Health and Safety Policy

Peter Samms Equipment Ltd are a SEMA approved racking installation and maintenance company of all types of storage racking. In addition to this we can also supply and install mezzanine floors, office partitioning and suspended ceilings.

“As Managing Director, I hereby commit this Company to a path of continuous development of our Health and Safety policy and goals. We will strive to provide our employees with a safe and healthy working environment and aim to develop a ‘Safety Culture’ throughout our business activities.” — Richard Mark Samms, Managing Director.

To meet the terms of the Health and Safety at Work Act 1974, as a company we are committed to maintaining a structured programme of hazard identification and risk assessment, with the aim of reducing risks to their lowest residual level that is reasonably practicable. We will provide and maintain safe tools and equipment, ensure correct use and storage of substances is maintained and that we maintain safe and healthy working conditions at all times. In addition we are committed to a structured programme of accident and incident investigation, recording and reporting, to learn the necessary lessons to prevent future accidents and occurrences.

Mr Ian Hancock has been appointed our external “competent person” to assist us in the daily management of achieving our health and safety goals.

We will ensure that all employees are given adequate and specific training for them to operate safely and competently in their daily duties. We will consult with employees on all matters affecting health and safety at work, and it is every employee’s duty to co-operate with these arrangements and report any shortcoming with them.

It is accepted that health and safety at work is the responsibility of each and every individual associated with the company. It is the duty of each employee to take sensible care of their own and other people’s welfare and to report any situation which may create a threat to the wellbeing of any other person. As a company we recognise and accept the responsibility to protect the health and safety of all visitors to the company, including contractors and temporary workers.

It is also the duty of all employees to:

• Co-operate with all company health and safety arrangements.
• Report any shortcomings and concerns in the health and safety arrangements.
• Take reasonable care of themselves and others.
• Follow training given when using any equipment, substance or safety device provided in the course of their work.
• Follow instructions given to ensure compliance with legal requirements.

We will review and revise this policy as deemed necessary at regular intervals of no less than 12 months. Last reviewed 27/04/2020; next review 26/04/2021. Signed: R. M. Samms.

• The person with overall and final responsibility for health and safety is the Managing Director, Mr Richard Mark Samms.
• The person responsible for overseeing, implementing and monitoring the policy is the external “competent person”, Mr Ian Hancock.
• Checking and arranging maintenance of all tools and equipment, together with employees’ PPE equipment bags to the agreed frequency schedule, and maintaining health and safety standards on site in the absence of the above, is the responsibility of the Site Operative Foreman, Michael Mead.

All accidents, however minor, should be reported and entered in the company accident book, which is kept by Mr Richard Mark Samms. It is the policy of the company to comply with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013. Incidents meeting the HSE reporting criteria will be reported by Mr Ian Hancock.

The company views accident investigation as a valuable tool in the prevention of future incidents. In the event of an accident resulting in serious injury a report will be drawn up by Mr Ian Hancock detailing:

• The circumstances of the accident, including photographs and diagrams wherever possible.
• The nature and severity of the injury sustained.
• The identity of any eyewitnesses.
• The time, date and location of the incident.
• The date of the report.

All eyewitness accounts will be collected as near to the time of the accident as is reasonably practicable. All near miss and first aid accidents must be reported by the Site Operative Foreman, Michael Mead, who will complete all relevant near miss and incident investigation forms. Completed reports are submitted to Mr Richard Mark Samms, analysed, and a decision made in consultation with employees on what actions should be taken to avoid a recurrence. Changes to working methods and practices are conveyed to all employees directly.

Although over 99% of our work does not involve work that would expose any employee to materials likely to contain asbestos, it is the policy of the company to comply with the law as set out in the Control of Asbestos Regulations 2012.

Where any work could result in the possible disturbance of any material likely to contain asbestos, we will require a copy of our client’s asbestos register before any work can be started. The company will endeavour to prevent the exposure to asbestos of any employee so far as is reasonably practicable, to ensure their safety is paramount.

Where it is not reasonably practicable for the company to keep exposure below the control limit set by the Control of Asbestos Regulations 2012, we would not undertake any work until the customer had taken steps to ensure that the materials had been removed or encased to prevent any exposure to our employees.

All PSEL installation company employees receive annual UKATA accredited asbestos awareness training.

Peter Samms Equipment Ltd recognises that some projects fall under the scope of CDM 2015. A construction project is notifiable if the construction work is expected to last longer than 30 working days and have more than 20 workers working at the same time at any point on the project, or exceed 500 person days.

Peter Samms Equipment Ltd will work with the client either as Principal Contractor or as Contractor.

Principal contractors: roles and responsibilities

A principal contractor is appointed by the client to control the construction phase of any project involving more than one contractor. Principal contractors have an important role in managing health and safety risks during the construction phase, so they must have the skills, knowledge, experience and, where relevant, organisational capability to carry out this work. The principal contractor must:

• Plan, manage, monitor and coordinate the entire construction phase.
• Take account of the health and safety risks to everyone affected by the work, including members of the public, in planning and managing the measures needed to control them.
• Liaise with the client and principal designer for the duration of the project to ensure that all risks are effectively managed.
• Prepare a written construction phase plan before the construction phase begins, implement it, and then regularly review and revise it so it remains fit for purpose.
• Have ongoing arrangements in place for managing health and safety throughout the construction phase.
• Consult and engage with workers about their health, safety and welfare.
• Ensure suitable welfare facilities are provided from the start and maintained throughout the construction phase.
• Check that anyone they appoint has the skills, knowledge, experience and, where relevant, the organisational capability to carry out their work safely and without risk to health.
• Ensure all workers have site-specific inductions, and any further information and training they need.
• Take steps to prevent unauthorised access to the site.
• Liaise with the principal designer to share any information relevant to the planning, management, monitoring and coordination of the pre-construction phase.

Contractors: roles and responsibilities

A contractor is anyone who directly employs or engages construction workers or manages construction work, including sub-contractors and self-employed workers. Contractors and the workers under their control are most at risk of injury and ill health from construction work, so they have an important role in planning, managing and monitoring their work. Contractors on all projects must:

• Make sure the client is aware of the client duties under CDM 2015 before any work starts.
• Plan, manage and monitor all work carried out by themselves and their workers, taking into account the risks to anyone who might be affected by it and the measures needed to protect them.
• Check that all workers they employ or appoint have the skills, knowledge, training and experience to carry out the work, or are in the process of obtaining them.
• Make sure that all workers under their control have a suitable, site-specific induction, unless this has already been provided by the principal contractor.
• Provide appropriate supervision, information and instructions to workers under their control.
• Ensure they do not start work on site unless reasonable steps have been taken to prevent unauthorised access.
• Ensure suitable welfare facilities are provided from the start for workers under their control, and maintain them throughout the work.

On projects involving more than one contractor, contractors must also coordinate their work with the work of others in the project team, comply with directions given by the principal designer or principal contractor, and comply with the parts of the construction phase plan relevant to their work. Where a contractor is the only contractor working on a project, they must ensure a construction phase plan is drawn up before setting up the site.

Management firmly believes that our stated goals can only be achieved by effective communication with our employees. This communication is a two-way process and we therefore actively encourage free and full discussion on any topic relating to the health and safety of employees at work. No health and safety issue is too big or too small for discussion, and management will respond positively to all improvement initiatives.

Management aims that all employees receive the necessary and specific training they need to carry out their duties safely. This training may take the form of on-the-job instruction, written safe systems of work with an experienced member of staff, or an organised training course. It is the duty of all employees to embrace this training and implement safe working practices in their daily tasks. If an employee feels they need further or specific training, they should make this known to their employer immediately.

• Induction training is provided by Mr Richard Mark Samms, supported by Mr Ian Hancock.
• Job-specific and site training is provided by Site Operative Foreman Michael Mead, supported by Mr Ian Hancock.
• Specific jobs requiring special training are the erection of pallet racking and the use of harnesses; this training is covered by SEIRS training carried out by SEMA approved and accredited trainers.
• Training records are kept by Mr Richard Mark Samms, supported by Mr Ian Hancock.
• External training is identified, arranged and monitored by Mr Richard Mark Samms, supported by Mr Ian Hancock.

• All company van drivers are subject to six-monthly DVLA fitness to drive and eyesight tests, which are documented.
• All company van drivers must ensure all company fleet accidents are reported to the Managing Director.
• All company vehicles must have valid business insurance cover.
• All company fleet vehicles must have valid MOT certificates.
• All company vehicles must be serviced in accordance with the van manufacturer’s recommendations and schedules.
• All company vehicles are subject to a documented daily inspection.

Responsibility for ensuring the above actions are implemented falls to Mr Richard Mark Samms and Site Operative Foreman Michael Mead.

Management views communication between employer and employee as a vital tool in our goal to create a safety culture. We discuss all matters relating to health and safety on a regular basis, on a one-to-one direct approach. These communications take the form of written and formal communications, one-to-one meetings with the Managing Director or external competent person, new tool and technique discussions, and monthly team meetings.

If we are to build and maintain a safe and healthy working environment effectively, it is essential that employees co-operate at all levels. All employees are expected to cooperate with the Site Operative Foreman, Managing Director and external competent person, and to accept their duties under this policy. Under the Health and Safety at Work Act 1974 all employees have a duty to take all reasonable steps to preserve and protect not just their own health and safety, but that of all other people affected by their actions.

To manage health and safety effectively we put in place systems to control all aspects of our day-to-day activities. This includes systems to record training given, accident reporting, daily job sheets, monthly check sheets, daily van inspection sheets and maintenance records, and any other recording and monitoring we feel necessary.

• The company will comply with the law as set out in the Control of Substances Hazardous to Health Regulations 2002.
• A risk assessment will be conducted of all work involving exposure to hazardous substances, based on manufacturer and supplier health and safety guidance and our own knowledge of the work process.
• The company will ensure that employee exposure to hazardous substances is minimised and adequately controlled in all cases.
• All employees who come into contact with hazardous substances will receive comprehensive and adequate training and information on the health and safety issues relating to that type of work.
• Assessments will be reviewed periodically, whenever there is a substantial modification to the work process and if there is any reason to suspect the assessment may no longer be valid.
• When at a customer site and the task involves working with hazardous substances, the customer must supply suitable PPE for the work and relevant hazardous data sheets and COSHH assessments prior to commencement of contract.

Under normal circumstances our work will not require an assessment. COSHH assessments, if required, are carried out by Mr Ian Hancock assisted by Site Operative Foreman Michael Mead.

Under the Management of Health and Safety at Work Regulations 1999, the Workplace (Health, Safety and Welfare) Regulations 1992 and the Health and Safety (Display Screen Equipment) Regulations 1992, Peter Samms Equipment Ltd will ensure that procedures are in place to identify DSE users and ensure:

• A suitable and sufficient risk assessment of the workstation, including the software in use and the surrounding area, is undertaken.
• Sufficient planning of work programmes to ensure there are adequate breaks in the work patterns of workers.
• The provision of an annual eye test on request at no charge to the employee, and if required, assistance towards the cost of spectacles required for DSE use only.

The company will make the following provisions available to DSE users:

• Adjustable chair and an appropriate desk.
• Adequate and suitable lighting.
• Appropriate training, instruction and supervision.
• Adjustable computer screen (tilt angle, brightness and contrast).
• Detachable keyboard, wrist supports, foot rest and document holders where required.

The person with overall and final responsibility for fire safety at the company office premises is the Managing Director, Mr Richard Mark Samms. The company office is subject to a fire risk assessment, and responsibility for ensuring this is implemented and documented, and that all identified practicable fire risk control measures are actioned, rests with Mr Richard Mark Samms supported by Mr Ian Hancock. The person responsible for overseeing, assisting, implementing and monitoring the effectiveness of fire safety control measures is the external competent person, Mr Ian Hancock.

• All employee induction training covers fire safety awareness, and all employees have a duty to report immediately any fire, smoke or potential fire hazards to the local fire service (dial 999).
• All employees have a duty to conduct themselves in such a way as to minimise the risk of fire.
• Since all our business is carried out on customers’ premises, smoking is prohibited except in areas designated by the customer.
• Smoking is not permitted in the company office or company vehicles.
• When on a customer’s premises, all employees should take note of locally arranged fire safety measures and comply with any instructions or induction training given.
• Fire extinguishers are located in the company office and on company vehicles.
• Employees are only expected to tackle a fire themselves if it would pose no threat to their personal safety to do so.
• Firefighting equipment provided by the company is checked periodically; this inspection and maintenance work is arranged by Mr Richard Mark Samms.

The appointed company first aiders are Mr Michael Mead, Mr Patrick Roes and David Holdham. First aid boxes are located in the company office and in all company vehicles.

All accidents and cases of work-related ill health are recorded in the accident book, which is kept by Mr Richard Mark Samms in the company office safe. Mr Richard Mark Samms, supported by Mr Ian Hancock, is responsible for reporting all accidents, diseases and dangerous occurrences to the enforcing authorities as required under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).

Information to employees forms part of the monthly team meeting and customer job or site information, for example customer risk assessments and method statements. Mr Richard Mark Samms is responsible for ensuring that employees working at customers’ premises and sites are given the relevant health and safety information. Health and safety law posters are displayed in the company office, and health and safety advice is available from Mr Ian Hancock.

Instruction is given by means of documentation such as safe systems of work, internal company inductions, and external and job-specific training such as IPAF training for mobile elevated work platforms (MEWPs).

Supervision is arranged by Mr Richard Mark Samms and delivered on site by Site Operative Foreman Michael Mead, who also supervises young workers and trainees. Under normal working conditions we do not have young persons working with us.

It is the policy of the company to comply with the law as set out in the Manual Handling Operations Regulations 1992. Where it is not possible to avoid manual handling operations, an assessment of the operation will be made taking into account the task, the load, the working environment and the capability of the individual concerned. All possible steps will be taken to reduce the risk of injury to the lowest level possible.

Manual handling assessments are carried out by Mr Ian Hancock assisted by Site Operative Foreman Michael Mead. All employees receive manual handling training, refreshed no later than three years from the initial training date.

Under the Control of Noise at Work Regulations 2005, employers must prevent or reduce risks to health and safety from exposure to noise at work. The regulations require us to assess the risks to employees from noise at work, take action to reduce the noise exposure that produces those risks, provide hearing protection where exposure cannot be reduced sufficiently by other methods, make sure the legal limits on noise exposure are not exceeded, provide information, instruction and training, and carry out health surveillance where there is a risk to health.

To comply, Peter Samms Equipment Ltd issues ear defenders as part of company PPE to all employees working at customer sites. Information, instruction and training is covered by ear defender information sheets, customer site rules, company inductions and SEIRS site briefing notes. Noise at work is also covered in all work task risk assessments, and company site audit checks ensure ear defenders are worn when necessary.

Action and limit values

• Lower exposure action values: daily or weekly exposure of 80 dB; peak sound pressure of 135 dB.
• Upper exposure action values: daily or weekly exposure of 85 dB; peak sound pressure of 137 dB.
• Exposure limit values, which must not be exceeded: daily or weekly exposure of 87 dB; peak sound pressure of 140 dB.

Employees are provided with hearing protectors and must use them fully and properly when noise exposure exceeds the upper exposure action values, and are provided with them on request where exposure is between the lower and upper action values. Hearing protection zones are identified where access is restricted and wearing hearing protection is compulsory, supported by systems of supervision and training.

It is the policy of the company to comply with the law set out in the Personal Protective Equipment at Work Regulations 1992.

• All employees who may be exposed to a risk to their health and safety while at work will, after assessment, be provided with suitable, properly fitting and effective PPE.
• All PPE provided by the company will be properly assessed prior to its provision.
• All PPE provided by the company will be maintained in good working order. Any PPE that becomes damaged must be reported to management immediately; failure to do so may result in disciplinary action.
• All employees provided with PPE will receive training and information on the use, maintenance and purpose of the equipment.
• The company will ensure that all PPE provided is fit for purpose and used properly by its employees.
• Checking of PPE is carried out monthly and documented by Site Operative Foreman Michael Mead. Any missing or damaged items should be reported to Michael Mead or Mr Richard Mark Samms.

Risk assessments are carried out by the external competent person, Mr Ian Hancock, with support from Site Operative Foreman Michael Mead. Findings are reported to Mr Richard Mark Samms. Action required to remove or control risks is approved by both Mr Richard Mark Samms and Mr Ian Hancock, and responsibility for ensuring the required action is implemented falls to Mr Richard Mark Samms and Michael Mead. Mr Ian Hancock is responsible for checking that the actions taken have reduced or removed the risks.

Risk assessments are reviewed annually within 12 months, or alternatively when risk control recommendations and target dates are highlighted.

Mr Richard Mark Samms and Site Operative Foreman Michael Mead are responsible for checking and identifying tools and equipment that need maintenance. Mr Richard Mark Samms is responsible for arranging the necessary maintenance and repair of tools and equipment through authorised and competent suppliers, and for arranging any periodic maintenance or service requirements.

Before any new tool or piece of equipment is purchased, its suitability and compliance with health and safety standards is checked by Mr Richard Mark Samms. Any problems found with any tool or piece of equipment should be reported immediately to Michael Mead or Mr Richard Mark Samms.

Smoking is prohibited in all areas of the workplace except those areas which have been specifically designated as smoking areas. Smoking areas should at all times be kept fire safe, and combustible materials must never be stored or allowed to accumulate in areas where smoking is permitted.

The Control of Vibration at Work Regulations 2005 require employers to prevent or reduce risks to health and safety from exposure to vibration at work: to assess the vibration risk to employees, take action to reduce vibration exposure, decide whether employees are likely to be exposed above the daily exposure action value (EAV), make sure legal limits are not exceeded, provide information and training, carry out health surveillance where there is a risk to health, keep records of risk assessments and control actions, and review and update assessments regularly.

Peter Samms Equipment Ltd ensures compliance by:

• Ensuring all power and battery operated work tools are low vibration, so far as is reasonably practicable.
• Carrying out hand-arm vibration assessments on key powered and battery operated tools.
• Providing low vibration PPE gloves where practicable.
• Rotating jobs between operatives to ensure the daily exposure limit value (ELV) is not exceeded.
• Marking up all powered and battery operated tools based on risk rating and duration of use: red for high risk, green for low risk.

For hand-arm vibration the exposure action value is a daily exposure of 2.5 m/s² A(8) and the exposure limit value is a daily exposure of 5 m/s² A(8), which represents a high risk above which employees should not be exposed.

Working at height covers all activities where there is a need to control a risk of falling a distance and causing personal injury, and would include roof work, ladder work and work next to excavations or openings. It does not include slips, trips and falls on the same level, or falls on permanent stairs where no maintenance work is being carried out. The relevant legislation is the Management of Health and Safety at Work Regulations 1999, the Work at Height Regulations 2005 and the Lifting Operations and Lifting Equipment Regulations 1998.

In accordance with regulation 6 of the Work at Height Regulations 2005, Peter Samms Equipment Ltd will ensure the following hierarchy of control:

• Work is not carried out at height when it is reasonably practicable to carry the work out safely other than at height, for example assembling components at ground level.
• When work is carried out at height, the company will take suitable and sufficient measures to prevent, so far as reasonably practicable, any person falling a distance liable to cause injury, for example the use of guard rails.
• The company shall take suitable and sufficient measures to minimise the distance and consequence of a fall, for example a safety harness and lanyard.

General access at height

All working at height must be subject to a suitable and sufficient risk assessment and additional customer permit to work controls to determine the control measures required, including means of access and fall arrest equipment. Where possible, mobile elevated work platforms (MEWPs) must be used to gain access to high work areas, and their use must be restricted to authorised, IPAF trained and competent personnel only.

All work equipment used for the purpose of lifting persons at height is subject to a six-monthly LOLER inspection; all other lifting equipment is subject to a twelve-monthly LOLER inspection. All records of inspections, defect reports and remedial work carried out must be retained by the person responsible for that work equipment.

Escape at height

All operators of equipment and mechanical handling equipment that operates at height, such as scissor lifts, must be appropriately trained in safe escape at height. Equipment designed to lift personnel must incorporate a safety system that does not allow the access door to be opened whilst the vehicle is in operation. All operators must follow the emergency rescue plan for MEWPs at height.

PPE to be worn

PPE must be worn at all times when working on site in accordance with risk assessments undertaken for work activities and tasks and the development of safe systems of work, to include hard hats, safety harnesses and lanyards, fall arrest equipment, hi-vis clothing and safety footwear.

Ladders and steps

• A ladder or steps should not be used as a place of work unless there is no reasonably practicable alternative.
• Always check the condition and suitability of a ladder or steps before use and check the erection and installation is correct.
• The base on which a ladder or steps is erected must be firm and level to prevent stability problems.
• The top head section of the ladder should rest on a firm, solid surface, with both stiles secured near the top; assistance from another person will be necessary to foot the ladder if it has to be climbed first to secure it at the top.
• The correct slope for a ladder is an angle of about 75° to the horizontal, i.e. one metre out for every four metres of height.
• On long ladders an intermediate tie rope is necessary to prevent swaying, and rungs should be clear of grease, oil or other slippery substances.
• Only one person should be permitted on a ladder at any one time; never over-reach — move the ladder to a better position, and keep both hands free when climbing or descending.

MEWPs

Before using a MEWP, assess what other vehicles, mobile plant or work equipment could be close by; whether parts could protrude beyond the site boundary; the general and localised ground conditions; whether the MEWP has been examined, inspected, maintained and daily checks carried out; and whether the carrier could be caught on protruding features such as steelwork or tree branches.

• Safe plant: select the right MEWP for the job, ensure examination at least once every six months and planned maintenance, and check suitability if a different make or model is delivered to site.
• Safe site: segregate other site traffic, ensure parts cannot protrude into roads, check for manholes, service ducts and potholes, check temporary covers are strong enough, establish load bearing capacity, ensure supervision of safe systems of work, check for overhead crushing or contact hazards, agree systems of communication, check weather conditions have not altered ground conditions, establish limits for safe operation such as maximum wind speed, and ensure a rescue plan is agreed.
• Safe operator: ensure operators are trained and familiar with the performance and controls of the specific MEWP used, have any task-specific training, complete daily checks in accordance with manufacturer’s instructions, know when further operation would be unsafe, and know the system for recording faults, repairs and maintenance.

A work restraint system for use on a MEWP should normally be a combination of a full body harness and a lanyard, and does not normally have shock-absorbing capability.

Peter Samms Equipment Ltd has taken the coronavirus (COVID-19) pandemic very seriously and has developed a separate Policy on Dealing with Coronavirus in the Workplace, providing employees with advice and controls to keep them healthy and safe. A COVID-19 precautions and controls risk assessment was developed to guide staff and customers, limiting the risk of spread through simple precautions following government, NHS and WHO guidance.

• Office based measures: information for staff on personal hygiene and minimising the spread of the virus, updated office cleaning plans, plans in place for working from home as required, and essential meetings only at our office.
• Site based measures: information for staff on personal hygiene, a fluidly updated risk assessment providing safe working procedures, EN140 face fit masks in vans if site specifically required, and continual discussions with customers to confirm we are safe to attend their sites.