GROUP HEALTH & SAFETY POLICY - V2-12.25

DOCUMENT CONTROL

Version Date Author Description of Change

V2-12.25 1.12.2025 AE, EZ and Various SMT Contributions

Complete review and update of previous H&S policy documents

DEFINITIONS

Defined terms are capitalised throughout this policy for clarity.

ACOP: Approved Code of Practice.

AED: Automated External Defibrillator.

AI: Accidents and Incidents.

AIR: Accident and Incident Reporting.

Appointed Person: Will be a Competent Person(s) who can carry out the required duties, they do not need to be a first aid trained Team Member.

Apprentice: Not a Team Member, a person aged 16 or over contracted for a set period and may combine working with studying to gain skills and knowledge in a specific job.

AMP: Asbestos Management Plan.

AMS: Asbestos Management Survey.

Board of Directors: The collective term for the Board of Directors of such named company as outlined under a Business Unit.

Business Unit(s): Collective or individual term for Tingdene Residential Parks, Tingdene Holiday Parks, or Tingdene Marinas, Tingdene Boat Sales and Waterfront Living.

Business Unit Director(s): Collective or individual term to refer to the operational Directors for each Business Unit.

CCTV: Closed Circuit Television.

CDM: Construction, Design and Management.

Contractor(s): External companies who are contracted to provide agreed services to Tingdene Group.

Competent Person: An individual who has the skills, knowledge and experience that allows them to complete an assigned task.

COSHH: Control of Substances Hazardous to Health Regulations.

DB: Decibel.

DSE: Display Screen Equipment.

DSEAR: Dangerous Substances Explosive Atmosphere Regulations.

Designated Manager/Team Member: An individual who is authorised by a person specifically to act on their behalf.

EAV: Exposure Action Values.

EET: Electrical Equipment Testing (formerly PAT).

EICR: Electrical Installation Condition Report.

ELV: Exposure Limit Values.

FANA: First Aid Needs Assessment.

FFE: Fire Fighting Equipment.

FRA: Fire Risk Assessment.

GEF: Gas, Electricity and Fuel.

GMD: Tingdene Group Managing Director.

HAV: Hand-Arm Vibration.

H&S: Health & Safety.

Health & Safety Co-ordinator(s): Collective or individual term to refer to the responsible person regarding H&S for each Business Unit(s).

Group Health & Safety Manager: Individual term to refer to the responsible person regarding H&S for Tingdene Group.

HSE: The Health and Safety and Executive.

Health & Safety External Advisors: The Health and Safety Risk Management company employed by Tingdene Group.

Line Manager/Management/Supervisor/Designated Team Member: The person a Team Member will normally report to.

LOLER: Lifting Operations and Lifting Equipment Regulations.

Manager(s): Collective term used for those Team Members assigned a position with a level of responsibility for on-site Management and will have a reporting line to a Senior Manager or alternative.

MSDS or SDS: Material Safety Data Sheets.

MSLA: Minimum School Leaving Age.

Operative(s): The Team Member(s) who will carry out the specific work task/activity.

Park Executive: Collective term used for those Team Members assigned a position with a level of responsibility for on-site Management and will have a reporting line to a Manager.

PEEP: Personal Emergency Evacuation Plans.

PPE: Personal Protective Equipment.

PSP: Peak Sound Pressure.

PUWER: Provision and Use of Work Equipment Regulations.

PWEIL: Plant and Work Equipment Inventory List.

RAMS: Risk Assessments and Method Statements.

RIDDOR: Reporting of Injuries, Diseases and Dangerous Occurrences Regulations.

Sales Viewings: Collective term for visits by potential purchasers of homes, holiday homes, boats, moorings, etc.

Senior Manager(s): Collective term used for those Team Members assigned a Management position with a greater level of responsibility and will have a direct reporting line to an Associate Director or Director.

Site(s): Collective or individual term for any work locations and/or premises for Residential Parks, Holiday Parks, Marinas & Boat Sales, Waterfront Living and Tingdene Group Head Offices.

Site Manager(s): The Manager(s) or Park Executive(s) assigned the responsibility for the day-to-day operation of a specific Site.

SSOW: Safe Systems of Work.

Supervisor: A Team Member who has been assigned the responsibility to supervise a person(s) work activity.

Sub-Contractor(s): External companies contracted by Tingdene Group’s assigned Contractors.

Team(s): Collective term referring to a group(s) of Team Members assigned with a designated task(s).

Team Member(s): A term or collective term for an employee within Tingdene Group or an employee of a Business Unit.

Temporary Worker: A category of Worker who is engaged by the employer for a temporary period of time.

Third Party Operator(s): Collective term for Contractors, tenants, concessions, events companies etc.

Tingdene Group: For the purpose of this document, the reference Tingdene Group refers to and includes all business units and Sites under Tingdene ownership and operation including: Tingdene Parks Ltd, Tingdene Marinas Ltd, Tingdene Holiday Parks Ltd, Tingdene Boat Sales Ltd, Waterfront Living Ltd and any other subsidiary, connected or associated companies.

VAIR: Vehicle Accident Incident Report.

Visitor(s): Collective term to cover any non-Tingdene Group person on-site: such as owners, residents, holiday guests, berth holders, the public, delivery persons etc.

WBV: Whole-Body Vibration.

WEL: Workplace Exposure Limits.

Worker(s): Collective term for Team Members and individuals working under contract for Tingdene Group which may include Temporary Workers, Apprentices and Contractors.

APPENDICES

All appendices in this document, including those shown on this page, are interactive. Click any appendix link to access its content.

A1 Risk Assessment Register – Template

A2 Group Risk Assessment – Template

B1 First Aid Needs Assessment – Template

B2 Accident Incident Report Paper Form – Template (backup only)

B3 Accident Incident Response Guide

B4 Accident Incident Response Flow Guide

B5 Accident Incident Reporting Guide

B6 Accident Investigation Report

C1 Approved Contractor Application Form

C2 Approval Letter and Contractor Information

D1 Asbestos Warning Label

D2 Asbestos Emergency Plan – Flow Chart

D3 Asbestos Register – Template

E1 COSHH Assessment Register

E2 COSHH Assessment – Template

F1 DSE Workstation Assessment Form, Set Up & Exercise Guide

F2 DSE Assessors Guidance Notes

G1 DSEAR Risk Assessment (Generic RA)

H1 Night Worker Health Assessment Questionnaire

I1 LITE Assessment Poster

I2 Lifting Guide

J1 New & Expectant Mothers – Risk Assessment (Generic RA)

K1 HSE Talking Tool Kit-Work Related Stress

L1 Initial Legionella Risk Assessment Internal – Template

L2 Legionella Written Scheme of Control – Template

M1 Product Purchasing Policy Statement

M2 Plant & Work Equipment Inventory List – Template

N1 Health Surveillance Self-Assessment Questionnaire

N2 HSE – HAV – Exposure Points System and Ready Reckoner

O1 Hot Works Permit

O2 Permit to Dig – Excavate

O3 Confined Space Work Permit

O4 Working at Height Permit

O5 Electrical-Isolation Work Permit

O6 Permit to Dive

P1 SSOW-Working at Height (Ladders & Stepladders)

P2 Ladder Inspection Record – Template

INTRODUCTION

This Health and Safety Policy is published for the information of all Tingdene Group employees, Team Members, Contractors, Sub-Contractors or other interested persons or organisations in the pursuance of the duty imposed by the Health and Safety at Work Act 1974.

Tingdene Group is conscious of its legal and moral duties to provide and maintain a healthy and safe working environment and requires all employees to assist in the provision of such. Tingdene Group Directors are responsible for all matters involved in providing an effective Health and Safety system. This system will be maintained and updated as required and will be drawn to the attention of all employees.

Tingdene Group’s H&S Policy Statement will be available on all Sites.

THE LAW

Health and Safety at Work Act 1974.

There are two sections of the Health and Safety at Work Act 1974 relevant to this context:

Section 2 (1) “It shall be the duty of every employer to ensure, so far as is reasonably practicable, the health, safety, and welfare at work of all employees”. This is supported by specific reference to maintaining the workplace in a condition such that it is safe and does not put employees at risk.

Section 3 (1) “It shall be the duty of every employer to conduct undertakings in such a way so as to ensure, so far as reasonably practicable, that persons not in his employment who may be affected thereby, are not thereby exposed to risks to their health or safety”. This can be interpreted to mean any non-employees who visit any Sites such as Contractors, suppliers, Visitors, owners etc.

The Management of Health and Safety at Work Regulations in general terms puts the requirement on employers to:

• Assess the risk of Health and Safety of all employees and to anyone who may be affected as a result of work undertaken.

• Endeavour to provide comprehensive information, instruction, training, and supervision with the aim of ensuring, so far as is reasonably practicable, the Health and Safety at work of every employee or person so affected.

• Undertake risk assessments of all work-related activities.

Other policies within this document will refer to other specific regulations and any approved codes of practice.

HEALTH, SAFETY, WELFARE AND ENVIRONMENT POLICY STATEMENT

The following policy is produced in pursuance of Tingdene Group obligations under Section 2(3) of the Health and Safety (H&S) at Work Act 1974. Tingdene Group has commitment to this health, safety, welfare and environmental policy statement and the following objectives outlined, ensuring Tingdene Group has put in place an effective, practical, and achievable means to provide for the health, safety and welfare of Team Members and any other persons who may be affected by our undertakings and for the protection of the environment.

As Tingdene Group Managing Director (GMD), I will take all reasonable and practicable steps to ensure that the Health, Safety and Environmental considerations affecting Team Members, the public and any other persons who may be affected by its activities are controlled. To that end, Tingdene Group as far as reasonably practicable will:

1. Comply with all applicable legislation, codes of practice and industry standards.

2. Employ at all levels a competent and trained workforce through appropriate recruitment, selection, performance assessment, training and, when necessary, re-training.

3. Systematically identify hazards in the workplace and implement controls to minimise the risk to Team Members and the environment.

4. Provide an effective system of communication throughout Tingdene Group to minimise the risk to Team Members, Temporary Workers and Apprentices and encourage co-operation and participation for higher standards of H&S.

5. Maintain standards and procedures and work instructions sufficient to avoid injury to Team Members and others.

6. Provide properly engineered welfare facilities, plant and equipment and maintain them in a safe condition.

7. Ensure through a systematic approach, the integrity of all projects from conception to post commissioning. Selecting and utilising wherever possible materials, products, equipment, and processes with a reduced impact on the environment.

8. Only utilise approved Contractors who demonstrate a level of commitment to and comply with Health, Safety and Environmental standards commensurate with those of Tingdene Group.

9. Through investigation, follow up and undertake analysis of incident reports, strive to eliminate incidents with the potential to result in injury to Team Members and others, damage to plant and equipment, and harm to the environment.

10. Have in place audit and review systems to monitor the performance standards of Tingdene Group H&S Management system and provide for on-going improvements.

11. On an annual basis, unless a legal statute alters otherwise, review and amend Tingdene Group’s policy statement and bring such alterations to the attention of Team Members.

12. Consult with Team Members at the workplace on health, safety, welfare and environmental issues and relay requirements via safe methods of work procedures, in particular safe use, storage and transport of materials.

13. Provide reasonable resources, both monetary and physical, to meet the needs of H&S for both employees and others, e.g. the public.

14. When required use the services of an approved H&S provider for advice as required by Regulation 7 of the Management of H&S Regulations.

TINGDENE GROUP ORGANISATION

Tingdene Group comprises the operation of 5 business units supported by Head Office functions. Those operations include:

• Tingdene Parks Limited.

• Tingdene Holiday Parks Limited.

• Tingdene Marinas Limited.

• Tingdene Boat Sales Limited.

• Waterfront Living Limited.

Tingdene Group comprises additional entities not named above however it should be noted that their parent company is listed above.

Each entity has a Board of Directors responsible for the overall H&S governance and those Directors report to the Managing Director of Tingdene Group.

TINGDENE GROUP H&S REPORTING STRUCTURE

RESPONSIBILITIES

1. INTRODUCTION

Tingdene Group firmly believes that a good record in health, safety and environmental protection is not only an efficient Management system but also makes sound economic sense for our future well-being. In recognition of this, the following designated responsibilities have been introduced to ensure we attain and enjoy high standards of Health and Safety Management and awareness.

2. BOARD OF DIRECTORS

Tingdene Group Board of Directors have the main duty of care to ensure the health, safety, and welfare of all its employees. The Managing Director as head of the Tingdene Group will be responsible for ensuring that Tingdene Group policies are executed in such a manner as to ensure, as far as is reasonably practicable, the health, safety and welfare of all employees and others who may be affected by its operations. It should be noted under the regulations in addition to the employer’s responsibilities, all employees have a responsibility to look after the health, safety and welfare of themselves, their colleagues and of others they come into contact with while carrying out their workplace activities.

The following outlines some of the key responsibilities placed upon Tingdene Group employees in regard to Health and Safety:

3. GROUP MANAGING DIRECTOR (GMD)

• To ensure there is an up-to-date Tingdene Group policy for Health and Safety and that all employees, Temporary Workers, Apprentices and Contractors are made aware of their individual responsibility.

• Appoint Competent Persons to direct the day-to-day operations to ensure that Tingdene Group’s responsibility as an employer under the Health and Safety at Work Act 1974 and any relevant Acts of Parliament and Statutory Instruments are met.

• Ensure the Board of Directors and Senior Managers understand and fulfil their responsibilities with regard to H&S.

• Provide adequate funds and resources to meet the requirements of Tingdene Group’s policies and legislation.

• Make provisions for adequate and appropriate training to be given to all employees.

• Ensure systems for the notification and reporting procedures to the relevant statutory authorities are in place and carried out.

• Set a personal example on all Health and Safety matters.

4. BUSINESS UNIT BOARD OF DIRECTORS

• Ensure Tingdene Group H&S Policies are readily available to all Team Members on each Site.

• Bring to the attention of the GMD any amendment or new working practices and procedures relevant to the business undertaking.

• To update the Group H&S Manager of any pending changes, projects or planned works that may require a review of current H&S systems.

• Budget for adequate resources to be available, including financial, to implement and maintain H&S systems of work in line with current policies for the Business Unit under their control.

• Assign competent Senior Managers to oversee the day to day running of each Site, providing them with sufficient information, training, and resources to carry out their H&S responsibilities towards the Team Members they are responsible for.

• Ensure adequate communication lines are available for Senior Managers to discuss and review any H&S issues with their Site Managers or Team Members.

• Plan any projects and subsequent works in accordance with legislative requirements ensuring it is regularly reviewed to establish if appropriate improvements or additions should be made.

• Purchase or hire plant and equipment in line with the product purchasing policy statement (see appendix M1). Selecting and purchasing equipment that is not just best for the job but provides the lowest risk factors to the Team Member and where reasonably practical to the environment.

• Periodically review the Business Units work procedures, processes, policies to ensure they continue to meet Tingdene Group H&S policy standards. Informing the Group H&S Manager of any changes required.

• To be a champion for the H&S Management while on-site visits, by identifying and reporting any H&S issues, adhering to policies, when required wearing appropriate work wear such as Personal Protective Equipment (PPE) and promoting safe working practices as and when required.

• Where reasonably practicable act in a timely manner to address any H&S issues raised.

• In accordance with the employee handbook, provide a fair process for disciplinary whereby a Team Member has failed to discharge his or her individual H&S responsibilities satisfactorily.

• Ensure appropriate corrective action is taken to rectify any hazardous Site issues brought to their attention by the H&S Manager, Senior Managers, Site Manager, or external inspectorates.

• Ensure any audit, inspection or other H&S report actions are signed off within agreed time scales.

• Evaluate the competence level of a Contractor and/or Sub-Contractor who tender for work on projects and ensure there is a commitment on their part to implement and maintain all aspects of their own and others health, safety, and welfare.

• Ensure all Contractors and Sub-Contractors are informed of the relevant H&S policies and procedures that will affect them and any works they carry out on Tingdene Group Sites (refer to the Approved Contractors Policy for further details)

• Ensure that any incidents that occurs on any Site are investigated and remedial actions instigated. Where reportable, fully liaise with the Group H&S Manager or external safety advisor and assist the H&S Executive (HSE) if required.

• Work with Tingdene Group’s H&S Manager and/or Site Managers to identify trends, regarding accidents and incidents and any actions to be taken to rectify areas of concern within their Business Unit.

5. GROUP H&S MANAGER

Tingdene Group’s H&S Manager will be the central point of contact and support for all H&S matters. As far as reasonably practical the Group H&S Manager will:

• Ensure H&S policy is available, reviewed and updated regularly.

• Monitor and maintain a safety Management system.

• Be the main point of contact to provide advice on H&S matters.

• Advise Board of Directors and Senior Managers on H&S training requirements for Team Members, especially new starters ensuring a system of competency training is freely available for all Team Members.

• Monitor the Tingdene Group H&S status by regular inspections and auditing Sites and ensuring our compliance with current legislation, policy and standards.

• Report any H&S deficiencies and non-conforming issues to relevant Business Unit Directors and Senior Managers for review and resolution.

• When required to do so, investigate and report on any reportable accident and incidents as appropriate, recommend any means of preventing a recurrence of the incident.

• Follow up on any internal or external audit report action points to final resolution.

• Ensure each Business Unit is maintaining a system of documented risk assessment and control.

• Develop, maintain, and implement where required internal H&S training programs.

• Maintain their own H&S related qualifications up to date in relation to the role.

• Keep their own knowledge of relevant H&S legislation up to date and impart any new requirements to the GMD and relevant Business Unit Directors.

• Provide budget forecasts, assisting to provide efficient cost Management for Tingdene Group spend on H&S matters.

• When necessary, seek specialist advice from an approved H&S practitioner.

6. BUSINESS UNIT H&S COORDINATORS

Each Business Unit will appoint a H&S Co-ordinator(s) to assist with H&S matters regarding individual Business Units. The responsibility of a H&S Co-ordinator is to include:

• Promote and communicate effectively Tingdene Group’s H&S policies and any individual Business Unit operational procedures.

• Familiarise and keep themselves up to date with Tingdene Group’s H&S policies and procedures.

• Be a central point of contact and support for the Business Unit in matters of H&S.

• Refer any reported issues or concerns to a Business Unit Director, Senior Manager and/or the Group H&S Manager.

• Correlate and review all H&S reporting in line with Business Unit requirements including weekly, monthly, or annual H&S checks, inspections, etc.

• Correlate the monthly accident and incidents reporting statistics for Business Unit Directors and Senior Managers.

• Organise and when required participate in any H&S training.

• Liaise and support the Group H&S Manager on H&S matters, such as but not limited to audit follow ups, Tingdene Group projects and any H&S related issues raised.

• Bring to the attention of the Group H&S Manager any new or changes to processes within their Business Unit that may require H&S policy review and update.

• When required and undertaking interim Site inspections, following up on any actions raised to satisfactory conclusion.

7. SENIOR MANAGERS, MANAGERS AND PARK EXECUTIVES

Whether you have responsibility to manage Team Members or any other workers or not, all designated Senior Managers, Managers and Park Executives are required to familiarise and keep themselves up to date with Tingdene Group’s H&S policies and any specific safety procedures for the areas of the business under their control. They will:

• Be the responsible person for the day-to-day operations in regard to implementing and enforcing the H&S policy, and any additional safety procedures by making them available and providing instruction and training to all Team Members within their immediate responsibility.

• Ensure all new Team Members, Temporary Workers and Apprentices are given Site/department induction training highlighting Site hazards, emergency procedures, safe systems of work and any other relevant safety precautions necessary (refer to the induction checklist for further details).

• Ensure there is an ongoing program in place to ensure every Worker receives a level of competency training to carry out their duties ensuring work activities are carried out to the required standard, with the minimum of risk to Team Members or others.

• Carry out and document risk assessments on work processes, activities, areas, equipment, and any substances (including hazardous substances). Ensuring identified hazards are adequately controlled.

• Keep an up-to-date risk assessment register and review on a regular basis.

• Keep appropriate up to date H&S documents and records as outlined in the various H&S policies and procedures.

• Keep an archive of records for a minimum of 3 years or longer where stipulated in the Data Retention policy.

• Follow Tingdene Group’s product purchasing policy statement for purchasing or hiring of plant and work equipment (see appendix M1). Selecting and purchasing equipment that is not just best for the job but provides the lowest risk factors to Team Members and where reasonably practical to the environment. Ensuring any plant and equipment is maintained and fit for use. A plant and work equipment inventory is to be completed and kept up to date (refer to the Provision of Work Equipment policy)

• Bring to the attention of the Business Unit Director and/or the Group H&S Manager any H&S issues, new methods of work or potentially hazardous operations that may require a review of current safety systems.

• Ensure accidents and incidents are reported, reviewed, and investigated within the required time frame for the areas under their control. Providing and reviewing statistical trend data with a view to taking action to prevent re-occurrence.

• Ensure any actions raised from any reports are rectified and closed within an agreed time-scale. Such reports may include: H&S audits, inspections, internal compliance checks or incident investigations.

• With agreement and in line with budget controls, cost, arrange, purchase and issue to relevant Team Members appropriate PPE, as per the PPE Policy and any risk assessment.

• Monitoring the correct use of PPE, and maintaining up to date records of issue and replacement.

• Site Managers will act as the responsible person to ensure a safe Management system is in place that includes but not limited to:

– Fire safety.

– Accident incident reporting and investigation.

– The provision of welfare and first aid facilities, and these are sufficient and maintained.

Managers will ensure their Team Members are informed and aware of the provisions available.

• Where required ensure a program of health surveillance is available for applicable Team Members.

• Ensure only Contractors are contracted from the ‘approved Contractors process’ and their works are monitored while on-site to ensure they comply with the relevant H&S policies, safety procedures and their own risk assessment method statements. Taking the appropriate steps to rectify any non-compliance.

8. ALL TEAM MEMBERS

All Team Members share responsibility to look after their own H&S and to maintain the safety standards as set out in Tingdene Group’s H&S Policy. To do this, Team Members must:

• Familiarise themselves, as a minimum requirement, with elements of the H&S policies relevant to their job role and any additional Business Unit policies and procedures issued in paper form or made available to view via the online portal.

• Carry out all works in accordance with these requirements.

• Be responsible for their own H&S and that of others, observing applicable safety rules and follow any safe systems of work or instructions for the safe use of equipment.

• Attend and participate in any training program provided by Tingdene Group.

• Complete any mandatory or optional training assigned within the time-scales provided.

• Ensure any specific qualifications required for their job role are kept up to date.

• Make themselves aware and keep up to date with any emergency procedures and their responsibilities.

• Make themselves aware of the latest risk assessment requirements for the work activity or process they are assigned to. This may include the use of appropriate PPE as designated by any risk assessment or Control of Substances Hazardous to Health Regulations (COSHH) assessment.

• Ensure that only the correct tools, equipment, plant, and vehicles are used pertaining to each work activity, and these are checked prior to use and maintained in good condition.

• Report any H&S concerns immediately to their Line Manager, such as but not limited to any defects to vehicles, plant, tools, equipment, facilities or safety concerns with current processes.

• Report in the first instance, to their Line Manager or responsible person of all accidents and incidents including near miss incidents at work, however minor, ensuring a record is made by the current means available.

• Inform their Line Manager or the Human Resources Department in confidence as soon as possible of any changes to their health both physical and mental that may affect their capability to perform their job role, in order that Management may make reasonable adjustments to their working arrangements.

ARRANGEMENTS RISK ASSESSMENT

1. INTRODUCTION

Regulation 3 of the Management of Health and Safety at Work Regulations 1999 requires every employer to make a suitable and sufficient assessment of any significant risks to health and safety. Account must also be taken of the risks to the health and well-being of new and expectant mothers, to young people at work and to those with disabilities.

Failure to implement a policy on the assessment of H&S risks would render Tingdene Group vulnerable in terms of civil and criminal liability.

Risk assessments are to be undertaken by a Competent Person and must cover those foreseeable risks which apply not only to Tingdene Group Team Members but also anyone else who may be exposed to hazards or harm from Tingdene Group’s activities. This includes Visitors and Contractors working on any of Tingdene Group’s premises. The law does not expect organisations to eliminate all risk, but Tingdene Group is required to protect people as far as is “reasonably practicable” from foreseeable risk.

2. ARRANGEMENTS

A system of documented risk assessment will be utilised across the entirety of Tingdene Group to identify where reasonably practicable all potential, foreseeable significant hazards, and risk levels. Implement sufficient controls to eliminate or reduce any risk to its lowest level. The risk assessment will cover all foreseeable significant hazards of any Tingdene Group owned premises, work activities, work equipment, environment, processes and procedures.

• Completed risk assessments must be entered on the risk assessment register by the assessor and kept on file (see appendix A1).

• Each Team Member should be issued with the relevant risk assessments pertaining to their job role or work activity and confirmation received from a Line Manager that the contents have been reviewed and understood.

• Periodic reviews will be completed of each risk assessment on file by a Competent Person (refer to the ‘Review’ section below).

A generic risk assessment template (see appendix A2) will be used by all Tingdene Group Team Members to complete any local Site risk assessments.

3. THE ASSESSOR

Any designated Competent Person who carries out a risk assessment on behalf of Tingdene Group will be the assessor. Assessors will be trained to a level of competency to be able to carry out and document a risk assessment.

KEY DEFINITIONS:

• Risk Assessment: A systematic examination of what could cause harm (identify hazards) and whether sufficient measures (identify controls) have been put in place to mitigate these risks.

• Hazard: Anything with the potential to cause harm, e.g., a physical object, process, or procedure.

• Risk: The likelihood of the hazard causing harm and the severity of that harm.

• Control Measure: An item or action to remove a hazard or reduce the risk to an acceptable level.

4. PROCESS

Risk assessments will follow these recognised steps:

1. Identify the hazard.

2. Identify who might be harmed.

3. Identify the risks.

4. Identify current control measures.

5. Identify any additional control measures if required to further reduce risk to its lowest level.

6. Record findings and implement any actions.

7. Review assessment and update when required.

Any control measures to be implemented will be decided by considering the 5-step hierarchy of controls:

Tingdene Group wherever reasonably possible will endeavour to use Step 1 as the main control. Where this is not possible, one of, or a combination of Steps 2-4 will be implemented. Step 5 is considered the least effective and will only be used in combination with any of Steps 2-4.

5. REVIEW

Where a risk assessment does not exist, a new risk assessment should be completed for any new premises, work activity, use of equipment or process or change in process.

All risk assessments will be reviewed by a Competent Person in line with the designated review date or if there have been some significant changes to the Site, equipment, work processes, any concerns raised by a Team Member and/or after any relevant accident or incident.

Accident and incident statistics will be periodically reviewed as the findings may require risk assessments to be updated (please refer to the accident and incident reporting policy).

All risk assessments once reviewed will be updated when required to do so and signed off in the risk assessment register.

Reviewed and updated risk assessments will be issued and communicated to all relevant Team Members at least annually. Documented evidence must be kept on file to confirm the Team Member has acknowledged their understanding of the risk assessment. As an example, by digitally signing and dating the risk assessment register or by signing and dating each relevant risk assessment reviewed by the Team Member.

SPECIFIC RESPONSIBILITIES:

Business Unit Directors:

• Ensure to communicate any significant changes to the business activities or premises that will require risk assessment review.

Group H&S Manager:

• Shall provide support to Tingdene Group by providing generic risk assessments where possible.

• Will monitor adherence to Tingdene Group risk assessment policy via an audit process.

• Will ensure sufficient training resources are available for designated Team Members to carry out competent based risk assessment.

• Ensure the risk assessment policy is reviewed, updated when required, and communicated to Tingdene Group Team Members.

Senior Managers/Management:

• To ensure documented risk assessments are completed and on file for all potential foreseeable significant hazards for their Site.

• Ensure specific risk assessments are made for Team Members in a higher risk category such as but not limited to, new and expectant mothers, young person, vulnerable person and any pre-advised medical condition or disability.

• Ensure Team Members are competent to fulfil their roles by communicating and making available any risk assessments relevant to their work activity.

• Will review all risk assessments within the designated review date or if there have been significant changes to work processes or activity, or after any relevant accidents or incidents. Keeping the risk assessment register up to date.

Team Members:

• Responsible to ensure they make themselves aware of and abide by any risk assessment:

1. Prior to any work activity;

2. Relative to their work environment;

3. Prior to the use of specific equipment and plant.

• Will raise with their Line Manager any concerns with the controls put in place or lack of any risk assessment.

ARRANGEMENTS TRAINING & INFORMATION

1. INTRODUCTION

The Health & Safety at Work Act 1974 requires employers to provide information, instruction, training, and supervision as is necessary to ensure, so far as is reasonably practicable, the H&S at work of its Team Members, Temporary Workers or Apprentices. This is expanded by the Management of Health & Safety at Work Regulations 1999, which identify situations where H&S training is particularly important, e.g. when people start work, on exposure to new or increased risks and where existing skills may be in need of updating.

2. ARRANGEMENTS

Tingdene Group as far as reasonably practicable will ensure that all Team Members are adequately trained for the job role and/or work activity assigned to them.

• Every Team Member will receive all necessary training and information to ensure they have an adequate understanding of H&S at work.

• Any training provided by a previous employer will not be accepted as evidence of the Team Members competency until verified by the production of a valid training certificate. A competency assessment may be conducted with the Team Member for the work activity assigned, regardless of any previous training verification.

• Tingdene Group will provide adequate resources and budgetary means to ensure appropriate and required training can be provided for all Team Members.

• Training will be given by qualified, competent and/or experienced persons either by internal Team Members or external approved H&S training providers.

• Training requirements will be ongoing, reviewed and monitored to ensure Team Members are up to date with any required qualifications.

• All Team Members are required to co-operate and make themselves available for training, which is to be provided to them in the interests of H&S.

• All training will be recorded and kept on file as evidence of an individual competency to fulfil the roles and work activity assigned to them.

• Any relevant information on H&S will be discussed and made available to all Team Members, this will include the results of any risk assessment or health surveillance relevant to the individual Team Member.

• Where a Team Member makes a request for any H&S information regarding their work activity, then that information will be provided at the earliest possible time.

3. SCOPE

Any H&S at work training must meet the needs of the individual Team Member to ensure they have an adequate understanding of H&S at their place of work.

Tingdene Group training will include as a minimum:

3.1 INDUCTION TRAINING:

New Team Members (including work experience, agency temps, casual or seasonal labour etc.) will receive an initial induction within the first 24 hours of their start date (until such time they shall be supervised by a competent experienced Team Member).

Any induction will include all relevant H&S awareness information for the new starter, their work location and work activity, including but not limited to:

• The location and a brief explanation of Tingdene Group’s H&S Policy;

• A walk through of the Site, its buildings and facilities;

• Details of the Site’s safety procedure (including fire evacuation plans);

• The accident reporting procedure;

• Any specific personal protective equipment requirements;

• Any specific risks to H&S arising out of a work activity and the precautions to be taken, including the findings of risk assessments.

The new Team Member will sign for the induction training provided as acknowledgement they fully understand their responsibilities regarding H&S matters.

3.2 GENERAL H&S AWARENESS TRAINING:

In addition to any induction training, more in depth general H&S awareness will be given as initial, ongoing and/or refresher training to provide the Team Member with the current relevant H&S requirements for the business and their role. To include but not limited to:

• H&S legislation.

• Site emergency plans.

• Risk assessments.

• Requirements of the appropriate regulations.

• Details of the health hazards associated with the subject and their effects.

• An explanation of the risks.

• The precautions which must be taken.

• The correct use, storage and maintenance of machinery or personal protective equipment supplied.

3.3 WORK SPECIFIC (ACTIVITY OR EQUIPMENT):

Team Members will be given instruction on how to safely use specific work equipment and safety procedures for any work activity including location safety. Work specific training may include but is not limited to:

• Specific power tools use.

• Heavy plant & equipment use.

• Lifting and handling equipment.

• Work boats and other boat handling.

• Working at height.

• Noise and vibration at work.

• Manual handling.

• Work activity risk assessments.

• PPE requirements for specific work activity.

4. INFORMATION

Tingdene Group will ensure measures are in place for any H&S information to be freely available to its Team Members. Each Business Unit will ensure regular formal H&S meetings are held at Management level and documented. Management has the responsibility to ensure regular discussions are held with Team Member groups on relevant H&S matters pertaining to both Tingdene Group and their specific roles.

5. RECORDS

• A training plan will be kept by each Business Unit, identifying each Team Members H&S training history and their annual training needs.

• Each Team Member will have a personnel file that will include a record of attending H&S training, any courses and copies of any professional qualification, certificates and licences.

• Line Managers are to ensure any new training certificates or professional licences for their Team Members are uploaded to the personnel files via the HR Hub.

• Training records will be kept for a minimum of three years after the termination of employment or in line with Tingdene Group’s retention policy.

6. SPECIFIC RESPONSIBILITIES

6.1 BUSINESS UNIT DIRECTORS:

• Will ensure their Managers, Senior Managers and Health & Safety Co-ordinators are trained to a level of competency to oversee the operations assigned to them.

• Provide Managers with adequate resources, facilities, and funding to provide appropriate information and training for themselves and any Team Member they are responsible for.

6.2 GROUP HEALTH & SAFETY MANAGER:

• Will ensure a program of H&S training information is freely available to all Team Members via various outlets.

• Create and deliver relevant internal H&S training presentations as and when required.

• Assign, budget, monitor and review any approved external H&S training providers.

6.3 SENIOR MANAGERS & MANAGERS:

• Will ensure new Team Member, Temporary Workers and Apprentices receive training and information, in line with the latest 24 hour and E-learning Induction program.

• Will identify the training requirements in creating an annual training plan for themselves and the Team Members they are responsible for.

• Ensure all Team Members are trained to a level of competency for their job role, work activity or work equipment that has been assigned to them.

• Ensure any Team Member certifications and/or licences required for their specific role are up to date, ensuring refresher training is carried out before expiry or within one month of expiry of any regulatory certification and/or licence.

• Keep a historical record of any Team Members work related training.

• Managers will impart H&S information to Team Members and monitor competencies for carrying out the duties of their respective roles.

• Managers will not assign or will remove a Team Member from an assigned work activity should it be seen the Team Member is not suitably qualified or competent to carry out the task.

• Report on and rectify where possible any H&S issues or dangerous activity committed by workers, including Contractors on-site.

6.4 TEAM MEMBERS, TEMPORARY WORKERS AND APPRENTICES:

• All Team Members will ensure that they co-operate and make themselves available for all assigned H&S training provided.

• All Team Members are responsible to communicate to their Line Manager or Supervisor if they have not received sufficient training or do not feel competent to complete any work task assigned.

• All Team Members are responsible to notify immediately to their Line Manager or Supervisor about any changes to their regulatory licences/certificates that may prohibit them from being legally qualified to use company vehicles, plant and equipment. (E.g. expiry of driving or crane/hoist operator licences) (Please also refer to the employee handbook: Driving on Company Business Policy).

ARRANGEMENTS MONITORING & REVIEW

1. INTRODUCTION

Tingdene Group’s H&S Policy and any supporting documents are to be made available to all Team Members. Directors, Senior Managers and Site Managers are expected to review policies, ensuring that their Team Members have also reviewed the relevant policies pertaining to the individual’s role within their Business Unit. A controlled copy of this document will be held online on the TingTeam Portal for all to view.

2. MONITORING

Ongoing monitoring of Tingdene Group’s H&S Management systems will be undertaken and is the responsibility of the individuals listed in the table within the review section below.

It will take the form of but not limited to:

• Periodic reviews of policy and procedure;

• Auditing of individual operational Sites and facilities;

• Internal inspections of work activities, equipment, plant and locations;

• Periodic & statuary servicing of vehicles, plant and equipment;

• Periodic visual inspections of Contractor work activities;

• Periodic external H&S practitioners audits;

• Periodic Directors, Senior Managers and Site Managers H&S meetings;

• Team Member training;

• Discussions within the annual Team Member appraisal reviews.

3. REVIEW

A process of review will be ongoing for all areas of the H&S Management systems. All Tingdene Group Team Members have a responsibility to constantly review their work activities and processes to ensure they comply with Tingdene Group requirements. Where applicable, Team Members should raise any issues with their Line Managers.

A formal review process of the main H&S documents is listed but not limited to the following:

Process or Document Review

Tingdene Group H&S Policy

Tingdene Group Health, Safety & Welfare policy statement

Fire Risk Assessment (FRA)

Time frame

Annually or any significant business or legislative changes

Annually

Annually

Responsibility

GMD

Business Unit Directors

Group H&S Manager

GMD

Group H&S Manager

Senior Managers

Managers

H&S Co-ordinators

Process or Document Review

Risk & COSHH Assessments

Time-frame Responsibility

By the designated review date or any significant business or legislative changes or following any relevant accident/ incident. No later than two years

List of Approved Contractors, Concessions and Tenants. Annually

Senior Managers Managers

H&S Co-ordinators

Business Unit Directors

Senior Managers Managers

H&S Co-ordinators

Tingdene Group accident & incidents statistics

Group H&S Manager Business

Senior Managers Managers

H&S Co-ordinators

All controlled documents should be identified by title, version number and date (e.g. Tingdene Group H&S policy v1-03.21).

Any safety Management documents once reviewed may have to be updated to take account of the most recent legislation. Minor revisions that do not affect legal requirements or work practices will be communicated to those Team Members that are affected.

Major revisions, such as new legislation or regulation will be communicated to all relevant Tingdene Group Team Members by the most appropriate means available.

ACCIDENT-INCIDENT REPORTING AND FIRST AID PROVISION

1. INTRODUCTION

In addition to the Health & Safety at Work Act, Tingdene Group has a legal duty under the Health & Safety (First Aid) Regulation 1981 to provide adequate first aid provisions and record and investigate all work-related accidents, incidents, near misses, ill health, and incidents of zero tolerance (such as violent and discriminating behaviour).

Under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013, Tingdene Group are required to report work-related fatalities, and record certain specified work-related injuries, occupational diseases and dangerous occurrences to the Health and Safety Executive (HSE.gov.uk).

2. POLICY SCOPE

For this policy, the term work-related refers only to:

• Any accidents or incidents that may occur to a Team Member while at work on behalf of the Tingdene Group (including Temporary Workers, Apprentices or Contractors); and

• Any non-workers (such as Visitors, members of the public) who sustain any injuries due to accidents that occur involving work equipment and/or work processes at a Tingdene Group location (this may include a Site, development, facilities or premises owned by the Tingdene Group).

The term reporting of accidents and incidents, covers all accidents causing injuries or property damage, incidents such as near misses, dangerous occurrences, occupational diseases, acts of violence and incidents involving discriminating or threatening behaviour.

3. RESPONSIBILITIES

Each Tingdene Group Site will designate a Competent Person(s) to act as the ‘Appointed Person(s)’ with regards to being the central point of contact for accidents or incidents and first aid requirements. The ‘Appointed Person(s)’ will be a Competent Person(s) who can carry out the required duties, they do not need to be a first aid trained Team Member.

The ‘Appointed Person(s)’ will be responsible for:

• Completing an initial First Aid Needs Assessment (FANA) (see appendix B1) for a Site to establish what level of first aid cover is required, based on work activities, and associated risks and will then make adequate arrangements.

• The assessment should be reviewed when there are any significant changes. Otherwise, the assessment should be reviewed, at least every 3 years.

• Cost and make arrangements (with Senior Manager sign off) for resources to be available to ensure that first aid measures and equipment are always provided while people are at work.

• Ensure the latest procedures are available, implemented and adhered to.

• Ensure that an accident & incident report is raised and completed correctly for all reported accidents and incidents that occur for their Site within 72 hours once notified.

• Any RIDDOR reportable accidents or occurrences are referred directly to the appropriate Senior Manager and Group H&S Manager for them to review, to enable reporting to the correct authorities within the designated time scales (see RIDDOR reporting section).

• The Appointed Person for the Site or a Designated Team Member will be responsible for maintaining the central accident and incident report filing system. The Appointed Person should ensure GDPR is adhered to regarding limiting the access to personal data to those authorised on a need-to-know basis. In some cases, this may be centrally controlled at the Business Units’ operations level by a Designated Team Member.

• The Appointed Person(s) or a designated first aider will be responsible for ensuring that first aid equipment is inspected at least once per month and re-stocked when used. A record should be kept of checks made.

Where a Site has only one Team Member (such as TPL Sites), that Team Member will be responsible for the Site(s) first aid requirements and ensuring any accident or incident is reported to their Line Manager.

Any lone working Team Member will in the first instance verbally inform an accident or incident to the ‘Appointed Person’ or if different, their Line Manager as soon as possible. Secondly at an appropriate short time after the event (within 72 hours) ensure they communicate full factual details of the incident to the Designated Team Member if not themselves for a written report to be submitted via Tingdene Group’s accident and incident reporting system.

All Team Members must familiarise themselves and comply with the current Site procedures for first aid provision and the reporting of accidents and incidents.

4. FIRST AIDERS

Based on the result of the FANA, each Site will appoint sufficient trained first aiders, the identity and normal location of which must be made known to all Team Members by appropriate means (such as on the Team notice board).

Certified first aid training and any refresher training will be provided by an approved first aid training provider, subject to the requirements of the risks involved.

Team Members who volunteer to be selected for first aid training must be approved by Senior Management, considering their suitability for the role and availability during operational hours.

5. FIRST AID EQUIPMENT

First aid equipment will be provided appropriate to the hazards identified by the first aid needs assessment. The equipment must be in a prominent position, visible or signed, with easy access and be kept clean and fully stocked.

First aiders or Appointed Persons will be responsible to ensure first aid equipment is checked at least each month, that it is fully stocked and replenished when used and always available.

All first aid equipment provided will conform to HSE Guidelines, any equipment not specified will not be used. Medication will not be stored with the first aid equipment or administered.

Where an Automated External Defibrillator (AED) is located on a Site, and is the responsibility of Tingdene Group, these should be checked regularly to ensure it is available and fit for use.

6. ACCIDENT AND INCIDENT REPORTING (AIR)

All Team Members must report all work-related accidents and incidents regardless of the severity. In the first instance verbally reporting the event immediately to the ‘Appointed Person(s)’ and/or if different their Line Manager.

If available, the ‘Appointed Person’, First Aider or a Designated Manager will be responsible for recording the event via Tingdene Group’s online reporting systems. The initial report should be submitted within 72 hours of being notified of the accident or incident.

If online reporting is not immediately available, the approved Tingdene Group accident, incident or zero tolerance report form (see appendix B2) should be used and then updated on the online system when available. Remembering to verbally inform the relevant Management of the event first.

The purpose of the AIR will be to ensure that all accidents and incidents are recorded and investigated correctly. Once completed, reports will be held in the Site or Business Units central file for a minimum of three years or if the accident or incident is COSHH related, indefinitely.

Any accident and incident report must be filed so they are easily identifiable starting with the forms reference number.

Copies of all information associated with the report, such as witness statements or photographs, video etc., must be filed with the report, each document being identifiable with the original accidents and incidents reference number.

Only designated Team Members will be able to view the full detailed report in the Sites or Business Units central accidents and incidents file.

The Group H&S Manager will need to receive an email notification of all work-related fatalities and any RIDDOR reportable accidents or occurrences.

Where the backup paper form has been completed it is the responsibility of the person completing the report to ensure the relevant Director(s) and Senior Management have been informed immediately.

The GMD, applicable Operations Directors and Group H&S Manager must verbally be informed immediately of all fatalities (work-related or not). The GMD will be responsible to inform the remaining Board of Directors.

Tingdene Group insurers will be informed of all relevant accidents and incidents that require their investigation.

7. GDPR

It is a legal requirement to gather personal data of individuals involved in any accident or incident and thus the gathering and holding of such data does not come under GDPR. However, it is the responsibility of those holding such personal data to limit the access on a need-to-know basis and hold in a central restricted file.

Where a paper accident and incident report has been raised and subsequently transferred to an electronic copy on file (scanned or re submitted via the online reporting system), the original must be destroyed.

Any request for copies to be distributed of an accident and incident report detailing personal data must be vetted and authorised by Senior Management for release to ensure there will be no breach of GDPR.

It is a legal requirement to keep accident and incident reports for a minimum of 3 years (if COSHH related indefinitely). Any accident and incident reports with personal data kept after this period the reports must be anonymised (personal data has been removed). Accident and incident reports may be kept longer than 3 years for statistical and insurance purposes.

8. REVIEW

Managers will review each accident and incident report for their Sites with a view to ensuring there are sufficient preventative measures in place to prevent re-occurrence.

Analysis of all accident and incident reporting must be undertaken each month by each Site to be reviewed by Management and Directors. Any trends should be addressed

9. ACCIDENT & INCIDENT RESPONSE

If requested to attend the scene of an accident or incident the attending ‘Appointed Person(s)’ or first person on the scene will need to approach the scene in a controlled structured manner. Please refer to appendix B3 Accident Incident Response Guide

10. REPORTING AN ACCIDENT OR INCIDENT (ONLINE OR FORM REPORTING)

Refer to the quick flow chart and guide for reporting of accidents and incidents for procedure details (see appendices B4 & B5).

11. RIDDOR REPORTING

In accordance with RIDDOR, each Business Unit in conjunction with the Group H&S Manager will file a report to the H&S Executive via its online system as soon as possible within 10 days of the work related accident or incident. This is varied to within 15 days should a Team Member’s work-related injury keep them away from work or normal duties for more than seven consecutive days (not counting the day of the accident). The HSE 24 hour online reporting system is as follows: www.HSE.gov.uk/RIDDOR/report.htm

All RIDDOR related incidents can be reported online, but a telephone service is also provided for reporting fatal/specified incidents only - call the Incident Contact Centre on 0345 300 9923 (Monday-Friday 8.30 am to 5 pm).

11.1 HSE REPORTING OUT OF NORMAL WORKING HOURS:

The types of circumstances where HSE may need to respond out of hours are:

• Following a work-related death,

• Following a serious incident where there have been multiple casualties,

• Following an incident which has caused major disruption such as evacuation of people, closure of roads, large numbers of people going to hospital etc.

If your incident fits these descriptions ring the duty officer on 0151 922 9235 RIDDOR reportable types as outlined by the regulations:

11.2 DEATH/FATALITIES (includes acts of physical violence, but not suicides)

11.3 SPECIFIED INJURIES:

• Fracture other than to fingers, thumbs or toes.

• Amputation.

• Permanent loss of sight or reduction of sight in one or both eyes.

• Crush injuries leading to internal organ damage.

• Serious burns including scalding (covering 10% of the body, or damaging the eyes, respiratory systems, or vital organs).

• Scalping (requiring hospital treatment).

• Unconsciousness caused by head injury or asphyxia.

• Any other injury arising from working in enclosed space which leads to hypothermia, heat induced illness or requires resuscitation or admittance to hospital for more than 24 hours.

11.4 REPORTABLE DANGEROUS OCCURRENCES: work-related near miss incidents that have the potential to cause death or serious injury but did not, such as explosions, fire, the release of hazardous substances, gases etc. There are 27 categories outlined in schedule 2 of RIDDOR for full list see www.HSE.gov.uk/RIDDOR/dangerous-occurences.htm.

11.5 REPORTABLE OCCUPATIONAL DISEASES:

• Carpal Tunnel Syndrome: where the person’s work involves regular use of percussive or vibrating tools.

• Cramp of the hand or forearm: where the person’s work involves prolonged periods of repetitive movement of the fingers, hand, or arm.

• Occupational dermatitis: where the person’s work involves significant or regular exposure to a known skin sensitiser or irritant.

• Hand Arm Vibration Syndrome: where the person’s work involves regular use of percussive or vibrating tools, or holding materials subject to percussive processes, or processes causing vibration.

• Occupational asthma: where the person’s work involves significant or regular exposure to a known respiratory sensitiser.

• Tendonitis or tenosynovitis: in the hand or forearm, where the person’s work is physically demanding and involves frequent, repetitive movements.

11.6 OVER SEVEN-DAY INJURIES TO WORKERS: (not counting the day of accident) - report within 15 days

11.7 INJURIES TO NON-WORKERS: work-related accidents involving the public or people not at work if the person is taken from the scene to the hospital and receives treatment for an injury arising from an accident involving work (equipment, processes, location).

12. ACCIDENT – INCIDENT INVESTIGATION

All Accidents or Incidents will be investigated and reviewed with the view to improving safety and ensuring the event does not re-occur and not to apportion blame. Not all investigations will need a formal written report.

All accidents/incidents reportable under RIDDOR will be investigated by the Sites ‘Appointed Person’ or a Designated Manager as soon as possible within 10 days of the accident/incident occurring. The investigation must have regard for the cause of the accident/incident and actions to be taken to prevent a re-occurrence. All possible RIDDOR accident/incidents will be reviewed by the Group H&S Manager and Senior Management prior to submission to the HSE.

Depending on the severity a written investigation report (see appendix B6) must be prepared, a copy of which will be held with the original accident and incident report in the central file. All relevant authorised parties must be advised on completion and the location to view the details.

A review of the report’s findings must be completed a soon as possible within 7 days of the completion of the report. Any remedial actions resulting from the investigation must be actioned within a set risk priority time frame as agreed at the time of the review.

The lead investigator (Appointed Person, Manager) will close all actions on completion, a copy of the document will be kept with the original accident and incident report in the central file for future reference.

APPROVED CONTRACTORS POLICY

POLICY SCOPE: This policy refers primarily to contractors that are to be contracted on behalf of Tingdene Group to complete works on any Tingdene Group site. Each contractor must go through the Approved Contractor process as outlined in this policy before commencing any works.

This policy may also be adapted for use if any Tingdene Group Business Unit has a local requirement to verify any ‘owner contractors’ who are directly contracted by an owner to complete works on their behalf, such as a holiday home or boat owner. In all cases a comprehensive list will be made of all contractors that attain approval through the process outlined in this policy.

POLICY: The management of those appointed to undertake contracted works for Tingdene Group are integrated into the company’s safe systems of operation.

Approved contractors are expected to abide by our policies and ensure best practice is applied at all times.

Tingdene Group acknowledge that many contractors provide skills and services which often require those undertaking the works to have gained competency qualifications. Tingdene Group has a duty to ensure that those contracted are competent and capable of undertaking the work schedule that has been issued.

Those appointed as a contractor, via their own policies, have a duty of care to ensure that their employees or those appointed as sub-contractors follow safe systems of works and are competent and qualified to undertake the tasks they are set.

To ensure that Tingdene Group meets its commitment to only utilise contractors that demonstrate a level of commitment to and comply with Health, Safety and Environmental Standards, it operates a policy that requires contractors to be approved by each Business Unit on an annual basis prior to any works being undertaken.

Each contractor is required to complete an Approved Contractor Application Form (Appendix C1) and submit it to Tingdene Group. Works may only commence once the contractor has become approved.

The Approved Contractor Application process ensures that Tingdene Group are in possession of and are able to ascertain the competency levels of the contractor prior to works being undertaken.

The Application process is separated into the following categories:

• Contact Details and General Information

• Specialisation / Trade

• Trade Qualifications / Competence

• Health & Safety

• Payments

• Connected Person(s), affiliates and associates

• Declaration

The Application process ensures that Tingdene Group capture important data and documentation such as Public Liability Insurance, Specific Trade Qualifications and all other relevant Health & Safety Documentation.

Once an application has been approved, a standard approval letter and Contractor Information (Appendix C2) will be sent to the contractor confirming the company’s acceptance and ongoing requirements.

Tingdene Group remain committed to implementing and reviewing its Approved Contractors management process.

ASBESTOS MANAGEMENT POLICY

1. INTRODUCTION

In line with the Control of Asbestos Regulations 2012, Tingdene Group will ensure as far as reasonably practicable the well-being of Team Members, Contractors and Visitors from the possible exposure to asbestos contaminated materials.

2. ARRANGEMENTS

Tingdene Group will ensure an Asbestos Management Survey (AMS) is undertaken where:

• It is suspected asbestos may be contained in any of their premises, particularly if the buildings age dates before the year 2000; and

• If asbestos is suspected during the construction or de-construction phase of any project works.

If asbestos containing materials are confirmed as being present in any premises, an Asbestos Management Plan (AMP) will be introduced to ensure the condition of asbestos containing materials are maintained in a safe condition by regular inspection and upkeep of records.

3. PROCESS

The process will include but not be limited to:

• An appropriate approved specialist company will be commissioned to carry out an asbestos survey for any existing or new Site acquisition built prior to the year 2000 where any materials are suspected of containing asbestos, unless in cases where a survey is produced by the vendors on acquisition of a particular Site.

• One of two types of asbestos surveys may be undertaken;

1. A management survey (product sampling): this will enable effective controls to be established over any general maintenance activity, which may be required and for relevant information to be provided to ensure the identified Team Members are not exposed to the inhalation of asbestos fibres which may have been disturbed.

2. A refurbishment and demolition survey (fully invasive): this is an intrusive survey and must be undertaken prior to any major refurbishment, renovation, or demolition of structures. Information regarding any asbestos containing materials present will be provided to all Contractors prior to arrival on-site to ensure they are fully aware of the type, whereabouts and condition.

4. CONTROL MEASURES

Where advised in the asbestos survey, affected areas will be labelled accordingly (see appendix D1).

All relevant affected Team Members will be informed if they are working in an area or structure with confirmed asbestos materials, including any exposure emergency procedures (see appendix D2).

Any on-site third-party operators or tenants will be informed prior to occupying or leasing any building, location, and risks of asbestos contaminated areas.

All Contractors and Sub-Contractors will be briefed prior to any works being carried out on contaminated areas.

Any briefing will include any emergency procedures in the event of finding or being contaminated by suspected asbestos containing materials during construction works.

Any work on, or removal of, asbestos-containing materials must comply with the general requirements in the Control of Asbestos Regulations. All work will be controlled to ensure that adequate precautions are taken to prevent the release of asbestos fibres.

5. MONITORING AND REVIEW

A Competent Person for the relevant Site will be appointed with the responsibility to implement an AMP, communicate, monitor and review its relevant policies and procedures to all Team Members for the Site.

The AMP will include a register of record (see appendix D3) detailing location, type, controls, ongoing inspection results and any history of removal dates of asbestos fibres.

CONSTRUCTION (DESIGN AND MANAGEMENT) POLICY

1. INTRODUCTION

The aim of this policy is to ensure Tingdene Group effectively manages the health, safety, and welfare of construction projects, by complying with the relevant parts of the Construction, Design and Management 2015 (CDM) regulations.

CDM 2015 regulations apply to all construction projects, whether or not the related work is short, small, large, or long. If it involves one person or one hundred people, if it’s classed as construction work, CDM applies.

“Construction work” is defined in the regulations to include:

• The construction, alteration, conversion, fitting out, commissioning, renovation, repair, upkeep, redecoration, or other maintenance (including cleaning which involves the use of water or an abrasive at high pressure or the use of corrosive or toxic substances), decommissioning, demolition or dismantling of a structure.

• The preparation for an intended structure including Site clearance, exploration, investigation, excavation and the clearance or preparation of the Site or structure for use or occupation at its conclusion.

• The installation, commissioning, maintenance, repair, or removal of mechanical, electrical, gas, compressed air, hydraulic, telecommunications, computer or similar services which are normally fixed within or to a structure.

A few activities are excluded from the definition as construction work including surveying, maintenance of fixed plant as part of a maintenance programme and erection or removal of marquees. CDM 2015 is applicable to almost all maintenance work.

2. RESPONSIBILITIES

CDM places clear responsibility on Clients, Designers, Principal Designers, Principal Contractors, and Contractors (for further information refer to the Duty Holders responsibilities).

Business Unit Directors or Senior Managers will identify at tender stage whether any proposed work will fall under the scope of CDM.

Where the works fall under CDM, the individual Business Units for Tingdene Group commissioning the works will act as the Client for all construction projects and will be responsible to assign a competent project Manager and/or project Team to manage the project in line with CDM requirements.

In some cases, the Business Unit as the Client may also be responsible for the design element for the project and in this case will comply with the CDM requirements for the designer.

The Principal Contractor shall be required to assist with any Health and Safety file by submitting their own proposals to overcome potential high-risk areas.

Specific advice may be called on from Tingdene Group’s H&S External Advisors as and when required.

During the contract and upon its final completion a “H&S File” shall be made available to relevant parties to aid with the safe running, maintenance, repair, and renovation of the project.

3. DUTY HOLDERS RESPONSIBILITIES

In addition to the brief outline in the table below, see also the CITB CDM Industry guidance for CDM duty holders.

CDM Duty holders

Clients are organisations or individuals for whom a construction project is carried out.

Summary of Role/Main Duties

Make suitable arrangements for managing a project. This includes making sure:

• Other duty holders are appointed.

• Sufficient time and resources are allocated. Make sure:

• Relevant information is prepared and provided to other duty holders.

• The Principal Designer and Principal Contractor carry out their duties.

• Welfare facilities are provided.

Domestic Clients are people who have construction work carried out on their own home, or the home of a family member that is not done as part of a business, whether for profit or not.

Domestic clients are in scope of CDM, but their duties as a client are normally transferred to:

• The Contractor, on a single Contractor project; or

• The Principal Contractor, on a project involving more than one Contractor.

However, the domestic client can choose to have a written agreement with the Principal Designer to carry out the client duties.

Designers are those, who as part of a business, prepare or modify designs for a building, product or system relating to construction work.

Principal Designers are designers appointed by the Client in projects involving more than one Contractor. They can be an organisation or an individual with sufficient knowledge, experience, and ability to carry out the role.

When preparing or modifying designs, to eliminate, reduce or control foreseeable risks that may arise during:

• Construction; and

• The maintenance and use of a building once it is built. Provide information to other members of the project Team to help them fulfil their duties.

Plan, manage, monitor and co-ordinate H&S in the pre-construction phase of a project.

This includes:

• Identifying, eliminating, or controlling foreseeable risks.

• Ensuring designers carry out their duties.

Prepare and provide relevant information to other duty holders. Provide relevant information to the Principal Contractor to help them plan, manage, monitor, and coordinate H&S in the construction phase.

Principal Contractors are Contractors appointed by the Client to co-ordinate the construction phase of a project where it involves more than one Contractor.

Plan, manage, monitor and co-ordinate health and safety in the construction phase of a project. This includes:

• Liaising with the Client and Principal Designer.

• Preparing the construction phase plan.

• Organising co-operation between Contractors and coordinating their work.

Ensure:

• Suitable Site inductions are provided.

• Reasonable steps are taken to prevent unauthorised access.

• Workers are consulted and engaged in securing their health and safety; and

• Welfare facilities are provided.

Contractors are those who do the actual construction work and can be either an individual or a company.

Plan, manage and monitor construction work under their control so that it is carried out without risk to health and safety.

For projects involving more than one Contractor, co-ordinate their activities with others in the project Team – in particular, comply with directions given to them by the Principal Designer or Principal Contractor.

For single Contractor projects, prepare a construction phase plan

CDM Duty holders

Workers are the people who work for or under the control of Contractors on a construction Site.

NOTE:

Summary of Role/Main Duties

They must:

• Be consulted about matters which affect their health, safety, and welfare.

• Take care of their own health and safety and others who may be affected by their actions.

• Report anything they see which is likely to endanger either their own or others’ health and safety.

• Cooperate with their employer, fellow workers, Contractors, and other duty holders.

*Organisations or individuals can carry out the role of more than one duty holder provided they have the skills, knowledge, experience and (if an organisation) the organisational capability to carry out those roles in a way that secures H&S.

Other Contractors’ duties under the CDM Regulations are essentially in support of those of the Principal Contractor. As well as these duties, Contractors still have responsibility for H&S of their own employees and others affected by their work under existing H&S legislation, e.g., H&S at Work Act, MHSW Regulations and regulations dealing specifically with construction H&S.

4. KEY ELEMENTS OF CDM

4.1

CLIENTS BRIEF:

The requirements and elements of any construction project will be set out and made clear to the Principal Designer and Principal Contractor via the ‘Clients Brief,’ developed by the Client and can be completed with the assistance of the ‘Principal Designer.’

The brief should:

• Describe the main function and operational requirements of the finished building or structure.

• Outline your motivation for initiating the project.

• Give your expectations during the project including how H&S risks should be managed.

• Explain the design direction you have in mind.

• Establish a single point of contact for any client queries or discussions during the project.

• Set a realistic time frame and budget.

4.2

F10 PROJECT NOTIFICATION TO HSE:

Where a project is expected:

• To last longer than 30 working days with more than 20 workers working simultaneously on the project at any one time; or

• Involving 500 person days (e.g. 50 persons working over 10 days, no matter the hours they work per day), the project is required to be notified to the relevant enforcing authority before any works start.

Notification to the HSE can only be submitted via the online notification form F10 on the HSE’s website. Further information on how to notify construction work can be found at: https://www.HSE.gov.uk/forms/notification/f10.htm.

4.3

PRE-CONSTRUCTION PHASE:

The pre-construction phase is defined as any period during which design or preparatory work is carried out for a project. The client will ensure that construction work is planned correctly, resourced, and managed to protect the health, safety, and welfare of those carrying out work on, or who may be affected by, your project. This will include:

• Making suitable arrangements for managing the project.

• Selecting the project Team and formally appointing Duty Holders.

• Provide information to help with design and construction planning.

• Notify the project to the enforcing authorities where required (F10).

• Ensure the Management arrangements are working.

4.4 CONSTRUCTION PHASE PLAN:

The Principal Contractor is required to produce a plan of how they will manage H&S on-site during the construction phase. Before the work starts on-site, those acting as the client will need to satisfy themselves that a construction phase plan is prepared. This is done by checking with the Principal Contractor that the plan is relevant and meets the requirements of the project.

The plan should be project-specific, considering the pre-construction information provided and its contents should be proportionate to the Site risks.

4.5. HEALTH AND SAFETY FILE:

The H&S file is defined as a file appropriate to the characteristics of the project, containing relevant H&S information to be considered during any future project for the building or structure. Note: A H&S file is only required for projects involving more than one Contractor

The Principal Designer is primarily responsible to prepare the H&S file in the pre-construction phase, with the input from the Principal Contractor and the rest of the project Team. The file will be reviewed and updated for any future work on the building or structure.

The H&S file must contain information about the current project that is likely to be needed to ensure H&S during any subsequent work such as maintenance, cleaning, refurbishment, or demolition.

The H&S file should not include things that will not help when planning future construction work, such as pre-construction information, the construction phase plan, construction phase risk assessments or contractual documents.

4.6

WELFARE FACILITIES:

Although the responsibility of the Principal Contractor is to provide welfare facilities, it is also the responsibility of the client to ensure the Contractor has provided suitable ‘welfare facilities’ for their workers on-site.

They must be available as soon as the work starts and remain until the construction work is completed. Existing facilities may be available, if not, a mixture of both existing and new will need to be provided.

Welfare facilities include:

• Lit and ventilated toilets (suitable for all genders).

• Lit and ventilated washing facilities next to the toilets, including hot, cold, or warm running water, soap, or hand cleaner, towels or means of drying hands.

• Supply of drinking water and cups.

• Facilities for rest i.e. tables and chairs.

• Where required, changing rooms and lockers.

The facilities must be regularly cleaned and cater for the expected number of workers on-site.

5. MONITORING AND REVIEW

The project Manager or Team with the help of the Principal Contractor will have overall responsibility to ensure each part of the construction process is in place and adhered to by all parties involved.

The monitoring of construction Site safety, although primarily falls under the responsibility of the Principal Contractor, Tingdene Group Team Members who have the day-to-day responsibility for the Site operation or construction Site, are required to also periodically monitor any works being carried out on-site and to report any Site safety concerns.

This policy and any related documents will be reviewed, and if required, updated where there are any legislative changes or at least every 3 years.

CONTROL OF INFECTIOUS DISEASE POLICY

1. INTRODUCTION

Infectious disease sometimes referred to as a communicable or transmissible illness, can be defined as exposure to harmful micro-organisms such as bacteria, fungi, viruses and internal parasites. For example, a Team Member may be infected by being exposed to toxins produced by a micro-organism, or by having an allergic reaction to the micro-organism or the substances it produces.

There are a few routes of infection which may be prevalent in the workplace where Team Members share proximity.

• Air-borne transmission: Micro-organisms are spread through the air (via droplets, aerosols) such as, coughing or sneezing. E.g., Influenza, Coronavirus, Chickenpox, Measles, Tuberculosis (TB).

• Direct contact: Micro-organisms are spread from person to person or indirectly when touching an inanimate object that has been previously contaminated and then touching one’s nose and mouth with the now contaminated fingers. E.g., Norovirus, Coronavirus.

• Faecal-oral transmission: spread from hand to mouth through inadequate hand washing after a bathroom visit. E.g., Cryptosporidium, Campylobacter, Giardia, Hepatitis A.

• Blood and body fluid transmission: Contamination through an injury which results in broken skin and bleeding. E.g., Hepatitis B & C, HIV.

2. POLICY

The policy is to cover the measures that will be applied should there be an infectious disease outbreak in the workplace. An outbreak can be defined as to when the occurrence of disease cases are more than normal expectancy. Dependant on the disease, in some cases an outbreak can be declared at the point there are two or more linked cases of the same illness, such as with coronavirus. Whereas two Team Members from the same workplace diagnosed with influenza virus would not necessarily denote an outbreak.

It is not always possible to identify how infection will be spread therefore precautions to prevent the spread of infection must always be followed, especially when infection rates rise significantly in the workforce or population. By following these standard precautions, the chain of any infection can be broken, and a safe working environment created.

It is the intention of Tingdene Group to be vigilant in relation to the presence of any infectious disease (communicable illness) in the workplace and to ensure the risk of infection to its Team Members is kept to a minimum by as far as reasonably practicable ensuring the following:

• Tingdene Group will comply with any legal requirements or any public health, governmental guidance to control infectious diseases in the workplace.

• Tingdene Group will keep up to date with any public health alerts, notifications regarding any rise in infectious disease rates in the local population that may affect the workforce.

• Protocols and risk assessments are documented to deal with an infectious disease outbreak (local to Site, an epidemic, or a pandemic occurrence). Plans will include enhanced cleaning plans (ECP) and disposal of infected waste.

• Tingdene Group prioritises in their protocols the welfare of its Team Members especially those deemed vulnerable and at high risk to infection.

• Tingdene Group will communicate with its Team Members in a timely manner any specific Tingdene Group protocols introduced for reducing the transmission of infectious disease.

• Team Members are reminded of the requirement to stay at home if they are unwell, have symptoms, are diagnosed, or test positive for any known infectious disease.

• A high standard of cleaning is provided by all Sites. With an emphasis on cleaning and disinfection of hand touch surfaces.

• Cleaning operatives are competent and have received appropriate training and instruction.

• Sufficient hand hygiene facilities including hand sanitisers are provided and maintained on all Sites.

• Financial resources are provided to ensure sufficient stocks including emergency stocks of hand sanitisers, anti-bacterial soaps, wipes, PPE, cleaning, and disinfecting materials can be purchased in advance and stored on-site.

• When required to reduce the risk of transmission in the workplace, Team Members (where their role permits) will be asked to work from home. Being provided with the appropriate equipment to do so.

• Continuity plans are in place when to take action to close affected premises or Sites, to allow deep cleaning to take place following any rise in infection rates or to restrict Visitor transmission.

3. STANDARD PROTOCOLS

The following are minimum standard precautions to prevent the spread of a known infectious diseases. These minimum standards may need to be added to as an infection rate rises or a specific epidemic or pandemic alert is notified.

3.1 GENERAL:

• Team Members must stay at home if they are unwell, diagnosed or test positive for an infectious disease.

• Follow the advice of any public health or governmental guidance issued.

• A risk assessment must be completed in addition to introducing any protocols.

3.2 COMMUNICATION:

• Team Members are to be pre-informed of any measure put in place to reduce risks of infection transmission.

3.3 CLEANING:

• Ensure a robust daily cleaning program is in place with emphasis on cleaning hand touch surfaces.

• Where necessary provide resources (such as anti-bacterial/sanitiser wipes) for Team Members to regularly clean their assigned workstations and equipment (desks, phones, keyboards etc.)

• Double bag and remove any contaminated waste products (such as blood, vomitus, body fluid spills etc.) to external waste collection.

• Follow any hazardous waste storage and disposal requirements as per COSHH assessments.

• Provide cleaners with appropriate PPE to handle contaminated waste.

3.4 HAND HYGIENE:

• Provide sufficient fully stocked operational hand washing and hand drying facilities.

• Provide sufficient operational hand sanitiser stations.

• Display reminders re regular and correct hand washing procedure.

3.5 OTHER PHASED CONTROLS TO CONSIDER:

(Implementation will be dependent on the severity of an infection outbreak)

Reduce person to person contact by:

• Reducing staff levels in designated indoor areas.

• Reducing or prohibiting Visitors to designated indoor areas.

• Provide additional ventilation to indoor areas.

• Introduce social distancing measures.

• Provide appropriate PPE for Team Members such as introducing the wearing of face coverings.

• Allow Team Members to work from home if they can do so, particularly those who are susceptible to infection.

CONTROL OF SUBSTANCES HAZARDOUS

TO HEALTH

(COSHH) POLICY

1. INTRODUCTION

Employers have a legal duty to protect both Team Members and others who may be exposed to chemicals or hazardous substances on their premises or in the course of their work by complying with the COSHH Regulations 2002.

2. DEFINITION

Substances Hazardous to Health: Any material, mixture or compound that is being used or that a person may come into contact that could be harmful to health. These substances can come in a variety of forms such as chemicals, products containing chemicals, fumes, dusts, vapours, mists, gases, and biological agents (germs).

Hazardous products and substances are categorized and identified by the following labels:

3. RESPONSIBILITIES

Each Business Unit and/or individual Site will appoint a Designated Manager to be responsible for ensuring that this policy is implemented and that all Team Members are given adequate information and training about any substances which are to be stored and used on-site.

Designated Managers must ensure that the significant findings of any COSHH assessment and/or material safety data sheet, including the safety precautions to be adopted, are communicated to all operatives who will be exposed to the substances.

All Team Members are responsible for ensuring that they have read and understood any relevant COSHH assessment, material safety data sheet (MSDS or SDS), and that they have received sufficient information and training to carry out any work activity using hazardous substances.

4. COSHH REGISTER (SEE APPENDIX E1)

The Designated Manager will create and maintain a COSHH Register. The Register will detail an inventory of all products and substances purchased, stored, and used on each Site. The register must be kept up to date and reviewed at least annually by the on-site Designated Manager.

5. MATERIAL SAFETY DATA SHEETS (MSDS OR SDS)

A copy of the MSDS for every product and substance will be required to be on file (paper or electronically held). The MSDS will be supplied by the product supplier or available to download online. The updated and latest version of the MSDS should provide clear H&S information, including first aid, fire precautions, emergency action, correct storage and safe handling.

6. COSHH ASSESSMENT (SEE APPENDIX E2)

A COSHH Assessment will be carried out for every hazardous product and substance, or where practicable on substance groups i.e., solvent-based paints grouped onto one assessment. All COSHH assessments will be carried out on the Group standard form or the Group’s online safety Management system.

All assessments should be completed in writing and stored online to be freely available for inspection and review. All relevant Team Members are to be made aware by their Line Manager(s) where the COSHH assessments are held.

Any review must be recorded with a review date and the name of the person who carried out the review.

7. SUBSTANCE ELIMINATION OR SUBSTITUTION

Group Sites have where practicable removed all substances hazardous to health, replacing them with less hazardous environmentally friendly products or removing them completely.

It will be the responsibility of each Business Unit Director or their Designated Manager to consider before purchase:

1. Is it necessary to use the hazardous substance?

2. Can a cost-effective replacement product be found that is non or less hazardous?

8. SAFETY PRECAUTION

Safety precautions recommended by a COSHH assessment or MSDS must always be adhered to while the substance is stored or used on-site.

8.1

MEASUREMENT OF EXPOSURE:

Where an assessment reveals high risk levels of exposure, a work exposure survey should be completed such as an air sampling programme to establish Workplace Exposure Limits (WEL) followed by close monitoring of the work activity. Measures to reduce the level of exposure will be applied as appropriate.

The analysis report should be documented containing the results of the work exposure survey and any recommendations to reduce any over exposure. A copy of the report will be kept in the COSHH central file. Any applicable Team Member should also be given a copy of the report and its contents explained to them.

Recommendations from the analysis report to control or reduce any over exposure should be implemented as soon as possible. The Designated Manager for the Site is responsible to ensure any required actions are completed within recommended time scales.

9. HEALTH SURVEILLANCE

Health surveillance is required by Section 22 of the Safety, Health, and Welfare at Work Act, if a risk assessment identifies workers are exposed to noise or vibration, solvents, fumes, dusts, biological agents, and other substances hazardous to health. Health surveillance is carrying out health checks on workers to detect any adverse health effects at an early stage. This will allow action to be taken to prevent more serious disease from developing. (Please also refer to Noise & Vibration Management policies).

Health surveillance may be by self-examination such as a questionnaire (see appendix N1), or through a nominated GP or health professional.

10. STORAGE AND HANDLING

All hazardous substances will be stored in accordance with the MSDS and/or COSHH assessment. Namely:

• In controlled COSHH storage facilities away from the work area.

• Locked and secure, each product clearly and correctly labelled.

• Constructed so as not to pose a risk to the substance or to allow leakage.

• Provided with adequate ventilation.

• Appropriate segregation/bunding of incompatible substances.

• Applicable hazard warning signs displayed for each substance.

• Appropriate fire fighting equipment and/or spill kits located close by.

A copy of the material safety data sheets for all substances being stored will be available at the storage facility. Only the minimum quantity required for immediate work will be removed from the storage facility.

Spill kits will be provided in or close to storage/dispensing areas. All ground spillages will be soaked up using sand, chemical dry granules or spill kit pads. Specialist spill kits & contamination equipment such as oil booms and absorbent pads will be available for hazardous substances that may enter a water course (such as in a Marina).

All contaminated waste materials are then to be disposed of in accordance with local authority rules as indicated per waste type by the COSHH assessment.

Any substantial hazardous substance spill that caused injury will require an accident report, or if substantial but caused no injury reported as a dangerous occurrence or near miss. All substantial spills should be notified to the Business Unit Operations Director.

11. PERSONAL PROTECTIVE EQUIPMENT (PPE)

All necessary PPE identified in any COSHH assessment will be issued free of charge before the Team Member is exposed to any harmful atmosphere or substance. It is the responsibility of the Team Member to maintain their PPE in good order, pre-check before use and correctly wear any PPE issued, reporting any defective PPE immediately for replacement.

A Team Member must not commence any work activity without using the required PPE for the task assigned to them.

12. INFORMATION AND TRAINING

All Team Members with an applicable job role that may involve the use of hazardous products and materials will be informed and trained both at induction and on a regular ongoing basis, on the hazards and risks from the substances with which they work, and the use of control measures developed to minimise risks. Any Team Members required to handle hazardous substances will be given training in both correct handling techniques and safety precautions for hazardous substances. The COSHH register and relevant COSHH assessments will be freely available for Team Members to review.

13. MONITORING AND REVIEW

Managers and supervisors must ensure there is a program of monitoring the use of hazardous substances on their Sites. Ensuring Team Members are handling chemicals and substances in accordance with the MSDS, COSHH assessments and training provided.

Where required health surveillance should be provided free of charge and any report reviewed, taking appropriate actions when required.

Each Site will create a central file to contain master copies of all assessments carried out.

All Site COSHH assessments will be reviewed at the following times:

• If the work environment changes.

• If it is requested by a Team Member.

• At least every 12 months.

The COSHH register must be kept up to date and available for inspection on request.

DISPLAY SCREEN EQUIPMENT (DSE) POLICY

1. INTRODUCTION

Tingdene Group recognises its responsibilities towards users of DSE under the Health & Safety (Display Screen Equipment) Regulation 1992 (as amended 2002) and aims to fulfil these obligations by application of this policy.

2. DEFINITIONS

DSE: Are devices or equipment that have an alphanumeric or graphic display screen and includes terms such as monitors, VDU’s, portable devices such as, laptops, touch screens, tablets, smart phones, and other similar devices.

DSE User: A Team Member (including temporary Team Members) who habitually uses DSE as a significant part of their normal work. In general, a person should be classified as a DSE user or operator if the following applies:

• They use DSE for continuous or near continuous spells of one hour or more.

• They use DSE daily or most working days.

Workstation: This includes the DSE and any optional accessories to the DSE plus items such as telephone, desk, chair, work surface, document holder. It includes the immediate work environment around the DSE. The workstation may be at their place of work such as an office or at home.

Hot desks: DSE User uses more than one workstation on a regular basis or is not specifically assigned to one single workstation, workstations could be at various Sites.

DSE Assessor: A designated Competent Person who will review a Team Members DSE Workstation self-assessment with the view to conduct a formal DSE Workstation assessment report and resolve any issues raised by the assessment. They will provide central support to supply information and training with regards to DSE workstation use.

3. HEALTH EFFECTS

The use of DSE may exacerbate any pre-existing medical conditions and can lead to muscular and other physical problems.

Some Team Members may experience fatigue, eye strain, upper limb problems and back ache from overuse or improper use of DSE. These problems can also be experienced from poorly designed workstations or work environments. These causes may not always be obvious and can be due to a combination of factors.

By following the guidance in this document problems may be eliminated or reduced resulting in a better working environment for all Team Members working with DSE.

4. INFORMATION & TRAINING

DSE users are provided with self-help information to be able to set up their own workstation(s) in accordance with good practice as outlined in the DSE user workstation set-up guide (see appendix F1).

Appropriate information and training will be provided from the Sites designated DSE assessor particularly during an assessors follow up assessment.

Users will also have access to any relevant online awareness courses.

5. DSE USER WORKSTATION SET-UP GUIDE

The workstation set-up guide (see appendix F1) is to be issued to all DSE users. It is designed as a basic self-help guide for DSE users to set up their own workstations as per best practice. It should be issued on induction and accompany the issue of any new DSE workstation assessment check sheet.

6. DSE WORKSTATION ASSESSMENT CHECK SHEET

The DSE workstation assessment will consider, and is based upon, guidelines such as:

• Good Posture.

• Working Environment.

• Workstation Organisation.

• Work Routine of Users.

A DSE workstation assessment check sheet (see appendix F1) is to be completed by all DSE users (office or home user). The DSE user can request an assessment form via the TingTeam online system or via their Line Manager. Upon completion it should be sent to the Sites designated DSE assessor for review.

Where hot desks are used at a variety of locations, the user will complete a DSE assessment on their main workstation location as a generic assessment. The information gained from the generic assessment should be used by the user to be able to set up their hot desk in accordance with best DSE working practice.

The designated Site DSE assessor will review Team Members DSE workstation self-assessments and follow up with an assessment to verify and resolve any issues raised. Guidance on how to complete a follow up DSE assessment is provided in the DSE Assessor guidance notes (see appendix F2).

6.1 DSE HOME WORKSTATION ASSESSMENT CHECK SHEET:

The DSE user will complete a separate DSE workstation assessment, if they are contracted to use DSE at home on a regular basis, either as a permanent home Worker or split their time between home and office each week. Irregular or casual home working is not covered under the DSE regulations, but Team Members are reminded to set up any DSE workstation they use in line with best practice guidelines.

The DSE assessor is not expected to visit a Team Members home when following up on any issues raised from a user’s home workstation self-assessment. Any follow up on a home assessment will be completed via phone or video call to provide advice and resolve any issues remotely.

7. RECORD & REVIEW

Site Managers or the designated DSE assessor will ensure an up-to-date log of all DSE users, and their assessment dates is maintained in a central file and available for review.

A new DSE workstation assessment needs to be completed for DSE users:

• As part of their induction with the business.

• If they are contracted or regularly assigned to work from home (see DSE user criteria).

• Upon the request of the user.

• Following any H&S or health issues reported by the user.

• Following significant changes to equipment, or the environment around the workstation (such as relocation of workstations).

• If it has been 36 months since the last assessment.

8. HEALTH SURVEILLANCE

Health surveillance is monitoring and when necessary, conducting health checks on Team Members to detect any adverse health effects at an early stage. This will allow action to be taken to prevent more serious illness from developing. If a DSE workstation assessment identifies any Team Members may be exposed to issues that may affect their ongoing health and well-being, such as problems related to posture, noise, eye strain, headaches etc. The DSE assessor will try to resolve any issues by:

• Correctly re-setting any workstations and/or equipment.

• Ensure the environment around the workstation is correct. (Lighting, noise etc.)

• Provide training and advice to the user on correct use of DSE.

• Ensure the user is taking recommended breaks away from DSE.

• Where identified provide additional aids to eliminate or reduce the problem. (Footrest, hand support, headsets etc.)

The DSE assessor will monitor and follow up on any measures implemented to improve the users use of DSE. When there is no improvement within a few weeks of any new measures being implemented, it will be necessary to seek advice from, or advise the DSE user to see an Occupational Health advisor such as a GP, Nurse, or an Optician.

Tingdene Group will allow DSE users in consultation with their Line Manager to attend any reasonable Occupational Health advisor or eye/hearing test appointment during work hours.

8.1 EYE TESTS FOR DSE WORK:

Tingdene Group will provide and pay for an eyesight test for a DSE user if they request one in relation to their work with DSE. This should be a full eye examination and vision test by an optometrist or doctor. This may be assigned by the Business Unit, or the user may make their own arrangements with agreement with their Line Manager.

8.2 SPECTACLES FOR DSE WORK:

Tingdene Group will reimburse a Team Member for a standard pair of spectacles for DSE work if their eye test shows they need special spectacles prescribed for the distance the screen is viewed at. The DSE users’ prescription must confirm this for reimbursement to apply. Tingdene Groups reimbursement policy does not apply if an ordinary prescription is deemed suitable for DSE work.

9. DISABILITIES & MEDICAL CONDITIONS

It is the responsibility of all Team Members to inform Tingdene Group of any pre-existing medical conditions, disabilities or any conditions arising in the future that may influence the way they work. (E.g., a person may have back issues or be a new expectant mother that may develop conditions that may prevent lifting, sitting, or standing for prolonged periods of time etc.)

The completed pre-employment medical questionnaire form is filed in the Team Members confidential HR file. Where applicable the Team Members Line Manager will be informed confidentially of any medical condition or disability that may require specific risk assessment and control measures to be in place.

A Team Members declaration of a medical condition or disability will not necessarily preclude them from working for Tingdene Group but should be used to ensure Tingdene Group where reasonably practicable provides the Team Member with adequate assessment, training, information, support and the right equipment to be able to perform the duties assigned to them.

FIRE SAFETY POLICY

1. INTRODUCTION

Tingdene Group takes the issue of fire safety extremely seriously and strive to ensure its Business Units and Team Members comply with the Regulatory reform (Fire Safety) Order 2005, any applicable areas of the Fire Safety Act 2021 and the Fire Safety (England) Regulations 2022.

Tingdene Group strive to ensure the safety of all persons who have a legitimate right to be in, on or in the vicinity of any Tingdene Group Site or premises from fire and its effects.

2. OVERVIEW

Tingdene Group’s fire safety policy is to ensure there is a suitable means of alerting all persons who have a legitimate right to be on their Sites and premises to a fire in the early stages and provide sufficient means (where practicable) of exiting to allow the safe evacuation to a place of ultimate safety.

The evacuation procedure is for all persons to evacuate immediately. For all Tingdene Group work Sites, the type, number, and level of fire safety measures will be decided by a Fire Risk Assessment (FRA) to be carried out by a Competent Person.

All Team Members will receive a level of fire safety awareness training. In some cases this will include the use of fire fighting equipment if the FRA identifies the need, however, Team Members overriding responsibility is to raise an alarm and initiate an evacuation of the immediate area. Tingdene Group’s fire safety strategy concentrates on life safety and not property protection.

3. POLICY ON FIRE FIGHTING

Tingdene Group does not encourage the fighting of fires by Team Members unless they have received appropriate training, or if it is necessary to facilitate an escape. Emphasis is on raising the alarm and evacuation to a safe place.

Team Members who have been trained in the use of portable fire fighting equipment may attempt to fight a small fire where they feel confident it can be dealt with safely however, they must not do this where they would put themselves or others at risk of harm from the fire or its effects.

Visitors are actively discouraged from fighting fire unless they have received specific training. However, it is recognised an untrained Team Member or Visitor may use any available fire fighting equipment to facilitate an escape. Any such fire fighting is carried out and deemed to be undertaken at their own risk.

4. RESPONSIBILITIES

The Regulatory reform (Fire Safety) Order (for England and Wales) places duties on the ‘Responsible Person’ to ensure as far as it reasonably practicable, the safety of Team Members and non-Team Members by putting into place general fire precautions.

The Fire Safety Order defines the Responsible Person as anyone who has control or anyone who has a degree of control over certain areas within the premises. This could be the owner, employer, or occupier.

For Tingdene Group the following hierarchy of Responsible Persons will apply:

4.1 BOARD OF DIRECTORS:

Tingdene Group Board of Directors, as employers are ultimately responsible in law for:

• Fire safety of Tingdene Group Team Members whilst at work.

• To ensure the fire safety of the public, and other persons not in their employment, such as Visitors and Contractors.

To meet these responsibilities the Board of Directors will ensure that:

• There is an effective overall policy for the fire safety of Team Members and other persons who may be affected by Tingdene Groups undertaking and that adequate funds are available to meet fire safety requirements.

• A regular review is conducted, and any necessary changes are made to Tingdene Group’s Fire Safety Policy.

• Competent Management structures are in place to meet its responsibility for fire safety on a day-to-day basis.

4.2 GROUP MANAGING DIRECTOR:

Will act as the ‘Responsible Person’ for fire safety for Tingdene Group to ensure:

• Organisational compliance with the Regulatory Reform (Fire Safety) Order in relation to premises under their control.

• A Fire Safety Management structure exists.

• Audit arrangements exist to oversee fire safety compliance.

• The provision of appropriate financial and physical resources to support fire safety Management arrangements.

4.3

BUSINESS UNIT DIRECTORS:

Business Unit Directors act as the ‘Responsible Person’ for each of the Business Units under their Management ensuring Tingdene Groups compliance with the Fire Safety Order in regard to:

• Supporting the Group Managing Director in meeting their fire safety responsibilities as a whole.

• Ensure that robust fire safety Management systems, arrangements and organisation exist.

• Ensuring sufficient resources and training is made available for their Team Members.

• Appoint competent trained Management for each Site to oversee the day-to-day operation in regard to fire safety.

4.4 RESPONSIBLE PERSONS (LOCAL):

Managers who are responsible for Tingdene Group individual Sites and/or premises, are responsible for the day-to-day Management for fire safety. In some instances the responsibilities may be a central function from head office Management (e.g. residential parks). Arrangements will include but not limited to:

• Deputy: Assign a Deputy Responsible Person (where Team Member numbers allow) to assist with carrying out the day-today duties and to be available in the absence of the designated responsible person.

• Fire Safety Plan: Ensure there is a documented local to their Site fire safety plan that includes evacuation procedures. Any plan will be communicated to all Team Members for their Site.

• Personal Emergency Evacuation Plan (PEEP): Ensure a PEEP is provided for Team Members who may need assistance in an evacuation. Ensuring those who are assigned to assist are aware of their responsibilities.

• Fire Risk Assessment (FRA): Ensure arrangements have been made for a Competent Person or Contractor to complete an FRA of the Site and/or premises at least every 2 years or in line with any Site licence requirements. Ensuring any required actions from the FRA report are reviewed and closed within agreed time-scales.

• Fire Logs: To ensure where required, the Site has a documented up to date Fire Log (paper or digital) and is available and ready for inspection.

• Inspection and Maintenance: A program of inspections and maintenance in line with regulatory requirements is documented and available to cover:

– Fire Alarm systems.

– Fire Fighting Equipment (extinguishers, hoses etc.)

– Emergency Lighting.

– Fire Doors.

• Training: Ensuring a training program is in place to ensure all Team Members receive and have access to adequate fire safety awareness training at least annually.

• Fire Wardens/Marshal: Where the Sites FRA requires it, ensure that sufficient trained Fire Wardens/Marshals are appointed and available during the hours of operation.

• Fire Evacuation Drills: Where a building fire alarm system exists (manual or automatic), a physical fire drill with Team Members should be carried out at least twice a year (night workers four times a year) and recorded in the Sites fire log (example logs are held on the TingTeam Portal). The aim should be for all Team Members to have participated in at least one fire drill per year where reasonably practicable. All Team Members must at least have been issued and participated in a desk top review of the current fire evacuation plan for their Site. Records of attendance are to be maintained in the fire log.

• Public Fire Safety Information: The Sites fire action information should been communicated and made available to nonTeam Members to their Site namely Visitors, residents, Contractors etc. (E.g. “In case of fire” action notices)

4.5

ALL TEAM MEMBERS:

All Team Members have a responsibility for their own (and others around them) fire safety and to familiarise themselves with their work place and premises means of raising an alarm, the evacuation plan, the fire exits and Sites assembly points. There is a requirement on Team Members to attend any training provided including participation in regular fire drills. They should report any possible dangerous issues to their Site’s Responsible Person for fire, to take action to resolve the issue.

Team Members are forbidden from carrying out actions that could compromise theirs or others fire safety and where Team Members are found to carry out such actions, they may be subject to re training and/or disciplinary proceedings.

4.6 TENANTS & CONCESSIONS:

Any tenant or concession who, as part of their lease or license agreement, has control over a part or the whole of a premises will also act as the Responsible Person for those premises or relevant part regardless of whether Tingdene Group owns, are sub-letting, leasing or in any other way handing over control of the premises to the third party. The tenant is also required to liaise with any other designated Responsible Persons for fire safety that may share the premises. (See also specific requirements in sections 10, 10.2 & 10.3).

5. ARRANGEMENTS

5.1

FIRE RISK ASSESSMENT (FRA):

The Responsible Person will arrange for a Competent Person and/or company to assist them with their duties to complete an FRA for the Site and/or premises under their control as outlined under Article 18 of the Regulatory Reform (Fire Safety) Order. The assessment considers life safety and not property protection.

The Responsible Person for the Site or their deputy is responsible for ensuring that any actions detailed in the FRA are reviewed and any actions completed where possible by the recommended time-scales. Sign off is required when each item is completed. A hard or electronic copy of the FRA will be held on-site and if required by the Site licence displayed on the Sites notice board.

The FRA will be completed every two years or annually if required by Site licence or when there is a major change in circumstance to the Site and premises.

The Group H&S Manager will undertake reviews and audit checks of Site FRAs to ensure compliance by on-site Responsible Persons.

5.2 TESTING AND MAINTENANCE

5.2.1

FIRE ALARM AND DETECTION:

The FRA will set the level of coverage. Where an automatic fire alarm system (call points, detectors, sounders, and central control panel) is installed this will be serviced every 6 months in accordance with the relevant British Standard (BS5839 Pt 1: 2013) by a Competent Person. Designated Team Members should undertake a daily (or weekly, dependant on the Sites operational hours) and visual inspection of the alarm control panel to ensure it is operational.

Any call points should be tested weekly, choosing a different call point each week on a rolling program. Records of the tests will be maintained on-site in a fire log (paper or digital) and available for inspection at any time.

5.2.1.1 DOMESTIC SMOKE ALARM DETECTION:

Where the FRA deems it sufficient to only install domestic type smoke alarms (mains wired and/or battery) to a low-risk premises, these will be installed by a Competent Person in accordance with the manufacturer’s instructions.

Testing and maintenance will consist of:

• Weekly: sound test.

• 6 months: remove, clean and sound test (remove dust with a vacuum).

• Annual: replace battery (unless the alarm has a 10-year battery life span, or the battery has been replaced within the last 12 months).

• Annual: hard-wired alarms require electrical inspection by a Competent Person.

All tests and maintenance to be recorded in the Sites fire log (paper or digital).

Where the premises is occupied under lease, license or Assured Shorthold Tenancy arrangement the testing obligation is the responsibility of the occupier under the arrangement in place.

5.2.2 EMERGENCY LIGHTING:

The FRA will dictate the level of emergency lighting. The installed system will be short tested monthly by using a suitable test key or by isolating the lights (using the local light circuit breaker). The system will be serviced annually by a competent engineer in accordance with BS 5266 Pt 1: 2005.

Testing duration:

• Monthly short test: minimum five minutes.

• Annual Service test: One hour’s duration should only be used if the premises are evacuated immediately on supply failure and not reoccupied until full capacity has been restored to the batteries.

• A minimum duration of 3 hours should be used for emergency escape lighting if the premises are not evacuated immediately, such as in the case of hotel sleeping accommodation, or if the premises will be reoccupied immediately the supply is restored without waiting for the batteries to be recharged.

5.2.3 PORTABLE ELECTRICAL EQUIPMENT:

The portable electrical equipment within a premises work area will undergo Electrical Equipment Testing (EET) (formerly ‘PAT) by a Competent Person to ensure it is fit for purpose and in a safe condition. The frequency of testing will be determined by the type and use of the appliance (see GEF policy).

All personal electrical equipment such as radios, heaters, phone chargers should be checked for safety and included in the annual testing if used on a regular basis on-site. Records of tests will be held for a minimum of 3 years. It is the responsibility of the owner and user of the personal electrical equipment to highlight the use and submit for testing.

5.2.4

FIRE FIGHTING EQUIPMENT (FFE):

The FRA will set the level of coverage (UK fire extinguisher standards recommend a minimum of two Class A extinguishers per floor in a building). (Site licences may require a means of fighting fires to be available within any 30m). A competent Team Member will visually inspect the fire fighting equipment, at least monthly.

The visual inspection of fire extinguishers must include checking:

• The unit is in its correct location, visible and with correct ID label displayed.

• Instructions are clear & readable.

• Canister is free from damage. (No dents, corrosion).

• Hose is free from damage, not perished.

• If fitted - horn is in place (CO2 units only).

• Unit has not been discharged.

• Pressure gauge is in the green indicator, use magnet if available to check needle moves freely. (Not applicable for CO2).

• O-pin and security tamper tag are in place.

Regular checks of any fire hose reels and fire hose systems will include:

• The unit is located in the designated place.

• It is unobstructed, visible and has legible operating instructions.

• It is not obviously defective, corroded or leaking.

All FFE equipment will be serviced annually by a competent engineer in accordance with the manufacturer’s instructions and BS 5306 Pt 3 and BS EN 671. With the exception of P50 service free type extinguishers that only require a visual inspection program as detailed above. P50 extinguishers will be serviced every 10 years (20-year lifespan) in accordance with the manufacturer’s instructions. Records of all checks and servicing will be kept for a minimum of 3 years.

5.2.5 MEANS OF ESCAPE:

The Responsible Person(s) on-site should check their work premises when operational to confirm that:

• All corridors and stairs are kept clear of obstructions and combustible material; and

• All final exit doors are operational and (unlocked) free to open from the inside when the premises is open and/or occupied.

6. RECORDS OF TESTING & MAINTENANCE

Management will ensure there are accurate and true records associated with testing and maintenance of fire safety measures as well as records of staff evacuation drills. Records must be kept on-site either in paper or digital form and available for inspection at any time. (Fire log templates can be found on the TingTeam Portal).

7. STAFF TRAINING

All new Team Members will be given first day induction into the local Sites fire safety measures by the Site Manager or a Designated Team Member, which will include:

• Action to take on discovering a fire or hearing the alarm.

• Policy on fighting fires.

• Location of exits & Assembly points.

• Their responsibility during an evacuation.

Fire safety awareness and evacuation training for all Team Members will be completed at least annually.

Where required by the FRA, designated Team Members will receive fire warden/marshal training providing additional fire safety knowledge and responsibilities, such as use of fire fighting equipment.

Team Members will be required to confirm they have received the training by signing and dating a training record or confirming receipt electronically (not applicable for online -Learning).

Records of all Team Members fire safety training must be retained for the period the Team Member is working for the company and/or in line with Tingdene Group’s retention policy thereafter. The records should be kept confidential but may be shown to enforcing authorities for the purpose of showing due diligence to legislation.

7.1 FIRE EVACUATION DRILLS:

Where fire evacuation drills are required, it is anticipated drills will take place without Visitor’s participation. A Designated Team Member (Site responsible person, deputy, or fire marshal) will instigate the evacuation drill. Drills should take place at least twice a year with the aim of all Site Team Members attending at least one drill per year. All Team Members in attendance will be recorded in the fire drill register and findings of the drill recorded in the fire log. Any recommendations must be followed up in a timely manner by Management. (Fire log templates can be found on the TingTeam Portal).

8. PERSONAL EMERGENCY EVACUATION PLANS

All Team Members known to have an impairment or disability should have a PEEP completed. The purpose of the PEEP is to ensure the person is provided with a means of being alerted to a fire emergency and a safe means of escape considering their impairment, disability or medical condition.

The PEEP should not disadvantage the Team Member in their job role, but the purpose of the PEEP is to ensure the safety of the Team Member. If no reasonable solution can be found to ensure the safety of the person, a restriction in their location within or on the premises may have to be considered. Managers completing the PEEP should speak to the person involved to discuss the options available.

Where part of the business premises has paying guests for overnight accommodation, such as hotel guest rooms, the responsible person for that business (whether Tingdene or the tenant) should arrange for a PEEP to be offered to each guest for completion on a voluntarily basis.

9. CONTRACTORS ON-SITE

Any Contractors invited to Site to carry out authorised works on behalf of Tingdene Group, must provide their Risk Assessments and Method Statements (RAMS) that includes a statement stating how the work is to be safely completed. This must include a section on fire safety.

Any Contractor invited on-site to complete “hot work” (work that could use open flame or heat producing equipment high enough to cause ignition to flammable material) must in addition to their RAMS, complete or provide a hot works permit for each day’s hot works activity.

All such Contractors must bring their own appropriate fire fighting equipment on-site suitable for the hazard they are introducing as specified in their risk assessment.

All such fire fighting equipment must have received an annual service.

Site Management must carry out periodic visual inspections and satisfy themselves Contractors are working safely and within the scope of their RAMS.

Contractors employed by homeowners or berth holders or where they themselves carry out works while on Tingdene Group premises, (e.g. working on their boat in dry storage) the responsibility for fire safety remains with the owners and their Contractor. In certain cases, the owner or their Contractor will be required to sign an agreement to adhere to the Sites fire safety measures.

Tingdene Group Management has the right to stop any Contractor or owner from working in or on Tingdene Group premises where they feel there is an unacceptable risk to fire safety to themselves or others.

10. LANDLORD DUTIES

Where Tingdene Group are acting as a landlord, the landlord as owner of the premises will be the “Responsible Person” with the specific responsibility to ensure fire safety systems are in place for all tenants (commercial or residential).

This means the landlord is required to carry out or ensure an FRA of any building or accommodation it rents or leases out and ensure the building or accommodation meets fire safety requirements. It is also reasonable that as landlord periodic checks are made to ensure fire safety systems are operational in the tenant’s areas of responsibility.

10.1

RESIDENTIAL

AND HOLIDAY LETTINGS (REFER ALSO TO 4.6):

Where Tingdene Group own accommodation used for residential and holiday lettings, for each accommodation unit, Tingdene Group will as a minimum:

• Complete an FRA annually.

• Provide an operational smoke alarm (on each floor).

• Provide an operational carbon monoxide alarm in any room with a solid fuel or gas appliance fitted in the property (Tingdene Group will not be responsible for any gas or solid fuel appliances provided by the tenant such as portable gas heaters, BBQ’s, fire pits etc.)

• Ensure all gas appliances provided by Tingdene Group receive an annual gas safety inspection.

• Electrical condition inspection reports are completed as per regulatory schedules.

• Any portable electrical appliances provided by Tingdene Group are tested annually.

• Ensure any furnishings supplied by Tingdene Group comply with UK fire safety standards.

• Ensure all external escape routes from the property are accessible and kept clear.

• Ensure a periodic safety check is completed on the accommodation by a Competent Person to ensure fire safety systems are operational.

In addition, where accommodation is located above a commercial premises:

• Ensure the accommodation fire detection alarm is linked to the fire detection alarm system for the ground floor commercial premises.

• Any internal shared escape route such as through the ground floor commercial premises is protected from fire (e.g., selfclosing fire door separation), signed and illuminated by emergency lighting.

• The tenant is aware of the fire evacuation procedures for the building and Site.

10.2 COMMERCIAL LETTINGS:

In addition to the landlords’ responsibilities the commercial tenant will act as the responsible person for the day-to-day operation of the building or shared areas under their control as part of the lease agreement.

It is the tenant’s responsibility to ensure they and their Team Members comply with any fire safety requirements as set out in the fire safety order, the FRA and as communicated in this policy. The responsibilities for the day-to-day fire safety operation may be shared, a discussion with tenants will take place to ensure all parties know what they are responsible for. The following table is a guide only as to how duties can be split and is not an exhaustive list:

Standalone leased building (No Tingdene Group Team Members on-site)

Shared building areas or connected leased building.

Example building

Fire Risk Assessment (FRA)

Fire Risk Assessment Actions

Fire log items: daily, weekly. Monthly checks:

• Fire alarm testing (including domestic smoke alarms);

• Fire fighting equipment;

• Emergency lights;

• Exit routes and;

• Fire doors.

Fire log servicing and maintenance:

• Fire alarms;

• Fire fighting equipment;

• Emergency lights and;

• Fire doors.

Fire evacuation plans

Staff fire awareness and evacuation training

Fire drills

Clubhouse

Tingdene Group

Tenant and Tingdene Group

Tenant

Café shop connected to Tingdene Group office

Tingdene Group

Tenant and Tingdene Group

Tingdene Group

Tingdene Group (cost passed on to tenant) Tingdene Group

Tingdene Group to issue (include tenants’ responsibilities)

Tenant (or include in Tingdene Group staff training)

Tingdene Group to issue (include tenants’ responsibilities)

Tingdene Group include Tenant staff

Tenant (can be instigated by Tingdene Group) Tingdene Group include Tenant staff

In all events a program of random documented checks should be in place to ensure tenants are complying with Tingdene Group fire safety policy.

10.3 PRIVATE OWNER LETTINGS, SUB-LETS:

Where a private property owner rents out or sublets their accommodation unit, they as the owner of the property are the ‘Responsible Person’ for fire safety and are required to comply with the applicable requirements of the Regulatory reform (Fire Safety) order or relevant code of practice. The owner is also required to gain permission from Tingdene Group on-site Management prior to any letting and will be required to comply with the requirements laid out in the ‘Private Letting Agreement’ issued. Management for each Site will ensure there is a system in place to periodically check the owner’s compliance.

GAS, ELECTRICITY AND FUEL (GEF) SAFETY MANAGEMENT POLICY

1. INTRODUCTION

It is the policy of Tingdene Group to ensure that all Gas, Electricity and Fuel (GEF) (both solid & oils) installations and equipment within Tingdene Group controlled buildings and Sites are safe to operate, and to manage any risks associated with the equipment used. Tingdene Group recognises its duty in this respect towards its Team Members, tenants, leaseholders, Visitors, neighbours, the public and others likely to be affected.

So far as reasonably practicable Tingdene Group will comply with all current legislation, regulations, official guidance and good practice such as: The Gas Safety (Installation and Use) Regulations 1998, Electricity at Work Regulations 1989, any building Regulations, various fuel Management regulations as well as The H&S at Work Act 1974 (HASAW), The Management of H&S at Work regulations 1999 (Mgmt. Regs).

2. ARRANGEMENTS

All reasonable steps will be taken to secure the H&S of Team Members for Tingdene Group who use, operate, store, or maintain GEF installations and equipment. Tingdene Group acknowledges that working with any type of GEF installation and equipment can be hazardous and it is our intention to eliminate or reduce risks wherever possible. To comply with its legal duties, Tingdene Group will as far as reasonably practicably take the following action:

• Identify buildings, installations, equipment and conditions that present a foreseeable risk from GEF by completing a risk assessment.

• Ensure any installation, or purchase of appliances and equipment meet current legislative requirements, standards authority, and codes of practice.

• Ensure that systems are in place to regularly inspect, service, calibrate and repair any GEF installation, appliances, and equipment within regulatory or manufacturers time frames. (See GEF inspection frequency table).

• Use only approved qualified engineers such as GAS safe, NICEIC/ECA registered Contractors and consultants to complete GEF works.

• Provide relevant Team Members suitable Safe Systems of Work (SSOW) for storage and handling. Along with any required competency training to carry out assigned GEF work activities.

• Ensure any appliances or equipment are visually inspected prior to use and if unsafe to use, immediately removed from use, replaced with new or removed for repair by a qualified technician.

• Ensure that suitable and sufficient resources are available to manage the risks to include the issuing of appropriate PPE for Team Members as required by the risk assessment.

• Ensure appropriate warning notices are visibly displayed for any installations, work, and storage areas.

• Any product waste from fuel type installations will be stored and disposed of in line with the products COSHH assessment and any local environment agency standards.

• Comply with any requirements of the environmental agency guidance on storage, handling, and dispensing.

• Keep documented records of certification, servicing, maintenance, risk assessment and Management actions. Records retained for a minimum of 3 years.

• Ensure adequate documented emergency plans are available for incidents in relation to GEF activities.

3. GAS SPECIFICS

Gas installations, such as LPG bulk tanks or those connected to the mains gas network, are owned by the gas supplier, who is responsible for their installation as well as for conducting regular safety inspections.

Managers responsible for a Tingdene Group Site or premises will ensure weekly recorded basic visual checks are completed of any visible gas installations for obvious defects such as damage, deterioration or leaks. Team Members are expected to complete visual pre-use checks of any gas appliances they may use to ensure items are undamaged and fit for use. Team Members should report any defects immediately so that they may be rectified.

Areas surrounding LPG bulk tanks should be kept clear of ignition sources and combustible items that can feed a fire, such as dry vegetation.

Gas compounds, cages and any tank cover to gas tanks should be kept locked to prevent unauthorised access and possible acts of sabotage, arson, theft, etc.

4. ELECTRICITY SPECIFICS

Where an electrical installation such as transformers, sub-stations or overhead power lines are owned by the electrical supplier, it is their responsibility for installation and regular safety inspections of their installations. Tingdene Group Sites will be responsible to organise safe installation and regulatory safety inspections of any electrical installations owned and installed by Tingdene Group.

Managers responsible for a Tingdene Site or premises will ensure weekly recorded basic visual checks are completed of any visible electrical installations or appliances for obvious defects such as damage or deterioration. Team Members are expected to complete visual pre-use checks of any electrical appliances they may use to ensure items are undamaged and fit for use. Team Members should report any defects immediately so that they may be rectified.

The servicing and maintenance of all electrical systems and appliances will follow a strict schedule of works and will be completed by qualified electrical technicians (see inspection frequency chart).

Pre-authorisation from a Manager is required for any Team Members who own personal electrical appliances which are to be used on work premises (such as radios, chargers and heaters etc.) Any personal electrical appliances should be safety tested in accordance with Tingdene Group’s EET (formerly PAT) schedule (see inspection frequency chart).

5. FUELS (OILS INCLUDING PETROL AND DIESEL) SPECIFICS

All storage and handling of fuel types is hazardous. Tingdene Group will take all reasonable precautions to ensure the safety of its Team Members by following the relevant legislation, guidance and best practices.

Tingdene Group has various requirements to store and handle different types and quantities of fuel for our different operations. The following is a guide only and the relevant legislation and guidance documents should be reviewed:

1. Work premises should avoid where possible the storage of any types of fuels, where there are no work activities, equipment including heating requiring re-fuelling.

2. Work premises that require refuelling only for mechanical equipment (such as mowers, strimmer’s etc.) should limit the storage of oils to 50 litres maximum in any one work room. In these circumstances, the oils should be kept in a labelled metal cabinet or bin with adequate spillage retention.

3. Work premises that require bulk storage of fuels for refuelling (such as on marina premises), where the storage is more than 200 litres or more of oil and the storage container is not located underground, this will be stored in accord with the ‘Control of pollution (oil storage) (England) Regulations (further details: https://www.gov.uk/guidance/storing-oil-at-ahome-or-business).

4. Petroleum storage licensing requires that ‘If you dispense or store petroleum in quantities greater than 15 litres you must apply for a licence with the local authority, whether it is for sale or for their own private use’. Petroleum means any product of crude petroleum which has a flashpoint below 21°C. This includes petrol, benzene, pentane, and any mixture which contains these products and has a flashpoint below 21°C. This does not include white spirit, paraffin, diesel oil or fuel oils. A licence will allow you to keep an approved quantity of petroleum. It is an offence to keep an amount more than this, as is failing to comply with any of the licence conditions, or keeping licensable quantities without a licence. Further details on how to apply for a licence can be found at: https://www.gov.uk/petroleum-storage-licence.

Managers responsible for a Tingdene Group Site or premises will ensure weekly recorded basic visual checks are completed of any fuel/oil storage installations for obvious defects such as damage, deterioration or leaks. Team Members are expected to complete visual pre-use checks of any fuel/oil appliances they may use to ensure items are undamaged and fit for use. Team Members should report any defects immediately so that they may be rectified.

Sufficient fuel spill kits must be available at any fuel dispensing points. Only trained competent Team Members should handle and/or dispense any fuels, their training must include the correct use of fuel spill kits.

6. DANGEROUS SUBSTANCES EXPLOSIVE ATMOSPHERE REGULATIONS (DSEAR) RISK ASSESSMENT

If the primary dangers of substance(s) that you are working with, handling, or storing have flammable, oxidising, explosive properties, or the capability of producing an explosive atmosphere. A DSEAR risk assessment process must be completed (see appendix G1). If the substance is primarily hazardous to health, a COSHH assessment will be required, noting any DSEAR related risks.

7. TABLE OF MAIN GEF INSTALLATION AND APPLIANCE INSPECTION FREQUENCY

FUEL TYPE

GAS

GAS

ITEM

Installations & appliances service (Including LPG-Butane fed appliances, BBQ’s, heaters etc.)

REQUIREMENT

Gas Safe certificate: inspection and service. Also known as Landlords Gas Safe Certificate.

LPG Bulk tanks & Pipework Pressure system Safety Regs

Gas safety (installation & use) Regs

INSPECTION FREQUENCY (in addition to daily/weekly internal visual checks)

12 months or change of tenancy agreement. (See point 8 below - Tenants).

Inspected on each fill by supplier. Tested in accordance with the tank owners (the supplier) written scheme 10 & 20 years.

ELECTRICS

EET (formerly PAT)

ELECTRICS Buildings

ELECTRICS

Electrical Hook ups (caravans, boats)

OIL Oil fired installations and appliances

EET – While not a legal requirement, it is Tingdene Group policy to undertake EET of electrical portable appliance equipment.

Electrical Installation Condition Report (EICR)

EICR

OFTEC (Oil Firing Technical Association) standards of certification.

GUIDANCE ONLY:

Office: - Class 1 (IT, photocopiers etc.): within 48 months.

Office: Class 2: Portables:within 24 months.

Office: Class 2: hand-held equipment – 12 months

Any Public use items – Class 2 -12 months, Class 1 items- 6 months. See full PAT Frequency Guidance.

3, 5 or 10 years as specified by installation commission certificate & type of use.

12 months or in line with local authority Site licence.

12 months

FUEL TYPE ITEM

SOLID FUEL

FUEL OIL: (Including Petrol & Diesel)

REQUIREMENT

Installation & appliance service HETAS (Heating Equipment Testing and Approvals Scheme) standards of certification.

Storage & dispensing PCR- The Petroleum (Consolidation) Regulations

DSEAR Control of Pollution (oil storage) (England) Regs

8. TENANTS

INSPECTION FREQUENCY (in addition to daily/weekly internal visual checks)

12 months

Storage Tanks- 12 months (recommended by suppliers)

Leak tests -Underground Tanks:

3-5 years intervals. Where tank age is over 20 years annual leak tests are recommended.

Fuel Flow meters calibration12 months.

Where Tingdene Group and its business units are acting as landlord for a premises, they will be responsible to ensure that any GEF installations and appliances under their control are inspected prior to any new tenancy agreement.

Unless otherwise stipulated in any lease agreement the tenant may be solely responsible to arrange safety inspections of GEF installations and appliances under their control.

Where a premises is shared by both Tingdene Group and a tenant, Tingdene Group will take the lead in arranging for GEF installations and appliances to be inspected in line with any legal requirements and/or recommended service and maintenance frequency.

9. PRIVATE OWNER – LETTING AND SUBLETS

Where a private property owner rents out or sublets their accommodation unit, they as the owner of the property and therefore the designated landlord, will be responsible to ensure, any GEF installations and appliances under their control are inspected prior to any new tenancy agreement and a periodic safety inspection is carried out in accordance with any regulatory and/or Tingdene Group requirements. The owner will be required to gain permission from Tingdene Group onsite Management prior to any letting and will be required to comply with the requirements laid out in the ‘Private Letting Agreement’ issued. Management for each Site will ensure there is a system in place to periodically check the owner’s compliance.

10. CONTRACTORS

(please refer further to the Approved Contractor

Policy)

Contractors are responsible for pre-notification to Tingdene Group Site Management of all planned activities, and/or the introduction of equipment which may impact on the Sites GEF safety Management system.

Project and/or Site Managers are to ensure Contractors of works provide their work plans and RAMS prior to any on-site work activity involving GEF installation, equipment and storage.

Contractors are responsible to ensure any GEF works are carried out by qualified Competent Persons and in accordance with both the Site GEF policy and their specific work RAMS.

Contractors are to ensure emergency procedures are in place and communicated to their employees and/or Sub-Contractors to cover potential GEF incidents.

LONE WORKING POLICY

1. INTRODUCTION

Team Members working on their own are particularly at risk from situations that may arise where an incident may occur and help from other colleagues is not immediately available. Hazards that a lone Worker may face include such things as sudden illness, increased risk of confrontation and physical violence from members of the public or intruders. Isolation can cause stress and mental health issues.

Tingdene Group recognizes the need to ensure that lone working Team Members are protected as far as reasonably practicable, ensuring safe systems of work are in place. Whether working alone in an office, out on-site or driving on company business, this policy outlines what reasonable measures each Manager should ensure are in place to try and protect any lone workers they are responsible for, including themselves.

2. DEFINITION

“Lone working” refers to a Team Member who is performing an activity in isolation (alone). In such cases, there may not be any close or direct supervision, such as:

• Working in a remote location, including outdoors.

• In a vehicle or travelling in the course of work.

• Working in an isolated part of an office or building.

• Working on-site out of normal working hours.

• A sole member of staff at a Site during normal working hours.

3. ARRANGEMENTS

Tingdene Group will, as far as is reasonably practicable, ensure that:

• Each Business Unit will put systems in place to reduce as far as reasonably practicable the risks associated with lone working to their Team Members. Note: Lone working, in some cases, may be a regular and/or necessary practice due to business requirements.

• Lone work will be prohibited for vulnerable Team Members such as: under 18’s, new employees (until fully trained), new and expectant mothers, or those with disabilities and/or impairments that may require additional assistance, particularly in an emergency.

• A Competent Person will review or complete a risk assessment of any lone working activities and implement control measures to reduce any identified risk.

• Only competent, experienced Team Members will be appointed to conduct any specific lone working activity assigned.

• Documented lone working procedures for the Site will provide adequate safety information and instruction to the lone Worker, to include but not limited to:

– The safe systems of work to adopt, including emergency procedures for the activity or in case of zero tolerance behaviours.

– Tingdene Groups zero-tolerance policy towards abuse or threatening behaviour.

• Safe systems should be implemented to monitor lone workers, these may include aspects such as:

– Check/sign in – Check/sign out notification.

– Regular communication during the lone working activity.

– Regular supervisory visual checks during the lone working activity.

– Use of security monitoring systems.

– Access to devices and systems for raising an alert:

– Personal alarm.

– Mobile or internal phone systems.

– Two-way radio handsets.

– Panic alarm.

– Lone Worker automated detection devices and systems such as man down device or lone Worker mobile application.

• Lone workers must never compromise their own or colleague’s safety. They must use their own professional judgment and withdraw from any situation or work activity that they feel is unsafe. Any withdrawal must be reported back to their Line Manager immediately. The situation will be reassessed as to its suitability for further lone working.

Training is an essential part to lone working within the Tingdene Group. Training undertaken for lone workers should be recorded and documented.

4. NIGHT WORKERS

A night Worker is defined by HSE as an Team Member who is scheduled to work at least 3 hours or more between 23:00-06:00 on most days on which they are scheduled for work. Lone night workers require specific training, and a safe system of work that includes adequate communication systems and Site-specific emergency procedures.

Under the Working Time Regulations 1998, night workers are entitled to have regular health assessments. Night workers are encouraged to complete the voluntary Night Worker Health Assessment Questionnaire (see appendix H1) prior to commencing the role and at regular intervals through their employment as a night Worker.

The purpose of the questionnaire is only to ascertain whether the Team Member has any health problems that could be affected by night work, so that where necessary appropriate measures including possible medical review can be arranged. Any completed questionnaire will be treated in the strictest confidence and reviewed and held in the Team Members HR file, however a report on the night workers questionnaire will be provided to the Line Manager who is responsible for their work assignments and if necessary, to enable their Line Manager to make suitable arrangements where possible to accommodate any health issues that may be affected by night working.

5. HOME WORKERS

Where a Team Member has been authorised to regularly work from home either permanently or part of the working week, the Team Member will be responsible to ensure their own safety while working at home alone. They should ensure that when working at home they have informed their Line Manager and a suitable system of communication is in place particularly in case of emergency.

Management or a Designated Team Member are required to keep reasonable contact with any home Worker to check on the Team Members welfare status during working hours.

Reasonable contact may include phone, video calls, texts and emails ensuring the home Worker responds in a timely manner.

6. RESPONSIBILITIES

6.1 SITE MANAGERS WILL ENSURE:

• They implement, communicate and adhere to Tingdene Group lone working policy for their Site.

• A risk assessment should be completed specifically for the activity and any risks and/or additional controls communicated to the lone Worker.

• Adequate training is provided and recorded.

• A documented safe system of work and monitoring is in place and communicated to the lone Worker.

• Any lone working accidents, incidents or near misses are reported, documented and investigated.

• Managers will take account of the following factors when evaluating the risk:

– Do lone workers have any conditions (medical, disabilities, impairments) making them unsuitable to work alone?

– The degree of isolation of the Team Member.

– The type of work activity.

– The system of supervision and support.

– Any possible direct contact with members of the public.

– Is the Worker sufficiently experienced to work alone?

6.2 TEAM MEMBERS WILL ENSURE THEY:

• Adhere to any safe system of work procedures prescribed for lone working arrangements.

• Adhere to any safe monitoring system for lone working.

• Familiarise themselves with the method of raising an alert in any emergency.

• Never participate in the sort of behaviour or unsafe work practices that may endanger themselves.

• Raise any concerns with their Line Manager with any proposed safe systems of work and monitoring.

MANUAL HANDLING

1. INTRODUCTION

More than a third of all over-three-day injuries reported each year to the HSE are caused by manual handling. The Management of H&S at Work Regulations & Manual Handling Regulations, place a requirement on the employer and employee to reduce the hazards to health associated with the manual handling of loads.

This policy is intended to reduce the risk of manual handling injuries and provide guidance on the measures that should be taken to ensure safe lifting, carrying and moving of items.

2. DEFINITION

Manual handling is the transporting or supporting of an animate or inanimate load including lifting, lowering, pushing, pulling, holding, carrying, throwing and moving by the application of bodily force to that load.

3. ARRANGEMENTS

3.1 ELIMINATION OF HAZARDOUS MANUAL HANDLING ACTIVITIES:

Tingdene Group through its Management teams will ensure as far as reasonably practicable that operations which involve manual handling are eliminated. Measures to achieve this will consider the ergonomic design of the workplace and activity, and where possible the provision of automated or mechanical aids such as trolleys, wheel and sack barrows, conveyors and vehicles etc. Ergonomics is designing a work environment and providing equipment to fit the Team Members, so the work is safer and more efficient. Implementing ergonomic solutions can make Team Members more comfortable with the view to increase productivity.

3.2 ASSESSMENT OF RISK:

A Designated Manager or Team Member will carry out an assessment of the risks of manual handling activities within their Site. Adequate control measures will be implemented where risks have been identified to reduce the risk to the lowest level where reasonably practicable.

Those carrying out manual handling tasks are required to pre-assess each activity, following the recognised L.I.T.E. Acronym and lifting guidance (see appendix I1 + I2).

3.2.1 LOAD:

Consider:

• What must be moved?

• What is its size, shape and weight?

• Is it too large, heavy or bulky?

• Is it sharp, unstable or difficult to grasp?

• Can it be made safer before moving it?

The load should be kept as close as possible to the body’s trunk to reduce strain and should not be of such size as to obscure vision. An indication of the load’s weight and centre of gravity should be provided.

Unstable loads should be handled with caution. The change in centre of gravity is likely to result in overbalancing. Ensure there is a secure handhold, using gloves where necessary to protect against sharp edges or splinters.

3.2.2 INDIVIDUAL:

Consider:

• Are you up to the task?

• Do you need help?

• Do you feel well enough to move the load?

• Are you wearing suitable clothing?

• Can you keep your body aligned and balanced whilst moving?

• Where is the load now?

• Where is it going?

• Do you have access to a mechanical aid, or do you need help from other people?

Allowances should be made for people with genuine physical or clinical reasons for avoiding lifting.

Expectant and very recent mothers should not be required to undertake hazardous lifting or carrying tasks.

3.2.3 TASK:

Bending and stooping to lift a load significantly increases the risk of back injury. Items should ideally be lifted from no lower than knee height and no higher than shoulder height. Outside this range, lifting capacity is reduced and the risk of injury is increased.

If items must be lifted from above shoulder height, a stand or suitable means of access should be used. Items which are pushed or pulled should be as close to waist level as possible. Pushing is preferable, particularly where the back can rest against a fixed object to give leverage.

Carrying distances should be minimised, especially if the task is repeated. Repetitive tasks should be avoided where possible. Tasks that involve lifting and carrying should be designed to allow for sufficient rest breaks to avoid fatigue. Avoid tasks that require twisting the body where possible.

3.2.4 ENVIRONMENT:

There must be adequate space to enable the activity to be safely conducted and the transportation route must be free of obstructions. Lighting, heating, and weather conditions must be considered. Floors and other working surfaces must be free from slipping and tripping hazards, and adequate ventilation is required, particularly when natural ventilation is lacking.

3.2.5 OTHER FACTORS:

Use of PPE may be necessary whilst carrying out manual handling activities. If the use of PPE restricts safe and easy movement, this should be reported. Constant interruptions from other workers must also be avoided, as it can reduce concentration. (Please refer to the separate PPE policy).

4. INFORMATION AND TRAINING

Suitable information and training will be provided to Team Members required to carry out manual handling activities. Training needs will be identified and reviewed by each Site Manager or Designated Team Member. Training will be given on induction to the job role with ongoing refresher training on a regular basis

5. MONITORING AND REVIEW

It is the responsibility of the Site Manager (supported by the H&S Co-ordinators and/or Group Health & Safety Manager) to ensure that risk assessments are in place, accurate, reviewed and updated at agreed intervals. Such intervals must be at least annually or sooner if there are significant changes to process or following manual handling incidents. Completion of the risk assessment document can be delegated to a competent Team Member. However, the Site Manager must confirm the suitability and accuracy of the assessment.

Site Managers or designated Team Members will monitor and ensure their Team Members are demonstrating good manual handling techniques and following any required safe systems of work.

Monitoring of risk assessment completion and its translation to safe systems of work will be conducted through audit processes carried out by the Health and Safety Manager or an approved external and independent Health and Safety provider.

6. SPECIFIC RESPONSIBILITIES

6.1

SITE MANAGERS AND SUPERVISORS:

Site Managers or Supervisors must ensure that:

• Manual handling assessments are carried out where relevant and records are kept.

• Team Members are consulted about control measures before such measures are implemented.

• Team Members adhere to safe systems of work.

• Team Members undertaking manual handling activities are provided with adequate information, training and suitably competent to do the task safely, before assigning the activity.

• Special arrangements are made for individuals with health conditions which could be adversely affected by manual handling operations.

• Ensure that any equipment provided is maintained and available for Team Members to use and they are trained to a level of competency in its use.

• Any injuries or incidents relating to manual handling are investigated, with remedial action taken.

• Safety arrangements for manual handling operations are monitored and reviewed.

6.2

TEAM MEMBERS:

Team Members must:

• Report to Management (in confidence) any personal conditions (physical or medical) which may be affected by the assignment of a manual handling activity.

• Comply with instruction and training provided.

• Ensure their own health and safety and that of others is not put at risk while carrying out manual handling activities.

• Use any aids, equipment and PPE which has been provided to assist in the task.

• Not attempt to manual handle any load that is beyond their physical capabilities. The responsibility to request additional help with any task lies with the Team Member. (Please refer to previous comments with reference to risk assessments and the assigning of a task or lift by a Site Manager or Supervisor).

• Report immediately any issues relating to the activity to a Site Manager or Supervisor.

NEW AND EXPECTANT MOTHERS AT WORK POLICY

1. INTRODUCTION

Tingdene Group will take all reasonable steps to safeguard the health, safety and welfare of new and expectant mothers and of their unborn children. The H&S of new and expectant mothers at work is covered specifically under the Management of H&S Regulations 1999.

Workplace risks are already assessed as part of Tingdene Groups H&S arrangements however once notified that a Team Member is pregnant, breastfeeding or has given birth within the previous six months, a review of workplace risk assessments will be undertaken and appropriate action needs to be conducted to reduce, remove or control hazards that could pose a specific risk to the new or expectant mother.

2. DEFINITIONS

For the purposes of this Policy:

• An expectant mother shall mean a pregnant Worker who informs their employer of their condition.

• A new mother shall mean a Worker who has given birth within the previous 6 months and who informs their employer.

• A breastfeeding mother shall mean a Worker who has informed their employer they are breastfeeding.

3. ASSESSMENT

When a Team Member has given formal notice that they are pregnant, a risk assessment should be carried out by a competent Site Manager or designated competent Team Member. Guidance is provided via Tingdene Group’s Generic Risk Assessment resource (see appendix J1).

The aim of the assessment should be to ensure that any undue risk is avoided, controlled or eliminated. Specific attention is given to prevent exposure to risks such as:

• Unsafe environments.

• Excessive moving, lifting and handling tasks.

• Undue noise.

• Shocks, vibration and sudden movements and postures.

• Harmful substances.

• Radiation.

• Undue temperature exposure.

• Chemical or biological agents.

• Inadequate hygiene and welfare conditions.

Where risks cannot be removed, the Team Member may have their duties adapted or be re-deployed in a suitable reduced risk area.

In the rare event that re-deployment is not reasonably possible, for their own safety the Team Member will be prohibited from working on-site. Their Line Manager in conjunction with the HR Manager will need to inform the individual of the alternatives.

The Team Members Line Manager will be informed of any relevant risks which require action on their behalf.

Further advice and guidance will be available from their Line Manager and/or HR Manager.

4. SAFE SYSTEMS OF WORK

In determining what risks there are to new and expectant mothers the following factors will need to be considered:

• Exposure to physical agents such as vibration, noise, temperature extremes, poor or prolonged working postures and repetitive movements should be avoided or minimised.

• Moving and lifting activities should be assessed and the individual’s ability to carry out these activities regularly monitored, this is particularly important as capability will alter as the pregnancy develops.

• Exposure to certain biological agents should be avoided where practicable. As a general principle of good practice Team Members must always adhere to standard precautions. The following infections are known to pose a potential risk to the foetus or new-born baby and therefore exposure should be avoided: Cytomegalovirus, Hepatitis A, Hepatitis B, HIV, Listeria, Parvovirus, Rubella, Toxoplasma, and Chickenpox. The list is not exhaustive, and associated risks will be discussed at the Team Members risk assessment.

• Exposure to harmful substances (COSHH) needs to be controlled or in certain circumstances avoided. Substances labelled as follows should be avoided or at least reduced to the lowest level possible:

– Possible risk of irreversible effects.

– May cause cancer.

– May cause heritable genetic damage.

– May cause harm to the unborn child.

– May cause harm to breast fed babies.

• New & expectant Mothers should have access to and always read the departmental COSHH assessments and safety data sheets.

• New & expectant Mothers should not be exposed to potentially zero tolerance situations such as aggressive or violent members of the public, nor should they be assigned any lone working activities.

5. MONITORING AND REVIEW

It is the Line Managers and/or Director’s responsibility to monitor and review the welfare of any new and expectant Team Members. Risk controls need to be monitored throughout the pregnancy term (recommended at least every trimester). Controls may require adjustment as the pregnancy progresses or if no longer considered valid.

Where working from home has been authorised. Line Managers must ensure regular welfare communication is in place with the individual.

It remains the new and expectant Team Members responsibility to inform their Line Manager should they consider that a review of the current risk controls is necessary.

YOUNG PERSONS AT WORK POLICY

1. INTRODUCTION

When employing a person under the age of 18, whether for work experience or as an Apprentice, Tingdene Group have the same responsibilities for their health, safety, and welfare as they do for other Tingdene Group Team Members.

If employing a young person for the first time, or employing one with particular needs, Tingdene Group will review their risk assessments, taking into account the specific factors for young people before they start.

2. DEFINITIONS

A young person is defined as anyone under 18, and the definition of a child is anyone who has not yet reached the official Minimum School Leaving Age (MSLA). Pupils will reach the MSLA during the school year in which they turn 16.

Children below the MSLA must not be employed in industrial workplaces such as factories or construction Sites, except on work experience.

Children under 13 are generally prohibited from any form of employment. Local authorities have powers to make bye-laws on the types of work, and hours of work, children aged between 13 and the MSLA can do.

3. ARRANGEMENTS

It is not Tingdene Group policy to employ children (under 16) in any area of the business (including casual, seasonal or under internships without receiving approval from the Group Managing Director).

3.1

WORK EXPERIENCE:

Under H&S law, work experience students are considered to be Team Memberss of Tingdene Group, like any other young person that may be employed. There are very few work activities a student cannot do because of H&S law. Refer to the HSE website, for further guidance on areas to consider.

3.2 EMPLOYMENT:

A young person’s working hours and breaks are restricted by law. Managers who employ a young person will be required to ensure these restrictions are not breached e.g. allowing or instructing a young person to work additional hours or forego standard breaks. Reference should be given to the HR Team for guidance.

Any young person employed will undergo a set probation period to ascertain their suitableness to the work activities they are employed for. For example, are they physically capable of safely lifting heavy items or can they remember and follow critical instructions.

Management will be responsible to ensure any young person they employ is provided with but not limited to the following:

• Induction Training in accordance with the induction checklist (see also Tingdene Group H&S policy section: training and information).

• Access to the relevant parts of the employee handbook to include H&S information.

• Specific work activity training, instruction and information and confirmation of their understanding.

• A review of any risk assessments and/or safe system of work for the working activities they may perform.

• They are properly supervised by a Competent Person.

• Any appropriate PPE is issued for their work activity and instruction on how to fit and use it correctly

4. ASSESSMENT

Managers are required to complete a new or review the existing risk assessments to consider the specific factors for employing young persons.

Under the Management of H&S at Work Regulations, Managers have the responsibility to ensure that young people employed by Tingdene Group are not exposed to risk due to:

• Lack of experience.

• Being unaware of existing or potential risks.

• Lack of maturity.

Management must consider:

• The layout of the workplace.

• The physical, biological, and chemical agents they will be exposed to.

• How they will handle work equipment.

• How the work and processes are organised.

• The extent of health and safety training needed.

• Risks from particular agents, processes, and work.

These considerations should be straightforward in a low-risk workplace, i.e. an office environment.

In higher risk workplaces, the risks are likely to be greater and will need more attention to ensure they are properly controlled. Managers, when assigning work activities, need to consider whether the work the young person will do:

• Is beyond their physical or psychological capacity.

– Such as checking a young person can remember and follow any instructions; or

– If required to do so being able to safely lift weights.

• Involves harmful exposure to substances that are toxic, can cause cancer, can damage, or harm an unborn child, or can chronically affect human health in any other way.

– Be aware of substances a young person might come into contact within their work, consider exposure levels and ensure legal limits are met.

• Involves harmful exposure to radiation.

– Ensure a young person’s exposure to radiation is restricted and does not exceed the allowed dose limit (refer to HSE website for further information).

– Involves risk of accidents that cannot reasonably be recognised or avoided by young people due to their insufficient attention to safety or lack of experience or training.

– A young person might be unfamiliar with ‘obvious’ risks. We should consider the need for tailored training and closer supervision.

– Has a risk to health from extreme cold, heat, noise or vibration.

– In most cases, young people will not be at any greater risk than adults and for workplaces that include these hazards it is likely there will already be control measures in place.

5. REFERENCE: Additional guidance for employing young persons can be found at the HSE website.

STRESS MANAGEMENT

1. INTRODUCTION

The HSE define stress as “the adverse reaction people have to excessive pressure or other types of demand placed on them.” This makes an important distinction between pressure, which can be a positive state if managed correctly, and stress which can be detrimental to health.

Tingdene Group fully recognises that workplace stress is a Health & Safety issue and acknowledges the importance of identifying and reducing workplace stress factors as far as reasonably practicable.

2. ARRANGEMENTS

• Tingdene Groups Stress Management policy is reviewed, updated when necessary and made available to all Team Members.

• Tingdene Group takes steps to identify workplace stress factors and reasonably controls the risks from stress factors.

• Tingdene Group provide training for all Managers and supervisory Team Members in stress Management practices.

• Tingdene Group provide a means of confidential counselling for Team Members affected by stress caused by either work or external factors.

• Tingdene Group provide adequate resources to enable Management to implement Tingdene Groups stress Management policy.

3. ASSESSMENT

Site Managers are required to ensure an appropriate risk assessment for work-related stress has been completed for the Tingdene Site(s) under their Management. The risk assessment should identify the key stress factors that may arise in the workplace, such as but not limited to:

• Long hours of work.

• Heavy workloads.

• Changes to duties or changes within the organisation.

• Job insecurity.

• Unrealistic deadlines.

• Life pressures outside the work environment.

To identify the true extent of stress factors within the workplace, this requires the gathering of data from Team Members which may be done via various methods such as one to one interviews, group discussions, self-questionnaire, Team Member surveys’ etc.

4. MANAGEMENT OF STRESS

FACTORS

Managers of Team Members are responsible to ensure control measures are in place to help reduce the effects of identified work-related stress factors.

The HSE identify six key areas of work design that, if not properly managed, can affect stress levels and are associated with poor health, lower productivity and increased accident and sickness absence rates. Full details on preventing work-related stress are available for Managers via the HSE website.

The HSE booklet ‘Talking Tool-kit-Preventing Work Related Stress’ provides additional guidance and help to start the conversation and manage these key stress related areas within the workplace (see appendix K1).

WATER SAFETY & LEGIONELLA MANAGEMENT POLICY

1. INTRODUCTION

The Health and Safety at Work Act 1974 sets out the broad legal requirements for health, safety and welfare of employees and others. COSHH applies to the risk from exposure to legionella and other harmful bacteria. HSE’s Approved Code of Practice and Guidance Document L8 (ACOP) “Legionnaires’ disease: the control of Legionella bacteria in water systems” is taken as the main source of guidance on matters relating to legionella risk Management.

2. ARRANGEMENTS

This policy is intended to cover our responsibility for providing water systems to any Tingdene Group owned premises including any tenanted premises and the supply of water to homes, moorings and communal outlets.

This policy does not cover any domestic water systems within a private owned accommodation. Tingdene Group policy is to meet the requirements of the relevant legislation, ACOP L8 guidance and to comply with the guidance as far as is reasonably practicable by:

• Enforcing this Policy across Tingdene Group.

• Clearly defining the responsibilities of a duty holder and appointed responsible person(s) specific for the Management of water systems.

• Having a suitable and sufficient risk assessment conducted to identify and assess the risk of exposure to legionella bacteria or any other water borne bacteria from work activities and water systems on Tingdene Group owned premises and identify any control measures needed.

• Ensuring monitoring systems are in place to ensure any control measures are being implemented, are effective, records are kept, and the policy is reviewed periodically.

• Appoint, when necessary, an approved Contractor to conduct any specialist water safety risk assessment and/or microbiological analysis sampling of water systems.

• The policy on legionella is to be supported by a ‘written scheme of control’ which incorporates an action plan for incident management regarding legionella or any other water borne bacteria.

• A system of microbiological water sampling will be conducted where the risk assessment identifies any high-risk areas.

• Water systems will be installed, inspected, and maintained in accordance with current water regulations and ACOP L8/ HSG274 guidance. Potential foreseeable hazards will be removed at the design stage.

• Private water supplies (wells, stored water) will be subject to the guidance under ‘the Private Water Supplies (England) (Amendment) Regulations. (Notably reg10, 9 & 8).

• Private domestic spa pools installed and used for ‘business use’ (holiday lets) remain the responsibility of the owners, however where it is reasonably practicable to do so, Tingdene Group Site Managers may provide information by form of leaflet handouts with reference to legionella awareness and government guidance.

• Private owners of spa pools for business use are expected to comply with HSG282 guidance.

3. LEGIONELLA MANAGEMENT

3.1

RISK ASSESSMENT:

An initial risk assessment (see appendix L1) will be conducted on all Tingdene Group owned premises by a Competent Person. This can be the duty holder, the Sites responsible person or an alternate designated competent Team Member (person with knowledge of legionella Management and the water systems on-site). The initial risk assessment will determine if the premises is high or low risk.

A premises is determined as low risk if the following applies:

• Water is supplied directly from the mains water supplier.

• There is no storage of water (tanks, central tank supply etc.)

• The hot water is supplied from instantaneous water heaters.

• There are only sinks and toilets in the premises.

Where the initial risk assessment determines the water systems have a high risk of exposure to legionella bacteria, Tingdene Group will ensure a full legionella risk assessment survey is completed by an approved water safety Contractor. Any reasonable recommendations and actions will be implemented within an agreed time-scale.

3.2

WRITTEN SCHEME OF CONTROL:

Where any risk assessment identifies exposure to legionella bacteria which cannot be avoided in the premises, then there will be a written scheme for controlling the risks (see appendix L2). The written scheme will include:

• An up-to-date plan of the water systems layout, including areas no longer in use (a schematic diagram is sufficient).

• A description of the correct and safe operation of the system.

• The precautions to take (control measures).

• Details of required checks and frequency of checks.

• Persons responsible for checks.

• Method of conducting the various controls.

• Any remedial actions to take if controls are ineffective or outside parameters.

3.3 SPECIFIC RISK AREAS: SPA POOLS:

Spa pools (also known as hot tubs, jacuzzies, swim spas etc.) can be a high risk to infectious agents such as legionella bacteria if not used and maintained properly. The definition for a spa pool is a bath or pool of heated aerated water, it can be fixed, portable or inflatable by design.

Tingdene Group’s general policy is to advise against the installation and use of any type of spa pool on Tingdene Group premises unless written permission has been granted.

Safe use guidance information will be made available to spa pool owners outlining their duty of care to maintain their spa pools in accordance with the spa pool manufacturer’s instructions and to reduce any impact to the environment. Where prior agreement has been made to allow an owners spa pool to be used for ‘Business Use’, as in holiday lets or by tenants who manage spa pools used in a leisure complex setting, they will be notified of their duty of care under the current HSE Guidance for the ‘Control of Legionella and other Infectious Agents in Spa Pool Systems’ or any other relevant regulation, codes of practice or guidelines.

Where the Tingdene Group has direct ownership and management of spa pools (even for a limited period), these will be managed in line with the spa pool manufactures instructions and/or if ‘Business Use’ (holiday let packages) maintained in accordance with current HSE guidance.

Tingdene Group, when necessary, may require periodic evidence from any owner or tenant that the spa pools they own or manage are being maintained and are ‘fit for use’ on Tingdene Group Sites.

Where there is clear evidence of a lack of adequate maintenance of a private owner’s spa pool, Tingdene Group will require the owner to rectify any issues or will be asked to remove the use of any spa pools that are deemed to be a risk to public safety on any of their Sites.

4. WATER SAFETY MANAGEMENT

4.1 POTABLE WATER (SAFE TO DRINK WATER):

Any storage of potable water will be in line with the current UK Water Regulations. Drinking water outlets will be provided in convenient locations and clearly identified if not from a kitchen sink or water fountain. Alternately non potable water outlets will be clearly signed ‘Not Drinking Water.’

An external water cooler Contractor will manage free standing bottled water coolers. Water bottles will be clearly labelled with the best by date and used in date order. A cooler cleaning and disinfection program is to be implemented at each relevant Site. The location of the water cooler and any replacement bottles should be stored in a cool area, not in direct sunlight or next to any heat source.

4.2 PRIVATE

WATER:

The private water regulations require any private water supply (not from a public water supplier) to be wholesome for human consumption and without risk to public health. Note Regulation 8 of the private water regulations outlines that where a water supply is billed to an individual and that individual then distributes water and charges others for the use of the water they distribute, this is deemed a private water supply network.

For example, where homeowners are billed by Tingdene for their water supply and not directly by the water supply company. In such cases the Local Authority is required to complete a risk assessment of the private water supply and review every 5 years.

Where Tingdene Group supplies water from a private source such as a well, bore hole, reservoirs, or stores water in central holding tanks (including mains water) including a private distribution network under Reg 8, a process will be in place to ensure the following:

• Precautions are taken so no contamination enters the water source.

• Regular documented inspections take place of the storage and water supply line.

• Monitoring of water quality by annual microbiological and legionella water sample analyses.

• A documented emergency response plan will be in place to rectify any issues and/or negative results.

4.3 PRIVATE SEWAGE TREATMENT (WASTEWATER):

Where Tingdene Group are responsible for the treatment of sewage or wastewater on any of their Sites, any installation and Management of such will comply with the regulations as set by the Environmental Agency or the manufacturers guidance where the plant falls outside the scope of the Environmental Agency. Tingdene Group will comply with the ‘General Binding Rules’ by ensuring any system is maintained properly and does not cause pollution.

4.4 WATER HAZARDS ON-SITE (PONDS, LAKES, MARINAS, RIVERS, STREAMS, DRAINAGE, ETC.):

Where water hazards are identified on Tingdene Group Sites, a competent Team Member will complete a risk assessment. The risk assessment will outline reasonable controls required to manage any foreseeable risks. Those controls may include but not limited to the following:

• Clearly displayed water safety warning signage.

• Allowing natural barriers to grow to reduce immediate access (reeds, hedges, grasses etc.)

• Manufactured barrier to reduce access (knee rails, post, and rail fencing, netting etc.)

• Providing appropriate visible lifesaving equipment in the vicinity.

5. RESPONSIBILITIES

5.1 GROUP MANAGING DIRECTOR:

• To act as overall duty holder for Tingdene Group.

5.2 BUSINESS UNIT DIRECTORS:

• To act as duty holders for their relevant Business Unit.

• Provide adequate resources including financial to maintain water safety Management systems.

• Ensure the designated ‘responsible persons’ are trained to a level of competency to manage water safety systems on-site.

• Notify the relevant ‘responsible person’ if there are any planned changes to Sites and premises that may impact on the water safety Management systems.

5.3 SITE MANAGERS:

• To be the appointed ‘responsible person’ for the day-to-day Management for water systems and legionella for the Sites they are responsible for.

• Where necessary to delegate specific duties in line with the written scheme of control to key Team Members and/or approved qualified Contractors.

• To ensure that any training deemed necessary is provided to the appropriate Team Members.

• Will keep and review appropriate records as required by any written scheme of control.

• Ensure there are emergency plans available that include actions to be taken in the event of adverse water sampling analysis results or any official cluster notification via recognised organisation e.g., local authority, cdc.gov, ELDSNet. etc.

5.4 ALL TEAM MEMBERS:

• To comply with any training or instruction given with regards to work activities involving the safety management of water systems.

• To report immediately to a Line Manager any issues, deficiencies, or concerns with any safety management of water systems and water hazards.

5.5 CONTRACTORS - (PLEASE REFER TO THE APPROVED CONTRACTOR POLICY):

• Are required to provide copies of their RAMS for review by Tingdene Group Site Management prior to commencing any works on-site.

• Are responsible for informing Tingdene Group Site Management of all changes to planned activities, water systems and the introduction of equipment which may impact on the premises water system.

• Are responsible to ensure appropriate control measures have been implemented to reduce the risk of water borne bacteria for high-risk equipment brought and used on-site such as but not limited to e.g., humidifiers, sprinklers, air washers and fogging/misting machines etc.

PROVISION OF WORK EQUIPMENT POLICY

1. INTRODUCTION

The Provision and Use of Work Equipment Regulations 1998 (PUWER) specifically covers the use of work equipment. This regulation places a responsibility on the employer to ensure that the equipment that Team Members operate in the workplace is safe to use. This means selecting the right equipment, inspecting it to make sure it is safe to use, maintaining it in good repair and always following the best working practices laid down by the employer.

These duties also apply to a Contractor or Sub-Contractor on Tingdene Group premises, in respect of safeguarding our Team Members and Visitors from their activities.

Other regulations and codes of practice can be found for more specific type of equipment such as the ‘Lifting Operations and Lifting Equipment Regulations 1998’ (LOLER) that places duties on organisations who use lifting equipment.

2. DEFINITIONS

‘Work Equipment’ means any appliance, apparatus, machinery, tool, plant or installation for use at work. This includes any equipment which a Team Member may provide for their own use at work.

3. ARRANGEMENTS

Tingdene Group will as far as reasonably practicably comply with current regulations governing the provision and use of work equipment by its Team Members by ensuring the following:

• Provision of sufficient finances to provide suitable ‘fit for purpose’ equipment for the works required throughout the business operation.

• To only purchase equipment from a reputable and approved supplier in line with Tingdene Group’s Supplier, Contractor and Product Purchasing Policy Statement (see appendix M1).

• To follow our Supplier, Contractor and Product Purchasing Policy Statement when selecting work equipment, which considers the suitability of the equipment for its intended use, the competency of the intended users, the working conditions, any H&S risks in the workplace as well as the impact of cost to Tingdene Group.

• To ensure that work equipment is provided with safe operating procedures, appropriate safety labelling, appropriately identified controls for starting, stopping and controlling it, and that these control systems are safe. Where appropriate, providing a suitable means of isolating work equipment from all power sources.

• Ensure work equipment is only used by qualified (where applicable to its use), competent users for operations, and under conditions suited to its intended purpose.

• Ensure work equipment is maintained, in efficient working order and in good repair thereby ensuring maintenance operations can always be carried out safely.

• Keep a documented maintenance and inspection program in place with a record of all maintenance and inspections kept on file and in line with Tingdene Group data retention policy.

• Where types of work equipment require a statuary safety inspection to be conducted by an appropriate qualified body for certification, these will be arranged within the required time-scales as set down by the various regulations.

• Where work equipment safety depends on the manner of installation, it must be inspected after installation and before being commissioned into use.

• All persons who use, supervise or manage the use of work equipment will receive adequate information and training, which will include written instructions, the correct use of the equipment, the risks that may arise from its use and the precautions to take.

• Where work equipment is identified to be defective, it must be isolated from use, labelled accordingly until repaired, or if unrepairable, disposed of as soon as possible keeping in mind environmental impacts of disposal.

4. PROCESS

4.1

PURCHASING AND SELECTION:

In most cases, the responsibility for the purchase of work equipment will rest with Management levels throughout Tingdene Group and Designated Team Members.

The purchaser of all new and pre-used work equipment must consider the following when selecting equipment to purchase:

• The related hazards to the equipment and as far as reasonably practicable choosing safer and environmentally friendly options. For example, equipment that produces less noise, less vibration or minimises the production of waste (e.g. dusts, fumes, gases etc.)

• Any other hazards that the equipment may bring to the workplace to ensure there are SSOW in place before its use. For example, controlling the dust release for the user and others that might be affected.

• The equipment must be designed for the task required and used within any operating constrictions defined by the manufacturer. Equipment must be:

– Sourced from a reputable approved supplier as outlined by Tingdene Group’s Supplier, Contractor and Product Purchasing Policy Statement.

– Where applicable, provided with a declaration of conformity as well as displaying a conformity label such as either the CE mark (only permitted for new equipment manufactured up to 31.12.2022) or the UKCA mark (for all new equipment manufactured from 01.01.2022).

– Supplied with warranty and/or guarantee where appropriate which is to be kept on file.

– Supplied with clear and understandable operating instructions in English.

– Where stipulated by the manufacturer supplied with all appropriate safety guards and/or PPE.

– Where appropriate, inspected and tested by a competent Operative prior to purchase (an Operative who has experience of using the type of equipment that is to be purchased). (This is mandatory for pre-used equipment).

– Sufficient evidence of historical maintenance and servicing will be required and inspected for any pre-used equipment to be purchased.

4.2

HIRED EQUIPMENT:

Any hired equipment will be acquired from approved hire companies who have shown they supply properly maintained equipment that is safe to use and suitable for the works required. The hire company should provide information or training on the safe use and operation of the equipment. Upon receipt of the equipment the Operative must check the equipment is without damage and fit for use before commencing any works.

4.3 BORROWED OR LOANED EQUIPMENT:

Tingdene Group Team Members should, where possible, avoid borrowing or lending equipment from other Contractors to avoid liability issues. Where it may be essential to borrow or lend equipment, the equipment must be checked by the lender and Operative for damage and if it is fit for use before commencing any works.

4.4 PRIVATELY OWNED EQUIPMENT:

Privately owned equipment (i.e. Team Members own personal equipment & tools) used for Tingdene Group work is legally regarded as work equipment and as such it must conform to the same regulations. In general, Tingdene Group prohibits the use of privately owned equipment on its Sites. Should occasions arise where it may be appropriate for a Team Member to use their privately owned equipment, the Team Member must make a request to their Line Manager. The Line Manager must ascertain the equipment’s suitability for use and give written permission for its use on-site.

4.5 OPERATING PLANT AND EQUIPMENT:

Plant and work equipment must only be operated by Competent Persons working to a SSOW. Where plant and work equipment require statuary qualifications to operate, the operator must hold the appropriate in date certified qualification prior to operating the plant or equipment.

The operator is responsible to ensure pre-use safety checks are completed, any safety guards or mechanisms are used or fixed in place and the appropriate PPE is worn as required by the manufacturer or any risk assessment completed for the specified equipment.

Operators are not to remove or disable any safety mechanisms such as safety guards, modify or operate the plant and equipment for a purpose that the manufacturers did not intend it to be used for.

Operators are not to operate any plant or mechanical equipment whilst under the influence of alcohol, drugs or any other substances (including prescribed medication) that carries a warning such as not to drive or operate machinery and equipment. Failure to comply with the requirement will result in disciplinary action (please refer to Tingdene Group’s drug and alcohol policy within the employee handbook for further details).

4.6 MAINTENANCE AND INSPECTION:

Maintenance and inspection is an integral part of ensuring that equipment is safe to use, it is also a preventative measure in the control of risks. The following measures will apply to maintenance activities:

• Persons who maintain and inspect work equipment must be approved, authorised and competent.

• The frequency of the maintenance program will consider the intensity of use and the equipment’s possible deterioration if not maintained. As a minimum maintenance will be conducted in line with the manufacturer’s instructions.

• A documented fault/defect reporting system will be in place. Faulty equipment must be reported and taken out of use immediately. It will be the Line Managers responsibility to arrange for repair or replacement. Only competent authorised persons will undertake any repairs of faulty equipment.

• Where machinery equipment is found to be faulty the item will need to be labelled to warn others of the defect (e.g. Danger Do Not Use). For fixed equipment, the label should be clearly displayed on the power or isolation switch of the appliance. If an action is taken to remove such signs without first ensuring the equipment has been certified safe to use, this may lead to disciplinary action being taken.

• Any maintenance or inspection works must be completed in a safe environment, ideally in a clearly defined marked area. It will be necessary to cordon off areas to prevent unauthorised access around substantial or hazardous equipment while maintenance is taking place (e.g. plant, vehicles, fuel pumps and boat maintenance etc.)

• It will be the responsibility of the maintenance personnel or third party Contractor who removed the item from use to notify the appropriate operators when equipment is safe to use following any maintenance work.

• It is the operator along with the Site Managers responsibility to ensure designated equipment that requires statuary testing and examination is completed within the required regulatory time frames including any certification and licensing is within date and held on file for future reference.

• It is the responsibility of the Site Manager to ensure any Contractors are monitored and comply with Tingdene Group’s safety policies regarding any maintenance and inspection of work equipment carried out while on-site (including maintenance of their own equipment).

5. HEALTH SURVEILLANCE

Health surveillance will be introduced where a risk assessment identifies that Team Members using certain types of work equipment are exposed beyond the acceptable regulatory exposure limits. Formal health surveillance will provide a baseline assessment and a program to monitor any ongoing affects that the use of work equipment may have on the operators (please refer to the Noise and Vibration Management policies).

6. MONITORING AND REVIEW

Managers and operators will:

• Monitor the suitability of the plant and work equipment they are responsible for;

• Ensure any defects are recorded and reported immediately;

• Maintenance and inspections are carried out as per set schedules and;

• Ensure defective equipment is removed from operation.

Each Site should log all work equipment purchased onto the Plant Work Equipment Inventory List (PWEIL) and keep on file (see appendix M2). At least a yearly review of all plant and equipment held on a particular Site should be completed by the Site Manager or the Designated Team Member, updating any details as required. At the time of review, the status of plant and equipment must be recorded on the inventory list. The PWEIL will also be used as an asset list for insurance information.

NOISE AT WORK MANAGEMENT POLICY

1. INTRODUCTION

THE CONTROL OF NOISE AT WORK REGULATIONS 2005 (THE NOISE REGULATIONS):

The aim of the Noise Regulations is to ensure that workers’ hearing is protected from excessive noise at their place of work, which could cause them to lose their hearing and/or to suffer from tinnitus (permanent ringing in the ears).

Tingdene Group noise policy aims to implement measures for the control of noise levels in the workplace to prevent damage to the hearing from noise exposure, by considering the Exposure Action Values (EAV) and Exposure Limit Values (ELV) where long-term exposure will cause noise induced hearing loss.

2. DEFINITIONS

For the purpose of this policy, the following definitions apply:

2.1 EAV: The levels of exposure to noise averaged out over a working day or week or the maximum noise to which a Team Member is exposed in a working day.

2.2 ELV: The levels of noise exposure that must not be exceeded. These ELV take account of any reduction in exposure provided by hearing protection i.e. the values are the noise experienced at the ear with hearing protection utilised.

2.3 DECIBEL (DB): The unit of measurement for loudness of a sound. The higher the DB, the louder the sound.

2.4 PEAK SOUND PRESSURE (PSP): This is the maximum sound exposure permitted for any individual and takes hearing protection into account i.e. it is the actual sound exposure of the individual ‘at the ears’ following any attenuation from hearing protection.

3. ARRANGEMENTS

Site Managers, with the support from the Group Health & Safety Manager are responsible to put in place measures to protect Team Members and others who may be exposed to the risks of noise-induced hearing loss and tinnitus which can be caused by exposure to excessive noise. These measures will include:

• Assessing the risks from noise exposure;

• Taking measures to reduce noise exposure where a risk assessment shows that this is necessary;

• Ensuring the level of noise generated is considered when a new piece of equipment is purchased or hired;

• Providing hearing protection where necessary if risks cannot be adequately reduced by other means;

• Providing information to Team Members on the risks from noise and the measures in place to reduce these and;

• Providing occupational health surveillance where Team Members report health issues or Team Members are regularly exposed to the upper EAV 85dB or a PSP of 135dB.

Note: this policy does not cover the environmental aspects of noise and noise pollution or the adverse effects on well-being which can arise from ‘nuisance’ noise which is below the levels likely to cause hearing issues. General risk and DSE assessments will be completed to identify ‘nuisance’ noise issue within the workplace and where reasonable and necessary implement adequate controls to eliminate or reduce the ‘nuisance’ noise issue.

4. REGULATORY NOISE LEVELS TO BE MONITORED

Noise levels are generally expressed as dB (decibels).

Common noise levels would be:

• 50-60 dB - normal conversation.

• 80 dB - noisy street.

• 100 dB - pneumatic drill.

• 125 dB - jet aircraft.

An increase of 3dB may be barely noticeable because of the way ears work, but it means a doubling in the noise level. Small changes in numbers can be far more significant than they may seem.

4.1 NOISE EAV AND ELV:

The Control of Noise at Work Regulations requires specific action at certain action values and set maximum values which must not be exceeded. These relate to the levels of exposure averaged over a working day or week and the maximum noise (PSP) which Team Members are exposed to in a working day.

4.2 LOWER EAV:

The Lower EAV is reached where a Team Member is exposed to an average daily or weekly noise dose of 80dB or a peak sound pressure of 135dB.

4.3 UPPER EAV:

The Upper EAV is reached where a Team Member is exposed to an average daily or weekly noise dose of 85dB or a peak sound pressure of 137dB.

4.4 ELV:

The Regulations also set maximum levels of noise exposure of 87dB, and the peak sound pressure is 140dB that must not be exceeded. These ELV’s include any reduction in exposure provided by hearing protection.

5. NOISE (RISK) ASSESSMENT

Any work process, equipment, or workplace which is identified as exposing Team Members to excessive noise, will be subject to a formal documented noise assessment (or survey) carried out by a Competent Person.

Any work area in which Team Members report that noise distracts or represents a ‘nuisance’ shall be subject to a general risk assessment (including DSE assessments) to confirm whether there is a reasonable need and practicality to reduce the reported noise levels.

All new equipment and machinery purchased (or hired) shall require a check on noise emissions (information provided from the supplier’s technical data) and be considered before deciding to procure.

Note: where it is necessary to wear hearing protection in a specified area, this may reduce the audibility of fire alarms. Additional warning measures such as visual beacons or strobes may be installed in these areas to provide adequate warning in an emergency.

6. CONTROLS – REDUCING NOISE EXPOSURE

Measures will be put in place to reduce risks from noise exposure to as low a level as is reasonably practicable – even if noise levels are below the lower EAV, consideration must be given as to whether further reduction is practical.

Where new plant or work equipment is introduced or there is a change in work process that may expose a Team Member to high levels of noise, the existing risk assessment and any safe system of work must be reviewed and if necessary updated.

6.1 EXPOSURE VALUES AND LIMITS:

Wherever noise levels may exceed the lower EAV 80dB or a PSP of 135dB Team Members must be:

• Informed of the level of exposure and the associated risks.

• Instructed in how to minimise the risks.

• Be provided with ear protection for their use.

In any area where noise levels exceed the EAV of 85dB or a PSP level of 137db Team Members must be:

• Informed of the level of exposure and the associated risks.

• Provided free of charge with the appropriate type of ear protection and the use of made compulsory.

• The area must be designated an ear protection zone.

• Only authorised Team Members equipped with the appropriate hearing protection may work in the designated hearing protection zones.

• Team Members exposed provided with regular health surveillance (such as hearing tests).

Personal noise exposure MUST NOT exceed the ELV of 87dB (this measurement must consider the effect of hearing protection).

Measures to reduce noise exposure may include:

• Replacing tools and equipment with alternatives which create lower levels of noise.

• Ensuring all equipment is properly maintained.

• Reducing exposure by reducing time exposed to noise. (E.g., 30 minutes for continuous use of power tools)

• Shielding or enclosure (of either a piece of equipment or the operator).

6.2 HEARING PROTECTION:

Hearing protection can be used as an additional measure once noise has been reduced as far as is reasonably practicable by other means or as an interim measure pending noise reduction. It must not be used as the sole method of protection if personal noise exposures exceed the upper action value (85dB).

• Hearing protection must be made available on request if noise exceeds the lower EAV 80dB. Compulsory issue and use at the upper EAV 85dB.

• Hearing protection provided must be suitable for the levels and type of noise individuals are exposed to. (Please refer to the PPE Policy).

6.3 DESIGNATION OF NOISE ZONES:

Any area where noise levels exceed 85 DB (or PSP level of 137dB) will be designated as ‘Hearing Protection Zones’ and marked with appropriate signage. Within these areas, wearing of hearing protection will be compulsory, even though exposure may only be for short periods of time.

Further guidance on ways of reducing noise exposure can be found in “Controlling Noise at work – Guidance on Regulations” (HSE).

7. HEALTH SURVEILLANCE

Health surveillance will be mandatory for Team Members who are regularly exposed to noise levels above the lower EAV (80dB).

Health surveillance will also be offered to those exposed below the EAV if they are at increased risk e.g., if the work activity they perform on a regular basis may affect a pre-existing diagnosis of hearing loss or any other condition that affects their hearing such as tinnitus.

Health surveillance may include:

• An initial health surveillance assessment questionnaire (see appendix N1) prior to or very soon after an initial exposure.

• An annual re-assessment questionnaire may be issued to relevant Team Members by their Line Manager as part of the annual appraisal or issued via the H&S department.

• Health surveillance assessment referral to an Occupational Health Practitioner (GP, Nurse etc.) - This will be arranged if the questionnaire reveals hearing related symptoms, or if a Team Member reports any symptoms between health surveillance questionnaires.

• All Team Member records will be held confidentially as medical records in their personal HR file. Specific recommendations may be made to a Team Members Line Manager where the individual requires alteration to their duties to protect against the effects of exposure to noise.

Note: Diagnosed noise related hearing loss or tinnitus can be categorised as an occupational disease if it is caused by a workrelated activity. However, it does not currently come under the six categories for occupational disease that need to be reported under RIDDOR.

8. PURCHASING EQUIPMENT

Whenever new plant and equipment is to be purchased or hired, the supplier’s noise information (where applicable) will be checked in advance and every reasonable effort will be made to ensure that equipment with the lowest noise levels and best protection is obtained.

9. TRAINING AND INFORMATION

All applicable new and existing Team Members should:

• Be informed of any risks associated with exposure to noise levels above the regulatory limits.

• Have access to the risk assessment for noise and trained in the safe systems of work.

• Where Team Members are required to use hearing protection, they must be trained in the correct use of it, how to look for and report defects and where to obtain hearing protection.

• Where required by the risk assessment Team Members will complete Health Surveillance questionnaires.

10. MONITORING AND REVIEW

Where a work activity risk assessment identifies a Team Member is potentially at risk from noise exposure above the regulatory limits, it will be the responsibility of the Team Members Line Manager or Supervisor to routinely monitor the Team Members exposure to noise.

The Line Manager or Supervisor should ensure control measures including the mandatory wearing of PPE are adhered to.

Noise assessment results will be reviewed at least annually to ensure Team Members are not exposed beyond the regulatory exposure limits, ensuring health surveillance is available when required.

The plant and work equipment inventory list (see appendix M2) will be kept up to date with the relevant noise data for each piece of work equipment in use.

VIBRATION AT WORK MANAGEMENT POLICY

1. INTRODUCTION

THE CONTROL OF VIBRATION AT WORK REGULATION 2005:

An employer who carries out work which is liable to expose any of its employees to risk from vibration shall make a suitable and sufficient assessment of the risk created by that work to the health and safety of those employees. A risk assessment shall identify the measures that need to be taken to meet the requirements of these regulations.

2. DEFINITIONS

For the purpose of this policy, the following definitions apply:

Hand Arm Vibration (HAV): Mechanical vibration transmitted from work processes into a Team Members hands and arms (such as using powered hand tools).

Whole Body Vibration (WBV): Mechanical vibration which is transmitted into the body when seated or standing, through the supporting surface (such as using a ride on mower).

EAV: The levels of exposure to vibration averaged out over a working day or week or the maximum vibration to which a Team Member is exposed in a working day and will require action to be taken.

ELV: This is the maximum vibration exposure permitted for any individual on a single day (exposure averaged over an 8-hour day).

Trigger Time: It is the actual time a Team Members hands are in contact with the equipment, not the overall time it takes to complete the job.

3. ARRANGEMENTS

Within Tingdene Group, the nature of the work reduces the risk, as work may only be limited to general estate and infrastructure maintenance. Exposure is normally not prolonged on a regular basis. The nature of estate management is such that Team Members are not continuously carrying out repetitive high-vibration tasks on a daily or weekly basis.

However, this does not negate the need to assess each situation. Tingdene Group will put in place reasonable measures to protect Team Members from the risks of HAV Syndrome and WBV. These measures will include:

• Assessing the risks from vibration exposure and taking steps to reduce vibration exposure.

• Consider the risks associated with vibration when purchasing or hiring plant and equipment. To ensure that the most appropriate equipment is used for the job. i.e. purchasing low vibration tools.

• Maintain an inventory of all work equipment used that is likely to cause exposure to HAV and WBV.

• Maintain tools to the manufacturers’ specifications to avoid increasing vibration levels.

• Providing training and information for Team Members on the risks from vibration and the measures in place to reduce these risks to an acceptable level.

• Providing health surveillance where the risk assessment shows that this is appropriate.

4. VIBRATION (RISK) ASSESSMENT

Tingdene Group recognise that to assess vibration levels for workers correctly, specialist knowledge is required and as such competency training will be required for any Team Member to be able to carry out a vibration assessment. Alternatively, Tingdene Group may at times procure the services of a qualified H&S practitioner to complete a vibration assessment.

The vibration assessment on plant and equipment used by Team Members will determine the level of vibration and how long Team Members can be safely exposed to it. An assessment will use a version of the approved HSE, HAV or WBV calculators and/or the use of a vibration ‘ready reckoner’ (see appendix N2). Alternately, there is readily available equipment which can be purchased that will automatically calculate the exposure limits for equipment in use.

The calculators will calculate the EAV and the ELV. The ready reckoner is a way to calculate the daily vibration exposure to indicate if the EAV or ELV have been reached. Further details and downloads on how to use these tools can be found on the HSE website (HAVS calculator and WBV calculator).

Daily exposure to vibration is measured by a formula known as an A(8) value. This is the average (A) exposure over an eight-hour (8) day and considers the magnitude of the vibration and how long you are exposed to it. The rate of vibration of a tool or piece of machinery is measured in metres (m) per second (s) – its movement per second. Suppliers must provide information on the vibration emission value of their equipment; this is usually available in the equipment operating manual under technical data.

For the few areas that may need to be assessed, it is understood that the diversity of work can cause difficulty in accurately assessing exposure due to the use of different tools being used in any one day and for variable lengths of time. However, it should be possible to estimate a cumulative exposure by adding up the typical exposure pattern from the assortment of equipment used.

When conducting the assessment, the following areas should be included:

• Identify on the Plant & Work Equipment Inventory List (PWEIL), all existing power tools, equipment and plant which potentially pose a risk of hand arm vibration or whole-body vibration.

• Review and observe the conditions under which such power tools, equipment and plant are used.

• Identify the maximum duration of their use (trigger time’ for HAV or work time for WBV) in any working day, by keeping a log or using monitoring devices.

• Assess the vibration magnitude from each piece of equipment used. This information must be provided by the manufacturer; additional information from on-site measurement or from databases of vibration levels may be required.

• Consider individual factors such as any known pre-existing health conditions that may increase risk from vibration exposure for individual Team Members (such as information provided via the pre-employment health questionnaire or a health surveillance assessment).

• Ensure that Team Members use equipment correctly (examples may include poor posture, technique or using the wrong tool for the job).

5. REGULATORY VIBRATION LEVELS TO BE MONITORED

5.1 HAV:

• EAV - is 2.5 m/s2 A(8).

• ELV - is 5 m/s2 A(8).

5.2 WBV:

• EAV - is 0.5 m/s2 A(8).

• ELV - is 1.15 m/s2 A(8).

The values and limits are reached where a Team Member is exposed to an average vibration dose over an 8-hour day. Wherever exposure at or above this level occurs, actions (including health surveillance) are required to control the risk.

6. CONTROLS - REDUCING VIBRATION EXPOSURE

Where regulation levels are exceeded, measures will be taken to eliminate or reduce the exposure level to an acceptable working level. Even if vibration levels are below the EAV, consideration should be given as to whether further reduction is practical.

Two control possibilities exist:

6.1 LOWER THE VIBRATION VALUE, THIS CAN BE DONE BY:

• Replacing plant, tools and equipment with alternatives which produce lower magnitudes of vibration.

• Purchase only plant and equipment fit for purpose that have vibration controls or the lowest magnitudes of vibration.

• Maintain plant & equipment in accordance with manufacturers maintenance schedule.

• Ensuring parts and accessories are not damaged, defective or excessively worn (e.g. changing abrasive disks, blades are sharp etc.)

6.2 DECREASE THE EXPOSURE TIME, THIS CAN BE DONE BY:

• Avoiding the use of equipment that generates vibration.

• Changing to a more efficient process (quicker the process leads to a reduced exposure time).

• Minimise the time exposed to vibration (use job rotation and regular breaks. Maximum 30 minutes continuous use is recommended, then moving on to a non-vibration work activity).

• Modern tools with vibration control often show lower vibration values. In many cases they are also more efficient and the job will therefore be done faster.

6.3 PPE:

The medical effects from vibration can also be reduced by keeping the body warm, particularly the hands and arms. Where the risk assessment identifies the need for suitable clothing to protect Team Members from cold and damp conditions this will be issued free of charge. Note: the correct type of hand protection should only be issued so that they do not constrain the hands.

7. HEALTH SURVEILLANCE

Health surveillance will be mandatory for Team Members who are regularly exposed to vibration above the EAV (EAV=2.5. m/s2).

Health surveillance will also be offered to those exposed below the EAV if they are at increased risk e.g. if they report a pre-existing diagnosis of HAV Syndrome or any other condition of the hands, arms, wrists, shoulders, back or any condition which affects circulation or nerve conduction such as diabetes or carpal tunnel syndrome etc.

Health surveillance may include:

• Initial health surveillance assessment questionnaire (see appendix N1) prior to or very soon after first exposure.

• If necessary, an annual re-assessment questionnaire is to be issued to relevant Team Members by their Line Manager issued via the Group Health & Safety Manager.

• Health surveillance assessment referral to an Occupational Health Practitioner (GP, Nurse etc.) This will be arranged if the questionnaire reveals symptoms (such as HAV Syndrome, white finger, back issues etc.) Or if an individual reports any symptoms between health surveillance questionnaires.

• All Team Member records will be held confidentially as medical records in their personal HR file. Specific recommendations may be made to a Team Members Line Manager where the individual requires alteration to their duties to protect against HAV Syndrome or effects of WBV.

Note: HAV syndrome is a occupational reportable disease. An employer is required to notify the HSE (RIDDOR) if it receives written confirmation from a medical practitioner that a Team Member suffers from a disease as a result of working with vibrating equipment (see Accident and Incident Reporting Policy).

8. PURCHASING EQUIPMENT

Whenever new plant and equipment is to be purchased or hired, the supplier’s vibration information will be checked in advance and every reasonable effort will be made to ensure that equipment with the lowest vibration levels and best protection is obtained.

9. TRAINING AND INFORMATION

All relevant and applicable new and existing Team Members training will include information on the following:

• The levels of risk associated with exposure to vibration levels for the equipment they use.

• What control measures are in place and are to be followed to minimise risks.

• What PPE is provided and when this should be used (i.e. the need to keep warm).

• What symptoms of ill health they should look out for, to whom and how they should report them.

• The health surveillance that is provided, how it will be carried out and why it is important.

They as a Team Member are responsible for:

• Following instructions they are given on safe working practices.

• Reporting problems with their equipment such as unusually high vibration levels.

• Co-operating with the programme of control measures and health surveillance.

10. MONITORING AND REVIEW

Where a work activity risk assessment identifies a Team Member is potentially at risk from exposure to vibration levels above the regulatory limits, it will be the responsibility of the Team Members Line Manager or Supervisor to routinely monitor the Team Members exposure to vibration. Ensuring control measures including the mandatory wearing of PPE are adhered to.

Vibration assessment results will be reviewed as appropriate to ensure Team Members are not exposed beyond the regulatory exposure limits, ensuring health surveillance is available when required.

The Plant and Work Equipment Inventory List (PWEIL) will be kept up to date with the relevant vibration data for each piece of work equipment in use.

Where new plant or work equipment is introduced or there is a change in work process that may expose the Team Member to high levels of vibration, the existing risk assessment and any SSOW must be reviewed and if necessary updated.

PERMITS TO WORK POLICY

1. INTRODUCTION

A permit to work system is a formal recorded process used to control work that is identified as potentially hazardous. It is also a means of communication between Managers, Supervisors and Contractors who carry out the hazardous work on behalf of Tingdene Group.

A permit to work system aims to ensure that proper consideration is given to the risks of a particular job activity and authorises certain people to carry out specific work at a specific Site at a certain time and sets out the precautions needed to complete the job safely.

Note: this policy is not intended to apply to third party owners occupying property on a Tingdene Site who engage their own Contractors to carry out works on their property. It remains the individual owners responsibility to ensure their Contractors work in a safe manner.

2. ARRANGEMENTS

Tingdene Group will use a permit to work system wherever deemed necessary by the work activities risk assessment and existing SSOW and if it is reasonably practical to do so.

Essential features of permit to work systems are:

• Clear identification of who may authorise a particular job and who is responsible for specifying the necessary precautions.

• Clear identification of the types of work considered hazardous.

• Clear identification of permitted tasks, risks, duration and control measures to be applied.

The permit to work system to be adopted will be discussed and agreed with the relevant Contractor prior to any works commencing (imposing systems without consultation can lead to procedures that do not reflect the circumstances on-site).

3. ASSESSMENT

A documented SSOW or RAMS will be sufficient for work with associated risks that cannot be eliminated. A Competent Person will assess whether a SSOW can cover a task alone or whether a permit to work is also required as the checking and monitoring tool that will ensure the higher risk rating for the task is addressed.

Permits to work will only be issued in conjunction with the work tasks SSOW and RAMS.

Examples of activities that may be deemed as high risk work tasks and subsequently could require further consideration for a permit to work and not just SSOW are:

• Hot Works.

• Digging or Excavation.

• Working in Confined Spaces.

• Working at Height.

• Electrical works (isolation).

• Permit to Dive (marinas).

• Works afloat.

The permit to work system itself will not ensure safety, it relies on the named personnel who implement and use the permit understanding the importance of following and complying with each stage of the permit procedure.

These key personnel are usually a Designated Manager (such as a Site Manager) who issues and signs off the permit, and an authorised person (such as the Contractors foreman) who is responsible for carrying out the work safely in the ‘field.’

Where a Contractor is engaged by Tingdene Group to carry out the high risk tasks, a Contractor may produce their own task specific permit to work, however this must be reviewed and understood by the Designated Manager (such as the Site Manager) prior to works commencing.

4. PERMITS TO WORK

Where the documented SSOW or RAMS is deemed not to be sufficient for the work activity assessed by a Competent Person the following applicable permit to works should be issued or requested from a Contractor for completion.

4.1 HOT WORKS

PERMIT

(SEE APPENDIX O1):

The hot works permit is required for any temporary operation involving open flames or producing heat and/or sparks. This includes but not limited to: brazing, cutting, grinding, soldering, torch applied roofing and welding. It is not required for any normal day to day operation taking place in its normal designated area if a documented SSOW is available (such as a daily welding task).

4.2

PERMIT TO DIG – EXCAVATE – WORK NEAR UNDERGROUND SERVICES (SEE

APPENDIX O2):

The Permit to Dig provides a SSOW for any operation which penetrates, lowers or disturbs the existing ground level. It ensures the operator takes measures to know the location of any underground and overhead services, that structures are stable and where applicable provided with shoring. Note the term dig includes driving piles/stakes/metal pins into the ground.

For this policy, the following will apply:

1. General: For all works any operative (employee) or Contractors must assume there are underground services present and take appropriate action to locate prior to any breaking of ground.

2. Permit Required: A permit to dig will be required for all works at or deeper than 300mm in depth.

3. Shallow Works: Works less than 300mm in depth must be supported by suitable RAMS detailing the method to be used to ensure dig areas are free of hazards, such as using a CAT scan or trial holes to locate underground services. If the RAMS are sufficient a permit to dig will not be required.

4. High Risk Areas: Any work in roadways, footways, or kerbing will require a Permit to Dig, regardless of depth, as underground services may be found very close to the surface.

4.3

WORKING IN A CONFINED SPACE PERMIT (SEE

APPENDIX O3):

In general, this permit is for Contractors only. Tingdene Group Team Members are not expected to work in confined spaces. The confined spaces permit to work is used to document all precautions taken to eliminate or reduce to a reasonable level the risks of working in a confined space.

A confined space is defined as an enclosed space where there is a risk of death or serious injury from hazardous substances or dangerous conditions (e.g. lack of oxygen in unventilated chambers).

A confined space has one or more of the following characteristics:

• Limited access or egress.

• The space contains known or potentially hazardous substances and/or atmospheres.

• The space is not intended for continuous working.

• Conditions of engulfment or entrapment may exist or develop.

Some confined spaces are obvious such as storage tanks, silos, enclosed drains and sewers. However, others may be less obvious, such as vats, ductwork, unventilated or poorly ventilated rooms and open-topped chambers.

4.4 WORKING AT HEIGHT PERMIT (SEE APPENDIX O4):

The permit will provide a check list of controls to ensure the Operative has carefully planned the work activity (see also the Working at Height Policy). Some examples of Working at Height: working on ladders, trestles, flat roofs, scaffolding, mobile elevated working platforms, working at ground level adjacent to an excavation or working on form work within an excavation.

4.5 ELECTRICAL WORKS (ISOLATION) PERMIT (SEE APPENDIX O5):

In general, this permit is for Contractors only. Tingdene Group Team Members are not expected to work on electrical items. The electrical permit to work certifies that a circuit or a piece of equipment is not live and is safe to work on. This permit cannot be used to authorise work on any circuitry or equipment that is live. It must contain details on measures taken to disconnect, isolate, prove dead, earth and lock off the power source. It should also include details on the equipment to be worked on, any adjacent equipment, and the warning signs that have been posted must also be included.

4.6 PERMIT TO DIVE (MARINAS) (SEE APPENDIX O6):

The permit will be used to provide authorisation to those who request to complete a dive operation within a Tingdene Group marina either as a Contractor or other event such as a diver training exercise.

5. TRAINING AND INFORMATION

5.1 SITE MANAGER OR DESIGNATED TEAM MEMBER:

The Competent Person who authorises and issues a permit to work must have an understanding, sufficient and adequate knowledge relating to:

• The work task or equipment being used.

• The control measures and safety precautions required.

• The implications of a failure to follow the laid down procedures.

5.2 CONTRACTORS AUTHORISED PERSON:

The Contractors responsible for the work should be:

• Fully trained in the field of the work to be carried out.

• Aware of the safety of other persons coming under their control.

• Ensure that the conditions of the permit are strictly adhered to and that no variations are introduced.

5.3 CONTRACTORS UNDERTAKING THE WORK:

The Contractors undertaking the work should:

• Be competent and fully trained in the field of work to be carried out.

• Ensure that the conditions of the permit are strictly adhered to and that no variations are introduced.

• Work in a safe manner that poses no additional safety risks to others.

Under 5.2 and 5.3, Contractors remain responsible to ensure their own operatives comply with the above requirements.

6. MONITORING AND REVIEW

A Site Manager or a Designated Team Member will be responsible to ensure arrangements are in place for a permit to work to be issued and completed when required. They and the Contractors authorised person will monitor all proposed works are completed in accord with the specific permit to work issued.

All completed permit to work forms are to be reviewed and filed for future reference in line with Tingdene Group’s data retention policy.

WORKING AT HEIGHT POLICY

1. INTRODUCTION

Every year there are serious accidents involving people working at height. Many of these accidents are caused by falls from ladders, steps, windows or roofs, while others are struck by objects dropped or falling from above. Falls from even relatively low heights can result in serious injuries and it is estimated that such accidents may cause up to 4000 major injuries a year in the UK, a substantial number of them fatal.

Tingdene Group will comply with the Work at Height Regulations 2005, recognising its responsibility to ensure that those Team Members who are required as part of their duties to work at height (such as using a ladder or elevated platform) are provided with reasonable safety precautions to limit the risk of a fall liable to cause personal injury.

2. APPLICATION

This policy applies to all Team Members, Contractors and tenants carrying out works on Tingdene Group Sites and premises. It specifically applies to Team Members and maintenance tasks who are authorised to use ladders or stepladders or may occasionally need to go onto roofs as part of their job role.

3. DEFINITION

The regulations places no minimum height at which work at height considerations apply.

Work at height means work in any place where, if there were no precautions in place, a person could fall a distance liable to cause personal injury. For example, you are working at height if you:

• Are working on a ladder, raised platform or a flat roof.

• Could fall through a fragile surface.

• Could fall into an opening in a floor or a hole in the ground, such as an excavation.

Work at height does not include slip, trips or fall on the same level, nor does it include walking up or down a permanent staircase in a building.

4. ARRANGEMENTS

Tingdene Group will carry out its duties under the above regulations by ensuring:

• Working at height is avoided where practically possible.

• Using work equipment or other measures to prevent falls where it is not possible to avoid working at height.

• Where possible work at height tasks will be outsourced to an approved Contractor for such tasks requiring more than the short duration use of a ladder or step ladder (i.e. to access roofs, drains, excavations, use of scaffolding and mobile platforms).

• Where the task requires a Team Member to access, egress or operate plant and equipment from height, the Team Member will be trained and certificated to carry out such tasks, such as operating a marina crane or hoist.

• Low risk relatively straightforward and short duration tasks less than 30 minutes duration) involving ladders or step ladders may be completed by competent Team Members, with sufficient knowledge, support and training to use the equipment safely.

• Where the risk of a fall cannot be eliminated, use of work equipment or other measures will be implemented to minimise the drop distance and consequences of a fall should one occur.

• Using only access equipment that conforms to regulatory standards (such as BS EN131 professional ladders and step ladders).

5. ASSESSMENT

Where working at height cannot be avoided the Site Manager or Designated Team Member will ensure:

• All Team Members work at height activity is properly planned, organised, and supervised with a suitable risk assessment carried out prior to work.

• Work at height will be avoided wherever indicated by the risk assessment and wherever a suitable alternative course of action is available such as outsourcing to an approved Contractor.

6. CONTROL MEASURES

To reduce the risks related to working at height, minimum control measures will include the following:

• Work at height will never be carried out alone or unsupervised.

• Any work at height will be postponed where weather conditions endanger safety (such as high winds, heavy rain, thunder and lightning etc.)

• Those involved in work at height will be properly equipped, trained and competent to carry out the task safely.

• A SSOW will be adopted for working with access equipment (such as ladders and stepladders).

• Only provide a suitable type, size and design of ladder or stepladder for the job required using the right tool for the right job.

• The mandatory use of suitable and appropriate PPE will be provided for the user, as per the Risk Assessment.

• Access equipment will be correctly positioned and where appropriate secured to a structure for added stability in line with the SSOW (see appendix P1).

• Access to the working at height areas will be restricted where appropriate including barriers erected, warning notices displayed alerting people to the works being carried out, and keeping persons away from the access equipment or a fragile or excavated area.

• Access equipment will be maintained, kept in a safe condition and stored securely when not in use.

7. INSPECTION AND MAINTENANCE

The inspection, maintenance and storage of access equipment such as ladders or hired equipment such as mobile elevated work platforms are the responsibility of the Site Manager and the Operative responsible for use of the equipment.

All users of access equipment will inspect the equipment prior to commencing and working at height activity ensuring the equipment is ‘fit for use.’

Employees responsible for the maintenance and storage of ladders will also:

• Implement a planned preventive maintenance schedule for all ladders and stepladders to ensure that they are kept in a safe and serviceable condition.

• Carry out regular inspections of equipment using the ladder inspection record (see appendix P2).

• Ensure that when not in use all ladders and stepladders are locked away or secured to prevent unauthorised use.

• Remove defective or unsuitable equipment from use to a separate area ready for repair or to be destroyed, clearly labelling the defective equipment ‘Do Not Use.’ The ladder inspection record should then be updated.

8. CONTRACTORS, TENANTS AND OWNERS

The need to ensure safe working at height practices and the adequate use and maintenance of access equipment such as ladders extends to the conduct of Contractors, tenants and owners use of working at height equipment on Tingdene Group Sites. For example, boat owners will sign a hard standing agreement to be responsible for their own access equipment to work on their boat when out on hard standing storage.

Site Managers are responsible to conduct from time-to-time, spot checks of Contractors, tenants or owners working practices and the suitability of their working at height activities is in line with best practice, signed agreements and where applicable their RAMS. Any concerns should be raised immediately with the Management of the Contractor, tenant and/or owner involved or if necessary, escalated to Management.

9. INFORMATION, INSTRUCTION AND TRAINING

All relevant and appropriate Team Members involved in working at height activities will be made aware of the safety procedures for working at height including the use of ladders, stepladders as outlined in the SSOW. This will include clear instructions for Team Members to avoid working from height whenever possible.

Where the Site hires a specialist piece of access equipment, such as mobile elevated work platforms for a specific task, the operatives must receive full instruction and training prior to its use. Any competency training must be documented.

10. MONITORING AND REVIEW

Site Managers should monitor any working at height activity is being conducted in line with the risk assessment and/or SSOW. Site Managers should conduct monthly reviews of the ladder inspection and maintenance records along with reviewing the accident and “near miss” incidents to help identify whether the SSOW for working at height or the use of such equipment are sufficient and if needed to be adjusted.

PERSONAL PROTECTIVE EQUIPMENT (PPE) POLICY

1. INTRODUCTION

The PPE at Work Regulations 1992 stipulates employers must protect workers from Health and Safety risks. This means that employers must provide PPE free of charge if a risk assessment shows there to be a requirement. Further, the regulations place duties on employers to ensure that PPE is:

• Accurately assessed before use to make sure it is fit for purpose;

• Maintained and stored properly;

• Provided with instructions on how to use it safely and;

• Used correctly by workers.

Employers must ensure workers have sufficient information, instruction and training on PPE use.

2. ARRANGEMENTS

Tingdene Group will comply with the regulations as far as reasonably practicable ensuring through their Management that:

• Risk assessments are completed to identify the use of required PPE and the provision to be provided free of charge to their Team Members;

• Only purchase and issue PPE of the right type and correct standard from an approved supplier which includes choosing products which are UKCA or CE marked;

• Team Members are trained and instructed to fit and use PPE correctly and;

• There is a means to maintain, store correctly and/or replace PPE for each Site.

3. ASSESSMENT

As part of the risk assessment process the Designated Team Member will assess if the use of PPE is required to reduce the risk of injury in a situation where hazards still remain after engineering controls and SSOW have been applied.

Note: PPE should not be the sole control measure to reduce risk but should be used in conjunction with other control measures as outlined in the hierarchy of control (please refer to Risk Assessments policy section).

Assessors must assess whether the type of PPE is suitable and will not add additional risk factors. When selecting PPE, they should consider and take account of the following factors:

• The job itself and the risks for which protection is needed. For example, if there is a risk from falling objects, consider providing suitable industrial safety helmets or hard hats;

• The physical effort needed to do the job, how long the PPE has to be worn, and the requirements for visibility and communication and;

• The environment and surrounding conditions (for example, the weather if working outside, temperature, noise, ventilation etc.)

• Any known health issues of the Team Member (refer to the pre-employment health questionnaire or a recent health surveillance assessment) wearing the PPE and its ergonomic effects it may have on a Team Members disclosed medical condition. For example, PPE made of certain materials should not be issued to workers if they are known to have allergies (for example: latex gloves). Heavy or bulky suits can cause or increase existing musculoskeletal problems and cause thermal comfort issues. In some cases, a Team Members impairment or disability may not be suitable for certain types of PPE.

Team Members must be consulted when determining the right type of PPE to be selected. The aim should be to choose PPE which gives maximum protection while ensuring minimum discomfort to the wearer, as uncomfortable equipment is unlikely to be worn properly.

Where a PPE requirement has been identified, the correct type(s) of PPE will be noted on the risk assessment document (e.g. gloves for handling chemicals: EN374).

4. PURCHASING PPE

Managers or an authorised Team Member will purchase PPE in line with Tingdene Group’s purchasing policy namely from an approved supplier who can give guidance on providing the correct PPE for the job.

Only products which are UKCA or CE marked should be purchased.

5. ISSUE OF PPE

Managers or a Designated Team Member will ensure that all persons under their Management are issued with the correct standard of PPE and it is used correctly.

Team Members will be issued with all necessary PPE relating to the hazards from their work activity or as a result of the findings of any risk assessment which relates to their work environment.

Team Members can make a reasonable request for additional or replacement PPE via the TingTeam Online Portal - PPE Request Form or their Line Manager. This will be reviewed by their Line Manager and where appropriate the equipment will be supplied.

Team Members should sign for all PPE issued and a record kept on file and retained in line with Tingdene Group retention policy.

The following PPE will be mandatory issue for Site Team Members where appropriate to their role:

• Life Jacket – Marina and Boat Sales Team Members.

• Head protection (e.g. hard hat), hi-vis waistcoat, hearing protection (e.g. ear defenders) – Marina boat hoisting operatives.

• High visibility/reflective waistcoat or jacket – Residential Park, Holiday Park, Marina, Boat Sales and Waterfront Living Team Members.

Note: A Team Member will not be able to start their duties until the appropriate PPE has been issued for the work activity assigned. Site Managers are to prepare in advance the need to have sufficient stocks of PPE in readiness to issue for new Team Members or Team Members who change their job role and require the use of PPE.

6. REPLACEMENT OF PPE

All PPE will be replaced on a new for old basis. Re-issue or replacement of worn-out or damaged PPE can be requested by each Team Member via the TingTeam Online Portal or their Line Manager.

Any PPE which is so worn or damaged that it no longer affords adequate protection must be replaced before the Team Member is allowed to continue work.

Team Members and Line Managers should take note of any PPE issued which has a shelf life or maximum usage period and ensure it is replaced in accordance with manufacturer’s instructions.

7. TRAINING AND INSTRUCTION

Team Members who are required to use PPE to ensure their safety will be given training and instructions on:

• How to fit correctly (where applicable, such as respiratory masks);

• Its correct use;

• The requirement for mandatory use and;

• How to maintain.

8. PERSONAL PREFERENCE

Whilst every reasonable effort will be made to ensure that PPE satisfies requirements, Tingdene Group cannot guarantee to satisfy an individuals preference. The assessment process will consider the suitability of PPE for those Team Members who have declared medical conditions such as in the pre-employment medical questionnaire or health surveillance assessment that may restrict the use of certain types of PPE. Once issued, PPE must be worn as intended.

9. DAMAGE OR MISUSE

It will be the responsibility of the Team Member to report any faulty or damaged PPE to their Line Manager. It must then be taken out of use immediately and exchanged as soon as possible. Where PPE is required, but not available for a particular work task, it should not be attempted until the appropriate PPE is provided.

Team Members must not:

• Alter or deface PPE;

• Misuse any PPE supplied to them;

• Share the PPE issued to them or;

• Use any PPE not issued directly to them.

10. MAINTENANCE

It will be the responsibility of each Team Member to ensure that PPE is maintained in a good and clean order. Some PPE will require mandatory documented inspections and servicing such as life jackets.

Team Members must be given reasonably adequate facilities to store their PPE equipment appropriately (e.g. clean dry lockers or storage bins etc.)

11. MONITORING AND REVIEW

Managers will ensure:

• Records of PPE are issued, reviewed, kept on file and up to date.

• Monitor Team Members under their Management that PPE is being used correctly for the task in which it is intended.

• To regularly review risk assessments are still adequate for the work process and there are no changes to the PPE requirement.

Tingdene Group, 34-36 Bradfield Road, Finedon Road Industrial Estate, Wellingborough, Northamptonshire NN8 4HB

Tel: 01933 449090