Seaside Renovation and Painting
Health and Safety Policy
(Version 2, 2023)

Table of Contents

1. Policy Statement 
2. Health and Safety Procedures Overview 
3. Health and Safety Management 
4. Worker Engagement and Communication 
5. Hazard Identification 
6. Hazard Register 
7. Risk Management 
8. Information, Training and Supervision 
9. Monitoring and Review 
10. Hazardous Substances 
11. Injury/Illness/Incidents (Events) 
12. Event Reporting and Recording 
13. Investigation 
14. Emergency Procedures and First Aid
15. Notification of Hazardous Work 
16. Safe Plant and Equipment 
17. Personal Protective Equipment (PPE) 
18. Health Monitoring 
19. Service Contractors 
20. Hazard Identification and Risk Management 
21. Workplace Health and Safety Reviews
22. ToolBox, Health and Safety Meetings 
23. Legal Obligations 
24. Related Documents and Legislation

1. Policy Statement 

Seaside Renovation and Painting is committed to health and safety and will ensure, so far as reasonably practicable, the health and safety of all our workers and other persons who may be put at risk from our work. We will address this duty of care, so far as reasonably practicable. 

• Complying with the Health & Safety at Work Act (HSW Act) and Health and Safety Regulations (HSW Regulations), standards, relevant codes of practice and guidelines; 
• Providing and maintaining a work environment or work premises that are without risks to health and safety; 
• Providing and maintaining safe plant and structures; 
• Providing and maintaining safe systems of work; 
• Ensuring the safe use, handling, storage and transportation of hazardous substances; 
• Providing and maintaining adequate facilities for the welfare of workers; 
• Monitoring of the health of our workers and the conditions at the workplace to prevent illness or injury; 
• Providing any information, training instructions or supervision necessary to protect our workers from the risks relating to their work; • Ensure all contractors are suitably qualified to undertake the work for which they are engaged; 
• Accurately reporting and recording all workplace accidents, incidents and injuries (events);
• Consulting with and encouraging the participation of other duty holders, our workers and their representatives on matters affecting health and safety; 
• Ensuring appropriate processes are in place for receiving, considering and responding in a timely manner to information regarding incidents, hazards and risks; 
• Providing safe means of access and egress to and from places of work; 
• Reviewing, revising and evaluating our health and safety management systems and processes at regular intervals to ensure continuous improvement; and 
• Supporting the safe and early return to work of injured workers. 

Management acknowledges and accepts its responsibilities for health and safety standards in our workplaces. However, we seek cooperation from all workers in achieving our health and safety objectives and expect that the workers will; 

• Take reasonable care for their own Health and safety; 
• Take reasonable care they do not adversely affect the health and safety of other persons; 
• Follow our policies and procedures; 
• Comply with any reasonable instructions given; 
• Identify hazards, assess and control risks to health and safety that are under their control; 
• Use any Personal Protective Equipment (PPE) provided; and • Report all hazards, accidents, incidents and near misses (events) to their supervisor in a timely manner. 

2. Health and Safety Procedures Overview

Introduction 

Our Health and Safety System will assist us in addressing our responsibilities under the Health & safety at Work Act 2015 and Health & Safety at Work Regulations 2015. Our health and safety system comprises a comprehensive set of workplace tools and resources that are supported by documented procedures. In particular when implemented correctly, the system helps us address our primary duty “to ensure, so far as reasonably practicable, the health and safety of our workers while they are at work” and our duty “to ensure that the health and safety of other persons is not at risk from work we carry out”. Our health and safety system provides us with the ability to specifically show: 

• Our commitment to safety management (as stated in our Health and Safety Policy); 
• Our objectives for monitoring and improving health and safety; 
• Our workplace safety procedures including risk management ( a system for identifying hazards and controlling the risks to health and safety); 
• How we provide safe plant, machinery and equipment; 
• The facilities we provide for the welfare of workers; 
• How we provide information training and supervision to our workers;
• Our event reporting, recoding and investigation procedures, including notification of notifiable events to Worksafe NZ; 
• Our worker participation process; 
• Our emergency planning for our workplace(s); 
• How we provide and Maintain Personal Protective Equipment (PPE) to all workers; 
• Visible evidence of our system in operation.

3. Health and Safety Management 

Our Health and safety systems contains a set of Health and Safety Objectives (access to forms/checklists). These objectives help us manage our health and safety duties, ensure we implement our health and safety system effectively and demonstrate continuous improvement in occupational health and safety. 

We will use these objectives as a guide and each objective will be put in place progressively. 

Objectives will be reviewed at our monthly Health and Safety Meetings using the Health and safety Meeting Checklist. SSDOC2

4. Worker Engagement and Communication 

Appropriate communication will be established with all persons in our workplace to ensure all information regarding safety is passed on and that all workers have an opportunity to participate in all matters relating to safety. As a Person Conducting a Business or Undertaking (PCBU) we will engage with our workers to help us; 

• Identify hazards and assess risks 
• Make decisions about ways to Eliminate or Minimise risks; 
• Make decisions about the adequacy of our health and safety facilities; and 
• Decide on appropriate worker participation practices.

This will involve: 

• Sharing information on health and safety with our workers; 
• Allowing our workers to express their views, raise work health and safety issues and contribute to the decision making process; 
• Taking into account the views of workers; 
• Advising workers of the outcome of any discussions and decisions; and 
• Involving any Health and Safety Reps in our discussions. We will do this by 
• Inducting all workers to our Business and job site if required APP: RL 1 
• Discussing job based hazards and risk controls with workers;
•Ensuring workers have an opportunity to participate in health and safety via Toolbox Meetings and by having (where applicable) health and safety representatives;
• Holding monthly Health and Safety Meetings with management, workers and their representatives (as applicable); 
• Agreeing (as a group) on any required actions and documenting these in our Toolbox Meeting Checklist; and Distributing/making Safety Meeting outcomes available to all workers

We will do this by: 

• Inducting all workers to our Business and job site if required 
• Discussing job based hazards and risk controls with workers; 
• Ensuring workers have an opportunity to participate in health and safety via Toolbox Meetings and by having (where applicable) health and safety representatives; 
• Holding monthly Health and Safety Meetings with management, workers and their representatives (as applicable); 
• Agreeing (as a group) on any required actions and documenting these in our Toolbox Meeting Checklist; and Distributing/making Safety Meeting outcomes available to all workers.

5. Hazard Identification 

Seaside Renovation Hazards – the following hazards are usually present or have potential to occur at some stage during our work; 

• Visitors and Contractors 
• Trips and Slips 
• Machine operation 
• Electricity 
• Ladders 
• Plant & Equipment 
• Hazardous Substances 
• Power and Hand Tools 
• Airborne Contaminants 
• Lone Workers 
• Young/Inexperienced Workers 
• Drugs/Alcohol 
• Noise

6. Hazard Register 

Our Hazard Register SS DOC2 will be held in the workplace and used as a reference document. This will be regularly reviewed at our Monthly Health and Safety Meeting and new hazards added once identified. 

7. Risk Management 

Once hazards have been identified they will be assessed and controlled by eliminating or minimising any risks to health and safety. 

ELIMINATE – Where reasonably practicable, we will remove the chance of a hazard causing death, injury or illness. 

MINIMISE- Where we cannot eliminate the risk, we will as far as reasonably practicable reduce the chance of the hazard causing death, injury or illness by one or more of the following:

• Substitute (wholly or partly) the hazard creating the risk with something that creates a lesser risk; 
• Isolate the hazard from any person who could be exposed to it; and/or 
• Implement engineering controls. 

If the risk still remains we will further minimise the risk by using: 

• Administrative controls (such as safety procedures and checklists etc); and 
• Personal Protective Equipment (PPE). All actions to control the risk of a hazard causing death, injury or illness will be reviewed at our regular Toolbox and Health and Safety Meetings.

All actions to control the risk of a hazard causing death, injury or illness will be reviewed at our regular Toolbox and Health and Safety Meetings.

8. Information, Training and Supervision 

We will ensure all workers are sufficiently competent to do their work safely or are supervised by a competent person. 

We will ensure that all contractors are sufficiently competent and hold all the relevant qualifications for the work they are engaged to carry out. 

We will ensure workers receive adequate and readily understandable information, training, instruction and supervision relevant to the work they are doing. 

Inexperienced workers will be supervised at all times until they are deemed competent to carry out work unsupervised. 

Workers will also be trained in the safe use of equipment, including the use and maintenance of Personal Protective Equipment(PPE). 

We will maintain a record of worker training in our Training Plan and Register SSDOC3 and ensure it is updated regularly. 

Worker training needs will be discussed at Toolbox meetings and training scheduled as part of our ongoing up skilling programme. 

Any event (accidents, incidents or near misses) where training has been identified as a factor contributing to the event, will be raised and discussed at a health and safety Toolbox meeting.

9. Monitoring and Review 

We will ensure all workers are meeting the required standards of health and safety by conducting regular (eg weekly, fortnightly or monthly) Site Reviews and Health and safety toolbox meetings. 

Site review findings will be discussed with all workers at our regular Toolbox meetings SSDOC4 held at the workplace and where necessary any corrective procedures will be put in place. 

A monthly Health and safety meeting SSDOC5 will be held to review our health and safety practices and performance. We will discuss findings from our Site reviews, toolbox Meetings and any recorded accidents, incidents or near misses (events) and general health and safety matters. General health and safety matters will include reviewing existing hazards, worker training needs, PPE requirements, health monitoring, hazardous substances, plant and equipment other regulatory requirements.

10. Hazardous Substances

 As required by workplace regulations we will ensure that when using hazardous substances, no action or inaction by our workers causes an adverse effect to the environment or any harm to any person coming into contact with that substance. We will ensure the correct and safe use, handling, storage and transportation of hazardous substances. All hazardous substances held in our workplace will be recorded by type and quantity on our Hazardous Substance Register SSDOC6 We will ensure that the appropriate Safety Data Sheets (SDS) are held on site and are readily available in the event of an emergency.

11. Event Reporting and Recording 

We will ensure that there are suitable recording and reporting processes in place and that forms SSDOC7 are readily accessible. Workers are expected to report all injuries and near miss incidents to their site supervisor and the PCBU. Minor injuries and near miss incidents will be recorded in the event register. All notifiable events will be immediately reported to Worksafe NZ by the fastest means available. We will also report in writing within 48 hours using the prescribed form if required by Worksafe NZ.

12. Event Investigation 

We will investigate all accidents, incidents and near misses(events) to determine whether they were caused by hazards. Where applicable, we will also find out what risk controls were absent and should be put in place to manage any hazard and prevent a repeat of the same occurrence. Where required we will report back to Worksafe NZ on the prescribed form any system changes we’ve made as a result of an event. All persons present at the time of the event will be expected to assist in any review. Event investigation findings will be discussed at our Toolbox meetings and Monthly health and safety meetings and a remedial action plan will be put in place, recoded and reviewed at subsequent Health and Safety meetings. Emergency Procedures and First Aid We will provide a completed Emergency Evacuation Plan SSDOC8 for our workplace(s) and ensure it is available for our workers (and contractors) wherever they are doing work. 

The Supervisor or person in control of the workplace is responsible for ensuring that the Emergency Plan is kept up to date and that all workers (including contract workers) have read this and are familiar with its content. All works will be taken through the emergency plan as part of their Workplace Induction. 

As a PCBU we will ensure we provide up to date first aid equipment and facilities for health and safety in our work place. 

We will also ensure an adequate number of workers are trained to administer first aid or that our workers have access to a trained first aid person. Training needs will be discussed with workers at our regular Toolbox Meetings and training in our Training Plan & Register SSDOC4.

13. Notification of Hazardous Work 

Types of Notifiable Work 

Any construction work of one or more of the following kinds: 

• Work where workers could fall 5m or more 
• The erection or dismantling of scaffolds from which a person could fall 5m or more 
• Every excavation which is more than 1.5m deep and which is deeper than it is wide at the top 
• Any form of tunnel or drive where workers underground, irrespective of timbering or support 
• Those excavations where the excavated face is steeper than 1 horizontal to 2 vertical 
• Any construction work where explosives are used or stored 
• Work, such as diving, where construction workers breathe air or any other gas that has been compressed or is under pressure 
• Any construction work in connection with asbestos fibres 
• Lifts of half a tonne (500kg) or more (vertical distance of 5m or more) carried out by mechanical means other than by a mobile crane, excavator or forklift The requirement to Notify Worksafe NZ is defined in the Health & Safety at Work regulations Where hazardous work is to be carried out by our company, WorkSafe NZ will be informed in writing at least 24hrs prior to commencement of such work. Notification is completed online, via WorkSafe NZ’s website at http://www.business.govt.nz/worksafe/notifications-forms/particular-haz....... Confined Space Entry Confined Spaces as the current state of knowledge on confined space entry work 
• In New Zealand, entry into a permit-required confined space must comply with the standard which includes developing a written programme, issuing permits, assigning attendant(s), designating entrants and ensuring a means of rescue
• A confined space is: I. Any space that has limited or restricted means of entry or exit, II. Is large enough for a person to enter to perform tasks, and III. Is not designed or configured for continuous occupancy (eg A Utility tunnel, the inside of a switched off boiler, the inside of a fluid storage tank, a septic tank that has contained sewage, or a small underground electrical vault 
• Confined Spaces presenting special hazards to workers, including risks of toxic or asphyxiate gas accumulation, fires, falls, flooding and entrapment may be classified as requiring entry permits depending on the nature and severity 
• Permit required confined space has the three characteristics listed above (which define a confined space) and one or more of the following 

I. Contains or has the potential to contain a hazardous atmosphere 
II. Contains a material that has the potential for engulfing the entrant 
III. Has an internal configuration that might cause an entrant asphyxiated by inwardly converging walls or by a floor that slopes downward and tapers to a smaller cross-section 
IV. Contains any other recognized serious safety or health hazard 
V. In addition to the hazards posed by the design of the space, work activities can also pose serious safety hazards (noise, heat, vapors etc.) that must be taken into account when identifying safety measures that must be taken.

14. Safe Plant and Equipment 

We will ensure that all plant and equipment supplied to and used by workers is of the required standard and is in good working order with all safety mechanisms and guards intact. 

Where required, plant and equipment will have a Standard Operating Procedure(SOP) or manufacturers’ instructions containing information on its safe operation and maintenance.

If any plant or equipment is not in safe working order, it will be removed from service and repaired by a competent person before any further use. 

All plant and equipment will be recorded in the Plant and Equipment Register SSDOC9. It will be regularly checked and maintained. 

Workers will be made aware of their obligation (during induction) to regularly inspect plant and equipment and to immediately stop work and report to their supervisor, if any damage or fault poses a risk of death, injury or illness. All operators will be both trained and competent to use plant and equipment or supervised by someone who is trained and competent. 

Suitable training will be recorded on workers’ individual Training Plan and Registers. Plant and equipment will be raised as an agenda item and discussed at our Monthly Health and Safety Meetings SSDOC5.

15. Personal Protective Equipment (PPE) 

Where there is a need to further minimise a risk to health and safety we will ensure our workers are provided with the necessary Personal Protective Equipment (PPE) 

We will ensure the PPE provided to our workers is: 

• Suitable considering the nature of the work and any hazards; 
• A suitable size and fit and reasonably comfortable for our workers; 
• Compatible with other PPE; 
• Maintained, stored and repaired so that it continues to be effective (eg. Clean, hygienic and in good working order); 
• Used or worn by workers; and 
• Provided along with information, training, supervision, and instruction on the proper use, storage and maintenance of our PPE The PPE provided may include, but is not limited to, equipment such as steel toecap boots, overalls, gloves, dust masks, respirators, eye wear, hearing protection etc… PPE will be discussed at our regular Toolbox and Monthly H & S Meetings.

16. Health Monitoring 

As required in HSW Regulations, where there is the risk of a specific illness through exposure to hazards and these cannot be eliminated, we will minimise these risks by monitoring the health of our workers. 

Illnesses would include noise induced hearing loss, respiratory issues from exposure to hazardous atmospheres or airborne contaminants and other long-term illnesses such as asbestosis and silica dust related cancers developed in the workplace. 

We will be proactive in seeking approval and take responsibility for informing workers about health monitoring. We will also inform workers of the results of any health and safety monitoring undertaken to meet the risk management requirements of Regulations.

17. Service Contractors 

Service contractors shall supply all tools, consumables and equipment necessary for servicing machinery maintenance, security and insurance for these tools are the service persons responsibility. 

Any service person entering a site that Seaside Renovation and Painting  is subcontracting on must follow the principal’s induction and sign procedures. Service contractors shall be responsible for safety of their staff while on site and shall be accountable if their staff do any harm to any other person. 

Strict procedures will be established for the cleaning, maintenance or repair work. The employees must be trained in these procedures. As many parts of the machine as can be closed down will be closed down and procedures must be followed on every machine.

18. Hazard Identification and Risk Management

It is the responsibility of the workplace supervisor or worker in control to identify hazards and utilise their experience where able to put risk controls in place to Eliminate or Minimise hazards. All Hazards need to be recorded in a Hazard Register SSDOC2 and reviewed regularly and discussed in weekly Toolbox meetings. The appropriate risk controls will be put in place to ensure workers are protected from harm (death, injury or illness).

19. Task Analysis 

A Task Analysis (TA) is a task specific hazard identification and risk management process used for managing high risk hazards relevant to a specific task or a worker’s trade. High risk Hazards include but are not limited to: • Working at height; • Working in confined or restricted spaces; • Excavations; • Ladder use; and • Use of lifting equipment The workplace supervisor or worker in control will consult with other workers present and ensure a TA is completed for any high-risk work, prior to the start of the high-risk work.

20. Standard Operating Procedures

(SOPS) and Manufactures’ Instructions We will ensure that all major machinery operated or any high-risk work, including maintenance work, has a SOP, manufacturers’ instructions or both. These will document how to manage risks to health and safety, that relate to the work being done. The SOP or manufacturers’ instructions, will be discussed with all workers involved in the task or machine use and signed off by the manager as part of workplace training, prior to the commencement of any work.

21. Workplace Health and Safety Review 

Regular review on the workplace will be carried out, new hazards or poorly controlled hazards found during the review, that are a risk to health and safety, will be controlled immediately (eliminated or minimised) or work will stop and the matter reported to the appropriate supervisor or project manager. Work will not start again until the hazard has been adequately controlled. Workplace review findings will be discussed at Toolbox meetings soon after the review has taken place and at Monthly health and Safety meetings.

22. Toolbox Meetings 

Regular toolbox meetings will be carried out (weekly,fortnightly,monthly) All workers present at the time must attend the Toolbox meeting with attendees recorded in the Toolbox Meeting Checklist. 

Lone workers are also expected to use the Toolbox Meeting Checklist SSDOC4 to regularly review their own safety in the workplace Legal Obligations and Duties 

Every Person Conducting a Business or Undertaking (PCBU) must comply with Health and Safety Legislation.

23. Legal Obligations and Duties 

Every Person Conducting a Business or Undertaking (PCBU) must comply with Health and Safety Legislation. 

Duty to ensure the safety of workers and others As a PCBU you are required to ensure the safety of workers and others, so far as reasonably practicable. 

This includes workers who are employed or engaged by you, workers who are directed or influenced by you and any other person who enter your place of work or who put at risk by your work. To address your duties as a PCBU you must ensure you provide and maintain (as far as reasonably practicable):

• A work environment without risks to health and safety; 
• Safe plant and structures; 
• Safe systems of work; 
• The safe use, handling and storage of substances; 
• Adequate facilities for welfare at work of workers; 
• Any information, training, instruction, or supervision that is necessary to protect all persons from risks relating to the work they are doing;
• Monitoring the health of your workers and the conditions at the workplace to prevent illness or injury; and 
• You must also maintain any premises so that a worker occupying the premises is not exposed to risk 

EVERY worker shall ensure that the worker:

a) Takes all responsibly practicable precautions to prevent the risk of injury or illness to the worker, the fellow workers, the public or the environment; 

b) Does not interfere with or damage any safety device, protective equipment or other thing, provided in the interest of safety or health for use (whether used on a regular basis or used only if a particular event or situation arises) by the worker or workers of a class or description to which the worker belongs; 

c) Remedies any event or situation (within the worker’s power and authority to remedy) that the worker believes to pose a risk of injury or illness to the worker, fellow workers, the public or the environment; 

d) Does not interfere with, damage, or modify any plant or substance in the workplace as to pose a risk, injury or illness to the worker, fellow workers, the public or the environment; 

e) Complies with every lawful direction of an Assessor; 

f) Does not unreasonably obstruct or hinder any person exercising a power given by this Act or by any regulations made under it; 

g) Does not unreasonably obstruct or hinder any safety committee or safety representative;

EVERY worker shall take all reasonably practicable steps to ensure that the worker; 

a) Reports to the worker’s employer or immediate supervisor any event or situation that the worker believes to be hazardous to the worker, fellow workers, the public or the environment 

b) Uses correctly all safety devises, protective equipment, and other things, provided in the interest of safety or health / or use (whether used on a regular basis or used only if a particular event or situation arises) by the worker or workers of a class or description to which the worker belongs; 

c) Uses and processes correctly every plant and substance that the worker uses or processes This section places responsibility on the employees to comply with the Health and Safety at work Act 2015l or face the prospect of legal consequence

24. Related Documents & Legislation

1. SSDOC1– Induction Checklist 
2. SSDOC1A – Induction Register 
3. SSDOC2 – Hazard Register 
4. SSDOC3– Training Register 
5. SSSDOC4 – Toolbox Meetings 
6. SSCDOC5 – H & S Meeting 
7. SSDOC6 Hazardous Substances 
8. SSDOC7– Accident/Incident Report 
9. SSDOC8 - Emergency Evacuation Plan 
10. SSEDOC9 – Plant and Equipment Register 
11. SSDOC10 – First Aid kit/ Fire extinguisher Log
12.SSDOC11 - Environmental Policy

Approved Codes of Practice and Guidelines 

1. Noise in the workplace 
2. Hazardous substances 
3. Manual Handling . 
4. Power operated elevated work platforms 
5. Rigging for load lifting Health and Safety Guidelines 
6. A principal’s guide to contracting 
7. Best practise guide for working at height 
8. Respiratory protection 

These documents and related fact sheets can be viewed on Worksafe NZ’s web site at the following link: http://www.business.govt.nz/worksafe/information-guidance/guidance-by-in.

Legislation Health and Safety at work act 2015 Health and Safety at work (General Risk and Workplace Management) Regulations