hazards can be identified in a variety of ways.  How each consultant addresses this depends on the consultants circumstances. Consider: 1. By Area Examine specific areas of the place of work and the activities carried on in those areas. 2. By Work Analysis Examine the various personnel activities within your work force and their exposure to hazard. 3. By Process Analyse the total work process used to accomplish any given project from receipt of instruction to completion. Aside from hazard identification etc. other issues need to be considered in health and safety management. 1. Developing a Health and Safety in Employment Policy. 2. Training for employees in Heath and Safety. 3. Developing an Emergency Plan. 4. Recording and investigating accidents. 1. Development of a Health and Safety Policy Objective To develop a health and safety policy to benefit employees and which reflects management's commitment to health and safety in employment. Why have a Health and Safety Policy? - to meet legal standards - to meet industry standards - assist in the requirement to be a good employer - improve staff morale - improve staff productivity Statutory Duties of an Employer - prevent harm to employees and contractors - provide a safe working environment - provide amenities and facilities - provide information relating to health and safety - train and supervise employees The Policy Statement Should - be understood easily - indicate the provision for a safe and healthy working environment - indicate the worker's responsibility to work in a safe manner - be visible in the work place - be reviewed annually - be signed by a principal A draft Health and Safety Policy is provided in Appendix 2. 2. Training for Employees in Safety and Health Objective - to identify training needs in the organisation - to ensure all employees understand and are aware of hazards in the place or work and how to avoid them. Why Train Employees in Health and Safety? To have a well trained work force who are competent in the tasks carried out and who are knowledgeable, not only about the risks and hazards faced, but also in dealing with those same hazards and risks.  Health and Safety training must be an integral part of the training given to all staff, not an extra. How to Manage Health and Safety Training? There are two keys to any training programme: 1. The identification of the tasks carried out and the training needed to perform them efficiently and safely. An employer must ensure that staff: - know how to do the task - know the key steps to that task - know any special dangers in performing the task at all stages. 2. The development of a training programmed which prioritises training should ensure that the most important issues are addressed first. An overall plan should be drawn up which: - assigns training responsibilities and tasks to specific people an incorporates these into job specifications and performance         requirements. - ensures that the organisations training programme is evaluated on a regular basis by all concerned. Ineffective training is                                       expensive. Induction Training Induction is the process an employee goes through when starting employment with an organisation. When a new worker starts with an organisation or changes duties, it is the employer's responsibility to provide induction training as early as possible.  A formalised procedure using a checklist is the preferred method. Basic Induction should cover; - company safety rules, policy and administration - safety and health requirements and responsibilities - emergency procedures Employers should ensure that the above tasks are also dealt with by the organisation's health and safety committee, which should play a roll in ensuring all training is relevant, interesting and worthwhile. 3. Developing an Emergency Plan Objective To have an effective general emergency plan to cope with all types of emergency likely to occur at any part of an organisation operation. Why have an emergency plan? - to ensure the safety of staff if an emergency arose - to ensure all staff are aware of the assistance available How to design your emergency plan 1. Identify likely emergency conditions, for example: - Fire - Flood - Storm - Structure collapse - Equipment failure - Traffic - Earthquake - Explosion - Bomb threat - Chemical spill - Radiation leak 2. Establish evacuation procedures as needed. 3. Appoint an emergency co-ordinator to take control in an emergency. 4. Establish alarm signals where appropriate. 5. Identify where necessary, what means of communication will be used during an emergency, eg cell phones,  walkie-talkies etc. 6. Decide where to post emergency procedure directions.  Are they understood by all employees? 7. Decide how to account for all personnel including visitors. Other issues to consider: -  What training will be needed? - How many drills per year? - Survey the need for medical equipment. eg. first aid kits / fire extinguishers in company vehicles. - Do you require first aid training for staff? - How do you protect vital records, eg payroll, draft plans etc. - Is there an all-clear and re-entry procedure in place? - Consider and develop a plan to ensure a quick return to normal operations. Accident Reporting and Investigation Why Report and Investigate Accidents? - To meet statutory requirements. - To identify the real causes of injury and illness, property damage and near misses. - To develop effective methods of preventing future similar accidents. Recording and Investigation Procedures - Who is responsible for conducting the investigation? - Who do reports go to? - What time frames should be allowed to complete investigations? - Are there follow up procedures to ensure that the report recommendations are implemented? - Have the appropriate authorities been notified? - What accidents will be recorded and investigated? - Do you need a custom designed form?  (Occupational Safety and Health Service have developed a standard form book            available from all stationers at $10.00) - Are all injuries recorded in the recording system? - What training will the investigators need? - Where will you keep your records of accidents and investigations? Note: - All injuries occurring and treated at work must be noted in an approved register. - Do not remove or interfere with anything involved in an accident that is likely to impede an official  investigation. Acting as Contractor and Sub-Contractor (Section 18) Definitions for the purpose of the Act are as follows: Principal  a person who engages another person, other than as an employee to do the work for gain or reward. Contractor a person engaged by another person other than as an employee, to do work for gain or reward. Sub-Contractor a person engaged, other than as an employee, by a Contractor (or Sub-Contractor) to do for gain or reward any work that the contractor has been engaged to do as a Contractor. The Act requires that every principal shall take all practicable steps to ensure no individual contractor or sub-contractor or employee of a contractor is harmed while carrying out the work they were engaged to do. This provision does not absolve contractors or sub-contractors from their duties as employers (or self employed) in their own right. A principal cannot pass his/her own obligations on to a contractor, nor can a contractor abdicate responsibility as an employer to a principal. An appropriate way to clarify these issues is for matters such as a safety policy, operating procedures, accident reporting and investigation and training to be covered in contractual arrangements between the parties. Some principals will only allow contractors and sub-contractors on to the principal's site if there is agreement that all the principal's safety standards will be met.  In this way the principal has control over the situation. Contractual arrangements relating to health and safety standards may need to be enforced where any contractors health and safety practices are seen to be defective.  In such circumstances this may require a refusal to deal with a contractor or sub-contractor. In these circumstances if you are engaged by a Principal to administer a project you should be aware that the Principal is responsible for looking out for the safety of the employees of the Contractor and Sub-Contractors.  This means that you should make sure that both the Contractor and Sub-Contractors know what their responsibilities are under the Act.  You should check that they have a safety plan but you do not have to see it and that they train and supervise their staff. When you are contracting to someone else it is reasonable for them to ask the same of you.. Appendix 1 Extract from Health and Safety in Employment Act 1992 Schedules First Schedule Serious Harm 1. Any of the following conditions that amounts to or results in permanent loss of bodily function, or  temporary severe loss of bodily function; respiratory disease, noise-induced hearing loss, neurological disease, cancer, dermatological disease, communicable disease, musculoskeletal disease, illness caused by exposure to infected material, decompression sickness, poisoning, vision impairment, chemical or hot- metal burn of eye, penetrating wound of eye, bone fracture, laceration, crushing. 2. Amputation of body part. 3. Burns requiring referral to a specialist registered medical practitioner or specialist outpatient clinic. 4. Loss of consciousness from lack of oxygen. 5. Loss of consciousness, or acute illness requiring treatment by a registered medical practitioner, from absorption, inhalation, or ingestion, of any substance. 6. Any harm that causes the person harmed to be hospitalised for a period of 48 hours or more commencing within 7 days of the harm's occurrence. Appendix 2 Management Systems Assessment 1. Active Management Commitment Verification activities include: - Confirm that a policy statement is signed by the General Manager (or equivalent), it is prominently displayed and employees are familiar with it. - Establish that measurable annual health and safety goals have been set, the organisation has a defined plan for meeting these, and the managers and employees are aware of the goals and how they are to be achieved. - Verify that responsibilities regarding the health and safety programme have been clearly defined, and cover  all levels from the General Manager down. - Confirm that managers and supervisors are being assessed on health and safety performance. - Check that a regular formal review is being carried out to ensure the effectiveness of the organisations programme.  (Note: it is an on-going management function to regularly audit health and safety activities). 2. Hazard Identification and Control Verification activities include: - Confirm through questioning a sample of employees at all levels that they have had input into hazard identification exercises. - Verify that significant hazards have been detailed, along with the reasons why they were considered significant and the controls that have been established. - Confirm by questioning a sample of appropriate employees if they are aware of significant hazards and their   controls. - Carry out a site check to confirm that the above hazard identification and control exercise appears comprehensive. 3. Information, Training and Supervision Verification activities include: - Check with a range of individuals that they have received information on hazards (particularly significant hazards) associated with their work. - Establish that individuals understand information received through questioning a sample of the work force. - Check training documentation, and question individual employees, to ensure the hazard management training is effective and comprehensive (eg tasks broken down into individual steps and training covers hazards at each stage). 4. Accident Report, Recording and Investigation Verification activities include: - View accident register and verify that incidents that harmed or might have harmed employees or others, are  being recorded. - Confirm reporting arrangements to OSH, including responsibilities (eg. in a 24 hour operation). - Check Accident Compensation Corporation data against notified serious harm events. - Check with individuals that they are aware of what needs to be reported and how. - Check that the organisation is investigating incidents recorded in the register and determines what hazards  were involved.  (Note: incidents involving persons other than employees must also be investigated by the organisation eg pupils/members of public). - Verify that corrective actions are being taken following investigations. 5. Emergency Procedures - View the emergency plan, confirm it is comprehensive and up-to-date. - Check with individuals that they know what to do in an emergency. - Confirm that emergency drills have been held, and that the results of drills have been evaluated with any required changes made. 6. Principals, Contractors and Sub-contractors - View the organisations policy in relation to contractors/sub-contractors. - Verify that appropriate procedures are being followed, including some monitoring of contractor/sub-contractor performance. - Check with contractors/sub-contractors that they are aware of the principals role and programme and as appropriate their own role as employers. -  Carry out a site check to verify contractors/sub-contractors are working to contracted standards. SURVEY & PLANNING SOLUTIONS (2010) LIMITED Registered Land and Engineering Surveyors, Planners, Resource Managers New Zealand Health and Safety Manual This document has been prepared to meet the obligations imposed by the Health and Safety in Employment Act 1992. SURVEY & PLANNING SOLUTIONS (2010) LIMITED HEALTH AND SAFETY MANAGEMENT PLAN Occupational Heath and Safety Policy Objective It is the objective of Survey & Planning Solutions (2010) Limited to provide a hazard-free and healthy work environment in order to prevent harm to people or damage to property. Policy Statement Survey & Planning Solutions (2010) Limited will provide training, equipment and facilities to enable work to be undertaken in the safest possible manner. Survey & Planning Solutions (2010) Limited will not knowingly allow any controllable situation to occur which would result in any staff member taking unnecessary risks in performing his/her duties. Responsibilities It is a prime responsibility of all staff to ensure that their jobs are performed safely and without injury to themselves, other members of the staff or members of the community.  Every employee is to comply with all safety rules as a condition of employment. Procedures are as follows: - observe all safety rules and procedures to protect yourself, your work mates and members of the public. - report all accidents and injuries to a Director immediately. - report unsafe conditions or potential hazards to a Director immediately. - use all safeguards, safety devices, safety equipment and protective clothing provided. General Safety Rules Staff are to ensure that they are thoroughly familiar with and observe the health and safety instructions and rules pertaining to any work they may have to supervise, direct or undertake themselves. Staff are to always act in such a manner as to ensure safety to themselves, their workmates, and the general public and prevent damage occurring to property belonging to Survey & Planning Solutions (2010) Ltd. Staff are not to be permitted to work if they cannot perform their duties properly because of indulgence in alcohol or drugs. Staff are not to operate any equipment outside of the scope of their normal duties unless they are authorised and specifically instructed to do so and have the appropriate licence and/or skills and have received the necessary training. Staff required to work under conditions which they believe to be unsafe are to inform a Director of their concerns and are not to work under those conditions while they remain unsafe. Staff are to cease using any plant, materials or equipment found to be faulty of hazardous and are to report the problem to a Director promptly. Staff are to wear or use all necessary protective equipment and safety devices and wear or use them in such a way as to achieve the purposes for which they were supplied. Staff are to take appropriate steps, to protect the public from accidents which may occur as a result of any activity being undertaken by Survey & Planning Solutions (2010) Ltd. Staff are to report to a Director any hazards that they identify in the course of their work. The public are to be excluded from locations where work activity may endanger them. Every effort is to be made to protect the public from hazards on work sites, by the use of signs, barriers or personal warnings. Staff are to keep all equipment in a clean and safe condition.  Staff are to give due regard at all times to the security of the Company's premises, equipment, records and any information of a privileged nature. Inspection and Audit System Driving Licence Staff who drive vehicles owned by Survey & Planning Solutions (2010) Ltd must hold a relevant current drivers licence.  Any change in status of your licence must be immediately notified to a Director. Safety Equipment All safety equipment shall be audited by the Directors on a regular basis.  The audit shall check that the gear is actually in place and that its conditions is adequate for its purpose.  Equipment checks shall be carried out as follows: Survey vehicles -check serviceability of vehicle including registration and WOF   -check serviceability and safety of all field survey equipment   -check serviceability of safety equipment - cones, vest, signs. Office premises -check security and serviceability of door and window latches and locks   -check safety of electrical fittings   -check all office furniture for hazardous features. General Audit of Health and Safety Management Plan A general audit of the Health and Safety Management Plan shall be carried out by the Directors on a yearly basis.  Any deficiencies identified by this audit shall be remedied as soon as possible.  Audits shall be filed with the company minutes. The attached list of potential hazards is to be updated and amended as necessary to allow for changes in vehicle, equipment, survey techniques, places of work, etc. Potential Hazards The following hazards have been identified as having potential to occur during the normal day-to-day work of those employed by Survey & Planning Solutions Ltd. All staff are to be aware of these potential hazards and are to take appropriate steps to minimise danger which could occur. Vehicle parking while undertaking field survey work, is to be safe and is not to inconvenience property owners or members of the public. Field Survey Work - care is to be exercised when using metal levelling staffs and telescopic poles near overhead electrical/telephone wires. - underground electrical, telephone, gas and water services are generally at least 0.6m below ground level in  roads.  However within private property these services may be shallower and be vulnerable to damage from driving survey traverse marks into the ground.  Survey traverse marks should be no longer than necessary to meet the obligations of the Survey Regulations and should whenever possible be placed clear of these services. - digging and excavating to locate survey marks should be undertaken with great caution near any of the above services. - excavations in sealed surfaces should be patched or repaired with coldseal wherever possible to avoid subsequent pot holes and potential danger or annoyance to property owners or the public. - electric fences on rural properties can be dangerous and contact should be avoided. - drilling or hammering to place survey marks in any concrete surface should be undertaken only with safety glasses being worn. - appropriate footwear and headwear is to be worn during fieldwork, ie no jandals or barefeet, and sunhat if  needed or hardhats on construction sites. Also, note the Transfield's special clothing requirements when working on their job - longs, long-sleeved shirts and appropriate headwear. - a reasonable standard of dress is to be worn during fieldwork so that staff present an image appropriate to the skill level and technology being applied to that job. - when undertaking field survey work on public roads all care is to be taken to minimise risk or danger by using cones, signs and safety vests as appropriate. - farm animals are to be treated with caution, particularly stags, bulls and goats.  Survey equipment should not be left unattended with stock nearby. - all farm gates are to be left in the position found, ie open or closed. - properties which are guarded by dogs should not be entered until the dog has been restrained. - holes which have been excavated to search for survey marks should not be left open unless warnings are used.  Such holes can cause injury to stock and to members of the public. - Chainsaws can only be used by staff who have attended and passed an approved safety course. Chainsaws can only be used with approved safety clothing and equipment. Office Work - tiredness and damage to eyes can result from prolonged periods of work with computer screens. Such work should be broken into shorter periods to minimise this potential hazard. (added 5/5/03) - sharpening and maintenance of field equipment to be carried out in a careful manner with sufficient lighting to see what you are doing. Accident Recording, Notification and Investigation A register of accidents is kept at the front desk of each office. A blank form is kept within this documentation to be photocopied when required. A form is required to be completed when someone is hurt, or there is an incident where they might have been hurt (near miss), in the workplace. The accident must be investigated to find out why it happened and what can be done to stop it happening again. If someone is seriously harmed then the Department of Labour must be informed, using the form mentioned above, as soon as possible. Keep a copy of the form once completed. Vehicle Accident Procedure In the event of a vehicle accident the following procedure shall be followed. - Attend to injured persons and if necessary call an ambulance.  Report injury accidents to the Police within 24 hours. - Do not admit fault or liability. - Get information about other vehicle: * registration number and make * drivers name and address * name of insurance company - Get names and addresses of any witnesses. - Prepare sketch plan of accident scene to help illustrate sequence of events and relative positions of vehicles. - Notify a Director and organise lift to office including transfer of valuable equipment (survey instruments etc). - Organise vehicle removal if necessary. - Prepare detailed accident report in due course. Building Evacuation Procedure For fire, bomb, earthquake evacuation staff should exit building via doorway or via either of the opening exterior windows.  See Evacuation Notice in lunch room. Equipment Damage of Loss In the event of any equipment breakage or loss, all details are to be reported to a Director as soon as possible.  This includes all minor damage to vehicles. CONTRACTED ENGINEERING WORKS CONTRACTORS RESPONSIBILITIES A. HEALTH AND SAFETY - Health and Safety in Employment Act 1992 The Contractor must comply fully with the requirements of the Health and Safety in Employment Act 1992, and any other Acts, Regulations, Codes of Practice and Safety Guidelines relevant to health and safety. Health and Safety Plan (HSP) The Contractor must prepare, maintain and monitor the performance of a Health and Safety Plan for the site.  This plan shall include how the Contractor intends to manage hazards identified on the site (including products, chemicals or substances) and how such hazards are to be eliminated, isolated or minimised.  The plan shall include: * the name of the certified site Health and Safety Officer (HSO); * the definition of restricted areas; * standards of training and experience required; * safety rules and safety equipment to be used including clothing, footwear, fluro jackets, etc/ * procedures for control measures when working with hazards; * reporting requirements for accidents; * any specific job instructions, procedures, work permits; * emergency procedures; * monitoring procedures for Health and Safety Plan (HSP): * where the Health and Safety Plan is available to be viewed on site. The site specific HSP shall be submitted to the Principal (or the Engineer) for inspection and approval, before any work is started on the site.  Any modifications or improvements required to the HSP are to the Contractor's cost.  Delays caused by the preparation, modification, or approval stage do not constitute an extension of time to the contract period. In approving the Contractor's HSP, the Principal (or the Engineer) does not assume responsibility for its adequacy under the HSE Act 1992, nor does such approval in any way relieve the Contractor of his duties or obligations to comply with the HSE Act 1992. A copy of the HSP shall be kept on site and be available for inspection at all times. It is the Contractor's responsibility to advise, in writing, the name of the certified Health and Safety Officer for the contract, to the Occupational Safety and Health (OSH) Division of the Department of Labour. B. Role of Person in Control of the Place of Work Unless agreed otherwise, the contractor (or Representative) will be deemed to be the "person in control of the place of work" as defined in the HSE Act 1992, and shall assume all duties associated with this role, embodied in the Act. C. Role of the Engineer in Health and Safety Issues The Engineer will normally provide intermittent contract construction observation, (not continuous supervision) during the course of which random checks may be made to determine the Contractor's (and his sub-contractors) compliance with site HSP. The site Health and Safety Officer will be advised of any observed unsafe practices or non-compliance with site HSP, and instructed to take appropriate steps to correct such shortcomings. If the shortcomings are not corrected immediately the Engineer will issue a "stop work" notice.  Work will not recommence until the Engineer is satisfied that the shortcomings have been rectified.  Any delays caused as a result of the "stop work" notice will not form grounds for an extension of time to the contract period and similarly, any additional costs incurred will be borne by the Contractor with no recourse on the Principal. If the Contractor chooses to ignore the "stop work" notice the Principal reserves the right to impose a penalty of up to $1,000.00 for each and every hour on non-compliance with the "stop work" notice.  Any penalty imposed under this clause will be deducted from the next claim and subsequent claims as appropriate. The Principal and Engineer are committed to ensuring that a high standard of Health and Safety are maintained and the Contractor must demonstrate the same commitment. Reviewed and updated 9 November 2012 Brett King - Director SAPS(2010)