Health and Safety Policies and Procedures Manual

(Work in Progress Draft as at 22/06/2025)

CONTENTS

Member commitment and policy

Purpose

This section lists the objectives of the health and safety manual, provides a brief summary of the health and safety legislation and defines accountabilities.

The Devonport Yacht Club health and safety programme aims to:

•       promote excellence in health and safety management

•       continually improve current health and safety performance

•       provide a safe and healthy work environment

•       identify and control actual and potential hazards

•       establish and maintain communication on health and safety

•       support Members participation in health and safety matters

•       identify needs and provide training on health and safety

•       demonstrate a commitment to the accurate reporting and recording of health and safety matters

•       comply with legal and organisational obligations.

Objectives will be achieved through:

•       management’s support and commitment to health and safety

•       implementation of policies and procedures

•       implementation of an annual health and safety programme Plan¹

•       Member’s education and participation

•       maintaining a quality philosophy

•       regular reviews and evaluations

•       three-monthly health & safety meetings

•       two-yearly health and safety manual review.

The Health and Safety at Work Act 2015 requires DYCs to take all practicable steps to ensure the health and safety of Members at work by:

•       providing a safe working environment

•       providing and maintaining facilities for Members’ safety and health

•       ensuring plant and equipment on the premises are safe

•       ensuring Members are not exposed to hazards

•       developing emergency procedures

•       ensuring that no action or inaction by Members is likely to cause harm to themselves or any other person.

Other people who have duties under the Act include persons in control of places of work; self-employed people; principals to a contract; contractors and subcontractors; and Members.

The Health and Safety at Work Act 2015 impose duties on DYCs in respect of the workplace, certain Members and types of work. The Resource Management Act, the Building Act, the Fire Service Act, the Hazardous Substances and New Organisms Act, and the Injury Prevention, Rehabilitation, and Compensation Act also include health and safety elements.

The Commodore as the Club’s representative has ultimate accountability for the health and safety of all Members. This is provided for by:

•       Demonstrating continuous improvement through a systematic approach to occupational health and safety matters that includes setting specific objectives, systems, and programmes in partnership with Members and reviewing these yearly (refer appendices 1 and 2).

•       Documenting and communicating the health and safety policy and holding members responsible for supporting the policy and related procedures.

•       Taking appropriate actions in the event of unacceptable performance or behaviour, consistent with normal operational practice.

•       Expecting all Members to share the responsibility for meeting the requirements of health and safety legislation and maintaining ongoing accountability through the roles and responsibilities defined below.

The Administrator {Health and safety Officer or delegated member} has key responsibilities for developing, implementing and improving the health and safety management system as an integral part of day-to-day operations. These include the following:

•       providing leadership and direction in matters of health and safety

•       developing Member’s commitment to achieving excellent health and safety standards

•       establishing, monitoring and achieving overall health and safety goals and objectives

•       conducting regular health and safety inspections

•       maintaining up-to-date information on changes to health and safety legislation, regulations, codes of practice and standards

•       acting in the capacity of the health and safety representative

•       ensuring any changes to the health and safety manual are distributed to Members and the manual is kept up to date and is managed as a controlled document in the DYC Controlled Document Register (INSERT LNK).

Health and Safety Meetings

•       Three-monthly health and safety Member’s meetings are to be held.

•       The health and safety committee (representatives or team) comprises:

-         Paul Walter - Haulage Master

-         Brian Schlaadt - Michael Yealand

-    Mar Sigglekow- Sailing Master

-         Ken Smith - Site Master

-         Murray Forbes - Bar Officer

-         Kirsty McPherson - Bar Manager

•       Any member is welcome to attend a health and safety committee meeting. The date and time of meetings will be circulated to all Members via group email.

•       An extraordinary meeting will be held in the event of a serious harm injury being investigated.

•       The health and safety manual will be reviewed two-yearly by the Commodore in consultation with Members

The Health and Safety at Work Act 2015

Other relevant regulations and codes of practice

Employee Health and Safety Handbook

Hazard management

Purpose

To further improve the method for systematically identifying, assessing and controlling hazards in the workplace as required by the Health and Safety in Employment Act 1992.

The procedures apply to all Devonport Yacht Club activities.

The Health and Safety Officer s responsible for:

•       conducting regular health and safety inspections

•       maintaining the hazard register (appendix 3,6,7,8) including identification and risk analysis

•       working with Members to control identified hazards

•       authorising specialist consultants to be contracted where existing Members competency is not available to identify, eliminate or minimise hazards (for example assessment of workstations).

All Members are responsible for:

•       taking all practicable steps to ensure that hazards identified are eliminated, isolated or controlled.

•       completing a hazard notification form (appendix 9) if a hazard is identified and providing this to the CEO (who will undertake a full identification and risk analysis and enter details into the hazard register).

•       informing others (Members, visitors and contractors) of any hazards to health and safety which are known to be associated with the work they perform and the steps to be taken to control any such hazard.

•       ensuring unsafe acts and unsafe conditions are appropriately addressed.

Hazard management steps include:

1.         Identification – describe the hazard and state the location of the hazard

2.         Risk analysis – rate the risk

3.         Control – Recommend the control measure (eliminate, isolate, or minimise).

Complete details on the relevant hazard management register:

• (Appendix 3- Building). (INSERT LINK HERE)
• (Appendix 6 - Haulage). (INSERT LINK HERE)
• (Appendix 7 - Bar). (INSERT LINK HERE)
• (Appendix 8 - Sailing). (INSERT LINK HERE)

If difficulties are experienced in identifying, eliminating or controlling hazards, the Commodore will engage an outside contractor with appropriate experience (e.g., BWA Group).

Hazard management needs to be completed:

•       systematically for all areas and processes at regular three-monthly intervals.

•       when an accident occurs; a check is needed to ensure hazards listed and their controls are adequate.

•       when a new process or equipment is introduced.

•       if a new hazard is observed or reported.

Step 1 – Identify hazards

Step 2 – Risk analysis

Risk analysis is the process of estimating the magnitude of the risk and deciding what actions to take. The following considerations are made to establish risk using the likelihood and impact scales below.

Impact scale

A risk assessment category (critical, high, moderate or low) for each hazard is compiled by using the chart below. Hazards with the highest rating are given priority.

Risk assessment chart

Legend:

The risk assessment category is entered into the Risk Score column beside the hazard on the Hazard Management form. ‘Significant Hazards’ are identified according to the definition above.              

Step 3 – Control

Where a significant hazard is to be controlled, this must, if practicable, be by elimination. Where elimination is not practicable then the hazard must be isolated. Only where both elimination and isolation are not practicable are methods of minimisation to be applied.

If a minimisation strategy is used, the Act requires monitoring of employees’ exposure to the hazard. In this event, a schedule should be developed and implemented whereby the Health and Safety Representative Commodore regularly monitors³ the hazard noting variances and taking appropriate action where necessary (such as obtaining expert advise).

•       ‘Hazard’ means an activity, arrangement, circumstance, event, occurrence, phenomenon, process, situation or substance (whether arising or caused within or outside a place of work) that is an actual or potential cause or source of harm. In effect a hazard can be interpreted as anything that can cause harm in terms of human injury or ill health, damage to property, damage to the environment or a combination of all these.

•       ‘Hazard Identification’ is the process of recognising that a hazard exists and defining its characteristics.

•       ‘Hazard Assessment’ is the overall process of determining whether a hazard is significant.

•       ‘Significant hazard’ means a hazard that is an actual or potential cause or source of:

-       Serious harm; or

-       Harm (that is more than trivial) the severity of whose effects on any person depends on the extent or frequency of the person’s exposure to the hazard; or

-       Harm that does not usually occur, or is not easily detectable, until a significant time after exposure to the hazard.

•       ‘Harm’ means ‘illness, injury or both’. The term is only used in the context of harm that is more than trivial.

•       ‘Serious harm’ is essentially a work-related injury, illness or condition that will result in admission to hospital for 48 hours or more or being off work for more than one week.

The Health and Safety in Employment Act 1992 and Amendment.

Smoke-free working environment policy

Policy statement

Devonport Yacht Club management recognise that the use of tobacco and smoking presents a health hazard that can have serious implications for both the smoker and the non-smoker and that smoking habits may have life-long adverse consequences. Devonport Yacht Club supports a safe and healthy environment.

This policy applies to members of and visitors to Devonport Yacht Club.

This policy was developed to meet the requirements of the Smoke-free Environments Act 1990 and the Smoke-free Amendment Act 2003 and is based on the following principles:

1.            Everyone is entitled to a smoke-free environment in all the areas.

2.            Everyone who does not smoke, or who does not wish to smoke in their place of work, must, as far as is reasonably practicable, be protected from tobacco smoke.

3.            The implementation of this policy depends on everyone responding courteously to the desire for a smoke-free environment.

The Club House Captain is responsible for:

•       The maintenance of smoke-free signage.

Smoke-free buildings:

Smoking in buildings is prohibited as it endangers the safety of others, creates an unhealthy environment and causes damage to property.

In the event that an employee chooses to smoke, a designated area, such as a sheltered balcony outside of the premises, should be used.

Passive smoking:

Smoking is permitted in outside areas, provided others are protected from smoke drift and passive smoking by the smoker keeping their distance from people, and opening windows and doors within their close proximity.

Complaints:

Complaints regarding smoking and suggestions or complaints regarding a smoke-free environment should be brought to the attention of the Commodore.

Smoke-free Environments Act 1990

Smoke-free Amendment Act 2003

Accident management

Policy statement

A safe and healthy work environment is fostered through a partnership where all involved combine their efforts and share the responsibility for work-related personal injury prevention and management. Early reporting is essential to this process and Devonport Yacht Club has a specific accident reporting and investigation form (Appendix 4 - Accident/incident/serious harm form) that must be used in the event of all work accidents, incidents and OOS type conditions.

This policy applies to members / contractors of Devonport Yacht Club, including fixed-term, part-time and casual Members.

To provide consistent procedures for recording and investigating work-related incidents and accidents and to set out the work-related personal injury claim process.

The Commodore is responsible for:

•       preventing accidents and injury by providing a safe and healthy work environment within their areas of office operation

•       taking all practicable steps to see that all Members are aware of the accident reporting system, know where to obtain the appropriate form, and report such events when they occur

•       arranging for appropriate first aid and emergency care (or other assistance) where required if an accident does occur

•       ensuring that weekly compensation payments are paid during any period of incapacity

•       acting as the health and safety representative, including liaison with ACC and investigation of workplace injury
or accident.

Members and Contractors

Every Member/Contractor is responsible for:

•       observing any established health and safety procedure that relates to the work performed

•       accurately reporting and documenting all accidents, incidents and observed hazards to the Commodore

The Health and Safety in Employment Act places requirements on DYCs to record and investigate accidents. “Serious harm” accidents must be reported, in writing, and on the prescribed form, to the Occupational Safety and Health Service (OSH) of the Department of Labour, within seven days of the event.

The purpose of the investigation procedure is to determine actual causes of an accident/incident and to put in place procedures or controls to minimise the chances of a recurrence.

The Devonport Yacht Club accident/incident/serious harm form (appendix 4)

Accident/Incident reporting investigation

All incidents including near misses are to be reported to the Health & Safety Officer and the relevant Section Master

All incidents/accidents that are reported or known will be assessed and may if considered of significance be investigated by a committee of three (minimum), chaired by the Commodore. The report will be in writing and only the people directly involved or where eyewitness to the incident will be questioned.

The preliminary investigation will be called within 72 hours of the incident. The investigation will start at the incident and work back looking only for actual causal factors not hypothetical ones. (Questioning what, why and how) 

The findings of this investigation will be forwarded in writing to the general committee for further action as they see fit. A record will be kept of all reported incidents/accidents and the investigations and findings circulated to the Haulage Operators and/or boat owners as appropriate.

In the event of ‘serious harm’ or a significant hazard the Commodore must be advised immediately so that OSH can be advised.

The Commodore should:

•       ensure receipt of all relevant information (incident form, ACC forms, medical certificates as applicable)

•       initiate and carry out an investigation. This must commence within 12 working hours of the event concerned

•       ensure any hazard that is identified as the cause of the event is eliminated, isolated or minimised in accordance with the requirements of the Health and Safety in Employment Act

•       ensure all corrective actions that have been identified are carried out within the specified timeframes

•       the investigation report will be reviewed by the Commodore to ensure that the corrective actions have been carried out as indicated and to check, if applicable, that significant hazards have been controlled in accordance with the requirements of the Act.

When events result in ‘serious harm’, take the following steps:

•       Make sure anyone injured or suspected of injury has received medical attention if necessary.

•       Complete the reporting and investigation procedures and take steps to eliminate, isolate or minimise any identified significant hazards.

Injury Prevention, Rehabilitation, and Compensation Act 2001

Privacy Act 1993

Human Rights Act 1993

Health and Safety in Employment Act 1992 and Amendment

Emergency management

Policy

Devonport Yacht Club recognises the need to be prepared for emergency situations that may be encountered.

This policy applies to all members Devonport Yacht Club employees and contractors.

The Commodore or other delegated person, e.g. H&S representative is responsible for:

•       acting as the warden for Devonport Yacht Club

•       ensuring all Members receive emergency preparedness training

•       maintaining emergency supplies of water and provisions in accordance with civil defence requirements

•       maintaining a register of those Members who may require special assistance in the case of an emergency requiring evacuation.

All Members are responsible for:

•       maintaining familiarity with emergency responses and following procedures

•       advising the Commodore of any special assistance that may be required in case of an emergency requiring evacuation (e.g. in case of deafness, physical disability)

•       ensuring their own safety if working in the building after hours or alone, by utilising security measures that are available (e.g. doors electronically locked).

1.      When emergency services are required

•       For emergency services dial 1 for an outside line then 111 and ask for the service you require:

        FIRE

        AMBULANCE

        POLICE.

•       Stay calm, give your name, details of the emergency, and street address - which is

        {Enter in organisation address here}

        PHONE NUMBER {Enter in organisation phone number here}.

•       Visitors

        Visitors are the responsibility of the person they have called to see.

2.      Fire

Ensure you are familiar with the building evacuation scheme or evacuation procedure.

If you discover a fire:

•       activate the alarm and dial 111

•       alert people in your area and the warden (the Commodore is the Devonport Yacht Club warden) or a health and safety representative in his/her absence

•       do not extinguish the fire unless there is no personal danger to you or anyone else

•       if time permits and there is no danger, close all doors and windows

•       evacuate the building following the evacuation procedure or scheme

•       after evacuation meet at the assembly point.

If the fire alarm sounds:

•       walk quickly to your nearest exit (do not use lifts)

•       make sure any visitors leave the building with you

•       do not stop to take personal items with you

•       keep to the left of the stairs

•       meet at the assembly area {specify where this is} and report to the building or floor warden.

3.      Earthquake

•       Keep calm.

•       Move away from windows, equipment and shelves that may fall.

•       Take cover under solid furniture such as tables and desks.

•       Do not try to evacuate until the shaking has stopped.

•       Be prepared for aftershocks.

When the shaking stops:

•       keep calm and help those who need assistance

•       warden will turn off all electrical sources and gas taps

•       wait for orders from your warden

•       check for hazards and extinguish any fires if safe to do so

•       evacuate if instructed to do so

•       listen to the radio for civil defence instructions.

If you need to evacuate or the fire alarm sounds:

•       use evacuation procedures to leave the building

•       keep together

•       follow the warden’s instructions

•       meet at the assembly area {specify where this is}.

4.      Flooding (in building, e.g. sprinklers)

•       Shut off the power and water and turn off electrical appliances if there is no personal danger to you
or anyone else.

•       Try to identify the source of the flooding if safe to do so.

•       Contact the building manager {specify who this is and their contact details}.

•       Prepare to evacuate.

5.      Flood (Natural Disaster)

•       Shut off the power and water and turn off electrical appliances if there is no personal danger to you
or anyone else.

•       Move vital records to highest accessible point if safe to do so.

•       Notify emergency services.

•       Prepare to evacuate.

6.      Unwanted visitor

If a person is displaying unusual behaviour:

•       keep calm, make no sudden movements

•       do what the offender asks

•       try to memorise as many details about the offender as possible

•       notify police as soon as it is safe to do so. Leave the phone line open until police arrive.

7.      Bomb threat

When a bomb threat is received, or a suspicious object is discovered, it must be treated as genuine until proven otherwise.

Do not touch or move any suspicious object. Treat unusual or suspicious objects as a bomb, as they can be made to resemble almost anything. The Police will determine the action to take with the object.

•       Keep calm.

•       Keep the person talking – don’t interrupt.

•       Let them feel in charge – keep the person on the line, don’t hang up.

•       Ask Bomb Threat Checklist questions and record responses
(refer appendix 8).

•       Do not operate the manual alarm points or electrical switches or use a mobile telephone as this may activate
the device.

•       Attract assistance if possible and have this person alert Members and notify Police on 111.

•       Evacuate the building if directed to do so by the Police (but do not hang the phone up on the caller).

First aid

Policy statement

Devonport Yacht Club has a responsibility to take ‘all practicable steps’ in providing effective first aid arrangements.

To ensure safe and consistent care is taken when first aid may be required on DYC Premises.

This policy applies to all Devonport Yacht Club members and Contractors.

The Club House Captain is responsible for:

•       ensuring appropriate first aid supplies are provided at the Devonport Yacht Club premise (see minimum list below)

•       ensuring that first aid supplies are accessible to all members at the following locations:

• Handicap Bathroom
• Upstairs kitchenette
• Workshop

•       being the designated first aid representative for Devonport Yacht Club

•       holding an appropriate first aid certificate or other equivalent qualification

•       ensuring a first aid register form and incident and accident register is completed in the event that first aid is rendered (refer appendix 4 and).

The Health and Safety in Employment Act 1992 and Amendment

The Health and Safety in Employment Regulations 1995

Guidance Notes on Providing First Aid Equipment, Facilities and Training, OSH, Oct 2000

Minimum contents for DYC first aid kits

•       A manual giving general guidance on first aid

•       20 individually wrapped sterile adhesive dressings (various sizes), appropriate to the type of work

•       2 sterile eye pads

•       2 individually wrapped triangular bandages

•       6 safety pins

•       6 medium-sized, individually wrapped sterile unmedicated wound dressings, about 12 cm x 12 cm

•       2 large sterile individually wrapped unmedicated wound dressings, approximately 18 cm x 18 cm

•       1 pair of disposable gloves

•       1 resuscitation mask.

Contractors/visitors

Policy statement

Devonport Yacht Club is firmly committed to the provision of a safe and healthy workplace for contractors, sub-contractors and visitors in accordance with its Occupational Health and Safety Policy and with its duties under the Health and Safety in Employment Act 1992, and related legislation and regulations. In meeting these requirements Devonport Yacht Club seeks to:

•       ensure that contractors and subcontractors work in a healthy and safe manner and are not harmed (or do not cause harm to others) while working on Devonport Yacht Club premises

•       promote measures to prevent injury and illness by insisting on safe methods, safe equipment, proper materials and safe practices at all times

•       ensure that all visitors are not harmed while on Devonport Yacht Club premises.

The Club Officer {or another nominated person} is responsible for:

•       ensuring details of any specific hazards that may be relevant to the visitor and/or contract worker are provided to the visitor and/or contractor

•       advising the contractor on miscellaneous matters, such as how to activate the fire alarm, the location of fire extinguishers and first aid assistance, escape possibilities, and where and to whom the contractor should report in case of an emergency, or an accident

•       advising visitors of any hazards and evacuation procedures in case of an emergency and of the policy that they must be escorted at all times

•       maintaining a record of visitors and contractors on the premises and providing the contractor or any unescorted visitor with suitable identification (ID badge)

•       ensuring there are strategies for on-site communications for contractors (e.g. site meetings).

Members are responsible for:

•       ensuring all external contractors / visitors have been advised to the DYC and completed the H&S induction.

The contractor is responsible for:

•       providing details of any hazards that they will be bringing onto the site or any hazards that may be created as a result of the nature of the work being undertaken, together with how these hazards will be mitigated

•       ensuring the contractor’s employees have received the safety training required for the specific job, including protocols for issuing keys or entry to restricted areas

•       providing and using emergency and personal protective equipment they may require.

The visitor is responsible for:

•       acting on the instruction of the Commodore (or other nominated health and safety Representative) in the case of an emergency

•       advising the receptionist of any special assistance that may be required in case of an emergency requiring evacuation.

The Health and Safety in Employment Act 1992 and Amendment

The Health and Safety in Employment Regulations 1995

The Fire Safety and Evacuation of Buildings Regulations 1992

Visitors, and Contractors, Registers

Appendix 2 - Checklist for ACC Safe Workplace Preparation Audit

Checklist to assist in preparation for the ACC Safe Workplace Audit to be used in conjunction with the Self-Assessment Guide (ACC1663)

Appendix 3: Building Hazard Register

(INSERT LINK)

Appendix 4: Accident/incident/serious harm form

(INSERT LINK)

Appendix 5: First aid register

(INSERT LINK)

Appendix 6 – Haulage Hazard Register

(INSERT LINK)

Appendix 7 – Bar Hazard Register

(INSERT LINK)

Appendix 8 – Sailing Hazard

(INSERT LINK)

Appendix 9: Hazard notification form

Any employee who identifies a hazard should complete this form, for example a new hazard that is not entered into the hazard register or an existing hazard that has been entered into the hazard register that has not been correctly managed to eliminate or mitigate risk.

Appendix 10: Bomb threat checklist