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OWNER Shows Director
AUTHOR Health & Safety Officer
DOCUMENT REF. MR2DC/H&S/2
ISSUE Issue 1 Version 1
LOCATION All Regions
DATE 22 February 2015

 

Table of Contents

1 Health and Safety Management System.

1.1 Purpose of the System.
1.2 Our Principles.
1.3 Objectives of the System.
1.4 Implementing our policy

2 Health and Safety Policy and Objectives.

2.1 Health & Safety Policy Statement.
2.2 Policy for All.
2.3 Objectives and Targets.
2.4 Risk Assessment.
2.5 Health & Safety management Systems Review.

3. Organisation and Responsibilities

3.1 The Shows Director.
3.2 The Director Responsible.
3.3 The Health & Safety Co-ordinator.
3.4 Directors, Managers and Regional Co-ordinators
3.5 Regional Co-ordinators
3.6 Members

4. MR2Drivers’ Club Ltd Health & Safety Management System

4.1 Scope
4.2 Health and Safety Policy Document

5. Operating Procedures

5.1 Vehicles
5.2 Shows and events

6. Reporting

7. Health and Safety Procedures

Appendix 1 Risk Assessment outdoor shows (example).
Appendix 2 Risk Assessment indoor shows (example).
Appendix 3 Accident and near miss reporting form.
Appendix 4 Incident reporting form
Appendix 5 Statement form

 

1. Health and Safety Management System

1.1 Purpose of the System

The MR2 Drivers’ Club Ltd (here after called ‘The Club’) recognises that all its activities will interact with and have some effect, either positive or negative, on the world at large.

Further, the Club recognises that the management of Health and Safety in the organisation of shows and events is an integral part of ensuring the health and safety of all who come into contact with actions sponsored by the company.

The Club has therefore developed and will maintain a Health and Safety Policy and Management System (this document) which are designed to minimise the likely impact of its activities upon Club members and members of the public or others who might otherwise be affected by its undertakings.

1.2 Our Principles

Our Health and Safety Policy and Management System are based on the following principles: -

  • • We establish and maintain standards which incorporate good practice, these are our health and safety protocols.
  • • We provide safe systems of work and practices for all our members.
  • • We require our members to exercise personal responsibility for the health and safety of themselves and others.
  • • We communicate with, and involve our members on issues affecting their health and safety.
  • • We will review standards regularly to encourage a continuously improving Health and Safety performance.
  • • We protect all those who come into contact with our operations against risk to their health and safety.

 

1.3 Objectives of the System

To achieve a high level of performance with regard to the management of Health and Safety whilst engaged in Club activities.

To identify the health and safety aspects arising from the organisation’s past, existing or planned activities, processes or services and to determine the relative significance of these aspects.

To identify any regulatory requirements, which may impact upon the Club’s activities and identify what must be undertaken to achieve legislative compliance.

To establish a structure, programmes and processes to implement and maintain the Policy and achieve its objectives.

To facilitate planning, control, monitoring, corrective action, auditing and review of activities to ensure both that the Policy is complied with and that the Health and Safety Management System remains appropriate.

To identify priorities and set appropriate health and safety objectives and targets in line with the costs associated with any of the work identified through the above to give consideration as to how these issues may be best resolved within the overall Club’s objectives and plans.

To ensure adequate member knowledge, skills and competence levels with regard to the Club’s health and safety standards.

To involve members at all levels in the health and safety management process through effective communication and consultation.

To ensure continual and cost-effective improvement through periodic and on-going monitoring, measuring and review.

1.4 Implementing our Policy

The Shows Director of the MR2 Driver’ Club is responsible for integrating Health and Safety into the management systems. The key elements include: -

  • • Health and safety policies which are effectively implemented and are considered in business practice and decision making alongside other issues.
  • • The definition of roles and responsibilities.
  • • The co-operation and communication of members and others who interface with the MR2 Drivers’ Club.
  • • Hazard identification and risk assessment associated with Show or Event activities.
  • • Regular reporting of Health and Safety performance.
  • • Ongoing audit and performance reviews.

 

Effective management of Health and Safety ensures continuous improvement and the long term success of the MR2 Drivers’ Club.

We can only achieve our goals by all of us exercising personal responsibility.

2. Health and Safety Policy and Objectives

2.1 Health and Safety Policy Statement

The Club recognise the importance of creating a safe environment for all our members, and am committed to establishing, maintaining and improving standards of performance within our businesses. Clearly Health and Safety issues are an integral part of how we manage performance in these areas.

By implementing the Health and Safety Management Systems described in this document we will protect the health and safety of our members and the public in general who come into contact with our activities. This document supports out our Health and Safety Policy and philosophy and explains the arrangements for their implementation within the areas of responsibility. A copy of the Policy is given as Attachment 1 of this document

The club will aim for a zero accident rate by providing and complying with a Safety Policy, Procedures and Risk Assessments to which all members are party and which are regularly monitored.

The Club will establish and maintain standards, which incorporate good practice.

The Club's policies and procedures are available for view on the company's website at www.mr2dc.com/index.php/page/cat/health-and-safety Changes to any policy or procedure will be communicated to staff by electronic medium,

The Company Health and Safety Policy will be reviewed on an annual basis or if significant legislative changes occur to encourage a continuously improving Health and Safety performance.

2.2 Policy for All

The Health and Safety policy for the Club is to ensure that our activities, wherever we operate, are carried out safely, and in a manner which protects the health of our members, and the public in general.

2.3 Objectives and Targets

The objectives, which have been set for achieving continual improvement in Health and Safety performance of the Company, are reviewed on an annual basis and translated into Health and Safety Action Plans.

2.4 Risk Assessment

Risk assessment will be undertaken to identify hazards and risks that may affect the Club, its members and any person coming into contact with a Club activity.

2.5 Health and Safety Management System Review

The Club's Health and Safety Management System will be reviewed at least annually to ensure that it remains current and relevant to the Club’s business operations.

A record of all Health and Safety Management System reviews will be maintained.

3. Organisation and Responsibilities

3.1 The Shows Director

The Shows Director is responsible for the approval of the Club's Health and Safety Policy and is accountable for the management of the Health and Safety Management System.

3.2 The Director responsible

Irrespective of other responsibilities the Director responsible has responsibility and authority for ensuring that the decisions of the Board with respect to the Club's Health and Safety Management programme are implemented and that members are made aware of all issues relevant to the company’s Health and Safety Management programme.

3.3 The Health & Safety Officer

The Company Health & Safety Officer is appointed by the Director responsible for Health and Safety. Irrespective of other responsibilities the Health & Safety Officer is responsible for the following:

  • • Ensuring that the Health and Safety Management System (HSMS) requirements are established, implemented and maintained to the criteria contained in the OHSAS 18001 standard;
  • • Responding to and maintaining records with regard to Health and Safety communications.
  • • Authorisation of these procedures and the associated operating procedures and HSMS protocols;
  • • Advising the Director responsible on the implementation of the HSMS and maintenance of compliance with the standard;
  • • Reviewing Company Health and Safety Action Plan Objectives, discussing and agreeing these objectives with the Company’s representatives.
  • • Scheduling internal Health and Safety audits, ensuring that they are carried out by suitable auditors and maintaining audit records;
  • • Maintaining the records
  • • Carrying out the Health and Safety Reviews

 

3.4 Directors, Managers and Regional Co-Ordinators

  • • Ensuring that Health & Safety is included as a significant part of the planning at meetings held within their area of responsibility when organising any show, event or any activity sponsored by the Club.
  • • Requiring feedback from managers and Regional Co-Ordinators regarding progress made against Club's Health & Safety Action Plans within their areas and prompting further action where targets are not met.
  • • Overseeing the application of HSMS protocols throughout the Club;
  • • To receive at MR2 Drivers’ Club Board meetings, Health & Safety accident statistics on a quarterly basis.

 

3.5 Regional Co-Ordinators

  • • Ensuring that Health and Safety is included as a part of the agenda at meetings held within their area.
  • • Undertake risk assessments for each Show or Event or any activity sponsored by the Club and ensure that any systems and protective measures are both appropriate and effective.
  • • Identify hazards and risks when setting up a show or an event, putting them right and encouraging employees to do the same.
  • • Ensure that proper job instruction is provided for each task assigned to members prior to that task being undertaken.
  • • Provide details of any accident or incident occurring during events or shows under their control.
  • • When organising a show or event at a third party’s buildings, request to be informed of the building's Health and Safety rules or special requirements.

 

3.6 Members

All members are legally required to co-operate with the Club in the implementation of safe working codes, practices, and procedures and to observe the MR2 Drivers’ Club’s Health and Safety policy. The Club actively encourages member participation with respect to Health and Safety matters.

Members who undertake to organise a Show or an Event must follow the same guidelines as those of the Regional Co-Ordinator in the organising of such functions.

In addition all members shall:-

  • • Act individually and collectively to ensure a safe and healthy working environment at all club functions.
  • • Take reasonable care for the Health and Safety of themselves and any other persons who may be affected by their acts or omissions.
  • • Carry out all instructions on matters of Health, Safety and Welfare.
  • • Report to the organiser responsible any departure from the Health and Safety Policy, including any hazard or malfunction of equipment.
  • • Ensure that in the course of their activities all reasonable steps are taken to safeguard the health and safety of members, the general public and all other persons.
  • • Bring to the attention of their Regional Co-Ordinator or Show/Event organiser any matter they consider has a bearing on Health and Safety at the function.
  • • Conduct themselves safely whilst at Shows or Events and refrain from any horseplay.
  • • Report all accidents, incidents and near misses to their Regional Co-Ordinator or Show/Event organiser and fill out the necessary paperwork for such an occurrence.
  • • Members will not misuse or interfere with any safety equipment, device or anything provided in the interest of Health and Safety or welfare and will report any defect or deficiency in the said equipment or device.
  • • Members should not make statements to the media or other outside agencies but refer them to the Shows Director whom will be the sole spokesman for the Club.

 

4. MR2 Drivers’ Club Ltd, Health and Safety Management System

4.1 Management System

The MR2 Drivers’ Club Ltd Health and Safety management system described in this document, is based on protocols and in line with health and safety best practices. The system is based on: -

  • • The MR2 Drivers’ Club Ltd Health and Safety Policy, which is itself supported by an annual health and safety plan.
  • • The involvement of Directors, Managers, Regional Co-Ordinators and their assistants in the health and safety management system.
  • • In addition to risk assessment, other health and safety matters are covered in the detailed plan.
  • • All accidents and near misses will be reported using the necessary forms and forwarded to the Health and Safety Officer and the Board.
  • • Accident reports will be investigated and any appropriate action taken.
  • • The Health and Safety Management Plan will be reviewed annually by the Shows Director and the Health & Safety Co-ordinator.

 

The Health and Safety management system will be supported by a series of procedures and practices. These are shown below.

4.2 Scope

The implementation of the Management System is detailed below. This is not intended to be exhaustive and may be amended as required in the interest of members or any future legislation.

5. Operating Procedure

5.1 Vehicles

All vehicles taking part in Club sponsored events must be in a roadworthy condition and comply with the legal requirement regarding insurance, road fund licence and MoT certificates.

Where the event involves driving on public roads all drivers will ensure that they travel within the locally authorised speed limits and in accordance with the Road Traffic Act.

5.2 Shows and Events

Whenever a show or an event is attended the responsible person organising the event must carry out a Risk Assessment of the area to be used by the Club for displaying vehicles.

Non Club members wishing to display their vehicle in the Club’s allotted area should be made aware that they are not covered by the Club’s insurance policy.

Non-members may be invited to display on a single occasion to gauge their feeling as to whether to join the club but if they wish to take part in any future shows or events then they must become a bona fide Club member.

Should any member wish to use any heating or cooking equipment then they must ensure that a fire extinguisher is available and that they are cognisant with the operation of such equipment. Heating or cooking equipment may only be used on events advertised by the Club as such, and with the express permission of the Show’s main organiser.

A risk assessment shall be prepared for each Show or Event or any activity sponsored by the Club and ensure that any systems and protective measures are both appropriate and effective. The Desk top assessments given in Attachments 2 and 3 are provided for guidance purposes.

6. Reporting

  • • The Club will maintain an activity programme, which will be reviewed quarterly by the Shows Director and the Health & Safety Officer. A record of the review will be maintained.
  • • All levels of risk assessment will be documented, especially those involving Show or Events. A Risk Assessment will be carried out by the responsible organiser and a copy forwarded to the Club’s Health and Safety Co-ordinator on each occasion.
  • • Should anything untoward occur within the Club’s allotted area then the appropriate forms should be completed and forwarded to the Health and Safety Officer at healthandsafety@mr2dc.com . This will include Near Misses and Accident reporting forms. Statements from all witnessing personnel should be included. Copies of the appropriate reporting form(s) given in Attachments 4, 5 and 6.
  • • Health & Safety will be an agenda item on any meeting concerning the operation of the Club.
  • • In the event of an incident, which attracts the attention of the media or other outside agencies, staff should in the first instance refer all queries to the Shows Director.

 

7. Health and Safety Procedures

Please see separate documents (available on request) on the following: -

Appendix 1

Risk Assessment document Indoor Shows.

Appendix 2

Risk Assessment document Outdoor Shows.

Appendix 3

Accident and Near Miss reporting Form

Appendix 4

Incident Reporting Form.

Appendix 5

Statement Form.

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