Dole Safety Manual

SAFETY STATEMENT D O L E IR EL AN D | I S S UE 4 | J UN E 2023

2

Contents Introduction 1.0

Introduction

XX

1.1

Designations

XX

Statement of Policy 2.0

Health and Safety Policy Statement

XX

3.0

Organisation

XX

3.1

Employers Responsibilities.

XX

3.2

Specific Responsibilities

XX

3.2.1

Directors of Dole Ireland

XX

3.2.2.

Managing Director

XX

3.2.3

General Managers

XX

3.2.4

Managers and Supervisors

XX

3.2.5

Group Health and Safety Manager

XX

3.3

Employee Responsibilities.

XX

3.4

Premises

XX

3.5

Procurement

XX

3.6

Maintenance

XX

3.7

Dole Ireland – Health and Safety Management Structure

XX

3.8

Site Health & Safety Organisation

XX

3.9

First Aid and Fire Safety Organisation

XX

Arrangements 4.1

Alcohol and Drugs at Work

XX

4.2

Asbestos

XX

4.3

Battery Charging

XX

4.4

Contractors

XX

4.5

Construction Work

XX

4.6

Disabled Workers

XX

4.7

Display Screen Equipment (DSE)

XX

4.8

Electricity at Work

XX

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Organisation

1

2

4.9

Employer Liability Insurance Certificate

XX

4.10

Fire Precautions

XX

4.11

First Aid

XX

4.12

Forklift Trucks (Rider Operated Lift Trucks)

XX

4.13

Goods Lifts (Including Vehicle Tail Lifts)

XX

4.14

Hazardous Substances

XX

4.15

Health & Safety Authority (HSA) Inspectors

XX

4.16

Home Working

XX

4.17

Incident Reporting

XX

4.18

Inspections - Routine Health and Safety

XX

4.19

Legionella

XX

4.20

Liquid Petroleum Gas, Butane/Propane (LPG)

XX

4.21

Lone Working

XX

4.22

Machinery (Plant and Equipment)

XX

4.23

Manual Handling

XX

4.25

Mobile Telephones

XX

4.26

Night Workers and Shift Work.

XX

4.27

Noise in the workplace

XX

4.28

Occupational Driving

XX

4.29

Outdoor Working

XX

4.30

Pallet Racking and Storage

XX

4.31

Personal Protective Equipment

XX

4.32

Portable Tools and Equipment

XX

4.33

Pressure Systems

XX

4.34

Pregnancy - New and Expectant Mothers

XX

4.35

Public Access

XX

4.37

Risk Assessment

XX

4.38

Safety Committee

XX

4.39

Smoking

XX

4.40

Social Events

XX

4.41

Training & Induction

XX

4.42

Traffic Routes

XX

4.43

Travel Abroad

XX

4.44

Visitors

XX

4.45

Waste Disposal

XX

4.46

Welfare Facilities (Toilets, Washing Facilities, Rest Areas etc.)

XX

4.47

Work at Height

XX

4.48

Young Persons

XX

Appendix A

Alcohol and Drugs Policy

XX

Appendix B

Management of Asbestos Containing Material (ACM)

XX

Appendix C

Arrangements for Contractors

XX

Appendix D

Construction Work

XX

Appendix E

Display Screen Equipment

XX

Appendix F

Electricity at Work

XX

Appendix G

Fire Precautions

XX

Appendix H

Instructions to Fire Marshals

XX

Appendix I

First Aid

XX

Appendix J

Arrangements for the Safe Operation of Forklift Trucks

XX

Appendix K

Control of Hazardous Substances

XX

Appendix L

Reporting of incidents to an enforcement authority

XX

Appendix M

Manual Handling

XX

Appendix N

Mental Health and Wellbeing Policy

XX

Appendix O

Noise Control

XX

Appendix P

Work Related Driving

XX

Appendix Q

Outdoor Working

XX

Appendix R

Use of Static Pallet Racking

XX

Appendix S

Risk Assessment

XX

Appendix T

Health and Safety Committee

XX

Appendix U

Smoking at Work

XX

Appendix V

Social Events

XX

Appendix W

Traffic Management

XX

Appendix X

Travel Abroad

XX

Appendix Y

Work at Height

XX

Appendix Z

Child Labour Policy

XX

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Appendices

3

1

Introduction

4

5

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

1.0

Introduction

The Board of Dole Ireland is committed to ensuring the Health, Safety and Welfare of employees, visitors and members of the public. Under Section 20 of the Safety, Health and Welfare at Work Act 2005, the Company has a specific duty to prepare a Safety Statement.

This document is a management programme in writing, which details how safety, health and welfare is managed and secured.

This Safety Statement is the cornerstone of health and safety management within our Company and adherence to it will significantly reduce the risk of incident occurrence and ill health in the workplace. This document will be subject to continual review and, if necessary, revised in the light of legislative or organisational changes.

The Safety Statement framework is as follows:

6

•

How the health and safety of employees will be safeguarded.

•

Details of how Dole Ireland will manage employees Health and Safety

•

A commitment to legal obligations, the provision of resources and arrangements for implementing safety.

•

Identification of the hazards and the assessment of risks in the workplace.

•

Cooperation required from employees on health and safety matters.

•

People appointed with responsibility for health and safety.

•

Arrangements for consultation with employees, and others, on health and safety matters.

•

Information available to employees on health and safety.

•

Health and safety legislation that applies to the workplace.

Each employee has a duty to comply with the requirements of this Safety Statement, and to ensure that their duties are carried out in a safe manner.

The Safety Policy Statement is for display at all sites and the full Safety Statement document is available for all employees to read on request. Everyone is invited to comment on the document and suggest improvements.

It is important to remember that most incidents at work or instances of ill health arising from a work activity are preventable and that any incident or injury represents a breakdown of health and safety control.

All employees have a key role in implementing and monitoring the effectiveness of the Safety Statement and working safely remains a condition of employment for all employees

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Any deliberate or negligent actions that result in breaches of the health and safety policy will be taken seriously and, where appropriate will result in the use of formal disciplinary procedures.

7

1.1

Designations

8

•

In this Safety Statement any reference to “Dole Ireland”, the “Group” or “Company” denotes the Dole Ireland Ltd, or any member Company operating within that Group.

•

All reference to “General Manager” denotes an employee who has general responsibility for managing activities within the boundaries of one of the Groups operating sites.

•

All reference to “Manager” denotes an employee whose duties include controlling the activities of a supervisor or group of supervisors.

•

All reference to “Site Management” denotes the General Manager and where applicable, includes other Senior Managers at the site.

•

All reference to “Supervisor” denotes an employee designated for controlling the activities of employees whose responsibilities do not include supervising others.

•

All reference to “Employee” denotes persons engaged on contracts of employment within the Group and persons engaged through employment agencies, with the exception of the requirement to provide agency employees with personal protective equipment, or eyesight tests.

•

An “Operational Site” is any premises under the control of a member Company of the Group at which employees are normally employed.

•

All reference to “Safety Coordinator” denotes any employee whom in addition to their normal duties has responsibility for the coordination of Health and Safety at an operational site.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

This Safety Statement is the cornerstone of health and safety management within our Company and adherence to it will significantly reduce the risk of incident occurrence and ill health in the workplace.

9

1 2

Introduction Statement of Policy

10

11

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | APRIL 2023

2.0

Health & Safety Policy Statement

Dole Ireland recognises that a safe workplace is a fundamental requirement of our business and that ensuring the health, safety and welfare of employees is both a legal and moral obligation.

Dole Ireland recognises its duty to comply with the Safety, Health and Welfare at Work Act 2005 and the Safety, Health and Welfare at work (General Application) Regulations 2007.

The Company is committed to fulfilling this duty and to the health, safety and welfare of its employees, contractors, customers, visitors and others who may be affected by its activities.

It is the general policy of Dole Ireland to:

12

•

Provide adequate resources to implement this policy.

•

Assess and provide adequate control of the health and safety risks arising from its work activities.

•

Consult with employees on matters affecting their health and safety.

•

Provide and maintain safe plant and equipment that is suitable for the task.

•

Ensure safe handling and use of hazardous substances.

•

Provide employees with sufficient information, instruction, training and supervision to enable them to work without unacceptable risk to their own health and safety or that of others who may be affected by their actions.

•

Identify the immediate and root causes of work-related injuries and ill health and to implement appropriate remedial and preventive action.

•

Maintain safe and healthy working conditions.

•

Set health and safety objectives that are monitored and reviewed by the Board.

•

Seek continuous improvement of health and safety standards in all parts of the business.

•

Review and revise this policy as necessary at regular intervals.

For each operational site, compliance with this policy will be audited and reported on at regular intervals.

All employees have a responsibility for their own health and safety and for the health and safety of others whilst at work. The Board of Directors seeks the cooperation of all employees in the general implementation of the health and safety policy and encourages active involvement of employees in advancing health and safety improvements.

The organisation and arrangements for the implementation of this policy are included within the Dole Ireland Safety Statement, a full copy of which is available at all operational sites for reference.

Signed:

Date:

June 2023

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Des McCoy Managing Director, Ireland

13

1 3

Introduction Organisation

14

15

15

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | APRIL JUNE 2023 2023

3.0

Organisation Dole Ireland and its employees have legal responsibilities under the Safety, Health and Welfare at Work Act 2005.

3.1

Employers Responsibilities Section 8 of the Safety, Health and Welfare at Work Act 2005 requires Dole Ireland to ensure, in so far as is reasonably practicable, the safety, health and welfare at work of employees.

The employer’s duty extends to:

16

•

Managing and conducting work activities in such a way so as to ensure the safety health and welfare of employees.

•

Managing and conducting work activities so as to prevent improper conduct or behaviour likely to put the health and safety of employees at risk.

•

As regards the place of work, ensuring: •

That the design, provision and maintenance of it is safe and without risk.

•

Safe means of access and egress to and from the premises.

•

The design, provision and maintenance of safe plant, machinery & equipment.

•

That other articles are safe and without risk to health.

•

Ensuring the safety and prevention of risk to health from the use of any substance or article, or exposure to noise, vibration or ionising or other radiation or any other physical agent.

•

Providing safe systems of work that are planned, organised, performed, maintained and revised, so as to be safe and without risk to health.

•

Providing and maintaining welfare facilities.

•

Providing the information, instruction, training and supervision necessary to ensure the health and safety of employees.

•

Identifying hazards in the workplace and carrying out risk assessments of these.

•

Determining and implementing the measures necessary to protect health and safety, considering the risk assessments carried out, the General Principles of Prevention and changing circumstances.

•

Where risks cannot be eliminated or adequately controlled, providing and maintaining suitable protective clothing and equipment.

3.2

Specific Responsibilities At each level within Dole Ireland, there are specific health and safety responsibilities and accountability.

3.2.1

Directors of Dole Ireland The responsibility for the implementation of this Safety Statement and for the monitoring of health and safety performance rests with the Board of Directors.

The Board of Directors have a responsibility to ensure that adequate levels of resources are provided. These resources include the funding, time and the manpower required to achieve objectives.

3.2.2

Managing Director

•

The objectives of the Safety Statement are implemented throughout the Company as per statutory requirements.

•

In accordance with Section 8 of the Safety, Health and Welfare at Work Act 2005 ensure the appointment of sufficient competent persons to advise the Company on health and safety matters.

•

The resources provided by the Board are made available to achieve the health and safety objections of the Safety Statement.

•

All employees have a full understanding of their responsibilities in relation to health and safety.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

The Managing Director has the overall and ultimate responsibility for overseeing the implementation of a health and safety management programme throughout the Company as per statutory requirements. The Managing Director will ensure that:

17

3.2.3

General Managers General Managers must be familiar with the requirements of Safety, Health and Welfare at Work Act 2005. They are directly responsible for ensuring adherence to the Company Health and Safety objectives at their site.

In particular they shall ensure that:

18

•

Appropriate risk assessments as required by legislation are carried out, documented, implemented and reviewed where necessary, and the results of these assessments are communicated to all employees under their control.

•

Premises are safe, and that safe means of access and egress are maintained at all times.

•

So far as is reasonably practicable materials, tools, substances, plant and equipment provided for use are safe and free from defects at all times.

•

Safe working conditions and methods of work are maintained at all times.

•

Appropriate information, instruction and training are given to all employees; both at induction and throughout their employment and suitable records are kept.

•

Safety initiatives raised by employees are given appropriate consideration and response at all times.

•

Ensuring that all incidents and “near misses” are properly recorded and reported and that an investigation is carried out to determine causal factors.

•

Suitable records are kept of site inspections and review.

3.2.4

Managers and Supervisors

•

Be familiar with safety, health and welfare legal requirements.

•

Ensure a safe, clean and healthy environment in their area of responsibly.

•

Ensure that sound and safe working practices are observed at all times.

•

Ensure that all equipment and installations in their area are maintained in good working order.

•

Carry out regular inspections of the areas under their control.

•

Report all safety issues to the site General Manager and Safety Coordinator.

•

Ensure that safety precautions are accounted for when employing outside contractors.

•

Protective clothing and equipment provided is used as appropriate.

•

Be familiar with fire drills and emergency evacuation procedures.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Managers and Supervisors are responsible for ensuring that employees in their control follow the requirements of this Safety Statement. Responsibilities include:

19

3.2.5

Group Health and Safety Manager The Group Health and Safety Manager is appointed by the Board of Directors as a ‘competent person’ (as required by Safety, Health and Welfare at Work Act 2005.) and is primarily responsible for the provision and maintenance of an effective and comprehensive health and safety advisory service for the Company. Specific responsibilities include:

20

•

Creating and developing health, safety and welfare policy.

•

Assisting site management to ensure that an effective health and safety management is implemented at each site.

•

Health and Safety planning – deciding on priorities and establishing adequate systems and standards.

•

Implementation and monitoring of policy and plans.

•

Incident investigation, reporting and analysis.

•

Audit and review the performance of site health and safety management.

•

Report to the Board on site health and safety management performance.

•

Regularly review this Safety Statement to maintain its relevance.

3.3

Employee Responsibilities

•

To comply with statutory provisions and to take reasonable care to protect their own health and safety and that of others who may be affected by their acts or omissions.

•

Not to be under the influence of an intoxicant to the extent that they may endanger their own or others’ health and safety.

•

If reasonably required, submit to any appropriate, reasonable and proportionate tests by or under the supervision of a competent, registered medical practitioner.

•

Co-operate with employers or other persons to enable the employer or other person to comply with statutory requirements.

•

Not to engage in improper conduct or behaviour that is likely to endanger their own or others health and safety.

•

To attend training and undergo such assessment as may reasonably be required.

•

To make correct use - giving regard to training and instructions - of articles or substances, including protective clothing, supplied to protect health and safety.

•

Report defects, as soon as possible, in systems of work, articles or substances, or work being carried on which might endanger health and safety.

•

Not to intentionally or recklessly interfere with, misuse or damage anything provided under health and safety legislation, or provided to protect the safety, health and welfare of persons at work, or to place at risk the safety, health or welfare of persons in connection with work activities without reasonable cause.

In addition to the above, an employee is required to report to the employer or other appropriate person, as soon as they become aware of any issue: •

Where work is being carried on, or likely to be carried on, in a manner which may endanger his or her safety, health or welfare or that of any other person.

•

Of any defect in the place of work, the systems of work or in any article or substance likely to endanger him or her or another person.

•

A breach of health & safety legislation likely to endanger him or her or another person that comes to his or her attention.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Section 13 of the Safety, Health and Welfare at Work Act 2005 outlines the duty of ALL employees while at work:

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3.4

Premises Where premises are owned by Dole Ireland and are occupied for Company purposes, it is the responsibility of the General Manager, so far as is reasonably practicable, to ensure that those properties are structurally safe, well maintained and provided with adequate welfare facilities.

Where premises are owned by the Dole Ireland but occupied by a third party the site effecting the lease will ensure that the properties are structurally safe, adequately maintained and that all relevant information for the safe occupancy of the premises, including any mandatory safety information, is provided prior to occupancy.

3.5

Procurement All buyers will ensure, so far as is reasonably practicable, that products and materials, such as work equipment or chemicals; purchased for use inside the Company are safe; free from risks to health and are accompanied by the appropriate data sheets and information concerning their safe use at work. Prior to the purchase or acquisition of any plant or machinery, it must be confirmed that it will meet the requirements of the Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 2 of Part 2: Use of Work Equipment.

3.6

Maintenance All employees responsible in specific areas for plant and machinery will ensure, so far as is reasonably practicable, that plant and machinery are free from risks to health and safety and that they are maintained in a safe condition. They will also ensure, so far as is reasonably practicable, that systems of work associated with plant and machinery conform fully to the requirements of the Safety, Health and Welfare at Work Act 2005 and all related statutory legislation.

They have a further duty in their own areas of responsibility to ensure that all plant and machinery undergoes statutory testing as required, at the appropriate intervals by competent and duly authorised persons and, that records of the testing and necessary repairs are maintained.

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3.7

Dole Ireland – Health and Safety Management Structure Board of Directors (Ireland)

Managing Directors (Ireland)

Group Health & Safety Manager

General Manager

Site

Health & Safety Committee

Health & Safety Coordinator

Control Managers Supervisors

Employees

Contractors Visitors

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Advice & Guidance

23

3.8

Site Health & Safety Organisation Site:

The General Manager who has the responsibility for ensuring that the policies outlined in the Safety Statement are put into practice at this site:

The General Manager has appointed local health and safety coordinator(s) to provide advice and functional health and safety support to management and employees.

Your local health and safety coordinator(s):

To ensure that health and safety standards are maintained and improved, the people listed below are members of the local Health & Safety Committee:

Name:

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Located:

Contact Number:

3.9

First Aid and Fire Safety Organisation The contact number for the local hospital accident and emergency is

In a medical emergency dial 999 or 112.

First Aid Equipment is located at: 1.

2.

First Aid Responders are: Name:

Location:

Contact Number/Ext:

1.

2.

3.

4.

The Fire Assembly Point is located at:

Fire Marshals: 1.

2.

3.

4.

5.

6.

Area:

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

5.

25

1 4

Introduction Arrangements

26

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DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | APRIL JUNE 2023 2023

4.1

Alcohol and Drugs at Work

Safety, Health and Welfare at Work Act 2005 It is recognised that alcohol and drugs affect concentration, coordination and performance.

The abuse of alcohol and drugs has implications on employees in the workplace and can result in inefficiency, accidents and absenteeism. Dole Ireland recognises that its employees are its most valuable resource, and it is committed to providing a working environment, which is a healthy and safe one for the entire workforce. The Company have put in place a positive policy to assist and support employees in need. See Appendix A It is considered a serious breach of Company policy for any employee to act in contravention of this policy. The Company does not permit the possession or use of any intoxicant on the Company premises without the prior approval of senior management. In addition, it is considered a serious breach of this policy for any employee to attend work under the influence of an intoxicant. Breach of this policy will result in disciplinary action up to and including dismissal.

Any prescribed drug should be taken under direction of a doctor. If the drug impairs capability i.e., causes drowsiness; a decision on fitness to work will be required from management.

Restrictions on the use of vehicles, mechanical handling equipment and other dangerous machinery may apply. Should there be any doubt as to fitness to work, then advice should be sought via the prescribing medical practitioner and the information presented to the site General Manager or Line Manager.

4.2

Asbestos Safety, Health and Welfare at Work (Exposure to Asbestos) Regulations 2006 Asbestos is the name for a group of natural occurring mineral fibres which are strong and both heat and chemically resistant. Due to these properties, asbestos was commonly used in the past as insulation and fire proofing. It was also used as a component in other building materials. There are three main types of asbestos found in Ireland – chrysotile (white asbestos), amosite (brown asbestos) and crocidolite (blue asbestos).

Some of the older premises in the Group contain traces of asbestos as part of the construction materials, typically as roofing and cladding materials. Where asbestos materials pose no risk to health they shall be left in place. If roofing, or cladding is unintentionally broken during operational activities, or there is a particular concern over the potential presence of asbestos 28

material at the premises the Group Health and Safety Manager should be notified, and advice will be given on what course of action is required according to the particular circumstances. All premises affected must hold an asbestos register and implement a suitable procedure for managing anyone on site who may come into contact with asbestos containing materials (e.g., contractors). See Appendix B

4.3

Battery Charging

Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 2 of Part 2: Use of Work Equipment.

Standard lead-acid lift truck batteries under charge give off flammable hydrogen gas. No sources of ignition are permitted in the vicinity of battery charging areas, and the areas must be kept clear of flammable and/or combustible materials at all times. All battery chargers must be protected from unintentional collision damage.

When batteries require topping up this should only be carried out by a trained and authorised person who, at all times during the operation, must wear eye and hand protection. Emergency eyewash facilities shall be available in the immediate area, and these must be appropriately signed. Regular checks should be made to ensure that the eyewash solution is suitably replenished and in date. All maintenance activities will be recorded in a logbook.

New lift trucks are now being fitted with lithium (li-Ion) batteries which offer better performance and a higher level of safety. The risk of a hydrogen explosion during the charging of lead-acid batteries is eliminated with the use of Li-Ion technology. Li-Ion batteries don’t need to be watered and are clean and environmentally friendly because there is no gas or spill danger.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Only trained and authorised personnel are permitted to connect and disconnect vehicles from chargers. When a vehicle is disconnected the power source to the charger must be switched off.

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4.4

Contractors Safety, Health and Welfare at Work Act 2005 Dole Ireland uses many other organisations to supplement employees and expertise.

‘A contractor is anyone who is brought in to work on site, who is not an employee’.

Some examples of work carried out by contractors for: •

Maintenance.

•

Repairs.

•

Installation.

•

Construction.

•

Cleaning.

Control of contractors for works at any of the Group’s premises is the specific responsibility of the person who arranged the works and authorised the expenditure for those works. Work shall only commence when contractors have: •

Been made aware of the Dole Ireland Safety Statement.

•

Agreed to and signed a copy of the Dole Ireland site rules.

•

Provided detailed method in how the work is to be carried out.

•

Provided evidence of valid liability insurance.

•

Been issued with and completed a permit to work agreement if appropriate.

All work shall be carried out by the contractor in accordance with current health and safety legislation. See Appendix C

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4.5

Construction Work

Safety, Health and Welfare at Work (Construction) Regulations 2013 When construction work needs to be undertaken at a site, the management will ensure that a project team is formed early in the planning stages. The Group insurance broker will also be informed of the proposed work to ensure that the proposed project can be covered.

The project team will ensure that: • There has been an adequate assessment of the health and safety risks.

•

Employees have been provided with relevant information about the risks and the preventative or protective measures that will be employed.

•

Appropriate arrangements are in place to ensure the effective planning, organising, controlling, monitoring and review of any preventative and protective measures that are put in place.

Where the Construction Regulations apply to any proposed construction works, the site management and will notify and appoint a competent planning supervisor for the intended project. The project team will ensure that a competent Principal Contractor is appointed and ensures that the Principal Contractor is provided with all necessary information to carry out their roles effectively. The Project Team shall ensure that that work does not begin without a documented health and safety plan and a current health and safety file. See Appendix D

Disabled Workers

Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 1 of Part 2: Workplace Reg. 25 Employment Equality Acts 1998 & 2004.

The Company shall ensure that all places of work, where necessary, are organised to take account of persons at work with disabilities, in particular as regards doors, passageways, staircases, showers, washbasins, lavatories and workstations used or occupied by those persons. A risk assessment will be carried out to take account of any particular risks for employees with disabilities. Practical steps will be taken to minimise any risks identified.

If particular challenges exist for the safe evacuation of employees with disabilities, these will be addressed to ensure these employees can exit the workplace in the event of an emergency.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

4.6

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4.7

Display Screen Equipment (DSE)

Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 5 of Part 2: Display Screen Equipment The regulations apply to employees who habitually use DSE as a significant part of their normal work. The Company performs an analysis of each individual workstation in order to evaluate the safety and health of employees, with particular reference to eyesight, physical difficulties and mental stress. See Appendix E

4.8

Electricity at Work

Safety, Health and Welfare at Work (General Application) Regulations 2007 Part 3: Electricity All items of equipment used on company premises and electrical installations, will be regularly tested, and maintained free from hazards, in accordance with the Electricity Regulations.

Only competent electricians (RECI or ECSSA registered) will be allowed to work on any form of electrical equipment, and then, only if the item is fully isolated from the mains supply. On completion of works a minor works/completion certificate should be issued by the contractor and retained on file with the periodic electrical installation inspection certificate. See Appendix F

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4.9

Employer Liability Insurance Certificate Safety, Health and Welfare at Work Act 2005

A copy of the current Company employer liability insurance certificate shall be prominently displayed on the main notice board at each site. Where sites have multiple buildings, sufficient copies should be posted to ensure that all employees have access to it.

4.10

Fire Precautions

Fire Services Act 1981 Site management will ensure that suitable arrangements are in place for fire prevention measures and for fire procedures, and that a suitable risk assessment has been undertaken and recorded, together with any corrective actions, to meet the requirements of the Fire Service Act. (See Appendices I & J).

Each General Manager will appoint Fire Wardens, who will ensure that the necessary arrangements are carried out. Their names will be recorded and prominently displayed using the site information chart in Section 3 and the appropriate training will be provided.

4.11

Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 2 of Part 7: First-Aid Site management will arrange for the appointment of the appropriate number of qualified First Aid Responders, with due regard to shifts and holidays. Appointment of an employee to the position of premises First Aid Responder should only be made if that employee is willing to undertake the responsibility. General Managers will also ensure that there are sufficient First Aid stations that are adequately equipped and maintained. See Appendix I The names of First Aid Responders, together with the location of first aid boxes and contact details for the local hospital accident & emergency department will be displayed on all notice boards.

All employees will be made aware of the procedures to be followed in the event of illness or injury at work.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

First Aid

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4.12

Forklift Trucks (Rider Operated Lift Trucks)

Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 2 of Part 2: Use of Work Equipment.

Forklift trucks must only be operated by employees who hold a valid certificate of basic training appropriate for the lift truck to be used and who have been formally authorised to operate on site. Site management will arrange for a register of those employees trained and authorised to operate lift truck equipment to be held and displayed on site.

Lift truck operators will be continuously monitored and given refresher training as required considering indicators such as near misses, incidents or observed unsafe working practices.

Refresher training will be provided every three years or sooner if required.

Under no circumstances will non-employees at an operational site be allowed to operate lift trucks, until documentary evidence of their training and testing to the appropriate standard within the past three years has been received; familiarisation training has been given; an authority has been issued and confirmation of full insurance cover has been obtained.

Lift trucks are hazardous items of equipment. In environments where members of the public are constantly moving around, the greatest possible care must be taken at all times and designated lift truck travel routes must be adhered to at all times. Wherever lift trucks are in use at operational sites suitable warning signs must be prominently displayed.

All lift trucks will be subject to a recorded daily safety inspection prior to their use.

All lift trucks must be maintained in accordance with the requirements of the Work Equipment Regulations and must undergo annual thorough examination by a competent person. If there is any possibility that the lift truck may be used with a non-integrated working platform (safety cage) this examination will be at six-monthly intervals. See Appendix J

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4.13

Goods Lifts (Including Vehicle Tail Lifts)

Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 2 of Part 2: Use of Work Equipment.

All Goods Lifts will be maintained and operated in accordance with the requirements of the Regulations. All Goods Lifts must be thoroughly examined by a competent person at six- month intervals.

In addition, any sites that contain a personnel elevator must arrange maintenance and inspection.

4.14

Hazardous Substances

Safety, Health and Welfare at Work (Chemical Agents) Regulations 2001.

A register of hazardous substances, together with data sheets and risk assessments will be available and maintained at all operational sites at all times. See Appendix K

Health & Safety Authority (HSA) Inspectors Safety, Health and Welfare at Work Act 2005

HSA Inspectors have right of access to places of work at all reasonable times. All reasonable co-operation will be given to them.

When an inspector carries out, or has communicated the intention to carry out, a Health and Safety visit at a site in relation to any other matter, the Group Health and Safety Manager should be informed. If, following an inspection or visit, there is a subsequent report advising remedial action; or an improvement notice; or a prohibition notice, the site management must forward a copy of any report or notice to the Group Health and Safety Manager as soon as is practicable.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

4.15

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4.16

Home Working

Safety, Health and Welfare at Work Act 2005 Where employees are contracted to spend a significant proportion of their time working from home they shall undertake a self-assessment procedure facilitated by the Company. On completion of this further assessments will be arranged if required. Those sections of this policy relating to the employee will remain the same as for office-based employees.

All items of equipment used in connection with Company business shall be subject to the relevant sections of this policy such as ‘Electricity at Work’ and ‘Display Screen Equipment’.

4.17

Incident Reporting

Safety Health and Welfare at Work (General Application) Regulations 1993 Part X It is the responsibility of all employees to report injury causing incidents at work, dangerous occurrences (near miss incidents), road traffic incidents and ill-health arising from work as soon as possible after their occurrence, with notification being made to the relevant supervisor or manager. All incidents, whether injury causing or not (including road traffic incidents), must be reported using the internal reporting system.

36

All dangerous occurrences and incidents reported will be investigated and those subject to statutory reporting requirements will be communicated to the relevant enforcement agency.

See Appendix L

4.18

Inspections - Routine Health and Safety Safety, Health and Welfare at Work Act 2005

Routine health and safety inspections will be carried out at each site. Inspections must detail health and safety standards in respect of the premises, equipment, articles and substances, practices, risk assessment status, reported incidents / near misses and H&S training performance.

A record of the inspection shall be kept, and any remedial actions scheduled for completion within an appropriate timeframe. The site General Manager shall sign to accept each inspection report and have accountability for the completion of any remedial actions identified within it.

4.19

Legionella

There shall be an appropriate regime for the proper design, installation and maintenance of water supply systems at operational sites.

Where applicable, site management shall make a systematic assessment of risks to health and safety for employees and others arising from activities. This shall include: • • • • •

Identify and assess source of any risk.

Prepare a scheme for preventing or controlling the risk.

Implement and manage precautions.

Implement a safe system of working.

Keep records of the precautions implemented.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Safety, Health and Welfare at Work (Biological Agents) Regulations 1994, as amended in 1998.

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4.20

Liquid Petroleum Gas, Butane/Propane (LPG)

The Dangerous Substances (Storage of Liquefied Petroleum Gas) Regulations, 1990 LPG cylinders for use with forklift trucks, mobile heaters or any other equipment shall be stored in a locked secure cage when not in use and at a determined distance away from a building wall or boundary wall. A notice shall be affixed to the cage stating, ‘Highly Flammable – No Smoking/No Naked Flames.’ A safe separation distance between the cage and any building wall or boundary wall shall be determined in line with standards set out in the Liquefied Petroleum Gas Association (LPGA) Codes of Practice. A 5kg dry powder fire extinguisher shall be placed within visible sight of the storage area.

LPG cylinders on forklift trucks and other equipment must only be fitted or changed by operators who have been properly trained in the relevant safety procedures.

4.21

Lone Working

Safety, Health and Welfare at Work Act 2005 All lone working activities (including working from home) shall be the subject of a specialist risk assessment. No employee shall be permitted to work alone at a site where the work involves high-risk activities i.e., working at heights, working with machinery, working with plant etc.

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4.22

Machinery (Plant and Equipment)

Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 2 of Part 2: Use of Work Equipment.

Work equipment is defined as any machinery, appliance, apparatus tool or installation for use at work. Examples of work equipment used at operational sites include: •

Packing machines.

•

Rider operated lift trucks.

•

Waste compactors & balers.

•

Loading ramps.

•

Racking.

Site management will ensure that all work equipment is suitable for use and complies with EU directives so it may be used without risk to employee’s health and safety. The following regulatory conditions will be complied with:

Guards are provided to prevent physical contact with machinery, which could lead to accidents. Guards need to be robust, not give rise to additional hazards, and shall allow for repair and maintenance. All guards must receive a daily operational check.

Maintenance operations should be carried out by a competent person and maintenance logs keep up to date.

It must be possible to isolate equipment from its energy source.

Employees who work machinery will be instructed as to its dangers and the precautions to be observed. Employees will be sufficiently trained to work the machinery, or otherwise work under the supervision of a person who has a thorough knowledge and experience of the machine.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | APRIL 2023

Machines must be fitted with controls that can stop a machine completely and safely. There must be an emergency stop device and stop controls should have propriety over start controls. Emergency stop controls must be tested every time before any machine is used.

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4.23

Manual Handling

Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 4 of Part 2: Manual Handling of Loads.

Manual handling of loads means any transporting or supporting of a load by one or more employees and includes lifting, putting down, pushing, carrying or moving a load, which, by reason of its characteristics or of unfavourable ergonomic conditions, involves risk, particularly of back injury, to employees.

No person is expected to lift a load that would be likely to cause him/her injury. Furthermore, the Company minimises the risk of injury to employees by meeting legal requirements in this area, primarily by carrying out risk assessments and putting the necessary controls in place.

Wherever possible, the Company has eliminated or reduced manual handling through safe systems of work and mechanical lifting equipment (e.g., ROLTs, pallet trucks, hand trucks and trolleys). See Appendix M

4.24

Mental Health and Wellbeing The Company recognises the importance of employee mental health and wellbeing and that a work environment that fosters and supports employee wellbeing is hugely beneficial for all concerned. The Company is committed to taking a proactive approach to this area and to regularly review its approach in line with internal and external developments which may impact on employee mental health and wellbeing. The full mental health and wellbeing policy is available in Appendix N

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4.25

Mobile Telephones

Safety, Health and Welfare at Work Act 2005 The use of mobile telephones is only permitted where there are no restrictions on safe use, and it is safe to do so. Drivers of vehicles being used for Company business are not required to and are strongly advised not to use a mobile phone at any time when the vehicle engine is running. Where there is a need for the use of a mobile phone whilst a vehicle engine is running this will only be with the use of a fully integrated and totally hands-free kit and where the driver has assessed the prevailing road conditions and considers it safe to do so.

A fully integrated and totally hands-free kit will be professionally fitted to operate in conjunction with the vehicle audio system and there must be no need to take either hand off the steering wheel. Such systems may be activated by voice or automatically cut in.

Earpieces, remote or otherwise, are not considered to be hands free.

Mobile telephones MUST not be used when operating machinery e.g., forklift trucks.

4.26

Night Workers and Shift Work

The guidance to the regulations defines ‘Night-time’ as the period between midnight and 7.00 am the following day. Night workers are employees who normally work at least three hours of their daily working time during night-time, and whose annual number of hours worked at night equals or exceeds 50 per cent of their annual working time.

Where applicable, site management will ensure that a risk assessment is carried out to determine whether night work involves special hazards or imposes heavy physical or mental strain on employees.

Site management will ensure that before an employee starts night work and at regular intervals whilst working as a night worker, the employee will be offered an assessment by a registered medical practitioner to determine any adverse effects of night working on the employees’ health. This assessment will be provided free of charge to the employee.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 3 of Part 6: Night Work and Shift Work

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4.27

Noise in the workplace

Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 1 of Part 5: Control of Noise at Work The noise levels to which employees are subjected should always be kept to the practicable minimum. In addition, the regulations lay down specific noise levels at which employers are obliged to take certain actions to protect employees and others in the workplace.

See Appendix O

4.28

Occupational Driving

Safety, Health and Welfare at Work Act 2005 Site management will ensure that all drivers of Company vehicles and drivers of their own vehicles for Company purposes are both qualified and insured to drive the vehicle for business use. Employees are obliged to inform their manager of any endorsements or disqualification incurred after routine checks of their driving license.

Drivers will ensure that they are fit to always drive when they take control of a vehicle.

This includes the requirement to declare any condition which adversely affects their ability to drive safely and the need to ensure that eyesight meets minimum acceptable standards; drivers will be required to provide evidence that their eyesight has been appropriately tested within a two-year period, or more frequently if so, advised by an optician. Drivers must not drive under the influence of drugs or alcohol.

Site management will ensure that all Company vehicles are properly serviced and maintained; employees who are owner drivers are wholly responsible for ensuring that their own vehicles are roadworthy and road legal and may be required to demonstrate that routine servicing and maintenance are carried out to the manufacturers recommended schedule.

Drivers involved in any road traffic accident in the course of work activities will, in addition to any reporting required for the purposes of insurance, complete a Company internal incident report form. See Appendix P

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4.29

Outdoor Working

Safety, Health and Welfare at Work Act 2005 Outdoor working can present risks to an employee’s safety and managers will ensure that appropriate assessment and controls are in place. Consideration should be given to factors such as cold, heat, UV from the sun. See Appendix Q

4.30

Pallet Racking and Storage

Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 2 of Part 2: Use of Work Equipment.

All pallet racking shall be installed, marked and subject to regular inspection in accordance with the SEMA Code of Practice for the Use of Static Pallet Racking. Climbing on racking structures for whatever reason is strictly prohibited.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Products shall only be stored in designated purpose-built storage areas. Where product is stored on pallets at height it must be stable and such measures taken as are practicable to prevent the unintentional fall of product or stock from high levels. Product, stock, materials or equipment must not be stored on top of fridge units or suspended ceiling structures.

See Appendix R.

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4.31

Personal Protective Equipment

Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 3 of Part 2: Personal Protective Equipment Personal Protective Equipment (PPE) will be provided free of charge to those employees required use it following a risk assessment or arising out of a requirement to provide it as a statutory duty. The necessary information, instruction and facilities for PPE shall be made in compliance with the PPE at Work Regulations and where applicable PPE will conform to relevant standards under PPE Regulations.

4.32

Portable Tools and Equipment

Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 2 of Part 2: Use of Work Equipment. Safety, Health and Welfare at Work (General Application) Regulations 2007 Part 3: Electricity A competent contractor should be used for minor works as first preference. If portable tools and equipment are required on site, then they should be of a professional standard, and maintained in good condition. Where power tools (i.e., electric drills) are used by employees on a temporary basis, they must be owned and maintained by the Company and if possible powered by a rechargeable lithium-ion battery. If battery power is not an option, power tools must operate at 110 Volts or less, centre tapped to earth where possible or be fitted with an in line residual current device (RCD. All appliances should be tested annually (Portable Appliance Test), or at a frequency determined by a competent person. All portable electrical equipment must be inspected for damage/defects prior to use.

Prior to the drilling, or chasing of a wall, ceiling or floor surface a check must be made using a proprietary cable and pipe detecting instrument to determine the proximity of cables or pipes below the surface.

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DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

All pallet racking shall be installed, marked and subject to regular inspection in accordance with the SEMA Code of Practice for the Use of Static Pallet Racking. Climbing on racking structures for whatever reason is strictly prohibited.

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4.33

Pressure Systems

Safety, Health & Welfare at Work (Amendment) Regulations 2012 All refrigeration systems shall be subject to a system of planned maintenance and repairs. The pressure systems safety design features should be tested as part of this routine maintenance.

For fixed systems with an operating pressure more than 250 Bar/Litres and with an electrical output greater than 25 Kilowatts, and for mobile systems with an operating pressure in excess of 250 Bar/Litre, a written scheme of thorough examination is required in addition to testing of the systems safety design features by a competent person.

4.34

Pregnancy - New and Expectant Mothers

Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 2 of Part 6: Protection of Pregnant, Post Natal and Breastfeeding Employee.

Pregnant Workers are encouraged at the earliest possible stage of pregnancy to inform their direct Line Manager. An assessment of risk arising out of the work activities to the unborn foetus and expectant mother shall be undertaken. Further advice is available from the Company Human Resource Director.

If work involves heavy or repetitive lifting or the frequent usage of hazardous chemicals then redeployment of the employee to a work area, within their current operational site that does not give rise to such risks shall be undertaken. If redeployment occurs, it must be on the same terms and conditions i.e., hours of work and pay rates. If a satisfactory agreement cannot be reached between employee and Line Manager, then the matter must be referred to the Company Human Resources Director.

4.35

Public Access

Safety, Health and Welfare at Work Act 2005 Members of the public are subject to specific risks as visitors and customers. Management and employees have a duty for their health, safety and welfare at all times whilst they are on Company premises.

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4.36

Radon

Safety, Health and Welfare at Work Act 2005 Regulation 66 of the Radiological Protection Act, 1991 (Ionising Radiation) Regulations, 2019, (SI No 30 of 2019), Dole Ireland sites located in high Radon areas have been tested for the presence of the gas using a registered measurement service provider. For results above 300 Bq/m3, remedial measures have been taken to protect the health of workers and retesting was carried out following the remedial measures to ensure effectiveness. See www.radon.ie for more information.

4.37

Risk Assessment

Safety, Health and Welfare at Work Act 2005 Unless properly controlled, the operational activities of Dole Ireland may, create risks to employees and others. All reasonably practicable measures will be taken to reduce these risks to an acceptable level. General Managers will ensure that risk assessments are carried out within their area of responsibility. The risk assessment shall detail the range of hazards associated with working operations together with any necessary remedial actions. See Appendix S

Identify hazards in the workplace or arising out of the work activity.

Define appropriate control measures and how they will be implemented.

Document the risk assessment process to ensure compliance with statutory duties.

Be subject to an annual review or sooner if there is any reason to suspect that it is no longer valid.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Risk assessment will:

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4.38

Safety Committee

Safety, Health and Welfare at Work Act 2005 The 2005 Act provides for consultation between employers and employees to help ensure co-operation in the prevention of accidents and ill health. Under Section 25 of the 2005 Act, employees are entitled to select a safety representative to represent them on safety and health matters with their employer. Section 26 sets out the arrangements for this consultation on a range of safety and health issues at the workplace. The local Safety Committees are used for this consultation process.

Site management shall convene a Safety Committee with nominated employee representation as required from respective operational and administrative departments. The Safety Committee will meet twice annually as a minimum.

If a separate Safety Committee is not deemed necessary to fulfil the requirements of the Health and Safety Consultation with Employees Regulations, Health and Safety can be tabled as an agenda item within a more general site management meeting. Where formal Safety Committees are required, Appendix T should be referred to.

4.39

Smoking

Public Health (Tobacco) Act 2004 Smoking is prohibited in all enclosed and substantially enclosed premises in the workplace.

This includes Company vehicles and applies to all employees, customers, consultants, contractors or visitors. Appropriate ‘no-smoking’ signs will be clearly displayed at the entrances to and within the premises, and in all smoke free vehicles. Smoking applies to anything that can be smoked and includes, but is not limited to, cigarettes, pipes (including water pipes such as shisha and hookah pipes), cigars and herbal cigarettes. For the purpose of this policy, smoking also includes the use of electronic cigarettes and nicotine inhalers.

Overall responsibility for implementation and review rests with the site management, however, all employees are obliged to adhere to, and support the implementation of the smoke free requirement.

Local disciplinary procedures will be followed if a member of employees does not comply with the smoke free requirement. In addition, those who do not comply with the smoke free law may also be liable to a fixed penalty fine and possible criminal prosecution. See Appendix U

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4.39

Smoking

Public Health (Tobacco) Act 2004 Smoking is prohibited in all enclosed and substantially enclosed premises in the workplace.

This includes Company vehicles and applies to all employees, customers, consultants, contractors or visitors. Appropriate ‘no-smoking’ signs will be clearly displayed at the entrances to and within the premises, and in all smoke free vehicles. Smoking applies to anything that can be smoked and includes, but is not limited to, cigarettes, pipes (including water pipes such as shisha and hookah pipes), cigars and herbal cigarettes. For the purpose of this policy, smoking also includes the use of electronic cigarettes and nicotine inhalers.

Overall responsibility for implementation and review rests with the site management, however, all employees are obliged to adhere to, and support the implementation of the smoke free requirement.

Local disciplinary procedures will be followed if a member of employees does not comply with the smoke free requirement. In addition, those who do not comply with the smoke free law may also be liable to a fixed penalty fine and possible criminal prosecution. See Appendix U

4.40

The requirement for employers to ensure the health and safety and welfare of all employees and others who may be affected by their activities extends to work related functions. These functions will include departmental parties or dinner events; client hospitality; arranged sports and social activities, and external training. It is the responsibility of the organiser of the event to ensure that all associated health and safety issues are suitably risk assessed and managed.

Some guidance is set out in Appendix V

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Social Events

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4.41

Training & Induction All employees must undertake suitable and sufficient health and safety training. Health and safety training required by statute will be provided during working hours and at Company expense. Health and safety training will be refreshed at suitable intervals. Training will include: Induction Training.

Before engaging in a full work routine, each new employee will receive induction training. This training will include issues such as health and safety arrangements in place (such as fire procedures); the activities and processes that take place at work; and the risks arising from them and how to avoid or manage them. Certain elements of induction training may be available online.

Routine H&S Training.

Site health and safety and emergency evacuation training shall be provided at regular intervals.

Job Specific Training.

Appropriate training for each employment shall be provided. This will include any training deemed necessary following a risk assessment and where appropriate training such as display screen assessment, forklift truck operation, manual handling awareness, occupational driving, food hygiene, HACCP. Specialist.

If required, specialist health and safety training shall be provided to those with additional responsibilities for health and safety.

4.42

Traffic Routes

Safety, Health and Welfare at Work (General Application) Regulations 2007Chapter 1 of Part 2: Workplace Traffic routes must be subject to a suitable and sufficient risk assessment and organised so that pedestrians and vehicles can circulate safely. The workplace should keep pedestrians and vehicles separate, so far as is reasonably practicable. Where this is not possible other measures will be used to ensure that pedestrians and vehicles can pass safely. Traffic routes will be suitable for the people and vehicles using them. See Appendix W

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DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

4.43

Travel Abroad

Safety, Health and Welfare at Work Act 2005 Where an employee is required to undertake work related foreign travel the employee and immediate line manager must ensure that: •

All appropriate vaccinations/medications are identified and administered via the employee’s GP/clinic sufficiently in advance of any trip.

•

Travel is not extended into countries for which appropriate vaccinations/ medications have not been obtained.

•

Travel is not undertaken without appropriate vaccinations / medications and adequate time for levels of immunisation to develop.

•

Travel is not undertaken to countries, or parts of countries, that are subject to advice not to travel.

•

First Aid and Emergency Medical Travel Kits are carried, when not travelling in the EEC or the journey could take you away from sites of normal first aid provision.

•

Insurance cover is in place and, for travel to EEA countries; a European Health Insurance cover has been obtained. See Appendix X

4.44

Visitors

Safety, Health and Welfare at Work Act 2005 General Managers will ensure that arrangements exist for visitors to be informed of the safety systems and emergency procedures relevant to the premises. Most premises will have a signin procedure, which shall be completed by the visitor, and should include, as a minimum, the following details.

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•

Name of visitor and name of their employer or other contact point in case of emergency.

•

Date and time of arrival.

•

Person or area to be visited and identity of person responsible for the visitor.

•

Confirmation that the relevant safety and emergency procedures have been explained.

•

Date and time of departure.

4.45

Waste Disposal

Safety, Health and Welfare at Work Act 2005 All waste must be disposed of via a licensed waste carrier and a waste transfer note or approved ‘Written Information’ completed to cover each waste collection. The transfer note must state: the nature of the waste being transferred, whether the waste is loose or contained, the quantity of waste being transferred, the name and address of the producer, the name and address of the carrier, the registration number and issuing authority, the place of transfer, the signatures of both producer and carrier.

4.46

Welfare Facilities

(Toilets, Washing Facilities, Rest Areas etc.)

Safety, Health and Welfare at Work (General Application) Regulations 2007Chapter 1 of Part 2: Workplace Suitable and sufficient toilet and washing facilities shall be provided at each operational site considering the work being undertaken and the number of employees employed (See Tables 1 & 2 below).

Number of People at Work

Number of Toilets

Number of Washbasins

1-5

1

1

6-25

2

2

26-50

3

3

51-75

4

4

76-100

5

5

A supply of hot (or warm) water, cold water, soap and hand drying facilities are available.

A supply of cold potable drinking water is provided. A facility is provided for employees to prepare and heat food for their own consumption and an area to sit and rest during designated rest periods and to store clothing not worn during working hours.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Table 1 – Number of toilets and washbasins for mixed use.

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4.47

Work at Height

Safety Health and Welfare at Work (General Application) Regulations 2007 Part 4: Work at Height General Any work at height shall be carried out so as to comply with the Work at Height Regulations.

All work areas where a fall from height is possible shall be constructed so as to prevent, by design or by use of guard-rails, a person falling from or through such a working position.

Temporary access to high level areas for inspection or maintenance purposes shall only be undertaken using equipment designed for the purpose and operated or erected by persons certificated as competent in its operation. All equipment used for work at height will be properly inspected and maintained. For further guidance, see Appendix Y.

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4.48

Young Persons

Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 1 of Part 6: Protection of Children and Young Persons.

Anyone under the age of 18 years is defined as a young person. In general, it is not Company policy to employ young persons. However, it may be acceptable to allow young persons to undertake work during school term breaks and for the purposes of work experience.

A young person clearly has a lack of experience and awareness of the risks in the workplace, a tendency to be subject to peer pressure and a willingness to work hard. Young people are not fully developed and are more vulnerable to physical, biological and chemical hazards than adults. Before a young person starts work, the Company will consider their particular vulnerability in the workplace. A risk assessment must be carried out, which should take account of.

•

Young person’s inexperience, lack of awareness of risks and immaturity.

•

The layout of the workplace and workstation.

•

The nature, degree and duration of exposure to physical, biological and chemical agents.

•

The range and use of work equipment, (including PPE), and the way it is handled.

•

The level of training, instruction and supervision provided.

•

Site rules.

•

Restricted areas.

•

Prohibited machines and processes e.g., lift trucks.

•

Fire precautions.

•

Job related information.

At induction the young worker will be introduced to a mentor and given close supervision, particularly during the first few weeks of their employment.

The Company’s Child Labour Policy can be found in Appendix Z

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

If the risk assessment identifies the risk as high the young person must be prohibited from undertaking the task until such time the high risk can be eliminated. Extra supervision may help eliminate such risks. Induction training is very important for young workers. Inductions will include: -

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1 5

Introduction Appendices

56

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DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | APRIL 2023

5

Appendix A

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | APRIL 2023

Alcohol and Drugs Policy

This policy applies equally to all employees irrespective of their position.

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1

Introduction The Safety, Health & Welfare at Work Act, 2005 places obligations on the Company to take proactive steps to provide a safe and healthy place of work for all employees. This Act provides important definitions and outlines the general obligations of employers and employees.

“Intoxicant” includes alcohol and drugs and any combination of drugs and/or alcohol.

In Section 13 of the Act, it states that an employee shall, while at work: “…ensure that he or she is not under the influence of an intoxicant to the extent that he or she is in such a state as to endanger his or her own safety, health or welfare at work or that of any other person.”

The employee must also: “…not engage in improper conduct or behaviour that is likely to endanger his or her own safety, health or welfare at work or that of any other person.”

An intoxicated employee is a danger to themselves and others in a safety critical workplace. If employees involved with the operation of machinery, dealing with customers, administering first aid or fire wardens were unfit to safely discharge their functions due to the use of intoxicants we would be placing others at unnecessary risk.

The Company recognises that employees taking drugs prescribed by an attending physician may also present a risk to themselves and others, depending not only on their state of health, the nature of the drugs prescribed and their effect, but also on the type of work activity in which they are engaged. Employees taking prescribed drugs should, with primary regard being given to their physician’s advice, establish if these drugs may adversely affect their work and safety. If this is the case, they should inform their supervisor immediately. All prescription drugs must be kept in their original container.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

While the Act imposes the above obligations on employees it also provides a useful guide to what a drug and alcohol policy should cover: “…if reasonably required by his or her employer, an employee must submit to any appropriate, reasonable and proportionate test for intoxicants by, or under the supervision of a registered medical practitioner who is a competent person, as may be prescribed.”

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2

Objectives The Company positively promotes the health and well-being of all its employees by: •

encouraging a healthy lifestyle to prevent the development of alcohol and other drug related problems.

•

aiding employees who need to overcome problems caused by alcohol or drug misuse.

3

Aims This Policy aims to: -

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•

ensure that the company complies with its legal obligations.

•

raise awareness of the risks of alcohol and other drug related problems.

•

promote the health and well-being of employees.

•

protect employees from the dangers of drug and alcohol abuse.

•

support employees with possible alcohol and drug related problems at an early stage

4

Observation If an employee is observed by two members of management behaving in a manner which may indicate, they are under the influence of alcohol and/or drugs they will be suspended from work with pay pending the outcome of an independent investigation into the matter.

Following this investigation if the employee is found to have been under the influence of alcohol or drugs at work, disciplinary action will be taken. Incapability whilst on duty brought about by alcohol or illegal drugs is listed as an example of gross misconduct under company disciplinary procedures.

Below is a list of possible characteristics of an employee under the influence of an intoxicant they are included but are not limited to: • Smelling of alcohol • Staggering • Slurred speech • Unusual hyperactivity, giddiness • Mood swings, irritability • Impulsive/Talking too much.

• Sleeping at work • Inappropriate interactions • Absenteeism, accidents and unusual incidents.

• Fluctuating work performance • Fluctuations in concentration and energy • Late arrivals and/or returns to work.

• Unpredictable mood changes • Poor cooperation with colleagues • Unkempt appearance • Frequent borrowing of money • Hand tremor • Excessive sweating • Unreliability • Aggression or irritability • Confusion or drowsiness Any employee suspected to be under the influence of drugs or alcohol will be suspended from work on pay pending the outcome of an investigation.

Should an employee require to take personal medicines throughout the working day, please make this known to management.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

The outcome of a disciplinary hearing could lead to disciplinary action up to and including dismissal. Please refer to the Company disciplinary procedures for an explanation of the procedure associated with this.

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5

Testing An employee suspected to be under the influence of drugs or alcohol may also be requested to submit for testing with the Company occupational health team. An employee suspected to be under the influence of drugs or alcohol may initially be subject to saliva or breathe testing at the premises of the company occupational health team. If these tests are positive, the employee will undergo a urine and/or blood test which will be sealed with self-evident tamper proof packaging and sent to a laboratory for analysis. All documentation will be completed in the employee’s presence, and they will be asked to sign it to confirm that they have witnessed the procedure.

The results of the drug and alcohol test are furnished to the employee and the employee’s manager or in his/her absence the HR Manager. Any employee who fails to appear for with cause testing, who tampers with the samples or fails to co-operate with the company Alcohol and Drug policy procedures will be subject to the company disciplinary procedures. The above are grounds for gross misconduct under the company disciplinary procedure and may, following a disciplinary hearing, result in disciplinary action up to and including dismissal.

6

Intervention Alcoholism and drug addiction can be responsive to proper treatment and the Company will not discriminate against any employee based on a disability they may have. The Company recognises that employees’ managers need training and support to recognise problems and deal with them effectively. The Company will provide access to professional services, including medical services and health and safety training to assist staff in this regard. However, should an employee fail to continue with treatment or respond to treatment they will be subject to disciplinary action up to and including dismissal where appropriate. The Company will not tolerate abuse of this policy or available employee support mechanisms. Referral to support mechanisms will not arise in every case and the Company will not permit employees to use such mechanisms to circumvent disciplinary processes.

Employees are encouraged to seek assistance on a voluntary basis.

Where a manager identifies behaviour indicative of a possible alcohol or drug related problem, he or she will raise this with the employee and make them aware of the availability of support services (company doctor, staff counselling welfare service: further details available from your manager or in his/her absence the HR Manager). The manager will only deal with work related issues and will not diagnose a personal problem. He/she should keep factual and accurate written records of incidents and all conversations and interactions with the employee. These records will be stored in a confidential file.

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7

Confidentiality The Company will endeavour to ensure that any employee who seeks help will be treated with discretion and confidence.

The decision to seek help, agree to a referral and/or accept professional intervention will be the responsibility of the individual staff member. Time off will be given for treatment or other specialist care, or aftercare provided appropriate certification is submitted. Please refer to our sick leave policy for an explanation in relation to paid and unpaid sick leave. Where, however, an employee’s work performance or behaviour remains unsatisfactory despite the availability of services, then normal disciplinary procedures will be activated. The employee will be entitled to bring a work colleague to all meetings held in the context of the disciplinary process.

An employee’s Manager will liaise with the company doctor during treatment. In the Manager’s absence, the HR Manager will deal with the company doctors. Medical records are always confidential and only an employee’s direct manager and the HR Manager will have access to this information.

8

Direct contact

9

Monitoring Progress of employees will be monitored directly by the company doctor and their Manager/ HR Manager. Should an employee’s alcohol and/or other drug related problems continue to affect their work performance, the Company disciplinary policy may be invoked.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Any employee who feels that they have a problem may approach our company physicians directly for support and assistance. An employee’s manager or in his/her absence the HR Manager will be informed by the occupational health physician of any such contact and the matter will be dealt with confidentiality and sensitively.

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10

Alcohol and Drug Awareness The Company will encourage a healthy and sensible approach to alcohol and drugs by providing education and training opportunities to employees: •

to increase awareness of responsible drinking.

•

to increase knowledge of the risks associated with alcohol and drug misuse.

•

to increase awareness of early signs of alcohol and drug dependency.

This will be done through: •

specific projects e.g., alcohol awareness week in the workplace.

•

the provision of appropriate information.

•

explanation of the drug and alcohol policy and support services available.

11

Reporting Illegal Activity The sale, use, purchase, transfer or possession of an illegal drug or drug paraphernalia is illegal.

The Company, having taken steps in line with the disciplinary policy, will report information to the Gardaí and will turn over to the custody of the Gardaí any such substances found on the premises.

12

Right to Search In exceptional circumstances the Company reserves the right to search an employee or their personal belongings both during their contracted hours of work and on leaving the Company’s premises. Should such circumstances arise, any search would be carried out in a discrete and wholly appropriate manner.

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13

Coordination of Policy The successful implementation and establishment of this policy is the responsibility of all employees of the Company. However, overall coordination and responsibility lies with the HR Manager. Supervisors, Managers, and staff have special responsibilities in relation to the policy. These include: •

being familiar with the policy and its procedures

•

providing information on the policy and encouraging employees who may have an alcohol and other drug related problems to seek assistance voluntarily.

•

assisting the employee and monitoring job performance where he/she remains and/or returns to work.

•

having up to date information on alcohol and drug advice

•

ensuring the policy is kept under review.

14

Implementation and Review

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

The Policy has been in effect since 1st January 2009.

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15

Definitions Saliva testing Testing to be carried out by occupational health physician/company doctor using swab on saliva in the mouth area.

Breath testing Testing to be carried out by occupational health physician/company doctor using breath testing apparatus.

With cause testing Testing used in circumstances where Company has reasonable concern that employee is intoxicated or unfit in any way to attend work due to the consumption of intoxicants and is referred for immediate review to the occupational health physician/company doctor.

Urine testing Involves the provision of a urine sample to the occupational health physician for the purposes of screening for intoxicant levels.

Blood testing Involves the provision of a blood sample to the occupational health physician for the purposes of screening for intoxicant levels.

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5

Appendix B

All Sites where asbestos has been detected have an asbestos register that has been compiled by a competent person on completion of a survey of ACMs on site.

Where there are no ACM’s there will be a declaration to that effect. Sites built after 2000 should be ACM free; however, it is prudent that a survey should still be carried out.

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Management of Asbestos Containing Material (ACM)

1

Management of Asbestos Asbestos may be managed in place if it: •

Has been surveyed and appropriately categorised as a low risk, e.g., if it is not likely to release friable particles into the air e.g., damaged / exposed.

•

Is identified on a register.

•

Is in a location where it is not likely to be disturbed.

•

Is clearly marked as containing asbestos with an appropriate label. (Figure 1).

•

Is subject to a regular inspection to ensure that it is undamaged.

Figure 1 – Label for ACM’s

1.1

Survey The aim of a management survey is to determine the locations of ACM’s and the risks presented by them during normal use of the building. This can be assessed by using an algorithm which details the type, application, friability, condition, surface treatment, location and ease of access of all known and presumed ACM’s. The results of the survey will help you decide upon the appropriate management of ACM’s and ultimately whether they are removed or managed in place.

As a minimum an asbestos register should contain the following details about all ACM’s, presumed or otherwise within all premises under your control:

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•

Location of ACM’s - A plan of the building should also be used to indicate locations which should be crossed referenced with the information in the register.

•

Product details of the ACM, e.g., asbestos cement.

•

How much, e.g., 25m2, whole roof etc.

•

Surface coating, e.g., gloss paint, emulsion, none.

•

Condition

•

Ease of access

•

Type of asbestos (Blue, Brown, White etc.)

•

An assessment of risk and priority for each ACM on the register.

The details contained in the register should reflect the results of any survey for ACM’s that you have had carried out.

1.2

Working on or Around ACM’s All works should be carried out by a competent person when working with or in close proximity to known or presumed ACM’s. Depending on the level of risk presented by the ACM’s concerned and the task to be undertaken you will need to use either a contractor who is suitably trained and experienced with ACM’s or a contractor who has been licenced by the enforcing authority to work with ACM’s.

1.3

Contractors Contractors working with ACM’s must be competent and, if necessary, licenced to do so. All contractors working on Dole Ireland sites where ACMs are present are required to complete the Asbestos Register Contractors Declaration prior to commencement of any works. This includes all work where the fabric of the building, services, fixtures and fittings, cables etc. are involved. The declaration can be found at the end of this Appendix.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

NB: In all cases when working with ACM’s or in an area where the work may disturb known or suspected ACM’s you must inform the Group Health and Safety Manager prior to any works commencing.

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1.4

Removal Only a suitably competent contractor is permitted to remove ACMs from Dole Ireland sites; for certain categories of higher risk work the contractor will need to be licenced. For planned works on ACM’s including demolitions and removal of disturbed ACM’s the Group Health and Safety Manager should be contacted.

1.5

Duty to Provide Information There is a duty placed on Dole Ireland to ensure that for premises under their control any relevant information on asbestos is passed to those that may be affected by its presence.

This includes: •

Contractors. (See declaration for contractors at the end of this appendix).

•

Employees. Employees should be briefed on the following on induction:

•

•

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•

Location and contents of the asbestos register.

•

Action on accidental disturbance (stop work, secure area and report).

•

Person responsible for managing ACM’s.

Tenants and Sub-Tenants. All persons granted control of any Dole Ireland premise must be adequately briefed on the following prior to the point that they are permitted access and given control and regardless of the status of any lease agreement. This is the responsibility of the person permitting access and control.

•

Contents of ACM register applicable to the lease / potential lease.

•

Risks associated with anticipated operations and routine maintenance.

•

Procedures for accidental disturbance of ACM’s.

•

Limitations of ACM register.

Visitors. Visitors should be made aware of ACM’s if there is any reason to suspect that they may be placed at risk because of any particular site activities, maintenance works etc. or any activities that may disturb ACM’s being carried out by the visitor. The majority of cases will be covered by contractor controls.

2

H&S Requirements Checklist for Contractors Declaration As part of the general requirements for the management of contractors detailed within this Safety Statement, all contractors who come on to Dole Ireland sites where ACMs are present shall: •

See a copy of the asbestos register and sign to acknowledge their understanding of the locations of ACM’s and the hazards presented by them (in relation to the contractor and their activities).

•

See a copy of the emergency procedures and the reporting requirements for the disturbance of known ACM’s.

•

Understand the limitations of the asbestos survey in question.

•

Provide details of their qualification/accreditation to work with ACM’s.

•

Provide a suitable & sufficient risk assessment and method statement in relation to their activities. This should include details of the necessary controls for the management of the ACMs in question, which may affect themselves, Dole employees and any third parties on site at any given time.

•

Undertake any necessary notifications to the Health & Safety Authority or relevant Enforcement.

•

All works that may involve the disturbance of ACM’s must to be reported to the Group Health and Safety Manager at the earliest opportunity. A copy of the documents detailed above should be forwarded prior to the commencement of any works.

•

All such works shall require authorisation prior to commencement from the Group Health and Safety Manager.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

In addition to the above, all contractors undertaking any work within Dole Ireland sites, that is likely to disturb known or presumed ACMs shall:

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Asbestos Register

Contractors Declaration Please ensure that you have seen and that you understand the relevant parts of the Asbestos Register as follows before completing the table below: •

The locations of Asbestos Containing Materials (ACM’s) and the hazards presented by them (in relation to your activities).

•

The emergency procedures and the reporting requirements for the disturbance of presumed or known ACM’s.

•

The limitations of the survey from which the asbestos register was compiled.

Please read the following guidance notes relating to the table below prior to entering details.

Column (e) – Does the work involve contact with any of the ACM’s detailed on the register (presumed or confirmed)? If ‘Yes’, points 4-8 of contractor management may apply prior to commencement of works. Seek advice from your Dole site contact.

Column (g) – Please ensure that you agree with the following statement prior to signing.

I have been shown the Asbestos Register for ……………….…………………(site) and I am aware of the location ACM’s, the hazards associated with their disturbance, emergency procedures, reporting requirements and the limitations of the information that I have been given.

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(A)

(B)

(C)

(D)

(E)

(F)

(G)

Contractor

Date

Reason for Visiting (brief details of works to be undertaken)

Site Contact

Contact with ACM’s Y/N

Print Name

Sign

5

Appendix C

The following guidance notes should be followed whenever a Contractor is to be employed to carry out work on Group premises.

Many contracted works and in particular minor building and maintenance repairs are, through operational necessity arranged at short notice and by telephone. It is important under such circumstances to adopt the following safeguards.

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Arrangements for Contractors.

Stage 1

Tenders, Quotations or Estimates All Contractors and any sub-contractors who are contacted to submit estimates for works, do so on the basis that work for the Group must be undertaken in compliance with the requirements of the Safety, Health and Welfare at Work Act 2005, and all other relevant statutory provisions.

Contractors must ensure for their employees: safe means of access; safe working places; safe methods of work; adequate plant; appliances in good order and competent supervision. In addition, they must not as a result of their activities introduce unacceptable risks that could affect Group employees.

Stage 2

Offer of Contract At this stage a start date is usually agreed. The Groups’ safety arrangements require that the contractor nominates a person to be in charge of operations and be responsible for onsite safety. Management responsible for placing the contract must also nominate a Group employee as the contact, who will liaise with the contractor’s nominee to ensure on-site safety and assume the employer’s responsibility to provide safe working conditions.

Before a contractor is invited onto a Company site for the first time, they need to prove that they are competent to do the job without risk to safety, health and welfare of themselves and others in the workplace.

At this point potential contractors must complete a Contractor Health and Safety Assessment Form. They will need to provide:

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•

Health & safety statement.

•

Relevant risk assessment.

•

Proof of competency.

•

Liability insurance documentation.

When the contractor arrives on site for the first time, they must be given a brief induction to include: •

A brief summary of the health and safety management system.

•

A list of site rules.

•

Accident reporting procedures.

•

Fire and emergency procedures.

•

First aid provision.

•

Location of welfare, canteen facilities and rest rooms.

Each contractor on the authorised list will have their documentation and performance reviewed annually.

Stage 3

Acceptance of Contract and Commencement of Work

Approved Contractors List On satisfactory completion of the contract and subject to the conditions above being met satisfactorily throughout the duration of the contract, the contractor should be considered for addition to an approved list of contractors. Any documentation held relating to the contractor should be retained on file and reviewed annually to ensure that it is up to date if the contractor is to be retained for future works.

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Before the contract work commences, the nominees should meet, and the nominated Group employee should discuss and resolve any remaining health and safety issues.

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5

Appendix D

Construction Work

76

Construction Work

•

A planning supervisor and a principal contractor for each project are selected and appointed and that those appointed are competent and have adequate resources to carry out their duties fully.

•

The planning supervisor is provided with all information about the site, premises, work activities and processes where the construction work is to be carried out.

This information will be provided prior to commencement of any work.

•

The principal contractors appointed to conduct construction work have made adequate provision for health and safety. This should be achieved through the tendering systems and used to form a list of approved contractors; tender documentation will be structured to assist the selection of contractors and the provisions for health and safety.

•

A health and safety plan will be prepared and authorised by the planning supervisor, prior to the start of any construction work.

•

Employees will be informed of the risks involved in any construction work and any preventative or protective measures.

•

Full co-operation and co-ordination are maintained with the contractor to ensure that statutory duties are met, that procedures will be followed in the event of serious and imminent danger and that arrangements for health and safety remain appropriate to the risks involved throughout the construction project.

•

A health and safety file for the project will be maintained and kept available for inspection at all times.

Certain construction projects are notifiable to the Health and Safety Authority under the Safety, Health and Welfare at Work (Construction) Regulations 2013. The project will be notifiable if it is going to involve more than 30 working days and more than 20 workers simultaneously or will involve more than 500 person days of work.

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All construction work must be carried out without risks to the health and safety of employees and other persons. This will be achieved by the Project Manager ensuring that all required controls have been exercised before a construction project commences.

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5

Appendix E

Display Screen Equipment

78

1

Display Screen Equipment (DSE) Workstations General Managers will ensure that all DSE workstations meet the technical requirements listed in schedule 4 of the Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 5 of Part 2: Display Screen Equipment. Details and advice on these regulations may be obtained from the Group Health and Safety Manager.

2

Training Sufficient information, instruction and training will be given to employees whose work involves the use of DSE and to managers and supervisors who are responsible for users of DSE. Where appropriate this provision will also apply to persons not in direct employment i.e., employment agency personnel.

3

Responsibilities •

Workstation assessments are carried out and records are kept.

•

All necessary steps are taken to address risks found as a result of assessment.

•

Changes of task are incorporated within the working day for users so that intensive periods of on-screen activity are prevented.

•

Software is reviewed for suitability.

•

The provision of eye and eyesight testing prior to employment, at regular intervals thereafter, and where a visual problem is experienced is undertaken in accordance with the company procedure.

•

The supply of corrective appliances where required specifically for DSE use in accordance with the company procedure.

•

Employees involved in or applying for work with DSE are advised of the risks to health and how these are to be avoided.

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General Managers will ensure that:

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Employees must ensure that: •

Any problems arising in the use of DSE are reported to their manager immediately.

•

Any adverse health condition arising with a possible connection to the use of DSE is reported immediately.

•

They comply with instruction and training provided.

4

Eye and Eyesight Tests The Company will inform employees who habitually uses a DSE as a significant part of normal work, that they are entitled to be provided with an appropriate eye and eyesight test, which would be carried out by a competent person.

Where eye tests carried out by the doctor or optometrist reveal that particular lenses are required for DSE work, the costs of minimum requirement frames and lenses will be borne by the Company, taking account of any social welfare entitlement that might apply. Where an employee already wears glasses to correct a visual defect (normal corrective appliances), and routine change of lenses arises, if these glasses are adequate also for DSE work, the Company is not liable as regards meeting the cost.

Company drivers must complete an annual declaration which includes confirmation that they have had a recent eye test.

The Company plans work, so far as reasonably practicable, so that daily DSE use is interrupted periodically by breaks or changes in activity which, reduce the work at the screen. Although the Regulations set no frequency for breaks, no single continuous period of work at a screen should, in general, exceed one hour.

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5

Appendix F

Electricity at Work

81

Electricity at Work General Managers will ensure that:

82

•

Electrical installations and equipment are installed in accordance with the 2008 ElectroTechnical Council of Ireland (ETCI) Wiring Regulations.

•

Fixed installations are maintained in a safe condition by arranging routine and recorded safety testing by registered contractors of Registered Electrical Contractors of Ireland (RECI) or Electrical Contractors Safety & Standards Association (ECSSA). Such testing should be carried out at least every 5 years or at lesser frequencies where stipulated.

•

Portable and transportable equipment is subject to recorded inspection and tested as frequently as required (the frequency will depend on the type of equipment, the environment in which the equipment is used and the conditions of use).

•

Any work on electrical equipment is carried out by authorised, competent, trained and properly equipped workers only. Any works on fixed electrical installations shall only be undertaken by RECI or ECSSA registered contractors. All electrical works on circuits and equipment shall be subject to permit to work controls and where there is the potential for circuits to become live, a full lock down of the circuits concerned will be applied.

•

Works involving existing installations will require the issue of a minor works certificate to supplement periodic fixed installation testing. Where new installations/circuits are added, an electrical installation certificate must be provided.

•

There is no live working unless absolutely necessary, in which case strict controls will be applied within the permit to work.

•

Any equipment used out of doors is of the lowest possible voltage. If 110-volt equipment is used the supply must be centre tapped to earth or the supply protected via a residual current circuit breaker. Equipment used out of doors in wet or damp conditions must be suitable and have an appropriate the protection.

•

Long extension leads are avoided wherever possible.

•

All faults are reported immediately, and faulty equipment is not used.

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5

Appendix G

Fire Precautions

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1

Maintenance Site management will ensure that maintenance contracts are in place for all fire detection, fire warning and emergency lighting systems. They will also ensure that records are kept of fire evacuation drills and inspection of the means of escape.

Site management will ensure that sites under their control are covered for routine maintenance of portable fire-fighting equipment.

2

Training Site management will ensure that all employees are given suitable instruction in basic fire prevention and fire safety procedures, plus specialist training to those with special responsibilities.

3

Risk Assessment Site management will ensure that a Fire Risk Assessment is carried out and recorded by a competent person and that the findings of the risk assessment are acted upon where necessary.

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4

Fire Procedure All employees should be aware of the local fire procedure, and it should be displayed in prominent locations, such as adjacent to every fire alarm call point.

•

That there is a suitable system in place to enable appointed employees to be able to account for all persons within the premises in the event of an emergency evacuation. The type of system to be used will depend on the numbers of people concerned and the complexity of the site. Such systems may include electronic clocking in and out, a employees and visitor bookingin / out proforma or where there are small sites with less than five people, a simple verbal system may be adopted if employees can be accounted for at all times.

•

That persons are appointed to be responsible for specific procedures in the event of fire, including:

•

•

the person(s) responsible for calling the fire brigade.

•

fire wardens

•

fire incident controller

•

security

That any hearing-impaired persons on the premises are aware of the activation of the fire alarm, and that any disabled persons on the premises are given assistance to evacuate the building.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Site management will ensure, in consultation with employees, that all controls identified in the Fire Risk Assessment are implemented and suitably maintained.

These will include the following arrangements:

85

4.1

Procedure Each site will have its own specific procedures, but the following scheme will form the basis for all sites: On discovering a fire or serious and imminent danger: • Raise the alarm by breaking the nearest break glass unit or as appropriate.

•

Only tackle a fire in its early stages. IF IN DOUBT, GET OUT.

•

Evacuate the building via the nearest safe exit and proceed immediately to your ‘Assembly Point’.

•

Do not attempt to re-enter the building until all clear has been given.

On hearing the alarm: • Switch off all equipment, if possible and safe to do so.

•

Commence the immediate evacuation of the premises. Direct any visitors, contractors etc. to leave the building by the nearest safe exit.

•

Do not delay collecting personal belongings or for any other reason.

•

The last person out should close doors as they leave to reduce the spread of fire.

•

Do not run.

•

Assemble at your ‘Assembly Point’ to allow for a roll call.

•

Remain at the Assembly Point until the roll call is complete. Further instruction will be given on whether or not it is safe to re-enter the building.

4.2

Fire Door Fire doors must be suitably fire rated and where necessary fitted with vision panels and selfclosers. They must not be propped open (especially not with fire extinguishers).

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4.3

Fire Exits Fire exits must be clear and unobstructed at all times. They shall be appropriately signed and where necessary emergency lighting shall be installed to guide evacuees to final exit points in the event of a lighting failure. Fire exits should be checked regularly to ensure that they will open easily in the event of an evacuation.

4.4

Testing and Maintenance of Fire Emergency Systems

•

Fire alarm system: •

Test a different call point at approximately the same time each week.

•

Check any standby power monthly.

•

Full system to be inspected by a competent person at least every six months ensuring that during the course of a year all aspects of the system are tested; including functional tests of all detectors, call points and ancillary equipment.

Emergency lighting: •

Test, short duration, monthly.

•

Full duration test to be undertaken annually.

All testing and maintenance undertaken for the fire alarm system and emergency lighting shall be documented in the fire log.

4.5

Fire Evacuation Drills A minimum of two fire evacuation drills shall be undertaken each year. Fire evacuation drills must be documented in the fire log. Details of employees involved, timings, any simulations i.e., closed routes, and any problems identified should be noted. All employees should be encouraged to provide feedback on fire evacuation drills e.g., audibility of the fire alarm sounder.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

•

87

4.6

Firefighting Firefighting should only be carried out if you are confident that you can tackle the fire safely and successfully without any risk to yourself or other personnel. Any person attempting to tackle a fire must have received appropriate training. Firefighting should only be attempted once the alarm has been activated. Generally, fire extinguishers are only suitable for tackling small fires (usually fires that you have witnessed starting). Fire-fighting equipment may also be used to assist escape in the event of your route being compromised by fire.

4.7

Fire-Fighting Equipment Appropriate fire-fighting equipment such as fire extinguishers and hose reels shall be accessible in all workplaces and shall be suitably maintained. Fire extinguishers shall be maintained annually. There should be prominent signage to show where fire-fighting equipment is located.

It is an offence for any person to misuse fire-fighting equipment. Fire extinguishers must be wall mounted or placed on a suitable floor stand.

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5

Appendix H

Instructions to Fire Marshals

89

On Hearing the Fire Alarm •

Direct all personnel to leave the building in an orderly manner by the nearest available exit.

Any lifts on the premises are not to be used.

Then If Safe To Do So •

Close all doors and windows. Switch off or unplug electrical equipment and heaters, but not lights.

•

Check all rooms, including toilets and storerooms to ensure they have been vacated.

Where personnel are working with noisy equipment ensure they have heard the alarm.

•

Go to the appointed assembly area and commence a roll call. You should have an up-todate list of the people in the department for which you are fire warden for this purpose.

•

If you cannot account for everyone, make a note of the individuals’ name and his/her last known whereabouts. Report to the person in charge as soon as possible. Do not return to the building under any circumstances and do not permit anyone else to do so.

•

When you have accounted for everyone in the department for which you are the fire warden report to the person in charge and do not return to the building until he/she authorises you to do so.

On Discovering a Fire •

Raise the alarm.

•

Telephone 999 or 112 ask for FIRE and advise of the location of the fire and your location.

•

If it is safe to do so, tackle the fire with the equipment available.

Remember: The safety of life is most important.

Do not jeopardise your life or other lives in attempting to save property.

•

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If it is not safe to tackle the fire, or if it burns out of control, leave the building at once by the nearest available exit and go to the appointed assembly area.

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5

Appendix I

First Aid

91

1

First Aid Responders General Managers will ensure that an adequate assessment of first aid needs is undertaken for each workplace under their control and that there is an adequate and appropriate provision of first aid equipment, facilities and people to give immediate help to employees, customers or visitors if they are injured or taken ill in the workplace.

First Aid Responders (FARs) are employees who have volunteered for the role and who have been assessed as being suitable.

An appointed person is someone appointed to take charge of first aid arrangements. The role of the appointed person includes looking after first aid equipment and facilities and calling the emergency services when required. Appointed persons do not need first aid training.

Each FAR has been trained by an instructor who has been trained through a Recognised Institutions or Approved Training Institution authorised by the Pre-Hospital Emergency Care Council (PHECC).

•

The initial FAR training is based on a 3-day (18 hour) classroom course. This training and certification are valid for 2 years.

•

Recertification training is based on a 2-day (12 hour) classroom course. Normally, individuals who recertify within 30 days of the expiry of their responder level certificate can undertake this shorter re-certification course.

•

Blended learning is available. This reduces the classroom training to 2 days for the initial training and to 1 day for the recertification training.

The identity and location of site occupational first aiders can also be found on health and safety information notice boards.

2

First Aid Facilities In accordance with the assessment of first aid needs for the specific workplace the General Manager will ensure that the materials, equipment and facilities needed to meet the level of cover identified as necessary will be available to employees at all relevant times. This will include ensuring that appropriate first aid equipment, suitably marked and easily accessible, is available in all places where working conditions require it. As a minimum this will be a suitably stocked and properly identified first aid container supplied with a sufficient quantity of first aid

92

materials for the particular circumstances of the workplace concerned. Larger sites will require more than one first aid container.

First aid personnel will check first aid containers on a regular basis to ensure that they are sufficiently stocked and that the contents are in date. Only specified first aid supplies will be kept. No creams, lotions or drugs will be kept in these boxes.

The location of first aid boxes and the name of the person responsible for their upkeep will be clearly indicated on notice boards. First aid boxes will display the following information: •

The name of the person responsible for their upkeep.

•

The nearest location for further supplies.

•

The contents of the first aid box and replenishing arrangements.

•

Incident reporting procedure.

All incidents, however minor, must be recorded. Details must be reported in accordance with Appendix B.

Type of workplace.

Maximum number of employees present at any one time.

Number of First Aid Responders.

Higher hazard e.g., warehousing, work with dangerous machinery

Up to 49

At least one

50-149

At least one person on site at all times

3

Automated External Defibrillators (AEDs) Automated external defibrillators (AEDs) are located in many sites to prevent sudden cardiac death. The use of an AED is included in the standard training of FARs. The AED will be maintained as per the manufacturers guidelines and checked regularly by onsite personnel.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Guidance - suggested numbers of first aid personnel to be available at all times people are at work.

93

5

Appendix J

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Arrangements for the Safe Operation of Forklift Trucks

94

1

Training and Authorisation of Operators

1.1

Medical Suitability Site management must be satisfied that trainees and experienced operators are medically fit for the work task. This will include the use of pre-employment questionnaires and health. surveillance as appropriate.

1.2

Conditions to be fulfilled before operating Forklift Trucks •

Have reached the age of 17 years.

•

Hold a European driving license (full or provisional), covering category W vehicles.

•

Have received training in accordance with the Health and Safety Authority Code of Practice – Rider-operated lift trucks: operator training.

•

Hold a recognised certificate of basic training for the type of truck to be used.

•

Have received induction and/or job training.

•

Have written authorisation to operate stating the operators name, the date of authorisation, the types of lift truck to which the authorisation relates and any special conditions.

1.3

Certificate of Basic Training A copy of the recognised Certificate must be held in the employee’s personal file. The original is to be issued to the employee together with a copy of the Company operating rules.

Any training organised by the Group for employees must use the services of a competent instructor as set out in the Code of Practice. The training scheme should be accredited, or the instructor and scheme of training supported by references from a reputable company.

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Before Group employees are allowed to operate forklift trucks they must:

95

1.4

Types of Trucks (i)

Counterbalance forklift truck.

1.5

Planning Forklift Truck Training Site management should ensure that training needs are established against operational requirements. It is suggested that this is done on a quarterly or seasonal basis so that training can be planned in advance to meet requirements for qualified personnel.

(ii)

Reach forklift truck.

1.6

Issue of Authorities to Operate

(iii)

Power pallet truck

On the successful completion of a recognised training course and an approved test, an ‘Authority to Operate’ will be issued valid for a period of three years. In all cases FLT operators are to be monitored over the period covered by their ‘Authority to Operate’ to ensure that high standards of operational safety are maintained, and earlier refresher training can be initiated if required.

The authority to operate can be withdrawn at any time if there is reason to suspect that the operator falls below the standard required.

A list of authorised operators for a branch should be posted on the branch notice boards.

1.8

Refresher Training Refresher training will only be given to employees who hold a recognised certificate of basic training.

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2

The use of Working Platforms (non-integrated) on Forklift Trucks.

Primarily, forklift trucks are intended for lifting materials and not people. However, they can be used with working platforms to allow employees to work at height. A non-integrated working platform may be used when it provides a safer means of access than for example, improvised stairs or platforms or a ladder. Also, a substantial number of serious accidents occur when people are lifted on the forks, or a pallet placed on the forks of forklift trucks.

To encourage safer working practises, in exceptional circumstances, occasional use of a nonintegrated working platform is allowed.

Examples of occasional use are: • Non-routine maintenance tasks for which it is impractical to hire in purpose-built access equipment.

•

Checking on high-level damage to racking suspected of causing an immediate risk or checking on the condition of damaged roof lights.

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Routine or planned tasks particularly those associated with production or pre-planned activities, such as periodic maintenance or stocktaking, are not exceptional circumstances and are thus not examples of occasional use. Generally, non-integrated work platforms do not provide as high a level of safety as purpose-built access equipment. Consequently, forklift trucks fitted with non-integrated working platforms are not suitable for order picking, routine maintenance or the transfer of goods or people from one level to another.

97

For Issue to All Authorised Forklift Truck Operators Authorised Operators Only All persons using forklift trucks must be in possession of a current relevant certificate of training and must be authorised to use forklift trucks by local management. Under no circumstances should you allow or permit an unauthorised person to operate a forklift truck.

Pre-Start Safety Inspections Forklift trucks may only be used once a prestart safety inspection has been made. Inspections shall be documented, and records kept for a minimum period of twelve months. Any defects are to be brought to the attention of management as soon as possible.

General Operating Rules • Keys shall be removed from unattended forklift trucks to prevent unauthorised use.

•

During hours of darkness lights must be used.

•

A high visibility vest and safety boots/shoes are to be worn whilst operating forklift trucks.

•

The use of mobile phones, smoking, eating and drinking whilst driving a forklift truck are strictly prohibited.

•

No passengers are to be carried on the forklift truck.

•

At no time shall the forks be used for lifting persons.

•

Goods are only to be carried on the forks of the truck.

•

When travelling the forks are to be set at the approved height of 4-6 Inches off the ground.

•

Ensure adequate visual checks before and during reversing operations.

•

When entering restricted areas or blind corners, sound horn.

•

Ensure that when parked the forks are lowered to the ground along their length and the forklift truck is positioned so as not to cause danger or obstruction.

•

Ensure that you follow safety procedures when charging or changing gas cylinders.

Especially do not smoke during this operation.

•

Do not use pallet wrap or any other material to cover the top of the protective cage.

Should protection from the elements be necessary a suitably designed cover that is fit for purpose should be sought and correctly fitted.

Operator

98

Date

Issued by

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | APRIL 2023

5

Appendix K

Control of Hazardous Substances

99

Appendix K

Control of Hazardous Substances.

The Company assesses the risks arising from the use or presence of hazardous substances in the workplace. If the risk is sufficient, then control measures are identified and specified in writing as a record of risk assessment.

The control measures are fully implemented, and the process is reviewed regularly to ensure the measures remain effective.

Hazardous substances include: •

Substances brought into the workplace and handled, stored and used. (e.g., cleaning agents, fuel).

•

Substances generated by a process or work activity (e.g., dust, fumes).

•

Substances or mixtures produced by the work process (e.g., waste).

Substances can be considered hazardous not only because of what they contain i.e., chemical ingredient, but because of the form or way in which they are used in the workplace e.g., hot water used as steam can cause very severe burns and control measures need to be specified to prevent harm.

The control of Hazardous Substances safeguard employees who work with substances hazardous to their health, such as chemicals, dusts or microorganisms, and applies to all places of work.

100

5

Appendix L

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Reporting of incidents to an enforcement authority

101

1

Notification of an incident to an enforcement authority.

The Company is required to report certain occurrences to the relevant enforcement authority – Health and Safety Authority (HSA) in Ireland and Health and Safety Executive NI (HSENI) in Northern Ireland. The following types of incidents must be notified to the Health and Safety Authority: General injuries involving employees.

Incidents, where a person is injured at a place of work and cannot perform their normal work for more than three consecutive days, not including the day of the incident, are reportable.

Road traffic/vehicle accidents involving employees and others.

Such incidents are reportable if the person was injured while driving or riding in the vehicle in the course of work and cannot perform their normal work for more than 3 consecutive days, not including the day of the incident.

General injuries involving members of the public.

Incidents related to a place of work or a work activity where a person requires treatment from a medical practitioner are reportable. Incidents related to medical treatment or pre-existing medical conditions are not reportable.

2

Responsibility for notifying accidents to the enforcement authority.

In the case of an incident involving an employee at work, the Company is responsible for reporting the incident.

If a self-employed contractor or a member of the public is injured at a Dole Ireland site, the responsibility for reporting the incident rests with the site management.

Incidents can be reported online to either authority; • via the HSA’s website, www.hsa.ie. Please follow the following link, webapps.hsa.ie/ CIRW/ •

102

or via HSENI’s website www.hseni.gov.uk/content/report-incident

3.

The procedure for notifying a fatal accident to the enforcement authority.

The responsible person is required to: • Supply the authority with the name of the deceased, location of the accident and brief particulars of the accident, by the quickest practicable means.

•

Send a written report of the incident, in the approved online form to the authority as soon as practicable.

•

The responsible person should ensure that no person disturbs the incident scene before:

•

The scene has been examined by an inspector.

•

Three clear days after notification of the incident.

If an injured person dies within a year of the incident, the responsible person is required to notify the authority in writing as soon as possible after the death comes to their knowledge, even if the incident has not previously been notified to the authority.

The local police force should be notified immediately of all workplace incidents resulting in death.

Health and Safety Authority, The Metropolitan Building, James Joyce Street, Dublin 1 www.hsa.ie Health and Safety Executive (NI) 83 Ladas Dr, Belfast BT6 9FR www.hseni.gov.uk

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Addresses:

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5

Appendix M

Manual Handling

104

1

Assessment of Activities All manual handling activities will be assessed. Wherever it is reasonably practicable manual handling activities will be eliminated through the use of changed procedures, ergonomic design or the provision of mechanical aids.

The risk assessment of manual handling activities is based on the TILE format: •

Task.

•

Individual (capability).

•

Load.

•

Environment.

2

Manual Handling Awareness Training Each employee must be familiar with the correct lifting techniques. Formal, manual handling awareness training will be given to employees by an accredited instructor. This training is refreshed every 3 years or sooner if required.

3

Responsibilities

3.1 Operational Site Managers will ensure that: •

Manual handling assessments are carried out where relevant and records are kept.

•

All activities are adequately supervised.

•

Individuals carrying out manual handling activities are given adequate information and training.

•

Any injuries or incidents relating to manual handling activities are investigated and

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The risk of injury from manual handling is further reduced by having each employee ensure that the working environment is maintained in a safe condition. This includes walkways and floors being kept in a good condition and free from obstruction.

105

remedial action taken.

•

Employees follow safe systems of work.

•

Safety arrangements for manual handling activities are monitored and reviewed.

•

Employees involved in manual handling activities are screened for suitability before undertaking the work.

•

Where necessary special arrangements are made for individuals with health conditions that could be adversely affected by manual handling activities.

3.2 Employees must ensure that:

106

•

They report any personal conditions which may be adversely affected by manual handling activities.

•

They comply with instruction and training provided.

•

Their own health and safety is not put at risk through manual handling activities.

•

They use equipment provided to minimise manual handling activities.

•

They report any problems relating to manual handling activities.

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5

Appendix N

Mental Health and Wellbeing Policy.

107

Introduction

This policy is to outline the Company’s commitment to mental health and wellbeing at work.

The Company recognises that workplace wellbeing relates to all aspects of working life. The Company will implement this policy to support a culture of healthy behaviour and attitudes and to enhance physical and mental health outcomes for employees.

The Company recognises the importance of employee mental health and wellbeing and that a work environment that fosters and supports employee wellbeing is hugely beneficial for all concerned. The Company is committed to taking a proactive approach to this area and to regularly review its approach in line with internal and external developments which may impact on employee mental health and wellbeing.

What is Workplace Wellbeing?

Workplace Wellbeing relates to all aspects of working life, from the quality and safety of the physical environment, to how workers feel about their work, their working environment, the climate at work and work organisation. The aim of measures for workplace wellbeing is to complement Occupational Safety and Health (OSH) measures to make sure workers are safe, healthy, satisfied and engaged at work.

What is Mental Health?

Mental health is defined as a state of wellbeing in which every individual realises his or her own potential, can cope with the normal stresses of life, can work productively and fruitfully, and is able to contribute to his/her community.

Company Aims

The aim of the Company’s workplace well-being strategy is to complement the Health & Safety and Human Resource policies to ensure, so far as is reasonably practicable, that employees are safe, healthy, satisfied and engaged at work.

Dole Ireland aim to: • Identify issues proactively and seek appropriate resolutions.

•

Support employees who face mental health problems

•

Create pleasant workplaces in collaboration with managers, employees, and relevant competent persons.

With a collaborative network of appropriately trained colleagues, we can all work together to ensure employees know where to seek competent advice when needed to:

108

•

Promote good wellbeing practices.

•

Minimise the stigma associated with mental health so far as is possible.

•

Identify mental health issues and their causes.

•

Reach out to those who may need support.

Scope

This policy applies to all Dole Ireland employees. All Managers are primarily responsible for communicating this policy and overseeing its implementation.

Principles of Workplace Wellbeing

•

The Company will make appropriate provisions to safeguard the mental health and wellbeing of its employees. As a fundamental principle of this it is recognised that mental health is equally important as physical health. Mental illness may be detrimental to an employee, as it impacts mood, productivity, and collaboration.

•

The Company will make certain that appropriate steps are taken to ensure managers are equipped to deal with questions on employee wellbeing. This may take the form of, for example, online mental health awareness training and familiarisation with the Company Employee Assistance Programme (EAP).

•

The Company is committed to communicating its policy on mental health and wellbeing to employees at the earliest opportunity on joining the business and ensuring all employees receive regular updates on what support mechanisms are available. Employees are encouraged to bring suggestions and feedback to the attention of any of the following.

•

Their line manager

•

HR Representative

•

Mental Health First Aider

•

The Group Health and Safety Team

Confidentiality

The Company will deal with any approaches for assistance sensitively and wherever possible with respect for an employee’s confidentiality. All employees who have information communicated to them about mental health issues must treat the information as confidential and sensitive data.

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The following principles underpin the Company’s approach to employee wellbeing: • The Company will consult employees, senior management, and where necessary mental health professionals to provide a mechanism for continued development and revision accordingly. The Company will also seek feedback from employees via workplace committees, employee forums and through involving employees in the design and deployment of employee wellbeing initiatives. Any individual employee who wishes to do so, should approach their line manager or a HR representative for a confidential discussion on their own wellbeing in the workplace.

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Mental Health Issues

Mental health issues in the workplace are any conditions that affect employees’ state of mind.

These conditions may include mild depression, stress and severe anxiety which may result in burnout and nervous breakdowns.

Mental health problems manifest in different ways. Some employees may suffer with no physical side effects, while others may experience physical symptoms (e.g., increased blood pressure, lethargy, changes in eating habits.)

Factors That Cause Mental Health Issues

Employees may experience mental health issues for various reasons that an employer cannot control (e.g., hereditary, family conflicts, general health, substance abuse). However, there are also work-related reasons for mental health problems, including: • Job insecurity •

Excessive pressure

•

Work-life imbalance

•

Lack of appreciation

•

Hostile workplace conditions

•

Unsatisfactory job or workload

•

Unpleasant relationships with colleagues or Managers

To every extent possible, the Company’s Senior Management Team aim to recognise and address the work-related factors that contribute to mental health issues.

Supporting Company Policies

The following policies and resources have been put in place to support workplace wellbeing and are displayed in the Company Handbook:

110

•

Employment Equality Policy Section 9 of Handbook- The Company is committed to providing Equal Opportunities for all employees and job applicants. The Company aims to create a working environment in which all individuals are able to make the best use of their skills, free from discrimination or harassment, and in which all decisions are based on merit.

•

Absence Policy Section 6 of Handbook – the Company is committed to monitoring and managing absenteeism cases to ensure a timely and supported return to work.

The Company will access resources such as Occupational health referrals and other professional advice, when necessary, to support in the management of absenteeism.

•

Personalised hours– This policy outlines the Companies recognition of the importance of helping its employees balance their work and home life by offering flexible working

•

Code of Conduct - Employees are expected to know what appropriate conduct at work is and are expected to always behave in a reasonable and proper way towards fellow employees, the Company and subsidiary/associated companies and third parties, such as suppliers, customers and visitors.

•

Bullying & Harassment Policy Section 8 of Handbook- The purpose of this policy is to provide a route for employees who believe they have been harassed or bullied to raise a complaint either informally or formally. The Company is committed to creating a work environment free from harassment and bullying, where everyone is treated with dignity and respect. The Company deplores all forms of bullying and harassment and seeks to ensure that the working environment throughout the Company is sympathetic to all groups of employees. Even unintentional harassment or bullying is unacceptable.

•

Performance Improvement Policy - The aim of this procedure is to provide a structured process to support situations in which a regular pattern of underperformance has developed, setting clear objectives to help employees regain the required level of outputs.

A copy of the Performance Improvement Policy is available from HR.

•

Whistle Blowing Policy - The Company, like all other businesses, has a duty to conduct its affairs in a responsible way and to consider its actions. In addition, the Company is committed to the principles of freedom embodied in statute, and therefore to permit employees to speak freely and without being subjected to disciplinary sanctions or victimisation, about Company standards and related matters, providing that they do so lawfully, in the public interest and in line with this non-contractual policy.

•

Alcohol and Drug Policy Section 10 of Handbook - The purpose of this policy is to ensure the Company is able to provide a safe and healthy working environment for all its employees. It recognises that this can be put at risk by employees who misuse alcohol and substances which may also affect their health, work performance, conduct and working relationships. The policy is also therefore to assist with the early identification of alcohol or drug-related problems and to encourage employees who think they may have an alcohol or drug-related problem to seek and accept help from their GP or other support groups.

Family Friendly Policies •

Maternity Policy and Adoption Leave Policy– These policies set out the statutory rights and responsibilities of employees who are pregnant/adopting a child or have recently given birth and gives details of the arrangements for antenatal care, pregnancy-related illness, and maternity leave and pay. Please contact HR for further information.

•

Paternity Policy - This policy sets out employees’ entitlement to paternity leave and the arrangements for taking it. For further information please contact HR.

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arrangements. In turn it recognises that resource levels must always remain in line with the demands of the business.

111

•

Parental leave Policy - The purpose of parental leave (PL) is to care for a child for whom the employee is responsible. The Company recognises that there will be periods when employees wish to take time off to care for or spend time with their child or children. For further information please contact HR.

•

Parents Leave - entitles each parent to a number of weeks’ leave during the first 2 years of a child’s life, or in the case of adoption, within 2 years of the placement of the child with the family. For further information please contact HR.

Health And Safety Policy

The Company’s Health and Safety Policy provides a framework to secure the health and safety of employees through the elimination or minimisation of risks, fair and effective representation, consultation and co-operation that supports this Policy.

All of the above policies aim to preserve a harmonious workplace where employees can enjoy their work and balance their roles with their personal lives. All managers must ensure that these policies are followed and compliance, should be monitored accordingly by the Senior Management Team with support from Human Resources and the Group Health and Safety Manager.

Resources

The Company has engaged a third party to provide access to our Employee Assistance Program (EAP) with VHI to provide more specialised support to employees where needed. This includes confidential health assessments, counselling and a 24-hour hotline for personal crisis.

Information regarding access to this shall be prominently published on main noticeboards at each site and included in induction for new employees.

FREEPHONE: 1800 995 955 (IRE) 0800 282 193 (N IRE) EAP@VHICS.IE www.vhi.healthhero.com Human Resources and the H&S Team will all be able to provide further details.

112

Training – Mental Health Awareness

The Company will provide appropriate training for managers and employees explaining important elements of mental health. The following processes will be used: • The Company’s Mental Health and Wellbeing policies and procedures will be shared with all new employees, contractors and agency workers as part of the induction / onboarding process •

Provision of appropriate mental health and wellbeing training for stakeholders and employees, refreshed at suitable intervals

•

Keeping our employees suitably briefed as to any significant changes to this policy

Mental Health First Aid

Mental Health First Aid (MHFA) is the help offered to a person who is developing a mental health problem or who is experiencing a mental health crisis, until appropriate professional health treatment is received or until the crisis resolves. Trained MHFA are available to support employees who may be experiencing a mental health issue. The Company will make adequate resources available to enable a sufficient number of MHFA to be deployed appropriately throughout the business. More details can be found on the notice boards or from your line manager. All MHFA will be appropriately trained in accordance with Mental Health First Aid England or the appropriate professional body.

Job-Related Issues

Open communication between employees and managers is actively encouraged. If an employee has a work-related problem, they should be able to speak openly to their manager.

Managers are in turn obliged to listen to their employees and should search for a mutually satisfying solution together.

There will, however, be a suitable mechanism in place for situations where open disclosure to line management may not be possible. In all such cases alternative internal support options will be available. These will include: • • •

Human Resources Mental Health First Aiders The Group Health and Safety Team

Managers should also proactively identify mental health issues among their employees. If they perceive that an employee is in a state of emotional or psychological distress, they should reach out to the employee. Should a manager require support in dealing with this matter they

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Issues related to work and work-life balance have potential to heavily burden our employees.

In any such cases, we encourage our employees to speak to their Line Manager about how to manage their individual situations more effectively.

113

should talk to a member of the Group Health & Safety Manager or Human Resources. If any changes to the working environment/conditions of the employee are being considered it is especially important that HR are consulted appropriately to enable them to provide support to manage the related case.

Addressing Mental Health Issues In Common Situations

If an employee has work-related problems, managers should seek to address this, e.g., if an employee has issues collaborating with colleagues, Managers should meet with concerned employees and serve as mediators, where necessary and appropriate HR can support these discussions. If the problem is severe (e.g., violence, harassment, victimisation) the HR Team must be contacted immediately. If an employee’s problems are personal or the employee refuses to discuss them, Managers should encourage the employee to use the EAP and to seek the most appropriate professional support externally.

Open Communication And Support

The Company understands that it is often easier to reach out to a colleague instead of a supervisor, HR or a MHF Aider. We encourage co-workers to support one another when needed. We further expect Line Managers to maintain open communication and regular opportunities for their employees to discuss confidential matters / concerns with them without fear of discipline / breach of confidentiality etc.

Statutory Compliance

The law protects employees who suffer from medical conditions (e.g., clinical depression) or mental disorders (e.g., schizophrenia). Consistent with our Equal Opportunities Policy we will treat such employees fairly. The Company will not require anyone to disclose their condition or other medical information without legitimate reason. We will support employees who approach the Company with mental health issues and establish strategies that apply to everyone. Further, where possible and with suitable consultation with interested parties, the Company will make reasonable accommodations for employees who require additional support regarding their mental health and wellbeing.

Monitoring And Review

The Company will monitor the effectiveness and review the implementation of this policy, regularly considering its suitability, adequacy, and effectiveness. Any improvements identified will be implemented within a suitable time frame as appropriate thereafter. Internal control systems and procedures will be subject to regular reviews to provide assurance they are effective.

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5

Appendix O

Noise Control

115

There are two action levels, based on personal daily noise exposure levels, defined within the Control of Noise at Work Regulations. The first action level is at 80dB(A); the second action level is at 85dB(A). A third defined level is a peak sound pressure of 140dB(A).

1

At all levels, including below the lower exposure action values, there is a general duty to reduce risk of hearing damage to the lowest level reasonably practicable.

2

When the noise exposure is likely to be at or above a lower exposure action value the site management must: •

Arrange for a risk assessment to be undertaken; this can be requested through the Group Health, Safety and Environment Officer; keep records of that assessment and take appropriate action including health surveillance where a risk to health is indicated.

•

Provide adequate information, instruction and training about risks to hearing; what employees can do to minimise that risk; how they can obtain hearing protection and their obligations under the Regulations.

•

Provide hearing protection to employees who ask for them and ensure that they are maintained and repaired or that replacements are readily available.

•

Ensure that all equipment provided to reduce noise exposure is used and maintained.

3

In addition, when the exposure levels exceed an upper exposure action value the Operational Site Manager must: • Reduce exposure to noise as far as is reasonably practicable by means other than ear protectors if possible.

116

•

Provide hearing protection to employees and ensure that it is used.

•

Designate and mark hearing protection zones with notices and ensure that all personnel who enter such a zone use ear protectors.

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5

Appendix P

Work Related Driving

117

This Guidance Note sets out the necessary work-related driving controls for those Dole Ireland sites at which employees drive non-commercial vehicles in a work-related capacity.

Requirements for commercial vehicles and commercial vehicle drivers are covered within transport policy and arrangements.

All employees who drive non-commercial vehicles in a work-related capacity will be subject to routine controls administered locally. Work related driving includes any use of a vehicle for work purposes with the exception of driving between home and the normal place of work.

The routine controls that will be carried out at site level, irrespective of any central activities, will include:

1

Pre-employment A potential employee who is being considered for a position that will involve work related driving will complete the pre-employment checklist. This checklist provides an initial assessment of the suitability of the candidate to undertake work related driving.

2

Induction A new employee who will undertake any work-related driving will be issued with a copy of the Dole Drivers’ Handbook. The Dole Drivers’ Handbook sets out expected standards and guidance in the area of work-related road safety.

3

Vehicle Standards Where the Company provides a vehicle for an employee to use, the Company must ensure that the vehicle is suitable and fit for purpose. The vehicle will be maintained in line with the manufacturer’s service schedule.

Where the Company provides a car allowance or a paid mileage rate for employees, the Company must ensure that the vehicle chosen by the employee is fit for purpose.

4

Site Management Control A full list of employees on site who have made a mileage claim or who may drive their own vehicle for any work-related activity will be drawn up as a control log. The control log will be used to ensure that all those employees have been through the induction and are subject to ongoing checks.

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5

Appendix Q

Outdoor Working

119

1

Cold weather: •

Ensure that suitable Personal Protective Equipment is issued.

•

Enable sufficient rest breaks to allow employees to warm up.

•

If possible, delay work until it can be undertaken at warmer times of the year.

•

Train employees on the recognition of the early symptoms of cold stress.

2

Hot environments:

120

•

If possible, reschedule work to cooler times of the day.

•

Ensure sufficient rest breaks are taken and introduce shading to rest areas.

•

Ensure that there is free access to cool drinking water.

•

If possible, introduce shading in areas where employees are working.

•

If appropriate encourage employees to remove personal protective equipment when resting to help encourage heat loss.

•

Train employees on the recognition of the early symptoms of heat stress.

3

Working in the sun:

Optical radiation is another term for light, covering ultraviolet (UV) radiation, visible light and infrared radiation. A tan is a sign that the skin has been damaged. The greatest risk to health from optical radiation is probably posed by UV radiation from the sun. Exposure of the eyes to UV radiation can damage the cornea and produce pain and symptoms similar to that of sand in the eye. The effects on the skin range from redness, burning and accelerated ageing through to various types of skin cancer.

At particular risk are employees working outdoors who have: •

fair or freckled skin that doesn’t tan or goes red or burns before it tans.

•

red or fair hair and light-coloured eyes.

•

a large number of moles.

•

Keep a top on (ordinary clothing made from close woven fabric, such as long-sleeved work-shirt and jeans stops most UV)

•

Wear a hat with a brim or a flap that covers the ears and the back of the neck.

•

Stay in the shade whenever possible, during breaks and especially at lunch time.

•

Use a high factor sunscreen of at least SPF15 on any exposed skin.

•

Drink plenty of water to avoid dehydration.

•

Check skin regularly for any unusual moles or spots. See a doctor promptly if they find anything that is changing in shape, size or colour, itching or bleeding.

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Managers will ensure that employees receive suitable instruction and are advised to:

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5

Appendix R

Use of Static Pallet Racking

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Appendix R

Use of Static Pallet Racking.

Static pallet racking is to be installed, marked, inspected and maintained in line with the Storage Equipment Manufacturers Association (SEMA) Code of Practice for the use of Static Pallet Racking.

•

All racking should be accompanied by a Safe Working Load (SWL) notice on each section. The SWL notice should indicate the maximum permissible unit loads and must be prominently displayed in the warehouse. The signs should measure not less than 125mm x 250mm.

•

Racking will only be installed or altered by qualified racking engineers.

•

All racking must meet the minimum requirements for floor fixing and restraining connections.

•

Any damage to racking; predominantly caused by forklift truck (FLT) incidents; will reduce its load carrying capacity. An annual thorough examination of racking will be carried out annually by a competent person.

Warehouse employees and FLT operators must report all damage immediately.

Damaged racking is not to be used until inspected and confirmed as safe for use by a qualified racking engineer.

The following hazards will require immediate attention: •

Misalignment of racking.

•

Incorrect location of beam connectors.

•

Looseness of floor fixings.

•

Dislodgement of accessories.

•

Spillage of goods.

•

Floor soiling.

•

Forklift truck deficiencies.

•

Missing beam connector locks.

•

Wrong pallet type.

•

Where necessary renewable column guards should be installed to protect uprights from being struck by forklift trucks.

•

A safe means of access to stored goods must be provided where necessary.

Under no circumstances will personnel be permitted to climb on racking structures.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

•

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5

Appendix S

Risk Assessment

124

1

Risk Assessments General Managers ensure that appropriate risk assessments are carried out and recorded with respect to the site that they have responsibility for. The assessments identify the risks to employees and to any other person who may be affected by the activities of the Company. All employees responsible for co-ordinating or carrying out risk assessments in their area of work are competent to do so. Training can be arranged as required. A risk assessment resource (including blank documentation and worked generic / supplementary assessments) is available to site management. In addition, the assistance of the Group Health and Safety Manager may be sought in relation to the assessment process.

2

Recording Risk Assessments

•

Administration details, including the site, department, name of assessor, date of assessment, unique reference number and the name of the Manager responsible.

•

Details of what is being assessed.

•

The significant hazards identified, the potential likelihood of each of those hazards being realised, and estimated severity of such incidents.

•

The people who may be affected by the risks identified including any person, or groups of people, who may be especially at risk.

•

The existing control measures in place, and an indication of effectiveness. This should also include details of any risk reduction training undertaken by employees.

•

An estimation of risk and the priority to be attached to addressing it in terms of High, Medium or Low.

•

Details of additional risk reduction measures developed at site because of the process undertaken.

•

For each additional risk reduction measure listed a prioritised schedule of agreed actions to implement controls should be listed and appropriately managed by the manager responsible.

•

If applicable, a reference to other relevant H&S information available within the company should be listed.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

A record of the assessment must be made using the standard Company form. A recorded risk assessment must include all the following details and allow for sufficient information to be recorded:

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3

Operation of the Risk Assessment Process 3.1 Identifying Significant Hazards

The risk assessment should identify all the significant hazards within a site’s operation. These could include risks to: Employees, Contractors, Visitors and Members of the Public through: •

Machinery, plant, tools, equipment, or substances used at the site.

•

The physical design of the workplace and working areas.

•

The process.

•

Emergency situations e.g., Fire.

3.2 Quantifying Risk

On the Company’s standard assessment format, a simple risk priority rating system is used, however, to further refine the process and assist the assessor to a decision on priority, a numerical system for quantifying a particular risk will be used as shown in the Risk Calculation Matrix below. This calculation tool is provided on the Company risk assessment templates for ease of reference.

The process of determining risk is subjective and therefore different people carrying out the same assessment may draw differing conclusions; however, a team approach should be applied to the risk assessment process so that the level of risk is determined by the consensus of the group.

4

Communication The significant findings of the risk assessment must be communicated to employees by the most effective means. The local health and safety committee provide a sound platform to discuss risk assessments and determine the best methods for communication and implementation. Risk assessment should, therefore, be a standard agenda item for site health and safety committees.

There are numerous means by which the relevant information on a risk assessment may be communicated. The following methods are all acceptable and should be selected according to their suitability to the situation.

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•

Written documents such as a ‘Safe Systems of Work’ (SSoW) or Method Statement which detail the significant findings of the risk assessment and incorporate control measures in detailed work instructions.

•

Toolbox Talks and Employees Briefings.

•

Incorporated into employees training either ongoing and / or at induction.

•

Notice board bulletins, published instructions, signs and specific H&S poster campaigns.

•

Verbally by management in communicating general expectations of conduct and standards.

Risk Calculation Matrix 5. Fatality

5

10

15

20

25

4. Major Injury

4

8

12

16

20

3. Medical Help Required

3

6

9

12

15

2. First Aid Required

2

4

6

8

10

1. Minor Injury

1

2

3

4

5

4.

High Likelihood

5.

Almost Certain

Extreme (20-25)

1.

Very Unlikely

2.

3.

Low Likely Likelihood

Stop & take immediate action to control.

High (10-16)

Take urgent action to control.

Medium (5-9)

Review and improve existing controls.

Low (3-4)

Review existing controls if necessary.

Acceptable (1-2)

No further action required.

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Risk = Consequence x Likelihood

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5

Non-employees General Managers should ensure that non-employees, including customers, contractors, or members of the public are made aware of any hazards on the site that would not be within their normal expectations, and that cannot be controlled by other means. This may include one or all the following groups of personnel.

•

All direct and non-direct contractors.

•

Employees from statutory authorities who require access to the site.

•

Any other person who requires lawful entry to company premises.

6

Shared / Co-located Premises Liaison should be maintained with any neighbouring businesses to ensure that co-operation can be achieved in the event of the need for joint control measures to an identified hazard.

7

Risk Assessment Review All risk assessments should be reviewed in the following circumstances:

128

•

Annually from the date of the original assessment. If there are no changes required to the risk assessment, it should be signed and dated on review and re-issued as appropriate.

•

If there is reason to suspect that the assessment is no longer valid. This may be due to a change of circumstances, e.g., personnel, equipment, working method premise or legislation.

•

An incident and its subsequent investigation would also prompt the need to review the relevant assessment.

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5

Appendix T

Health and Safety Committee

129

Appendix T

Health and Safety Committee The Safety, Health and Welfare at Work Act 2005 and related statutory instruments make provision for the establishment of Safety Committees. The establishment of well organised Health and Safety Committees will assist in securing employee commitment to the achievement of the health and safety objectives.

1

General The establishment and administration of Health and Safety Committees is the responsibility of the site management. Preferably, General Manager should act as chairperson to the committee. The Committee should have a reasonably compact membership but allow adequate representation of the interests of both employees and management.

2

Establishment of Committees • Whenever possible there should be broad representation on a committee.

•

•

Other factors to be considered in establishing the number and constitution of Committee should be: •

Locations: The size of the site and the number of employees at risk. Normally Committee should not be formed to cover more than one operational site unless a regional structure with sub-committees is in place.

•

Times of Work: Representation should be provided for those who work shifts or abnormal hours, and cover should be provided for all temporary and part-time employees.

The Group Health and Safety Manager may be co-opted onto the Committee or attend on an irregular basis.

3

Administration • Membership of the Committee is preferably through election by employees working in the area to be represented.

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•

In the case of employee representatives, service on the Committee should be subject to re-election every two years.

•

The chairperson to the committee will appoint a secretary in agreement with the members.

•

The Chairperson should convene meetings not less frequently than twice per annum.

•

An agreed record of meetings should be available within five working days and made available to all employees.

4

Health and Safety Committee Objective The primary objective of Committees is to promote an environment, which encourages co-operation in initiating, developing, and carrying out measures to ensure the health and safety of employees at work. To this end, Committees will concentrate on: •

Involvement in the Risk Assessment process.

•

Studying local incident statistics to enable recommendations to be made to address unsafe and/or unhealthy conditions or practices, together with recommendations for corrective action.

•

Examining safety audit reports which may be received from Local Authorities, the Group Health and Safety Manager or Safety Representatives.

•

Considering reports, codes of practice and guidance notes issued by the Health and Safety Executive or Health and Safety Executive where they are relevant to the local conditions with any actions the Committee may recommend.

•

Monitoring the adequacy of health and safety promotional within the workplace.

•

Monitoring the adequacy of existing safety training in the light of incident statistics and /or new statutory provisions/regulations; and

•

Carrying out periodic routine safety visits to all areas in the location.

5

The Chairman and Secretary, after a short period in office, will usually establish a basis for conducting meetings by general consensus having due regard to the personality/interests of Committee members. The following points need to be applied: •

At regular intervals (say every other meeting) the Committee should conduct a short hazard spotting visit before conducting the formal business of the meeting. Any potential hazards spotted should be logged and actioned.

•

Matters such as bad examples of “housekeeping” (e.g., waste stored badly, or light bulbs blown) should not be brought up at meetings but dealt with by the Committee member when they become aware of the possible hazard i.e., by addressing their concern to the appropriate manager. If the Committee member is not satisfied with the response, the matter should then be brought up at the next Committee meeting.

•

If the Committee is not satisfied that action has been taken to correct an unsafe practice then the Group Health, Safety Manager should be contacted.

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Conduct of Committee Meetings

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5

Appendix U

Smoking at Work

132

Appendix U

Smoking at Work This Guidance Note details the requirements that apply to Group premises and vehicles in respect of smoking at work as set out in the Public Health (Tobacco) Act 2004.

1. Policy Smoking is banned by law in enclosed and substantially enclosed premises. These may be defined as follows: Enclosed Premises will be considered to be enclosed if they have a ceiling or roof and, except for doors, windows and passageways, are wholly enclosed, whether on a permanent or temporary basis.

Substantially Enclosed Premises will be considered to be substantially enclosed if they have a ceiling or roof, but there are openings in the walls, which are more than 50% of the total area of walls, including other structures that serve the purpose of walls and constitute the perimeter of the premises. When determining the area of an opening, no account can be taken of openings in which there are doors, windows or other fittings that can be open or shut.

2. Vehicles All Company fleet vehicles are subject to a full smoking ban. Private vehicles used on Company business will be exempt unless others use the vehicle in connection with work.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Smoking is not restricted by law outside premises, but site management may introduce their own policies to restrict smoking in their own grounds, for example in car parks or around building entrances. Local smoking policies and arrangements should be determined at all sites in consultation with employees. Consideration should be given to avoiding the introduction of other risks, for example vehicle movement, where designated outside smoking areas are introduced.

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3. Signs No smoking signs are required in smoke-free premises and vehicles. In smoke-free premises, a sign must be prominently visible at all public entrances. The signs must: •

Be flat, rectangular and at least A5 size (148mm x 210mm).

•

Display the international no smoking symbol: a burning cigarette in a red circle, at least 75mm in diameter, with a bar across it.

•

State clearly: “No Smoking. It is against the law to smoke in these premises” (“these premises” may be substituted for “this warehouse” etc.)

•

Smoke-free vehicles must display at least one prominent sign, featuring the no smoking symbol, in any compartment used by operators, crew or passengers.

4. Penalties Under Section 5 (2A) of the Acts, a person found guilty of an offence under Section 47 is liable on summary conviction to a fine of up to €3,000.

The simplest way that site management can ensure that employees do not breach no-smoking rules is through employment contracts and through company disciplinary procedures.

5. Difficult Customers The following procedure is recommended if customers are smoking whilst in smokefree areas:

134

•

Ask the customer to extinguish their cigarette explaining that he/she is breaking the law and that you would be breaking the law if you let them smoke.

•

If they refuse, ask them to leave the premises.

•

Ensure that you maintain a record of all instances of non-compliance and the action taken. This may be required if a member of the public/customer makes a complaint that there was smoking on the premises.

•

In extreme circumstances call for assistance i.e., manager/security/police depending on the circumstances.

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5

Appendix V

Social Events

135

Appendix V

Social Events Under the Safety, Health and Welfare at Work Act 2005, employers have a duty to ensure the health safety and welfare of all employees and others who may be affected by their activities. This responsibility extends to beyond normal work activities and encompasses work related functions such as departmental dinners / parties; work organised sports or social events; charity and fund-raising events; client hospitality and external training.

The organiser of an event needs to ensure that it is overseen by an accountable person who will:

136

•

Undertake an appropriate level of risk assessment.

•

Communicate the finding of the risk assessment.

•

When the event involves external organisers / providers, make sure that the organisers / providers are competent to run the event, including documentary evidence appropriate to the activity.

•

Ensure that adequate insurance arrangements are in place, including Employer’s Liability insurance and Public Liability insurance as appropriate.

•

Have the authority to stop an event if (s)he believes it to be unsafe or if agreed control measures are not being implemented.

•

Is the event suitable for the employees who will participate considering levels of fitness and expertise?

•

Are there any known health restrictions for potential participants?

•

Are any specific safety arrangements / items of safety equipment required?

•

Does Dole Ireland Employers’ Liability insurance cover the event?

•

Is Public Liability insurance required and if so, does Dole Ireland Public Liability insurance cover the event?

•

If an external provider is being used is their Public Liability insurance suitable and sufficient?

•

For potentially dangerous activities have details of how the safety of the event is managed been communicated?

•

If the event involves the availability of alcohol, has it been made clear that drinking and driving is not acceptable?

•

If the event involves the availability of alcohol and an overnight stay, has it been made clear that there must be suitable time for any alcohol to be removed from the body before driving the next day?

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

A starting point checklist would include:

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5

Appendix W

Traffic Management

138

1

Traffic Routes Traffic routes must be constructed so that the surface is suitable for the purpose for which it is to be used. All routes should be suitably maintained and free from defects such as potholes and uneven surfaces that are likely to increase the risk to users. In general, a traffic route should: •

Be wide enough for the safe movement of the largest vehicle to use it.

•

Take account of vehicle heights (including vehicles that operate to tip or deliver skips).

Where there is a risk of contact with any structure suitable protection such as goal posts, height gauge posts or barriers should be provided.

•

Be planned to provide the safest route between calling places.

•

Have adequate drainage to remove surface water.

•

Avoid sharp or blind bends.

•

Avoid steep slopes wherever possible. Where steep slopes cannot be avoided, they should be suitably signposted.

2 •

So far as is reasonably practicable, vehicles should be restricted to demarcated traffic routes away from pedestrian movement and activities. Likewise, pedestrians should be prevented from entering areas demarcated for traffic. Whenever possible, physical barriers should be used to maintain separation of pedestrians and traffic. Where this is not reasonably practicable, other methods such as vehicle exclusion bollards, kerb or painted lines should be used.

•

Where separate routes for traffic and pedestrians are not possible, the route should be wide enough for traffic and pedestrians to pass safely; for routes where the route is not wide enough to permit this, suitable passing places or systems should be provided, as necessary.

•

Where pedestrian and vehicles routes must cross, appropriate designated crossing places should be provided. If necessary physical barriers should be incorporated into the traffic route to guide pedestrians away from particularly hazardous areas to designated crossing points.

•

Traffic routes must be designed to keep vehicle movement far enough away from doors or gates used by pedestrians.

•

There should be adequate signage and instructions to inform all users of the site, including visitors, as to the traffic system in operation.

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Segregation of Traffic and Pedestrians

139

3

Reversing Operations •

Reversing operations should be avoided or minimized where this is not possible.

The use of one-way traffic systems and one way drive-through loading / parking bays could assist in reducing reversing on site. Where one-way systems are not practical, the use of purpose designed turning points such as roundabouts or culde-sacs may be considered.

•

The vision from vehicles should not be impaired in any way. All mirrors should be fully operational, and windows should be free from obstructions / stickers etc.

Where significant risk is identified, consideration should be given to improving driver information systems on vehicles by fitting reversing sensors or CCTV systems linked to the cab. If such systems are employed, drivers should receive adequate information, instruction and training in their use.

•

Audible reversing alarms and lights should be considered as part of a risk assessment for reversing operations on site. If there are numerous vehicles reversing alarms can be confusing as to the direction of reversing vehicles and could also raise noise to unacceptable levels. Consideration is also required for those who may have difficulties hearing.

•

Banksman should only be considered as a last resort. Using banksmen to control reversing operations can put the Banksman in the potential danger area of a reversing vehicle. If you do use banksmen, they should be trained to perform their duties safely. There must be a safe system of work that ensures the Banksman and driver are using standard signals, so that they are easily understood, and that the driver knows to stop the vehicle immediately if the Banksman disappears. The standard signals are given in the Health and Safety (Signs and Signals) Regulations L64. Suitable PPE that includes a high visibility jacket to EN 471 and protective footwear should be worn by the banksman.

4

Parking As far as possible, vehicles should be parked out of the flow of traffic and people.

Visiting drivers should be informed of where designated parking areas are as soon as they enter the site. Parking areas should be designed and marked out to reduce maneuvering and reversing for large vehicles.

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5

Loading Dock Levelers

•

A means of preventing falls from height when there are no vehicles present at the dock leveler.

•

A safe system of work for ensuring that vehicles are not able to move from the dock leveler until the vehicle has been unloaded / loaded and all persons and equipment are clear. All drivers should hand in their vehicle keys to the transport office until it is confirmed that it is safe to move the vehicle. Parking brakes should be firmly applied and if necessary, vehicles should be chocked.

•

A system of clear communication in operation between drivers and site employees.

Where there are multiple bays, these will be easily identified by use of a numbering or lettering system to assist communication.

•

Strict access and PPE controls in the loading bay area.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Where loading dock levelers are installed, they must be used in conjunction with and suitable and sufficient risk assessment. As a minimum there should be:

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5

Appendix X

Travel Abroad

142

The job function of certain employees will require, from time to time, travel abroad.

Although this type of travel is commonplace there are associated health risks which must be considered as a part of the task / project planning. Site management must ensure that employees are aware of what is expected of them as a part of their preparations for foreign travel.

1

Vaccinations.

All employees who undertake work related foreign travel must ensure that they have the appropriate vaccinations and medication for the country, or countries, which will be visited. Vaccinations and medications must have been given sufficiently in advance to allow the required level of immunity or protection to be developed. Please note that for some disease / country combinations vaccination certificates will be required.

In order to make appointments and receive vaccinations and medications in sufficient time employees should contact their own GP as soon as possible; recommended at least eight weeks; before the expected date of travel.

If an employee is in a position where travel abroad may be at short notice this must be discussed with their manager to identify possible trips in the short to medium term and a planned vaccination programme should be arranged through the employees GP. If a GP is unable to obtain appropriate vaccines within a time period, there are a number of travel clinics that may be attended. These national networks provide immunisation programmes, advice on malaria and general health issues and carry vaccine supplies.

2

All employees who undertake work related foreign travel must check the Foreign & Commonwealth Office advice for the intended destination(s) before travelling. Travel is not to be undertaken to countries, or parts of countries, that are subject to Foreign & Commonwealth Office advice not to travel. Travel advice by country is available on the Foreign & Commonwealth Office website.

3

Travel Insurance

Travel insurance is in place through the Company.

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Travel Risks

143

4.

Emergency Medical Travel and First Aid Kits

It is recommended that the employee carry further items appropriate to their own particular needs and the risks associated with the countries to be visited. The following list is not exhaustive, but consideration should be given to the following additional items:

144

•

Insect repellent (Preferably containing DEET)

•

Mosquito net

•

Antiseptic cream

•

Water sterilisation tablets

•

Paracetamol /Aspirin / Ibuprofen

•

Sunblock

•

Sunburn treatment

•

Suitable medication for stomach upsets

•

Suitable medication for diarrhoea

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5

Appendix Y

Work at Height

145

1

The use of a pallet on the forks of a lift truck as a working platform is strictly prohibited.

Any work at height where there are significant risks involved must be subject to risk assessment and authorisation by the site management.

Forklift truck personnel cages (non-integrated working platforms) are only to be used for the purpose of lifting people for occasional short duration tasks. They should not be used routinely as a means to gain access to height e.g., access to mezzanine levels or high-level racking. Use must be restricted to tasks that would otherwise require fewer safe means of access to height such as ladders or improvised platforms and where it is impractical to hire purpose designed lifting equipment.

When using a personnel cage with a forklift truck, a safe method of working must be strictly adhered to in all instances and should include the following as a minimum: • • • • • • • • • •

Compatibility of the equipment.

Method by which the platform is secured.

Preventing access to moving parts.

Deactivation of controls such as the tilting mechanism and side-shift Maximum loads.

Use of harnesses and PPE. Suitable segregation.

Operation of the truck and platform.

Communication between lift truck driver and operative(s) on the platform.

Hazards arising from the task and the environment.

All fragile roof or canopy structures shall be clearly marked to ensure that their location is clearly identified, and that any contractor required to access such structures is informed of the weight limitations.

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2

Use of Ladders and Steps Ladders will only be used as a means of access for inspections, or for work of a light and short nature. The ladder must be long enough for the task and should never be rested on any temporary platform to increase height, but should be placed on a firm and level base. Wooden ladders, of a professional standard, should be unpainted, free from defects and numbered.

Wooden ladders should be used in preference to metal ones. If metal ladders have to be used, then they will be clearly marked ‘do not use near electrical equipment or supply’. Ladders will be inspected prior to use and destroyed if damage or warping to the rungs or stiles is noted.

Ladders will always be footed by another person and set so that for each four metres of height raised the base of the ladder is moved one metre out.

Steps will only be used where they are on a firm level base and stable; they should be set at right angles to the work whenever possible. The top step will not be used unless constructed as a platform with secure handrails.

Ladders and steps must be stored in a secure location and only released with management permission after assessment of task to be performed.

3

Scaffolding

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

No employee shall permit the erection of scaffolding structures without first ensuring that the scaffold will be designed, erected, altered and dismantled by competent people, with all scaffolding work under the supervision of a ‘competent person’.

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5

Appendix Z

Child Labour Policy

148

Appendix Z

Child Labour Policy At Dole Ireland we believe in building our business and relationships on strong ethical principles and stewardship. We take seriously the responsibility of ensuring the quality and integrity of our products are the result of workers who are treated fairly and with dignity in our supply chain.

We are committed to building solid ethical foundations in our business and we aim to be a driver in our suppliers going beyond a paper agreement of shared values. For many years we have sought to collaborate with companies who share our values and who are prepared to commit themselves to the same principles, but we also seek continuous improvement in social performance and responsibility.

Dole Ireland is fully committed to ensuring that we are doing our part to promote and protect human rights and to address significant societal challenges, such as child labour, by working in partnership with our suppliers and within current legislation.

Dole Ireland is committed to complying in full with the Protection of Young Persons (Employment) Act 1996, as amended, and with all Regulations published thereunder (the “Act”).

Working Hours for Children: Children aged 14 and 15 may be employed to perform light work during the school holidays, but must have at least 21 days off work during this time. Children who have reached the age of 15 may perform up to 8 hours of light work per week, during school term time.

The maximum working week for Children outside school term time is 35 hours (or up to 40 hours if they are on approved work experience). Children are prohibited from working before 8.a.m. and after 8.p.m. Dole Ireland will ensure Children receive a minimum of 14 consecutive hours rest (off work) in 24 hours and 2 days rest in every 7 days. Where possible, Dole Ireland will afford Children 2 consecutive rest days.

Break Times for Children: Children employed by Dole Ireland are entitled to a break of 30 consecutive minutes when they work for a period longer than 4 hours.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Dole Ireland shall not employ children under the age of 14. The company may, in limited circumstances, employ children from the ages of 14 to 16 (hereinafter referred to as “Children”). Dole Ireland will strictly adhere to the requirements of the Act when employing Children.

149

Children aged 14: • Children aged 14 are not permitted to work during the school term.

•

Children aged 14 will only undertake light work for Dole Ireland outside of the school term, which does not expose them to any risk to their safety, health or development.

•

If a child aged 14 is employed during the summer holidays Dole Ireland will ensure they do not work for at least 21 days during that time.

Children aged 15: • During the school term children aged 15 will only undertake light work for a maximum of 8 hours in any week.

•

Dole Ireland will ensure children aged 14 do not work for a period longer than 7 hours in any day or 35 hours in any week (or up to 40 hours if they are on approved work experience).

Young Persons, defined by the Act as people of 16 and 17 years of age, may be employed

by Dole Ireland. The terms of employment for Young Persons will strictly adhere to the requirements of the Act. Working Hours: Young Persons are not permitted to more than 8 hours in any day or 40 hours in any week.

They are prohibited from working before 6a.m. and after 10p.m. Dole Ireland will ensure Young Persons receive a minimum of 12 hours rest (off work) in every 24 hours and 2 days rest in every 7 days. Where possible, Dole Ireland will afford Young Persons 2 consecutive rest days.

Break Times: Young Persons employed by Dole Ireland are entitled to a 30-minute break where they work for a period longer than 4½ hours.

150

Record Keeping: Dole Ireland requires all [Children and] Young Persons to produce a copy of their birth certificate or passport prior to commencing employment.

In addition to the normal Statutory Records (see link at foot of page), Dole Ireland keeps the following records in relation to the [Children and] Young Persons it employs: •

Their full name;

•

Their date of birth;

•

The time they begin work each day;

•

The time they finish work each day;

•

The breaks taken during the working day;

•

The rate of wages or salary paid per day, week, month or year, as appropriate;

•

The total amount of wages or salary paid.

These records will be retained by Dole Ireland for a period of 3 years from the date of the making of the record.

DOLE IRELAND | SAFETY STATEMENT | ISSUE 4 | JUNE 2023

Informing [Children and] Young Persons: Dole Ireland will provide all [Children and] Young Persons who commence employment with the official summary of the Act (appended to this document), as well as a statement of their principal terms of employment, within 5 days of the commencement of their employment. The summary will also be displayed at the principal entrances to the premises where [Children and] Young Persons work.

151

Notes

152

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Notes

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6

Risk Assessment

154

154

155

155

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