Page 1 PORT USERS Forum Safety & Environmental Protocols for Common User Operational Areas Mission: To remove, isolate, minimize or mitigate the impact of operations on all staff, users, contractors and neighbours of Port Nelson March 2013
Page 2 Statement of Intent The Safety and Environmental Protocols for Common user Operational Areas are to address the generic hazards in the operational areas/activities where various Port users cross over and may overlap. The basic philosophy is that any hazards, either Health and Safety related or Environmental, that are generated by an operation or activity must be managed by the organisation that generates the hazard and that the organisation is responsible to communicate the hazard, and the proposed remedy, to all those that are directly effected. Generic hazards that are operation specific are covered under attached sections. Common user Protocols are to be considered the lowest common denominator, around which, best practice and preferred habits are built. It is recognised that all users will have their own Standard Operating Procedures (SOP s) as regards to their own operations. It is also recognised that individual organisations will have SOP s that exceed the minimum requirements attached. We do not expect these organisations to lower their standards but rather to add value to the common user protocols.
Table of Contents Page 3 Section 1 Overview Page 4 Section 2 Pre-Planning Page 6 Section 3 Critical Rules Page 9 Section 4 Hazards Page 10 Section 5 Training Page 11 Section 6 Inductions and Responsibilities Page 11 Section 7 Personal Protective Clothing and Equipment Page 12 Section 8 Drugs and Alcohol Policy Page 12 Section 9 Auditing Page 12 Section 10 Emergency Procedures Page 13 Section 11 Environmental Impact Page 13 Policies that are addendums to the User Protocol are : - (these are available on request) Appendix A: Port Nelson Limited Environmental Management Plan (Available on www.portnelson.co.nz ) Appendix B: PNL Emergency Procedures (QM-PRO-018,) Appendix C: Port Nelson Limited Health and Safety Policy Manual () Appendix D: Port Nelson Limited Drug and Alcohol Policy Appendix E: Port Nelson Traffic Management Plan Appendix F: - Port Nelson Noise Management Plan
Section: 1 Overview Page 4 Process Description All operations that involve the moving of people, equipment, machinery or cargo, for whatever purpose, from various sites has the potential to cause hazards and expose other Port users or the environment to risk. Scope These protocols are intended to cover all Port Nelson Limited Operational land. It includes Berths, Stevedoring, Marshalling companies, Lessees (inside the operational area), Service Providers and Contractors and their employees working on Port Nelson Limited property for the purposes described above. Common user protocols provide a common agreement on the methodology for the better prevention of accidents and near hits, and environmental incidents, on and in the vicinity of the operational areas of Port Nelson. Limitations A forum made up of representatives from all the Port user groups will meet on an annual basis to revisit or address any issues. While any Port user may have input or raise issues, forum membership consists of the following: - Genera Mainland Stevedoring Port Nelson Limited Ships Agents Strait Shipping Stevedoring Services Limited Tasman Bay Stevedoring C3
Page 5 Generic habits preferred The following protocols are the preferred habits and best practice required to ensure safe operations in all interactions between parties working in a common user area. These protocols will be adopted and acknowledged by the above named companies as a means of taking all practicable steps in regards to working common user areas, in reference to the HSE Act 1992, 2002 Amendments as well as the industry relevant Codes of Practice e.g. Manual Handling, Forklift, Stevedoring Operations, Prevention of Falls, Using Mobile Plant, Hiring Temporary Staff and also the relevant MNZ rules HASNO Act and Resource Management Act. Pre-planning Best Practice and the most effective method for the prevention of harm occur in the pre-planning stage. This means that, wherever possible, the loading or working plan must give consideration to the interaction between different stevedores, marshallers and third parties working in operational areas. In addition, we recommend safety and environment issues be discussed at the pre-work brief and wherever possible. Prior to commencing work in a common user area, machine and contractors are to ascertain whether there are any other operators in the area. Responsibilities Preplanning is the responsibility of the company working the areas concerned. Those Principals who determine or decide on such things as gang sizes and the machines to be worked in a particular operation should consider, amongst other things, such decisions from a safety perspective. Basic Housekeeping: It is the responsibility of port users/agents and stevedores to keep the wharves clear for the next user. Clean up your own mess as you go! is the general rule.
Page 6 Section: 2 Pre Planning Consideration 1 Notification Appropriate notification such as signage, informing others that may be in the common user area, should be placed accordingly. Such signage should indicate, moving machinery, hazardous activity taking place within the area and who must be contacted before entering the area and how to make contact. If others subsequently enter the common user area already being worked, they must make contact with the party already established in the area and follow steps in consideration 2 of this document. Appropriate notification may include but not be limited to phoning or electronic communication with others who commonly use the same area. Consideration 2 Contact with existing operators Ground Staff and machine operators should liaise with others in the immediate area to understand and communicate each other s requirements and to ensure that preplanning communications have been passed along. All parties are to ensure that they adhere to individual company Standard Operating Procedures. If OTHERS ARE ESTABLISHED AND working in the common area The machine operators and or ground staff will determine the extent of activity in the common user area. When entering and exiting shed doorways machine operators and staff will firstly establish a traffic management plan with other parties working in that area.
Page 7 Consideration 3 Hazard identification Consideration 4 Tally huts and Portacoms Consideration 5 Access and Traffic control Hazard identification for the particular operation is to be carried out by parties directly responsible for the operations in the area. Any changes to the requirements during the operation should result in further hazard identification for those changes. Portacoms (or other temporary accommodation) must be positioned as close as practicable to the Gangway of the vessel or by agreement with all working parties. Where two Portacoms are required these should share the same power source (where practicable) Placement of tally huts and no go areas for all mobile machinery shall be determined according to the cargo being handled and where possible AFTER the vessel has berthed. Any operational changes to the location of the huts must be communicated to those concerned. Access to the ship by crew and authorised visitors: With the exception of Kingsford Quay, lay up Berth and McGlashen Quay, all crews must use the shuttle provided. (As per requirements of Port security requirements) Access by machines: access through an operational area by machines not directly involved must involve prior communication and planning. Only after permission is given by the person in-charge of the operation will access be permitted. Access by personnel involved in an operation: All transportation requirements are to be addressed in accordance with the PNL traffic policy. Consideration 6 Minimizing congestion on berths Every attempt must be made to minimize the congestion caused by the number of plant and machinery operating at a berth and any one time. i.e., by parking elsewhere and traffic flow and traffic flow sequencing. Greater cooperation and communication is going to be required between parties if there is an increase in crew and or machines. Notify all significant workflow changes to ALL operation employees that it may affect BEFORE the changes take effect.
Page 8 Consideration 7 Communication Good communication is a vital part of ensuring safety at worksites. Recommended communication should include twoway radio traffic between the stevedoring foreman and all mobile plant operators. The key rule with communications is to ensure signals are clear and precise. Communication also includes agreed signalling and traffic flow between machine operators and ground crew. In every operation involving machinery and ground staff working in close proximity a signalling procedure is to be agreed upon prior to operations commencing to ensure machines do not approach when ground staff are present. The procedure is to be clearly outlined and conveyed to each Stevedore and Marshaller. Consideration 8 Machine Lockout -Hold Tags- Machine lockouts may include an established company procedure such as a cone or tag system or as a safety cut-out device, or may be as simple as hand signals or signs, tape and cones. The intent is warning that the machine is defective or may not be used. Consideration 9 Environment Make an environmental risk assessment of the task. Include hazardous substances, waste generation, noise, dust and spill control.
Page 9 Section: 3 Critical Rules Issue Moving Plant Hazard Critical Rule All pedestrians are to give way to moving machinery. Assume you have not been seen: ensure eye contact with the driver prior to walking Unauthorised personnel Report unauthorised personnel or people who do not appear to know the area to the PNL Security Operator. Security Gate Operator number is 5393841 Visibility from plant Cargo should be carried in such a manner that the machine operator has the best visibility of the carriageway and having regard to Best Safe Practice and machine design limits No assumptions Under no circumstance should a machine operator make assumptions as to the whereabouts of other operators/ground staff. Safe areas Stevedoring personnel must stay within their pre-determined safe areas whenever practical and be aware of traffic flow. Avoid cutting across traffic flow unless properly communicated. Non operational traffic must be kept out of the container yard VTA area Lock out procedures -Hold Tags- Lock out procedures agreed to in pre-planning must be strictly adhered to. Hold tags are available in all PNL machines or available from the Security Gate House. Accident/incident reporting DOL Serious Harm Accidents and Serious Near Hits must be reported to PNL as well as any statutory Authorities involved. This applies to incidents that could impact of other PNL Limited users. Intent: All parties that this could impact upon need to be kept in the information loop. Information includes, what happened, Corrective Action and any input you need from third parties. Report forms are available from either the Security Gatehouse (Carkeek Street) or in any PNL Smoko Room.
Page 10 Section: 4 Hazards. Hazard Identification Hazard Identification for any Out of the Ordinary hazards is to be completed at the start of each operation as indicated in the pre planning section. The individual employer has the responsibility to identify and regularly review hazards in the workplace. Each company must have a Hazard Register for the hazards of the area and cargo being worked. This register must include controls for the prevention of harm from all mobile plant and heavy machinery. The most hazardous activity involved in the delivery of cargo to the hook is the movement of personnel on the ground. Four key rules must be observed at all times: RULE 1: RULE 2: RULE 3: RULE 4: Personnel and light vehicles must give way to mobile industrial plant at all times even on internal roads Personnel must never assume they have been seen At a minimum all personnel must wear High Viz in any operational PNL area All vehicles must display flashing Amber lights at all times on PNL land. Exclusions: PNL Main Office at Low Street. Vessel Crew travelling too and from the vessel by van. See: - Appendix C: - PNL Health and Safety Policy Manual (QM-POL-033)
Section: 5 Training Page 11 Training All machine operators are to have the required training and certification (or be under supervision for the purposes of training) for the specific machinery being operated All personnel in an operational area should be trained or under supervised training in the specific work procedures Stevedores and Marshallers must each have an induction programme that includes practical shipside/log or container yard/or operational protocol based instruction for these operations. -Training must include PNL Internal Road Rules and Internal road protocol [See Section 3 Critical Rules] and Appendix E traffic Management Plan- Section: 6 Inductions and Responsibilities Contractors / Service Agents / Visitors / Transport Operators General Requirements: All people requiring unsupervised entry to the Port secure area must undertake an induction this will need to be renewed on a bi-annual basis and can be arranged by making contact with the PNL gatehouse. Entering Operational Areas: Marshallers and Stevedoring companies are responsible for ensuring such users of common areas are properly trained and inducted into their specific operational requirements. TEMPORARY visitors/contractors are to be escorted to and from common areas at all times by PNL security personnel unless they are accompanied by other Inducted personnel.
Page 12 Section: 7 Personal Protective Clothing and Equipment Generic Policy All personnel including Port Nelson employees, transport operators, contractors, fishing boat crew, visitors, agents, MSA, surveyors, MAF and others working the wharf apron, cargo and warehouse areas (both enclosed and open) are to wear high visibility clothing and protective footwear. Hard hats shall be worn at all times in designated hard hat areas or where there exists a risk of falling objects. E.g. working near cranes, Log Yards, Stevedoring Operations or on working Vessels. Section: 8 Drugs and Alcohol Policy No Tolerance There is an expectation that all contractors and port users are fully fit to work in our safety sensitive worksite and are not at risk of being impairment by drugs or alcohol. Each contractor and port user is required to operate an effective Drug and Alcohol policy, consistent with industry best practice which, among other things, includes rules consistent with PNL's expectation in terms of their own subcontractors and/or service agents. Without limitation, each contractor and port user's own Drug and Alcohol policy will, at a minimum, provide for pre-employment, post incident, and reasonable cause drug and alcohol testing. Contractors and post users will, if required by PNL, confirm that a drug and alcohol test has been carried out on it, its employee, and/or subcontractor (as applicable) if that person/s is involved in an incident or near miss while on PNL property or carrying out services on PNL's behalf, and will confirm or disclosure the results of such a test if required. In situations where PNL have reasonable grounds to believe any contractor, contractor employee, subcontractor and/or port user may be under the influence of drugs or alcohol PNL may require a drug and alcohol test to be undertaken. This test is to be arranged by the contractor/port user company or after consultation with such company by PNL.. Refusal to provide confirmation of, or to disclose, test results will, without reasonable explanation, prohibit the contractor, contractor employee, subcontractor and/or port user from entering PNL premises in the future and may lead, in certain circumstances, to PNL terminating the contract, or applicable relationship. Alcohol may only be consumed on site during arranged functions with the express permission of PNL. Such occasions are not to compromise the health and safety of the workplace.
Page 13 Section: 9 Auditing Periodic audits There will be a requirement from time to time for the individual user companies including Port Nelson Limited to carry out internal audits to ensure all procedures are being conducted in accordance with this protocol. These are to be carried out 6 monthly In the event of non-compliance, action including reconvening the sub groups developing these protocols may be required. Section: 10 Emergency Procedures Marshallers and Stevedores shall have emergency procedures for their own operations and shall be responsible for ensuring visitors and other workers are aware of them. These procedures must include the provision for communication between different operators on the berth. In case of Emergency ring Security Gate Operator on 5393841 As a minimum, the emergency procedures must also include, in the event of a serious harm or injury, that the company contact OSH/MNZ. Where OSH/MNZ has requested that the scene be frozen, it is necessary for the other operators to respect that decision. When advising OSH/MNZ or emergency services you must also contact the PNL Security gatehouse. In all cases security will meet the emergency services and direct/pilot them. Gate Security/Operator number is 5393841. However do not assume, and communicate your requirements directly to the gatehouse. In keeping with best practice, in the unfortunate event of an emergency, each company is to assist one another wherever possible. Appendix B. PNL Emergency Procedures (QM-PRO-018) Section: 11 Environmental Impact Port Users are responsible for their own environmental management and hazard identification. This protocol requires that you are familiar with the Port Nelson Environmental Management and Noise Management Plans and consider environmental hazards in your operation planning.
Page 14 Significant environmental aspects at Port Nelson are identified as including: Fuel use (emissions and pollutants to air) Noise (impacts on residential neighbours) Dust (emissions beyond the boundary) Waste (quantities sent to landfill) Water Quality (stormwater pollutants and abrasive blasting) Biosecurity (marine and land pests). Port Nelson offers the following to support Port Users environmental management: Waste separation facilities for cardboard, plastic and metal. Engine idling policy (we recommend switching off after 3 minutes for fuel economy and engine care) Oil spill trailer (charges for use of contents may be recovered) An Environmental Consultative Committee and Noise Liaison Committee meets regularly if there are issues you wish to raise. Environmental Management Plan and Noise Management Plan. Policies that are addendums to the User Protocol are : - (these are available on request) Appendix A: Appendix B: Appendix C: Appendix D: Appendix E : Appendix F : Port Nelson Limited Environmental Management Plan PNL Emergency Procedures (QM-PRO-018) Port Nelson Limited Health and Safety Policy Manual Port Nelson Limited Drug and Alcohol Policy Port Nelson Traffic Management Plan (attached) Port Nelson Noise Management Plan Note: All of the above are available on request.
Page 15 Appendix E Plan Port Nelson Traffic Management In-house road rules. The basic philosophy is that any hazards, either Environmental or Health and Safety related, that are generated by an operation or activity must be managed by the organisation that generates it and is responsible to communicate the hazard, and the remedy, to all those that are directly affected. All staff inside Port Nelson Security areas are required to wear HIVIZ. You can be stopped and searched at any time. Port Security Act required entry and egress to be closely monitored and regular security check to be undertaken. We also reserve the right to decline access to anyone who does not comply with our requirements. Signage should indicate, moving machinery, hazardous activity taking place within the area. If others subsequently enter the common user area already being worked, they must make contact with the party already established in the area and follow steps in consideration of hazard management. Including traffic flow. Pedestrians/Ground Staff and machine operators should make contact with others in the immediate area to establish each other s requirements and from then on be responsible for interacting on all matters during that shift Access through the VTA area: The VTA area is restricted to heavy plant involved in the transfer of containers. All other vehicles are to use the internal roadways and keep clear of the VTA at all times. The only exceptions is emergency service vehicles in which case all parties will be notified and operations will cease and when maintenance is required in which case the maintenance work will be pre-planned, communicated and work area cordoned off as appropriate. Access to the ship by crew and authorised visitors. With the exception of the Lay-up Berth all crews must use the shuttle provided. (As per Port security requirements) Note: all crew in operational areas are to wear HiViz Machinery: access through an operational area by machines not directly involved must involve prior communication and planning. Only after permission is given by the person incharge of the operation will access be permitted. Talk to the people already using the area before you drive through it. Note that Machinery in the Port confines has the right of way even on the internal roads. Personnel involved in an operation: All transportation requirements are to be addressed in accordance with the PNL traffic policy. Pedestrians are to avoid operational areas unless they make contact with people in charge of the operation first.
Page 16 Pedestrians are to use the marked YELLOW walkways. Overhead Loads: No loads either yours, ours or anyone else s should go overhead workers for any reason. If loads need to travel a particular path, remove personnel first. Cell phones: PNL does not permit drive and talk - pullover/stop and then talk. TXTing - wait until you get inside a building. This environment is too dangerous for TXTing on the go. Six key rules must be observed at all times: RULE 1: RULE 2: RULE 3: RULE 4: RULE 5: RULE 6: Industrial plant even on the internal roadways has the right of way at all times. Personnel must never assume they have been seen. Ensure you make eye contact with operators. All personnel must wear HiViz on any PNL area. All vehicles must display a flashing overhead amber light at all times. Keep Clear of Operational and VTA areas unless you have their permission to be there Road Rules: LOADED FORKLIFTS have the right of way over all vehicles Obey all the signs. This includes Stop and Give Way signs. Max sped 30Kph Speeds in shed are 10 Kph (walking speeds) High risk areas are designated a 10Kph. All signs are clearly marked Give way rules: Give way to all LOADED forklifts. Unloaded machinery gives way to loaded machinery Cars give way to everything even on the internal roadway When turning give way to those vehicles not turning. When vehicle of similar condition- give way to those vehicles approaching from your right. Note: 1. These are the same style of rules as for normal road use 2. Continued infringement will result in refused access Deviation: at times due to congestion and operational requirements, Container Handling Forklifts will need to go down the wrong side of the road. Check thoroughly where you are going before you get there, common sense prevails.