Safety Manual

Safety Manual

TABLE OF CONTENTS OBJECTIVES OF SAFATY MANUAL SAFETY POLICY POLICY ON EMPLOYEE TRAMNING AND EDUCATION ACTIVITIES OF SAVETY COMMITTEE GENERAL INSTRUCTIONS AND REQUIREMENTS WORKING WITH ELECTICAL EQUIPMENT WORK WITH HOT OR COLD WATER STORAGE AREAS WORKSHOP AND EQUIPMENT STORAGE GENERAL MAINTENANCE GENERAL ERGONIMICS RESPONSE TO FIRE RESPONSE TO NATURAL HAZARDS VEHICES TELECOMMUNICATIONS RISK ASSESSMENT

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OBJECTIVES OF THE SAFETY MANUAL The safety manual obliges each employee to understand clearly their own obligations according to Act no. 46/1980 on working environment, health and safety in workplaces, rules pursuant to the Act and other appropriate rules, as well as the consequences of non-compliance.

HS Veitur’s safety issues are handled by health and safety wardens and health and safety representatives. They make suggestions on matters relating to the working environment, health and safety of workers and submit their suggestions to be resolved by the responsible party. Such recommendations must be followed. Day-to-day management of health, safety and environmental (HSE) matters is in the hands of the HSE manager. The CEO is ultimately responsible for worker safety issues at HS Veitur. The names of the members of the company’s safety committee can be found under S:/oryggisnefnd/ Öryggisverðir og -trúnaðarmenn HS Veitna.

All workers are obliged to familiarise themselves with and be aware of their responsibilities, the measures needed to ensure safety at work, and to contribute to promoting safety issues within the company.

Workers can find reference material relating to safety issues in the company on the websites of the Administration of Occupational Safety and Health and the Consumer Agency.

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SAFETY POLICY Accident-free workplace •

Accident statistics shall be published annually in an organised manner, noting the length of time from the last accident and the type of accident. This notification is intended to constantly remind workers of the importance of work safety, and encourage them to be cautious.

Enabling employees to feel secure at work •

Employees must receive regular, detailed information about the safety committee’s current activities.

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It must be ensured that safety improvement proposals submitted by employees are dealt with and that employees are informed of the improvements made.

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Employees must be made aware that machinery and other equipment can always be dangerous if the utmost caution is not exercised.

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Make employees more responsible for their own safety.

Train employees to respond correctly to a variety of incidents that may occur •

Conduct regular courses on safety issues for employees and managers.

HS Veitur is only to use secure equipment that is accessible and always in perfect working order •

HS Veitur requires compliance with the safety rules applicable at each time.

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Broken or damaged tools and equipment must be reported to the foreman.

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Only safety equipment, such as high-visibility clothing, helmets, fall protection equipment, lines, etc., approved by the Administration of Occupational Safety and Health shall be used. This equipment must be checked periodically, according to its technical description, and workers trained in its use.

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The right number of fire extinguishers of the right type must be available in the workplace, clearly marked and accessible.

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First-aid kits must always be accessible to employees at their place of work, and they must be inspected regularly.

Comply with official laws and regulations on working environment, health and safety in the workplace •

Material related to working environment, health and safety in the workplace must always be accessible to all employees.

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POLICY ON EMPLOYEE TRAINING AND EDUCATION All employees should receive guidance on working environment, health and safety in the workplace to the extent that the HS Veitur safety committee considers necessary for the worker to carry out their work in a safe manner.

Employee education and training on factors related to working environment, health and safety in the workplace shall consist of the following.

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Each employee is introduced to the safety rules in the workplace and asked to familiarise himself/herself with the HS Veitur safety manual.

Employees’ sense of responsibility towards structures, equipment and colleagues shall be promoted.

Employees must be made aware of the importance of reporting all accidents, mishaps and near-accidents.

A first aid course is to be held every two to four years.

There should be regular visits (every three years) from an expert who instructs in the use of fire extinguishers and conducts drills for all employees.

Employees must be familiar with general hazards in the workplace and know the appropriate response in each instance.

HS Veitur’s health and safety wardens and health and safety representatives shall receive regular training so they can perform their duties in a confident and professional manner.

ACTIVITIES OF THE SAFETY COMMITTEE The safety committee consists of health and safety representatives, who represent employees, and health and safety wardens, appointed on behalf of the employer.

The role of the HS Veitur safety committee is to: • •

Provide employees with regular education and give them a clear understanding of the value of a good working environment, health and safety at work.

A risk assessment for jobs must be carried out, or arrangements for such an assessment made, and rules of procedure and checklists prepared in accordance with Regulation no.

920/2006 on the organisation and implementation of health and safety at workplaces.

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ROLES AND DUTIES OF HEALTH AND SAFETY WARDENS, HEALTH AND SAFETY REPRESENTATIVES, EMPLOYEES AND CONTRACTORS Health and safety warden - health and safety representative The health and safety warden and health and safety representative shall jointly ensure that facilities, hygiene and safety in the workplace are in accordance with laws and regulations and that the instructions of the Administration of Occupational Safety and Health and other authorities are followed.

Health and safety representatives, health and safety representatives and other members of the safety committee may not provide others with information obtained due to their confidentiality position except with the consent of the parties involved and only when doing so is considered necessary to warn workers and management of an accident or disease hazard.

Obligations of employees Employees must report, as soon as possible, all accidents, near-accidents and mishaps, no matter how insignificant they may appear, to the HSE manager.

Employees are required to follow safety rules, whether they are set by the company, regulatory agencies or ministries.

Obligations of contractors According to Article 28 of Act no. 46/1980, contractors working in HS Veitur’s worksites are required to comply with the safety rules set by the company. Contractors are obliged to familiarise their workers with HS Veitur’s safety rules and make sure that they follow them.

Notification and recording of accidents All work accidents that occur at HS Veitur's premises must be recorded.

Emergency line: 112 Where to report?

Serious accidents are to be reported immediately to the emergency line 112. Electrical accidents must be notified immediately to the Consumer Agency. The foreman shall ensure that the HSE manager is aware of minor accidents, near-accidents and serious accidents.

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GENERAL INSTRUCTIONS AND REQUIREMENTS General All work on HS Veitur's equipment must always be well organised, and carried out under the supervision of the relevant department. At the beginning of construction work, chains of communication must be established and effective in order to ensure safety during the project. All work involving cranes, earthmoving machinery and other machinery requires extreme caution. New employees should generally not carry out hazardous tasks by themselves without having received training.

Warning signs should be used in construction in accordance with the requirements of the Occupational Safety and Health Administration, police authorities and other relevant parties, such as the Road and Coastal Administration.

Good preparation and work practices, cooperation in all work, integrity and honest and non-extreme discussion of problems that may arise in the workplace contribute to a better working environment, increased well-being and reduced risk of accidents.

HS Veitur’s rules on personal protective equipment At the start of employment with HS Veitur, employees receive, free of charge and as appropriate at each time, high-visibility clothing, fire retardant clothing, a helmet, goggles, protective shoes, gloves and other appropriate protective equipment.

Special equipment used in exceptional circumstances is provided as necessary. It must be returned immediately after use. A foreman must be notified immediately if safety equipment malfunctions or shows any signs of damage so the equipment can be repaired or renewed.

High-visibility clothing High-visibility clothing is required (see Standard EN 471) for all outdoor work related to new construction, maintenance and surveillance. High-visibility clothing must also be worn indoors on construction sites.

Protective shoes Protective shoes are required (see Standard EN 345) for all outdoor work related to new construction, maintenance and surveillance. Protective shoes must also be used indoors in workshops and when surveilling HS Veitur equipment.

Helmets It is mandatory to use a helmet for all work and construction for HS Veitur, except in the offices, canteen, control station, specific parts of storage areas and such places.

Gloves For tasks that carry a substantial risk of hand injury (electric shock, burns, cuts, etc.), approved gloves, suitable for the task, must be used.

Other personal protective equipment Other protective equipment shall be used when working with machinery and equipment that can emit particles and chippings, and care must be taken to ensure that the appropriate protection is used at each time. Hearing protectors must be used where noise is above 85 db (A).

The district heating utility has special requirements for workers regarding the correct handling and use of personal protective equipment when working with harmful substances, due to the harmful health effects if they are mishandled. Workers must read safety instructions carefully when using corrosive substances, solvents, volatile compounds and other substances. They must also familiarise themselves with the applicable laws and regulations. The utmost caution must be exercised when flammable substances are used. The appropriate rules must be followed when storing and disposing of substances.

Proper conduct in the workplace and when using machinery and equipment, along with hygiene at work, are very important factors when it comes to preventing accidents and mishaps.

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Machinery Machine operators must have the required qualifications from the Administration of Occupational Safety and Health. Construction machinery and equipment must be inspected regularly by the Administration of Occupational Safety and Health.

Machinery may not be used to transport passengers unless it is specifically suited for that purpose.

People may not be hoisted with a fork lift/tractor/overhead crane except in appropriate crew baskets approved by the Administration of Occupational Safety and Health.

Lifting equipment The appropriate personnel shall be instructed in the handling of lifting equipment. Only certified lifting equipment (cranes, hoists, slings, etc.) may be used. No load may ever be left hanging when the lifting equipment is abandoned. Lifting equipment shall be marked with the maximum load capacity.

Penalties for violating safety rules and rules of procedure Employees found to be in violation of HS Veitur's safety rules and rules of procedure may be dismissed after three written reprimands. Serious violations may lead to immediate dismissal.

Follow-up on the use of safety equipment is in the hands of managers, health and safety wardens and health and safety representative, but an outside party will also conduct random tests on the use of safety equipment.

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WORKING WITH ELECTRICAL EQUIPMENT Workers must use the safety equipment required by HS Veitur according to Section 3 – Rules on personal protective equipment. Workers working with electricity must always wear a helmet that is approved for electrical work. It is imperative that there should always be two people working on high-voltage equipment, and workers should always exercise extreme caution.

The causes of electrical accidents are two-fold: electric arc short-circuit (touching of live components in high-voltage installations) and touching where a current passes through the body.

The most serious accidents occur when a current passes through the body, with effects that include cardiac arrest, muscle cramps and burns.

High-voltage installations High-voltage installation facilities may not be used for other purposes than those that pertain directly to the operation. Switch rooms of electrical installations with a nominal voltage of 1 kV or more must have the following: 1. Instructions on “first aid for electrical accidents”.

2. Single-line diagram of the installation.

All work in or near a high-voltage installation shall be carried out under the direction of a foreman, who is appointed in writing by the electrical utility’s accountable manager.

Switching or connecting must be carried out under the supervision of a switchboard manager, who is also appointed by the accountable manager. The same person can be both foreman and switchboard manager.

Prior to the work The HS Veitur operating manual contains rules of procedure and work specifications that must be followed when working on high-voltage installations.

For all work on high and low-voltage electrical equipment, the five safety rules should be kept in mind.

Prior to the work: 1.

2.

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TOTAL DISCONNECTION SAFEGUARD AGAINST THE SYSTEM BEING SWITCHED ON AGAIN VERIFY THAT THE SYSTEM IS NOT LIVE EARTH AND SHORT-CIRCUIT THE LIVE COMPONENTS COVER OR CORDON OFF ANY NEIGHBOURING LIVE COMPONENTS

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If work is carried out at a breakpoint or of cables are disconnected during work, earthing and shortcircuiting should be carried out on both sides of the breakpoint before disconnecting.

Precautionary measures enacted before work commenced may not be discontinued until the foreman has informed each worker that they will be disabled and the system will therefore be considered to be live.

Only the foreman may announce that the system may be energised, and he/she must first guarantee, on-site, that it is safe to do so.

Work under voltage, high voltage Work under voltage is not permitted unless HS Veitur’s accountable manager has specifically authorised it and entrusted a worker to conduct or carry out such work.

Overhead lines HS Veitur uses cherry pickers for work on poles, but there are a few poles in the company’s operation area that have to be climbed using post-shoes. Post-shoes, a post-belt, a lifeline and a safety helmet are required for such work. Pole-shoes must be inspected regularly by the Administration of Occupational Safety and Health or the Technological Institute of Iceland to ensure their safety. The post-belt and other personal protective equipment must also be approved by the Administration of Occupational Safety and Health. Damaged and worn safety equipment must be replaced immediately.

Use of high-voltage switches

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Communication 1/84 from the State Electrical Inspection on the operation, monitoring and maintenance of electrical installations sets forth rules on the operation of high-voltage electrical installations.

Accidents may occur if: •

The wrong switch is cut off.

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A standard disconnector is inserted or removed under load.

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The wrong switch is inserted.

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Changes to line interruptions are not notified. - Operators and watchmen are not notified of changes that have been made to the system.

Street lighting New employees should receive training from experienced employees who are certified to instruct in the use of aerial work platforms. Workers on aerial work platforms must use a safety helmet.

The basket may only be lifted in accordance with the manufacturer's instructions.

The utmost caution should be exercised when working on or close to traffic roads. Yellow warning lights hold be used and road signs til indicate a work site and hazardous area.

The utmost care should always be exercised when working near underground cables. This applies especially to cables that have been damaged or ruptured. In such circumstances, workers must ensure that these cables have been disconnected and earthed.

Verify that underground cables are not live by using short circuit test equipment.

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WORK WITH HOT OR COLD WATER Workers should preferably not be alone when working on hot water systems under pressure. Air quality in enclosed spaces must be measured before work begins. Workers must use the safety equipment required by HS Veitur according to Section 3 – Rules on personal protective equipment.

Manholes - Ducts Extreme caution must be exercised in work involving hot water and pipes (important in manholes).

During surveillance and work in manholes and ducts, workers must wear a safety harness and safety helmet, and a watch must be kept over workers who enter the enclosed space.

Storage tanks Make sure that the tank is empty and pipes to and from it are closed, and verify that the tank’s steam blanket equipment has been disconnected before the tank is opened. Open the tank, first on top and then on the bottom. Tanks must be thoroughly ventilated before work commences inside them. A safety harness with a lifeline should be used when working on top of or near the roof of tanks. Special care should be taken when working on steam blanket equipment on top of tanks. Workers may not go on top of tanks if there are wet conditions, icing or very bad weather.

Supply pipelines – Distribution system When working on supply pipelines or the distribution system, workers must make sure that pipes are disconnected and there is no pressure in them before work commences. A sign should be placed on valves in manholes reading “Closed for repair – HS Veitur”. Work on supply pipelines and main pipes should always be carried out in consultation with the relevant control centre.

Meter frames Work on meter frames requires caution due to the varied conditions on-site, and the utmost caution should be exercised when working with hot water.

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Pumping stations Work on equipment in HS Veitur’s pumping stations must always be well organised and under the supervision of the relevant HS Veitur maintenance department. The work must be carried out with the knowledge and approval of the control station.

Only relevant HS Veitur personnel, who are familiar with pumping station equipment, aware of the hazards on-site and know the necessary precautions, may use the equipment in HS Veitur’s pumping stations.

Special care should be exercised when opening the piping system, i.e. checks must be made to ensure that there is no pressure in the system and that it has been fully emptied. The functionality of the cooling system, “shower for workers”, should also be tested regularly.

When pumping equipment and boilers are removed, care must be taken to ensure that equipment is not live, and the switch must be marked with the appropriate warning. Work on pumping stations should always be carried out in consultation with the control centre.

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STOORAGE AREAS Workers must use the safety equipment required by HS Veitur according to Section 3 – Rules on personal protective equipment.

General conduct in storage areas Everything must be well organised, both indoors and outside Cable reels and other heavy items must be arranged so they cannot roll or move Safety straps and/or chains must be used to tie down items that are being transported Loading gates in storage lofts must always be closed and loose handrails must be in their proper place Solvents, flammable materials and volatile compounds should always be stored in easily ventilated areas where the substances cannot reach a drain Unauthorised access is restricted.

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WORKSHOP AND EQUIPMENT STORAGE Workers must use the safety equipment required by HS Veitur according to Section 3 – Rules on personal protective equipment. Goggles should be used for work and maintenance of equipment where appropriate according to the risk assessment. When welding or flame cutting, face protection and a suction tool must always be used, and efforts should be made to shield off the area. The various equipment and tools must always be stored in their proper place after use.

GENERAL MAINTENANCE Workers must use the safety equipment required by HS Veitur according to Section 3 – Rules on personal protective equipment.

All work in or near substations and transformer stations and other technical installations relating to maintenance of installations must be carried out in consultation with and the knowledge of the relevant specialised foremen. All electricity should preferably be cut off before any major work on transformer stations. This results in both a safer work site and better working facilities.

At least two workers should preferably work together in the following conditions: manhole repairs, work on hot pipes and in narrow conditions, in enclosed spaces, on moveable platforms, in stairs, and in other places where circumstances are difficult. The utmost care must also be exercised when working with woodworking machines. Machinery must have the required covering.

General care and caution should be exercised in all work and it is important that all tools are in perfect working order. The safety equipment provided by the company should always be used, and it must always be available and in good working condition.

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GENERAL ERGONOMICS Computer work The height of the worktable should be so that the back is straight and the shoulders relaxed during work.

There must be sufficient leg room under the table.

When selecting a work chair, the physique of the user and type of work must be taken into account. It should be easy to adjust the height and tilt of the seat and back while the user sits in the chair. It is the responsibility of the user to make use of the chair's features and to ensure that it is always adjusted according to the needs of the user and the tasks being performed.

Incorrect placement of computer screens and keyboards may cause undue strain on the shoulders, arms and wrists. Detailed instructions on correct body posture when performing computer or office work can be found on the website of the Occupational Safety and Health Administration.

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RESPONSE TO FIRE Know the correct response to fire. Know the location of extinguishers and fire hoses. Know the location of fire alarms. Know how to handle fire extinguishers. Know the escape routes.

Fire alarm Employees must respond to fire alarms in accordance with the evacuation plan. Inform others about the fire.

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Ensure your own safety Rescue people Call 112 Leave the building or extinguish the fire

If you become aware of a fire, notify others by using a fire alarm or shouting “fire”. Report the fire to the Emergency Line, 112, and if you think you are able to, try to extinguish it with the nearest fire extinguisher.

Remember not to use water on electrical fire, oil fire or fire in flammable substances. If you are not able to control the fire, leave the building in accordance with the evacuation plan.

Do not use lifts. Choose another route if there is smoke ahead. Touch closed doors and choose another route if they are hot to the touch. Close doors to fire but do not lock them. Choose the shortest direct route out of the building. In smoke, try to keep as close to the floor as possible, e.g. by crawling. Do not gather by exit routes. Let your presence be known when you have evacuated the building, and stay put in case further information is needed. Do not re-enter the building until it is certain that the fire brigade has put out the fire.

If you are unable to get out, shut yourself in a room far from the fire. Call 112 if possible and wave a garment out of the window. Keep calm and wait to be rescued by the fire brigade.

Handling of fire extinguishers HS Veitur offers regular courses on the handling of fire extinguishers. As a reminder, do not apply extinguishing agent directly to flammable liquids. Start extinguishing at the edge of the fire, downwind if applicable, and drive the fire from you by using a steady sideways motion. Use only the amount of extinguishing agent needed to put out the fire. Keep the remainder in case of further fire. The manager of firefighting equipment must be notified if an extinguisher has been used.

Rules of conduct 1.

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All alcohol and drug use is strictly prohibited during defined working hours.

Smoking is not allowed in the premises of HS Veitur except in designated areas. Managers give employees a warning if this is not complied with.

Access to premises e.g. power plants, freshwater reservoirs and substations shall be limited. The relevant plant manager/regional director manages access to power plants according to the applicable rules.

HS Veitur’s premises should always be closed during working hours, except receptions.

RESPONSE TO NATURAL HAZARDS For general safety precautions and responses to natural hazards, see the telephone directory and the Department of Civil Protection and Emergency Management www.almannavarnir.is.

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VEHICLES Safety equipment in vehicles Fire extinguishers and first aid kits are required in all HS Veitur vehicles. Certain electricity and water department vehicles also have the following safety equipment: Electricity department: High-voltage gloves (24 kW) High voltage gauges in foremen’s vehicles AVO meter 0.6 kW in other vehicles Cooling cream (gel)

Water Department: Sterilised sheet Cooling cream (gel)

Vehicle equipment must be checked at least annually, e.g. on the first working day of the year.

Rules of conduct regarding vehicles 1.

Only those who have the appropriate qualifications may drive HS Veitur vehicles, and they do so at the responsibility of the relevant foreman.

2. Smoking is not allowed in HS Veitur vehicles.

3. Vehicles should be locked when abandoned.

TELECOMMUNICATIONS The use of electronic communications equipment is an important part of HS Veitur's operations and worker safety.

Workers who use telecommunications equipment must carry it with them at all times and use the appropriate safety equipment, for safety reasons and to ensure prompt services to HS Veitur customers.

RISK ASSESSMENT According to Regulation 920/2006 on the Organisation and Implementation of Health and Safety at Workplaces, the employer is required to prepare a written schedule on occupational health and safety to establish a policy on working environment, health and safety at the workplace.

A written schedule on occupational safety and health must include: 1. A special risk assessment.

2. A schedule on health protection and risk prevention that includes improvements according to the results of the risk assessment.

3. Follow-up after remediation A risk assessment is an analysis of risk factors in the workplace and an assessment of the likelihood of a worker sustaining health damage. In other words, this is a systematic examination of work conditions to find out whether something in the working environment, work organisation or work performance could possibly cause accidents, mishaps, discomfort, injury, stress or anything else that could lead to mental or physical health damage.

Further details can be found at www.vinnueftirlit.is

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