1.02.4 Integrated Management System Manual

TAMWORTH REGIONAL COUNCIL Integrated Management System
Revision 1
Issued: September 2002
Authorised By: Philip Lyon
Position: General Manager
IMSM-000
Page1 of 6

Tamworth Regional Council

I
I ntegrated

M
M anagement

S
S ystem

M
M anual
P:\CG_IT\System_Folders\NewWebsiteContent_PriorityOne\1.00_Council\1.02_Council_Publications\1.02.4_Integrated_Management_System_Manual.doc

Revision 1
IMSM-000
Page2 of 6
Amendment Record

Please note that amendments have been made to the Integrated Management System document/ form detailed
below. This page will be re-issued every time amendments are made to controlled documents. Amended
documents will have their revision status and issue date updated accordingly.

Integrated Management System Manual (IMSM Section 0)

Revision
Number
Clause/
Page/s
Description Approved
By
Issue Date
Revision 0 All Original Version Phil Lyon J une 02
Revision 1 Clause 0 -Table of contents Updated Phil Lyon September
02
Revision 2 Clause 0 -Table of contents Updated Phil Lyon March 03

DOCUMENT CONTROL

For controlled copies of this Integrated Management System Manual, the copy number is
shown below and initialed in RED by the Technical Officer - IMS

Controlled Copy No Issued by: Date:

COPYRIGHT OF TAMWORTH REGIONAL COUNCIL.

No part of this Integrated Management System Manual may be reproduced without the prior
permission in writing of the Councils General Manager or the Technical Officer - IMS.


Revision 1
IMSM-000
Page3 of 6

Table of Contents

Table of Contents ..................................................................................................................... 3
1 Introduction...................................................................................................................... 1
1.1 Scope..........................................................................................................................1
2 Definitions ......................................................................................................................... 1
3 IMS Policy & Objectives.................................................................................................. 1
3.1 Quality Policy.............................................................................................................3
3.2 Safety Policy..............................................................................................................4
3.3 Environmental Policy.................................................................................................6
3.4 Objectives & Targets 2002/2003.............................................................................7
4 IMS Documentation......................................................................................................... 1
4.1 Documentation Requirements....................................................................................1
5 Document Control ............................................................................................................ 1
5.1 Control of Documents and Data.................................................................................1
5.2 Document Control - Procedure..................................................................................2
5.2.1 PURPOSE.............................................................................................................2
5.2.2 SCOPE..................................................................................................................2
5.2.3 REFERENCES......................................................................................................2
5.2.4 RESPONSIBILITY...............................................................................................2
5.2.5 METHOD..............................................................................................................3
6 Records.............................................................................................................................. 1
6.1 Control of Records.....................................................................................................1
6.2 Control of Records - Procedure..................................................................................2
6.2.1 PURPOSE.............................................................................................................2
6.2.2 SCOPE..................................................................................................................2
6.2.3 REFERENCES......................................................................................................2
6.2.4 RESPONSIBILITY...............................................................................................2
6.2.5 METHOD..............................................................................................................2
7 Management Responsibility ............................................................................................ 1
7.1 Responsibility and Authority.....................................................................................1
7.2 Management Review..................................................................................................4
7.2.1 Review Inputs.......................................................................................................4
7.2.2 Review Outputs.....................................................................................................4
7.3 Provision of Resources...............................................................................................5
7.3.1 Human Resources.................................................................................................5
7.3.2 Infrastructure.........................................................................................................5
7.3.3 Work Environment................................................................................................5
8 Planning............................................................................................................................. 1
8.1 Integrated Management System Planning..................................................................1
8.2 Environmental Programmes.......................................................................................2
8.2.1 Environmental Management Programme Organisation Wide - Use of
Copiers/Printers..................................................................................................................2
8.3 Environmental Aspects Procedure..........................................................................3
8.3.1 PURPOSE.............................................................................................................3
8.3.2 SCOPE..................................................................................................................3
8.3.3 REFERENCES......................................................................................................3
8.3.4 RESPONSIBILITY...............................................................................................3
8.3.5 METHOD..............................................................................................................3
8.4 Hazard Identification and Risk Analysis....................................................................4

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8.5 OHS&IM and Environmental Legal and Other Requirements..................................5
9 Hazard And Risk.............................................................................................................. 1
9.1 Hazard Identification And Risk Analysis - Procedure...............................................1
9.1.1 PURPOSE.............................................................................................................1
9.1.2 SCOPE..................................................................................................................1
9.1.3 REFERENCES......................................................................................................1
9.1.4 RESPONSIBILITY...............................................................................................1
9.1.5 METHOD..............................................................................................................2
10 General Safety Policies................................................................................................. 1
10.1 Drug & Alcohol Consumption...................................................................................1
10.1.1 ALCOHOL AND/OR DRUG USE WHILE WORKING.............................3
10.2 Drug & Alcohol Referral............................................................................................4
10.3 Sexual Harassment.....................................................................................................5
10.4 Harassment in the Workplace....................................................................................6
10.5 Health Hepatitis B Inoculation Program.................................................................7
10.6 Health HIV-AIDS in the Workplace.......................................................................8
10.6.1 GUIDELINES ON SAFE WORKING PRACTICES FOR COLLECTING
DISCARDED NEEDLES AND SYRINGES....................................................................9
10.7 Pre Placement Health Assessment...........................................................................12
10.8 Smoke Free Environment.........................................................................................14
10.9 Hazardous Substances..............................................................................................15
11 Injury Management Program..................................................................................... 1
11.1 INJ URY MANAGEMENT CO-ORDINATOR RESPONSIBILITIES (IMC)........1
11.2 What To Do When An Injury Occurs........................................................................2
11.3 TAMWORTH REGIONAL COUNCIL - RETURN TO WORK PROGRAM FOR
INJ URED WORKERS...........................................................................................................5
11.4 Review of Return to Work Program - Procedure.......................................................8
11.4.1 PURPOSE......................................................................................................8
11.4.2 SCOPE ...........................................................................................................8
11.4.3 REFERENCES...............................................................................................8
11.4.4 RESPONSIBILITY ........................................................................................8
11.4.5 METHOD.......................................................................................................8
12 Contract Management ................................................................................................. 1
12.1 Product Realisation....................................................................................................1
12.2 Planning of Product Realisation.................................................................................1
12.3 Customer Related Processes.......................................................................................2
12.3.1 Identification of product requirements...........................................................2
12.3.2 Formal review of product requirements prior tendering or quoting (ISO
9001:2000 7.2.2) .............................................................................................................2
12.3.3 Review contracts or orders received from customer......................................2
12.3.4 Order / contract amendment...........................................................................2
12.3.5 Record Keeping..............................................................................................3
13 Design ............................................................................................................................ 1
13.1 Design and Development Planning............................................................................1
13.2 Organisational and Technical Interfaces....................................................................1
13.3 Design Input...............................................................................................................1
13.4 Design Output............................................................................................................2
13.5 Design Review...........................................................................................................2
13.6 Design Verification....................................................................................................2
13.7 Design Validation.......................................................................................................2
13.8 Design Changes..........................................................................................................2
14 Communication ............................................................................................................ 1

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14.1 Internal Communication, Consultation and Reporting..............................................1
14.1.1 Consultation...................................................................................................1
14.1.2 Communication..............................................................................................1
14.1.3 Workplace Safety Committee........................................................................2
14.1.4 Tool Box Meetings.........................................................................................7
14.1.5 On Shift Communication...............................................................................8
14.2 Customer Communication..........................................................................................8
14.2.1 Contract Review.............................................................................................8
14.2.2 Customer Complaints, Inquiries and Requests (General)..............................8
14.2.3 Customer Complaints (Contract works).........................................................9
15 Purchasing..................................................................................................................... 1
15.1 Purchasing Process.....................................................................................................1
15.1.1 General ...........................................................................................................1
15.1.2 Assessment of Consultants, Contractors and Suppliers.................................1
15.1.3 Government Contracts....................................................................................2
15.1.4 Preferred Supplier Agreements......................................................................2
15.2 Purchasing Information..............................................................................................3
15.3 Verification of Purchased Product.............................................................................3
16 Process Control............................................................................................................. 1
16.1 Control of Products and Services...............................................................................1
16.2 Validation of Processes for Production and Service Provision..................................2
16.3 Identification and Traceability...................................................................................2
16.3.1 Identification..................................................................................................2
16.3.2 Traceability.....................................................................................................2
16.4 Customer Property......................................................................................................3
17 Incidents and Emergencies.......................................................................................... 1
17.1 Emergency Preparedness and Response....................................................................1
17.2 Evacuation Procedures...............................................................................................1
17.3 Assembly Points.........................................................................................................1
17.4 Roles and Responsibilities.........................................................................................2
17.5 Fire Fighting Equipment............................................................................................2
17.6 First Aid......................................................................................................................3
17.7 Liaising with Emergency Services.............................................................................3
17.8 Testing of The Plan....................................................................................................3
18 Handling, Storage, Packaging and Delivery.............................................................. 1
18.1 Handling.....................................................................................................................1
18.2 Storage........................................................................................................................1
18.3 Packaging...................................................................................................................2
18.4 Preservation................................................................................................................2
18.5 Delivery......................................................................................................................2
18.6 Hazardous Substances................................................................................................2
19 Measurement and Evaluation ..................................................................................... 1
19.1 Monitoring and Measurement of Processes...............................................................1
19.1.1 Process Conformity........................................................................................1
19.1.2 Customer satisfaction.....................................................................................1
19.1.3 Integrated Management System Performance................................................1
19.2 Monitoring and measurement of the Product.............................................................1
19.2.1 On Receipt of Materials / Goods....................................................................1
19.2.2 In-Process Inspection and Testing..................................................................2
19.2.3 Final Inspection and Testing..........................................................................2
19.2.4 Inspection and Test Records..........................................................................3
19.2.5 Inspection And Test Status.............................................................................3

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19.3 Control of Monitoring and Measuring Devices.........................................................3
19.4 Control of Measuring Devices - Procedure................................................................4
19.4.1 PURPOSE......................................................................................................4
19.4.2 SCOPE ...........................................................................................................4
19.4.3 REFERENCES...............................................................................................4
19.4.4 RESPONSIBILITY ........................................................................................4
19.4.5 METHOD.......................................................................................................4
19.5 Health Surveillance....................................................................................................5
20 Nonconformance and Corrective / Preventive Action .............................................. 1
20.1 Control of Nonconforming Work...............................................................................1
20.1.1 Nonconformances in Safety...........................................................................1
20.1.2 Environmental Nonconformances..................................................................2
20.2 Control of Nonconforming Work - Procedure...........................................................2
20.2.1 PURPOSE......................................................................................................2
20.2.2 SCOPE ...........................................................................................................2
20.2.3 REFERENCES...............................................................................................2
20.2.4 DEFINITIONS...............................................................................................2
20.2.5 RESPONSIBILITIES.....................................................................................2
20.2.6 METHOD.......................................................................................................3
20.3 Corrective and Preventive Actions.............................................................................5
20.4 Corrective and Preventive Actions - Procedure.........................................................5
20.4.1 PURPOSE......................................................................................................5
20.4.2 SCOPE ...........................................................................................................6
20.4.3 REFERENCES...............................................................................................6
20.4.4 REPONSIBILITIES.......................................................................................6
20.4.5 METHOD.......................................................................................................6
20.5 Incident/Accident Reporting and Investigation..........................................................8
21 Induction, Training & Competence............................................................................ 1
21.1 Induction, Training & Competence - General............................................................1
21.2 Quality Induction and Training..................................................................................1
21.3 Safety Induction and Training....................................................................................1
21.4 Environmental Awareness, Induction and Training...................................................2
22 Statistical Techniques .................................................................................................. 1
22.1 General .......................................................................................................................1
22.2 Collection of Data......................................................................................................1
22.3 Analysis of Data.........................................................................................................1
23 Improvement................................................................................................................. 1
23.1 Continual Improvement..............................................................................................1
24 Integrated Auditing...................................................................................................... 1
24.1 Internal Auditing........................................................................................................1
24.2 Internal Auditing Procedure....................................................................................1
24.2.1 PURPOSE......................................................................................................1
24.2.2 SCOPE ...........................................................................................................1
24.2.3 REFERENCES...............................................................................................1
24.2.4 RESPONSIBILITY ........................................................................................2
24.2.5 METHOD.......................................................................................................2
24.3 External Auditing.......................................................................................................4
25 Links Between AS/NZS ISO Standards & IMS Manual .......................................... 1
25.1 Links Between ISO 9001:2000 and IMS Manual ......................................................1
25.2 Links between AS 4801:2001 and IMS Manual ........................................................3
25.3 Links between ISO 14001:1996 and IMS Manual.....................................................4
26 Standard Forms............................................................................................................ 1

Revision 1
IMSM-000
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Revision 2
Issued: J anuary 2005
IMSM-001
Page1 of 2
This printed copy of an electronic document is uncontrolled and was printed on 26 October 2009 File: SF471

1 Introduction
Amendment Record



Revision
Number
Clause/
Page/s
By
Issue Date
Revision 1 Clause 1 -Inclusion of year in standards identified Phil Lyon September
02
Revision 2 All -Remove references to Tamworth City
Council & TCC
-Removal of TCC as prefix in document
identification
Glenn Inglis J anuary 05

1.1 Scope
This manual outlines Tamworth Regional Councils plan to satisfy the requirements of
AS/NZS 4801:2001 OH&S, ISO 14001:1996 - Environment, ISO 9001:2000 Quality and
meet all statutory requirements for safety and environmental management. It is applicable to
all of Councils operations and services that are provided in the capacity of a local
government authority.

The manual is a controlled electronic document within our Integrated Management System
however uncontrolled copies can be distributed to any interested party.

The manual is intended to be used as a public document that displays Tamworth Regional
Councils commitment to achieving safety, environmental protection and quality in all our
activities.

Details of how the system works and who has responsibility and authority to take action to
ensure safety, environmental and quality management are contained in the Procedures
Manuals.

Tamworth Regional Council is responsible for the management, maintenance and
construction of public infrastructure and the provision of public services as the local
government authority for Tamworth.

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Issued: J anuary 2005
IMSM-001
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Revision 2
Issued: February 2005
Authorised By: Glenn Inglis
IMSM-002
Page1 of 4

2 Definitions
Amendment Record



Revision
Number
Clause/
Page/s
By
Issue Date
Revision 1 Clause 2 -Source of definitions changed from ISO
8402:1994 to ISO 9000:2000
Phil Lyon September
02
Council & TCC
identification
Glenn Inglis J anuary 05

The following definitions are taken from ISO 9000: 2000 Quality management and quality
assurance Vocabulary
Contract A legal agreement between supplier and customer for the
delivery of goods and/or services.
Customer The recipient of a product and/or service provided by the
supplier (see diagram below).
Non-conformance Non-fulfilment of a specified requirement.
Process A set of inter-related resources and activities that transform
inputs into outputs.
Product The result of activities or processes.
Quality The totality of characteristics of an entity that bear on its ability
to satisfy stated and implied needs.
Service The result generated by activities at the interface between the
supplier and the customer, and by the suppliers internal
activities to meet the customers needs.
Supplier/subcontractor An organisation that provides a product and/or service to the
supplier.
Supplier An organisation that provides a product and/or service to the
customer.
Tender An offer by the organisation to deliver goods and/or services
required by the customer.


Revision 2
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The following definitions are taken from AS/NZS 4801:2001 Occupational Health &
Safety Management Systems:
Audit a systematic examination against defined criteria to determine
whether activities and related results conform to planned
arrangements and whether these arrangements are implemented
effectively and are suitable to achieve the organisations policy
and objectives.
Competent Person a person who has acquired through training, qualification, or
experience, or a combination of these, the knowledge and skills,
including OHS knowledge and skills, qualifying that person to
perform the task required by the Australian Standard.
Continual Improvement Process of enhancing the OHSMS to achieve improvements in
overall OHS performances, in line with the organisations OHS
policy. NOTE The process need not take place in all areas of activity
simultaneously.
Hazard a source or a situation with a potential for harm in terms of
human injury or ill-health, damage to property, damage to the
environment, or a combination of these.
Hazard Identification the process of recognising that a hazard exists and defining its
characteristics.
Health Surveillance monitoring of individuals for the purpose of identifying changes
in health status that may be due to occupational exposure to a
hazard.
Incident any unplanned event resulting in, or having a potential for
injury, ill health, damage or other loss.
Interested Parties individual or group concerned with, or affected by, the OHS
performance of an organisation
The following definitions are taken from ISO 14001:1996 Environmental Management
Systems:
Continual Improvement process of enhancing the environmental management system to
achieve improvements in overall environmental performance in
line with the organisations environmental policy. . NOTE The
process need not take place in all areas of activity simultaneously.
Environment surroundings in which an organisation operates, including air,
water, land, natural resources, flora, fauna, humans, and their
interrelation. NOTE surroundings in this context extend from
within an organisation to the global system.
Environmental Aspect element of an organisations activities, products or services that
can interact with the environment. NOTE a significant
environmental aspect is an environmental aspect that has or can have a
significant environmental impact.

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Environmental Impact any change to the environment, whether adverse or beneficial,
wholly or partially resulting from an organisations activities,
products or services.
Environmental Management System
the part of the overall management system that includes
organisational structure, planning activities, responsibilities,
practices, procedures, processes and resources for developing,
implementing, achieving, reviewing and maintaining the
environmental policy.
Interested Party individual or group concerned with, or affected by, the
environmental performance of an organisation
Organisation company, corporation, form, enterprise, authority or institution,
or part or combination thereof, whether incorporated or not,
public or private, that has its own functions and administration.
NOTE for organisations that have more than one operating unit, a single
operating unit may be defined as an organisation.
Prevention of Pollution use of processes, practices, materials or products that avoid,
reduce or control pollution, which may include recycling,
treatment, process changes, control mechanisms, efficient use of
resources and material substitution. NOTE the potential benefits
of prevention of pollution include the reduction of adverse environmental
impacts, improved efficiency and reduced costs.


Revision 2
IMSM-002
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Revision 2
Issued: J uly 2003
IMSM-003
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3 IMS Policy & Objectives
Amendment Record



Revision
Number
Clause/
Page/s
By
Issue Date
Revision 1 Clause 3 -First paragraph of IMS Policy reworded
-Establishment of Objectives and Targets linked
to Vision 2020 Plan and annual Management
Plan
-Reference best practice in quality and
environmental policies changed to industry
benchmarks
-New sub-clause to identify Objectives and
targets for 2002/2003
Phil Lyon September
02
Revision 2 3 - addition of Maintaining Councils General and
Human Resources Policy Register
- Ensure that staff at all levels have an
operational understanding of the Integrated
Management System.
Phil Lyon J uly 2003
3.1 - Provide operating manuals for all of Councils
operational areas
3.2 - To implement a road safety strategic plan Phil Lyon J uly 2003
3.3 - Identify Environmental Programs in all
divisions of Council
3.4 - Objectives and targets amended to:
-Lost time injury measure changed to average
lost time
- Workers Compensation claims cost to be
reduced by 5% per year
- Identify environmental programmes for all
divisions
- Target dates amended to upcoming year

Tamworth Regional Council is committed to protecting the environment, the health & safety
of our employees and to achieving a sustained level of quality which enhances Councils
reputation for satisfying the needs and expectations of ratepayers and customers.

Every Department is committed to compliance with all legislative requirements both state,
federal, our own internal management system and other requirements for OHS&IM,
Environment and Quality.

Through our integrated management system we are committed to continuous improvement
and strive to achieve industry benchmarks and leadership by:

Establishing policies, targets and objectives for OHS&IM, Environmental and Quality
requirements consistent with those established in Councils Tamworth 2020 Vision
document and annual Management Plan.
Conducting regular system reviews and performance evaluations.
Regularly reporting our performance to our employees.

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Maintaining Councils General and Human Resources Policy Register

Senior Management shall ensure through leadership, communication, involvement and
consultation that all employees understand the philosophy and importance of the IMS and
take ownership of his or her responsibilities with regard to quality, environment and health &
safety in their jobs.

All employees have the shared responsibility of implementing the OHS&IM, Environmental
and Quality requirements into their work activities.

The objectives of the Integrated Management System are:

To maintain an effective integrated OHS&IM, Environmental and Quality Assurance
System complying with AS/NZS 4801:2001, AS/NZS ISO 14001:1996 and ISO
9001:2000
To achieve and maintain a level of quality which enhances the Councils reputation with
customers.
To make OHS&IM, Environmental and Quality management an integral part of every
managerial and supervisory position.
To ensure OHS&IM, Environmental and Quality management is considered in all
planning and work activities.
To ensure compliance with relevant statutory and legal requirements for Occupational
Health, Safety & Injury Management and the Environment.
To endeavor, at all times, to maximise customer satisfaction with the services provided by
Tamworth Regional Council.
To Ensure that staff at all levels have an operational understanding of the Integrated
Management System.

Phil Lyon
General Manager
TAMWORTH REGIONAL COUNCIL

Revision 2
Issued: J uly 2003
IMSM-003
Page3 of 8
3.1 Quality Policy
The Councils quality policy is to achieve a sustained level of quality which enhances
Councils reputation for satisfying the needs and expectations of ratepayers and customers.

This level of quality is achieved through adoption of a system of procedures that reflect the
competence of the organisation to ratepayers, existing customers, potential customers and
auditing authorities.

Achievement of this policy involves all staff, who are individually responsible for the work,
resulting in continually improving the work environment for all. This policy is provided and
explained to each employee.

The objectives of the Quality Assurance System are:
to maintain an effective Quality Assurance System complying with ISO 9001:2000;
to achieve and maintain a level of quality which enhances the Councils reputation with
customers;
to ensure compliance with relevant statutory safety and environmental requirements;
to endeavour, at all times, to maximise customer satisfaction with the services provided by
the Council
use the Quality Management System as a tool in achieving industry benchmarks across
the organisation;
ensure continuous improvement.
Provide operating manuals for all Councils operational areas.

To implement this policy we shall focus on the needs of our business with particular reference
to consistently meeting our customers requirements and statutory obligations. Our quality
management system will provide mechanisms for detecting system shortfalls and for
stimulating process improvements.

Phil Lyon
General Manager


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Issued: J uly 2003
IMSM-003
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3.2 Safety Policy
Tamworth Regional Council accepts the responsibility of providing for the health and safety of
its employees while they are at work. Because Council's employees are its most valuable
resource, no other activity of Council will take precedence over their health and safety.

In order to ensure the continuing health and safety of persons at work, Council will:

Provide proper induction of all employees and contractors where needed.
Ensure that no person is expected to perform work that is unsafe or which places the health
of that person at risk.
Consult with employees or their representatives in matters of health and safety.
Provide rehabilitation where an employee is injured at work in accordance with Councils
Return to Work Program.
Implement a Road Safety Strategic Plan

THE ROLE OF MANAGERS AND SUPERVISORS
(NB: Manager/Supervisor refers to any person in charge of other staff.)

In order to achieve Council's policy objective, a Manager/supervisor shall:-

Ensure the compliance of employees and contractors with the OH&S Act 2000 and its
regulations.
Correct unsafe and/or unhealthy acts or conditions in areas under his/her control to the full
extent of his/her authority. When a necessary correction is outside his authority he shall
refer the matter to his immediate superior.
Consider it an integral part of his/her duties to carry out regular inspections to ensure that
reasonably safe working conditions and methods are maintained.
In conjunction with the OH&S Officer, carry out prompt investigation of all serious or
potentially serious accidents which result in, or could have resulted in, either injury to
persons or damage to property so that remedial action may be effected promptly for the
prevention of future injury or damage. Minor accidents should be investigated and reported
to the OH&S Officer for recording purposes.
Ensure that all employees and contractors and their employees under his/her control receive
adequate instruction information, training and supervision as is necessary for the safe and
efficient performance of their duties.

THE ROLE OF EMPLOYEES

Safety in the workplace is the concern of every individual. Under the Occupational Health &
Safety Act, 2000, all employees:-

Must take reasonable care for the health and safety of themselves and other persons who
are at their place of work.
They must co-operate with their employer in the measures taken to ensure health and
safety.
They must not intentionally or recklessly interfere with or misuse anything which has been
provided in the interests of the health, safety and welfare of persons at work.
They must not aid or abet any persons in breaching the Act.

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THE ROLE OF SAFETY COMMITTEES

The role of the Safety Committee is to monitor the systems and procedures of recording hazards
and accidents; of ensuring the development of a safe environment and the development of safe
systems of work; assist in the establishment of an Occupational Health and Safety Policy;
monitor measures to ensure proper use; maintenance and replacement of safety equipment and
make recommendations to Council as it sees fit to ensure the health and safety of employees. In
addition, it will carry out inspections as frequently as it decides is necessary in order to ensure
standards are maintained.

Phil Lyon
General Manager


Revision 2
Issued: J uly 2003
IMSM-003
Page6 of 8
3.3 Environmental Policy
The Council is committed to planning, carrying out and monitoring its operations in order to:
Comply with relevant EPA regulations, any local council development application
consent;
Set environmental targets for each site in an Environmental Control Checklist;
Prevent pollution;
Minimise waste through efficient material and plant utilisation, plus re-use or recycling of
material when appropriate. Dispose of waste properly;
Respond promptly to any emergency situation which could cause adverse environmental
impacts;
Support the principles of Ecologically Sustainable Development.
Identify Environmental Programs in all divisions of Council

Environmental compliance will be regularly reviewed. We aim to prevent problems from
occurring and promote continuous improvement towards meeting industry benchmarks in
environmental management.

Appropriate training and instruction shall be provided to ensure that staff understand how to
implement Environmental Management. Staff are encouraged to offer suggestions about how
environmental protection measures can be improved. Such suggestions will be assessed by
Council Management and implemented as appropriate.

The Council is open about its environmental policy and will make it available to relevant
interested parties.

Phil Lyon
General Manager
\

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IMSM-003
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3.4 Objectives & Targets 2002/2003
Safety Management

Objectives Targets
- To implement an integrated safety
management system compliant to AS
4801:2001 across the organisation.
- Further develop and improve the system to
meet AS4801:2001 by 30 May 2004.
- Meet the benchmarks of Premium Discount
Scheme
- Meet benchmarks required for 2
nd
year audit
by May 2004
- Reduce the Average Lost Time Rate - Reduce the Average lost time rate by 10
percent per year over the next 5 years.
- Reduce the Workers Compensation Claims
Costs
- Reduce Councils Workers Compensation
Claims Cost by 5% per year over the next 5
years

Environmental Management

Objectives Targets
- To implement an integrated environmental
management system compliant to ISO
meet ISO 14001:1996 by 30 May 2004.
- Achieve the environmental objectives and
targets identified in the 2003/2004
Management Plan
- Objectives are measured and targets are met
by 30 May 2004.
- Identify Environmental Programmes - Identify and monitor at least one
Environmental Programme in each division
by 30 May 2004

Quality Management

Objectives Targets
- To implement an integrated quality
management system compliant to ISO
meet IS0 9001:2000 by 30 May 2004.
- Achieve the quality objectives and targets
identified in the 2003/2004 Management Plan
- Objectives are measured and targets are met
by 30 May 2004.
- Maximise customer satisfaction with the
services provided by Council
- Implement systems to record customer
complaints and reduce customer complaints
by 10 percent per year over the next 5 years.


Revision 2
Issued: J uly 2003
IMSM-003
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Revision 2
IMSM-004
Page1 of 4
4 IMS Documentation
Amendment Record



Revision
Number
Clause/
Page/s
By
Issue Date
Revision 1 Clause 4 -Requirement to use Risk Assessment
Methodology to identify the need for procedures
inserted.
Phil Lyon September
02
Council & TCC
identification
Glenn Inglis February 05

4.1 Documentation Requirements
Tamworth Regional Councils Integrated Management System is documented in the
following structure:
IMS Policy a statement of our companys commitment to OHS&IM, environmental and
quality management which links the individual policies. It provides an enunciation of our
OHS&IM, environmental and quality objectives. These policies are issued by our General
Manager and are to be reviewed annually.
IMS Manual outlines what we will do to meet the requirements of each element of AS
4801:2001, ISO 14001:1996, ISO 9001: 2000 and business objectives. In fulfilling these
requirements we expect to satisfy the objectives of our IMS Policy. The IMS Manual also
contains IMS Procedures and is issued by the Technical Officer - IMS with the approval of
the General Manager and will be reviewed annually.
IMS Procedures describes in detail how we will satisfy elements of AS 4801:2001, ISO
14001:1996, ISO 9001: 2000 and how we control other critical processes in order to meet the
commitments outlined in the IMS Policy. IMS Procedures are issued by the Technical Officer
- IMS in consultation with Department Directors and are reviewed as required due to
changing circumstances. The need for procedures will be determined using the Risk
Assessment methodology defined in IMSM Section 9.
Standard Work Practices (SWP) detail the necessary steps for each quality-related or
critical-related activity in logical sequence so that the activities can be consistently repeated to
the standard required in the procedures. SWPs include environmental safeguards and control
measures where required as well as reference to Safe Work Method Statements. SWPs are
issued by a designated Departmental Document Controller in consultation with Department
Managers/Supervisors and are reviewed as required to reflect changing circumstances
Standard Risk Assessments (SRA) . Identify the typical hazards and their causes, assess
the level of risk and provide typical measures that can be applied to control the level of risk
associated with an activity. SRAs include references to Safe Work Method Statements for

Revision 2
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high-risk tasks. SRAs are issued by the Technical Officer IMS in consultation with Work
Staff and are reviewed as required to reflect changing circumstances.
Safe Work Method Statements (SWMS) detail the necessary steps to carry out a task
safely once all hazard controls have been put in place. SWMSs identify the typical personal
protective equipment to be worn, the work sequence, associated hazards, typical control
measures and safety requirements to be implemented. SWMS also contain references to
codes of practice and/or Australian Standards.
Quality, Safety and Environmental Management Plans these plans are specific to
individual projects and outline the particular actions and considerations that may be needed
for that project to meet the companys IMS objectives. Quality, Safety and Environmental
Management Plans are issued by the Manager of the project in consultation with the
Technical Officer - IMS and are only relevant for the duration of the project.

Revision 2
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Quality, Safety and Environmental Plans will refer to existing Procedures and
Work Practices but will also address:
whether any special controls, processes, equipment, resources or skills will be needed
for the project;
ensuring that all the processes will be in accordance with relevant procedures;
ensuring that suitable inspection and testing techniques either exist or can be
developed for the project. Where new techniques must be acquired, the plan will ensure that
they can be developed in time;
checking and verification procedures to be completed at the appropriate stages in the
project;
standards of acceptability must be clearly understood;
preparation of appropriate records which will be maintained as part of the project.
We will maintain documented Quality, Safety and Environmental Plans as a quality
record.
Control of Records - Records provide evidence of conformity to requirements. Certain
records are "controlled" and as such a procedure defining who controls, where records are
stored, for how long ,the method of disposition has been issued by the Technical Officer -
IMS in consultation with Department Managers.

Revision 2
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Revision 3
IMSM-005
Page1 of 7
5 Document Control
Amendment Record



Revision
Number
Clause/
Page/s
By
Issue Date
Revision 1 Clause 5 -Reference made to designated document
controllers
-Requirement to record Edition/Revision status
changed to only Revision status required.
-Table of allocated number sequences for
SWPs inserted.
Phil Lyon September
02
Revision 2 Clause
5.2.5
-SWP number sequences allocated for CCS-
Finance, CCS-Administrative Services, CCS-
Human Resources, CCS-Community Services,
CCS-Information Technology, EPS-
Compliance, EPS-Development & Approvals,
EPS-Strategic & Corporate Planning, TS-
Business Undertakings
-Electronic File Naming Convention added.
Phyl Lyon March 03
Revision 3 All

5.2.5
-Remove references to Tamworth City
Council & TCC
identification
Glenn Inglis February
2005

5.1 Control of Documents and Data
Tamworth Regional Council will implement a procedure for controlling our IMS-related
documents to ensure that only current revisions are in use throughout the organisation. These
quality documents will include:
IMS Manual
IMS Procedures
Standard Work Practices and Forms
Safe Work Method Statements
Plant Safety Assessments
Environmental Actions
Quality, Safety and Environmental Management Plans
International and local standards
Government regulations
Design drawings and layout plans
Only electronic documents will be CONTROLLED and all hardcopies will be
UNCONTROLLED, with the exception of hard copies provided to Supervisors or where

Revision 3
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electronic copies are unavailable and hardcopies provided to external parties where it is
considered that the external party may be critically affected. It is the responsibility of the user
to ensure that the revision status of any hard copy is the current revision by checking it
against the master document list prior to use.
All electronic documents will be issued by the Technical Officer IMS or designated
Document Controller.
5.2 Document Control - Procedure
5.2.1 PURPOSE
The purpose of this procedure is to provide a mechanism to control the issue,
identification, and revision of Integrated Management System documents.

5.2.2 SCOPE
This procedure applies to controlled documents used throughout our organisation.
Controlled documents include, but are not restricted to:-
Relevant standards, legislation and codes of practice
Integrated Management System Manual
Procedures / Plans
Forms / Checklists
Safe Work Method Statements
Standard Risk Assessments
Standard Work Practices

Documents may be printed or in the form of computer data.

Once documents such as forms and checklists are filled in, they become records.
The scope of this procedure does not include the control of records. That is dealt with
in a separate procedure.

Note
This procedure is based on the use of Councils computer network and electronic
filing systems
5.2.3 REFERENCES
ISO 9001:2000 - Clause 4.2.3
AS 4801:2001 Clause 4.4.5
ISO 14001:1996 Clause 4.4.5
Control of records procedure
Computer Backup Procedure

5.2.4 RESPONSIBILITY
General Manager Approval and issue of IMS Policies and
IMS Manual
Divisional Managers Approval of Standard Work Practices and
Quality, Safety and Environmental

Revision 3
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Management Plans.
Designation of Departmental Document
Controllers
Technical Officer-IMS Issue of IMS Manual and subsequent
revisions with the authorisation of the
General Manager
Issue of IMS procedures in consultation
with Department Directors.
Issue of SWPs, SRAs and SWMSs in
consultation with work staff
Routine administration of documents
Document Controllers/
Business Support Staff
Issue of SWPs with the authorisation of
the Divisional Manager Generally
Business Support Staff
Section Supervisors Review of SWPs, SWMSs and SRAs in
consultation with work staff as required.
All personnel To advise the Technical Officer IMS or
Divisional Manager if any change to our
internal documents is considered
necessary
Participate in development and review of
SWPs, SWMSs and SRAs.
5.2.5 METHOD
Approval and Issue
The Technical Officer - IMS or designated Document Controller will review, and
issue approved documents.. Confirmation of approval is by the document being
included in the relevant Master Document List in Integrated Management System
Directory.

The Technical Officer IMS or designated Document Controller will ensure that
access to the electronic or physical documents is available where required for the
effective functioning of the practice.

Only the electronic copy of a document as published on the server is deemed to be a
controlled document. All printed copies are deemed to be uncontrolled - they should
be checked for currency against the Master Document List prior to use.

Some documents (e.g. certain letters and forms) are specifically intended for external
distribution. This will be described in relevant procedures or plans. Otherwise, copies
of IMS documents may only be issued to external parties with the approval of the
General Manager or Technical Officer IMS. In this event, the Technical Officer -
IMS will:

Note the issue in the Relevant Register list.
Advise the external party when the document becomes obsolete, if it is
considered that the external party may be critically affected.

Document changes

Revision 3
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The Technical Officer IMS or designated Document Controller will review, and
issue approved changes to documents prior to their inclusion on the Master
Document List.

Where personnel consider that a change to listed documents is necessary, they may
suggest it by completing a Fix-it Report (MSF-016). The request should include, or
refer to any background information that may help the Divisional Manager and/or
Technical Officer - IMS to decide whether to approve the change. Where a change is
approved, the document will be updated, and its record revised.

The original issue of quality system documents is given a revision number of 0.
Any change in the revision status will be dated with the Month and Year and that
document given a new consecutive revision number. (Eg: When Revision 0
undergoes revision it will have the new revision number of Revision 1).

When the revision of a document is being drafted the Revision status shall be
annotated with Draft until the revision has been approved. (Eg: Revision 2 Draft)

Each document shall have an amendment record and each revision recorded in that
amendment record shall include details of the revision status, description of the
amendment/s, who approved the change/s and the date of issue. (Form: MSF-003).

A Physical copy of the revised document will be placed on the relevant file and
retained by Councils Records Division.

Document Identification
Document identification shall consist of three parts and have a general form xxx-yyy.

The first part xxx denotes the general document classification. Eg: Management
System Form MSF

Integrated Management System Manual: IMSM
Construction Procedures Manual: CPM
Project Quality Plan: PQP
Project Safety Management Plan: PSMP
Project Environmental Plan: PEMP
Standard Work Practices have a prefix of: SWP
Management System Forms have a prefix of: MSF
Standard Risk Assessments have a prefix of: SRA.
Safe Work Method Statements have a prefix of: SWMS
Plant Safety Assessments have a prefix of: PSA
Operational Manual OM

The second part yyy shall be a number allocated to uniquely identify the document.
In the case of Integrated Management System Procedures Manuals the number will
refer to the section of the manual. Eg: Section 1 - 001

It is not a requirement to number documents sequentially.

Number Sequences for Standard Work Practices
Divisional Area Number Range

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TS-Roads & Drainage 0-999
Sealed Roadways 100-199
Unsealed Roadways 200-299
Drainage 300-399
Roadsides 400-499
Traffic 500-599
Structures 600-699
Other 700-799
Conformance Testing 800-899
Planning Notes 900-999
TS-Water Reticulation 1,000-1,999
Water Reticulation Mains 1,100-1,199
Water Reticulation Services 1,200-1,299
Water Reticulation Fittings 1,300-1,399
Water Reticulation Other 1,400-1,499
Vacant 1,500-1,799
Conformance Testing 1,800-1,899
Planning Notes 1,900-1,999
TS-Sewer Reticulation 2,000-2,999
Sewer Reticulation Mains 2,100-2,199
Sewer Reticulation Fittings 2,200-2,299
Sewer Reticulation Other 2,300-2,399
Vacant 2,400-2,799
Conformance Testing 2,800-2,899
Planning Notes 2,900-2,999
TS-Water Headworks 3,000-3,999
Water Treatment Plant 3,100-3,199
Peel Intake Works 3,200-3,299
Dungowan Pipeline 3,300-3,399
Dungowan Dam 3,400-3,499
Reservoirs 3,500-3,599
Rising Mains 3,600-3,699
Vacant 3,700-3,799
TS-Sewer Headworks 4,000-4,999
Westdale Treatment Works 4,100-4,199
Swan Street Sewerage Treatment Works 4,200-4,299
Pump Stations 4,300-4,399
Vacant 4,400-4,999
TS-Waste Services 5,000-5,999
Landfill 5,100-5,199
Weighbridge 5,200-5,299
Buy Back Centre 5,300-5,399
Leachate 5,400-5,499
Vacant 5,500-5,999
TS-Bus. Dev & Support 6,000-6,999
Business Support 6,100-6,199
Design 6,200-6,299
GIS 6,300-6,399
Asset Management 6,400-6,499
Vacant 6,500-6,999
TS-Business Undertakings 7,000-7,999
Airport 7,000-7,299
Saleyards 7,300-7,399
Stores 7,400-7,499

Revision 3
IMSM-005
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Fleet Workshop 7,500-7,599
Caravan Parks 7,600-7,699
Building Maintenance 7,700-7,799
Suttons Quarry 7,800-7,899
Vacant 7,900-7,999
TS-Hort & Rec Services 8,000-8,999
Parks & Gardens 8,100-8,199
Cemetary 8,200-8,299
Swimming Pools 8,300-8,399
Vacant 8,400-8,999
CCS-Finance 9,000-9,999
Revenue 9,000-9,299
Expenditure 9,300-9,599
Financial Management 9,600-9,999
CCS-Administrative Services 10,000-10,999
Records 10,100-10,299
Governance 10,300-10,499
Vacant 10,500-10,699
CCS-Human Resources 10,700-10,999
Human Resources 10,700-10,899
Vacant 10,900-10,999
CCS-Community Services 11,000-11,999
Libraries 11,000-11,199
Community Centre 11,200-11,399
Art Gallery 11,400-11,599
Year Round Care 11,600-11,799
Youth Program 11,800-11,999
CCS-Information Technology 12,000-12,999
Administration 12,000-12,199
Development 12,200-12,399
Support 12,400-12,599
Vacant 12,600-12,999
EPS-Business Support 13,000-13,999
EPS-Compliance 14,000-14,999
Animal Control 14,000-14,099
Audits 14,100-14,199
Car Parking 14,200-14,299
Complaints 14,300-14,399
Compliance Inspections 14,400-14,499
Law Enforcement 14,500-14,599
Vacant 14,600-14,999
EPS-Development & Approvals 15,000-15,999
Applications 15,100-15,199
Complaints 15,200-15,299
Enquiries 15,300-15,399
Inspections 15,400-15,499
Programs 15,500-15,599
Country Music Festival 15,600-15,699
Vacant 15,700-15,999
EPS-Strategic & Corporate Planning 16,000-16,999
Strategic Planning 16,100-16,299
Corporate Planning 16,300-16,499
Environmental Planning 16,500-16,699
Recreation Planning 16,700-16,899

Revision 3
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Vacant 16,900-16,999
Customer Services 17,000-17,999
Customer Services - Tech Services 17,000-17,199
Customer Services - Corporate Services 17,200-17,399
Customer Services - Environmental Services 17,400-17,599
Customer Services - Community Services 17,600-17,799
Customer Services - Human Resources 17,800-17,999

External documents
At least once each year, the Technical Officer - IMS will check to ensure that any
listed external documents (e.g. standards) are current. This check will be recorded in
the 'Notes' section of the appropriate record in the MASTER DOCUMENT LIST.

Obsolete documents
The Technical Officer - IMS or designated Document Controller will ensure that all
obsolete documents are deleted from the MASTER DOCUMENT LISTS and any
physical copies of documents removed from points of issue.

Where it is considered necessary to retain copies of obsolete documents, precautions
will be taken to ensure that they are not mistakenly used as current documents.

Electronic File Naming Convention
Electronic document shall be saved with a file-name consisting of three parts and
have a general form xxx-yyy zzz.

The first part xxx denotes the general document classification. Eg: Standard Work
Practice SWP

The second part yyy shall replicate the number allocated to uniquely identify the
document. Eg: 121.

The third part zzz shall be a short description of the document and will also have the
file extension. Eg: PotholePatching.doc

Therefore the electronic file name for the Standard Work Practice for Pothole
Patching is:
SWP-121 PotholePatching.doc

Similarly the electronic file name for the Standard Work Practice for Syringes and
Other Sharps reported to Customer Services is:
SWP-17018 Syringes & Other Sharps.doc

Back up
Electronic documents are backed-up on a daily basis by Councils Information
Technology Division and stored off site to prevent their loss in the event of
equipment malfunction, fire, theft or other disaster in accordance with IT System
Administration Procedures. (Refer Section 6, Control of Records)


Revision 1
IMSM-006
Page1 of 4
6 Records
Amendment Record



Revision
Number
Clause/
Page/s
By
Issue Date
Council & TCC
identification

6.1 Control of Records
Appropriate procedures in accordance with Tamworth Regional Council's Records
Department have been established and shall be maintained to ensure that correct
identification, indexing, filing, storage, maintenance and disposition of IMS Records is
carried out.

Retention times shall be established and documented for IMS Records.

The records held shall be adequate to demonstrate achievement of the required quality, safety
and environmental requirements of any particular project and the effective operation of the
IMS System. Relevant records of suppliers and contractors shall be part of these
requirements.

The IMS Records shall be stored and maintained in such a way that they are readily
retrievable. The storage environment for documents shall be designed to minimise
deterioration or damage.

The Manager responsible for each particular IMS Record or delegated staff shall be
responsible to ensure that established procedures shall be maintained.

Records shall be filed in a logical sequence and grouping by date order, like activities, lots,
batches, location project or by IMS System element numbering, as appropriate.

The Technical Officer IMS shall carry out periodic audits to ensure that the adequacy of
handling, indexing, filing and storage of IMS Records is maintained.

The Council shall maintain IMS Records for the period determined as necessary to provide
data for review during the reasonable life of the works. The retention period shall be
extended where additional requirements, Acts of Parliament and regulations dictate.

Revision 1
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6.2 Control of Records - Procedure
6.2.1 PURPOSE
The purpose of this procedure is to ensure that records that verify quality, safety,
environmental and business activities of Tamworth Regional Council are collected
and maintained for a suitable period.
6.2.2 SCOPE
This procedure applies to the identification, collection, indexing, accessing, filing,
storage, maintenance and disposal of records listed below under Method.

6.2.3 REFERENCES
ISO 9001:2000 Clause 4.2.4
AS 4801:2001 Clause 4.5.3
ISO 14001:1996 Clause 4.5.3

Technical Officer-IMS Determination of Suitable Retention
Periods
Routine administration of the database
Administrative Staff Collection, indexing, accessing, filing,
storage, maintenance and disposal of
records, completing archive register
All personnel Collection of records

6.2.5 METHOD
The following documents will be kept as Integrated Management System Records:

Minutes of Management Review Meetings
Integrated Management System Objectives
Project Specific Quality, Safety and Environmental Plans
Customer complaints, correspondence, amendments
Tender documents
Contract Review
Design Plans
Drawing Register
Design Reviews
Design Outputs (calcs, tests, drawings, models)
Computer models, files and simulations
Operational Manuals
Internal and External Audit Reports
Internal Audit Schedules

Fix-it Reports
Induction and Training Records

Revision 1
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Inspection & Testing
Lot Registers
Verification Records
Daily Running Sheets
Incoming goods inspection

Basic Record Keeping Requirements
All records shall be promptly transferred to Tamworth Regional Councils Central
Records Division. Filing, indexing and tracking of file movements shall be in
accordance with Councils Manual of Records Procedures.

Form of Records
Project records shall be maintained as paper files and an electronic register of those
files maintained in accordance with Councils Manual of Records Procedures.

Storage of Records
IMS records shall be stored in the Council's Central Records Division's record
storage area in order to provide a suitable environment to minimise deterioration,
damage or prevent loss and to facilitate ease of retrieval of records.

Disaster Management
Disaster recovery of records shall be in accordance with Council's policies and
procedures for records management. Back-up copies of Electronic records registers
are made each night by Councils Information Technology Division and stored off
site at Council's Guy Cable Building to prevent their loss in the event of equipment
malfunction, fire, theft or other disaster in accordance with IT System Administration
Procedures.

Retention Period
The Central Records Division shall maintain project records for a minimum period of
10 years after the expiry of the Time for Performance or date of last notation prior to
disposal of those records (see below under Disposal of Records) or as otherwise
determined by the State Records Act or other legislative requirements.

Disposal of Records
Prior to disposal of records following the expiration of the retention period, a
detailed list of the records proposed for disposal shall be circulated to all Council
directors and managers. Only when all directors and managers have signed off to
give approval, shall consent be given by the Director of Corporate Services for those
records be disposed of.

The method of disposal of records shall be by shredding. Management Responsibility

Revision 1
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Revision 2
IMSM-007
Page1 of 6
7 Management Responsibility
Amendment Record



Revision
Number
Clause/
Page/s
By
Issue Date
Revision 1 Clause 7 -Requirement for Divisional Managers to
develop and implement annual programs linked
to Vision 2020 inserted.
-Requirement inserted for corporate
management team to undertake quarterly
management review of IMS system, objectives
and targets.
-Requirement for management review to review
progress towards objectives and targets and to
review suitability of IMS Policies, objectives
and targets.
Phil Lyon September
02
Council & TCC
identification

7.1 Responsibility and Authority
1. GENERAL MANAGER
As senior executive officer, our General Manager has overall responsibility for setting the
companys OHS&IM, environmental and quality goals and ensuring that they are met through
the allocation of resources as required. The General Manager also reviews the integrated
management system regularly. In line with its commitment, the General Manager is
responsible for the following tasks:
to conduct regular formal communication sessions explaining business performance
and how the organisation meets customer needs;
to conduct management reviews to verify how the organisation continues to meet
OHS&IM, environmental and quality objectives and plans
to conduct management reviews to verify the availability of resources to meet such
objectives and plans;
to coordinate activities meant to ensure that customer requirements are formally
identified.
2. MANAGEMENT REPRESENTATIVES
Technical Officer-IMS - The member of the management team who is allocated the role of
Quality Representative/Quality Manager has the responsibility and authority to manage the
day-to-day operation of the IMS, including advising senior management on the performance

Revision 2
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of the system. The Quality Representative/Quality Manager is also responsible for conducting
training in quality awareness.
Safety Officer The member of the management team who is allocated the role of OHS&IM
Representative has the authority to resolve safety issues and conduct accident investigations.
The Safety Officer is also responsible for conducting training in OHS&IM awareness.
Injury Management Co-ordinator The member of the management team who is allocated
the role of Injury Management Representative has the authority to manage the rehabilitation
of injured personnel by developing return to work plans in accordance with Councils Return
to Work Program and the insurers Injury Management Program to facilitate an early return to
work for the injured employee.
Senior Environmental Scientist The member of the management team who is allocated the
role of Environmental representative has the authority to resolve environmental issues and
investigate environmental incidents.
3. EXECUTIVE MANAGEMENT TEAM (Directors)
The members of the management team as defined in the Organisation Chart have the
responsibility of seeing that the Councils safety, environment and quality objectives and
targets established in Vision 2020 are translated into operational effectiveness. They are
accountable for the OHS&IM, environmental and quality outcomes of their departments.
4. DIVISIONAL MANAGERS
The divisional managers of departments have the responsibility to ensure the effective
implementation and operation of the IMS within their areas of operations. They are
responsible for developing and implementing programs through annual management plans to
meet the safety, environment and quality objectives and targets set in Councils Vision 2020
Plan. They are accountable for the OHS&IM, environmental and quality outcomes of their
divisions.
5. SUPERVISORS
Supervisors are responsible for implementing the Integrated Management System on a day-to-
day basis. They are also responsible for conducting work skills training and induction.
6. ALL STAFF
Each person is individually responsible for ensuring that they understand their role in
achieving OHS&IM, environmental and quality outcomes and then putting these principles
into practice.
Specific responsibilities are detailed in individual Position Profiles.
The Structure of Tamworth Regional Council is represented in the following chart:


Revision 2
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Revision 2
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Page4 of 6

7.2 Management Review
The Corporate Management Team shall review the suitability, adequacy and effectiveness of
the Integrated Management System at least quarterly to review progress towards objectives
and targets defined in the Tamworth Regional Council Management Plan and Vision 2020
plan. An annual review of the system aligned with the budgetary process will also be
conducted to provide an overview of system performance and the re-establishment of new
objectives and targets for the forthcoming year. During the management meetings actions are
allocated and minuted to record the development of the Integrated Management System.
7.2.1 Review Inputs
Inputs to management review shall include information on the following:
a. Results of Audits
b. Progress towards Objectives and Targets
c. Customer feedback
d. Process performance and product conformity
e. Status of preventive and corrective actions
f. Follow up actions from previous management reviews
g. Changes in standards and /or legislation that could affect the Integrated Management
System
h. Recommendations for improvement
7.2.2 Review Outputs
The Objectives of Management Review are:

a. To establish that the Integrated Management System is achieving the expected results and
meeting the Organisations requirements, continuing to conform to the Standards,
continuing to satisfy the customers needs and expectations, and functioning in accordance
with established Operating Procedures.
b. To expose irregularities or deficiencies in the system, identify weaknesses and evaluate
possible improvements.
c. To annually review the IMS Policies.
d. To annually review objectives and targets.
e. To review the effectiveness of previous corrective actions, and to review the adequacy and
effectiveness of the Integrated Management System for current and future operations of
the organisation.
f. To review any complaints received, identify the cause and recommend improvements if
required.

Revision 2
IMSM-007
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g. To review the finding of internal / external audits and identify any areas of recurring
problems or potential improvements.
h. To review the reports of nonconforming items, statistical data and trend information to
identify possible improvements.
i. To review the allocation of resources required for the effective operation of the Integrated
Management System.
7.3 Provision of Resources
Tamworth Regional Council will ensure that we can always meet our OHS&IM,
environmental and quality objectives and deliver a product or service that meets our
customers needs. We will ensure that the following activities are performed at least on an
annual frequency basis:
7.3.1 Human Resources
Personnel performing work affecting safety, environment or quality will be competent by:
identifying the necessary competence;
conducting competency assessment to identify any deficiencies providing necessary
training/education or other actions (such as the recruit of suitable qualified personnel,
including subcontracting) to overcome these deficiencies; and
ensuring that records of such training and education are adequately maintained and
preserved.
Including suitable and measurable safety, environment and quality objectives to personnel for
job tasks performed and measuring performance against objectives at least during formal
annual reviews to ensure that personnel is aware of the importance of their activities.

7.3.2 Infrastructure
To achieve product conformity, we will:
maintain an inventory of buildings, machinery and equipment, hardware and software
affecting the product quality;
monitor its continuous suitability though scheduled regular workplace inspections,

7.3.3 Work Environment
To achieve a capable work environment, we will:
develop conditions of work to ensure best performance; and
monitor such conditions to ensure their continuous suitability for health and safety,
work ethics, work methods and ambient working conditions

Revision 2
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Revision 2
IMSM-008
Page1 of 6
8 Planning
Amendment Record



Revision
Number
Clause/
Page/s
By
Issue Date
Revision 1 Clause 8 -Requirement inserted for safety, quality and
environmental goals, procedures & programs to
be prioritised using risk assessment
methodology.
-Requirement inserted for Divisional Managers
to develop, implement and review OHS Plans
annually.
-New procedure inserted for identifying and
prioritising Environmental Aspects
-Requirement inserted for Divisional Managers
to maintain a register of legal and other
requirements associated with their area of
responsibility.
Phil Lyon September
02
Council & TCC
identification

8.1 Integrated Management System Planning
Tamworth Regional Council will ensure that our Integrated Management System processes
and procedures meet statutory requirements, customers needs, and OHS, environmental and
quality objectives. This will include:
1. Identifying the processes needed for the Integrated Management System and their
application throughout the organisation.
2. Determining statutory requirements for OHS&IM, environmental management, and
3. Review the organisations activities, processes, equipment and plant
4. Consulting with employees during the development, operation and improvement of the
systems.
5. Safety, quality and environmental goals, programs and procedures will be developed
according to priorities identified using the Risk Assessment methodology (IMSM
Section 9), with those aspects identified as the highest risk receiving first priority.
6. Procedures or SWPs will be documented for key operational processes where the lack
of such documentation would be detrimental to the process and result in
nonconformances or customer complaints. This will be identified using the Risk
Assessment Methodology defined in IMSM Section 9

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7. Process mapping is used to assist in the development and documentation of Procedures
and Standard Work Practices.
8. OHS Plans will be developed, implemented and reviewed annually by Divisional
Managers to meet OHS Objectives and Targets. OHS Plans will address deficiencies
identified through accidents/incidents or statistical techniques and defined
responsibilities and timeframes for the targets to be achieved.
8.2 Environmental Programmes
Tamworth Regional Council is committed to implementing environmental programmes in
order to:
Comply with relevant EPA regulations, any local council development application
consent or other;
Set environmental targets for each site in an Environmental Management Plant and/or
Environmental Control Checklist;
Prevent pollution;
Minimise waste through efficient material and plant utilisation, plus re-use or recycling of
material when appropriate. Dispose of waste properly;

Tamworth Regional Council will implement the following environmental programmes:
Waste Management (Reduction & Re-use)
Erosion and Sediment Control
Noise and Vibration Control
8.2.1 Environmental Management Programme
Organisation Wide - Use of Copiers/Printers
Purpose
Reduce amount of paper used in copiers, printers and FAX machines organisation
wide.
Objective
Develop an ongoing educational program designed to change work habits resulting in
less paper wasted organisation wide
Target
Educate staff to change work habits in 5 specific ways to reduce wasted paper by
25%:-
1. Promote double-sided paper copying as default setting on copiers
2. Promote double-sided paper printing as default setting on printers
3. Promote electronic review of draft documents
4. Promote sending documents by e-mail instead of fax where possible
5. Recycle all waste paper
Responsibility
Senior Environmental Officer - Promotion of Programme
- Evaluate program and report to
Executive Management Team
IT Manager - Set default on copiers/printers
to double sided where possible
- Specify double sided
copying/printing in supply
contracts for copiers/printers.

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All Staff - Follow principles of
programme

Schedule
Annual Education Programme targets 4-6 specific ways to change work habits
resulting in reduced waste of paper.
Continual Evaluation
Annually review amount of paper purchased by each Department of the
Organisation.
Who to report to
Annual reports directed to the Executive Management Team.

8.3 Environmental Aspects Procedure
8.3.1 PURPOSE
The purpose of this procedure is to provide a mechanism to ensure environmental
aspects and impacts are identified so that they can be prioritised and objectives and
targets can be established in the annual management plan aligned with those identified
in Councils Vision 2020 Plan.
8.3.2 SCOPE
Tamworth Regional Council will identify the environmental aspects of its activities, it
can control, in order to determine those which have or can have significant impacts on
the environment.
8.3.3 REFERENCES
ISO 14001:1996-Clause 4.3.1
Departmental Directors Approval of environmental objectives and
targets
Divisional Managers Identification of environmental aspects
Prioritising environmental aspects for the
development of objectives and targets
Develop, implement and monitor
environmental programmes for their area
of responsibility
Supervisors Establishing and monitoring operational
controls and safeguards for identified
environmental aspects.
All Staff Following the principles of environmental
management by putting control measures
into practice on a day to day basis.

8.3.5 METHOD
In order to identify the level of impact the following aspects will be assessed:

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Legislative Requirements
Licence Compliance
Community Issues
Flora & Fauna
Waterways / Hydraulics
Waste Material
Water Quality
Soil and Erosion Control
Air Pollution
Noise or Vibration Pollution
Natural Resources
Other environmental issues

Environmental Aspects associated with an activity will be identified using the
Environmental Aspect Matrix (Form MSF-027). The matrix identifies the total number
of environmental impacts associated with the environmental aspects of an activity or
operation. The environmental aspects and impacts listed in the table may be added to
as required.(see example below)

These environmental aspects and their impacts shall be assessed using the Risk
Assessment Methodology in IMSM Section 9 so that priorities, objectives and targets
can be set.

Drainage Construction Environmental Aspect Matrix

Environmental Impacts Environmental
Aspect Noise Erosion Air Vibration Dust Flora Fauna Historic Site
or Relic
Land-
fill
Total
Soils and
Aggregates
2
Waste Materials 2
Waterways 3
Community
Issues
4
Heritage and
National Parks
& Wildlife Acts
3
Licences 0
Total 14

8.4 Hazard Identification and Risk Analysis
Tamworth Regional Council will introduce risk management techniques by ensuring all
workplace hazards have been appropriately identified, assessed and controlled.

We shall achieve this by:
Establishing a hazard register to document all issues.
Undertaking all risk management work in conjunction with representatives from the
workforce.
Training all employees in the use and application of all controls introduced for each
identified risk.
Employing specific techniques to ensure risks within Tamworth Regional Council are
managed effectively.

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The hazard identification and risk assessment process involves the following:
a. Conducting an initial review of activities to identify those activities that have significant
hazards.
b. Determine the risk related issues associated with each activity.
c. Rate the risks associated with each identified hazard.
d. Determine control measures to eliminate or minimise the risks.
e. Evaluate the risk assessment & control process and modify as necessary

The hazard identification and risk control process is detailed in Section 9 Hazard and Risk
8.5 OHS&IM and Environmental Legal and Other Requirements
Legal and other requirements for OHS&IM and Environmental Management will be
identified by Divisional Managers and reviewed by subscribing to electronic update services
where available. The update services provide regular information detailing changes to
environmental and OHS&IM legislation enabling improvements in the Integrated
Management System so as to control aspects that may have a significant impact on the
environment or OHS&IM. Where legal or other requirements updates are not subscribed
toand checked for updates/amendments on a quarterly basis.

Divisional Managers shall maintain a register of legal and other requirements associated with
their area of responsibility.

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9 Hazard And Risk
Amendment Record



Revision
Number
Clause/
Page/s
By
Issue Date
0 All Original Version Phil Lyon J une 02
1 Clause 9 -Risk assessment Impact definitions amended
to include quality and environmental impact
levels
-Reporting of hazards amended so that Fix-It
Report replaces Hazard Report form.
Phil Lyon September
02
2 DRAFT All

-Remove references to Tamworth City
Council & TCC
identification
Ian Cross J une 2004

9.1 Hazard Identification And Risk Analysis - Procedure
9.1.1 PURPOSE
The purpose of this procedure is to provide a mechanism to ensure that hazards are
identified, risks assessed and the level of risk controlled in the workplace.
9.1.2 SCOPE
This procedure applies to the identification of hazards and the assessment and control
of risks in the workplace/s of Tamworth Regional Council.

9.1.3 REFERENCES
AS 4801:2001 Clause 4.4.6

Technical Officer-
Integrated Management
System
Approving new and revisions to Standard
Risk Assessments
Safety Officer Maintaining register of hazards
Investigation of hazards identified through
accidents/incidents
Managers & Supervisors Reporting of hazards
Investigation of hazards identified through
accidents/incidents in consultation with the
Safety Officer.
Conducting risk analysis for setting safety,

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quality and environmental priorities,
objectives and targets.
Provision of induction and training related
to hazards and their associated risks.
Verifying that control measures are being
implemented and followed by work staff.
All personnel The implementation of control measures
Reporting of hazards

9.1.5 METHOD
The procedure used by this Council contains four steps:

1 Hazard Identification
2 Risk Assessment
3 Risk Control
4 Review

1. Hazard identification

The identification of hazards is carried out by a number means:

(a) Work place inspections may be carried out in two ways, by the Safety
Committee or by regular inspections by the Supervisor
(b) Accident Investigation all accidents / incidents are investigated and
reported. The Manager and/or Supervisor will carry out prompt investigation
in conjunction with the Safety Officer.
(c) Employee consultation takes place in several ways:
Toolbox or staff meetings are held to discuss appropriate topics and
opportunity is given to staff to raise safety issues.
General communication on a day-to-day basis where safety is a prime
consideration.
(d) Hazard Reporting work staff and supervisors are encouraged to formally
report any hazard which comes to their attention using the Fix-It Report Form
(MSF-016). The procedure requires that the originator/employee be involved
in recommending appropriate controls. Details of all hazards reported are
forwarded to the Safety Officer to maintain a register of hazards.
(e) J ob Safety Analysis is used on selected jobs and tasks (Eg: construction
works or one off jobs) to identify associated hazards (Form MSF-002) in
accordance with the procedures detailed below and in the Technical Services
Construction Procedures Manual. Checklists S1 and S2 provide guidance for
identifying typical hazard sources and control measures. J ob safety analysis
is about identifying potential hazards in the workplace assessing the risk that
those hazards could occur and developing risk control strategies.
(f) Standard Risk Assessments are developed in consultation with work staff to
identify potential hazards, assess the risks and develop risk control measures
relating to general maintenance activities or regular repetitive activities.

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Checklists S1 and S2 provide guidance for identifying typical hazard sources
and control measures.

A hazard is a job-related situation which could cause injury or illness to one or more
people. Hazard categories are:-
Physical/Mechanical - causing physical injury (breathing, hearing, vision, head,
body cells, muscles, blood vessels, skin, bones). Examples:

working at heights Falling objects Unstable support
manual handling Plant-related Moving parts
Vibration Noise Dust
Traffic Fire Smoke
oxygen deficiency Water Light/visibility
Chemical - poisoning, allergic reactions, interfering with normal organ function
Examples: skin or eye irritant, inhalation/ingestion of toxic substance
Electrical - electrocution
Examples: contact with live overhead or underground cables, faulty or non-
earthed electrical equipment.
Biological - disease
Examples: infection, contact with germs/parasites, handling of wastes, needle-
stick injury
Radiation - damage to body cells
Examples: sun, lasers, UV light, isotopes in nuclear densometer
Psychological - nervous disorder, mental breakdown
Example: workplace stress

2. Risk Assessment

Risk assessment is based on three factors:
frequency - how often the hazard could be contacted
duration - how long the exposure could be
severity - how much of the hazard must be present

Risks can be prioritised as:
High Risk - It is extremely important to do something about this hazard/aspect
immediately
Medium Risk - It is important to do something about this hazard/aspect as soon as
possible
Low Risk - Do something when possible

Safety management involves creating:
safe workplaces
safe systems of work
safety awareness within the workforce


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How Dangerous is the Hazard youve Found or what priority should be placed on the
quality or environmental impacts youve identified?

Step 1 Identify the Hazard or quality/environmental impact.

Step 2 Identify the Chance of the hazard/impact occurring (ie: how frequently the
hazard/impact is likely to occur).

High Chance Could happen at any time.
Medium Chance Could happen some of the time.
Low Chance Could happen, but very rarely.

Step 3 Identify the Impact of the Hazard/Impact occurring (ie: what is the resulting
damage if an incident does occur).

High Impact -Death, permanent disability or major property
damage or customer / community health problem
requiring hospitalisation or prolonged medical
treatment;
-Activities may cause a significant environmental
incident that is of public interest which may only be
cleaned up over a prolonged period of time and
which may result in a significant residual adverse
impact;
-Product, service or process failure results in
extensive financial loss that threatens the financial
status of individuals or business

Medium Impact -Temporary disability or minor property damage or
a customer / community health problem requiring
temporary medical treatment or .
-Activities may cause an environmental incident
that can be cleaned up over a short period of time
with minimal residual adverse impact.
- Product. service or process failure results in
significant financial loss

Low Impact -Minor injury / first aid treatment
-Activities may cause an environmental incident
that can be immediately cleaned up with no residual
impact.
-Product, service or process failure results in
customer inconvenience and / or minimal financial
loss.


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Step 4 Assign a Risk Rating to the Hazard/Impact using the matrix below.

Impact
Low Med High
Low L L M
Med L M H
C
h
a
n
c
e

High M H H

Risk Rating Priority:
The Risk Rating tells you how important it is to do something about the hazard.

High Risk It is extremely important to do something about
this hazard/impact immediately
Medium Risk It is important to do something about this
hazard/impact as soon as possible
Low Risk Do something when possible


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3. Risk Control

A primary goal of safety management is to implement risk control strategies which minimise
potential hazards by reducing their frequency, duration or severity. Risk control measures
should be practical and based on the following priority order. In particular, aim to modify
hazards with a High Risk Rating. Take account of human differences: physical, strength,
stamina, height, weight, agility, skill level, experience, training, concentration.

Eliminate the hazard
Redesign the work method to
reduce frequency, duration
and/or severity

Substitute the hazard

Reduce severity by different
equipment or materials

Physical controls
Reduce severity by enclosing or
isolating

People controls
Reduce frequency, duration

Personal protective equipment

Reduce severity

Consider the following when identifying potential hazards:
part accident/incident reports
industry experience and data
WorkCover data
Insurance claim data
Personal experience and professional judgement

Checklist S1 may be used to determine potential hazard sources applicable for each project.

Checklist S2 may then be used to help identify hazards and control measures for inclusion in
the J ob Safety Analysis Checklist or Standard Risk Assessment.

4. Review

Periodic reviews of installed control measures will be undertaken. Any alterations to work
processes, equipment and tasks will be re-assessed for risk.


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Checklist S1 - Typical Construction Hazard Sources
The hazard sources listed in Table S1 have been identified as being commonly associated
with construction activity for civil engineering projects.

Construction Activity Hazards Sources Applicable
Foundations Blasting
Excavations
Confined spaces
Unauthorised entry

Y/N
Y/N
Y/N
Y/N
Site establishment Unauthorised entry
Tree felling

Y/N
Y/N
Clearing Blasting
Excavations
Electrical
Tree felling
Demolition
Unauthorised entry

Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Earthworks Blasting
Stability of excavations
Low visibility
Unauthorised entry

Y/N
Y/N
Y/N
Y/N
Drainage Blasting
Stability of excavated trench
Confined spaces
Manual handling

Y/N
Y/N
Y/N
Y/N
Tensioned concrete Electrical
Confined spaces
Hydraulic
Wires under stress
Hot substances

Y/N
Y/N
Y/N
Y/N
Y/N

Precast concrete Electrical
Hydraulic
Hot substances

Y/N
Y/N
Y/N

Insitu work Poor communications

Y/N


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Checklist S1 - Typical Construction Hazard Sources

Construction Activity Hazards Sources Applicable
Erection Electrical
Poor communications

Y/N
Y/N

Bridge furnishings Electrical

Y/N

Traffic Low visibility
Public usage

Y/N
Y/N

Minor structures Electrical
Excavations
Confined spaces
Bulk material handling
Low visibility
Poor communications
Public usage

Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N

Pavements (bitumen) Hot substances
Low visibility
Unauthorised entry
Poor communications

Y/N
Y/N
Y/N
Y/N
Y/N

Pavements (flexible) Hot substances
Low visibility
Unauthorised entry
Poor communications

Y/N
Y/N
Y/N
Y/N
Y/N
Pavements (concrete) Bulk material handling
Low visibility
Unauthorised entry
Poor communications

Y/N
Y/N
Y/N
Y/N
Landscaping Bulk material handling
Public usage
Y/N
Y/N

Administration Manual Handling
Ergonomics
Poor Lighting
Y/N
Y/N
Y/N


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Checklist S2 Hazard Identification / Risk Control Planning Checklist
Hazard Possible Cause Control Measure Applicable
Traffic
Hazards
Trucks entering, exiting a
work site
Use of traffic signalmen
Installation of temporary traffic signals
Use of Safety Signs
Y/N
Y/N
Y/N
Speed restriction signs displayed and enforced Y/N
Working in close proximity
to roads
Use of witches hats or temporary barriers to
cordon off sections of road
Closure of road
Use of Safety Signs
Speed restriction signs displayed and enforced
Y/N

Y/N
Y/N
Y/N
Manual
Handling
Use of heavy hand held tools

Use of lifting aids
Imposed restrictions on certain activities
Requirements for two person lifts
Y/N
Y/N
Y/N
Handling of heavy objects Training of employees
Use of support harness
Y/N
Y/N
Limits on duration of use
Provide mechanical aids
Y/N
Y/N
Redesign object or task Y/N
Contact with
Heat
Hot Materials Provide appropriate protective clothing and
training
Y/N
Fire in the Workplace Keep workplace clear of waste materials
Issue of hot work permit
Remove flammable materials or store
correctly
Provide adequate fire fighting equipment
Employee fire fighting training
Eliminate ignition sources from flammable
atmospheres
Y/N
Y/N
Y/N

Y/N
Y/N

Y/N
Exposure to sun Provide protective clothing and sun screen
Reduce exposure time
Y/N
Y/N
Contact with
Electricity
Faulty electric leads and
tools
Tools and leads inspected and tagged Y/N
No earth leakage detectors Residual current devices in all circuits
Residual current devices tested regularly
Y/N
Y/N
Electric leads on ground Electrical leads kept elevated and clear of
work areas
Y/N
Electrical leads in damp
areas
All electric leads kept dry Y/N
Electric leads tied to metal
rails
All electric leads are kept insulated Y/N
Plant not isolated Ensure permit to work system followed
Lock-out and equipment tag procedure
Y/N
Y/N
Contact with underground or
overhead cables
Location of services to be established
Overhead cables to be protected
Services to be isolated when working in
proximity
Establish safe clearance distances
Y/N
Y/N
Y/N

Y/N
Exposure to
Noise
Plant and equipment not
silenced
Fit noise suppression to noisy plant and
equipment
Y/N
Not wearing appropriate
protection
All personnel to wear appropriate PPE
(hearing protectors)
Y/N
Excessive exposure time to
noisy areas
Regulate employee exposure to noise Y/N
Contact with
High Pressure
Burst air lines Air hoses in good condition and regularly
inspected
Y/N

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Hoses becoming uncoupled All hose couplings fitted with pins or chains Y/N
Using compressed air to
clean clothing
Prohibit and instruct employees on dangers Y/N
Improper handling of gas
cylinders
Cylinders stored upright and secured Y/N
Defective pressure gauges All pressure gauges inspected regularly for
defects
Y/N
Contact with
Chemicals
Incorrect handling
procedures
All employees trained in MSDS requirements Y/N
Lack of information Review Material Safety Data Sheet and assess
risks
Y/N
PPE
All personnel provided with appropriate PPE Y/N
Incorrect storage Hazardous substances stored and labeled
correctly
Y/N
Elevated exposure levels Provide mechanical ventilation
All personnel provided with appropriate PPE
Y/N
Y/N
Contact with Exposure to arc welding Welding operations shielded Y/N
Radiation Not wearing appropriate
PPE
All personnel wear appropriate PPE Y/N
Exposure during
radiography operations
Correct procedures developed and followed Y/N
Exposure to lasers Regular equipment check
Follow documented safe work procedure for
laser
Y/N
Y/N
Exposure to sun Provide protective clothing and sunscreen Y/N
Struck Against
Object
Protruding objects in access
routes
Protruding objects are removed or marked
Provide appropriate PPE (hard hat, safety
boots)
Y/N

Y/N
PPE
Provide appropriate PPE & training Y/N
Personnel running at work Personnel exercise restraint and walk Y/N
Struck By
Object
Objects falling from work
platforms
All work platforms fitted with toe-boards
Fence off areas below to prevent access
Materials stacked securely
All personnel wear appropriate PPE (hard
hats)
Secure loose objects to structure
Y/N
Y/N
Y/N
Y/N

Y/N
Debris from grinding
operations
Personnel wear appropriate PPE
Shield grinding operations
Y/N
Y/N
Wind blown particles All personnel wear appropriate PPE Y/N
Loads slung from cranes Loads not slung over personnel
Taglines are used to prevent loads swinging
Loads slung correctly
Y/N
Y/N
Y/N
Fall from No handrails All work platforms have secure handrails Y/N
Height Working outside handrails Persons wear full fall arrest type harness Y/N
Floor penetrations not
covered
All floor penetrations covered or barricaded Y/N
Ladders not secured All ladders secured to prevent movement
Ladders to extend at least 1m above landings
Y/N
Y/N
Unsafe area Tag and fence to prevent access Y/N
Slips and Falls Access routes obstructed by
materials
All access routes kept clear of materials and
debris
Y/N
Leads and hoses across
access routes
All leads kept clear of ground or covered Y/N

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Slippery surfaces All surfaces used for access kept dry and in
good condition
Y/N
Safety footwear not
appropriate
Personnel wear appropriate safety footwear Y/N
Poor visibility Provide adequate lighting Y/N
Caught
Between
Objects
Operating plant Guarding of rotating plant and hand tools
Safe work procedures to be followed
Provide roll over protective structure (ROPS)
Pre-start daily safety inspection
Y/N
Y/N
Y/N
Y/N
Moving plant Personnel kept clear when operating plant
Fit reverse alarms to plant and check operation
Y/N

Y/N
Moving loads All personnel kept clear during crane
operations
Y/N
Loads tipping or swinging Load slings properly secured Y/N
Materials being positioned Safe Work Procedures for moving heavy loads Y/N
Overstress SWL exceeded during lifting
operations
Compliance with SWL and radius charts on
cranes
All lifting gear checked regularly
Y/N

Y/N
Sprains and strains All personnel trained in manual handling
techniques
Y/N
Ergonomic
Hazards
Poor work posture Work station to conform with ergonomic
standards
Seating to conform with ergonomic standards
Training of employees
Provide adequate task lighting
Y/N

Y/N
Y/N
Y/N
Use of excessive force Provide mechanical aids
Modify workplace design
Y/N
Y/N
Repetitive movements Modify task requirements
J ob rotation
Y/N
Y/N
Asbestos
Hazards
Accidental disturbance or
contact
Asbestos materials identified and labeled
Asbestos materials removed from workplace
Safe work procedures developed
Y/N
Y/N
Y/N
Biological
Hazards
Needlestick injury Provide appropriate waste disposal containers
Provide employees with PPE
Develop safe work procedures and train staff
Y/N
Y/N
Y/N
Potential exposure to HIV,
hepatitis
Develop safe work procedures and train staff
Immunisation program
Y/N
Y/N
Potential exposure to
Legionella bacteria
Provide employees with PPE
Implement microbial control procedures
Y/N
Y/N
Excavation/
Trenching
Collapse of earth Shoring to be provided in accordance with
Code of Practice
Shoring to be inspected regularly
Y/N

Y/N
Fall into excavation Provide barricades around excavation Y/N
Asphyxiation Provide exhaust ventilation and test
atmosphere
Y/N
Inadequate access to
excavation
Provide safe access by steps or ladders Y/N
Plant Overturn Crane overturn Cranes to be set up on solid ground and away
from edge of excavation
Y/N
Mobile plant overturn Plant to be fitted with roll over cage protection
Safe work procedures developed
Y/N

Y/N


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Revision 0
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10 General Safety Policies
Amendment Record



Revision
Number
Clause/
Page/s
By
Issue Date

10.1 Drug & Alcohol Consumption
POLICY TITLE: DRUG/ALCOHOL CONSUMPTION

OBJECTIVE: The objective of this policy is to ensure a safe workplace free from the
effects of drugs and alcohol.

PREAMBLE: The focus of this policy is drug and alcohol use that affects work
performance or renders a risk to the individual, other employees or the
public. This policy is directed towards maintaining a satisfactory level of
employee health, safety and work performance and addresses both the
welfare of the individual and the health and safety of others. Although
disciplinary action may be necessary, this policy focuses on preventative
measures.

POLICY: (1) The use of drugs or alcohol in the workplace including Council
premises, parks, reserves, vehicles, plant, buildings or physical
assets - is prohibited. The General Manager may waive this
requirement where circumstances warrant - for example, when
Council sponsors a social event such as a farewell or a Christmas
party.
(2) Employees are required to present themselves for work in an
unaffected state so that in carrying out normal work activities
they do not expose themselves, other employees or the public to
unnecessary risks to health and safety.
(3) If an employee is believed to be under the influence of drugs
and/or alcohol at the workplace such that it is detrimental to the
individuals work performance; renders a risk to themselves,
other employees or the public; or if the employee is suspected of
using alcohol and/or drugs at the workplace, the General
Manager, Director (or nominee) may remove the employee from
duty. Any reasonable action considered necessary (including a
medical examination) may be taken where there is justifiable
cause to doubt an employees fitness for duty.
(4) Employees who voluntarily seek help for drug and/or alcohol
use/dependence will be supported in their attendance at Drug and
Alcohol Counseling. Employee participation in such a program is
confidential.

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(5) If an employees performance is repeatedly affected by drugs
and/or alcohol use and if the employee has been encouraged to
seek assistance but has failed to do so, Council may initiate
disciplinary action.
(6) An employee must advise their supervisor if they are taking any
prescribed drug or medication which may effect their fitness for
duty or work performance or that renders a risk to themselves,
other employees or the public.

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10.1.1 ALCOHOL AND/OR DRUG USE WHILE WORKING

PROCEDURAL GUIDELINES

1. Generally an employees immediate Supervisor will determine whether an employee is
believed to be under the influence of drugs and/or alcohol at the workplace. The
Manager will be informed immediately of the allegations and will attend the worksite at
the earliest opportunity.
2. If, however, an employee becomes aware that their immediate Supervisor may be under
the influence of drugs and/or alcohol at the work place and, as a result, the safety of the
employee, other employees or the public is at risk, the employee should advise their
Director immediately. If this option is not appropriate, the employee should advise the
Human Resources Manger. The Human Resources Manager will instigate the
appropriate procedures.
3. Justifiable cause must be established when considering an employees fitness for duty
when drug and/or alcohol use is suspected at the work place. This may be established by
observing the employees behaviour in the following (but not exclusive) areas:

- work performance
- safety issues
- general behavioural changes
4. Once satisfied that justifiable cause exists, the Supervisor will advise the employee that
they consider that it is possible that the employee may be under the influence of drugs
and/or alcohol. The employee will be withdrawn from duty until the Manager (or
nominee) attends the workplace. The employee will be given an opportunity to involve
their Union. The following procedure will then take place.

The Manager will instruct the employee to:

(a) go home for the remainder of the day, however, doing this will be seen as an
admission by the employee that they are under the influence of alcohol and/or
drugs; or

(b) accompany the Supervisor to Tamworth Base Hospital and/or Councils Doctor
for tests (blood/urine), to determine the use of alcohol and/or drugs. The
employee will be excluded from duty for the remainder of the day.

If the employee does go home as in (a) above or tests undertaken prove positive in (b)
above, disciplinary procedures will be instigated.

Disciplinary procedures will involve the offer of Drug and/or Alcohol Counseling in
accordance with the councils Drug & Alcohol Referral Policy as offered by the
Tamworth Base Hospital Drug and Alcohol Unit. All attendance costs will be met by
Council, including fees/charges and payment of wages/salary for a period of three (3)
months. Support beyond 3 months will be dependent upon the employees progress,
which will be monitored by the Human Resources Manager (or nominee).

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10.2 Drug & Alcohol Referral

POLICY TITLE: DRUG & ALCOHOL REFERRAL

OBJECTIVE: To allow Council to exercise its rights under Occupational Health &
Safety legislation and provide a means whereby staff with a dependence
on alcohol and/or drugs will be offered support and assistance in
overcoming this dependence.
POLICY: (1) Tamworth Regional Council regards an individual's dependence
on alcohol and/or drugs as an illness that responds to treatment.
(2) Focus is on the individual's work performance as it is affected by
such a dependence or that renders a health and safety risk to
themselves, other employees or the public.
(3) The aim of the Policy is to implement a program whereby the
health and work performance of an individual with a recognised
drug and/or alcohol dependence will attain a satisfactory level
within a reasonable time.
(4) This statement of Policy on drug and alcohol use has been drawn
up by Council in consultation with Employee representatives. It
will operate at all levels throughout Council.
(5) All information relating to an employees drug and/or alcohol
dependence will be kept strictly confidential.
(6) The decision to request diagnosis and accept treatment for drug
and/or alcohol dependence is the responsibility of the individual.
Employees will not be dismissed nor have any promotional
opportunity jeopardised because of their dependence without first
being given the opportunity to rehabilitate under this program.
(7) Appropriately qualified medical professionals will make the
diagnosis of drug or alcohol dependence.
(8) Refusal to accept diagnosis or to follow through with treatment,
accompanied by a further deterioration in work performance will
be dealt with in accordance with existing Council procedures on
job performance levels.
(9) Policy effectiveness will be reviewed every six (6) months by
Councils Consultative Committee comprising Council Officers
and Employee Representatives to determine whether objectives
are being met.
(10) The Policy recognises the work of outside bodies such as
Tamworth Base Hospitals Drug and Alcohol Unit, Alcoholics
Anonymous, and Al-Anon Family Group, in providing the
necessary counseling and support, both on an individual and
group basis, for those with or affected by a drug and/or alcohol
dependence.

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10.3 Sexual Harassment
POLICY TITLE: SEXUAL HARASSMENT

OBJECTIVE: To support and promote an Organisational culture where all employees
can enjoy good working relationships with each other, in a workplace
free from offensive behaviour and where diversity is respected and
acknowledged
POLICY: That Council adopt the following:-
(1) Sexual harassment WILL NOT BE TOLERATED. A proper
standard of conduct and behaviour is required to be maintained in
the workplace at all times.
(a) Any complaint of sexual harassment will be treated with
the utmost CONFIDENTIALITY.
(b) Complaints will be INVESTIGATED IMPARTIALLY
and the complainant advised of the outcome.
(c) Complainants and witnesses WILL NOT BE
VICTIMISED.
(d) If after investigation, the claim of sexual harassment IS
PROVEN, the following action may be taken:-

Warning and counseling on misconduct
Closer supervision of the conduct of the offender
Disciplinary measures being taken as stipulated under
the relevant Award.
(e) The General Manager and Human Resources Manager in
accordance with the Policy will DEAL WITH any
complaint of sexual harassment for Harassment in the
Workplace.


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10.4 Harassment in the Workplace

POLICY TITLE: HARASSMENT IN THE WORKPLACE

OBJECTIVE: To support and promote an Organisational culture where all employees
can enjoy good working relationships with each other, in a workplace
free from offensive behaviour and where diversity is respected and
acknowledged.
POLICY: Any form of harassment which is:
sexual or sex based, (Refer Sexual Harassment Policy)
racial (including colour, nationality & ethnicity),
religious,
or relates to a persons;
marital status (including family responsibilities),
disability,
HIV/AIDS,
age (including compulsory retirement),
pregnancy,
homosexuality
and happens in, or is brought into, the workplace shall not be tolerated.
Harassment is any behaviour, related to the above, which is not asked for
and not wanted, where it offends, upsets, humiliates or scares another
person or creates an intimidating, hostile or offensive work environment.

Responsibilities:
Management:. Management is responsible to ensure that all staff
and supervisors understand that harassment must not be tolerated in the
workplace, that complaints will be taken seriously and handled as per
Councils Grievance Handling Procedure - other than Industrial Issues.
Employees: It is the responsibility of all staff to respect the
rights of others and never participate in harassment. If an employee is
aware that another person or group they work with is being harassed they
shall offer support to the person or group by:-
* telling them that they are willing to act as a witness if the person
or group being harassed decides to lodge a complaint;
* encourage reporting to prevent recurrence.
* refusing to join in with any harassing activity; and
* backing them up or supporting them to say no.
It is not an employees responsibility to take any action contrary to the
grievance handling procedure.

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10.5 Health Hepatitis B Inoculation Program

POLICY TITLE: HEALTH - HEPATITIS B INOCULATION PROGRAM

OBJECTIVE: To provide Tamworth Regional Council staff that work in at risk
groups with protection against the contraction of Hepatitis B

POLICY: (i) That a Hepatitis B Inoculation Program be offered to the
following staff on a voluntary basis:-

Parks and Gardens
Water and Waste Water
Waste Disposal
Street Sweeper(s)
Child Care Staff
Any Other at risk group or persons

(ii) That an inoculation program be conducted on an annual basis.


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10.6 Health HIV-AIDS in the Workplace

POLICY TITLE: HEALTH - HIV-AIDS IN THE WORKPLACE

OBJECTIVE: To ensure the health and safety of employees and the public.
POLICY: Council is committed to promotion of the principles of equality of
opportunity in employment and protecting and promoting the health of
its employees.
Council will ensure that people with HIV/AIDS are not discriminated
against in the provision of Council services or employment, in
accordance with the provision of the Anti-Discrimination Act 1977.
Council will work with other authorities including health Departments
and unions, to develop policies for dealing with HIV/AIDS in the
workplace, consistent with policies developed at a national level.
Council will develop policies and procedures aimed at specific work
groups where, because of the nature of the work, specific issues may
arise, such as those detailed in the following guidelines.
In all other cases the Council believes that the protection of the human
rights and dignity of HIV infected persons, including persons with
AIDS, is essential to the prevention and control of HIV/AIDS.
Workers with HIV infection who are healthy should be treated the
same as any other worker. Workers with HIV related illness, including
AIDS, should be treated the same as any other worker with a serious
illness.
Most people with HIV/AIDS want to continue working, which
enhances their physical and mental well-being, and they should be able
to do so. They should be able to contribute their creativity and
productivity in a supportive occupational setting.
Council will provide information and education, in co-operation with
other authorities, to assist in raising general community awareness of
the impact of the HIV/AIDS problem.
Council will not require HIV/AIDS as part of the assessment of fitness
to work, whether direct (HIV antibody testing) or indirect (assessment
of risk behaviour).

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10.6.1 GUIDELINES ON SAFE WORKING PRACTICES FOR COLLECTING
DISCARDED NEEDLES AND SYRINGES

General Comment
There are a number of blood borne infections which present some risk to certain occupational
groups, mainly through needle stick injury. The infections of principal concern are Human
Immuno deficiency Virus (HIV, the virus which causes AIDS) and Hepatitis B.

In a study of needle stick injuries involving blood from known AIDS patients, it was found
that:-

'The overall risk of acquisition of HIV, after needle stick is approximately one in two hundred
which is strikingly less than the risk of acquisition of Hepatitis B from a single needle stick
which approaches one in five. Nonetheless the risk is very real'. (C Wofsy, Department of
Medicine, San Francisco General Hospital, 1988).

While the risk of infection from needles improperly discarded in public places would be
lower, sensible precautions do need to be implemented and observed, particularly when taking
into account the relatively high risk of Hepatitis B transmission.

In Local Government, the occupational groups which may face some risk of occupational
exposure to infectious via needle stick injury are; garbage workers, street sweepers, toilet
cleaners, beach inspectors, parks and garden staff, plumbers and sewerage workers and pre-
school, child care and nursing staff.

Principles of Infection Control
Whereas older infection control protocols were based on identifying cases of infectious
disease and then applying appropriate precautions, modern infection control systems are more
focused on identifying body substances or other agents which may transmit disease and
implementing uniform procedures when dealing with them. In the case of blood borne
infections, primary concern is focused on exercising care whenever blood is dealt with,
regardless of what is known about its infectious status.

Collecting Improperly Discarded Needles and Syringes
Wherever possible, needles and syringes should be collected using a hands free technique by
the use of tools such as a brush and pan or tongs, and deposited directly into a rigid walled,
wide mouthed, puncture resistant container, which should be clearly labeled Sharps Only or
Sharps: Biohazard Follow Safe Work Method Statement for handling Syringes & Needles
(SWMS-009). Arrangements should be made for the incineration of these containers when
full.

Where hands are to be used, sturdy gloves which are puncture resistant and yet not so rigid as
to be awkward to use should always be worn.

No attempt should be made to recap or resheath the needle, or to break, bend or otherwise
render it useless.

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Unprotected hands should not be placed anywhere which cannot be clearly seen, for example
inside a full garbage bin, behind cisterns or toilet bowls.

Safe Handling of Sharps by Health Workers
To avoid needle stick injuries, needles should never be reinserted into their original sheaths,
broken or bent by hand or removed from disposable syringes after use. Used disposable
syringes and needles, scalpel blades, and other sharp items should be placed in rigid wall
puncture resistant containers which should be located as close as practical to the usage area.
Large-bore reusable needles should be placed in a puncture resistant container for transport to
the reprocessing area. Disposal of any full sharps containers should be arranged using an
appropriate contaminated and hazardous waste incinerator.

Precautions to be Observed
First Aid: There should be nominated staff trained in First Aid. An appropriately stocked
First Aid Kit should be available in a readily accessible place. This kit should contain
disposable gloves to allow for care in dealing with blood and other body fluids. There is no
need to refuse First Aid, or First Aid training for fear of HIV or Hepatitis B transmission.

Accident Procedure: In the event of a needle puncture or other penetrating injury, in the first
instance:-
encourage bleeding from the wound by squeezing
as soon as possible flush the wound with clean running water
apply an appropriate germicide and dressing, and then;
report the incident to the responsible officer and document it
seek medical advice for clinical assessment, including:
- blood testing for HIV antibody and Hepatitis surface antigen, accompanied by
appropriate pre and post test counseling
- advice about prophylactic treatment
- advice about Hepatitis B immunisation
- the need to report any subsequent illness that may develop.

Care with Blood: All cases of external bleeding or spilt blood should be dealt with carefully,
observing wherever possible the following precautions:-
avoid contact with blood if hands or lower arms have cuts or open unhealed wounds
always use disposable gloves when available, and wash thoroughly with soap and water,
hands, lower arms and any other body parts in contact with or splashed by blood
place wastes that have come in contact with blood in a plastic bag and seal for disposal or
incineration
wipe down benches or other bloodied areas with cold tap water, then with household
bleach, freshly diluted 1:10 with water
wash carpeted areas with soap and water

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thoroughly wash scissors or other instruments in cold water to remove blood. Instruments
can be effectively sterilised by soaking them for 30 minutes in a 70% solution of ethanol
(or methylated spirits), or in household bleach.

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10.7 Pre Placement Health Assessment

POLICY TITLE: PRE-PLACEMENT HEALTH ASSESSMENT
PREAMBLE: A Pre-placement Health Assessment is one of the tools used by
Tamworth Regional Council to assess a prospective employees fitness
and suitability for a particular job and to determine whether that person
is at risk of incurring occupational injuries or illnesses to themselves or
others.
A person may not be appointed to a position before the persons
fitness to carry out the duties of the position has been confirmed by
a Pre-placement Health Assessment.
SCOPE: This Policy applies to all prospective employees including:
i) permanent employees
ii) casual employees who are likely to work more than twenty (20)
days in a twelve (12) month period.
OBJECTIVE: To medically examine prospective employees prior to commencing
employment to establish a persons fitness to safely perform the
inherent requirements of the position.
Inherent requirements are those tasks that are essential for the
satisfactory performance of the job.
Fitness to carry out duties includes the ability to carry out those duties
without endangering the health and safety of the public, other
employees or themselves.
POLICY: Preferred employees, upon request, will be required to undertake a Pre-
placement Health Assessment which will include (but is not limited to)
the following:
a) completion of Councils Pre-placement Health Assessment
Medical Questionnaire- See Form (MSF-050)
b) a medical examination with Councils nominated Medical
Practitioner or with a Medical Practitioner approved by the
Director/Manager (including completion of Councils Pre-
placement Health Assessment Medical Report). See Form
(MSF-051)
Councils Doctor is: Dr Daniel Diebold
Barton Lane Practice
Tamworth NSW 2340
Phone: 6766 6166
c) an Audiometric Test with Councils nominated Audiometrist or
with an Audiometrist approved by the Director/Manager.
Councils Audiometrist is: Mr J eff Myers
Hearing Aid Specialists
80 Kable Ave
Tamworth NSW 2340
Phone: 1800 244 810


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d) a medical examination, as requested, by appropriately qualified
health care professionals with regard to any particular health
aspect likely to detrimentally affect the capacity to perform the
inherent requirements of the position.
Successful applicants may not commence duty with Council until
they are confirmed as fit to take up the appointment.
Successful applicants will be bound, as advised in their letter of offer,
to support and adhere to any occupational health and safety initiatives
introduced by Council. This includes, for example, the protection and
preservation of hearing by wearing the designated hearing protectors
when entering or remaining within areas designated as hearing
protector zones.
Tamworth Regional Council is committed to the principles of Equal
Employment Opportunity and has formulated this document in
accordance with those EEO principles. This policy conforms with the
following anti-discrimination annexure.

DISCRIMINATION

The testing and subsequent selection of applicants where their physical suitability for tasks
forms part of the selection criteria must be non-discriminatory in its application. It is
however, not unlawful to exclude an applicant who cannot safely perform the inherent
requirements of the job. Inherent requirements are those tasks that are essential for the
satisfactory performance of the job. A distinction needs to be made between essential and
desirable.

If an applicant declares or is assessed as having a disability which limits his/her capacity to
perform the inherent requirements of the job, they must be provided with any necessary
services, facilities or workplace adjustments to enable them to perform those duties unless it
would cause the employer unjustifiable hardship to do so. Any such cases will be assessed in
accordance with this requirement.


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10.8 Smoke Free Environment
POLICY TITLE: SMOKE FREE ENVIRONMENT

OBJECTIVE: To provide a healthy working environment for employees and the public
alike.

POLICY: i) Smoking is not permitted in any buildings/premises either owned
and/or controlled by Council, nor in any Council plant,
machinery or motor vehicles.

ii) This Policy is to take effect as and from 1 October 1990.


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10.9 Hazardous Substances
POLICY TITLE: HAZARDOUS SUBSTANCES

OBJECTIVE: To reduce the health risks to Council staff from hazardous substances
by complying with the criteria and guidelines as prescribed in the OH
& S Regulation 2001 (Chapter 6). This can be achieved by ensuring
that hazardous substances are not used in inappropriate activities and
are replaced by safer alternatives where available.

POLICY:

In respect to Hazardous Substances in the workplace:-

Council must:
1 Ensure that a register is kept and maintained for all hazardous substances used
in the workplace.
2 The register must include:-
A list of all hazardous substances used in the workplace.
The relevant MSDS (if any) for each hazardous substance.
A record of any risk assessments relating to the use of a hazardous
substance.
3 Keep records of employees exposed to carcinogenic substances
4 Provide statements to employees exposed to carcinogenic substances upon
termination
5 Retain records as per Clause 172 of OH & S Regulation 2001
6 Ensure that all records of hazardous substances are made available on request
to WorkCover and any emergency service
7 Provide Health Monitoring of employees where required by the Regulation
8 Use alternate substances with lower health risks where available.

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11 Injury Management Program
Amendment Record



Revision
Number
Clause/
Page/s
By
Issue Date
Revision 1 Clause 11 -All references to requirement to complete an
Employers Report of Injury form deleted.
Phil Lyon September
02
Revision 2 Clause
11.4
- Procedure for Review of Return to Work
Program added
Phil Lyon March 03

The Workplace Injury Management and Workers Compensation Act 1998 focuses on
management, prevention and administration of workplace injuries. The emphasis is on a safe,
timely and durable return to work of injured workers.

The Act introduced the concept of injury management to include treatment, rehabilitation,
retraining, claims management and employment management practices. The focus of
workplace injury management is the establishment and implementation of early reporting of
injuries which will lead to early intervention and return to work practices. A requirement of
the 1998 Act is that all insurers are required to have an Injury Management Program and all
employers' Return to Work Programs must be consistent with the Injury Management
Program of the employers insurer.

Category 1 Employers (base premium greater than $50,000) must display a Return to Work
Program at places of work and must appoint a trained person to facilitate the safe return to
work of injured workers.

11.1 INJURY MANAGEMENT CO-ORDINATOR
RESPONSIBILITIES (IMC)
The Injury Management Co-ordinator (IMC), will play a key role in workplace injury
management - acting as a link between an injured staff member, their supervisor, doctor(s),
rehabilitation providers and the case manager for the insurance company. It is essential for an
injured staff member to be provided with and have access to information relating to the
workers compensation and claims management process as well as an opportunity to remain in
the workplace.

If a staff member requires a graded suitable duties program, it is the IMCs role to assist, plan
and monitor the staff member on that program and to ensure that staff are allowed every
opportunity to completely rehabilitate from injury and return to full pre-injury duties with
Council.

Key tasks of the Injury Management Co-ordinator


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Consult with all parties including the treating practitioner, other professionals and the
fund manager
Consult with the injured staff member, the line manager and supervisor as well as the
paymaster
Arrange meetings with doctors, physiotherapists and other practitioners involved in the
injury management and rehabilitation process
In consultation with the Rehabilitation Provider - undertake assessments of suitable duties,
equipment, skills and training
Provide information, advice and education to all parties
Prepare and monitor a Return to Work Plan and provide any necessary modifications or
amendments

The Injury Management Program will identify and draw together all aspects of injury
management treatment, assessment, retraining, equipment, modifications to ensure a safe
and early return to work for an injured staff member.

If an injured staff member is unable to return to their usual duties, but they are otherwise
deemed fit to return to work, it is the IMCs role to co-ordinate suitable duties for the staff
member. A graded program is a short term program that enables the worker to progressively
upgrade, increasing their fitness level with the ultimate goal of returning to full pre-injury
duties.

It is preferable that staff members continue to work (perhaps on a graded program) in their
original department. If this is not possible, it is the IMCs role to canvass all other
departments to identify duties that may be suitable. The IMC will continue to monitor and
upgrade an injured staff members progress until an optimum working capacity is achieved
and the staff member is able to return to full pre-injury duties.

The return of an injured staff member to maximum productivity and function is the shared
responsibility of Council, the treating doctor and the injured person. If all parties work
together and actively participate and support the injury management process this goal will
be easily achieved with a positive outcome for all parties.

11.2 What To Do When An Injury Occurs
At the Workplace
Remove injured worker from danger
Apply First Aid as necessary seek medical assistance / treatment
Notify Team Leader/ Supervisor / Injury Management Co-Ordinator
If immediate medical attention is required, transport injured worker to Tamworth Base
Hospitals Accident & Emergency Department.
Record details of injury and any First Aid given in Register of Injuries (should be located
in all workplaces).

Role of the Injured Worker
Immediately advise Team Leader/ Supervisor in the event of an accident or injury
occurring at work

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Complete all forms as necessary - including Workers Compensation Claim form and
Accident Report and return all completed forms to the Injury Management Coordinator as
soon as possible. No wages for lost time injuries can be paid until the Insurer receives the
appropriate paperwork
Provide current WorkCover Medical Certificates as appropriate
Actively cooperate in the development of a Return to Work Plan including the
performance of alternate suitable duties as recommended. Employee responsibilities
relate to cooperation with both management and all other employees to ensure that anyone
who sustains an injury or illness at work is assisted in every way possible to return to
normal duties.
To co-operate with the employer in meeting the WorkCover Injury Management
guidelines. Employees participation in the injury management program is voluntary,
however, the Workers Compensation Act states that if employees do not participate,
weekly benefits may be reduced.
To cooperate in work place changes designed to assist the rehabilitation of fellow
workers.
To actively support the principles and procedures of Tamworth Regional Councils Return
to Work Program.

Role of Team Leader (Technical Services only)
Liaise with your Technical Officer who will seek the assistance of the Injury Management
Co-Ordinator in establishing a treatment plan
Undertake an Accident Investigation at the workplace that is appropriate to the severity or
potential severity of the hazard
Co-ordinate completion of an ACCIDENT REPORT FORM (MSF-036) ensuring that:
the injured worker completes and signs the form
Supervisors Section of the form is completed and that any corrective action is
implemented and documented on the form
Completed form is forwarded to the Technical Officer for onforwarding to the
Line Manager and Injury Management Co-Ordinator

Role of Technical Officer (Technical Services only)
Contact the Injury Management Co-ordinator who will arrange for the injured worker to
see Councils doctor for a medical assessment (as necessary)
Provide the Injury Management Co-ordinator with details of the type of injury and
availability of Suitable Duties (as required) within the Department
Forward completed ACCIDENT REPORT FORM (MSF-036) to the Line Manager for
onforwarding to the Injury Management Co-Ordinator
A Workers Compensation Claim Form must be completed if the injured worker is referred for
a medical assessment
Role of Supervisor (All Departments other than Technical Services)
Contact the Injury Management Co-ordinator who will arrange for injured worker to see
Councils doctor for a medical assessment (as necessary)
Provide the Injury Management Co-ordinator with details of the type of injury and
availability of Suitable Duties (as required) within the Department

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Undertake an Accident Investigation at the workplace that is appropriate to the severity or
potential severity of the hazard
Co-ordinate completion of an ACCIDENT REPORT FORM (MSF-036), ensuring that:
the injured worker completes and signs form
Supervisors Section of the form is completed and that any corrective action is
implemented and documented
Completed form is forwarded to the Line Manager and Safety Officer
A Workers Compensation Claim Form must be completed if the injured worker is referred for
a medical assessment.
Role of the Injury Management Coordinator

Establish contact and make appointment/s for injured worker to see Councils Doctor for a
medical assessment, including certification for time away from work and advice regarding
available Suitable Duties.
Ensure that Injured Worker attends a consultation with Injury Management Co-Ordinator
in order that paperwork can be completed and advice provided to the injured worker about
the WorkCover Scheme, including:
Provision of information
Process of acceptance of liability and possible rejection of liability
Pay process, - prior to decision on claim liability
Entitlements to services
Need to attend independent medial examinations & frequency
Length of claim
Prior to any claim for compensation being lodged the injured worker must supply a
WORKCOVER MEDICAL CERTIFICATE **
Significant injuries (totally unfit or unable to perform normal duties) must be reported to
the insurer within 48 hours
Other injuries must be reported to the insurer within 7 days
For reporting of significant injuries to Allianz e-mail firstreport@allianz.com.au. The
information can be provided in dot. point form and the Workers Compensation Claim
form is a guide as to the amount of detail they require. Provide as much information as
possible. The second method of notification to Allianz is by establishing verbal contact
telephoning 1800 240 338.
In consultation with the injured worker - completeINFORMATION CONSENT FORM **
AN ACCIDENT REPORT FORM ** must be completed whenever an accident or work
related illness occurs in the workplace. Copies of the Report as follows:-
on the individuals personnel file
a copy is held on workers compensation file (with IMC)
and a final copy is placed in the Safety Committee Folder (with IMC).
The original Accident Report is forwarded to the OHS Officer for follow up action.

In all cases where medical intervention is required, A CLAIM FOR WORKERS
COMPENSATION ** must be completed.

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If a worker is declared unfit for work for seven days or more OR is unable to perform
their normal duties, then WorkCover must be notified. Refer to WORKCOVER ACCIDENT
NOTIFICATION FORM **
The Injury Management Co-Ordinator shall consult with the injured workers Technical
Officer/Supervisor regarding available Suitable Duties (if required). A RETURN TO
WORK PLAN ** will be drawn up, discussed and agreed upon for an injured worker to
return to work on Suitable Duties
Ensure copies of the RETURN TO WORK PLAN - including suitable duties offer is sent to:
Injured Worker
Doctor
Technical Officer/Supervisor/Line Manger
Insurer
Ensure that the RETURN TO WORK PLAN is reviewed as appropriate.
NB Refer to information Suitable Duties Protocol.

Consultation
The Injury Management Coordinator will consult with the injured employee, the doctor, the
insurer, supervisors and other relevant parties about an Injury Management Plan for an injured
employee.

Resolving Disputes
Sect 288 Workplace Injury Management & Workers Compensation Act 1988

Any dispute over an individual employees injury management will be handled by discussions
between the Injury Management Coordinator, the injured employees supervisor and if
necessary the Branch Manager and, if required, a representative from the employees union.

Discussions may be informal consultation or part of a formal meeting called by the Injury
Management Coordinator.

Where the dispute is not resolved, the Injury Management Coordinator will request advice
and assistance from the Human Resources Manager.

Where resolution is not achieved using the above process, the matter will be referred to;-

The Workers Compensation Commission

Information regarding this process and An Application to Resolve a Dispute are available
from the Injury Management Co-Ordinator.

11.3 TAMWORTH REGIONAL COUNCIL - RETURN TO WORK
PROGRAM FOR INJURED WORKERS
This Return To Work Program complies with the workplace injury management program
developed by Allianz Australia limited our workers compensation insurer.

A copy of the Injury Management Program developed and administered by Allianz
Australia Limited is available from the Injury Management Coordinator.

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COMMITMENT

Tamworth Regional Council has a commitment to the prevention of occupational injury or
illness by providing a safe and healthy working environment for its employees.
Injury Management should commence as soon as possible after an injury or illness has
occurred and must be consistent with competent medical judgement.
Return to Work Plans are individually developed for the injured or ill employee by the
Injury Management Coordinator in consultation with the employee, supervisor,
rehabilitation provider, if required, and any other relevant parties.
Early return to work should be a normal expectation even if only in stages and/or on a part
time basis as part of the injury management process. Tamworth Regional Council is
committed to providing suitable duties for an injured worker as an integral part of the
injury management process wherever possible.
Tamworth Regional Council recognises the need and benefit of establishing a workplace
based Return to Work Program and is committed to maximising such benefits to the
mutual advantage of both employer and employee.
Tamworth Regional Council will also consult with workers and any Industrial Union
representing the workers to ensure our Return to Work Plans and Injury Management
Programs are operating effectively. Employees should be aware that refusal to cooperate
with their Return to Work Plan may result in suspension of weekly benefits
Tamworth Regional Council is committed to ensuring that participation in a Return to
Work Plan will not, of itself, prejudice an injured worker.
Tamworth Regional Council will inform workers of their rights in relation to a workers
compensation claim - including the right to choose their own doctor and rehabilitation
provider.
Tamworth Regional Council will ensure rehabilitation records remain confidential.

PROCEDURES

Treatment of Injuries:
Seek Medical Assistance / Treatment for Injured Worker. The Injury Management Co-
Ordinator can assist with medical appointments and must be contacted as soon as possible.
Councils treating doctor is Dr Daniel Diebold appointments can be arranged through the
Injury Management Co-Ordinator. Injured workers are able to nominate their own treating
doctor if preferred.

Reporting of Injuries:
All injuries must be notified as soon as possible after an injury occurs. An Accident Report
Form must be completed whenever an accident or work related illness occurs in the
workplace. In all cases where medical intervention is required, a claim for Workers
Compensation must be completed.

Suitable Duties:

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When an injured worker is capable of return to work or the WorkCover Medical Certificate
indicates that suitable duties are required, an individual return to work plan will be
developed offering suitable duties which will be identified after consultation with relevant
parties and will be specified in writing.

Consultation:
The Injury Management Co-Ordinator will consult with workers, supervisors, the insurer and,
if applicable, any industrial union representative prior to any arrangement for the return of an
injured worker on suitable duties.

Disputes:
The Injury Management Co-Ordinator will endeavour to resolve disputes by consulting with
the worker, supervisors, the insurer and, where applicable, any industrial representative.

The Injury Management Coordinator for Tamworth Regional Council is:-
Sandy Cryer 6755 4472

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11.4 Review of Return to Work Program - Procedure
11.4.1 PURPOSE
The purpose of this procedure is to provide a mechanism for the review of the Return
to Work Program, evaluation of the performance of rehabilitation / treatment providers
and the collection of return to work statistics.
11.4.2 SCOPE
This procedure applies to the Return to Work Program adopted by Tamworth Regional
Council, including the rehabilitation / treatment providers engaged under that program
and the return to work statistics collected for that program.
11.4.3 REFERENCES
WorkCovers Guidelines for Employers Return to Work Programs
http://www.workcover.nsw.gov.au/pdf/rtw_guide.pdf
Injury Management Coordinator Review of Return to Work Program
Evaluation of rehabilitation and treatment
providers
Monitor workers compensation claims
and outcomes via regular claims review
meetings with Councils workers
compensation insurer

11.4.5 METHOD
11.4.5.1 Return to Work Program
Tamworth Regional Councils Return to Work Program will be reviewed at least
every 2 years by the Injury Management Coordinator.

The Return to Work Program will be reviewed to ensure that the program complies
with WorkCovers Guidelines for Employers Return to Work Programs.

Any deficiencies or opportunities for improvement that are identified will be reported
to the Executive Management Team for review and or approval.
11.4.5.2 Evaluating Performance of Rehabilition and Treatment Providers
Rehabilitation and treatment providers will be selected on a case by case basis.
Providers will be selected and evaluated on the following basis:
WorkCover Accredited Rehabilitation Provider
Qualifications,
Past experience, and
Skills.

The performance of rehabilitation and treatment providers shall be assessed using the
following criteria:

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Timely provision of initial assessment of injured worker,
Appropriate and timely Return to Work Plan is developed for the injured worker,
Regular Case reviews are conducted by the rehabilitation or treatment provider in
consultation with Councils Injury Management Coordinator,
Feedback from the Injured Worker, and
Availability of the rehabilitation or treatment provider.

11.4.5.3 Return to Work Statistics
The Injury Management Coordinator will evaluate return to work statistics such as
return to work outcomes, claim costs, and lost time injury rates provided by Councils
insurer and provide details of statistics for each IMS Management Review Meeting.


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12 Contract Management
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12.1 Product Realisation
Tamworth Regional Council will ensure that we can always meet our objectives and deliver a
product or service that meets our customer needs complies with regulatory requirements and
satisfies our organisation standards. We will follow a system of product realisation, before
delivering the product to our customer. This will include:

1. Planning the product realisation - we will plan and develop the processes needed for
product realisation from conceptual / initial stages until delivery.

2. Prior any stage of product realisation we will determine the customer requirements
and any statutory obligations including safety and environmental risks to ensure that
these requirements and obligations are clear and understood.

3. We will then review these requirements/ obligations to ensure our capability to
deliver, prior making any commitments to the customer. If we do not have the
capability, we will not take on ourselves to make/construct the product.

4. For any new product, we will embark on a disciplined design control to ensure that
quality objectives, customer requirements and statutory obligations, including safety
and environmental, are fulfilled.

5. Purchasing operations related to product will be controlled to ensure that purchased
product conforms to pre-set specifications.

6. Production and Service of product will always follow pre-set procedures and work
practices. Checks will be performed at each stage of production and service to ensure
product conformity.

7. Any monitoring and measuring devices used to verify product conformity will be
calibrated to ensure that records of product verification of conformity are indeed
adequate.
12.2 Planning of Product Realisation
Tamworth Regional Council will ensure that we can always meet our quality objectives and
deliver a product or service that meets our customer needs and statutory obligations. This will
include:

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1. Determining the product requirements, specifications and quality objectives related to
the product or the service.

2. Determining the need to establish processes, documents, and provides resources
specific to the product or service.

3. Establishing the necessary processes of verification, validation, monitoring, inspection
and test activities specific to the product and the criteria for product acceptance.

4. Ensuring that records are collected to provide evidence of product conformity.

12.3 Customer Related Processes
Tamworth Regional Council will ensure that we can always meet our quality objectives and
deliver product / service that meets our customer needs whilst ensuring that we meet all
applicable statutory obligations and organisation standards. To do this effectively we will:

12.3.1 Identification of product requirements
a) Ask and obtain specific customer requirements, including requirements for delivery
and any post- delivery activities.
b) Determine any statutory and regulatory requirements related to the product / service.
c) Identify any additional requirements determined by our organisation

12.3.2 Formal review of product requirements prior tendering or quoting (ISO
9001:2000 7.2.2)
a) Prior submission of a tender or quotation we will make sure that we understand the
requirements and have the capability to deliver on time and in full. If we are unable to
meet these expectations we will either not tender or quote, or offer a nonconforming
tender / quote.
b) Construction jobs shall be reviewed in accordance with Technical Services
Construction Procedures Manual Section 3.

12.3.3 Review contracts or orders received from customer
When we receive a contract or an order to supply product or services we will check
that the contract or order matches the original specifications and that that we still
have the capability to meet customer agreed requirements, and if not we will ensure
that we resolve any differences with the customer prior accepting the order or the
contract. If such differences cannot be resolved we will not accept the order or the
contract.

12.3.4 Order / contract amendment
If an order or a contract requires amendment, we will do this amendment in a formal
way including open communication with the customer and other interested parties.


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12.3.5 Record Keeping
The following records are considered Quality Records, therefore preserved &
maintained by Divisional Managers:

quotations, tenders, formal review of customer requirements, contracts, orders,
amendments.

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13 Design
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The BD&S Manager shall establish and maintain procedures to control and verify the project
design to ensure that the specified requirements are met. These procedures shall include
design planning, design input/output, design verification and design changes.

13.1 Design and Development Planning
Before the commencement of new design work, the BD&S Manager initiates Design
Activities Checklists for the design process. The checklists identify or reference each design
activity, including Health, Safety & environmental considerations and are to be reviewed and
updated as the design evolves. These checklists provide the basis for the verification of the
completion of activities and therefore the measurement of design progress throughout the
project.

Design activities are assigned to personnel appropriately qualified for the project concerned
and provided with adequate resources.

Where appropriate, sections of the design process may be assigned to consulting engineers,
drafting services, or research and development organisations, who are suitably qualified for
the required design activities and are required to implement specified quality procedures.

13.2 Organisational and Technical Interfaces
Organisational and technical interfaces are established to ensure required information is
documented, transmitted between groups as appropriate and regularly reviewed.
13.3 Design Input
The Design Brief is required to identify and document all specific Tamworth Regional
Council requirements. The BD&S Manager is responsible for reviewing the design input and
for identifying incomplete, ambiguous or conflicting requirements.

Incomplete, ambiguous or conflicting requirements shall be referred to customer for
resolution prior to proceeding with design. Where necessary, the BD&S Manager will be
required to obtain clarification or further information.


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13.4 Design Output
Design output is documented and expressed in terms of requirements, calculations and
analyses. Generally, the design output is referred to as the project drawings and specification
together with other such documentation including contractual documentation, necessary to
allow the interpretation of the design requirements in a clear, concise and unambiguous
manner.

The BD&S Manager is required to provide verification that the design output meets
acceptance criteria such as technical standards, samples or prototypes, conforms with
appropriate regulatory requirements whether or not these have been stated in the design input
documentation and identify those characteristics of the design which are crucial to the safe
and proper functioning of the completed project.

13.5 Design Review
Designs shall be reviewed in accordance with the requirements of the Design Brief.
Participants at each design review shall include representatives from all functions concerned
with the design stage being reviewed. Records of design reviews shall be maintained.

13.6 Design Verification

Design verification shall be undertaken to ensure that the design is checked and that the
design output meets the requirements of the design input. Design verification is addressed by
the completion of the following:
1. Design reviews;
2. Check of completed design;
3. Check of the final design against the Design Brief; and
4. The design approval process

The BD&S Manager or Consultant shall ensure that design verification activities are carried
out by competent personnel.

13.7 Design Validation
The needs and requirements of the users of the design are incorporated in the Client Brief and
subsequently generated Design Brief. As such, conformance to these needs and requirements
is checked as part of design verification process.

For the purposes of this clause, design validation refers to the use of alternative design
checking methods. When required, design validation shall be stipulated on the Design Brief.

13.8 Design Changes

Design changes and modifications may be as a result of a change initiated by Tamworth
Regional Council or the customer, or may be the result of corrective action implemented to
rectify a detected nonconformance.

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The procedures address the identification, documentation and appropriate review and
approval of design changes and modifications.

The approvals of design changes shall be to the same level and covered by the same criteria as
the original documentation. We will also ensure that customers who received the original
design are advised of any changes or modifications.

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14 Communication
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14.1 Internal Communication, Consultation and Reporting
Consultation and communication with employees is a legislated requirement. It
appears consistently throughout the OH&S Act.

14.1.1 Consultation
Tamworth Regional Council will consult with employees during the following
processes associated with their Integrated Management System:
Development and regular review of the Council OH&S Policy
Development and review of Safe Work Method Statements
Workplace inspections and subsequent development of risk
assessments and action plans
Development and changes in job descriptions
Changes in the types of protective equipment purchased
Hazard identification resolution through the Hazard Reporting
Procedure.
Fitness for work policy
14.1.2 Communication
The Council will communicate with/to employees on/about:
The development and content of the Integrated Management System
The Occupational Health & Safety Policy
Any operational changes which may affect safety, health, environment
or quality
Other communication methods will take the form of:
Monthly staff and team leader meetings
Safety Handbook
Notice boards
Training
Memorandum
E-mail
Letter
Other consultation and communication methods used by Council are outlined below.

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14.1.3 Workplace Safety Committee
14.1.3.1 Constitution

1. NAME
The Committee will be known as the Tamworth Regional Council Safety
Committee, established under the Occupational Health and Safety Act, 2000.

2. AIM OF THE COMMITTEE
To enable Management and employees in joint consultation to work as a
team so as to establish a safe and healthy working environment
To provide a forum that will allow frank and open discussion on all issues
relating to the protection of all persons e.g. employees, contractors or
visitors, members of the public, at a Council workplace.

3. SCOPE OF THE COMMITTEE
The Safety Committee will concern itself with:-

Occupational Health and Safety matters that have been formally referred to the
employee's immediate supervisor and which have not been satisfactorily
resolved.
Review of all injuries or ill-health and reported near-misses (which had the
potential to cause injury, ill-health or damage) so as to assist the employer in
the production, updating and monitoring the Occupational Health and Safety
policies and programmes agreed upon.
The examination of all places of work in relation to work design, operating
procedures, emergency evacuations, work place inspections, rehabilitation,
technological change, the provision of suitable and approved items of personal
protective clothing and safety equipment or any other changes that affect
employees safety in the workplace.

4. DECISION-MAKING PROCEDURES
The Committee will endeavour to operate as a joint consultative Committee.
However, if an item raised falls outside the authority range of the decision makers
then the Committee will revert to a joint advisory Committee to make
recommendations to the General Manager. Should the solution that is found be
unacceptable, then the Committee may consider whether the matter warrants a
WorkCover inspector to be called in to arbitrate.

5. MEMBERSHIP
The Committee membership will consist of a minimum of seven (7) elected
employee representatives to be elected from the following work areas:-

Community Services Division & Tourism
(Libraries/Art Gallery, Community Centres, Year Round Care & Tourist Information
Centre)

Business Activities + Horticultural and Recreational Services
(Airport, Saleyards, Parks maintenance, Cemetery & Swimming Pools)

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Environmental & Materials Laboratory + Compliance Division + Building Services
(Lab, Rangers, Building maintenance, Cleaning & Caretaking)

Supply + Fleet Services + Electrical and Electronic Control Section + Mechanical
Engineering Services

Water and Wastewater

Roads and Drainage + Waste

Ray Walsh House
(Professional/Administrative)
Two appointed management representatives (minimum of manager level or
equivalent); and

Two (2) Councillors

Only people from the particular work areas can nominate and/or vote for a person in
that work area.

The Safety Officer will be present in an advisory capacity and as secretary.

In the event that the size of the organisation significantly alters, the elected
representatives are authorised to re-negotiate the size and composition of the
Committee.

Elections for no less than three (3) employee representatives are to held every 12
months on a rotational basis unless they have not served a two (2) year period.

6. ELECTION AND APPOINTMENT
Management will provide reasonable assistance to employees conducting the
elections. Management will appoint decision-makers to the committee. In the event
that any representative is unable to attend a meeting, the secretary must be notified,
and either an alternate suitable delegate found or, if necessary, a re-scheduling of the
meeting date.

There will be equal voting rights when considering procedural matters or on making
recommendations to management. There will be no casting vote when determining
motions.

7. APPOINTMENT OF EMPLOYER'S REPRESENTATIVES
Employer representatives are appointed to the Committee for an indefinite period.
Management of Council has the right to determine who will be its representatives.

An employer's representative has a dual role in advising Council of safety policy and
programs as well as providing advice and decisions for the Safety Committee

8. TRAINING OF COMMITTEE MEMBERS

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All members, both current and future, will participate in an accredited Safety
Committee Training Course, conducted by an accredited trainer.

The training of Committee Members will take place as soon as possible after their
election or appointment to the Committee.

The Committee may determine which course it will attend and make
recommendations to Council for follow-up training courses. Should a dispute
develop between Council and the Committee on this matter, then the Committee may
contact the NSW Occupational Health Safety and Rehabilitation Council to resolve
that dispute.

9. MEMBERS NON ATTENDANCE AT MEETINGS
All Committee Members are expected to attend all Committee Meetings.

Where a member fails to attend 3 successive meetings and does not furnish an
explanation that is satisfactory to the remaining Committee members that person will
cease to be a member.

Where the member is an employee representative an election to fill the vacancy will
be held as soon as practicable. Should the Committee Member be a management
representative Council will be asked, in writing, to nominate a replacement.

This procedure will occur even if an alternate delegate is sent for the three (3)
meetings previously mentioned.

10. SUBSTITUTE DELEGATES AT COMMITTEE MEETINGS
If a Committee Member is aware that he/she will be absent for a meeting and that (i)
there will be insufficient members present to constitute a quorum, or (ii) the agenda
item(s) have direct impact on that members work area then his/her nominee may
attend.

In the event of using a substitute representative the Committee should be advised in
advance of that persons name and position.

11. MEETINGS
There will be a regular monthly meeting unless the Committee decides otherwise.
The interval between meetings will not exceed three months. Notification of
meetings will be given by the Chairperson one week in advance together with a copy
of the proposed agenda.

A quorum for a meeting will be fifty percent (50%) of people eligible to vote.

12. CHAIRPERSON
The Chairperson will be an elected representative voted by and from a majority of
elected representatives. There should be a deputy chairperson to fill the position in
the absence of the chairperson and, in addition, the position may be rotated amongst
elected members if so desired, to share the experience and responsibility.


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The Chairperson has the power to convene a meeting of the Committee irrespective
as to whether or not the Committee is scheduled to hold an ordinary meeting.

The Chairperson can appoint from time to time Sub-Committees to exercise and
perform the functions of an investigatory nature and to report to the Committee.

13. SUPPORT SERVICE PROVIDED FOR COMMITTEE
A suitable meeting place and facilities will be made available for the purpose of
holding committee meetings or for training the committee.

The nominal use of a telephone to make local calls for contacting outside resources
in order to gather occupational health and safety information for the committee will
be recognised as part of the duties of the Chairperson.

14. AGENDA
Provided they comply with item 3 "Scope" all agenda items are to be submitted to
the Secretary 5 working days before the meeting. Members submitting items must
ensure the content is given in such detail as to assist all members in understanding
the problem raised, or by additional supportive information.

If a Committee Member wishes to raise an "urgent" item that is not on the agenda it
is at the Committee's discretion to determine an appropriate course of action.

15. MINUTES
The Minutes of Committee Meetings will be kept.

It is the responsibility of the Secretary to record the Minutes. Minutes will contain
the following information:
1. Description of Meeting (ie. whether committee, sub-committee, ordinary
meeting, etc), place, time and date on which it was held.
2. A list of those present
3. Apologies/absences
4. Notification of Approval of Minutes from previous meeting.
5. Whether there was any business arising from the minutes
6. Notation of reports or correspondence
7. Agenda items
8. Time meeting closed and date, venue for next meeting.

At the conclusion of each meeting the Secretary will provide the following copies of
the minutes:
(a) One copy to each member of the Safety Committee
(b) Sufficient copies to ensure display of the minutes in prominent locations at all
of Council's major work sites.

The minutes are to be kept in a secure location by Council and all committee
members shall have access to them.

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16. INFORMATION/ADVICE TO THE COMMITTEE
The employer will provide details of all reported injuries or hazardous situations that
occurred since the previous meeting. Information on proposed changes to the
working environment, new plant or substances, job methods or procedures, that may
affect the safety or health of employees.

17. WORKPLACE INSPECTIONS
In accordance with Occupational Health and Safety Act 2000, and regulations under
the Act, state the powers of Occupational Health and Safety Committee members to
conduct workplace inspections.

These inspections should be categorised as:-

a) Routine inspections.
b) Hazard report inspections.
c) Accompanying DIR inspections

17.1 Procedure for Inspection

To notify individuals concerned of:

(a) date and time of inspection.
(b) type of inspection.
(c) individuals required on inspection.
(d) section or sections to be inspected.

17.2 Obtain alternative information on section/department prior to inspection:

(a) accident and illness statistics.
(b) plan of section.
(c) changes in work procedure.
(d) check list of plant, equipment, hazards, etc.

17.3 Notes are to be taken by each member of inspection group:

(a) hazards.
(b) discussion with workers.
(c) near miss reports.
(d) workers ideas for rectification of hazards.

17.4. Hazards detected should be assessed and programmed for urgent attention.

18. COMMUNICATIONS WITH EMPLOYEES
Employee representatives will be allowed time to discuss occupational health and
safety issues, with persons within the immediate area for which they are responsible.
Also for the purpose of carrying out other delegates tasks or functions, as determined
by the committee. The allocated time shall be such as agreed to by the employer.

19. NON-MEMBERS ATTENDANCES TO COMMITTEE MEETINGS

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Persons other than committee members will be allowed to attend meetings subject to:
1. Prior agreement at the previous meeting
2. Agreement between meetings by the Chairperson and OH&S Officer

Such persons may have special knowledge, advice or information to benefit members
or come as an observer.

Permission to attend the meeting can be withdrawn at any time by the Chairperson.

20. PROCEDURE FOR CHANGING THE CONSTITUTION
20.1. Submitting proposed changes to the Constitution

(a) Proposed changes to the Constitution shall be submitted in writing to the
Chairperson, who will discuss the matter in consultation with the OH&S Officer.
(b) The Chairperson then shall where practicable provide employee
representatives and management representatives with a copy of the proposed change
at least one week before any Safety Committee Meeting is held.

20.2. Adopting changes to the Constitution
(a) After discussion of the proposed changes, the Chairperson shall call a vote to
be taken.
(b) Any proposal defeated can be submitted at any future time.
(c) Voting shall be by secret ballot.
(d) One employee and one employer representative shall count the vote.
(e) Where a vote is taken and those "for" a proposal equals those "against" the
proposal for change is defeated.

14.1.4 Tool Box Meetings
Background
Regular, brief meetings will be held on an as required basis between Supervisors and their
staff (commonly referred to as Toolbox Meetings). These meetings discuss safety/
environmental/quality issues in general, relevant safety/environmental/quality issues for a
specific section and safety/environmental/quality issues for a specific task.

Procedure
Format of Meeting
Meetings are held involving supervisors and employees with the supervisor organising and
leading the meeting. The meeting is limited to main topics relating to
safety/environment/quality. At the conclusion of discussion on the main topics, workers are
free to bring up other safety/environment/quality issues to discuss. However, the meeting
shall be no more than 20 minutes in length, so lengthy discussion on a topic can be adjourned
until the next meeting.
The meetings are informal and can be impromptu, formal agendas are not necessary but the
person calling the meeting should prepare some relevant facts and be able to initiate and direct
discussion and then bring it to an agreed conclusion.

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Possible Topics
The causes of any recent workplace incidents.
Raising peoples awareness of their responsibilities to working safely. eg. attention to
housekeeping, wearing of personal protective equipment.
Asking for input into how to modify jobs to reduce potential risk.
Communicating safety, quality and environmental requirements of the job.

Attendance
Attendance at a Tool Box Meeting is compulsory, and the Toolbox Meeting attendance record
form (MSF-015) must be completed and signed.

14.1.5 On Shift Communication
On shift communication is carried out either face to face, by two way radio or mobile
telephone.

14.2 Customer Communication
14.2.1 Contract Review
For contracted works, appropriate communication methods will be identified and agreed with
the customer, during the contract review phase. Communication methods may include the
following:
Formal Letter
Reports as agreed
E-mail
Telephone
Face to face

14.2.2 Customer Complaints, Inquiries and Requests (General)
As a local government authority, Tamworth Regional Council has many customers and
several avenues are available to customers to make complaints, inquiries and/or requests. A
Customer Service Division has been established by council to provide the first point of
contact for customers.

Methods available for customer complaints/inquiries/requests include but are not limited to
the following:
Telephone
Formal Letter
E-mail
Face to face at the Customer Service Counter
Meet the Councilor days

All complaints / requests shall be recorded by Customer Service Division staff on the
customer service database and forwarded to the relevant officer for action.


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14.2.3 Customer Complaints (Contract works)
Complaints received from customers for contracted works shall be recorded on a Fix-It
Report (MSF-016) and handled in accordance with Corrective/Preventive procedures.

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15 Purchasing
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Revision 1 Clause
15.4
Addition of procedure to identify health, safety
& environmental requirements when purchasing
plant, equipment or services.
Phil Lyon March 2004

15.1 Purchasing Process
15.1.1 General
The requirements of this element shall apply to all procurement functions carried out by the
Department.

The purchasing procedures are established to ensure that purchased products and services
shall conform with the specified requirements.

To achieve this, purchase orders and/or contracts fully establish the requirements to be
satisfied by the supplier, contractor or consultant providing the product or service and identify
the means by which this conformance is to be demonstrated.

The Council maintains a corporate system of centralised purchasing within which all
Departments operate.

The responsibilities for the purchasing functions are allocated to the Council's Supply
Supervisor.

15.1.2 Assessment of Consultants, Contractors and Suppliers
The Council shall select contractors and suppliers on the basis of their ability to meet
requirements, including quality, safety and environmental requirements.

Before entering into a contract for the execution of any work or the furnishing of any goods or
materials to an amount exceeding $10,000, council is bound to call quotations and for
amounts exceeding $100,000, council is bound to call tenders as prescribed in the Local
Government Act 1993. (Refer Tamworth Regional Councils Procedure Manual for
Purchasing of Goods and Services below the Tender Threshold of $100,000)

The Act provides that assessment must be on the basis of accepting the quotation or tender
which appears to be the most advantageous on a view of all the circumstances.

When the calling of quotations or tenders is not required, the Department selects consultants,
contractors and/or suppliers on the basis of their ability to meet the Department's

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requirements. The Department has established and maintains records of consultants,
contractors and suppliers who meet the Department's requirements.

The selection of consultants, contractors and suppliers is dependent, where appropriate, on an
assessment of previously demonstrated capability and performance, as well as on the type of
product and/or service required.

This does not preclude new consultants, contractors or suppliers being added to the list nor
does it preclude consultant, contractors or suppliers who are listed in one or more categories
to be accepted for other categories on demonstration that they have the required capability.
The listing of a consultant, contractor or supplier is subject to ongoing review of performance
and capability to meet requirements.

Tamworth Regional Council may implement audits of consultants, contractors or suppliers of
products and/or services to ensure that appropriate controls are effective and in place to
ensure the quality of the product.

15.1.3 Government Contracts
Government Contracts are available for Council use. Such contracts include State,
Commonwealth and other Government Contracts for goods, services, products, materials,
plant and equipment. There is no obligation on Council to utilise these contracts but they are
available for consideration when making purchasing decisions.
The use of Government Contracts can negate the requirement to call tenders or quotations
when purchasing these items at the contract price. By negotiation, less can be paid for any
item at contract price. The use of Government Contract pricing is encouraged particularly
where one off purchases are required if an existing Council agreement is not in place.
When making a decision to purchase, by either quotations or tenders, reference should be
made to Government Contracts to establish whether the item is available and at what price.
The Supply Supervisor has access to a data base of items available under the Government
Contract price. Contact should be made with the Supply Supervisor as early as possible in the
purchasing decision to establish availability and price of the item required under Government
Contract.
If the item required is available under Government Contract, the process for obtaining a
quotation or a tender can be considerably shortened and Council still achieve best value for
money.
15.1.4 Preferred Supplier Agreements
What is a Preferred Supplier Agreement ?
A Preferred Supplier Agreement is a Purchase Agreement Council has in place with a supplier
for the purchase of a specific item or items for a fixed term where price, quality, service and
delivery performance have been established and agreed.
Where such agreements are in place for specified goods, services, products, materials, plant
and equipment, Council staff will be required to purchase items from the preferred supplier
until advised otherwise.

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To establish whether a Preferred Supplier Agreement is in existence in respect of any
particular goods, services, products, materials, plant and equipment, contact must be made
with the Supply Supervisor who will advise all relevant details relating to such agreements.
In addition, the Warehouse Foreman will circulate details of all current Preferred Supplier
Agreements to all staff making purchasing decisions.
Where a preferred supplier agreement exists, purchases must be made from the preferred
supplier and no exceptions will permitted.

15.2 Purchasing Information
Purchasing documents shall contain data that clearly describes the product/service to be
procured.

Technical requirements are developed to the approval of the Manager/Engineer responsible
for the product and or service being procured.

Commercial and purchasing policy requirements shall be the responsibility of the Council's
Supply Supervisor.

The Purchase Requisition shall be completed by the requisitioning officer and the resulting
Purchase Requisition issued to the Supply Supervisor shall clearly address, where applicable,
the following requirements:

1. Vendor's name
2. Project Charge Number
3. Delivery location
4. Delivery date or schedule
5. Quantity / description of the product and or service
6. Costs of the product and/or service
7. Applicable Australian Standard
8. Specific project safety, quality, and/or environmental requirements
9. Support documentation as required (specifications, drawings etc.)
10. Requisition approval

The Purchase Requisitions shall be reviewed and approved for adequacy by persons with
authority to approve in accordance with Council's Policy Decision titled "Authorisation of
Expenditure". The approval signature shall be evidence that the requisition has been checked
to include all necessary requirements.

The details of the purchase requisition shall be included by the Council's Supply Officer in the
formal Purchase Order released to the supplier.

15.3 Verification of Purchased Product
When specified in the contract or in the relevant purchasing documents, the Council may
carry out quality verification and/or audits at the office or site of the consultant, contractor or
supplier.


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The verification or audit shall confirm that the purchased product conforms to specified
requirements and shall also confirm that, where applicable, the Quality Assurance System of
the consultant, contractor or supplier is being properly implemented.

We will specify this inspection process in our contract documents to the supplier.

15.4
15.4.2
15.4.3
15.4.4
Purchasing - Safety & Environment Considerations - Procedure
15.4.1 PURPOSE
Tamworth Regional Council recognises that it has a responsibility for the safety of all employees at
the workplace. This procedure deals with how health, safety and environmental issues are addressed
when equipment, materials, and services are purchased or hired.

SCOPE
This procedure applies to the identification of safety and environmental issues related to the
purchasing or hiring of equipment, materials and services.

REFERENCES
NIL
RESPONSIBILITY
Managers & Supervisors Identification, review & authorisation of
health, safety and environmental
considerations when purchasing plant,
equipment and services.

15.4.5 METHOD

1. The potential health, safety & environmental hazards associated with the purchase or hire of
plant, equipment, and services, purchase of any hazardous substances, and purchase of PPE,
are to be evaluated prior to placing a purchase order. For purchases or hire of any plant,
equipment and services which have potential OHS or Environmental implications, (see Pre-
purchase Checklist MSF-081 to identify implication) the Pre-purchase checklist must be
completed. A copy of the checklist is to be placed on the job file.
For all other purchases, the checklist need not be completed, but reference must be made to
the checklist to ensure that all potential OHS & Environmental
implications are identified.

2. Purchase or hire specifications should include detailed descriptions of the items, as well as
reference to relevant legislation and standards. Any special health, safety & environmental
requirements identified from the checklist should be included in the purchase specifications.

3. Repeat purchases or hire of the same item may be covered by the original Pre Purchase
Checklist.

4. All items are to be checked upon receipt to confirm that they meet the purchase or hire
specification.


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16 Process Control
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16.1 Control of Products and Services
All processes which directly affect safety, environment and quality shall be identified,
planned and carried out under controlled conditions.

Controlled Conditions shall include:
1. Determining product or service characteristic standards during each stage
of the process
Product/service standards during each stage of the process will be determined
during the design and development stage. These standards will be
communicated to personnel either by provision of drawings , visual examples
or other means to enable checks for conformity.

2. Documenting Processes
Using documented procedures where the absence of such procedures could
affect safety, environment or quality. (i.e.: Standard Work Practices (SWP-
799), (SWP-000) or (SWP-001), Safe Work Method Statements (SWMS-000),
Environmental Action Tables)

The steps of the process will be defined and documented in Standard Work
Practices, with particular attention to ensure employee/user safety,
minimisation of environmental impacts and product/service quality. The aim
of the documented procedures is to establish a standard way of performing the
process (everybody does it the same) to ensure product quality, employee
safety and environmental protection.

Any relevant standards will be listed in the procedures along with criteria on
expected work standards and acceptance criteria for the product/service. Any
hold points for inspection and testing will be specified. Where people require
special qualifications or equipment, these will also be specified.

3. Suitable Equipment
We will provide the correct equipment for each task and it will be maintained
in working order. The limits and hazards associated with the operation of
equipment will be defined in Plant Safety Assessments (MSF-014).


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16.2
16.3
16.3.2
Validation of Processes for Production and Service Provision
Where the results of construction / installation processes and / or techniques cannot be fully
verified by subsequent inspection and testing, (ie product deficiencies may become apparent
only after product is in use) processes shall:
1. be carried out by qualified operators; and/or
2. require continuous monitoring of process parameters to ensure requirements are
met.

Where conformance of the product cannot be verified by final inspection, (Eg: covered
works), evidence shall be generated during the process as a means of verifying that
conformance has been achieved.

The Divisional Manager or delegated staff shall have the general responsibility of ensuring
that processes are being adequately controlled.

For contract works, the Divisional Manager or delegated staff shall assume a monitoring role
only which shall not relieve the contractor for the responsibility of process control.

Identification and Traceability
16.3.1 Identification
Procedures shall be established and maintained for identifying, where appropriate, items or
sections of work to applicable drawings throughout the duration of the project.

Identification shall be by means of unique identification codes, physical location or other
unique methods.

Identification shall be referred to in all process inspection and test records.

Traceability
This only applies where traceability is a specific requirement of the project and specification.

Quality Records shall be developed to enable future tracing of the work and goods to which
traceability applies.

Where traceability is a specified requirement, individual documentation and components of
projects shall be uniquely identified. (Refer Technical Services Construction Procedures
Manual Section 7).

Traceability of separate items or sections of work shall be by means of unique identification
code(s) which shall be referred to in all process inspection and test records.

Traceability records shall be maintained with the project records.


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16.4 Customer Property
No situations presently exist in which the Department encounters Customer (Client) Supplied
Products in projects or services undertaken.

Should the situation arise where this system element becomes applicable then the following
policy sections and amendments shall apply:-

1. Section 16.3 - Product Identification and Traceability

2. Section 19 - Measurement and Evaluation
With the additional requirement that all quality related problems discovered during
inspection and testing must be relayed back to the Purchaser (Client) for resolution

3. Section 18 - Handling, Storage, Packaging and Delivery


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17 Incidents and Emergencies
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17.1 Emergency Preparedness and Response
Every site of Tamworth Regional Council will have an emergency plan developed and
tested.
A fire / emergency warden will be appointed for each area who, during an emergency,
will ensure the safe evacuation of all personnel, and the verification of the presence of all
personnel at these points.
A complete copy of the plan will be displayed in all the main work areas.
The following forms shall be displayed adjacent to a telephone and/or other prominent
location at council worksites:-
Accident and Emergency Procedures Flowchart (MSF-006)
Emergency Contacts List (MSF-007)
Environmental Incident Management Procedure (MSF-008)
Every employee will be trained in the contents of the emergency/disaster plan and
made aware of their responsibilities in the case of an emergency.
17.2 Evacuation Procedures
Tamworth Regional Council will develop evacuation procedures for the workplace taking
into consideration the following key aspects:
The nature of the evacuation;
The distance to be travelled in the evacuation;
Specifically who should be catered for in the emergency and;
The buildings from which employees have to be evacuated.
Where necessary, Tamworth Regional Council shall engage specialists in the field of
emergency procedures to assist in developing these evacuation procedures.
17.3 Assembly Points
Tamworth Regional Council will designate emergency assembly points throughout its
workplace.

Each point will be sign posted and numbered where practical. During an emergency, all
employees will assemble at the sign nearest to their workplace or the one in the safest

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17.4
17.5
position. The numbered point will be used to assist in the directing of emergency services or
other activities. They will also form the major meeting point, where emergency services can
be met and guided closer into the workplace, should this be required.

All staff will be trained in the location of the emergency assembly points within there
workplace. This training will be refreshed annually.
Roles and Responsibilities
Tamworth Regional Council has determined the following roles and responsibilities to be
assumed during any emergency that occurs within our workplace.

1. Emergency Coordinator
A senior management representative on site at the time of the occurrence. This individual will
be responsible for the enactment of the emergency plan and the level of response. This person
will be responsible for the coordination of the response. He/she will also be responsible for
liaison with statutory authorities, such as the EPA and WorkCover, as well as media liaison
and contact with relatives.

2. Assistant Emergency Coordinator
This individual will be the next most senior officer available. This person will liaise with
emergency services, such as Police, Fire and Ambulance, and must keep the emergency
coordinator constantly informed of the situation as changes occur. He/she will also be
responsible for co-ordination of the emergency response in the absence of the Emergency Co

3. Emergency and Fire Wardens
These people will be responsible for the safe evacuation of all personnel and visitors on the
site at the time of the emergency. Other responsibilities will include accounting for all people
and their whereabouts, and relaying a summary of this information to the Emergency
Coordinator.
Fire Fighting Equipment
Fire fighting equipment shall be located throughout all company buildings. The equipment
shall comply with the relevant Australian Standards and be appropriately sign posted.

All employees shall be trained in the use of the equipment. This training shall be both by
verbal instruction and practical demonstration. The training is compulsory and shall be
conducted for all employees.

All fire fighting equipment shall be regularly checked and serviced. This will involve
internal inspections as well as external inspections and tests conducted by approved
experts.

Fire fighting equipment will not be used for any purpose other than the one it was intended
for. Abuse of the equipment will lead to disciplinary procedures.


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17.6 First Aid
Tamworth Regional Council has the highest commitment to the provision of a safe and
healthy workplace. However, in the event that an injury is sustained to an employee,
contractor or visitor, the following contingencies have been put into place.

Trained and accredited first aid officers will be in the workplace. They shall be present on
every shift.

First aid kits shall also be readily available in the workplace.

All injuries/incidents/near misses shall be reported to your supervisor immediately, and
recorded on the Accident/Incident Report form (MSF-036) as soon as practicable after injury.

All injuries will also be investigated immediately and corrective actions instigated in
accordance with the Incident/Accident Reporting and Investigation (Refer IMSM Section
20.5).

17.7
17.8
Liaising with Emergency Services
Tamworth Regional Council firmly endorses the need for close liaison and cooperation with
emergency services within our local area.

In accordance with this, the local police, fire and ambulance services representatives will be
invited to visit and inspect our sites on an annual basis.

The management of the workplace, as well as representatives of the emergency response team
and occupational health and safety committee will accompany them during their visit.

During these visits we will discuss our emergency plans, processes, workplace hazards and
our controls.

Tamworth Regional Council firmly believes such visits and contacts will contribute greatly to
the health and safety of all within its workplace.

Testing of The Plan
Tamworth Regional Council will conduct testing of its site emergency and disaster plans on
an annual basis.

This testing will take place to ensure the plan is current, is known to all members of the
workforce, and will be able to deal with emergencies should one ever arise in our workplace.

Following each exercise, all involved will be fully debriefed and the plan re-evaluated as to its
accurateness and effectiveness.

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18 Handling, Storage, Packaging and Delivery
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Tamworth Regional Council will implement procedures for handling and storage of materials
where appropriate to ensure that the finished product quality is not compromised by
inappropriate handling and storage methods for the duration of works up to final inspection
and release for use.

18.1
18.2
Handling
Procedures are established and implemented for careful, correct and safe handling of materials
to prevent loss or deterioration.

Special handling tools and equipment are provided and inspected to ensure their correct
operation, suitability and avoidance of damage to goods or work. Operators of special lifting
equipment (cranes, fork lifts, etc) shall be suitably qualified and competent. Lifting slings
and ropes shall be inspected periodically and shall be discarded when they deteriorate.

When contract services are employed to handle goods, evidence of compliance with the above
requirement is obtained.
Storage
In accordance with the type of product requiring storage and relevant to the locality, secure
storage areas are provided to prevent damage or deterioration of materials.

Supervisors are responsible for the periodic inspection of products with limited shelf life. If
the shelf life has expired the, the product shall not be incorporated in the works.

Particular attention shall be paid to the appropriate storage of materials prone to physical
damage or theft, and products subject to degradation when wet.

Where special handling procedures are required for materials, the items shall be identified and
the handling method documented in procedures.

Hazardous substances shall be stored in accordance with regulatory requirements and
applicable Material Safety Data Sheets (MSDS) will be held in a readily accessible location
on site. (Refer IMSM Section 18.6)


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18.3
18.4
18.5
18.6
Packaging
Packaging is not considered relevant to Councils current operations. Should circumstances
arise in which it is considered that packaging requirements are relevant, appropriate
procedures shall be developed, implemented and maintained.

Preservation
Preservation is not considered relevant to Councils current operations. Should circumstances
arise in which it is considered that preservation requirements are relevant, appropriate
methods for preservation and/or segregation of product shall be applied.

Delivery
Delivery is not considered relevant to Councils current operations. Should circumstances
arise in which it is considered that delivery requirements are relevant, appropriate procedures
shall be developed, implemented and maintained.

Hazardous Substances
A hazardous substance is any substance that has the potential to harm the health of people or
is a substance listed in the National Occupational Health and safety Commissions list of
designated Hazardous Substances.
(www.worksafe.gov.au/worksafe/wsa/wksafe22.htm)

Chemical hazards are classified according to whether they are harmful to a persons health, ie
hazardous substance, or whether they pose a safety risk such as fire or explosion ie dangerous
goods.

Material Safety Data Sheets

A Material Safety Data Sheet (MSDS) is provided by a supplier and contains safety
information about the material they are supplying.

A typical MSDS contains the following information:
Product name trade name, chemical name, UN number, Hazchem code and poisons
schedule number
Description and properties appearance, boiling/melting point, vapour
pressure, specific gravity, flash point, flammability limits and solubility in water.
Uses all major uses and method of application
Composition chemical ingredients listed under chemical name, CAS number and
proportion
Health hazards short and long term health effects, route of exposure, description of
symptoms and toxicity data
First aid initial care following exposure, first aid facilities required, advice to the
doctor
Precautions for use controls and protection necessary for safe use
Safe handling storage and transport, spills and disposal, fire and explosion hazards

Responsibilities

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Council:-
Maintain a Policy for the Handling and Storage of hazardous substances (Refer IMSM
Section 10.9)
Obtain MSDS from suppliers for all hazardous substances used in the workplace.
Compile a Hazardous Substance Register.
Ensure all hazardous substances are clearly labeled according to Dangerous Goods
Class Labels and Haz Chem Codes.
Ensure all employees exposed to hazardous substances receive appropriate training
and are instructed their use.
Ensure the MSDS is easily available to any employee who may be exposed to the
hazardous substance.
Carry out basic risk assessment by:-
o identifying the hazardous substance by examining the label looking for words
such as caution, poison, hazardous and dangerous goods label
o review information from MSDS regarding the toxicity and the precautions to
reduce risk.
o examine the workplace and work practices asking:-
how often are employees exposed to the substance? And
are there fumes, dust or other airbourne contaminants exposed to employees
o Risk assessment of hazardous substances may be undertaken using
ChemWatch.
Take steps to prevent or adequately control exposure to hazardous substances.
Store hazardous substances/dangerous goods in accordance with legislation.
Carry out health surveillance where required (Refer IMSM Section 19.5)

Employees
When working with hazardous substances the employee must:-
use personal protective equipment in the manner in which has been trained, where
provided by the council.
follow instructions given to ensure health and safety.
not willfully misuse anything provided by the council to ensure health and safety
read the MSDS.

Hazardous Substance Register
A register provides a listing of all hazardous substances which are used or produced in the
workplace. Council and employees should use the register as a source of information and as a
tool to manage hazardous substances.

Keeping the Register Up To Date
A register is required to contain entries for all hazardous substances currently used or
produced in the workplace. The register should be updated as new hazardous substances are
introduced to the workplace and the use or production of existing hazardous substances is
discontinued.

Access to the Register
Council will ensure that employees with potential for exposure to hazardous substances have
ready access to a register of hazardous substances at their work site.


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A register shall be located centrally at the stores for substances issued from the store and a
register shall also be kept at the work site to which it pertains.


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19 Measurement and Evaluation
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19.1
19.1.2
19.1.3
19.2
19.2.1
Monitoring and Measurement of Processes
19.1.1 Process Conformity
Processes affecting product quality, safety and/or the environment will be measured with data
recorded and analysed on a regular basis.

Critical processes will have their capability measured with data recorded and analysed on a
regular basis.
Customer satisfaction
Pro-actively, Tamworth Regional Council will conduct customer surveys on a regular basis
and act upon their findings.
Integrated Management System Performance
At planned intervals Tamworth Regional Council will conduct internal audits to determine
whether the Integrated Management System conforms to planned arrangements and if it is
effectively implemented and maintained. Trained auditors will conduct such audits. (Refer
Section 24 Integrated Auditing)

Monitoring and measurement of the Product
The aim of this procedure is to ensure that the products and product realisation processes of
Tamworth Regional Council are measured , inspected and tested to verify that they meet
specified requirements.

Procedures for control, inspection and testing of Construction and maintenance works are
detailed in Technical Services Construction Procedures Manual Sections 6 & 6A.
On Receipt of Materials / Goods
Goods received by Tamworth Regional Council will be inspected on receipt to ensure that
they conform to specifications such as the description on our order, the description on the
delivery document and any requirements on the inspection and test plan. Conforming product
will be released to the requisitioning officer and non-conforming product will be clearly
marked and kept separate from conforming products pending a decision on corrective action.
Records shall be kept of all inspections on form (MSF-042) or similar and any
nonconformance recorded on form (MSF-020).

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19.2.2 In-Process Inspection and Testing

Process monitoring and control methods shall ensure that any material defects are detected
prior to the job progressing to the next stage of construction or installation.

In accordance with documented Inspection & Test Plan (ITP), in-process inspections shall be
carried out at the nominated points during the construction / installation process to confirm
compliance. The process may not proceed past those points until compliance with the
specified acceptance criteria has been determined by testing.

Difficult, special or unusual processes shall be inspected by the Divisional
Manager/Supervisor responsible for the performance of the works, or by specialist
consultants/inspectors such as NATA registered laboratories.

Where hold points are indicated works shall not proceed until the required inspection and/or
tests have been completed and approved by the person responsible for accepting the works.
Any nonconformance in the works presented for final acceptance that cannot be immediately
rectified, requires a Nonconformance Report (MSF-020) to be raised. The Supervisor shall
monitor and audit the in-process inspection as required.
19.2.3 Final Inspection and Testing
Final inspection is carried out in accordance with documented procedures by the Divisional
Manager / Supervisor responsible for delivery of the project. The final inspection ensures that
any defective works are detected prior to acceptance and release of the works for use.

This inspection includes review of inspection records to verify that inspection has been
carried out during the progression of the works at the required times and that the records are
complete and that the data meets specified requirements.

Nonconforming work shall not be released until correct disposition has been achieved.

Where conformance reports are required as part of the specification, the person responsible
for the project delivery shall submit the certified reports to the Divisional Manager
responsible for acceptance and delivery of the project.

For works carried out by a contractor, the Manager/Engineer responsible for the project
delivery shall further establish whether the works meet the specification and/or require further
action or contract variation to bring the standard of work up to specification requirements.

All final inspection procedures shall include:

(1) A check that all works on the project have been completed and are ready for final
inspection.

(2) A review of all quality assurance documentation for completeness to ensure that all
inspections and tests have been carried out and that all required documentation is available.

(3) Evidence of the final inspection as detailed in the relevant inspection records, signed
and dated.

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(4) If required for a specific project, notification to the Divisional Manager/Supervisor or
Customer responsible for the final inspection that the works are available for final inspection.

19.2.4
19.2.5
19.3
Inspection and Test Records
The Manager/Engineer responsible for the works (or delegated personnel) maintain Quality
Records that provide evidence that design and construction activities have met the acceptance
criteria defined in the Client Brief or specification as per established the Departmental
procedures.

These Quality Records shall be filled out as the inspections and tests are carried out and shall
identify the project, process, section of works, the person who carried out the inspection and
the date on which the information was entered.

Inspection And Test Status
Information on the actual inspection and/or test status of items of work shall be shown to
prevent unnecessary work and prevent wasting time or materials.

For a project to pass a hold point it must have achieved approved status at the point concerned
and be released either with no outstanding nonconformances awaiting disposition or
alternatively be released subject to disposition of outstanding nonconformances.

In the event of a nonconformance, the Divisional Manager/Supervisor responsible for the
performance of the work shall be responsible for the follow up of outstanding
nonconformances.

The following colour code shall be displayed prominently to indicate inspection status:

RED - inspection and testing in progress
- nonconformance detected
- HOLD POINT

The Supervisor shall mark the lot or component with RED labels when each compliance test
point is reached, at HOLD POINTS or when nonconformances are detected.

The Supervisor shall remove the RED labels only when the inspection/test has verified
conformance, when the HOLD POINT has been released by the customer or when the
nonconformance has been closed out.

Work on the process shall not continue until the RED labels have been removed.

The colour coding shall be explained to all personnel as part of their induction.

Control of Monitoring and Measuring Devices
This covers inspection, measuring and test equipment used to verify conformance of products.
Documented procedures are established provide assurance that the requirements of this
system element are complied with.

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Equipment shall be identified and calibrated as frequently as required by the specification, the
appropriate Australian Standard, the manufacturer's recommendations or as direct operating
experience has shown to be appropriate.

19.4
19.4.1
19.4.3
Control of Measuring Devices - Procedure
PURPOSE
The purpose of this procedure is to ensure that Tamworth Regional Council
equipment used in inspection, measuring and testing activities is correctly controlled,
calibrated and maintained.
19.4.2 SCOPE
This procedure applies to all Tamworth Regional Council inspection, measuring and
testing equipment (and software) used for measuring the conformance of our product
to specified requirements.
REFERENCES
ISO 9001: 2000 Element 7.6
IMS Manual Product Realisation 12.1

Divisional Manager/Supervisor - Determination of tests required
Supervisors - Preparation of Calibration Schedule,
control of equipment and arranging
calibration of equipment
All staff - Correct use of inspection, measuring
and test equipment

19.4.5 METHOD
Tamworth Regional Council will ensure the reliability of its testing equipment by using
the following system:

Tests Required
The Divisional Manager will determine which tests are appropriate to determine the
conformance of our product to specified requirements and when these tests will be
conducted. These tests shall be conducted according to Section 19.2 Monitor &
Measurement of the Product. The Divisional Manager will also determine the measures
to be taken and will set acceptance criteria by referring to customers specified
requirements or relevant Australian Standards.

Choice of Inspection, Measuring and Test Equipment
The Divisional Manager will ensure that appropriate equipment is chosen for conducting
inspection, measuring and testing activities as determined above and that it will meet
defined acceptance criteria under the terms of the order or contract.


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Identification of Equipment used for Inspection, Measuring and Test
All equipment used to test the conformance of product to specified requirements will be
marked with a unique identifying number and labelled to show the current calibration
status, that is, when the item was last calibrated. The label on each item indicating
calibration status will be updated at the time of calibration.

Use of Inspection, Measuring and Test Equipment
Staff using inspection, measuring and test equipment must ensure that it is labelled to
indicate that it has current calibration. The equipment will only be used in appropriate
environmental circumstances that will not influence test results.

The Divisional Manager/Supervisor (or authorised representative) will ensure that each
item of equipment being used for Inspection, Measuring and Testing is currently in
calibration and that calibration is completed when due.

Method of Calibration
Tamworth Regional Council will certify the calibration of equipment using external
resources at suitably approved laboratories or by certified sub contractors. Where
appropriate, procedures will be developed to check the calibration of individual test
equipment.

Frequency of Calibration
The frequency of calibration will be determined by the rigors on the test equipment in its
working environment or to the manufacturers recommendations, whichever is the lesser.
In any event, the cycle of testing of each item will not be less frequent than once per
year.

Calibration Records
A register of measuring and test equipment shall be maintained to include the following
information:-
What inspection, measuring and test equipment we hold, including a unique identifier;
What is the appropriate period of calibration for each type of equipment
When the next calibration is due for each item of equipment;
The results of the last calibration.
We will keep the following documents as quality records:
Calibration Record
Equipment purchase records including original equipment specifications and testing
tolerances;
Test certificates where appropriate.

19.5 Health Surveillance
The Occupational Health & Safety Regulation 2001 (clause 164) requires that health
surveillance be undertaken for each employee who is exposed to a hazardous substance if
there is a risk to the health of the employee as a result of that exposure.

Tamworth Regional Council will conduct health surveillance of employees where workplace
health risks have been identified. (Refer IMSM Section 10.9)

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Risk Assessment
Hazardous substances required to be used by employees in the workplace will be assessed for
their health risk to users using the Risk Assessment section of ChemWatch software based on
the exposure levels and information available from the Material Safety Data Sheet. Where
High Risk substances are identified, such as those requiring health monitoring, alternate
substances, with a lower level of risk to the user, shall be sought and used. If an alternate
substance is not available, health monitoring shall be provided for users exposed to the
substance.

The frequency of health monitoring will be determined by the applicable regulation, best
practice or as recommended by occupational health and safety advisors after identifying
actual and likely health risks.

Records
Health surveillance records shall be recorded and maintained in accordance with the
requirements of the OH&S Regulation 2001.


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20 Nonconformance and Corrective / Preventive Action
Amendment Record



Revision
Number
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Revision 1 Clause 20 -References to Nonconformance Reports and
register deleted. Nonconformances are now
reported using the Fix-It Report and Fix-It
register.
-Corrective and Preventive Actions procedure
amended to reflect changes to sections on the
Fix-It Report
Phil Lyon September
02

20.1 Control of Nonconforming Work
In order to ensure that non-conforming work is detected, Tamworth Regional Council will
implement a procedure to control any of our product or processes which are assessed as not
conforming to specified requirements.

When a non-conformance is identified we shall:

Act promptly to evaluate the effect of the non-conformance;
Mark the product with its status;
Segregate the product if necessary;
Determine what shall be done to correct the non-conformance;
Take action to correct the non-conformance;
Document the process.

20.1.1 Nonconformances in Safety
The procedure for nonconforming work will be applied to eliminate hazards. Where
nonconformances in safety are detected work shall cease immediately until the corrective
actions have been implemented and hazards eliminated.

Employees of Tamworth Regional Council who fail to comply with the Occupational Health
& Safety requirements of the organisation, or those that demonstrate consistently poor safety
performance, shall be subject to disciplinary measures in accordance with the Local
Government (State) Award 2001 Clause 28 and Tamworth Regional Council Procedures.

Sufficient training, explanation and assistance shall be given to all employees to ensure they
fully comprehend what is required of them. However, neither management nor the employees
will tolerate unsafe behaviour and nonconformance with the safety policies and procedures of
Tamworth Regional Council.


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20.1.2
20.2.1
20.2.2
20.2.3
20.2.4
20.2.5
Environmental Nonconformances
The procedure for nonconforming work will be applied for containment measures,
rectification of any deficient operational or monitoring controls and clean-up & restoration of
polluted areas.

20.2 Control of Nonconforming Work - Procedure
PURPOSE

This procedure describes what action to take if nonconforming work is detected
during the works.

SCOPE
This applies to all work carried out by the Council and its subcontractors, both on
site and off site.

For quality nonconformances, this procedure is applied to rectify unacceptable
construction work.

For safety nonconformances, this procedure is applied to eliminate any safety
hazards.

For environmental nonconformances, this procedure is applied for containment
measures, clean-up and restoration of polluted areas and rectification of any deficient
operational or monitoring controls.

REFERENCES
ISO 9001:2000 Element 8.3
IMS Manual Corrective & Preventive Action 20.3 & 20.4
Form MSF-016: Fix-It Report
DEFINITIONS
Disposition - how nonconforming work shall be rectified.
Nonconformance - a deficiency in the work which makes the product
unacceptable in terms of the customer's specified
requirements.
Minor Defects - work acceptable for Practical Completion but needing
minor finishing off prior to full acceptance.
RESPONSIBILITIES
Divisional Manager/Supervisor - Approving the rectification of
nonconformances
Supervisors - Evaluating nonconformances and
deciding how to rectify them (with

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customer where required)
- Restricting further processing of
nonconforming work until a
rectification method has been finalised
All staff - Advising the supervisor of known
nonconformances

20.2.6 METHOD
When nonconforming work is detected by Council personnel, the nonconformance
shall be notified promptly to the Supervisor or Divisional Manager. The Supervisor
shall also be advised promptly if the customer notifies a nonconformance. Actions to
be taken are:

(a) immediately arrange for the nonconforming work to be suitably identified by
labels, flags, markers or other appropriate means to distinguish it from
conforming work or materials. Wherever possible, physically isolate the
nonconforming work.
(b) immediately record the nature of the nonconformance on a Fix-It Report
(MSF-016). Record the nonconformance on the Fix-It Register Form (MSF-
046). The Fix-It register may be kept electronically.
(c) assess whether the work process is likely to produce more nonconforming
work and whether further output should be restricted. Consider the significance
of the nonconformance and the progress of the project. Where appropriate,
restrict production until a rectification method for the nonconformance has
been finalised and note such action on the Nonconformance Report.
(d) immediately examine the nature of the nonconformance and determine the
appropriate rectification method. This may be by rework, repair, replacement
or use-as-is. Record the rectification method and when you intend to undertake
it, on the Nonconformance Report.
(e) Where the Supervisor has decided on a rectification method in the absence of
the Divisional Manager, the Divisional Manager shall review the Fix-It Report
to determine if any further action is needed.
(f) Where the proposed rectification method involves a change from the
customer's specification, submit a copy of the Fix-It Report to the customer's
representative for concurrence to the rectification method. Do not commence
rectifying the nonconformance without the concurrence of the customer's
representative.
(g) When considering the rectification method for a nonconformance, the
Supervisor shall also consider how the nonconformance could be avoided
(Section 4 of Fix-It Report). Where there is a failure in a documented
procedure or an improvement of a procedure identified, the Divisional
Manager must be advised for corrective action to prevent recurrence of the
nonconformance (IMSM Section 20.3).

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(h) The rework, repair or replacement shall be inspected or tested in accordance
with the Inspection and Test Plan or as otherwise agreed with the customer's
representative to ensure that the required quality has been achieved. This shall
be confirmed by the Divisional Manager on the Fix-It Report. The Manager
shall then close out the nonconformance entry on the Fix-It Report and in the
Fix-It Register.
(i) Where required by the customer's representative a HOLD POINT shall apply
prior to covering up rectification work. In such cases, the Supervisor or
Divisional Manager shall notify the customer's representative when the
rectification work has achieved conformance.

Subcontractor Nonconformances

For subcontractors working under TAMWORTH REGIONAL COUNCIL's IMS system,
subcontractor nonconformances shall be resolved in accordance with Section 20.2.6 above.

Where a subcontractor is working under its own quality system, nonconformances may be
recorded on the subcontractor's Nonconformance Report forms. The subcontractor shall
notify TAMWORTH REGIONAL COUNCIL's representative if the nonconformance
rectification involves a change from the customer's specification or if there is a possibility that
other project work could be affected. The Divisional Managers approval must be obtained in
these instances. The rectification method shall be submitted for the customer's acceptance if a
change to the customer's specification is proposed.

The Divisional Manager shall file a copy of the subcontractor's Nonconformance Report
where TAMWORTH REGIONAL COUNCIL has been involved in resolving the
nonconformance, but need not fill out a TAMWORTH REGIONAL COUNCIL
Nonconformance Report.

Records

Form MSF-046: Fix-It Register or electronic equivalent

Form MSF-016 Fix-it Report


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20.3 Corrective and Preventive Actions
This section explains how to eliminate the causes of actual and potential nonconformances,
deal with customer (client) complaints and establish a mechanism for continuous
improvement of the Integrated Management System.

Tamworth Regional Council shall maintain documented procedures for implementing
corrective and preventive action. Any changes to documented procedures as a result of
corrective and preventive action shall be implemented, and the documented procedures shall
be altered accordingly.

Corrective Action
Procedures established for the prompt implementation of corrective action shall be
capable of addressing:-
The effective handling of customer complaints/requests;
Nonconformances relating to product and/or processes of safety, environmental
and/or quality management;
Corrective actions required from audits;
Corrective actions required from Management Review;
Corrective actions required from accidents or incidents.

Procedures for corrective action shall ensure that:-
Corrective action is determined and documented to address the disposition of the
nonconformance;
Investigation into the cause of the nonconformance is undertaken to prevent
recurrence;
Corrective action undertaken is completed and effective.

Preventive Action
Procedures established for preventive action shall ensure that appropriate sources of
information are analysed to identify deficiencies in Council procedures, processes
and work practices which may lead to nonconformances or hazards. Preventive
action procedures will ensure that:-
Preventive action can be instigated by any Council officer;
Preventive action is determined and documented to address the problems
requiring preventive action;
Relevant information on preventive actions taken are submitted for management
review to ensure effectiveness;
The risks are assessed when a hazard is identified and effective control measures
are implemented.

20.4 Corrective and Preventive Actions - Procedure
20.4.1 PURPOSE
This Section explains how to eliminate the causes of actual and potential
nonconformances, deal with client complaints and establish a mechanism for
continuous improvement of the Integrated Management System.


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20.4.2 SCOPE
This procedure applies to action taken on any reported nonconformances, potential
nonconformances and hazards, regardless of how they are detected, in our Integrated
Management System.

20.4.3 REFERENCES
ISO 9001:2000 Element 8.5.2 & 8.5.3
ISO 14001:1996 Element 4.5.2
AS 4801:2001 4.5.2

20.4.4 REPONSIBILITIES
Divisional Manager/Supervisor - Approving the long term fix to address
the cause of the problem
- Close out of Fix-It Reports
Supervisors - Implementing immediate fix to rectify
the problem situation
- Recommend Long term Fix
- Restricting further processing where
required, pending approval of long term
fix.
Technical Officer - IMS - Arrange for proposed changes to
Integrated Management System
documentation.
All staff - Initiating Fix-It Reports when a
deficiency or hazard is identified

20.4.5 METHOD
Corrective Action

Corrective action must be taken promptly to prevent recurrence of nonconformances
detected. Corrective action may be initiated by:

Nonconformance Report (refer IMSM Section 20.1 & 20.2)
Audit Report (refer IMSM Section 24)
Client complaint/request

When a deficiency in the Integrated Management System or a hazard has been
identified (including inadequate understanding of procedures) or if a client makes a
complaint, the person who identified the deficiency shall record the details in Section
1 of the Fix-It Report form (MSF-016).

Where a hazard has been identified the Supervisor and relevant staff shall assess the
risks of the hazard in accordance with IMSM Section 9.1 - Hazard Identification &
Control Procedure and record it on section 2 of the Fix-It Report.


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The Supervisor shall record on Section 3 of the Fix-It Report any immediate action
to contain the problem, and implement that action promptly. If a deficiency is likely
to result in injury or further nonconformances, the Supervisor shall restrict work
activities involving the deficient procedure until longer term action has been
implemented. He shall note such action in Section 3 of the Fix-It Report.

The Supervisor shall promptly investigate the reported deficiency to establish the
cause and record it in Section 4 of the Fix-It Report, then analyse relevant Council
procedures and develop long term action to address the cause. He shall summarise
recommended actions, responsibilities and action timeframe in Section 5 of the Fix-It
Report for the Divisional Managers approval.

The Supervisor shall:-
consider the implications of the reported deficiency/hazard on other Council
activities, in consultation with the Divisional Manager, when appropriate,
restrict work on other projects, if appropriate,
request for proposed changes to procedures to be authorised by the Divisional
Manager signing off Section 5 of the Fix-It report,
initiate any changes to Council procedures by relevant senior officers and the
Technical Officer-IMS or Document Controller,
arrange the issue of modified documents to relevant staff for implementation of
the corrective action,
arrange for additional training or counseling of staff (if required),
monitor the effectiveness of the corrective action,
seek approval of the Customer.

The Divisional Manager shall:-
approve the actions to be taken for the Long Term Fix,
review if the Long Term Fix is effective and close out Section 7 of the Fix-It
Form.

Where appropriate, the Supervisor or Divisional Manager shall advise a client who
made a formal complaint about Councils activities how Council has dealt with the
complaint.

Preventive Action and Continuous Improvement
The Departmental Directors shall encourage all staff to contribute suggestions for
improving work practices within Council. It is particularly important to identify any
deficiencies with Council procedures which may cause nonconformances in the
future. In addition, as staff apply Council procedures, they may identify
opportunities to make work methods safer, environmentally friendlier, more efficient
or more effective.

All staff may submit suggestions to the their Supervisor/Divisional Manager on
Section 1 of the Fix-It Report form (MSF-016). Particular occasions when
suggestions may arise are:

project review
Internal audits
management reviews
customer feedback

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The Supervisor, in consultation with the Divisional Managers (and senior officers,
when appropriate), shall promptly consider all suggestions, decide on any immediate
action, analyse the cause and develop long term measures (as appropriate) to improve
the Integrated Management System. Decisions and actions shall be recorded on Fix-
It Report form (MSF-016).

The Technical Officer - IMS shall initiate any changes to procedures and/or staff
training to implement the improvements. He shall monitor the effectiveness of each
improvement measure, close out Section 5 of the Fix-It Report when satisfied and
file the form as a "completed" corrective/preventive action record.

He shall report on suggestions and actions for improving the quality system at
management review meetings (IMSM Section 7.2).

Records
Form MSF-046: Fix-It Register

20.5 Incident/Accident Reporting and Investigation
All incidents - those which cause accidents, injuries or property damage and also those which
are near misses - must be reported on Tamworth Regional Council's Accident/Incident Report
Form (MSF-036). Divisional Managers shall ensure that copies of the Report form are
readily available at the work site for any employee to fill in, if needed. (Refer What To Do
When An Injury Occurs IMSM Section 11.2)

When an incident or accident is reported, the Divisional Manager and Supervisor are required
to investigate it promptly (with the Safety Officer if the incident/accident results in a lost time
injury of 7 days or greater) to:
b) verify the facts
a) evaluate the cause(s) of the incident or accident.
b) Implement short term measures to minimise the immediate risk to workers
c) Investigate long term corrective actions to prevent recurrence of the accident/incident (a
job safety analysis form (MSF-002) may be required to assess the level of risk)

The results of the investigation shall be recorded on the second page of Form (MSF-036) and
forwarded promptly to the Injury Management Co-ordinator together with any,
corrective/preventive action Fix-It Reports or job safety analysis.

The Divisional Manager and Supervisor shall take prompt action to minimise the immediate
risk to workers and other people. They shall discuss longer-term safety measures with the
Departmental Director and implement agreed actions.

The Injury Management Co-ordinator shall forward a copy of all Accident/Incident Reports to
the Safety Officer to be recorded in the Councils REGISTER OF INJ URIES/INCIDENTS
database and shall send a WorkCover Accident Report to WorkCover, as required. A copy of
all Accident/Incident Reports shall be forwarded to the Safety Committee for review and if
required, further investigation..


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Where injury has been sustained by a worker and he/she is unable to return to their normal
duties, the Injury Management Co-ordinator will develop a Return to Work Plan in
consultation with the employee to provide them with suitable duties until they are fit to
resume normal duties. (Refer Injury Management Program IMSM Section 11)

If an accident has occurred which has resulted in the death of a person or serious bodily
injury, the Divisional Manager shall notify WorkCover as soon as possible by phone or other
practical means.

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IMSM-021
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21 Induction, Training & Competence
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21.1
21.2
Induction, Training & Competence - General
All employees of Tamworth Regional Council shall receive induction and training in the
safety, environmental and quality requirements of the Integrated Management System.

The general induction kit and safety manual will be provided to all employees to provide
them with relevant organisational and safety information.

Competency assessments of all employees shall be conducted on a regular basis in accordance
with Councils salary administration system. The employee will be assessed against criteria
identified from the position description, including safety, environmental and quality
requirements. Following assessment, the Divisional Manager shall develop a training plan for
the next 12 months for any areas where the employee cannot demonstrate competency or
requires additional training to perform his/her duties due to changes in the position or
legislation. When the training has been successfully completed it shall be recorded in the
Employee Training Database.
Quality Induction and Training
Employees are not to perform tasks unless competent for them.

The Divisional Manager and Supervisor are responsible for briefing employees on their
specific roles and responsibilities at appropriate stages of processes. This instruction shall
focus on how to comply with each ITP Checklist and Standard Work Practice. Records of
work process inductions shall be kept on Toolbox Meeting Record (MSF-015).

The Divisional Manager and Supervisor shall also arrange induction briefings for
subcontractors regarding quality, safety and environmental responsibilities (where
appropriate) and keep records of who has been briefed.

21.3 Safety Induction and Training
The Occupational Health and Safety Regulation 2001 requires that a three stage induction
process be completed by employees involved with Construction works. This process of safety
induction involves:-

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General covering responsibilities and requirements of the OH&S
Act and regulation, including the topics outlined in the
WorkCover - Code of Practice as a minimum.
Activity Specific covering specific safety issues related to the activity and
the risk analysis process, including the topics outlined in
the WorkCover - Code of Practice as a minimum.
Site Specific - covering safety issues specific to the site, risk control
measures, site orientation, emergency response
procedures, and responsibilities, including the topics
outlined in the WorkCover - Code of Practice as a
minimum.
All employees involved with construction works shall have completed general and activity
specific OH&S induction training provided by an accredited trainer. Records of such
induction training shall be maintained on employee personnel files and on the Human
Resources training database.

The Divisional Manager / Supervisor shall ensure that all employees are provided with Site
Specific Induction training, regarding site specific safety procedures and responsibilities,
before starting work on a site, or when there is a change in site conditions or activities that
may affect the health & safety of any person on that site. This instruction shall focus on how
to comply with each SRA/ J SA and Safe Work Method Statements. Site Specific Safety
Inductions shall be recorded on the Site Specific OH&S Induction form (MSF-010) or
equivalent.

All employees involved with construction and/or maintenance work shall be provided with a
copy of the Safety Handbook for Construction and Maintenance work. This handbook shall
set out general guidelines for carrying out routine tasks in a safe manner and encourage all
employees to be safety conscious. The employee shall be provided with an orientation on the
contents of the handbook and be required to sign the last page in the handbook to
acknowledge that he/she has received the handbook.

The Divisional Manager or Supervisor shall also arrange induction briefings for
subcontractors, volunteers and site visitors regarding safety responsibilities (where
appropriate) and keep records of who has been briefed.

21.4 Environmental Awareness, Induction and Training
Environmental programs shall be communicated in accordance with methods described in
Internal Communication, Consultation & Reporting IMSM Section 14.1

Personnel, qualifications and skills related to environmental management shall be ascertained,
training needs shall be identified and training undertaken and recorded.

The Divisional Manager or Supervisor shall instruct personnel as a part of the site induction,
regarding environmental control measures, which must be observed. Induction shall be given
to all personnel whose work may create a significant impact on the environment, to make
them aware of the potential environmental impacts and how such impacts may be prevented.
These induction briefings shall be recorded on a Toolbox Meeting Record form (MSF-015).

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22 Statistical Techniques
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22.1 General
Tamworth Regional Council shall collect and analyse relevant statistical data for the purpose
of monitoring trends.

Tamworth Regional Council has determined that analysis of the following information will
assist us in monitoring the effectiveness of our integrated management system and improve
our operations:-
Number and date of nonconformances detected;
Type of nonconformance (safety, environment, quality);
The process/area where nonconformances have been detected;
Number, type and date of non-conformances by each subcontractor/supplier;
Number of injuries/incidents;
Number of lost time injuries; and
Number and type of environmental incidents
Number of Hazards identified and rectified
Number of Fix-It Reports raised
Number of Fix-It Reports closed out
Number of Unsafe Acts observed during Safety Inspections
Number of Safe Acts observed during Safety Inspections

22.2 Collection of Data
Each division responsible for their own area will provide details of nonconformances to the
Technical Officer Integrated Management System who will prepare reports and trend charts
to reflect changes over time. This report will be prepared annually and forwarded to the
Executive Management Team.

22.3 Analysis of Data
Divisional Managers will be responsible for assessing any root causes of non-conformance
that are highlighted by the statistics and are required to act on any negative trends or systemic
failures.

Our General Manager will also be responsible for monitoring the ability of these statistics to
provide valid management system information. Measures may be removed from, or other

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measures added to our statistical analysis as necessary. Statistical reports shall be kept as
records.


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23 Improvement
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23.1 Continual Improvement
Tamworth Regional Council will continually improve the effectiveness of its Integrated
Management System utilising the following methods:-
Management review (Refer IMSM Section 7.2)
Planning Processes (Refer IMSM Section 8)
Corrective and Preventive Actions (Refer IMSM Section 20.3 & 20.4)
Customer Satisfaction (Refer IMSM Section 19.1.2)
Auditing (Refer IMSM Section 24)


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24 Integrated Auditing
Amendment Record



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24.1
24.2.1
24.2.3
Internal Auditing
Tamworth Regional Council will institute a procedure for regular internal auditing of our
Integrated Management System . This will be designed to:-
Conduct audits on a scheduled basis at regular intervals;
Identify any areas of the organisation where operations do not conform with the
requirements of our system;
Provide a report to responsible management for action to be taken on correcting any
non-conformance;
Follow-up to ensure that corrective action has been effective;
Identify possible improvements to the Integrated Management System;
Maintain records of internal IMS audits.

Internal audits will be conducted by suitably trained personnel. The auditors will be
independent from the areas that they are auditing.
24.2 Internal Auditing Procedure
PURPOSE
The aim of this procedure is to provide a mechanism for ensuring conformity to the
Integrated Management System and to assist in the ongoing improvement to the
system.
24.2.2 SCOPE
This procedure applies to internal auditing of all safety, environmental and quality related
activities of Tamworth Regional Council.
REFERENCES
ISO 9001: 2000 - Element 8.2.2
ISO 14001: 1996 - Element 4.5.4
AS 4801: 2001 Element 4.5.4
IMSM Measurement and Evaluation
Form MSF-047 Internal Audit Plan
Form MSF-016 Fix-It Report

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All staff - Co-operation with internal auditor.
Internal auditors - Carry out audits.
Technical Officer - IMS - Prepare audit plan, carry out and co-
ordinate audits.
Department Managers - Take corrective action on non-
conformances.
CEO/Managing Director/General
Manager
- Review internal audit findings at
annual review.

24.2.5 METHOD
Scheduling of Internal Audits

The Technical Officer - IMS will prepare form MSF-047 Internal Audit Plan which
will cover a period of six to twelve months ahead as follows:

| Six months | Six months | Six months | Six months |
Prepare plan for: XXXXXXXXXXXXXXX
Prepare plan for: XXXXXXXXXXXXXXX
Prepare plan for: XXXXXXXXXXXXX

Frequency of internal audits will depend on the importance of the activity being
audited in achieving overall safety, environmental and/or quality aims. Audits may
be conducted across all functions within one department or across all departments on
one particular subject.

Internal auditors
The Technical Officer - IMS will be our senior auditor but other staff will receive
training for internal auditor roles. An internal auditor will not conduct audits within a
division where they have direct responsibilities.

Auditing Activities
Auditors will develop a checklist to assist them in identifying areas where operations
do not conform with the requirements of our the Integrated Management System.
Prior to an audit the auditor will plan their activity. They will do this by completing
preparing a list of areas to inspect and questions to ask as part of the audit. After the
audit the auditor will complete an audit report to report on any issues of detected
non-conformance or suggested improvements to the system.

The issues raised by the audit will be discussed between the Divisional Manager and
the Technical Officer-IMS and corrective action will be proposed where required.
Form MSF-016 Fix-It Report will be completed for each non-conformance that was
detected and the Department Manager will implement corrective action.

The Internal Audit Report will be filed by the Technical Officer-IMS for reference
prior to the next audit in that department.

Follow-up

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The Divisional Manager will follow-up on the effectiveness of the corrective action
after the timeframe for implementation indicated on the Fix-It Report (or the auditors
will follow up at the next audit).

Results of internal audits will be summarised and submitted to the General Manager
for consideration at the next Management Review meeting.

Records
The following documents will be kept as records:
a. Internal Audit Plan (MSF-047);
b. Fix-It Reports (MSF-016).

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24.3 External Auditing
External audits of the Integrated Management System shall be undertaken at least every two
years to verify that the system conforms to:-
the requirements of relevant International / Australian Standards;
legislation, regulations, codes of practice and licences

Only appropriately qualified and certified external suppliers shall be engaged to conduct
external audits of the Integrated Management System using recognised methodology and
competent personnel.


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25 Links Between AS/NZS ISO Standards & IMS Manual
Amendment Record



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25.1 Links Between ISO 9001:2000 and IMS Manual
ISO 9001:2000 - Element IMS Manual - Section
4.1 General Requirements 1.1 Scope
8.1 Integrated Management System
Planning
4.2 Documentation Requirements 4.1 Documentation Requirements
4.2.2 Quality Manual 4.1 Documentation Requirements
4.2.3 Control of Documents 5.1 Control of Documents and Data
4.2.4 Control of Records 6.1 Control of Records
5.1 Management Commitment 1.1 Scope
5.2 Customer Focus 12.3 Customer Related Processes
5.3 Quality Policy 3 IMS Policy & Objectives
5.4.1 Quality Objectives 3 IMS Policy & Objectives
5.4.2 Quality Management System Planning 8.1 Integrated Management System
Planning
5.5.1 Responsibility and Authority 7.1 Responsibility & Authority
5.5.2 Management Representative 7.1 Responsibility & Authority
5.5.3 Internal Communication 14.1 Internal Communication, Consultation
and Reporting
5.6 Management Review 7.2 Management Review
5.6.2 Review Input 7.2.1 Review Inputs
5.6.3 Review Output 7.2.3 Review Outputs
6.1 Provision of Resources 7.3 Provision of Resources
6.2 Human Resources 7.3.1 Human Resources
6.2.2 Training, Awareness and Competency 21.1 Induction, Training & Competence -
General
21.2 Quality Induction and Training
6.3 Infrastructure 7.3.2 Infrastructure
6.4 Work Environment 7.3.3 Work Environment
7.2 Customer-related Processes 12.3 Customer Related Processes
7.2.1 Determination of requirements related
to the product
12.3.1 Identification of product requirements
7.2.2 Review of requirements related to
product
12.3.2 Formal review of product
requirements prior tendering or

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quoting
7.2.3 Customer communication 14.2 Customer Communication
14.3 Contract Review
14.4 Customer Complaints, Inquiries and
Requests (General)
14.4.1 Customer Complaints (Contract
works)
7.3 Design & Development 13 Design
7.3.1 Design & Development Planning 13.1 Design and Development Planning
7.3.2 Design & Development Inputs 13.3 Design Input
7.3.3 Design & Development Outputs 13.4 Design Output
7.3.4 Design & Development Review 13.5 Design Review
7.3.5 Design & Development Verification 13.6 Design Verification
7.3.6 Design & Development Validation 13.7 Design Validation
7.3.7 Control of Design & Development
Changes
13.8 Design Changes
7.4.1 Purchasing process 15.1 Purchasing Process
7.4.2 Purchasing Information 15.2 Purchasing Information
7.4.3 Verification of Purchases Product 15.3 Verification of Purchased Product
7.5.1 Control of Production and Service
Provision
16.1 Control of Products and Services
7.5.2 Validation of Processes for
Production & Service Provision
16.2 Validation of Processes for
Production and Service Provision
7.5.3 Identification & Traceability 16.3 Identification and Traceability
7.5.4 Customer Property 16.4 Customer Property
7.5.5 Preservation of Product 18 Handling, Storage, Packaging and
Delivery
7.6 Control of Monitoring & Measuring
Devices
19.3 Control of Monitoring and Measuring
Devices
19.4 Control of Measuring Devices -
Procedure
8.2.1 Customer Satisfaction 19.1.2 Customer satisfaction
8.2.2 Internal Auditing 24.1 Internal Auditing
8.2.3 Monitoring & Measurement of
Processes
19.1 Monitoring and Measurement of
Processes
8.2.4 Monitoring & Measurement of
Product
19.2 Monitoring and measurement of the
Product
8.3 Control of Nonconforming Product 20.1 Control of Nonconforming Work
20.2 Control of Nonconforming Work -
Procedure
8.4 Analysis of Data 22 Statistical Techniques
8.5.1 Continual Improvement 23.1 Continual Improvement
8.5.2 Corrective Action 20.3 Corrective and Preventive Actions
20.4 Corrective and Preventive Actions -
Procedure
8.5.3 Preventive Action 20.3 Corrective and Preventive Actions
Procedure

Revision 0
Issued: J une2002
IMSM-025
Page3 of 6
25.2 Links between AS 4801:2001 and IMS Manual
AS 4801:2001 - Element IMS Manual - Section
4.1 General Requirements 1.1 Scope
Planning
4.2 OHS Policy 3 IMS Policy & Objectives
4.3.1 Planning Identification of Hazards,
Assessment & Control of Risks
Planning
8.4 Hazard Identification and Risk
Control
4.3.2 Legal & Other Requirements 8.5 OHS&IM and Environmental Legal
and Other Requirements
4.3.3 Objectives & Targets 3 IMS Policy & Objectives
4.4.1.1 Resources 7.3 Provision of Resources
4.4.1.2 Responsibility & Accountability 7.1 Responsibility & Authority
4.4.2 Training & Competency 21.1 Induction, Training & Competence -
General
21.3 Safety Induction and Training
4.4.3 Consultation, Communication &
Reporting
14.1 Internal Communication, Consultation
and Reporting
4.4.3.2 Communication 14.1 Internal Communication,
Consultation and Reporting
Requests (General)
works)
4.4.3.3 Reporting 9.1 Hazard Identification And Control -
Procedure
14.1 Internal Communication, Consultation
and Reporting
20.5 Incident/ Accident Reporting &
Investigation
22 Statistical Techniques
4.4.4 Documentation 4.1 Documentation Requirements
4.4.5 Document & Data Control 5.1 Control of Documents and Data
4.4.6 Hazard Identification, Risk
Assessment and Control of Risks
9 Hazard And Risk
9.1 Hazard Identification And Control -
Procedure
4.4.7 Emergency Preparedness & Response 17 Incidents and Emergencies
4.5.1 Monitoring & Measurement 19.1 Monitoring and Measurement of
Processes
4.5.1.2 Health Surveillance 10.7 Pre Placement Health Assessment
10.9 Hazardous Substances
19.5 Health Surveillance
4.5.2 Incident Investigation, Corrective &
Preventive Action
Procedure

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Page4 of 6
Procedure
20.5 Incident/Accident Reporting and
Investigation
4.5.3 Records and Records Management 6.1 Control of Records
4.5.4 OHSMS Audit 24.1 Internal Auditing
7.2.1 Review Inputs
25.3 Links between ISO 14001:1996 and IMS Manual
ISO 14001:1996 - Element IMS Manual - Section
4.2 Environmental Policy 3 IMS Policy & Objectives
4.3.1 Environmental Aspects 8.3 Environmental Aspects
4.3.2 Legal & Other Requirements 8.5 OHS&IM and Environmental Legal
and Other Requirements
4.3.3 Objectives & Targets 3 IMS Policy & Objectives
4.3.4 Environmental Management
Programme(s)
8.2 Environmental Programmes
4.4.1 Structure & Responsibility 7.1 Responsibility & Authority
4.4.2 Training, Awareness & Competence 21.1 Induction, Training & Competence -
General
21.4 Environmental Awareness, Induction
and Training
4.4.3 Communication 14.1 Internal Communication, Consultation
and Reporting
Requests (General)
works)
4.4.4 Environmental Management System
Documentation
4.1 Documentation Requirements
4.4.5 Document Control 5.1 Control of Documents and Data
4.4.6 Operational Control 16.1 Control of Products and Services
4.4.7 Emergency Preparedness and
Response
17 Incidents and Emergencies
4.5.1 Monitoring & Measurement 19.1 Monitoring and Measurement of
Processes
4.5.2 Nonconformance & Corrective and
Preventive Action
Procedure

Revision 0
Issued: J une2002
IMSM-025
Page5 of 6
Procedure
4.5.3 Records 6.1 Control of Records
4.5.4 Environmental Management System
Audit
24.1 Internal Auditing
7.2.1 Review Inputs


Revision 0
Issued: J une2002
IMSM-025
Page6 of 6


Revision 1
IMSM-026
Page1 of 1

26 Standard Forms
Amendment Record



Revision
Number
Clause/
Page/s
By
Issue Date
Revision 1 Clause 26 -New Environmental Aspect Matrix form
included (MSF-027)
-Nonconformance Report and Hazard Report
deleted and replaced by amended Fix-It Report.-
Phil Lyon September
02

Form MSF-002 J ob Safety Analysis
Form MSF-003 Amendment Record
Form MSF-005 Site Safety Rules
Form MSF-006 Accident Emergency Procedure
Form MSF-007 Emergency Contact List
Form MSF-008 Environmental Incident Procedure
Form MSF-009 Environmental Incident Report
Form MSF-010 Site Specific OH&S Induction
Form MSF-014 Plant Safety Assessment
Form MSF-015 Toolbox Meeting Record
Form MSF-016 Fix-It Report
Form MSF-019 Work Verification Record
Form MSF-027 Environmental Aspect Matrix
Form MSF-036 Accident / Incident Report
Form MSF-042 Receiving Inspection Form
Form MSF-046 Fix-It Register
Form MSF-047 Internal Audit Plan
Form MSF-050 Health Assessment Questionnaire
Form MSF-051 Health Assessment Medical Report
Form MSF-081 Pre Purchase Checklist
Form SWP-000 Standard Work Practice Administration Template
Form SWP-001 Standard Work Practice Administration Detailed Template
Form SWP-799 Standard Work Practice Maintenance Template
Form SRA-000 Standard Risk Assessment Template
Form SWMS-000 Safe Work Method Statement Template

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TAMWORTH REGIONAL COUNCIL Integrated Management System

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