AA – Ross Companies Limited

Health & Safety Policy

Ross Companies Ltd.

37 Brookfield Road Doagh

Ballyclare BT39 0SR

T 028 9385 0444

E info@rosscompanies.co.uk

Statement of Health & Safety Policy

Ross Companies Ltd. aim, as an organisation, to act as a good employer and to conduct its business activities in a way which will achieve the highest possible standard of health and safety for its employees, subcontractors, clients, visitors and anyone that could be affected by such activities, e.g. members of the public.

The company regards the successful management of health and safety as equal to all its other business activities. All staff consider health and safety issues as important as production and quality control.

The co-operation of all employees is vital for the promotion of health and safety within the organisation.

The company will comply with the Health & Safety at Work (NI) Order 1978 and all applicable legal statutory requirements and Codes of Practice. In particular it will:-

• Where possible avoid manual handling by employing mechanical means.

• Carry out an assessment of risks to all employees whilst at work.

• Provide and maintain safe working conditions and equipment.

• Provide instruction, information, training and supervision.

• Provide suitable protective equipment where necessary.

• Provide adequate resources.

• Provide adequate welfare facilities.

• Deploy suitable control measures to help prevent the spread of COVID-19.

• Review and revise this Policy as necessary in line with company restructuring and / or the introduction of new or changes to existing legislation.

• Strive towards achieving continuous improvement of health and safety standards.

Each employee has a duty to co-operate by:-

• Adhering to company rules.

• Using protective equipment provided.

• Reporting incidents or hazards which could lead to injury or damage.

William Ross

Mr William Ross

Managing Director Rev 01 / 28th November 2023

Ross Companies Ltd. – 37 Brookfield Road, Doagh, Ballyclare, Co. Antrim, BT39 0SR

T 028 9385 0444 E info@rosscompanies.co.uk

Document Revision Record

RevisionRevised By

Revision Date

Comments / Details

01 I McAuley 28th November 2023 New Policy Introduced

Contents

REVISION RECORD (i)

PREAMBLE

(v)

(vi)

1.0 ORGANISATION & RESPONSIBILITIES

1.1 GENERAL ORGANISATION

1.1.1 HEALTH & SAFETY MANAGEMENT STRUCTURE

1.2 GENERAL RESPONSIBILITIES

1.3 SPECIFIC RESPONSIBILITIES

1.3.1 MR WILLIAM ROSS, MANAGING DIRECTOR

1.3.2 MRS NICOLE ROSS, COMPANY SECRETARY / GENERAL MANAGER

1.3.3 OFFICE MANAGER / OPERATIONS MANAGER / PRODUCTION MANAGER / SITE SUPERVISORS

1.3.4 HEALTH & SAFETY CO-ORDINATOR

1.3.5 ALL EMPLOYEES & SUBCONTRACTORS (INC. APPRENTICES ETC.)

1.3.6 SAFETY CONSULTANTS

1.4 CONTACTS

2.0 ARRANGEMENTS (SYSTEMS & PROCEDURES)

2.1 RISK ASSESSMENT & SAFE SYSTEMS OF WORK

2.1.1 ALL WORK LOCATIONS

2.1.2 OFFICES

2.1.3 WORKSHOP & YARD / CLIENT PREMISES

2.2 SAFETY TRAINING

2.3 SAFETY AUDITING & INSPECTIONS

2.4 ENVIRONMENTAL CONTROL

2.5 ACCIDENT REPORTING & INVESTIGATION

2.6 CORPORATE MANSLAUGHTER

2.7 CONSULTATION

2.8 USE OF DISPLAY SCREEN EQUIPMENT

2.9 FIRE SAFETY

2.9.1 EXTINGUISHERS

2.10 EMERGENCY PROCEDURES

2.11 FIRST AID

2.12 WELFARE FACILITIES

2.13 SAFE PLACE OF WORK 17

2.14 USE OF VEHICLES 17

2.14.1 USE OF COMPANY VEHICLES 18

2.14.2 USE OF PERSONAL VEHICLES 19

2.15 USE OF MOBILE PHONES, MUSIC DEVICES ETC. 19

2.16 MACHINERY / PLANT & TRANSPORT 19

2.17 USE OF LIFTING EQUIPMENT 20

2.17.1 EXAMINATION OF LIFTING EQUIPMENT 20

2.17.2 LIFTING OPERATIONS, CHAINS, SLINGS & LIFTING TACKLE 20

2.18 FORKLIFT TRUCKS 21

2.18.1 SAFE OPERATING PROCEDURES 21

2.19 NOISE 24

2.20 VIBRATION 25

2.21 FIXED ELECTRICAL INSTALLATIONS 26

2.22 ELECTRICAL SAFETY 26

2.22.1 UNDERGROUND & OVERHEAD POWER LINES AND OTHER SERVICES 27

2.23 USE OF WELDING / CUTTING EQUIPMENT 27

2.24 HAZARDOUS SUBSTANCES 28

2.24.1 CONCRETE / CEMENT 29

2.24.2 ASBESTOS 29

2.24.3 LEAD 30

2.25 PERSONAL PROTECTIVE EQUIPMENT (PPE) 31

2.26 HOUSEKEEPING 32

2.27 SMOKING 33

2.28 ALCOHOL & DRUGS 33

2.29 USE OF PNEUMATIC & SMALL TOOLS 33

2.29.1 ABRASIVE WHEELS 34

2.29.2 STEAM AND WATER PRESSURE CLEANERS 34

2.30 COMPRESSED AIR EQUIPMENT 35

2.31 WORKING AT HEIGHT 35

2.31.1 LADDERS / STEPLADDERS 36

2.32 WORKING IN CONFINED SPACES 37

2.33 MANUAL HANDLING 38

2.34 CORONAVIRUS / COVID-19 41

2.34.1 OVERVIEW 41

2.34.2 SYMPTOMS 41

2.34.3 SPREAD OF THE DISEASE 41

2.34.4 PREVENTING THE SPREAD OF COVID-19 42

2.34.5 EMERGENCY RESPONSE IF SOMEONE BECOMES ILL 43

2.34.6 DURATION OF COVID-19 MEASURES 43

2.35 OCCUPATIONAL HEALTH 44

2.35.1 MENTAL HEALTH & WELLBEING 44

2.36 STRESS 45

2.37 SPECIAL RISK WORKERS 46

2.37.1 NEW / EXPECTANT MOTHERS 46

2.37.2 YOUNG PERSONS 46

2.37.3 LONE WORKERS 46

2.37.4 NIGHT WORK 47

2.37.5 DISABILITY 47

2.37.6 PERSONS RETURNING TO WORK FOLLOWING ABSENCE / ILLNESS 47

2.38 SUBCONTRACTORS 49

2.39 OTHER PERSONS 49

2.40 PURCHASING EQUIPMENT 49

Annex A HEALTH & SAFETY REQUIREMENTS FOR SUBCONTRACTORS

Preamble

This document has been prepared based on the legislative requirements of Northern Ireland, i.e. where Ross Companies Ltd. is based. For projects undertaken outside Northern Ireland the Company will comply with the statutory requirements applicable to the specific location. Where necessary advice will be sought as to other countries health and safety requirements.

This policy refers to main legislative documents. Notwithstanding it is essential that any amendments or revisions thereto are reviewed when determining compliance with this policy and the legislative requirements which are current at time of operation. Where legislation is stated this should be read as to include amendments to such legislation.

Ross Companies Ltd. is a specialist contractor providing various engineering solutions via the following branches of the company:-

Ross Engineering

Manufacturing and maintenance engineering services including:-

• Preventative and Breakdown Maintenance.

• Design.

• Fabrication.

• CNC Cutting.

• Folding.

• Precision engineering products.

Manarc

Manufacturing and welding solutions including:-

• Skilled personnel.

• Production lines.

• Craned Facilities.

Velocity Hydraulics

Hydraulic solutions including:-

• Preventative Maintenance Pipe Checking and Repair

• Hose & Hydraulic Component Supply

• Repair of Hydraulic Rams.

All information, including associated documentation, provided by Ross Companies Ltd. Management, or any part thereof, must not under any circumstances be passed or reproduced in any form to any third party. Intellectual Copyright rests with Ross Companies Ltd. – all rights reserved.

1.1 General Organisation

Mr William Ross, Managing Director, has ultimate responsibility for Health and Safety within the Company.

The Company employs the services of a Safety Consultant, to ensure that the Company adheres to its Safety Policy and all current relevant legislation.

The Safety Consultants will assist with the monitoring of the Company’s Safety Policy and for dealing with related problems.

Constructive suggestions to improve health, safety and welfare within the Company are welcome from all employees. All such suggestions should be referred to the Managing Director.

1.1.1 Health & Safety Management Structure

The following diagram indicates the Company structure.

Office

H&S

Contracts

Production

& Quality

Workshop &

Yard

1.2 General Responsibilities

The Managers / Supervisors are responsible for the implementation of the Safety Policy and are accountable to the Managing Director for its implementation.

All employees must set a personal example and take reasonable care for the health and safety of themselves and others who may be affected by their acts or omissions at work. Managers / Supervisors are expected to promote and encourage safety awareness in the employees under their control.

All employees should have a basic knowledge of the legislation governing the activities that they are employed upon. The Safety Consultants have a more detailed knowledge of current legislation and can give advice and guidance to employees on all aspects of health, safety and welfare.

1.3 Specific Responsibilities

The following responsibilities are the specific duties of management and are in addition to the duties outlined above under General Responsibilities.

1.3.1 Mr William Ross, Managing Director

1. Apply the Company Safety Policy, receive reports on the effectiveness of it and implement revisions as and when required.

2. Liaise with the Safety Consultants to achieve greater safety awareness within the Company.

3. Ensure that all workplaces are adequate with respect to health, safety and welfare.

4. Generate safety awareness within the Company.

5. Ensure that an effective health and safety management system is operating within the Company and disseminate guidance / information on the operation of the system to relevant personnel.

6. Ensure that efforts are made to keep abreast of developments in legislative requirements, technical developments and developments in good health and safety management practice to ensure the appropriate control of risks within the organisation.

7. Ensure that arrangements are in place to ensure effective consultation with the workforce.

8. Ensure safe working procedures, including relevant risk assessments, are developed and implemented for operations undertaken.

9. Ensure that all plant / equipment / transport operators, welders etc. are experienced and competent to use the equipment required. Arrange for training as necessary.

10. Be satisfied that employees and other persons under their control are properly supervised and have the necessary experience and training to carry out their work. Arrange for training as necessary.

11. Ensure operations have been budgeted taking into account measures necessary to ensure the health, safety and welfare of persons associated with the works or that of those who could be affected by the works, e.g. client’s personnel, members of the public etc.

12. Clearly define areas of responsibility with all subcontractors and ensure that they have available all satisfactory safety information including their Safety Policy. Ensure that all such subcontractors are competent to execute the works they will be engaged upon.

13. Carryout monitoring of the standard of health, safety and welfare in their workplace. Ensure that the standard achieved is to the required level.

14. Ensure that all “new starts” receive Induction Training before being permitted to commence work.

1.3.2 Mrs Nicole Ross, Company Secretary / General Manager

1. Apply the Company Safety Policy, and report to the Managing Director in the effectiveness of it

2. Ensure that the workplaces under their control are adequate with respect to health, safety and welfare.

3. Liaise with the Safety Consultants to achieve greater safety awareness within the Company.

4. Ensure safe working procedures, including relevant risk assessments, are developed and implemented for operations undertaken.

5. Ensure that all plant / equipment / transport operators, welders etc. are experienced and competent to use the equipment required. Arrange for training as necessary.

6. Be satisfied that employees and other persons under their control are properly supervised and have the necessary experience and training to carry out their work. Arrange for training as necessary.

7. Ensure operations have been budgeted taking into account measures necessary to ensure the health, safety and welfare of persons associated with the works or that of

those who could be affected by the works, e.g. client’s personnel, members of the public etc.

8. Clearly define areas of responsibility with all subcontractors and ensure that they have available all satisfactory safety information including their Safety Policy. Ensure that all such subcontractors are competent to execute the works they will be engaged upon.

9. Ensure that all suitable personal protective clothing and safety equipment has been made available, where necessary, and that it is correctly used.

10. Ensure that individuals under their control are made aware of the safety precautions associated with their type of work and that their place of work is safe.

11. Carryout monitoring of the standard of health, safety and welfare in their workplace. Ensure that the standard achieved is to the required level.

12. Ensure that all Registers, Certificates and other related statutory documents are properly maintained.

13. Ensure that all “new starts” receive Induction Training before being permitted to commence work.

14. Report accidents or incidents, including those to members of the public, immediately to the Managing Director.

15. Notify the Managing Director immediately (and in any event no later than 24 hours from onset) of any problems that arise that may affect your health, safety or welfare or that of the workforce.

1.3.3 Office Manager / Operations Manager / Production Manager

/ Site Supervisors

1. Ensure that the workplaces under their control are adequate with respect to health, safety and welfare and report to the General Manager / Managing Director.

2. Ensure that all operators of equipment are experienced and competent. Arrange for training as necessary.

3. So far as is reasonably practicable, organise and implement the provision and maintenance of a working environment and systems of work and plant that are safe and without risk to health, including the development of risk assessments.

4. Be satisfied that employees and other persons under their control are properly supervised and have the necessary experience and training to carry out their work.

5. Give all employees and where applicable subcontractors, precise instruction on their responsibilities, correct working

methods and see that they do not permit individuals to take unnecessary risks.

6. Where appropriate, ensure that all suitable personal protective clothing and safety equipment has been made available, where necessary, and that it is correctly used.

7. Ensure that individuals under their control are made aware of the safety precautions associated with their type of work and that their place of work is safe.

8. Maintain means of access to and egress from their place of work that are safe without risk to health.

9. Ensure that all equipment (whether owned or hired by the Company) is inspected and maintained and is safe and without risk to health when properly used. Ensure that all relevant documentation is retained, including details of relevant statutory inspections.

10. Carryout monitoring of the standard of health, safety and welfare in their workplace. Ensure that the standard achieved is to the required level.

11. Ensure that all “new starts” receive Induction Training before being permitted to commence work.

12. Report accidents or incidents, including those to members of the public, immediately to the General Manager.

13. Notify the General Manager / Managing Director immediately (and in any event no later than 24 hours from onset) of any problems that arise that may affect your health, safety or welfare or that of the workforce.

1.3.4 Health & Safety Co-ordinator

1. Assist with the management the Company’s Health and Safety Management System and liaise with the Managing Director / General Manager in relation to any health and safety issue.

2. Liaise with the Safety Consultants to achieve greater safety awareness within the Company.

3. Ensure all training and maintenance records are kept up to date.

4. Ensure that all “new starts” receive Induction Training before being permitted to commence work.

5. Assist with the development of risk assessments and method statements etc.

6. Assist with the maintenance of records of statutory inspections etc. and ensure these are completed at the prescribed intervals.

7. Ensure all items of PPE are issued and records maintained.

8. Report accidents or incidents, including those to members of the public, immediately to the General Manager.

9. Notify the General Manager / Managing Director immediately (and in any event no later than 24 hours from onset) of any problems that arise that may affect your health, safety or welfare or that of the workforce.

1.3.5 All Employees & Subcontractors (inc. Apprentices etc.)

1. Take reasonable care for the health and safety of themselves and others who may be affected by their activities at work.

2. Use all tools and equipment provided for their work correctly.

3. Use all necessary personal protective clothing and safety equipment as and when required.

4. Refrain from horseplay and the abuse of welfare facilities.

5. Co-operate with your Supervisor or any other person so far as is necessary to enable them to comply with any duty or requirement imposed on them by existing legislation.

6. Report any hazards or defects to your respective Supervisor immediately.

7. Make constructive suggestions towards the improvement of standards relating to issues of health, safety and welfare.

8. Report accidents or incidents, including those to members of the public, immediately to your manager.

9. Notify your supervisor, or the Managing Director, immediately (and in any event no later than 24 hours from onset) of any problems that arise that may affect your health, safety or welfare.

1.3.6 Safety Consultants

The Company’s Safety Consultants, will undertake the following when called upon:-

1. Make recommendations to the appropriate management in all matters in relation to health, safety and welfare.

2. Assist with the implementation of an effective health and safety management system within the Company and the dissemination of guidance / information on the operation of the system to relevant personnel.

3. Advise of developments in legislative requirements, technical developments and developments in good health and safety management practice to ensure the appropriate control of risks within the Company.

4. Issue information relating to health and safety matters.

5. Generate safety awareness within the Company.

6. Carry out inspection of workplaces giving guidance to Managers and Supervisors on all aspects of health, safety and welfare.

7. Assist with investigations and reporting of accidents.

1.4 Contacts

Enforcing Authority

The Health & Safety Executive for Northern Ireland

83 Ladas Drive Belfast

BT6 9FR

T 0800 0320 121

T 028 9024 3249

E mail@hseni.gov.uk

Or Location Specific Enforcing Authority where applicable

2.1 Risk Assessment & Safe Systems of Work

The Managing Director /. General Manager / Managers / Supervisors with guidance from the Safety Consultants as and when required, will ensure that written risk assessments, in accordance with the Management of Health & Safety at Work (NI) Regulations or specific legislation where applicable (e.g. Manual Handling Regulations) are carried out for work activities.

Furthermore, written safe working method statements will be produced for all significant high-risk activities.

Through such risk assessments and method statements the Company strives to produce safe systems of work thereby protecting not only the employees, but also subcontractors, clients, visitors and anyone who could be affected by the Company’s activities, e.g. members of the public.

The contents of the risk assessments and method statements will be communicated to the relevant personnel by the Office Manager, Workshop Supervisor or the Site Supervisor. Personnel will sign the risk assessments / method statements accepting their understanding and confirming their willingness to adhere to the requirements documented therein.

Should a previously established safe system of work require modification, for whatever reason, then the Managing Director and the relevant Manager / Supervisor must agree the modifications and subsequently revise the method statement before the operation can proceed.

Failure to adhere to an agreed safe system of work may result in disciplinary action.

2.1.1 All Work Locations

The following areas of work have been identified as hazardous:-

Area / Operation / Machinery

Hazard

Persons at Risk

Coronavirus / COVID-19 Contracting COVID-19 leading to illness / fatality.

Carrying / spreading COVID-19 leading to illness / fatality. RCL Personnel, Family & Friends

Visitors, Family & Friends

2.1.2 Offices

The following areas of work have been identified as hazardous:-

Area / Operation / Machinery

Hazard

Persons at Risk

Extensive use of Display Screen Equipment, e.g. computers. Ergonomic problems Eye sight problems Computer Operators

Materials Handling, e.g. moving office equipment / stationary etc. Manual Handling Office Staff Customers / Visitors

Fire Injury to person – possibly fatal. Staff

Customers / Visitors

2.1.3 Workshop & Yard / Client Premises

The following areas of work have been identified as hazardous:-

Area / Operation / Machinery

Hazard

Persons at Risk

Use of fabrication equipment etc., e.g.

• Plasma Cutters

• Press Break

• Bending machines

• Drills / Saws

• Welding sets Injury to Body:-

• Electrocution

• Hands / Limbs etc. – vibration, contact with blades, rollers etc.

• Crush / Nips / Amputation injuries

• Burns

• Eyes – Flying metal particles, Flash etc

• Ears – noise

• Vibration

• Entanglement – drawing / pulling in – clothing entangled

• Fire Workshop personnel

Working with Metalworking Fluids / Welding Fume Injury to Body:-

• Respiratory issues, e.g. asthma.

• Skin problems, e.g. dermatitis.

• Entering the body through cuts, broken skin etc.

• Entering your body through the mouth

• Cancer Operatives

Area / Operation / Machinery

Hazard

Persons at Risk

Working at Height, e.g. when accessing high level components etc. Injury to Body, e.g. fall from height, falling objects etc. Workshop personnel

Customers / visitors (occasionally)

Operation of Loading / Lifting Equipment etc., e.g.

• Gantry Cranes etc.

• Fork Lift Trucks Injury to Body:-

• Trapping

• Crushing

• Overturning / Overloading

Noise

Hazardous Substances,

e.g. oils, greases, etc. Workshop personnel

Customers / visitors (occasionally)

Vehicle & Pedestrian Movements

• Pedestrian Routes

• Vehicle Routes Vehicle Collisions with pedestrians

• Fatality

• Injury to Body, e.g. Crush injury etc.

Damage to other vehicles / equipment etc. RCL personnel

Customers / visitors (occasionally)

Use of power tools etc., e.g. Drills, grinders etc. Injury to Body:-

• Eyes

• Ears – noise

• Limbs etc. – vibration, contact with blades, drill bits etc.

• Respiratory system –

e.g. dust, fumes etc.

• Vibration. Workshop personnel

Materials Handling Mechanical Handling, e.g. forklift, crane etc.

Manual Handling Workshop personnel

Customers / visitors (occasionally)

Use / encountering of Hazardous Substances:-

• Adhesives etc.

• Fuels, oils, Greases, etc.

• Cleaning fluids etc. Inhalation Ingestion Skin Contact Workshop personnel

Customers / visitors (occasionally)

Area / Operation / Machinery

Hazard

Persons at Risk

Hot Works

e.g. Welding etc. Fire

Injury to Body:-

• Eyes – Arc Eye

• Fumes – Inhalation

• Hot Metal Sparks Workshop personnel

Customers / visitors (occasionally)

Fire

e.g. during hot works, such as welding, cutting etc. Injury to person – possibly fatal.

Damage / Loss

• Premises

• Equipment

Stock etc. Workshop personnel

Customers / visitors (occasionally)

2.2 Safety Training

The Managing Director / General Manager / Managers / Supervisors, with guidance from the Safety Consultants, are responsible for arranging safety training and refresher courses for all employees as necessary.

Managers / Supervisors should satisfy themselves that employees under their control have the necessary training and skills to carry out the duties allocated to them. Any such requirements identified should be directed to the General Manager for further action.

The Managing Director / General Manager / Managers / Supervisors or someone competent delegated by them, will administer induction training to all new employees and deliver toolbox talks to all operatives as required.

Main training requirements include:-

• Use of small tools.

• Mechanical handling – use of gantry cranes, forklift trucks etc.

• Manual handling.

• Use of Welding / Cutting Equipment

• Management / Supervisory training.

• Fire / First aid.

• Job / manufacturer specific, e.g. operation of Plasma Cutters, Press Breaks, CNC Machines etc.

The above list is not exhaustive. Training records are held and maintained by the General Manager, with assistance of the H&S Co- ordinator.

2.3 Safety Auditing & Inspections

Managers / Supervisors will carry out weekly inspections of the workplace to ensure compliance with the Health & Safety Policy and the relevant legislative requirements. In addition the Managing Director / General Manager / H&S Co-ordinator will make regular inspections to assess the standards of safety achieved. The Safety Consultants will also, when requested, undertake safety inspections / audits to determine compliance. Any weakness identified during such inspections will be addressed.

The Safety Policy provides a “benchmark” against which safety standards achieved by the Company can be measured. Thus any improvements or failings can be identified.

This proactive approach to health and safety is aimed at accident prevention and will reinforce the Company’s already good safety record.

2.4 Environmental Control

Management and operatives must ensure that the working environment is safe and without risk to health to both the construction operatives and other persons not directly involved with the construction process, but who may be affected by its work activities. (e.g. members of the public).

Levels of pollution (e.g. fumes, dust, noise etc.) will be assessed to ensure that the risk to the workforce and public is kept to a minimum.

Every effort will be made to prevent contamination of watercourses etc. Waste oil etc. will be collected in appropriate containers and disposed of in accordance with environmental best practice.

All employees will give energy conservation all due consideration. Measures adopted include, but are not restricted to:-

• Switching off electrical equipment, lights etc. when not in use.

• Switching off heating etc. when not required.

Where possible the Company will endeavour to recycle materials, e.g. paper, cardboard packaging etc., in an effort to reduce environmental impact.

2.5 Accident Reporting & Investigation

Any accident must be immediately reported to your Manager / Supervisor who must in turn advise the General Manager / Managing Director. The details of the accident should be recorded in the Accident Book, which is located in Head Office.

The cause of any accident will be investigated by Mr William Ross and the H&S Co-ordinator and the records of the findings retained at Head Office.

Should any accident or dangerous occurrence be Reportable under the Reporting of Injuries, Diseases or Dangerous Occurrences Regulations (NI) 1997 (RIDDOR) then the Notification by way of completed Form NI 2508 will be sent, and a telephone call made if necessary, by Mr William Ross to The Health & Safety Executive for N.I. In his absence, the General Manager or H&S Co-ordinator will undertake the reporting.

If required the Safety Consultants will undertake such investigation and reporting. All accidents / incidents will be investigated with a view to future prevention. Improvement measures identified during such investigation will be introduced A review of accidents will be undertaken on a regular basis to assist with the Company’s goal towards continual health and safety improvement.

The relevant method statements and risk assessments will be revised to reflect any corrective actions identified. Ongoing monitoring of the workplace by management will ensure that best working practices are in place.

2.6 Corporate Manslaughter

The Company will ensure that adequate management systems and provisions will be implemented and maintained. The Company’s systems and strategic approach to Health & Safety will include:-

• appropriate training & competence of operatives / supervisors

• adequacy of work equipment

• supervision (immediate & middle management)

• arrangements for risk assessment

• monitoring and auditing of work practices

These elements will be carried out to prevent fatal injury to any employee or any persons affected by work carried out by the Company.

2.7 Consultation

Ross Companies Ltd. recognises that employee involvement in health and safety is an integral part of ensuring that high standards are reached and maintained. To this end the company is committed to complying with the requirements of the Health and Safety (Consultation with Employees) Regulations (NI) 1996.

The Managing Director will ensure that arrangements are in place for consultation with employees and others (e.g. subcontractors). Such arrangements include the provision of information and obtaining feedback on matters relating to safety, health and welfare.

The method for consultation with the employees on health and safety matters will by written communication from the Managing Director or by verbal communication during staff meetings. Additionally employees can elect Representatives of Employee Safety (ROES) to act on their behalf should they so wish. The ROES would liaise with management to

put forward the views of the workforce and similarly relay information from such meetings back to the workforce.

The Company also encourage recognised trade unions to appoint safety representatives from amongst the employees. Necessary training, information etc. would be avialable to these Representatives.

The workforce is encouraged to put forward constructive suggestions and ideas which will improve safety standards throughout the Company’s activities and to actively encourage others to do so.

2.8 Use of Display Screen Equipment

The Managing Director ./ General Manager will ensure that assessments and appropriate actions, in accordance with the requirements of the Health and Safety (Display Screen Equipment) Regulations (NI) 1992, are carried out for users of display screen equipment.

Such assessments will take into account environmental factors, i.e. lighting, reflection, glare, noise, heat etc., along with equipment and ergonomic considerations.

2.9 Fire Safety

The Office Manager (Office), Operations Manager (Workshop & Yard) / the Site Supervisor (client sites) are responsible for carrying out weekly fire safety checks to ensure that Ross Companies Ltd.’s operations do not present fire hazards to other parties.

Such checks should ensure that:-

• Flammable or combustible substances or materials are not stored close to sources of ignition.

• Sufficient fire extinguishers and fire blankets have been provided and are suitably located at identified fire points.

• Fire extinguishers are current and have not been tampered with.

• Fire doors remain closed.

• Fire escape routes are adequately signed and remain unobstructed.

• Designated Assembly Points remain unobstructed.

• Emergency lighting is operational.

• Fire escape routes remain clear and unobstructed.

• Fire alarm systems are fully operational.

• Inventory of firefighting equipment is up to date.

• Fire risk assessments have been carried out and remain accurate.

2.9.1 Extinguishers

Fire extinguishers should be appropriate to the nature of the potential fire:-

Nature of Fire

Extinguisher Label Colour

wood, paper cloth etc.

(Class A) Water Red

flammable liquids

(Class B) Dry Power Blue

FoamCream

flammable gases

(Class C) Dry Power Blue

FoamCream

Carbon Dioxide (CO2)Black

metals

(Class D) Dry Power Blue

electrical fires Carbon Dioxide (CO2) Black

Dry PowderBlue

high temperature flammable liquids (Class F)

Wet Chemical

Yellow

Fire Blankets may be used for most small fires and for wrapping around someone whose clothing is alight.

Personnel should be trained in the use of extinguishers. Extinguishers should be checked annually by approved competent persons and the results recorded on the extinguisher and entries made into the Fire Fighting Equipment Log Book.

2.10 Emergency Procedures

The Managing Director / General Manager / Managers / Supervisors must ensure that emergency procedures are documented and communicated in each workplace. The common emergency would be fire, but other possible emergency situations may arise depending on the workplace. Such procedures must be reviewed as works progress to ensure they remain accurate.

In the event of fire the following procedure must be adopted:-

• Raise the alarm by operating nearest Break Glass Point (if alarm system installed) or alternatively by shouting “Fire, Fire”.

• Call the Fire Brigade by dialling 999.

• Leave the Site / Office / Workshop / Yard in a calm and orderly fashion using the nearest safe exit.

• Managers / Supervisors will assist with the safe evacuation of the work areas, including visitors.

• Assemble at the designated Site / Office / Workshop / Yard Muster Point.

• The General Manager will carry out a headcount to ensure all persons have vacated the site.

• Do not stop to collect personal belongings.

• If safe to do so, turn off all heat producing equipment.

• If you are competent, attack the fire with the equipment provided only if it is safe to do so.

• Do not re-enter the area until entry is authorised by the Senior Fire Officer.

Ensure that copies of this procedure are posted in various locations around the office / workshop / yard / site. Ensure also that all employees are fully conversant with this procedure, (e.g. include with induction training etc.).

The senior person present at the workplace must ensure that annual emergency evacuation drills should be carried out to ensure the effectiveness of the above procedure. Results of such drills should be recorded.

2.11 First Aid

First aid boxes are located in the Main Office (office, workshop & yard), in the supervisors’ vehicle (sites) where applicable. First aid provision will be accordance with the requirements of the Health and Safety (First- Aid) Regulations (Northern Ireland) 1982.

The Office Manager (office) / Operations Manager (workshop & yard) / Site Foreman (sites) are responsible for ensuring that the box remains stocked to the appropriate levels.

Signs indicating the location of the first aid box will be displayed.

Employees must notify their supervisor immediately of any accident. The Site Supervisor will in turn advise their line manager / General Manager of the incident.

2.12 Welfare Facilities

Welfare facilities (toilets, kitchen areas etc.) for offices, workshops & yard etc. will be provided and maintained by the company. Such facilities will be in compliance with the Workplace (Health Safety & Welfare) Regulations.

When working on client premises, the client will provide the welfare facilities.

In every event all persons must look after the facilities provided and report any defects to their supervisor.

2.13 Safe Place of Work

Adequate arrangements must be made to keep workplaces in a clean, orderly and safe condition.

Safe means of access to and egress from all working areas must be provided and maintained at all times.

All flammable, toxic and corrosive substances must be stored and used safely without risk to health in accordance with the COSHH Regulations or the specific legislation relating to the substance, if applicable.

2.14 Use of Vehicles

When using company vehicles or personal vehicles on company business the driver will:-

• Maintain a safe standard of driving and a road worthy vehicle.

• Adhere to the Rules of the Road at all times.

• Not drive under the influence of alcohol or drugs including prescription medication which may affect your ability to drive.

• Not drive when feeling unwell or sleepy.

• Ensure that their licence is valid and applicable to the vehicle they are driving. A copy of the licence must be submitted to the company on an annual basis, or upon request.

• Report immediately any points added to their licence / convictions / disqualifications for road traffic offences.

• Ensure that only authorised persons are permitted to drive the vehicle.

• Not use mobile phones whilst driving (unless a hands free kit is provided – even in this event the use should be avoided).

• Ensure all persons wear their seatbelts.

• Immediately report any accident and / or any conviction under road traffic legislation.

2.14.1 Use of Company Vehicles

When using company vehicles, in addition to the above stipulations, the driver will:-

• Ensure that only authorised persons are permitted to drive the vehicle – generally the designated driver and any person authorised by the Managing Director / General Manager.

• Maintain the vehicle in a clean and tidy condition (internally and externally).

• Report any defects immediately to the Managing Director. Similarly advise when any service is due.

• Check oil, coolant, brake fluid, windscreen washer levels / headlamp and tail light operation, tyre condition on a weekly basis. Top up levels / report defects as required.

• Ensure that dry powder extinguishers, where provided in company vans and lorries, are in full working order and properly secured for travel.

• Ensure the vehicle is locked at all times whilst unattended. The vehicle should be parked in safe (well lit) place, the alarm (where fitted) activated and no valuables left on view.

When providing company vehicles, the Company will:-

• Provide and maintain safe roadworthy vehicles – cars, vans and lorries.

• Ensure that only persons approved by the Company are permitted to drive Company vehicles.

• Issue insurance certificates and ensure that road tax is in place for the vehicles.

In the event of an accident if it is safe to do so employees are to leave their vehicle and retire to a safe location and if required contact the emergency services. Once completed employees are to contact the company and inform them of their situation.

In the event of a fire within the vehicle all employees are instructed to leave the vehicle immediately, retire to a safe location and contact the emergency services. At no time are employees permitted to return to the vehicle.

In the event of an accident employees are not to admit liability until they have consulted with the Managing Director / General Manager. Names, addresses and insurance details must be obtained from the other parties if possible. Additionally contact details for any witnesses should be collected.

2.14.2 Use of Personal Vehicles

When using personal vehicles on company business, in addition to the above stipulations, the driver will:-

• Provide documentation pertaining to the vehicle in use including an MOT certificate (if vehicle is over four years old), insurance including appropriate business use and up to date road tax.

2.15 Use of Mobile Phones, Music Devices etc.

Mobile phones must not be used whilst driving (unless a hands free kit is provided – even in this event the use should be avoided).

Mobiles provided by the Company are done so for use solely on Company business matters. Personal mobile phones are not permitted to be used during work hours except in the case of an emergency.

No operative is to operate his / her mobile phone whilst working at height and / or engaging in an activity in which a higher level of concentration is required. Mobile phones must not be used / answered whilst operating plant equipment / machinery. If use of the mobile phone is required then the operative must ensure that the plant equipment / machinery is powered down and secured before moving to a safe location to use the mobile phone.

Mobile phones must not be used in any area were they are not permitted to be used, e.g. hospitals or client rules etc., or where flammable materials are stored e.g., petrol stations.

Music devices, e.g. radios, phones, headphones / earphones etc., must not be used at any time whilst on site. Such devices can distract or prevent other warnings being heard.

2.16 Machinery / Plant & Transport

The Managing Director / General Manager / Managers / Site Supervisors must ensure that machinery / plant and transport is correctly used and is safe and without risk to health. All machinery / plant and transport must be regularly serviced and maintained and all necessary documentation retained.

All machinery / plant and transport must be operated only by experienced, trained and competent persons. The Operations Manager

/. Production Manager / Site Supervisors must satisfy himself that all such operatives are competent.

All emergency stops must be regularly checked and serviced to ensure that they are working correctly at all times. All appropriate guards etc. must be fitted, properly adjusted and secured at all times. No employee is permitted to remove or disable any safety features on any machinery

/ plant & transport.

2.17 Use of Lifting Equipment

Lifting equipment, e.g. chains, ropes, winches and lifting tackle etc., must only be operated by competent persons, i.e. those with sufficient skills, experience and training.

Ensure that work equipment is suitable for the purpose for which it will be used and is thoroughly inspected, tested and maintained as per manufacturer’s instructions.

All lifting equipment must conform to statutory testing, examination and certification.

2.17.1 Examination of Lifting Equipment

Ensure that new chains, ropes and lifting tackle have Certificates of Test and Examination specifying Safe Working Loads (SWL) before they are used. They are to be inspected before use and thoroughly examined at the appropriate intervals by a competent person. A written report is to be produced and made available for inspection as required.

Ensure tests and thorough examinations of cranes, Chains etc. are carried out before they are first used and obtain a Certificate of Test and Examination specifying Safe Working Loads. Periodic examinations by a competent person are to be carried out at the prescribed intervals (generally 12 months, but 6 months for equipment used for lifting persons / lifting accessories). A report is also to be produced and made available for inspection.

2.17.1.1 Inspection / Examination Frequency

The following frequency must be adopted:-

Description Frequency

Any Equipment Used for Lifting Persons 6 months

Equipment Used for All Other Purposes 12 months

All Lifting Accessories

e.g. chains, slings, shackles etc. 6 months

Equipment must not be used if the certification has expired.

2.17.2 Lifting Operations, Chains, Slings & Lifting Tackle

All mechanical lifting operations shall only be done by and under the supervision of a competent person, e.g. a Lifting Co-ordinator. Proper slings, chains, shackles etc. must be used and correctly attached to the load and lifting device. All lifts must be carefully planned with clear set- down areas available. Lifting must not be carried out with persons below the lift path.

All lifting equipment must be clearly marked with its Safe Working Load (SWL) and should only be used to lift loads within the identified range. The employee slinging the load should conduct a visual inspection of the lifting equipment before it is put to use. If any doubt arises as to the suitability of the equipment the Lifting Co-ordinator and Site / Workshop Supervisor must be notified immediately and the equipment be taken out of service.

Mobile cranes etc. will be hired from reputable organisations. The Hire Company will provide competent operators. Certificates for the crane, lifting tackle and operator training must be provided to the relevant Ross Companies Ltd.’s Manager / Supervisor before the crane will be permitted to commence work.

Lifting equipment, e.g. cranes, and lifting tackle, e.g. chains, slings etc., must hold Certificates of Test and Thorough Examination as required under the Lifting Operations & Lifting Equipment Regulations (LOLER). In practice this means that such equipment used for lifting persons and lifting accessories must be inspected at intervals not exceeding 6 months. For lifting things other than people this period can be extended to 12 months.

2.18 Forklift Trucks

The use of forklift trucks presents considerable hazards, e.g.:-

• Forklifts tipping over.

• Pedestrians being struck by moving forklifts.

• Forklift operators and others being hit by falling objects.

• Operator falling while mounting or dismounting from forklifts.

• Collisions between forklifts and other vehicles or stationary objects.

• The operator’s body protruding from the cab and hitting an object.

• Operators suffering back injuries due to combination of inappropriate seating, vibration and manual handling.

The Company will provide and maintain safe systems of work to reduce injury risks from forklifts. Safe systems of work will be developed through a risk management process.

2.18.1 Safe Operating Procedures

Pre-Start Safety Check

Before operating a forklift, operators need to check the forklift and any attachment and familiarise themselves with the controls.

Operators must carry out a pre-start safety check every time they have to use a different forklift and at the beginning of each shift.

These pre-start safety checks must be done by the operator and should include checking the following:-

1. Lift and tilt systems including the load engaging means, hydraulics lines (for oil leaks), chains, cables, limits.

2. Steering, brakes (including park brakes), controls and lights.

3. Each tyre for wear, damage and inflation (pneumatic types).

4. All warning devices (to ensure correct operation).

5. Fork arms and attachments (for deformation, damage, or wear).

6. Liquid levels, e.g. hydraulic oil, brake fluid and water.

7. Gas cylinder (where relevant) and its securing system.

Operation

1. All forklifts must be operated in a safe manner and only for the purposes for which they are designed.

2. Forklifts should be operated within the manufacturer’s design parameters, and only in areas which they have been designed.

3. No tandem lifting is allowed.

4. The designated safe working load (SWL) must never be exceeded.

5. When leaving a forklift, the operator should ensure:-

o The fork arms are fully lowered.

o The controls are neutral.

o Power is shut off.

o Park brakes are applied.

o The ignition key or starter switch key is removed to prevent unauthorised persons from using the machine and returned to the Warehouse office.

6. The operator and any passengers (where permissible) must wear seatbelts at all times.

7. The operator must check the adjustment of rear view mirrors before moving off and use all mirrors during operation to ensure vehicles or pedestrians are not put at risk by the movement of the forklift.

8. Operators should be sufficiently skilled to reverse using only the mirrors to avoid the need for twisting in the seat. However, before relying on rear view mirrors, operators also need to ensure there are no “blind” spots in the mirrors.

9. Forklifts should travel in the forward mode when moving long distances.

10. The operator must look in the direction of travel and keep a clear view of the way ahead. If vision is obscured (by the load for instance), seek the assistance of others to direct operations, or drive in reverse.

11. The forklift operator should:-

o Give clear indications of their intentions to others, e.g. sound the horn to alert vehicles and pedestrians.

o When approaching crossings in aisles or gangways and doorways, slow down, sound the horn and be prepared to stop.

o Drive slowly and without sudden changes in direction on wet or slippery or loose surfaces, because in these conditions forklift can slide and / or overturn even at low speeds.

o Drive slowly and carefully when pedestrians are near.

o Take into account the operating surface, weather conditions, physical layout of the operating area and any other hazards that may exist, such as water.

o Stop before doorways, sound the horn and proceed slowly only if clear to do so.

o Refrain from rapid acceleration or deceleration and quick turns (particularly when the forklift is un-laden) that could shift the load and overturn the forklift.

o Ensure they can bring the forklift to a safe stop at any time, particularly on wet, slippery or loose surfaces.

o Drive slowly if there is a need to reverse. Rapid tail swing can result in tip over of the forklift and serious injury or harm to the operator. Top avoid rapid tail swings operators should always reduce speed when making a turn and take.

o Operators should drive slowly in reverse if a load obscures forward vision. However, it is good practice for the load to lead when the forklift is travelling on gradients.

12. Driving in reverse should be kept to a minimum – long periods of driving in reverse can cause neck problems for operators.

13. The operator must ensure loads are properly positioned on the forks, i.e. forks in as far as possible. If adequate “penetration” cannot be achieved then the lift must not proceed.

The operator must, so far as is practicable, carry loads as close to the ground (or another supporting surface) as possible.

2.19 Noise

Management will ensure that risks are assessed in respect to noise exposure in order that problems such as hearing loss are avoided.

So far as is reasonable practicable all plant and equipment chosen for use in the workplace should operate at as low a noise level as possible. The choice should take into account the nature of the equipment and the location in which it will be sited. Where possible alternative working practices, job rotation etc. will be considered.

In accordance with the requirements of The Control of Noise at Work Regulations (NI) 2006 noise levels must be reduced at source, so far as reasonable practicable. Where it is impracticable to reduce the noise to an acceptable level, warning notices are to be displayed and those employees affected are provided with suitable ear protection. The Operations Manager / Production Manager / Site Supervisor shall ensure that such ear protection is worn as and when required.

The company will provide training and instruction on the proper use, care and maintenance of all such hearing protection. Where necessary health surveillance will be deployed for those persons at risk.

The current Noise Regulations have introduced lower action levels than included in previous regulations, i.e.

Lower Exposure Action Values (LEAV’s)

Daily or Weekly Personal Noise Exposure 80 dB(A)

Peak Sound Pressure 135 dB(C)

Upper Exposure Action Values (UEAV’s)

Daily or Weekly Personal Noise Exposure 85 dB(A)

Peak Sound Pressure 137 dB(C)

Exposure Limit Values (ELV’s) *

Daily or Weekly Personal Noise Exposure 87 dB(A)

Peak Sound Pressure 140 dB(C)

* ELV’s take account of any reduction provided by hearing protection

ELV’s must never be exceeded, at the EAV’s actions have to be taken

2.20 Vibration

Exposure to vibration producing equipment, e.g. grinders, hammer drills etc., can cause problems such as Hand Arm Vibration Syndrome, e.g. Vibration White Finger, and Whole Body Vibration Syndrome.

The Company will assess the risk of vibration exposure to our employees. During such assessments vibration magnitudes will generally be taken from equipment manufacturer’s information or recognised database sources.

The Control of Vibration at Work Regulations (NI) 2005 have introduced the following action levels against a reference 8 hour period:-

Hand Arm Vibration

Daily Exposure Action Value (EAV) 2.5 m/s2 A(8)

Daily Exposure Limit Value (ELV) 5 m/s2 A(8)

Whole Body Vibration

Daily Exposure Action Value (EAV) 0.5 m/s2 A(8)

Daily Exposure Limit Value (ELV) 1.15 m/s2 A(8)

Similar to noise, vibration exposure must never exceed the ELV and at the EAV certain actions have to be instigated.

Where possible work with vibration producing equipment will be avoided, but given the nature of the Company’s operations elimination is not always possible. In this instance appropriate control measures, e.g. job rotation, equipment replacement, provision of PPE etc. will be implemented. Where necessary health surveillance will be deployed for those persons at risk.

2.21 Fixed Electrical Installations

All electrical equipment is to be suitable and sufficient for the environment for which it is to be used and suitably protected. Fixed electrical installations are to be thoroughly examined and tested every 5 years by a competent electrician (or at interval specified on the Test Certificate). A Certificate of Test and Examination is to be obtained and retained for safekeeping.

Switchgear must be suitably located to prevent damage and readily accessible and unobstructed for maintenance work. Ensure switchgear is suitable for the supply and distribution system.

Fused switches or circuit breakers are to be located at the main switchboard to control supplies to individual circuits and distribution boards.

Switches, fuses, trips etc. are to be clearly labelled to indicate the circuit or function controlled. Ensure switch and distribution board covers are closed at all times.

Suitable control measures are to be put in place to protect electrical wiring against mechanical damage, e.g. by using PVC insulated wires in steel conduit and / or trunking or PVC steel wire armoured cable with an outer PVC sheet etc.

Ensure adequate lighting is provided which is suitable and sufficient for the work environment. E.g. Twin Fluorescent Lamps with phase displacement between lamps (reducing the danger of stroboscopic effects from rotating parts which make moving parts appear stationary).

2.22 Electrical Safety

Improper use of electricity in the workplace can cause the following:-

• Electric shocks, possibly fatal.

• Flashes, which can cause eye damage.

• Burns.

• Fire.

All permanent and temporary electrical installations, appliances and power tools etc. must be free from any defects and safe for use. All electrical work must be carried out in accordance with the current

Legislation / BS EN standards / IET Wiring Regulations. All portable electrical equipment must undergo portable appliance testing (PAT) at the prescribed intervals

All temporary site electrical installations must be 110 Volt. 240 Volt equipment is only permitted in exceptional circumstances and must be authorised by the Operations Director.

All maintenance and inspections must be carried out at yearly (or less if required by specific equipment) intervals by a competent person and records shall be maintained in accordance with the requirements of the current legislation.

Employees should report any defective equipment and remove it from use. Never use adaptors. Do not use electrical equipment with wet hands or allow water to get into the electrics of an appliance. Only use and clean an electrical appliance if you have trained how to do so.

Look out for:-

• Loose wires.

• Blackening around the plugs and socket outlets.

• Trailing flexes.

• Signs of overheating.

2.22.1 Underground & Overhead Power Lines and Other Services

Accidents frequently occur on construction sites involving contact with, or working too close to, underground or overhead services.

Efforts must be made to identify the nature and location of all services

before work commences, i.e. seek Utility Providers advice.

Where operatives are working in the vicinity of overhead power lines especial care must be taken. Contact with such lines can be fatal. Similarly if personnel or scaffold, ladders etc. get too close to high voltage power lines electrical arcing (i.e. electricity “jumps” from the line to the person / equipment without actually making contact with the line) can occur with catastrophic results. Guidance from the Utility Provider must be sought and adhered to at all times.

2.23 Use of Welding / Cutting Equipment

The use of oxy/fuel equipment can be highly dangerous when used incorrectly. All welding / cutting operations are to be carried out in well ventilated areas and will be authorised by the Site / Workshop Supervisor.

All operatives involved in welding and cutting operations will be suitably experienced and trained in using the welding / cutting equipment.

All welding / cutting operations will be carried out in an area where all combustible materials have been removed. All welding / cutting operations will be carried out accompanied with a fire extinguisher and

will be checked every hour for two hours after the work has been completed.

All welding / cutting equipment will be fitted with appropriate flashback arresters and non-return valves. Operatives will carry out a check of all equipment to identify any damage, leaks from hoses / valves etc. prior to lighting the equipment. Operatives will also check that materials to be welded / cut do not / have not contained flammable materials – if flammable materials are present then this area will cleaned and all residue removed prior to work commencing.

All gas bottles must be stored and used vertically at all times. If a bottle has been left on its side it must be lifted to a vertical position and then left to allow the acetylene to drain away from the valve. Bottles must be secured to a suitable bottle trolley when in use. Bottles stored must be kept in a well ventilated secure area and appropriate measures taken to prevent bottles toppling over. Full and empty cylinders will be stored separately and segregated into the gas types.

All operatives will wear appropriate PPE, e.g. Protective overalls, gauntlets, eye protection etc., whilst carrying out welding / cutting operations.

Also the area in which the hot works are being carried out must be well ventilated and have appropriate dust barriers to prevent injury from fumes and dust. If there is not adequate ventilation forced ventilation options will be used, e.g. portable LEV deployed.

All equipment and accessories will be inspected and maintained by a competent and suitable person as stipulated by the manufacturer’s instructions. In addition all equipment and accessories will undergo annual maintenance, results of which will be recorded and stored at head office. Where necessary replacements and refurbishment work will be carried out when damage has been identified or as stipulated by CP7,

e.g. regulators and flashback arrestors every five years.

NB – For cutting operations using abrasive wheels please refer to Section

2.29.1 Abrasive Wheels.

2.24 Hazardous Substances

Where possible non-hazardous products should be chosen over those which are hazardous to health. Should this be impracticable then the Site / Workshop Supervisor will ensure that the storage and handling of the hazardous product is carried out in such a manner that complies with the requirements of the Control of Substances Hazardous to Health Regulations (NI) 2003 (COSHH), and amendments thereto, or any product specific legislation if applicable, e.g.:-

• The Control of Asbestos at Work Regulations (NI) 2012

• The Control of Lead at Work Regulations (NI) 2003

All hazardous substances must be identified, COSHH / Risk assessment carried out and the appropriate control measures (e.g. use of PPE)

implemented. Operatives using hazardous substances must ensure that they are not putting others at risk by their actions. Only competent persons may undertake the work.

The General Manager / Operations Manager / Production Manager / Site Supervisor responsible for ensuring compliance with the COSHH Regulations. The Safety Consultants can give further guidance on the regulations.

2.24.1 Concrete / Cement

Concrete is a mixture of natural aggregates. Contact with concrete / cement products is highly likely given the nature of the operations carried out by the company.

Contact with wet concrete / mortar can cause:-

• Contact Dermatitis – Irritant.

• Allergic Dermatitis – Sensitisation.

• Cement Burns.

Additionally, working with cement and undertaking processes such as cutting and surface treatment of hardened concrete can create dust and flying fragments. The dust created could contain particles of a respirable size which may contain silica.

When the respirable dust contains silica, the risks are increased. Extended periods of exposure to high concentrations of such dust can be hazardous to health.

Ensure all necessary protective clothing and respiratory protective equipment is used / worn.

2.24.2 Asbestos

The possibility of encountering asbestos containing materials within buildings, ground etc. exists. Three main types of asbestos are encountered in the construction industry, namely

• Chrysotile (White)

• Amosite (Brown)

• Crocidolite (Blue)

Breathing in asbestos dust can cause serious illness, e.g. asbestosis, mesothelioma, lung cancer etc. These illnesses can result in death.

Although duties exist for owners of non-domestic premises to know and manage any asbestos containing materials, if any asbestos containing materials are suspected stop work immediately, do not disturb the material and notify their Supervisor immediately. Testing and removal of asbestos must be done only by a competent person.

Removal of / work on asbestos cement roofing sheets also presents considerable risk of injury as these sheets must be considered as fragile,

i.e. they will not support a person’s weight.

Removal of asbestos containing materials must be carried out under strict controls. Often this requires the appointment of a specialist licensed asbestos removal contractor. All asbestos waste must be double wrapped in polythene and taken by a licensed waste carrier to an appropriate disposal facility.

The requirements of The Control of Asbestos at Work Regulations (NI) 2012 must be strictly adhered to.

2.24.3 Lead

The possibility of encountering lead based materials within buildings, ground etc. exists. When work processes are likely to create lead dust, fumes or vapour then health problems may develop.

Work processes include:-

• working with metallic lead and alloys containing lead, for example soldering.

• blast removal and burning of old lead paint;

• stripping of old lead paint from doors, windows etc;

• hot cutting in demolition and dismantling operations and recovering lead from scrap and waste.

• handling leaded petrol.

When lead and lead compounds are processed, worked or recovered from scrap or waste they can create lead dust, fume or vapour. Your body absorbs lead when you:-

• breathe in lead dust, fume or vapour.

• swallow any lead, for example if you eat, drink or smoke, or bite your nails without washing your hands and face.

If the level of lead in your body gets too high, it can cause:-

• headaches

• tiredness.

• irritability.

• constipation.

• nausea.

• stomach pains.

• anaemia.

• loss of weight.

Continued uncontrolled exposure could cause far more serious symptoms such as:-

• kidney damage.

• nerve and brain damage.

Procedures to be adopted include:-

• Make full use of all the control measures, systems of work and equipment provided and follow instructions including those for using equipment.

• Follow good and well-tested work practices and especially:-

o keep your immediate work area as clean and tidy as possible.

o clear up and get rid of any lead waste at the end of each day or shift as directed by your supervisor.

o do not take home any protective clothing or protective footwear for washing or cleaning.

• Wear any necessary protective clothing and respiratory protective equipment and return it at the end of the shift / day to the proper place provided by your employer.

• Report any damaged or defective ventilation plant or protective equipment to your supervisor.

• Eat, drink and smoke only in the areas provided by your employer that are free from lead contamination.

• Practise a high standard of personal hygiene and especially:-

o wash your hands and face and scrub your nails before eating, drinking or smoking.

o wash and change (if necessary) before you go home.

2.25 Personal Protective Equipment (PPE)

When deemed necessary by the Risk Assessment or Managing Director

/ General Manager / Operations Manager / Production Manager / Site Supervisor, all employees shall wear personal protective clothing and / or equipment whilst working in areas of risk.

The Company will provide all such PPE to its own employees, but will expect all subcontractors to provide their operatives with the necessary PPE.

The relevant Manager / Supervisor will ensure that assessments regarding the provision and use of PPE are carried out as per the Personal Protective Equipment at Work Regulations (NI) 1993.

The following indicates when PPE must be worn (this list is not exhaustive):-

Type of PPE Work Activity

Head Protection

i.e. safety helmet When risk of head injury exists

Eye Protection

i.e. safety glasses, goggles, welding screens Burning, welding

Using cutting tools e.g. grinders Drilling

Handling Chemicals

Ear Protection

i.e. Ear plugs / ear defenders to protect hearing Operating or working in close proximity to noisy plant / equipment, e.g. in production areas.

Grinders, drills etc. Hammering metal etc.

Respiratory Protection

e.g. FFP3 dust masks, face masks, breathing apparatus

Face fit tests will be undertaken to ensure the effectiveness of RPE provided. Working in dusty environments During welding / cutting operations. Hazardous substances

Gloves / Gauntlets Hazardous Substances, e.g. cleaning fluids, adhesives, oils etc.

Protection against heat (e.g. welding, cutting etc.), cuts, bruising etc.

Safety Footwear All site, workshop and yard activities

High Visibility Clothing Site and yard activities in the vicinity of moving vehicles / machinery

Fall Protection

e.g. safety harnesses, lanyards etc. When working at height if edge protection is not in place.

2.26 Housekeeping

Good housekeeping is essential to an effective safety programme and everyone has a responsibility to keep workplaces and welfare facilities,

e.g. toilets, clean and tidy. Walkways should be kept clear at all times.

Waste materials should be cleared from the work areas as the work proceeds.

Company vehicles must be kept clean, tidy and free of rubbish.

Especial efforts must be made to ensure that emergency escape routes are unobstructed at all times.

2.27 Smoking

Smoking, including the use of e-cigarettes, is prohibited in all enclosed public places, including the offices, stores, company vehicles and various sites worked on by the Company except in designated smoking areas. E-Cigarettes includes the use of Personal Vaporisers (PVs) and electronic nicotine delivery systems (ENDS).

The Managing Director, will, where applicable, designate such “Smoking Areas”.

Smoking increases the risk of fire in the workplace – smokers must ensure that cigarettes etc. are properly extinguished.

2.28 Alcohol & Drugs

All Company sites operate a strict no alcohol and no non-prescribed drugs policy. Failure to comply with this may result in disciplinary action,

e.g. suspension (without pay) / dismissal from work. The Company may carry out spot checks periodically to ensure compliance with this policy.

Where possible the Company will treat any issues with alcohol or drugs as a medical matter and will attempt to find a solution with the employee.

Personnel must not report for work under the influence of alcohol or non- prescription drugs. Similarly, alcohol or non-prescription drugs must not be taken during working hours.

Personnel are encouraged to report to their supervisor anyone they suspect as being under the influence of alcohol or illegal substances. Personnel are also encouraged to report to their supervisor any prescription medication which may affect their work so that appropriate provisions can be put in place. Similarly if an operative feels that they are currently experiencing difficulties with alcohol or drugs they are encouraged to inform the company so that appropriate support and provisions can be put in place.

2.29 Use of Pneumatic & Small Tools

Pneumatic tools, e.g. chipping hammers, and small tools, e.g. angle grinders, disc cutters and power drills etc., must only be operated by competent persons, i.e. those with sufficient skills, experience and training, who are authorised to do so by the relevant Manager / Supervisor.

Ensure that work equipment is suitable for the purpose for which it will be used and is correctly maintained and kept in an effective state, good working order and in good repair.

Additionally, persons changing blades on abrasive wheels, e.g. grinders, must be trained to do so.

All appropriate guards must be securely fitted and properly adjusted at all times. Work areas must be free from obstruction and adequately illuminated to ensure safe working.

Unauthorised personnel must be excluded from the work areas and all necessary PPE deployed.

Electrical equipment should be restricted to 110V maximum. Tools and leads should be PAT tested at the prescribed intervals (generally every 6 to 12 months for industrial tools etc.).

2.29.1 Abrasive Wheels

Abrasive wheels, e.g. grinders, Stihl saws etc., are only to be operated by competent persons. The process of setting up and mounting the abrasive wheel must be carried out by a competent person who has received specialist training. Only trained and competent persons are authorised to change abrasive wheels. Precautions to be taken include:-

• The maximum permissible speed of the abrasive wheel should be clearly marked on the wheel and the speed must not be exceeded.

• Regularly inspection and maintenance is to be carried out by a competent person.

• Guards and approved eye protection shields must be correctly attached and adequately maintained.

• Suitable cautionary safety signage is to be located concerning the use of abrasive wheels.

• Floors upon where abrasive wheels are mounted must be maintained in good condition, e.g. free from loose materials (trip hazards) and prevented from becoming slippery.

• Suitable eye protection must be worn at all times.

2.29.2 Steam and Water Pressure Cleaners

Fatal accidents can be caused by operating poorly installed and badly maintained machines often when the lance becomes live because of an electrical fault. As part of the machine is often in a wet environment, the potential risk of from any electrical fault and the severity of the shock is increased.

Efficient continuity of the earth is vital and circulating current earth monitoring or residual current devices should be used and regularly checked as a minimum standard.

The equipment must be regularly maintained and inspected as laid down in the manufactures instructions. Records must be kept of all

maintenance, inspections and repairs. The Operations Manager / Production Manager / Site Supervisor must instruct and train operatives to make external checks each day before use and report any defects immediately. Defective equipment must not be used.

To prevent injection injuries from high pressure steam / water cleaners, never lock the trigger or foot switch in the “on position”. Operatives are to be trained and instructed in the correct operation of this equipment.

Ensure suitable Personal Protective Equipment (PPE) is worn at all times when operating steam and water pressure cleaners, e.g. eye and face protection from flying debris and suitable waterproof clothing etc.

2.30 Compressed Air Equipment

Only competent personnel are to operate compressed air equipment. Risk Assessments are to be carried out and safe systems of work adopted and strictly enforced by the Operations Manager / Production Manager / Site Supervisor.

The Managing Director shall ensure that, where applicable, a Written Scheme of Examination of the pressure system is in place and regularly reviewed in compliance with the Pressure Systems Safety Regulations (NI) 2004.

Extreme care must be taken to avoid accidental injections when using compressed air equipment. Medical advice should be sought after compressed air penetration occurs or is suspected. Horseplay involving compressed air must be strictly forbidden.

2.31 Working at Height

Where possible working at height will be avoided. However, given the nature of the Company’s operations the complete elimination of work at height (including below ground) is not possible. When working at height the Company will give priority to collective protective measures (e.g. provision of edge protection, safety nets etc.) over measures which protect only individuals (e.g. safety harnesses). The Managing Director

/ General Manager / Managers / Supervisors shall ensure that working at height is properly planned, appropriately supervised, and carried out in a manner which is, so far as reasonably practicably, safe.

Where reasonably practicable working at height will be carried out using a suitable scaffold platform, propriety access system or a mobile elevating working platform (MEWP), e.g. articulated boom platform. On smaller projects of short duration it may be possible to carry out the works off properly secured ladders or stepladders. The deployment of safety nets will, where possible / appropriate, be given high priority. Where it is not reasonably practicable to provide such protection then the use of air bags etc. will be considered to minimise injury in the event of falls.

All scaffolding, edge protection, safety nets etc. will be erected by suitably trained and competent personnel, e.g. a specialist scaffolding /

safety net contractor or in-house trained personnel. Similarly persons using MEWP’s will be trained in their use and the manufacturer’s instructions will be adhered to at all times.

Erection, inspection and reporting of scaffolding etc. will be carried out in accordance with the requirements specified in the Work at Height Regulations (NI) 2005. The Site Supervisor will generally undertake the inspection and reporting although for more major scaffolding the specialist scaffolding contractor may undertake the inspections. Hand- over Certificates will be obtained from the scaffolding contractor before any scaffold is taken into use.

Equipment used for working at height will be inspected as follows:-

• Before being taken into use for first time.

• After substantial addition, dismantling or alteration.

• After any event likely to have affected its strength or stability.

• At regular intervals not exceeding 7 days.

• Before you use any equipment from any other business, and before any equipment leaves your business that it is accompanied by an indication of the last inspection required by regulations. This does not apply to lifting equipment governed by the Lifting Operations & Lifting Equipment Regulations.

Platforms of 2m high or greater will have a written report produced at intervals not exceeding 7 days or when altered or the stability is affected. Reports will be retained for a period of three months following completion of the works.

Where no suitable working platform is available and operatives are working in the vicinity of an open edge fall arrest harnesses and lanyards will be used. The lanyards will be attached to a suitable anchor point or if none is available a fall arrest block will be utilised. Harnesses, lanyards and inertia block equipment will have a recorded inspection every six months and operatives will carry out a visual inspection prior to each use.

2.31.1 Ladders / Stepladders

Ladders / stepladders should only be used when risk assessment demonstrates more suitable means of access is not necessarily suitable,

e.g. for short duration operations.

The Operations Manager / Production Manager / Site Supervisor must inspect all ladders / stepladders on a weekly basis. All staff will be trained in the correct use of ladders/ stepladders.

DO NOT:-

• Use damaged or painted ladders / stepladders.

• Over reach whilst using a ladder / stepladder.

• Stand the ladder / stepladder on a box or other unsteady base.

DO:-

• Make sure that the ladder / stepladder is fully extended and locked in position.

• Use only a ladder / stepladder that enables you to gain safe access.

• Ensure that the ladder / stepladder is properly secured or footed before use.

• Ensure that the stepladder is fully opened and the stays are securely engaged.

Ladders / stepladders are primarily designed as a means of access. Their use as a working platform will be avoided. On occasion, however, the use of ladders / step ladders as a working platform may be permitted for light work of short duration (generally less than 10 minutes).

2.32 Working in Confined Spaces

Entry into a confined space is potentially hazardous. Accidents are caused by a combination of factors arising from a lack of safety awareness. It is essential, therefore, to be able to identify confined spaces and the hazards associated with entering and working in them. Problems likely to be encountered include, but are not restricted to:-

• Oxygen deficiency.

• Explosive atmosphere, e.g. ignition of methane or other naturally formed gases.

• Toxic atmosphere, e.g. Hydrogen Sulphide.

• Disease, e.g. Leptospirosis etc.

Working in confined spaces is covered by various pieces of legislation,

e.g. Health & Safety at Work (NI) Order 1978, the Confined Spaces Regulations (NI) 1999.

All personnel associated with working in confined spaces must receive appropriate information, instruction and training in accordance with the various legislative requires. This requires them to carry out work safely and without risks to their health.

Training where appropriate, should involve demonstrations and practical exercises. It is extremely important that trainees are familiar with both equipment and procedures before working for the first time in confined spaces.

No person should enter a confined space unless they are trained and competent to do so safely.

Training for confined space working should include the following personnel:-

• Supervisors

• Employees entering confined spaces

• People employed as attendants outside confined spaces

• Rescue personnel

Note – Some of the roles identified may be carried out by the same person.

All work of any description within a confined space must be under the controls of agreed risk assessments. The contents of the risk assessments must be communicated to the relevant personnel and must be strictly adhered to at all times.

Often safe systems of work for working in a confined space incorporate a Permit to Work System. The conditions of the Permit to Work must be strictly adhered to.

2.33 Manual Handling

All employees will be trained in lifting techniques. The following rules should be observed:-

• Good “housekeeping” and storage practices will prevent excessive handling.

• Employ mechanical aids where possible, e.g. trolleys, forklift trucks.

• For heavy or awkward objects get assistance – team lifting.

• Stand close to the load.

• Bend your knees and keep your back straight.

• Grasp the load firmly.

• Lift with your legs and not your back.

A risk assessment must be undertaken for all manual handling tasks. Hazards associated with manual handling include:-

• Spinal injuries.

• Hernias.

• Cuts, crushing of hands or fingers.

• Injuries to toes and feet.

• Various sprains, strains etc.

It is the policy of the company that no person is expected to lift a load that would be likely to cause them injury.

Every employee must be familiar with the correct lifting techniques:-

• Lift in easy stages – floor to knee then from knee to carrying position.

• Hold weight close to body.

• Don’t jerk, shove or twist body.

• Grip load with palms – not fingertips.

• Don’t let the load obstruct your view.

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 gangways and floors being kept in a good condition and free from obstruction.

Only manually lift loads which you know you can lift easily, comfortably and safely. Check the weight of the load – if in doubt ask a colleague for assistance.

Examine the load before lifting. The obscure sides could contain exposed and dangerous staples, wire, and other objects which could cut or puncture the skin. Factors which could make manual lifting dangerous are as follows:-

Persons engaged in manual handling should consider the following:-

1. Plan the lift

o Where is the load going to be placed?

o Use appropriate handling aids if possible.

o Do you need help with the load?

o Remove obstructions such as discarded wrapping materials.

o For a lift such as floor to shoulder height consider resting the load mid-way on a table or bench in order to change grip.

2. Position / Posture of the body for the lift

o Place the feet apart, giving a balanced and stable base for lifting (tight skirts etc. and unsuitable footwear made this difficult). Leading foot as far forward as is comfortable.

o Bend the knees so that the hands when grasping the load are as nearly level with the waist as possible. But do not kneel or over flex the knees.

o Keep the back straight (tucking in the chin helps).

o Lean forward a little over the load if necessary to get a good grip.

o Keep shoulders level and facing the same direction as the hips.

3. The lift

o Keep the arms within the boundary formed by the legs and get a good grip.

o The optimum position and nature of the grip depends on the circumstance and individual preference, but it must be secure.

o A hook grip is less fatiguing then keeping the fingers straight. If it is necessary to vary the grip as the lift proceeds, do this as smoothly as possible.

o Don’t Jerk – carry out the lifting movement smoothly, keeping control of the load.

o Move the feet – don’t twist the trunk when turning to the side.

o Keep the load close to the trunk for as long as possible. Keep the heaviest site of the load next to the trunk. If a close approach to the load is not

possible try sliding it towards you before attempting to lift it.

o Put down, then adjust.

o If precise positioning of the load is necessary, put it down first, then slide it into the desired position.

2.34 Coronavirus / COVID-19

2.34.1 Overview

COVID-19 is an infectious disease caused by severe acute respiratory syndrome coronavirus 2 (SARS-CoV-2). Current evidence suggests that the COVID-19 virus is significantly more infectious than the flu that circulates every winter.

The disease was first identified in December 2019 in Wuhan, the capital of China’s Hubei province, and has since spread globally, resulting in the coronavirus pandemic.

2.34.2 Symptoms

Common symptoms include fever, cough, and shortness of breath / breathing difficulties.

Other symptoms may include fatigue, muscle pain, diarrhoea, sore throat, loss of smell, and abdominal pain.

The time from exposure to onset of symptoms is typically around five days but may range from two to fourteen days. While the majority of cases result in mild symptoms, some progress to viral pneumonia and multi-organ failure.

2.34.3 Spread of the Disease

The virus is primarily spread between people during close contact, e.g. via small droplets produced by coughing, sneezing, or talking. The droplets usually fall to the ground or onto surfaces rather than remain in the air over long distances.

People may also become infected by touching a contaminated surface and then touching their eyes, nose, or mouth. The virus can survive on surfaces for up to 72 hours.

It is most contagious during the first three days after the onset of symptoms, although spread may be possible before symptoms appear and in later stages of the disease.

2.34.4 Preventing the Spread of COVID-19

While the COVID-19 threat is present, Ross Companies Ltd. have adopted various measures to protect their staff, customers and contractors working in or visiting their sites / premises. These measures are based around Government, NHS, HSENI and WHO advice and centre around the combined principles of:-

• Good personal hygiene.

• Management of social distancing.

All staff, contractors and visitors must adhere fully with the preventative measures put in place to prevent the spread of the virus.

2.34.4.1 All Personnel

The following must be adhered to by all personnel working on Ross Companies Ltd. premises / sites:-

1. Any person exhibiting any symptoms of COVID-19 must not enter any Ross Companies Ltd. site. Persons displaying symptoms must self-isolate for the prescribed period (dependant on vaccine status etc.). Similarly, any person living with someone who is self-isolating or waiting a COVID-19 test must not enter any Ross Companies Ltd. site.

2. Hygiene practices to be adopted include:-

a. Hand Washing – hand must regularly be washed using soap and water, with washing lasting at least 20 seconds. As a minimum, hands must be washed after coughing or sneezing, after going to the toilet, before eating / preparing food etc.

b. Hand Sanitising – as a supplement to regular hand washing hands can be sanitised using a using a 60% alcohol gel hand sanitiser. Hand sanitising is not a substitute for regular hand washing with soap and water.

c. Avoid touching your face.

d. Cover your mouth and nose with a tissue or your sleeve when you cough or sneeze.

e. Put used tissues into a bin and wash your hands.

f. Face Coverings:-

i. The Company will support the decision for anyone to wear a face covering.

ii. Face coverings are a means to help protect others, not the user from infection. They must not be used for task requiring RPE to be worn as face coverings are not PPE as they do not protect people from work- related hazards and are not made to a recognised standard.

2.34.5 Emergency Response if Someone Becomes Ill

Any person developing a high temperature or a persistent cough while at work must:-

• Notify the appropriate Ross Companies Ltd. Manager / Supervisor.

• Return home immediately.

• Avoid touching anything.

• Cough or sneeze into a tissue and put it in a bin, or if tissues are not available, cough and sneeze into the crook of their elbow.

• If necessary seek clinical advice – e.g. call your GP. In an emergency, call 999 if they are seriously ill or injured or their life is at risk. Avoid visiting GP surgeries, pharmacies, urgent care centres or hospitals.

• Follow the guidance on self-isolation and not return to work until their period of self-isolation, as noted above, has been completed.

• If another person on site has helped someone who was taken unwell with a new, continuous cough or a high temperature, they do not need to go home unless they develop symptoms themselves. They must immediately wash their hands thoroughly for 20 seconds after any contact with someone who is unwell with symptoms consistent with coronavirus.

2.34.6 Duration of COVID-19 Measures

The COVID-19 restrictions will apply until such times as the Coronavirus threat has been declared by the Government / WHO to be a safe level.

As the Coronavirus pandemic is constantly evolving and the guidance / requirements to effectively manage the situation continually change, this Policy will be supplemented with Safe Operating Procedures (SOPs) and risk assessments which will reflect the specific requirements at that given time. The SOP and risk assessments will take precedence over this policy.

2.35 Occupational Health

The company recognises that various opportunities may present themselves which could lead to detrimental effects on the occupational health of the workforce both physically and mentally. Such issues include stress, effects of exposure to excessive noise, vibration, dust etc.

It is acknowledged that mental health in construction is a significant issue. All operatives are encouraged to openly and freely talk to both management and a relevant professional medical health professional.

The Health and Safety Policy details the company’s commitment to ensure such issues are addressed in a fashion as to protect the health and wellbeing of the workforce. The company will make available and communicate materials to both educate and raise awareness of such issues e.g. health and wellbeing seminars. Additionally, the company will encourage subcontractors engaged by the organisation to develop similar occupational health strategies.

2.35.1 Mental Health & Wellbeing

To promote the mental health and wellbeing of the workforce, the company will:-

• Implement a mental health at work plan that promotes good mental health of all employees and outlines the support available for those who may need it.

• Develop mental health awareness among employees by making information, tools and support accessible.

• Encourage open conversations about mental health and the support available when employees are struggling. Where possible, offer appropriate workplace adjustments to employees who require them.

• Provide employees with good working conditions and ensure they have a healthy work life balance and opportunities for development.

• Promote effective people management to ensure all employees have a regular conversation about their health and wellbeing with their line manager, supervisor or organisational leader and train and support line managers and supervisors in effective management practices.

• Routinely monitor employee mental health and wellbeing by understanding available data, talking to employees, and understanding risk factors.

2.36 Stress

The experience of stress at work arises when someone feels (or perceives) that they cannot cope with particular aspects of their work. If stressful situations are allowed to continue, then this will affect individuals’ work performance, their health, and ultimately, the performance of the Company as a whole.

Stress can be exhibited in physical effects and / or behavioural effects. Physical effects may include, but are not restricted to:-

• Raised heart rate.

• Increased sweating.

• Headache.

• Dizziness.

• Blurred vision.

• Aching neck and shoulders.

• Skin rashes.

Examples of behavioural effects include:-

• Increased anxiety.

• Irritability.

• Increased alcohol use.

• Increased smoking.

• Loss of sleep.

• Poor concentration.

• Lack of calmness.

The Company accepts that work-related stress is a combination of individual characteristics and working conditions. However, management will plan, programme the work in to minimise any undue stress personnel may experience. This will involve ensuring personnel are trained for the tasks required, have the necessary support and opportunities to raise concerns / make constructive suggestions etc.

It is advised that employees notify their supervisor immediately if they feel / or have been diagnosed by a medical professional as suffering from stress or related condition, e.g. clinical depression. If the employee decides not to inform the company of their situation in writing the company is unable to make provisions for the employee.

2.37 Special Risk Workers

Risk assessments will be carried out as detailed below for special risk workers.

2.37.1 New / Expectant Mothers

It is advised that women who become pregnant must notify Ross Companies Ltd. in writing immediately of their condition. If the employee decides not to inform the company of their situation in writing the company is unable to make provisions for the employee.

Ross Companies Ltd. will carry out a risk assessment and take such steps as necessary to avoid risks to these persons, e.g. by altering working conditions (if found necessary). Risks to women of child bearing age will also be assessed.

2.37.2 Young Persons

Risk assessments will be carried out to ensure that the risk to young persons, i.e. 16 – 18 years of age, in the employment of Ross Companies Ltd. is reduced to the lowest level possible. Young persons will receive the necessary instruction and training required and be supervised by a competent person at all times.

2.37.3 Lone Workers

The majority of the Company’s operations involve a number of persons working in an area. However, on occasion, e.g. emergency call out, lone working may be required.

Persons involved in lone working must be fully aware of the safe working practices to be adopted, for example:-

• Method statements and risk assessments must be strictly adhered to.

• The relevant manager / supervisor must be informed before the lone working commences.

• The relevant manager / supervisor will contact the lone worker at 30 minute intervals (by mobile telephone) to ensure that the lone worker is safe – or alternative means of monitoring, e.g. use of personal alarms, may be adopted.

• If contact cannot be made the alarm will be raised – the relevant manager / supervisor (or someone delegated by them who his closer to the site) will attend the site and where necessary contact the emergency services.

• If third party personnel (e.g. client’s staff) are at the site the lone worker should request that such person makes regular checks as to his safety. The relevant manager / supervisor must be advised of any such arrangement – this does not however remove the supervisor’s responsibility to check on the lone worker.

• If, at any point, the lone worker believes the work cannot be carried out safely he should immediately cease and notify the relevant manager / supervisor. Where appropriate method statements and risk assessment should be amended to reflect any changes required to ensure safe working.

2.37.4 Night Work

Night time is the period between 00:00 and 07:00 the following day.

Night workers are employees who normally work at least 3 hours of their daily working time during night time and the annual number of hours worked at night equals or exceeds 50% of annual working time.

Ross Companies Ltd. will carry out a risk assessment and take such steps as necessary to avoid risks to these persons, e.g. by altering working conditions (if found necessary), e.g. transfer to day shift.

2.37.5 Disability

Ross Companies Ltd. acknowledge their responsibility to ensure all employees, including those with disability or ill health, are afforded equal opportunities when employed by the company. Similarly, the particular needs of visitors will be considered. To ensure visitor safety they must be accompanied by Ross Companies Ltd.’s nominated personnel at all times.

No discrimination will be tolerated by Ross Companies Ltd. towards those with disability. Where necessary, the Company will make reasonable adjustments to working procedures and access within the offices as to accommodate to individual’s needs. Should a person with disability become employed within Ross Companies Ltd. or and existing employee suffer a disability, Health and Safety Consultant will be consulted with to ensure Risk Assessments are adjusted as appropriate and should it be necessary a separate risk assessment tailored to the individual’s needs.

2.37.6 Persons Returning to Work Following Absence / Illness

Persons returning to work following an absence, particularly a long term absence, e.g. recovering from illness such as cancer etc., may feel vulnerable or worried / stressed upon their return.

These individuals are a valuable asset to the Company who have recognised:-

• The importance of good health among the workforce and the need to protect workers’ health and safety.

• The contribution paid by a structured return to work process to help reintegrate people successfully after a period of illness.

• Engagement with employees by listening to their issues and addressing them is a vital element.

In an effort to re-integrate persons back into the workforce, the Company will:-

• Keep employees ‘in the loop’.

o Keep in contact with employees whilst they are on sick leave. Good communication with employees will help them return to work.

• Make reasonable adjustments.

o Where possible, offer flexible hours or part-time working in the short term, or change tasks to reduce stress and workload. Review workstations or working environments.

• Get the timing right.

o Begin the return to work planning at the optimum time (after about three to four weeks). Beginning the process too early may risk adding to employees’ stress, but getting started too late could make it difficult to address the issues that are making it difficult for employees to return.

• Be realistic.

o Sometimes employees may simply not be able to return to work because of the nature of their illness.

A Return to Work Plan will be developed with the individual. This will outline a return to work schedule (if a return to work is deemed appropriate and feasible), along with suggestions about any workplace adjustments that will be required to support a person in their return.

The Return to Work Plan will be based around a structured and open discussion around positive solutions covering the following aspects:-

• A summary of the issues / obstacles that are making it difficult for employees to return to work (e.g. stress leading to anxiety).

• Recommendations and solutions to help overcome the issues (e.g. counselling).

• Adjustments to work (e.g. a short-term change of responsibilities) and the timescales for which these adjustments are likely to be necessary.

• Signposting to independent agencies that could provide support (e.g. Mates in Mind).

• Possible interventions (e.g. physiotherapy, counselling) which could help employees return to work more quickly and save employers money in the long-term.

2.38 Subcontractors

The Managing Director will be responsible for the selection of subcontractors. All subcontractors appointed must be competent to carry out their duties under the Health & Safety at Work (NI) Order 1978 and all other legislation which may be specific to their type of work.

Ross Companies Ltd. also require all subcontractors to submit evidence that they carry all necessary Insurances and will continue to do so for the duration of their employment by the Company.

Subcontractors must provide suitable and sufficient risk assessment and method statements in respect to their operations – particular high risk operations such as electrical work, working at height, hot work etc.

Health and safety requirements for subcontractors are outlined in Annex A of this document.

2.39 Other Persons

At every workplace arrangements shall be in place to ensure, so far as is reasonably practicable that persons not in the Company’s employment, e.g. contractors, clients, visitors, the general public etc., are not exposed to risks to their health or safety.

2.40 Purchasing Equipment

All equipment purchased by the Company, either for its own use or for selling on to others, must comply with all relevant current legislation and recognised standards, e.g. equipment must be compliant with appropriate BS EN Standards and carry the CE marking.

Annex A

Health & Safety Requirements for Subcontractors

Requirements for Subcontractors

The following must be adhered to by all Subcontractors and forms part of their contract documentation.

It is a condition of this Subcontract that the Subcontractor must adhere to the requirements of the Health and Safety at Work (NI) Order 1978 and any statutory re-enactments or amendments thereof for the time being in force, the Construction (Design and Management) Regulations (NI) 2016 (CDM) and all other Regulations, Codes of Practice applicable and in accordance with the Health and Safety Policy of Ross Companies Ltd.

The following notes set out in broad principles outlines those areas that Ross Companies Ltd. will require a Subcontractor to provide evidence that the Health and Safety at Work (NI) Order 1978 and the CDM Regulations will be adhered to.

1. The Subcontractor must satisfy Ross Companies Ltd. that he is fully aware of his responsibilities under the Construction (Design and Management) Regulations (NI) 2016. The Subcontractor must also prove that he is competent to carry out the works and that he has allocated adequate resources to carry out the work.

The Subcontractor must also provide evidence that all operatives he intends to use are fully trained and competent to undertake the work.

2. The name and telephone number of one of the following persons:

• The Subcontractor’s Safety Officer, or.

• The Safety Officer (or external Safety Advisor) who will be regularly inspecting the works (together with the expected frequency of visits), or.

• The name of the Subcontractor’s full time resident employee on site who will be responsible for Health and Safety matters.

3. A copy of the Subcontractor’s Safety Policy, together with the written arrangements for carrying out the Policy, and any information or instructions on Health and Safety that have been given to the Subcontractor’s employees.

4. Evidence that the following classes of employees are fully competent and trained to carry out their duties.

• Drivers of all plant.

• Banksmen.

• Abrasive wheel mounters.

• Cartridge tool operators.

• Woodworking machine operators.

• Electricians – High Voltage & Low Voltage Work.

5. All Subcontractors’ Plant and Equipment (whether owned or hired) must be thoroughly inspected and tested before being put to work on site. Weekly inspections are to be recorded on site and all relevant test certificates to be made available on site.

6. Written method statements including risk assessments will be required detailing the proposed method of construction. This should include details of any Temporary Works, the use of plant/equipment and any other information in order to establish that a safe system of work is proposed.

7. Should any Temporary Works either above or below ground form part of the works, Ross Companies Ltd. will require a copy of the Temporary Works proposals.

8. Standard procedures will be expected by the Company and will include the following operations:-

• Entry into confined spaces.

• Work with asbestos.

• Isolating electrical circuits.

• Locating underground services.

• Hot Work (use of flash back arrestors).

• Demolition.

• Excavations.

• Structural steel work.

• Special lifting operations.

9. All electrically operated portable tools and temporary electrical installations will be restricted to 110 volts unless written approval is obtained from Ross Companies Ltd.’s Managing Director

10. Employment of Young Persons

You are required to notify Site Management of any young persons employed on site. All such young persons must receive sufficient training, instruction and supervision to ensure their Health and Safety

11. In accordance with the Personal Protective Equipment Regulations it is a requirement on this Contract that everyone must wear an approved Safety Helmet at all times whilst on site.

The provision of all such safety helmets and any other Personal Protective Equipment required to ensure a safe working environment is the responsibility of the Subcontractor.

12. The Subcontractor must comply with the requirements of the Control of Substances Hazardous to Health Regulations (COSHH).

It is the Subcontractors responsibility to advise Ross Companies Ltd.’s Site Management of any hazardous substances that he intends to bring on site. If alternative, less hazardous products are available they should be substituted, but failing this it is the Subcontractors duty to have carried out an assessment of all such hazardous substances and inform Ross Companies Ltd. accordingly.

13. Evidence that all necessary Insurance documents meet the requirements for the contract and will do so for the full duration of their employment by the Company.

14. Subcontractors should confirm their approach to the management of the occupational health of their workforce. Where such is not available Ross Companies Ltd encourage all subcontractors to consider the development of suitable occupational health strategies for their organisation.

15. COVID-19

All contractor personnel must comply in full with the measures implemented by Ross Companies Ltd to help prevent the spread of COVID-19.

Contractor personnel must complete health declarations etc. when required, and not present themselves for work if experiencing any Coronavirus symptoms and utilise suitable PPE as necessary.

When required, contractors must provide suitable RAMS outlining the safe working procedures they will adopt when completing their works. These must not conflict with any of the requirements implemented by Ross Companies Ltd.