Contents Event Health and Safety Management Policy... 1 Event Health and Safety Plan... 2 Event Health and Safety Plan Explanatory Notes... 3 Event Forms / Checklists... 4 Contractor / Visitor Site Checklist... 5 Acceptance / Induction Register... 6 NNZC Incident Register... 7 Emergency Evacuation Plan... 8 NNZC Venue / Event Significant Hazard Register... 9 North New Zealand Conference Accident Reporting Form... 10 North New Zealand Conference Contractor Review Checklist... 11
Event Health and Safety Management Policy At NNZC Youth Ministries we are committed to providing and maintaining a safe and healthy environment for all our volunteers, employees, contractors, visitors and any other person in our place of work, venues or facilities under our control, direction or influence Specifically we will: Achieve and maintain an injury free workplace or venue Set health and safety objectives and performance criteria for each of our projects, venues or activities Identify all existing and new hazards and take all reasonably practical steps to eliminate, or minimize the exposure to any hazards deemed to be significant Ensure that all volunteers or are trained, experienced and competent to undertake each of our activities or processes Ensure that all volunteers, employees or clients are made aware of any hazards present or potential in our workplace, venues or activities under our direction and the controls to eliminate or minimise harm from such hazards Promote a system of continuous improvement, including an annual review of our Health and Safety policies, procedures and processes Investigate all reported incidents and injuries to ensure all contributing factors are identified and where appropriate plans are formulated to implement corrective and preventative action Meet our obligations under the Health and safety at Work Act 2015 and attendant Regulations, Codes of Practice, and any relevant industry Best Practice Guidelines Inducting all volunteers, employees and visitors in the venue s or event s emergency procedures and behavioural expectations Identifying and controlling any risks associated with each area activities being carried out Ensuring all volunteers, employees and visitors are made aware of any hazards involved in their activities or present in their area and are adequately informed and prepared to ensure their safety Observing all safe work or activity procedures, rules and procedures Ensuring that all incidents, injuries and hazards are reported to the appropriate in an accurate and timely manner NNZC Youth Ministries Representative: Date: 1
Event Health and Safety Plan This is to be completed prior to the event taking place, and Check this document with the explanatory notes To the NNZC Health and Safety Coordinator: From NNZC Youth Ministries: The following will be undertaken: The NNZC Youth Ministry Health representative is: the Appropriate Response Notifiable Works: We have notifiable works associated with our event WorkSafeNZ: will be advised before notifiable work begins N/A If yes then a copy of the notification to be attached Hazard Management: A hazard register identifying all hazards and appropriate controls will be maintained Hazardous substances are associated with our subcontractor works (MSDS are attached) N/A Communication: We communicate health and safety information to stakeholders, contractors and event leaders by pre-task planning meetings and on-going review during the event Emergencies: There is a First Aid Kit located at each site activity There is a registered First Aider at all of our events Evacuation Procedures in place: Evacuation In the event of an evacuation our staff will report to, and assist the Evacuation Controller in the evacuation and assemble to nominated evacuation area Disabled Evacuation: Individuals have been appointed to assist any disabled person/s in an evacuation Incident / Accident: We have an accident /incident reporting / investigation system in place All accidents / incidents will be reported to the along with a filled accident report Training /induction: All persons under our control or direction are inducted into our Health and Safety requirements All persons under our control or direction are trained to out their work or assigned activities safely All persons under our control or direction are qualified, competent or fully supervised Signed: NNZC Youth Ministries Representative: Date: Approved: NNZC H&S Coordinator Date: 2
Event Health and Safety Plan Explanatory Notes 1. Name of Ministry Health and safety Representative This person actively promotes health and Safety in the NNZC Youth Ministry and ensures appropriate health and safety practices for those on site. This person is designated to act on behalf of NNZC Youth Ministries with regard to Health and Safety 2. Notifiable Works Where notifiable work, as defined in the H&S Regulations 2016 is to be carried out by NNZC Youth Ministries or one of its Contractors the H&S controller will notify WorkSafeNZ in writing at least 24hours prior to commencement of such work. They will provide NNZC Youth Ministries confirmation that they have done this and a copy of the notification kept for their records 3. Hazard Management All hazards brought into the venue or created during the course of the work or activities will be identified and controlled. The hazard Identification and Risk analysis forms will be used to analyse the various tasks specific to the event, site or venue, identify the significant safety hazards and detail the methods of control Hazardous substances that are used on site to have the appropriate Manufacturer s Safety Data Sheets, (MSDS), on site and relevant details recorded in the Hazardous Substance Register 4. Communication All Health and Safety information pertaining to Safety requirements at the event site or venue are communicated to the affected volunteers, employees, contractors and their employees. This includes notification of hazards brought onto the site or created during the course of any work or activities. This is done by regular visits and discussions with volunteers, employees, and contractors. The aim is to ensure that all volunteers, employees, and contractors on site are aware of any hazards as they arise and equally be advised when they no longer exist or have been controlled 5. Emergencies In the event of a site evacuation our volunteers, employees and contractors will follow the event, site or venue evacuation procedures and must promptly evacuate the area, As a minimum they will evacuate to a safe area and contact the emergency services. Those delegated responsibility for assisting disabled persons will carry out those evacuation services 6. Accident Reporting All accidents will be reported immediately to the activity / project manager and serious harm accidents also reported to WorkSafeNZ and to the NNZC H&S Coordinator. Accident and investigation reports are to be copied to the Project Manager within 48 hours, For Serious Harm Accidents the accident scene is not to be disturbed until full and complete accident investigation has been undertaken and clearance has been given by WorkSafeNZ to do so 7. Training Inductions Volunteers, employees and personnel from organisations contracted to, or working for NNZC Youth Ministries: Need to go through a formal induction process. During this process, safety rules and various site specific H&S issues are discussed and procedures learned Need to be competent (trained and experienced) to carry out the tasks or activities which they have been contracted, allocated or engaged to perform 3
Event Forms / Checklists Contractor H&S Performance and Equipment Checklist Contractor / Event Assistants H&S Induction Form Contractor / Service Provider H&S Checklist / Register Hazard ID / Risk Analysis / Control Recording Forms Hazard Register Accident Register Emergency Evacuation Plan 4
North New Zealand Conference Contractor / Visitor Site Checklist Contractors and other visitors to NNZC directly controlled workplaces, ministries and facilities site visiting requirements: All Contractors and visitors to such places of work, ministries or facilities shall have prior approval of the person in charge of the place of work, ministries or facility before entry All Contractors and visitors must undertake a general workplace, ministries or facility induction process to ensure that they are aware of the hazards they are likely to encounter and how to minimise their harm potential, and Be aware of what to do in the event of an emergency that may arise during their visit, and Are to follow all safety directives that may be given while in the place of work, ministry or facility Contractor / Visitor Name Reason for Visit Date Check in Time Departure Time Information supplied on workplace hazards and their management Safe / No Go areas identified Workplace emergency procedures outlined and understood by contractors and visitor/s Workplace safety clothing and equipment supplied, as necessary and used by visitors Contractors may use own PPE Other health and safety instructions to ensure health and safety of the Contractors and visitor / s NNZC site employees are made aware of the contractor s or visitor / s purpose of their visit Contractors to NNZC will, prior to work commencement, supply NNZC with required NNZC H&S documentation Yes Yes Yes Yes Yes No No No No No Visitor Signature: Inducted By: Position: 5
Acceptance / Induction Register Person/s Organisations Name Contact Phone H&S Plan Provided N/A H&S Plan Accepted N/A Induction Completed Yes No 6
NNZC Incident Register Date Incident Details Person s Name Organisation Treatment Details 7
Emergency Evacuation Plan In the case of emergency requiring evacuation of the venue / activity being: FIRE, EARHQUAKE, SERIOUS INCIDENT, STRUCTURAL COLLAPSE, TSUNAMI, EXPLOSION, HAZARDOUS SPILL, OR PRACTICE EVACUATION The Following warning will sound (TYPE) If this warning sounds, SHUT DOWN all plant and equipment All persons at the venue or taking part in an activity are to proceed IMMEDIATELY by the SAFEST IDENTIFIABLE ROUTE to the SAFE ASSEMBLY POINT (LOCATION) And REMAIN there, so all persons can be ACCOUNTED FOR DO NOT RETURN to your venue or activity until the H&S CONTROLLER has given the OKAY TO DO SO MEDICAL FACILITIES ARE LOCATED AT: (LOCATION) EMERGENCY TELEPHONE NUMBERS DIAL 111 for, FIRE, AMBULANCE, POLICE, GAS LEAKS, CHEMICAL SPILLS When calling 111 you need to provide the following information Describe the emergency: Type of emergency help required: Direction to emergency location: Your contact phone number: The medical problem seems to be: Send someone the venue entrance to meet the emergency services First Aid Kit Location: FIRST Aider is: Fire extinguisher location: 8
NNZC Venue / Event Significant Hazard Register Date Hazard Description Significant Hazard Controls Responsible Person 9
North New Zealand Conference Accident Reporting Form Particulars of Accident Date of Accident Location Time Date Reported Name Address Phone Number Worksite / Facility Length of Membership Employment Details of Injured Person Type of Injury Amputation Bruising Burn/Scald Injured Part of Body Age Chemical Reaction Dislocation Foreign Body Fracture Laceration/Cut Internal Scratch/Abrasion Strain/Sprain Other Crushed Description Describe what happened (include diagrams essential for all vehicle accidents) Accident and Treatment Type of Treatment Given Name of First Aider WorkSafe NZ Advised Yes / No Date Name of Doctor/Hospital Accident Reporter s Name: Reporter s Signature: Reporter s Position: Date: This Form to be forwarded to the NNZC General Secretary or H&S Coordinator ASAP 10
North New Zealand Conference Contractor Review Checklist Site: Supervisor: Contractor: Date: Checklist N/A Have all the Contractor s employees been inducted and records available? Have all the contractor s employees on site signed in? Have all sub-contractors on site signed in and been inducted? Are SWMS or other risk assessments been completed for all jobs being under-taken? Are safety controls identified in the risk assessments being implemented (e.g. safety signage, PPE use)? If appropriate are required licenses or permits on site with the contractor (e.g. electrical, plumbing etc)? Are current MSDS available for all chemicals and hazardous substances on site? Are the contractor s equipment / tools in good order and appropriate for the tasks being undertaken and operator safe? Is all electrical portable equipment tested and tagged to this affect? Is all electrical portable equipment used in conjunction with an RCD or other approved safety device? Are contractors using their own plant, equipment, machinery and tools? Or if some hired is there evidence of regular maintenance to ensure operator safety? Does the contractor keep the site clean, in good order and free from hazards that might affect the welfare of personnel on site? Is all H&S documentation applicable to the site present and filled out as may be necessary (e.g. near miss, incident, hazard)? Is appropriate safety gear and equipment available on site (e.g. fire extinguishers, first aid, communication and appropriate SOP s)? NNZC Representative Signature: 2017 H&S Event Policy & Procedures 11