Telecom Safety Statement

Health and Safety Policy Manual of 32 SMS 1 Version: 3.0 Approved: 7th November 2012

ESB Telecoms Ltd. Safety Management System

Review: 12 monthly

Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use

ESB Telecoms Ltd.

HEALTH AND SAFETY POLICY MANUAL

SMS 1

Produced by: Peter Gregg

Reviewed and Validated by: Date: Revision No.:

Peter Gregg 10th

August 09 1.0

Peter Gregg 30th

September 09 1.1

Peter Gregg 19th

October 09 1.2

Peter Gregg 7th

December 09 1.3

Peter Gregg 19th

May 10 1.4

Peter Gregg 7th

September 10 2.0

Peter Gregg 14th

February 11 2.1

Peter Gregg 7th

July 11 2.2

Peter Gregg 9th

August 11 2.3

Peter Gregg 3rd

November 11 2.4

Peter Gregg 17th

April 2012 2.5

Peter Gregg 3rd

May 2012 2.6

Peter Gregg 18th

July 2012 2.7

Peter Gregg 7th

November 2012 3.0

Latest Revision Approved by:

Rory McGowanRory McGowanRory McGowanRory McGowan Manager,

ESB Telecoms Ltd.



Review: 12 monthly


CONTENTS

1 OCCUPATIONAL HEALTH & SAFETY POLICY

1.1 Overview

1.2 Scope of Activities Covered by Safety Management System

1.3 ESB Corporate Safety & Health Statement

1.4 ESB Telecoms Ltd Health and Safety Policy Declaration

1.5 Requirements under Safety Legislation

2 HAZARD IDENTIFICATION, RISK ASSESSMENT &

DETERMINING CONTROLS

2.1 Overview

2.2 Risk Assessment Procedure

3 LEGAL AND OTHER REQUIREMENTS

EVALUATION OF COMPLIANCE

3.1 Overview

3.2 Compliance with Health and Safety Legislation

3.3 ESB Telecoms Ltd Site Safety

3.4 Control of Hazardous Substances

4 OBJECTIVES AND PROGRAMMES

4.1 Overview

4.2 Local Objectives and Safety Improvement Plan

4.3 Corporate Health and Safety Policies and Programmes



Review: 12 monthly


5 RESOURCES, ROLES AND RESPONSIBILITY, ACCOUNTABILITY

AND AUTHORITY

5.1 Overview

5.2 Roles and Responsibilities of the Management Team

5.3 Responsibilities of Staff

5.4 Responsibilities of Operators and Contractors

5.5 Resources

6 COMPETENCE, TRAINING AND AWARENESS

6.1 Overview

6.2 Management of Health and Safety Related Training

6.3 Records of Health and Safety Related Training

6.4 ESB Competence Approvals

6.5 Contractor Records

7 COMMUNICATION, PARTICIPATION AND CONSULTATION

7.1 Overview

7.2 Telecoms Health and Safety Committee

7.3 Safety & Health Alerts and Safety Updates

7.4 Contractor & Operator Meetings

7.5 Communications with External Regulatory Safety Bodies

7.6 Staff Safety Representative

7.7 SMS 1 (Safety Statement) Briefing

8 CONTROL OF DOCUMENTATION AND RECORDS



Review: 12 monthly


8.1 Overview

8.2 Document and Record Control Procedure

9 OPERATIONAL CONTROL

9.1 Overview

9.2 Contractor Approval

9.3 Infrastructure Management

9.4 Procedures & Work Aids

9.5 Telecommunication Site Safety Files

9.6 Office Work Management

9.7 Driving Policy

10 EMERGENCY PREPAREDNESS AND RESPONSE

10.1 Overview

10.2 Telecommunication Site Emergency Response Procedures

10.3 Office Emergency Response Procedures

11 PERFORMANCE MEASUREMENT AND MONITORING

11.1 Overview

11.2 Safety Monitoring Meetings

11.3 Non Ionising Radiation Checks

12 INCIDENT INVESTIGATION, NON-CONFORMITY, CORRECTIVE

ACTION AND PREVENTIVE ACTION

12.1 Overview



Review: 12 monthly


12.2 Non-conformity, Corrective and Preventive Action

(Health and Safety Action Tracker)

12.3 Accident Reporting & Register

12.4 Near Misses, Unsafe Conditions and Dangerous Occurrences

12.5 Good Catch

13 AUDIT

13.1 Overview

13.2 External OHSAS 18001 Audits

13.3 Internal OHSAS 18001 Audits

13.4 Behavioural Safety Audits

13.5 Telecommunication Site Safety Audits

13.6 Premise Audits

14 ANNUAL MANAGEMENT REVIEW

14.1 Overview

14.2 Annual Safety Management Review



Review: 12 monthly


DEFINITIONS

Safety Files: means the location where all records of a telecommunication

site shall be kept and maintained.

Competent Person: means that the person is deemed to possess sufficient

training, experience and knowledge appropriate to the

nature of the work to be undertaken.

ESB Competency Approvals: means the approval level given to an individual to whom he or

she can undertake work activities on or in the vicinity of ESB

Network systems.

Premises: means a location within ESB property that ESB Telecoms Ltd

staff may work within on a permanent or other basis.

Site: means the location where ESB Telecoms Ltd telecommunication

equipment is present

Work Activity: means an issued task of work that is undertaken by ESB

Telecoms Ltd staff and/or their approved contractors

Safety Extranet: means a web based application that contains ESB Telecoms Ltd

telecommunication site safety files, contractor management

systems and work requests

Folders: means the location where safety or other relevant information is

contained either in soft or hard copies

The purpose of this type of box located throughout the SMS document is to

highlight issues that need to be reviewed at the Annual Safety Management

Review Meeting (Section 14)

All relevant documentation is managed within the Safety folders on the ESB Telecoms

share drive in accordance with a Local Procedure (See SMS 1 Section 8.2).

OHSAS Clauses:

The title of each Section in this Health and Safety Policy Manual contains a reference in

brackets to the corresponding clause of OHSAS 18001:2007

e.g. 1 POLICY {Clause 4.1 and 4.2}



Review: 12 monthly


1 OCCUPATIONAL HEALTH & SAFETY POLICY {Clause 4.1 and 4.2}

1.1 Overview

This document (SMS 1) outlines a framework for the management and

continual improvement of health and safety within ESB Telecoms Ltd. whose

main office is located at Ground Floor, B Block, ESB Head Office, 27 Lower

Fitzwilliam Street, Dublin 2.

It functions as:

(1) The Health and Safety Policy Manual (in Folder SMS 1.1) of the

ESB Telecoms Ltd. Safety Management System.

(2) The ESB Telecoms Ltd. Safety Statement required under the Safety

Health and Welfare at Work Act 2005.

This SMS 1 document is supported by other safety related documents and

records, including a system of written risk assessment. This combination of

documents and records is referred to as the ESB Telecoms Ltd. Safety

Management System (SMS) which is designed to meet the requirements of

Standard Recommendation Occupational Health and Safety Assessment Series:

S.R. OHSAS 18001:2007.

It is divided into 14 separate Sections, each of which is supported by a

corresponding Folder (SMS 1 to SMS 14). These folders are sub divided to

reference the major safety critical items relevant to each section.

Each Section/Folder corresponds with an item in the generic Safety

Management System structure shown in Figure 1 (and detailed in the Section

headings of this document)

A summary of the contents of this Safety Statement are communicated to staff

on an annual basis. A record of this communication is held by the Safety and

Health Manager.

Section 1 of this document includes the specific health and safety policy of ESB

Telecoms Ltd. that has been approved by the Manager, ESB Telecoms Ltd.

Health and safety objectives based on this policy are contained in Section 4.

This Health and Safety Policy Manual is reviewed prior to the Annual

Safety Management Review Meeting (Section 14) during which any

necessary changes are agreed.

Section 1 of this document is supported by Folder SMS 1.



Review: 12 monthly


Figure 1

SMS 10: Emergency Preparedness and Response

SMS 5: Resources, Roles and Responsibilities

SMS 9: Operational Control

SMS 8: Document and Record Management

SMS 6: Competence, Training and Awareness

SMS 7: Communication, Participation,

Consultation and

IMPLEMENTATION AND OPERATION

SMS 2: Risk Assessment

SMS 3: Legal and Other Requirements

SMS 4: Objectives and Programmes

PLANNING

SMS 11: Performance Measurement and

Monitoring

SMS 12: Incident, Non-conformity, Corrective and

Preventive Action

SMS 13: Audit

CHECKING AND CORRECTIVE/PREVENTIVE

ACTION

SMS 14: Management Review

MANAGEMENT REVIEW

POLICY

SMS 1: Policy



Review: 12 monthly


1.2 Scope of Activities Covered by the Safety Management System

The activities covered by the ESB Telecoms Ltd. Safety Management System

are:

� Management of the construction, installation, maintenance and operation

of telecommunications infrastructure and equipment.

� Monitoring and observing the construction of telecommunications

infrastructure and equipment carried out by others.

� Office based activities.

The scope of ESB Telecoms Ltd activities is contained in the Scope ESB Telecoms Ltd Activities document in Sub-folder SMS 1.2

The description of ESB Telecoms Ltd. and the activities covered by the

Safety Management System is reviewed prior to the Annual Safety

Management Review Meeting (see Section 14) during which any


1.3 ESB Corporate Safety and Health Statements

ESB Telecoms Ltd is part of ESB and sits within the ESB Innovation Group. It

shall take account of the Health & Safety requirements of both ESB and

Innovation Group.

The ESB Group Policy & Framework Safety Statement is located in the

ESBNet Group Policies folder



Review: 12 monthly


1.4 ESB Telecoms Ltd Health and Safety Policy Declaration

ESB Telecoms Ltd

Health and Safety Policy Declaration

ESB Telecoms Ltd is fully committed to having a safe and healthy working environment

for all employees, contractors, customers and others who are required to work at ESB

Telecoms Ltd locations including the general public, who might be affected by its

activities.

Health and Safety are core values of our business and are integral parts of how we manage

our business to ensure safe working environment.

Responsibility rests with all staff to ensure that work places are safe and that tasks and

activities are carried out safely in accordance with correct procedures and methods.

ESB Telecoms Ltd, is committed to:

- Implementing the highest standards of health and safety management and making

continual improvement.

- Complying with all legal and regulatory health and safety obligations and

standards.

- Setting, implementing and reviewing all health and safety objectives using this

policy as a basis.

- Promoting an open and proactive health and safety culture with the full

involvement of all our people and all our stakeholders.

Our goal is to prevent all accidents and resulting injuries. Each of us has the duty of care

and individual responsibility to act immediately to prevent unsafe acts or conditions. If

any task is not safe, we do not do it.

It is ESB Telecoms Ltd, policy to assess all risks. We communicate the required safety

standards and behaviours in a clear and unambiguous manner. We provide all necessary

training, systems, and procedures to support and continuously audit safety performance

and to take corrective action as appropriate.

We recognise that a healthy workforce contributes to business success.

Compliance with ESB Telecoms Ltd Health & Safety policy is a line management

responsibility. Employees have a duty to co-operate in implementing the health and safety

policy.

This policy declaration is communicated to staff, displayed in key locations within our

main office and communicated to our Customers and Contractors.

Rory McGowanRory McGowanRory McGowanRory McGowan Rory McGowan

Manager, ESB Telecoms Ltd.

Date: 7th

November 2012



Review: 12 monthly


The ESB Telecoms Ltd. Health and Safety Policy Declaration are

reviewed at each Annual Safety Management Review Meeting (Section

14) during which any necessary action is identified and programmed.

The Safety and Health Statement Policy Declaration is located in SMS Sub Folder 1.4

1.5 Requirements under Safety Legislation

ESB Telecoms Ltd. is obliged to commit to:

1 Providing adequate resources to ensure, so far as is reasonably practicable,

the safety health and welfare of staff.

2 Managing and conducting work in a manner that ensures, so far as is

reasonably practicable, the safety health and welfare of staff and other

persons at the place of work.

3 Preventing improper conduct during work that is likely to put the safety,

health or welfare of persons at risk.

4 The design, provision and maintenance of a place of work that is, as far as is

reasonably practicable, safe and without risk to health.

5 The design, provision and maintenance of safe means of access and egress,

in so far as is reasonably practicable.

6 The design, provision and maintenance of plant and machinery that are, as

far as is reasonably practicable, safe and without risk to health.

7 Ensuring, so far as is reasonably practicable, safety and preventing risk to

health from any article, substance, noise, vibration, non-ionising radiation or

other physical agent.

8 The provision of systems of work that are, as far as is reasonably practicable,

safe and without risk to health.

9 The provision and maintenance of welfare facilities for staff.

10 The provision of information, instruction, training and supervision to ensure,

as far as is reasonably practicable, the safety, health and welfare of staff.

11 The identification of hazards, the assessment of risk and the provision of

appropriate control measures that take account of changing circumstances

and the statutory Principles of Prevention.

12 The provision of suitable personal protective equipment.

13 The provision of emergency plans.

14 The reporting of accidents and dangerous occurrences to the Health and

Safety Authority as required by Irish Safety Legislation.

15 Provision of the services of competent persons to advise and assist

management in securing the safety, health and welfare at work of staff.

16 The appointment of competent persons to ensure that construction projects

are designed constructed and can be maintained safely and without risk to

health.

17 Facilitating the selection by staff of a Safety Representative.

18 Consultation with staff on matters of safety, health and welfare at work

through the Safety Committee and the Safety Representative.



Review: 12 monthly


2 HAZARD IDENTIFICATION, RISK ASSESSMENT & DETERMINING

CONTROLS {Clause 4.3.1}

2.1 Overview

Section 2 covers the policy and procedures for the identification of hazards,

assessment of risk and the recording and communication of risk assessments.

Risk control measures in ESB Telecoms Ltd. have been built up over many

years experience and are continually improved through risk assessment. They

are managed at three levels within the ESB Telecoms Ltd. Safety Management

System:

(a) Legal and Other Requirements which cover control measures applying

throughout ESB Telecoms Ltd.

(b) A Risk Assessment Procedure which covers the assessment of overall risks

in ESB Telecoms Ltd.

(c) ESB Corporate risk assessment directives

Section 2 is supported by Folder SMS 2.

2.2 Risk Assessment Procedure

The identification of hazards, the assessment of risks and the reduction of risks

to a tolerable level are carried out in accordance with the ESB Telecoms Ltd

SMS 2.2 Risk Assessment Procedure which is available in SMS Sub Folder 2.2

Comprehensive lists of generic hazards and risk assessments have been

developed within ESB Telecoms Ltd.

These are identified in the Risk Assessment Register held in the Risk

Assessment folder in the Telecoms share drive

Site specific risk assessments are available within the Safety Extranet and located on site within a safety document box. Premises and Work Activity risk assessments are available in the Risk Assessment folder in the Telecoms share drive.

The Safety Manager sets yearly targets within the Safety Improvement Plan for

the review of key risk assessments affecting ESB Telecoms Ltd business.

The results of the various Risk Assessments are considered at the Monthly

Safety Monitoring Meetings (Section 11.2).



Review: 12 monthly


The effectiveness of the risk assessment programme is evaluated at the

Safety Management Review Meeting (Section 14) when health and safety

objectives are set. Any necessary action is identified and programmed.

3 LEGAL AND OTHER REQUIREMENTS {Clause 4.3.2}

EVALUATION OF COMPLIANCE {Clause 4.5.2}

3.1 Overview

Section 3 covers evaluation of compliance of ESB Telecoms Ltd. with

applicable safety, health and welfare legislation and other requirements.

The Safety & Health Manager, as the Competent Person, is responsible for

evaluating the requirements of applicable safety, health and welfare legislation

and advising line management on their responsibility to ensure compliance.

Legal and other requirements are communicated to staff and other interested

parties through Section 7 “Communication, Participation and Consultation”.

Changes to Legal and Other Requirements are identified by the Safety

and Health Manager and Safety Officer on an ongoing basis. Significant

changes are evaluated prior to the Annual Management Review Meeting

(Section 14), during which any necessary action is agreed and

programmed.


3.2 Compliance with Health and Safety Legislation

ESB Telecoms Ltd. is committed to complying with all applicable safety, health

and welfare legislation.

ESB Telecoms Ltd. has engaged an external contractor to provide a Health and

Safety Legislative and Regulatory Compliance Assessment.

On an ongoing basis ESB Telecoms Ltd utilise an on-line Register of

Legislation to identify changes to legislation, as they arise.

Log on details for the Register of Legislation are available in SMS Sub-Folder

3.2

Risk assessments are updated by the Safety and Health Manager or Safety &

Health Officer to take account of these changes.

The Safety and Health Manager will be responsible for communication of

the above information, and will advise ESB Telecoms Ltd. management

of all relevant requirements.



Review: 12 monthly


The evaluation of compliance with applicable legislation, in terms of

implementation of preventive controls, is achieved through combinations of

behaviour audits, premises audits, site audits and OHSAS internal audits.

(See SMS Section 13 ).

Non-compliances and corrective or preventive actions are monitored using the

Safety Action Tracker (See SMS Section 12.2) and form part of the agenda for

the Monthly Safety Monitoring Meetings.

Copies of the Safety, Health and Welfare Legal Compliance Assessment

Reports are held in SMS Sub Folder 3.2

3.3 ESB Telecoms Ltd. Site Safety

All personnel entering telecommunication sites owned and/or managed by ESB

Telecoms Ltd. must comply with all applicable safety, health and welfare

legislation and with the requirements of ESB Telecoms Ltd. Safety Guidelines.

The ESB Telecoms Ltd Safety Guidelines is available in SMS Sub Folder 3.3 and in the ESB Telecoms Safety Extranet - Procedure & Work Aid Section

3.4 Control of Hazardous Substances

An inventory of Safety Data Sheets for hazardous substances approved for use

in ESB is provided through the ESB Intranet Control of Hazardous

Substances System (COHS).

4 OBJECTIVES AND PROGRAMMES {Clause 4.3.3 and 4.3.4}

4.1 Overview

Section 4 covers the health and safety objectives of ESB Telecoms Ltd. and the

programmes used to achieve these objectives.


4.2 ESB Telecoms Ltd Safety Objectives and Safety & Health Improvement

Plan

The health and safety improvement objectives of ESB Telecoms Ltd. are

identified within the ESB Telecoms Ltd Safety & Health Improvement Plan.



Review: 12 monthly


The Safety & Health Improvement Plan is designed to support the safety,

health and welfare policies set out in the Safety Policy Declaration in

Section 1.1.

It is drawn up by the Safety and Health Manager, certified by the Manager

& approved by the Telecoms Safety Committee.

The ESB Telecoms Ltd Safety & Health Improvement Plan is reviewed

monthly at the ESB Telecoms Health & Safety Committee meeting and at

the ESB Telecoms Ltd Management meeting.

The ESB Telecoms Ltd. Safety Improvement Plan is reviewed at each

monthly management meeting during which any necessary changes

are agreed and programmed.

The ESB Telecoms Ltd. Safety & Health Improvement Plan is available in the SMS Sub-folder 4.2

4.3 Corporate Health and Safety Policies and Programmes

Health and Safety related Policies and other relevant ESB programmes which

are developed by ESB Corporate Centre, apply to ESB Telecoms Ltd. staff and

are implemented as required.

Details are contained within the ESB Telecoms Ltd Safety & Health

Improvement Plan in Section 4.2

Details of ESB Health Services are available on the ESB Intranet.

5 RESOURCES, ROLES, RESPONSIBILITY, ACCOUNTABILITY AND

AUTHORITY {Clause 4.4.1}

5.1 Overview

Section 5 covers the general roles and responsibilities for safety and health and

the resources available to the management team in discharging these

responsibilities.


5.2 Roles and Responsibilities of the Management Team

The Management Representative with overall responsibility for ensuring health

and safety in ESB Telecoms Ltd. and for implementing the OHSAS 18001

Safety Management System is the Manager.



Review: 12 monthly


These responsibilities are delegated by the Manager across the ESB Telecoms

Ltd. Management Team as identified within SMS 5.2.

The role of “competent person” under the Safety Health and Welfare at Work

Act 2005 is discharged by the Safety and Health Manager.

The roles and responsibilities of line management are reviewed at the

Annual Safety Management Review Meeting (see Section 14) during

which any necessary changes are agreed.

The roles and responsibilities of the ESB Telecoms Ltd. Management Team are set out in Sub-folder SMS 5.2

5.3 Responsibilities of Staff

ESB Telecoms Ltd. staff has a duty while at work to:

(a) Comply with relevant safety legislation, ESB safety rules and procedures.

(b) Take care of the safety health and welfare of themselves, of their fellow

workers and other persons who may be affected by their actions or

omissions at work.

(c) Ensure that they are not under the influence of an intoxicant to the extent

that they are a danger to themselves or others.

(d) To co-operate with ESB management and other persons as appropriate to

facilitate compliance with relevant safety legislation.

(e) Avoid acting in a manner that endangers the safety, health or welfare of

any other person.

(f) Attend training and undergo any necessary assessment relating to safety,

health or welfare.

(g) Make correct use of personal protective equipment, work equipment and

substances that are necessary for safety, health or welfare.

(h) Report all hazards and unsafe conditions to their line manager.

(i) Report all accidents and safety related incidents to their line manager.

5.4 Responsibility of Operators & Contractors

Operators or Contractors working for or on ESB Telecoms Ltd

telecommunication infrastructure have a duty while at work to:

(a) Comply with relevant safety legislation, ESB safety rules and procedures.

(b) Take care of the safety health and welfare of themselves, of their sub-

contractors and other persons who may be affected by their actions or

omissions at work.

(c) Ensure that they are not under the influence of an intoxicant to the extent

that they are a danger to themselves or others.



Review: 12 monthly


(d) To co-operate with ESB management and other persons as appropriate to

facilitate compliance with relevant safety legislation.

(e) Avoid acting in a manner that endangers the safety, health or welfare of

any other person.

(f) Attend training and undergo any necessary assessment relating to safety,

health or welfare.

(g) Make correct use of personal protective equipment, work equipment and

substances that are necessary for safety, health or welfare.

(h) Report all hazards and unsafe conditions to ESB Telecoms Ltd.

(i) Report all accidents and safety related incidents to ESB Telecoms Ltd.

(j) Comply and co-operate with Project Supervisors

5.5 Resources

The activities of ESB Telecoms Ltd. are carried out by staff and/or contractors

supported by ESB staff and, for offices, ESB Business Services Centre

Management.

The resources available to ESB Telecoms Ltd. are reviewed at the Annual

Safety Management Review Meeting (see Section 14) during which any


The ESB Telecoms Ltd staff & contractor resources are listed in Sub-folder SMS 5.5

6 COMPETENCE, TRAINING AND AWARENESS {Clause 4.4.2}

6.1 Overview

Section 6 covers the management of health and safety training in ESB Telecoms

Ltd.


6.2 Management of Health and Safety Related Training

Health and safety related, and awareness, training of staff is managed and

recorded in accordance with the ESB Telecoms Ltd Training Procedure.

An evaluation of safety training is carried out as part of the Annual Safety

Management Review Meeting and includes an evaluation of the effectiveness of

the training carried out and an assessment of future training needs.



Review: 12 monthly


The effectiveness of safety related training is reviewed ahead of the Annual

Safety Management Review Meeting (see Section 14) during which training

needs over the following twelve months are identified and programmed.

The Procedure for Health and Safety Training is available in Sub-folder SMS 6.2

6.3 Records of Health and Safety Related Training

Records of safety related training for ESB staff are maintained on a Safety

Training Register maintained by the ESB Telecoms Ltd Safety Officer.

The Safety Training Register is available in Sub-folder SMS 6.3

6.4 ESB Competency Approvals

Individual staff members of ESB Telecoms Ltd are issued ESB Competence

Approvals based upon their work requirements, competence and training

records. The competency approval process is carried out in accordance with the

ESB Telecoms Ltd. Competency Approval procedure.

The Competency Approval Procedure is available in SMS Sub Folder 6.4

6.5 Contractor Records

The competencies, safety records and training records of our main contractors

are submitted to ESB Telecoms Ltd prior to a contract being awarded. During

the life of the contract the training records are updated on a three monthly basis.

The Contractor Records Procedure is available in Sub-folder SMS 6.5

7 COMMUNICATION, PARTICIPATION AND CONSULTATION {Clause 4.4.3}

7.1 Overview

Section 7 covers consultation, participation and communication on health and

safety issues through a range of measures including:

• Standard ESB Communication Systems

• Telecoms Health and Safety Committee.

• Telecoms Ltd. Safety Updates.

• Contractors’ Meetings.

• Communication with External Regulatory Bodies.

• Staff Safety Representative.



Review: 12 monthly


The effectiveness of safety consultation and communication is reviewed at

the Annual Safety Review Meeting (see Section 14) during which any

necessary action is identified and programmed.


7.2 Telecoms Health and Safety Committee.

The role of the Telecoms Health and Safety Committee is to facilitate

consultation with staff and to assist in the continual improvement of health and

safety within ESB Telecoms Ltd.

Membership of the Telecoms Health and Safety Committee is drawn from all

main business operations, staff categories and Safety Representatives.

Membership of the ESB Telecoms Health & Safety Committee is detailed in the

Scope of the Safety & Health Committee document available in SMS Sub-

folder 7.2

Health & Safety Committee Meetings are held on a monthly basis.

Formal minutes are taken which record decisions taken, allocate responsibility

and record the required implementation date against all action items.

Telecoms Health and Safety Committee records are controlled under the ESB

Telecoms Ltd. Safety Management System.

Minutes of Health & Safety Meetings are held in the Meetings folder in the

Telecoms share drive

7.3 Safety & Health Alerts & Safety Updates

Safety & Health Alert/Updates are issued by the Safety and Health Manager,

Safety Officer or the Health & Wellbeing Coordinator.

These highlight specific safety and health issues to management, staff and

contractors in ESB Telecoms Ltd.

ESB Telecoms Ltd. Safety Alerts/Updates are contained in the Safety & Health Alert folder in the Telecoms share drive

7.4 Contractor & Operator Safety Meetings

Safety meetings are held on a regular basis between the ESB Telecoms Ltd’s

Safety Manager and the Safety Officers of their main contractors.



Review: 12 monthly


Meetings are also held as required with Operators and/or their contractors where

a breach of ESB Telecoms Ltd safety procedures has occurred or where other

safety issues require action.

A contractor meeting schedule matrix is available in SMS Sub folder 7.4

Minutes of contractor meetings are contained in the Meetings folder in the Telecoms share drive

7.5 Communications with External Regulatory Safety Bodies

Formal written communications on safety related issues to or from regulatory

safety bodies such as the Health and Safety Authority are through the Safety

Manager ESB Telecoms Ltd.

Records of formal communication with External Regulatory Safety Bodies are in Sub-folder SMS 7.5

7.6 Staff Safety Representative

The Safety Representative has been selected by staff in accordance with the

local procedure. The main role of the Safety Representative is to represent staff

on safety, health and welfare issues and to act as a focal point for day-to-day

consultation with line management.

The procedure for selecting the Staff Safety Representative is in Sub-folder SMS 7.6

7.7 SMS 1 (Safety Statement) briefing

The Health and Safety Policy Document (SMS 1) is briefed to all ESB

Telecoms Ltd staff and main contractors on a yearly basis.

The SMS 1 Briefing procedure is contained in the Sub-folder SMS 7.7 Records of the SMS 1 Briefing is located in the Safety Statement Briefing folder in the Telecoms share drive.



Review: 12 monthly


8 CONTROL OF DOCUMENTATION AND RECORDS {Clause 4.4.4, 4.4.5 and 4.5.3}

8.1 Overview

Section 8 covers the management of documents and records that support the

ESB Telecoms Ltd. Safety Management System (SMS). SMS documents are

contained or referenced in Folders SMS 1 to SMS 14 and held on the computer

local share drive \\headfop003v\Telecoms$\Safety\SMS

SMS documents are controlled under the ESB Telecoms Ltd. Safety

Management System.

Telecommunication site safety files are held within local site files the Safety

Extranet.

The safety files are available to authorised users via the web on

https://www.esbextra.ie/TSEApplication/jsp/logon.jsp

Other routine day-to-day records supporting the management of safety (such as

e-mails, orders for equipment, etc) are contained in normal administrative files

and are outside the scope of the Safety Management System.

The effectiveness of document and record control is reviewed prior to the

Annual Safety Management Review Meeting (see Section 14) during which

any necessary action is identified and programmed.


8.2 Document and Record Control Procedures

Document and record control procedures are detailed in the local Procedure for

the Management of Safety Management System Documentation.

The Procedure for the Management of Safety Management System Documentation is contained in Sub-folder SMS 8.2

9 OPERATIONAL CONTROL {Clause 4.4.6}

9.1 Overview

Section 9 covers the additional procedures and records necessary to support the

requirements of Section 1- Policy, Section 2 - Risk Assessment, Section 3 -

Legal and Other Requirements and Section 4 - Objectives and Improvement

Programmes.




Review: 12 monthly


9.2 Contractor Approval

All contractors that work on ESB Telecoms Ltd telecommunication sites must

be approved in accordance with the ESB Telecoms Ltd Contractor Approval

Procedure.

The Contractor Approval Procedure is available in SMS Sub Folder 9.2

9.3 Infrastructure Management

Construction work undertaken on ESB Telecoms Ltd telecommunication sites is

completed, where applicable, in compliance with the Safety Health and Welfare

at Work (Construction) Regulations SI 504 of 2006.

Infrastructure selection and contractor management is completed in accordance

with the ESB Telecoms Ltd Infrastructure Management procedure.

The Infrastructure Management procedure is available in SMS Sub Folder 9.3

Infrastructure team meetings are held on a weekly basis to review safety issues,

infrastructure programs and Contractor work submissions.

Minutes of Infrastructure Meetings are contained in the Meetings folder in the Telecoms share drive

9.4 Procedure & Work Aids

A number of Procedural Documents & Work Aids have been developed to

assist ESB Telecoms Ltd staff and contractors undertake operational activities

on ESB Telecoms Ltd sites.

A number of these work aids refer to various sections of the ESB Telecoms

Safety Guidelines and are also displayed in the Safety Extranet Risk controls

section.

The Procedure & Work Aid Register is available in Sub-folder SMS 9.4

9.5 Telecommunication Site Safety Files

The ESB Telecoms Ltd Safety Extranet holds records of site details, As

Built drawings, risk assessments and records of work activities undertaken

on ESB Telecommunication sites.

Within individual site files in the ESB Telecoms Ltd share drive records of

climb-downs, site surveys, maintenance and other associated safety records

are available.



Review: 12 monthly


The ESB Telecoms Ltd safety extranet is available on Telecoms Safety Logon

The ESB Telecoms Ltd site files are available in individual Site Folders in the ESB Telecoms Ltd. local share drive

9.6 Office Work Management

Routine maintenance activities and similar activities carried out on ESB

Telecoms Ltd offices and defined as construction work under the Safety Health

and Welfare at Work (Construction) Regulations SI 504 of 2006 are managed

through ESB Shared Services Facilities Management.

Any action required is considered at the Premises Group Meeting.

Minutes of Premises Group Meetings are held in the SMS Sub-folder 3.5

9.7 Driving Policy

Driving policies and programmes which are developed by ESB Corporate

Centre apply to ESB Telecoms Ltd. staff and are implemented as required.

ESB driving policies are located on the ESB Safe Driving Bureau web site.

10 EMERGENCY PREPAREDNESS AND RESPONSE {Clause 4.4.7}

10.1 Overview

Section 10 covers the provisions made for emergency management in ESB

Telecoms Ltd.


10.2 Telecommunication Site Emergency Response Procedures

Emergency Response Procedure for ESB Telecoms Ltd.

Telecommunication sites are held in SMS Sub-Folder 10.2

Local Operational Procedures are reviewed ahead of the

Annual Safety Management Review Meeting (see Section 14)

during which any necessary action is identified and

programmed.



Review: 12 monthly


The Emergency Response Procedures are also held in the ESB Telecoms Ltd Safety Extranet and a paper copy is located in the Safety Document Boxes on site.

10.3 Office Emergency Response Procedures

Emergency Response Procedures for ESB Telecoms Ltd. Head Office are

located in a Red Box situated out side the internal BG11b meeting room in

B Block, Head Office.

Fire Drills are carried out on a twice annual basis; any issues/actions arising

from these drills are monitored using the Health & Safety Action Tracker

(See SMS Section 12.2).

The Emergency Procedures are reviewed prior to the Annual Safety

Management Review Meeting (see Section 14) during which any necessary

action is identified and programmed.

The Head Office Emergency Procedures are available in SMS Sub-folder 10.3

11 PERFORMANCE MEASUREMENT AND MONITORING {Clause 4.5.1}

11.1 Overview

Section 11 covers performance measurement, evaluation of compliance and

monitoring during monthly Safety Monitoring Meetings. This complements the

measures undertaken in Section 3 - Legal Requirements, Section 13 - Audit and

Section 14 - Management Review.

In particular, measures to ensure compliance with applicable legislation and

other requirements are outlined in Section 3.2

The effectiveness of Safety Monitoring Meetings is assessed at the Annual

Safety Management Review Meeting (see Section 14) during which any

necessary action is identified and programmed.


11.2 Safety Monitoring Meetings

Safety Monitoring Meetings of the ESB Telecoms Ltd. management or their

delegates are held monthly. These are convened by the Safety and Health



Review: 12 monthly


Manager or a delegate and are normally attended by ESB Telecoms Ltd. Line

management or their delegates.

Meetings include:

• A review of any items arising from the previous Safety Monitoring Meeting

(Sub-folder SMS 11.2).

• An evaluation of performance against safety objectives and the local Safety

Improvement Plan (Folder SMS 4).

• Health and Safety Action Tracker (Sub-folder SMS 12.2) High and Medium

non-conformance or corrective/ preventive actions:

o arising from OHSAS internal or external audits (Sub-Folders SMS 13.2

& SMS 13.3).

o arising from Behavioural Audits (Sub-folder SMS 13.4), &

Telecommunication Site Audits (Sub-folder SMS 13.5).

o arising from accidents (Sub-folder SMS 12.3) or safety related incidents

(Sub-folder SMS 12.4).

• Significant issues arising from risk assessment (Folder SMS 2).

• Any necessary action arising from new Safety Alerts or Updates (Sub-folder

SMS 7.4).

• Any follow-up items from the Annual Safety Management Review Meetings

(Sub-folder 14.2).

• Any necessary action arising from changes to Health and Safety Legislation

as communicated by the Safety and Health Manager or Officer (Sub-folder

SMS 3.2).

Responsibility for actions arising is allocated to named persons along with a

completion date.

A formal record of the Safety Monitoring Meetings is contained in Sub-folder SMS 11.2

11.3 Non Ionising Radiation Checks

Emission tests are carried out once per calendar year on ESB Telecoms Ltd

telecommunication sites to ensure that emission levels are in compliance with

the International Commission of Non Ionising Radiation (ICNIRP) guidelines.

The Emission Testing Register is located in the RF folder in the Telecoms share drive.



Review: 12 monthly


12 INCIDENT INVESTIGATION, NON-CONFORMITY, CORRECTIVE

ACTION AND PREVENTIVE ACTION {Clause 4.5.3}

12.1 Overview

Section 12 covers the reporting, recording and investigation of Minor

Accidents, Lost Time Accidents, Reportable Accidents, Near Misses, Unsafe

Conditions and Dangerous Occurrences, the identification of Non-conformity

and Corrective and Preventive Actions.

The ESB Corporate Safety Incident Reporting Policy is held in Sub Folder SMS 12.1. The identification of Non-conformity is also covered in Section 13 Audit.

Accident/incident trends and the effectiveness of accident and incident

reporting, recording, investigation are reviewed prior to the Annual Safety

Management Review Meeting (see Section 14) during which any necessary

corrective/preventive action is identified and programmed.


12.2 Non-conformity, Corrective and Preventive Action

(Health and Safety Action Tracker)

Non-conformity is defined as any deviation from work standards, practices,

procedures, regulations, management system performance, etc., that could either

directly or indirectly lead to injury or illness, property damage, damage to the

workplace environment, or a combination of these.

Corrective and preventive actions are detailed and tracked on the Health and

Safety Action Tracker spreadsheet. These preventive/corrective actions are

initiated by the staff member or third party raising the non-conformity and

tracked by the Safety and Health Manager.

Progress on closing out non-conformities is managed and communicated at the

monthly Safety Monitoring Meetings and the Annual Management Review

Meeting.

Corrective and preventive actions are reviewed through risk assessment prior to

implementation.

The Health and Safety Action Tracker is held in Sub-folder SMS 12.2.



Review: 12 monthly


12.3 Accident Reporting and Register

ESB Staff shall report Minor, Lost Time and Reportable Accidents to the ESB

Telecoms Ltd Safety Officer and they shall be noted on a PD1040 form,

Contractors shall report Minor, Lost Time and Reportable Accidents in a

written format.

All reports shall be recorded through the Corporate Accident Recording

System (CARS).

These are included in monthly Health and Safety Updates (See SMS Section

7.4).

All Lost Time Accidents are reported to the Chief Executive and the Senior

Management Team by the ESB Telecoms Safety Officer within 24 hours &

recorded in CARS within 48 hours.

The Accident Investigation & Reporting procedure is available in the Work Aid folder in the Telecoms share drive

Corrective and preventive actions arising from Minor, Lost Time and

Reportable Accidents are identified, reviewed through risk assessment prior to

implementation and completed.

Corrective/Preventive Actions arising are added to the Health and Safety Action Tracker held in Sub-folder SMS 12.2.

12.4 Near Misses, Unsafe Conditions and Dangerous Occurrences

Near Misses, Unsafe Conditions and Dangerous Occurrences in ESB Telecoms

Ltd. can be reported to the Safety and Health Manager verbally or in writing. In

addition, Near Miss Cards are held locally and are submitted to the Safety and

Health Manager for review at the next Safety Monitoring Meeting.

Dangerous occurrences are reported to the Health and Safety Authority by the

Safety and Health Manager or by the relevant Contractor for site based

occurrences.

These Contractor Reports are copied to the ESB Telecoms Ltd Safety and

Health Manager.

Corrective and preventive actions arising from Minor, Lost Time and

Reportable Accidents are identified, reviewed through risk assessment prior to

implementation and completed.

The Near Miss Reporting Procedure is located in the Work Aid folder in the Telecoms share drive. Corrective/Preventive Actions arising are added to the Health and Safety Action Tracker held in Sub-folder SMS 12.2



Review: 12 monthly


12.5 Good Catch

A Good Catch is a situation where a worker has, by applying correct work

procedures, identified a hazard and acted accordingly to ensure the work

was completed safely or a situation where a worker, through high safety

awareness, recognised a hazard and acted to ensure the hazard was

eliminated or controlled to protect themselves and others.

Good Catches in ESB Telecoms Ltd. can be reported to the Safety and Health

Manager verbally or in writing.

Corrective and preventive actions arising from Good Catches are identified,

reviewed through risk assessment prior to implementation and completed.

Corrective/Preventive Actions arising are added to the Health and Safety Action Tracker held in Sub-folder SMS 12.2

.

13 AUDIT {Clause 4.5.5}

13.1 Overview

Section 13 covers the programme of internal and external safety audits carried

out as part of the ESB Telecoms Ltd. Safety Management System. The primary

objective of such audits is the identification of non-conformity thereby

facilitating corrective/preventive action. Independent assurance that the

Telecoms Ltd. Safety Management System meets the requirements of OHSAS

18001 is also obtained.


13.2 External OHSAS 18001 Audits

Compliance with OHSAS 18001 is assured by the following auditing

programme:

• OHSAS 18001 re-certification audits of the ESB Telecoms Ltd. Safety

Management System every 3 years.

Corrective/preventive actions are reviewed prior to the Annual Safety

Management Review Meeting (see Section 14) during which any

necessary action is identified and programmed



Review: 12 monthly


• OHSAS 18001 surveillance audits of the ESB Telecoms Ltd. Safety

Management System every 12 months.

These audits are conducted by an independent OHSAS 18001 accredited

auditor.

The results of any OHSAS 18001 re-certification or surveillance audits carried

out in the past 3 months are assessed at each monthly Safety Monitoring

Meeting (Section 11.2) during which any necessary corrective/preventive action

is identified and programmed. Re-certification and surveillance audits planned

for the next 3 months are also identified.

The results of any OHSAS 18001 re-certification or surveillance audits

carried out in the past year are assessed at each Annual Management Review

Meeting (Section 14) during which any necessary corrective/preventive

action is identified and programmed.

OHSAS 18001 re-certification and surveillance audits are recorded on Sub-folder SMS 13.2

13.3 Internal OHSAS 18001 Audits

Internal Safety Audits of selected areas of the ESB Telecoms Ltd. Safety

Management System are carried out in support of the OHSAS 18001 re-

certification and surveillance audits. These are conducted in accordance with

the local Internal Audit Procedure by persons who are independent of the

function being audited.

The scheduling of audits is prioritised based on previous risk assessments and

audits. These audits form part of the evaluation of compliance with legal and

other requirements. Nonconformity and corrective/preventive actions are

managed using the Health and Safety Action Tracker as outlined in SMS

Section 12.2.

The results of Internal Safety Audits carried out in the past 3 months are

assessed at each monthly Safety Monitoring Meeting (Section 11.2) during

which any necessary corrective/preventive action is identified and programmed.

The results of Internal Safety Audits carried out in the past year are assessed

at each Annual Management Review Meeting (Section 14) during which any

necessary corrective/preventive action is identified and programmed.

The Internal Audit Procedure is in Sub-folder SMS 13.3.

The Internal OHSAS 18001 Safety Audit Schedule and the audit results are also contained in Sub-folder SMS 13.3



Review: 12 monthly


13.4 Behavioural Safety Audits

Behavioural audits of activities and persons working on ESB Telecoms Ltd.

locations are carried out by local staff and other managers from ESB. These

audits are carried out in accordance with a Schedule maintained by the Safety

and Health Manager and concentrate on:

• reinforcing good health and safety behaviour,

• improving commitment to health & safety and best practice,

• and communicating core health and safety values.

Audits are measured against the objectives set out in the Local Safety

Improvement Plan.

On completion of the audit the auditor inputs the results to the Corporate Safety

Audit System:

http://esbnet/apps/esbsafetyaudit/Logon/SA_Logon.asp

It is the responsibility of the Safety and Health Manager to follow up on any

actions arising and to close out the audits and input this information to the

Corporate Safety Audit System.

The Safety and Health Manager is responsible for monitoring the Corporate

Safety Audit System for close-out of local Behaviour Audits. The Safety and

Health Manager shall track the percentage of audits carried out and their close-

out status on the Behavioural Audit Matrix (See Section 13.4). This is reviewed

at the monthly Safety Monitoring Meeting.

The Matrix for Behavioural Audits for ESB Telecoms Ltd is available in the SMS Sub-folder 13.4

The findings of the Behavioural Safety Auditing Programme carried out in

the previous year are assessed at the Annual Safety Management Review

Meeting (Section 14) during which any necessary corrective/preventive

action related to ESB Telecoms Ltd. are identified and programmed.

13.5 Telecommunication Site Safety Audits

Telecommunication site audits are carried on a yearly basis (by ESBT staff and

contractors together) during the ESB Telecoms Ltd maintenance program to

identify any safety hazards that may have been introduced to telecommunication

sites or infrastructure. This process is detailed in the Infrastructure

Management procedure in SMS 9.3

The process for reporting hazards to ESB Telecoms Ltd is detailed in the Risk

Assessment procedure located in SMS 2.2.

Any corrective action is completed by ESB Telecoms Ltd contractors.



Review: 12 monthly


A copy of the Site Maintenance Schedules is available in the ESB Telecoms Ltd local share drive.

Details of maintenance records are available in site files in the ESB Telecoms Ltd local share drive

13.6 Premise Audits

Premise audits are carried on a yearly basis or where there has been a significant

change to the premise.

A Premise Audit Template and records of Premise Audits are available in Sub

Folder SMS 13.6

14 ANNUAL MANAGEMENT REVIEW {Clause 4.6}

14.1 Overview

Section 14 covers the systematic review of the ESB Telecoms Ltd. Safety

Management System by ESB Telecoms Ltd. Management Team.


14.2 Annual Safety Management Review Meeting

The Annual Safety Management Review Meeting is held by the ESB Telecoms

Ltd. Management Team, chaired by the Manager. This review considers the

Annual outcomes on occupational health and safety issues (OH&S) and

finalises health and safety programmes for the following year. The Health and

Safety Manager ensures that the task of carrying out any necessary reviews has

been allocated to members of the Management Team prior to each meeting.

Where necessary, action items are followed up at subsequent monthly Safety

Monitoring Meetings (Section 11.2). Safety Management Review Meetings are

normally attended by all members of the Management Team or their delegates.

The Annual Safety Management Review includes:

a) results of internal audits and evaluations of compliance with applicable

legal requirements and with other requirements to which ESB Telecoms

Ltd. subscribes;

b) the results of participation and consultation

c) relevant communication(s) from external interested parties, including

complaints;



Review: 12 monthly


d) the Occupational Health & Safety (OH&S) performance of ESB

Telecoms Ltd.;

e) the extent to which objectives have been met;

f) status of incident investigations, corrective actions and preventive

actions;

g) follow-up actions from previous Management Reviews;

h) changing circumstances, including developments in legal and other

requirements related to OH&S;

i) recommendations for improvement.

j) evaluation of training needs and effectiveness.

The outputs from Management Reviews shall be consistent with ESB Telecoms

Ltd. commitment to continual improvement and shall include any decisions and

actions related to possible changes to:

a) OH&S performance;

b) OH&S policy and objectives;

c) resources; and

d) other elements of the OH&S management system.

e) Safety Improvement Plan

The minutes of the Safety Management Review meeting are assessed at the

following Safety Monitoring Meeting (Section 11.2) at which the status of all

required actions are recorded.

The Minutes of the previous annual Safety Management Review Meeting are

assessed and any outstanding actions are identified and programmed.

A record of Safety Management Review Meetings is contained in Sub-folder SMS 14.2

Telecom Safety Statement

Documents

Transcript of Telecom Safety Statement