WASTE MANAGEMENT FACILITY AT 60 FITZROY ST DUBBO

Transcription

1 J R RICHARDS & SONS Development Proposal and Statement of Environmental Effects for Extensions to the WASTE MANAGEMENT FACILITY AT 60 FITZROY ST DUBBO SEPTEMBER 2013 APPENDIX I Integrated Management System (IMS) for JR Richards & Sons I:\Data\D&H\JOBS\JR Richards\JR333 Dubbo Liquid Waste\DA\Submission\JR333 SEE doc

2 JR RICHARDS & SONS INTEGRATED MANAGEMENT SYSTEM HEALTH, SAFETY, ENVIRONMENTAL AND QUALITY PLAN Issue 9.0 Prepared by: JR Richards & Sons Occupational Health Safety, Quality & Environmental Department Web site:

3 TABLE OF CONTENTS TABLE OF CONTENTS... 2 MANUAL DOCUMENT CONTROL MANAGEMENT Purpose & Scope Purpose: Scope: Integrated Management System and Health, Safety, Environmental and QA Plan (HSE&QA Plan): AS/NZS ISO 9001 and AS/NZS ISO Compliance Integrated Management System Flow Chart Management Structure Policies Roles and Responsibilities Documentation and Document & Data Control Records Site Based Health, Safety, Environmental & Quality Plan (Annual Planner) Business Plan LEGAL AND OTHER REQUIREMENTS Legal Requirements Workplace Registrations & Operational Documents OBJECTIVES & TARGETS KPI S Management Performance Indicators PURCHASING Purchasing Approved Suppliers Approved Subcontractors CONSULTATION & COMMUNICATION Consultative Committee Toolbox talks Management Meetings and System Review Meetings External Communication HAZARD IDENTIFICATION & ENVIRONMENTAL ASPECTS Hazard Reporting Work Method Statement (Job Safety Analysis) Environmental Aspects & Impacts Workplace Inspections Risk Assessment OPERATIONAL CONTROL, TENDERING & SUPPLY OF SERVICES AND SPONSORSHIP Procedures Job Safety Observation Local Government Tendering & Contract Implementation Supply of Commercial Services (Quotes & Tenders) Credit Applications Discontinuance of Service Sponsorship Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 2 of 44

4 8.0 MONITORING & MEASUREMENT System RECRUITMENT/EMPLOYMENT & TRAINING (EMPLOYEES & SUB-CONTRACTORS) Recruitment Induction Code Of Conduct Sub-contractors Training Statutory Qualifications / WorkCover Certification WORKPLACE RULES AND PERMITS Rules Permits PLANT AND EQUIPMENT MANAGEMENT Health, Safety and Environmental Utensils General Plant Maintenance / Repair WORKPLACE HSE ISSUES Chemicals (Hazardous Substances) Noise and Vibration Working at Heights Waste Management Odour / Emissions Spill Management Personal Protective Equipment Occupational Health Infectious Diseases NON-CONFORMING PRODUCT, COMPLAINTS, CORRECTIVE AND PREVENTATIVE ACTIONS AND IMPROVEMENTS Non-Conforming Product & Complaints Council Services Commercial Services and Material Recovery Facilities Depot & Employee Non-Conformance Site Action Plans Corrective & Preventative Actions (Corrective Action Request CAR) System and Operational Improvement REPORTING SYSTEMS Incident & Accident Reporting (Injury, Vehicle and Environmental) Rehabilitation EMERGENCY PLANNING Emergency Planning Communication Practice Drills & Emergency Response Emergency Response Equipment AUDIT AND REVIEW System/Process Audits Regulatory Compliance Audits Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 3 of 44

5 MANUAL DOCUMENT CONTROL JR Richards & Sons Contact: JR Richards & Sons 1 Coral Avenue Tuncurry, NSW 2428 Phone: Contact: Craig Shelton Issue Number Date Comments Issue 1 February 1996 First Release Issue 2 September 1997 Issue 3 August 1998 Issue 4 November 2005 Significant changes resulting from industry benchmarking. OHS, QA and Environmental systems collated into IMS. Incorporate minor changes and include reference to procedures and forms. Issue 5 January 2006 Incorporate minor changes. Issue 6 July 2006 Issue 7 August 2006 Issue 8.1 November 2007 Significant changes resulting from AS/NZS ISO pre-audit Incorporated minor changes resulting from AS/NZS ISO audit. Incorporated minor changes to sections 1.7, 5.2, 5.3, 8.1, 9.1, 9.2, 13.0 and removed section 17.0 Issue 8.2 August 2009 Compliance with new ISO AS/NZS 9001 Standard Issue 9 July 2010 Document name change, inclusion of site base plans and up dated management structure, Code of Conduct included Disclaimer This document has been prepared in good faith and no warranty is expressed or implied as a result of the content expressed and contained. The intent of this document is to heighten employees and contractors awareness in regards to their duty of care and statutory obligations in relation to Occupation Health & Safety, Quality Control and Environmental impacts while working for JR Richards & Sons. Confidentiality This document contains confidential material for employees, contractors and customers of JR Richards & Sons. All necessary measures must be taken by persons whilst handling this document to minimise unauthorised third party access. Copyright All rights reserved. The information contained in this document is copyright and cannot be coped or reproduced in any medium without the consent of JR Richards & Sons. Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 4 of 44

6 1.0 MANAGEMENT AS/NZS ISO 9001 AS/NZS ISO AS/NZS 4801 Element 4.1 Element 4.1 Element Purpose & Scope Purpose: The purpose of JR Richards & Sons Integrated Management System (IMS) is to ensure product and service quality continue to meet the highest standards demanded by the organization and expected by its customers, and to ensure JR Richards & Sons activities, products and services are carried out in an environmentally responsible and protective manner without harm to our employees or persons associated with our activities Scope: The scope of JR Richards & Sons activities includes tendering and servicing of waste management and recycling for Local Councils and commercial business Integrated Management System and Health, Safety, Environmental and QA Plan (HSE&QA Plan): The Integrated Management System comprises Health, Safety, Environmental and Quality elements which are essential to ensure that the company meets its legislative requirements and to comply with best practice. It includes JR Richards & Sons policies and describes how these policies are implemented and sustained throughout the organization. The core processes of the organization are described here, with references to the supporting procedures. The IMS is a living document and will be continually reviewed and updated as changes to legislation, company focus and structure are made. The System comprises: HSE&QA Plan: This plan sets out the minimum health, safety, environmental and quality requirements for the company as a whole. It is the divided into elements which are further divided into sections that give instruction and/or state how to implement and manage the requirements of the section. Position Descriptions: Documents the roles and responsibilities for each position within the company. These are located in the IMS Position Description Folder on the intranet or available in hardcopy from the ICT Department. Work Procedures and Safe Work Procedures: Work Procedures give instruction as to the standard method of performing a task or an overview of the task that may entail a number of specific tasks. These specific tasks are called Safe Work Procedures. Safe Work Procedures give detailed instructions on individual tasks that need to be performed to complete a larger, more detailed, task. Work Procedures (WP) and Safe Work Procedures (SWP) are located in the Procedures folder of the IMS. Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 5 of 44

7 Forms: Are the approved templates required to complete a task, notify persons of information, give instruction, or record information relating to a task. Forms are located in the IMS Forms Folder on the intranet or from the ICT Department. Registers and Matrix: Are documents that relate to specific elements of the IMS. They can give guidance when reviewing site needs or help identify specific site requirements. Regulatory Compliance: Various elements of the organization are required to comply with regulatory requirements be it OHS, Environmental or other. To ensure that all these requirements are met the Regulatory Compliance Register has been developed for the company. Managers must refer to this register at least annually to ensure that their obligations are met. Intranet The IMS system is available to all depots with server access; otherwise it is distributed on disc. Site Based HSE&QA Plans (Annual Planner): These plans are developed from elements within the company HSE&QA Plan which are relevant to the site. The site plan makes references to elements within the company plan and sets timeframes for implementation and completion. Reference is also made to procedures, forms and persons responsible to ensure completion of tasks AS/NZS ISO 9001 and AS/NZS ISO Compliance The Integrated Management System is audited against the Current International Standards ISO 9001 for Quality Management Systems and ISO Environmental Management Systems. This requires documented procedures, accountabilities and objectives to ensure that the quality of service and environmental presentation provided by J. R. Richards and Sons is continuously improved and maintained. J. R. Richards & Sons are a waste management service provider to local government and industry. In performance of this service J. R. Richards & Sons are not held accountable for product being transported under existing environmental legislation. The scope of ISO 9001 and ISO 14001compliance is the development of tenders and the implementation and management of contracts from Head Office and project sites. This comprises the communication, monitoring and review of IMS use at all locations to ensure contractual compliance. J. R. Richards & Sons are excluded from the following clauses of ISO 9001 ; 7.3, and 7.6. These exclusions are clarified below. J. R. Richards & Sons are not in the business of design/development or the modification of product or services. The monitoring, measuring or testing of product is not performed in the delivery of service. The incorporation of customer s goods, product or data does not take place in the performance of business and it is not an industry or legislative requirement to identify or trace product. Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 6 of 44

8 1.1.5 Integrated Management System Flow Chart Quality, the environment and occupational health and safety are all unified by the concept of risk. Using three separate management systems within the one organisation is time consuming, expensive and ineffective. Therefore, to minimise duplication, align our objectives and to enable greater control of our management processes JR Richards & Sons have developed a company-specific Integrated Management System (IMS). This system combines the three previous separate systems, Quality (ISO 9001), Environmental (ISO 14001) and Occupational Health and Safety (AS/NZS 4801 ) into one manageable structure which is both simple to convey and able to be implemented across the company as a whole as one management tool. The IMS Manual is divided into 16 elements which comprise the management criteria for each standard. INTEGRATED MANAGEMENT SYSTEM Quality Management Plan Occupational Health & Safety Management Plan Environmental Management Plan JR Richards & Sons Health, Safety, Environment & Quality Plan (JRR Plan) Policies Management Commitment Position Descriptions Roles & Responsibilities Procedures Operational Controls Forms Monitoring & Review Code of Conduct Employee compliance Site Based Health, Safety, Environmental & Quality Plan (Site Plan) Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 7 of 44

9 1.1.6 Definitions & Terms Definitions The development and implementation of safety, quality and environmental management systems across various industries has created a considerable amount of terminology for identical components of these systems. These variances in terminology can cause confusion to persons when reviewing systems and hinder the education of staff and the greater community. To assist the reading of this document a list of definitions cross-referenced with industry terminology has been developed below. It is advisable to review this list prior to reviewing and implementing this document. JR Richards & Sons Comparable Definition Approved Suppliers Approved Subcontractors Consultative Committee Commercial Corrective Action Request (CAR) Domestic Environmental Aspects Environmental Impact Significant Environmental Aspect Management Review Meeting Organization Statutory Qualifications Safe Work Procedures Supplier Toolbox Talks Work Procedures Workplace Registrations Preferred Suppliers Preferred Subcontractor OH&S Committee Non-compliance Notice Improvement Request Managers Meeting Staff Meeting Employee tickets or certification Standard Operating Producers (SOP) Standard Work Procedures Toolbox Talks End of Shift Meeting Workplace Licenses Workplace Permit Suppliers that meet company OHSE&QA Requirements, Pricing and Service. Subcontractors that meet company OHSE&QA Requirements, Pricing and Service. Group of employee and management representatives elected to consult on issues pertaining to managing health, safety and environmental matters. refers to commercial service CAR s are issued for a non-conformance or when a system improvement is required. refer to Local Council contract Elements of the organization s activities, products or services, which can interact with the environment. Any change in the environment, positive or negative, wholly or partially resulting from the organizations activities, products, or services. The severity of an identified environmental impact is used to establish the objectives and performance targets for the environmental program. An environmental aspect that has, or can have, a major and/or long lasting environmental impact A forum used for managers to communicate and review operational and business subjects. refers to JR Richards & Sons Qualifications employees are required to hold when performing a particular task. e.g. Forklift ticket Additional guidance and/or instructional documentation relating to work procedures. Supplier of a product or service; can be a subcontractor, and/or vendor A two-way forum used to communicate operational issues between the workforce and management. A document outlining the standard system of work when performing a task. Regulatory Approvals Vehicle/Plant Registrations Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 8 of 44

10 1.2 Management Structure AS/NZS ISO 9001 AS/NZS ISO AS/NZS 4801 Element 6.3 Element Element J. R. Richards & Sons is a family owned and operated business within NSW. The management structure of the company comprises Managing Director, Directors, Department Managers, Depot Managers and Supervisors and Foreman. The Management Structure of two groups is shown below, being Management and Operations. Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 9 of 44

11 1.3 Policies AS/NZS ISO 9001 AS/NZS ISO AS/NZS 4801 Element 5.1, 5.3, 8.5 Element 4.2 Element 4.2 Policies have been developed and implemented to cover all areas of the operation that have an impact on OH&S, Environment and Quality. These policies are reviewed every 3 years or as necessary to ensure compliance with legislation and industry best practise. Other company policies may be reviewed at longer intervals. Employees are made aware of company policies on induction and during ongoing training. Sub contractors are supplied with company policies on request, which are also available on the company Internet site. Managers are to ensure copies of the OH&S, Environmental, Quality and Customer Service policies are displayed in the workplace and regularly communicated during Tool Box Talks. Documents: Policies are located within the Policy section of the IMS. 1.4 Roles and Responsibilities AS/NZS ISO 9001 AS/NZS ISO AS/NZS 4801 Element Element Element JR Richards & Sons Directors acknowledge their responsibility for providing policies and the framework for implementing management systems to control safety, quality and environmental aspects within the organisation, and for those occasions where company operations may cause impact outside of the usual work environment. The Integrated Management System has been established to embrace all safety, quality and environmental elements of these policies. The IMS enables a simple and effective way to communicate company policies and procedures to all staff and identifies roles and responsibilities of our staff in the implementation and ongoing control of these aspects. The Compliance Manager has the overall responsibility for the management of the Integrated Management System. Roles and responsibilities have been identified for all levels of management, employees, sub contractors and visitors. These have been documented in position descriptions, employee contracts and procedures. All staff are made fully aware of their roles and responsibilities during induction, and when undergoing training and review. Documents: Procedures: Position Descriptions WP-QA-003 Roles & Responsibilities WP-AD-179 Recruitment Procedures WP-AD-180 Procedure for Induction / Training Assessment Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 10 of 44

12 1.5 Documentation and Document & Data Control AS/NZS ISO 9001 AS/NZS ISO AS/NZS 4801 Element Element Element This Section deals with the control of the Integrated Management System and documents pertaining to tenders and contracts. The process of Document Control is necessary to ensure consistency across the business and that out-of-date details do not remain in our systems. Details that may need updating can include document content and/or personnel changes (management). If a new document needs to be implemented or an existing document requires modification the details are to be forwarded to the Compliance or ICT Manager for consideration. A Director must approve all major modifications and/or additions prior to inclusion. Should any document or form be currently in use but not recorded in the Integrated Management System, it must be immediately forwarded to the Compliance or ICT Manager for consideration and inclusion. Controlled documents include all policies, procedures, forms, registers and related documentation pertaining to the administration and general day-to-day running of the business. All in-service documents must be registered and authorised. All documents associated with to the IMS are reviewed periodically in accordance with the Workplace Registrations & Operational Documents RQA Documents are reviewed on a risk basis with frequency determined at the time of production or as determined by the Compliance Department. Documents: Procedure: WP-AD-202 Document Control WP-QA-070 Electronic Records Management - Naming Conventions Registers: RQA 1064 Workplace Registrations & Operational Documents 1.6 Records AS/NZS ISO 9001 AS/NZS ISO AS/NZS 4801 Element Element Element This section deals with the keeping of records required by legislation and/or JR Richards & Sons. The minimum records required have been identified and listed in the document retention register RQA Managers/Supervisors must consult this register and confirm all records that need to be managed. Records may be completed forms, personal details and/or signed procedures. Depots may be required to forward records to Head Office or file completed documents in the relevant section of the depots filing system. IMS documents are to be filed in the corresponding file of the depot IMS filing system. Site administration documents are to be filed in alphabetical order and stored within the administration filing cabinets. Tender documents and associated council correspondence are to be filed in the respective lever arch folders at Head Office. Folders are to be labelled according to the tender. Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 11 of 44

13 Non-active Head Office Administration records are to be filed in their relevant sections in the archives. At the start of each calendar year site personnel responsible for the IMS system are to archive all relevant completed records in safe storage at the depot. Documents: Procedure: Register: WP-AD-520 Control of Records RQA 1023 Document Retention Register 1.7 Site Based Health, Safety, Environmental & Quality Plan (Annual Planner) This section deals with the development and implantation of site based health, safety, environmental and quality plans. The JR Richards HSE&QA Plan covers all the fundamentals required for the whole company. Given not all sites across JR Richards are the same individual plans must be develop to ensure all risks are captured for the location. Site plans are prepared by reviewing what the site risks are, reviewing tasks being performed, infrastructure, environmental aspects and the management structure of the depot. These plans are constructed from elements within the JRR plan and implemented at the site. Associated documents relating to each element, instructions for implementation and the names of persons responsible for actioning are recorded within the site plan. The site manager must refer to the JRR plan for detailed instructions and reference to procedures. The site plan also includes dates tasks are to be undertaken and reporting requirements. Site Plans are reviewed annually. Documents: Register: RQA 1065 Site HSE&QA Plan (Annual Planner) 1.8 Business Plan AS/NZS ISO 9001 AS/NZS ISO AS/NZS 4801 Element Element Element A Business Plan which includes company strategies and goals is developed annually by senior management. Departmental goals are set on an annual basis to monitor continual growth within the business. These goals are reviewed and are intended to meet business, tender and legislative requirements. Directors and Departmental Managers shall set these goals at the beginning of each financial year and review each department s progress during Management Review Meetings. Documents: Registers: Business Plan RQA 1088 Objectives & Targets KPI Register Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 12 of 44

14 2.0 LEGAL AND OTHER REQUIREMENTS AS/NZS ISO 9001 AS/NZS ISO AS/NZS 4801 Element Element Element Legal Requirements As part of its responsibilities, the Compliance Department maintains a liaison with all applicable outside agencies and government departments regarding regulatory or legal requirements. The department employs various resources to ensure that the company is aware of and implements changes resulting from legislative or other changes. These resources are listed in the procedure WP-QA-001 Legal & Other Requirements. Legislation covering each depot is listed in the Regulatory Compliance Register. This register is also referred to during the tendering process. New and modified legislation is addressed using the Management Review Meeting and added to the register. The register is reviewed annually and on a needs be basis. Documents: Procedures: WP-QA-001 Legal & Other Requirements Registers: RQA 1085 Legal & Other Requirements register RQA 1090 IMS Document Review RQA 1064 Workplace Registrations & Operational Documents 2.2 Workplace Registrations & Operational Documents It is necessary to ensure that the systematic management of the workplace, vehicles, plant and support services required either by legislation or IMS policy are managed and maintained on a continual basis. Workplace Registrations are documents that may pertain to legal, organisational or operational compliance (vehicle registrations, plant licensing, etc). Operational Documents are those that pertain to the daily operation of the business. Managers/Supervisors are to review the Workplace Registrations & Operational Documents Register RQA 1064 and highlight those that are applicable to their site. They must consult with Departmental Managers and/or administrative staff when reviewing this register to ensure the inclusion of all workplace and support services. If any items that are applicable to a site are not listed on the register the Compliance Department or ICT Department must be contacted to update the register. OHS, Quality & Environment Compliance Manager Registrations, licences Associate Director Site Licences and/or Certification Associate Director/Area Manager Documentation, IT and Communication ICT Manager Documents: Procedures: Registers: WP-QA-001 Legal & Other Requirements RQA 1064 Workplace Registrations & Operational Documents RQA 1078 Regulatory Compliance Register Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 13 of 44

15 3.0 OBJECTIVES & TARGETS KPI s 3.1 Management Performance Indicators This section deals with the establishment of company objectives and targets and the implementation of Safety, Quality & Environmental Key Performance Indicators (KPI s). Indicators used by JR Richards & Sons are based on Council and Public complaints, Environmental Non-conformances, industry and organisational processes and business trends. Objectives and targets are established annually in conjunction with the annual business plan. Responsible persons are involved in the development of these objectives and targets and kpi s are established to monitor performance. Objectives and Targets are listed in Objectives & Targets KPI Register. Departmental and Depot Managers must review this register periodically to ensure that they are aware of the objectives and targets set for their area of responsibility in order to meet their goals. The register is reviewed in conjunction with the business plan. Documents: Procedures: WP-QA-002 Objectives & Targets WP-QA-004 Environmental Aspects & Impacts Business Plan Registers: RQA 1088 Objectives & Targets KPI Register 4.0 PURCHASING 4.1 Purchasing This section of the IMS addresses the purchasing of Non-Capital and Capital items and the use of Petty Cash. Non-Capital items are those purchased to replenished consumables or replace damaged worn or redundant items. Refer to procedure for purchasing limits. Capital items are those which will become an asset to the company. These items may be land and buildings, mobile plant and equipment or improvements to company assets. Managers must complete a Capital Expenditure Request and have it approved at Head Office prior to ordering Capital items. Documents: Procedures: WP-AD-002 Purchasing WP-AD-102 Capital Expenditure Forms: ADM 0009 Capital Expenditure Request 4.2 Approved Suppliers This section addresses the way in which suppliers of major goods and services are assessed to be an Approved Supplier. This assessment will help to ensure that quality products and services are delivered to each depot. A Major Supplier is one that supplies products or services on an ongoing basis. If the service is one that may involve high risk to safety/environment or business continuity, the service provider must be approved as well. Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 14 of 44

16 The majority of major suppliers are controlled through Head Office and have already been listed on the Register. Examples of these are communications, tyres, fuels & oils, vehicle consumables & parts, safety items and waste management products. To ensure relief and/or new Managers/Supervisors are aware of current depot suppliers the Manager/Supervisor of each site must complete the approved supplier register by inserting the contact details for each of their major suppliers as well as adding other frequently used suppliers relevant to the site. To engage the services of a major supplier that is not on the register, complete the Supplier Approval Form and forward to Manager/Supervisor for approval. Be sure to include the date the product/service is required to ensure the supplier is approved in time. Documents: Register: Form: RQA 1066 Approved Suppliers Register QAF 1056 Supplier Approval Form 4.3 Approved Subcontractors This section addresses the management of Sub-contractors who conduct services for or on behalf of JR Richards & Sons. A number of checks are required to ensure that the Subcontractor is aware of each party s responsibilities and can comply with relevant legislation. A sub-contractor is a sole trader or company that works in conjunction with JR Richards & Sons in carrying out a larger contract (i.e. bin delivery company, handy bins) or works on behalf of JR Richards & Sons in carrying out services (i.e. owner/driver). A sub-contractor will work under the direction of JR Richards & Sons, as opposed to a contractor who provides a service to our business with JR Richards & Sons having no direct control over the performance of the service. Sub-contractors must be approved before services can be contracted. To be approved the sub-contractor must supply details such as: Insurances (Public Liability) WorkCover Workers Compensation Environmental Licensing Vehicle Registration Industrial Relations Policy & Employee Award Details WorkCover or EPA Improvement Notices or Infringements in past 12 months Environmental & OHS Policies Safety & Environmental Plans Risk Assessments Refer to the Approved Sub contractors Register which is maintained by the Accounts Department. If the sub-contractor is not on the Register, complete the Sub-contractor Approval Form and forward to Manager/Supervisor for approval. Be sure to include required start date to ensure processing is done in time. The sub-contractor must be issued with an order detailing works to be carried out and a copy of JR Richards & Sons OHS & Environmental Policies (or be directed to JR Richards & Sons internet site). Wherever possible they should be handed a list of all environmental aspects and impacts and hazards pertaining to the job. Sub-contractors must submit a Health, Safety, Environmental and QA plan for all works carried out. If the subcontractor is unable to develop their own plan they are required to complete Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 15 of 44

17 and submit the JR Richards & Sons Subcontractor Health, Safety and Environmental Plan including Safe Work Method Statements prior to commencement of duties. All subcontractors must comply with the requirements set out in the JR Richards HSE&QA Plan, relevant legislation and local government requirements. Once a sub-contractor has been approved they shall be included on the Sub-contractors Approval Register. The Sub-contractor is to be issued a Sub-contractor Health, Safety & Environmental Plan which they must complete and return for approval. All sub-contractors MUST undergo a sub-contractor induction in compliance with section 9.0 Recruitment / Employment & Training. Managers are to contact the Creditors Department in Tuncurry for the current register Documents: Manual: Subcontractor Health, Safety & Environmental Plan Procedures: WP-TQ-003 Sub Contractor Engagement Register: RQA 1094 Approved Subcontractor Register Forms: QAF 1037 Subcontractor Approval 5.0 CONSULTATION & COMMUNICATION AS/NZS ISO 9001 AS/NZS ISO AS/NZS 4801 Element Element Element Consultative Committee It is a legislative requirement for all companies to consult with employees, therefore JR Richards & Sons have formulated a consultative committee (OH&S Committee) made up of employees that have been elected by their peers from each work group. These employees have undergone training by accredited training providers in compliance with the OH&S Regulation. The committee meets regularly and addresses changes to the workplace pertaining to Health, Safety, Environmental and the IMS. Committee representatives raise issues of concern they have identified or that are brought to them by fellow workmates. These issues are reviewed and corrective actions agreed to if appropriate. Minutes of these meetings are communicated to all employees through Toolbox Talks. 5.2 Toolbox talks Toolbox Talks are planned meetings held between the workplace management and employees in an open forum. These meetings address health, safety, quality and environmental issues including operational and staffing matters. Toolbox Talks are required to be held on a monthly and needs be basis and are documented on the Toolbox Talk Meeting Record ADM Employees are encouraged to voice their opinion of any areas of concern and/or improvements at these meetings and to assist in the development of corrective actions. Issues raised at these meetings are to be transferred to the Site Action Plan to be assigned to a responsible person for actioning. If the issue is one that cannot be rectified through site management a Corrective Action Request is to be raised. Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 16 of 44

18 Head Office circulates a quarterly Toolbox Talk Agenda which includes incidents and accidents that may have occurred during the previous period, safety, quality and environmental issues, new or modified policies, procedures and forms including general company business. Documents: Procedures: WP-AD-208 Management & Staff meetings & Communication Systems Forms: ADM Toolbox Talk Meeting record 5.3 Management Meetings and System Review Meetings AS/NZS ISO 9001 AS/NZS ISO AS/NZS 4801 Element 5.6 Element 4.6 Element 4.6 Management meetings are held on a needs be basis between Departmental Managers and Directors. They follow a set agenda which covers the broad business. System review meetings are held quarterly and cover the implementation and ongoing improvement of the IMS, business development and operational controls. Minutes of these meetings are prepared and persons nominated to implement corrective actions for issues raised. Documents: Procedures: WP-AD-208 Management & Staff meetings & Communication Systems Forms: ADM 0147 Management Review Meeting Agenda 5.4 External Communication JR Richards & Sons utilises various forms of media outlets when communicating with the general public, Councils and organisations. The public is able to access a variety of company information though our website Information available on this site includes the Environmental and Safety Policies, domestic waste collection schedules, educational information and product and service types. An information brochure containing domestic waste collection schedules, collecting details, recyclable items and handy hinds on waste management is mailed out in each Council area on an annual basis. Ads are also run in local newspapers and on radio media advising of similar information. Where required under contract, brochures are produced and mailed out to local residents advising of bulky waste cleanups and collection information. These cleanups are also advertised in local media and radio. Monthly meetings are held with various Councils to review contractual requirements and include forward planning for bulky waste cleanups, landfill management, environmental and safety aspects and hazard controls. Councils are supplied with a copy of the IMS manual that outlines Significant Environmental Aspects and Health & Safety Hazards. Requests for information from other customers including the general public pertaining to Health, Safety, Environmental and Quality issues/systems and general business must be Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 17 of 44

19 received in writing addressed to the Associate Director. Requests will be dealt with at the discretion of the Company Directors. (The JR Richards & Sons annual business report is not produced for publication.) 6.0 HAZARD IDENTIFICATION & ENVIRONMENTAL ASPECTS AS/NZS ISO 9001 AS/NZS ISO AS/NZS 4801 Element Element Element Hazard Reporting To ensure all hazards are reported and controlled to prevent injury or illness to persons and/or environmental damage, employees must be trained in the identification of hazards, the steps required to render hazardous situations safe, and the reporting of these hazards to management. This training is to take place during induction using the relevant procedures and is ongoing by the site Manager/Supervisor and Training Manager. Depots maintain a hazard log which gives employees a formal means of reporting hazards. Managers/Supervisors must address all hazards recorded in the log documenting actions taken on the report form. If preventive actions cannot be rectified at the site level the Manager/Supervisor must implement corrective actions and raise a CAR. Documents: Procedure: Forms SWP-OP-001 Hazard Identification WP-OHS-005 Hazard Reporting to Head Office SWPF 0001 Health, Safety & Environmental Hazard Report ADM 0011 Monthly Hazard Report Form 6.2 Work Method Statement (Job Safety Analysis) To ensure all hazards associated with non routine and low risk tasks are identified a Work Method Statement (WMS) is to be carried out prior to the commencement work. This is done by breaking the task into separate steps and looking at what hazards may be associated with the step with the controls needed to remove or reduce the level of risk. A WMA may list personal protective equipment required or specific licenses or qualification required. The WMS should also be reviewed following a incident or change to the task (new plant, equipment, change to a step, etc). Documents: Procedure: Forms SWP-AD-004 Work Method Statement (Job Safety Analysis) SWPF 0103 Work Method Statement (Job Safety Analysis) 6.3 Environmental Aspects & Impacts Environmental Aspects - Elements of the organization s activities, products or services that can interact with the environment. Environmental Impact - Any change in the environment, positive or negative, wholly or partially resulting from the organizations activities, products, or services. The severity of an identified environmental impact is used to establish the objectives and performance targets for the environmental program. Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 18 of 44

20 Significant Environmental Aspect - An environmental aspect that has or can have a major and/or long term impact on the environment. JR Richards & Sons maintain procedures to identify the environmental aspects of its activities, products and services within the defined scope of its contractual requirements that it can control, and those that it can influence, taking into account planned or new developments, or new or modified activities, products and services; and to determine those aspects that have or can have significant impact(s) on the environment. In order to determine what can have a significant impact on the environment, JR Richards & Sons has identified all known environmental aspects and related impacts of its activities, products and services. These aspects and impacts are documented in the Environmental Aspects and Impacts Register RQA 1080 and reviewed as part of the IMS internal audit process. Additional reviews shall occur during the tender process and as a result of significant change to corporate structure, facility location or business plan. Significant Environmental Aspects are those inherent aspects deemed to have a major consequence and require substantial controls to manage as they may pose an irreversible impact on the environment. Significant Environmental Aspects are listed on the Significant Environmental Aspect Register RQA These aspects have been ranked by management using the best of their professional judgement to determine the order of priority for the implementation of future controls. These aspects are communicated to all involved employees and are included in job specific training. Environmental aspects will also be taken into account when setting Objectives and Targets. The Environmental aspects and impacts register is available to Councils on tender and other parties on approval by Directors Documents: Procedures: WP-QA-004 Environmental Aspects & Impacts Forms: QAF 0076 Environmental Aspects & Impacts - Initial Review QAF 0077 Environmental Aspects & Impacts - Assessment QAF 0078 Environmental Aspects & Impacts - Audit Review Registers: RQA 1080 Environmental Aspects and Impacts Register RQA 1084 Significant Environmental Aspect Register RQA 1085 Legal & Other Requirements Register 6.4 Workplace Inspections Workplace inspections are to be performed at each work area on a monthly basis by the responsible Manager/Supervisor and/or employee. Inspections of offsite workplaces may be required to be conducted on a more regular basis (mines, etc). The inspection is to ensure that all aspects of the workplace are maintained in a safe and environmentally sound manner that does not present an unsafe condition to persons or harm to the environment. Areas that fall below the required levels are to be documented on the inspection form for action. Managers are to rectify areas of concern where possible and sign off on the inspection from. Areas of concern that cannot be rectified at the site level are to be highlighted on the inspection report and transferred to the Site Action Plan. Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 19 of 44

21 Completed inspections are to be filed in the depot IMS filing system with a copy faxed to the Compliance Department. Departmental Managers are to conduct site inspections of each depot and report all findings to the Directors. Documents: Forms: SWPF 0110 Workplace Inspection Form 6.5 Risk Assessment The fundamental basis of managing business risk is to ensure that all persons employed and those areas directly and indirectly affected by the business, including the environment and business assets, are not exposed to risks arising from activities performed by the business. To ensure that risks are identified and systems put into place to eliminate or control these risks it is the responsibility of employees to conduct risk assessments and implement controls. Employees will be trained in the risk assessment process on induction and during their employment. Managers are responsible for conducting risk assessments of all new tasks prior to implementation including new plant and equipment on receipt. Employees are to be made aware of the risks associated with the tasks or items and the controls implemented to reduce or remove the exposure. It is advisable wherever possible to include employees in the risk assessment process. Documents: Procedures: SWP-AD-002 Risk Assessment Forms: SWPF 0003 Risk Assessment Form 7.0 OPERATIONAL CONTROL, TENDERING & SUPPLY OF SERVICES and SPONSORSHIP 7.1 Procedures This section deals with the development and implementation of procedures and work method statement and associated documents that ensure standardization and consistency is maintained within the day-to-day management of the business. Procedures are developed for routine tasks and those with a high level of risk. Work Method Statements may be developed for non routine tasks and those with a low level of risk. They are used to train employees in the JR Richards & Sons method of completing tasks, controlling monies, plant and equipment and performing routine and critical tasks. Existing Procedures JR Richards & Sons have an extensive range of procedures covering a majority of tasks carried out within the work environment that address the requirements of this manual. Personnel are to make themselves familiar with these procedures and to have a full understanding of those that give direction to the tasks they perform. Identification of new tasks Managers/Supervisors are to conduct an assessment of tasks carried out within the work environment on a regular basis and list all tasks not already included in an existing register. Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 20 of 44

22 Development of new Procedures and associate documentation Once a new or modified regular task has been identified, contact the Compliance Manager to ensure that a procedure has not already been developed for the task at another depot. If a new procedure is required consult with the workforce when developing procedures for each of these tasks. A risk assessment is to be conducted of the task to identify potential risks to employees, plant and equipment and the environment and the controls required to remove or reduce the level of risk. If other documentation is required to accompany the procedure (forms, registers) develop those in the same process. Approval of New Procedures and Documents Forward all new procedures and/or forms to the Compliance Manager for review. The Compliance Manager shall arrange for approval of the document. The new document is to be allocated an ID number and forwarded to the ICT Manager for inclusion into the IMS System. Once placed on the IMS site, notification shall comply with section 1.5 of the IMS. Training Managers and Supervisors are to ensure relevant personnel have completed all appropriate training in compliance with the Training Procedure. The Training Manager shall conduct and administer additional training on a needs be basis. Review Procedures are reviewed periodically and on change of process. Procedures may be reviewed during the tendering process. Coordinating Documents All procedures are to be controlled in compliance with section 1.5 of the IMS. Documents: Registers: RQA 1055 Forms RQA 1056 Procedures RQA 1057 Job Descriptions 7.2 Job Safety Observation A Job Safety Observation is a tool used to monitor employees and contractors to ensure tasks are performed in a safe manner and procedures followed. This involves supervisors and/or employees observing workers undertaking tasks and referencing the steps taken against the procedure. Observations include safety equipment used, methods employed to operate equipment and tools, team work, environmental management and safety controls. If the task is undertaken in-line with the procedure no action is required. If however the procedure is not followed the supervisor is required to review the procedure with the employee/s to ensure it is up to date and appropriate. If the task was not followed due to employee inconsistency the supervisor is to review the procedure with the employees involved and explain the reasons why it is necessary to comply. A Job Safety Observation Form is used during this process. Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 21 of 44

23 7.3 Local Government Tendering & Contract Implementation To ensure compliance with company policy it is the responsibility of the organization to strive for best environmental and safety practices when tendering. Where a tender requires environmental and safety systems to be incorporated in the tender, Directors must ensure that they are offering systems and equipment that meets or betters current best practice. Where a tender does not call for best practice it is the responsibility of the directors to include such systems and equipment as an alternative to that requested. Assessments of environmental impacts and OHS risks are to be undertaken during the tendering process to ensure that all potential risks are identified and highlighted in the tender document. All environmental aspects/impacts and OHS risks associated with the tender are to be communicated to sub contractors during the development stage of the tender. Contracts are to be review periodically to ensure compliance. Documents Procedures: WP-TQ-001 Tendering WP-QA-004 Environmental Aspects & Impacts SWP-AD-002 Risk Assessment WP-TQ-002 Contract Implementation WP-TQ-003 Sub Contractor Engagement Forms: QAF 0079 Tendering QAF 1064 Contract Implementation ADM 0034 Contract Review Checklist Registers: RQA 1094 Approved Sub contractor Register 7.4 Supply of Commercial Services (Quotes & Tenders) Permanent Services The supply of commercial waste services is a substantial part of our business. To this degree it is the responsibility of depot managers/supervisors and/or salespersons to make formal contact with the customer to discuss the type and method of service/s required. A site risk assessment is to be undertaken and the collection options are to be agreed. Documents: Procedures: WP-AD-099 Completion & Processing of Service Agreements WP-AD-401 Printing of Service Agreements WP-AD-185 Procedure for Price Increases Forms: ADM 0017 Waste Service Agreement Quotes & Temporary Services At times customers will request a written quote for services. In this instance form ADM 0018 is to be used unless a formal written quotation (tender) is requested. When quoting, approval must be obtained from either the area manager or senior manager head office depending on the level of service required. This is to ensure pricing is correct and the service type requested in available. Approval levels are listed below: Area Manager quotes pertaining to one off or weekly services covered by the depot pricing schedule. Doc. Name: HSE&QA Plan Doc. No.: HSE&QA 0001 Date of Last Review: Page: 22 of 44