Dec 24 Vital NL

Dec 2024

SAFETY NEWSLETTER vital.uk.com

Contents Dec 2024 Welcome

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Work Safe, Home Safe / HSQE Team

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Vital Safety Moments

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Safety Alert: Rule Book Changes

Page 7

It’s Okay Not to Be Okay

Page 8

Prepare for Winter and Cold Weather Safety

Page 10

Winter Weather Driving

Page 12

What is a Close Call?

Page 14

Drugs & Alcohol

Page 15

Financial wellbeing: Focus on presence over presents Page 16 Safety alerts

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Office locations

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Welcome Welcome to our Winter Safety Newsletter As we navigate the challenges and opportunities of working on the UK rail network, I want to emphasise a principle that guides everything we do: safety is not just a priority—it’s a commitment.

Our mission is clear: to ensure that every one of us returns home safe, every day.

Having recently joined the business and now well into my second month here, I am proud to be part of a team that shares this unwavering dedication to safety and excellence. I look forward to working alongside you all as we continue building on our reputation for delivering outstanding results without compromise.

With winter firmly upon us, we face additional challenges—icy tracks, reduced visibility, and the physical strain of working in cold and unpredictable conditions. These risks reinforce the importance of staying vigilant, prepared, and committed to doing the job safely or not at all.

No task is so urgent or important that it justifies cutting corners or jeopardising safety.

Here are a few reminders to keep safety front and centre: 1. Plan ahead: Understand the task and review the method statement and risk assessment before starting.

2. Stay visible and alert: Wear your PPE, remain within designated areas, and maintain clear communication with your team.

3. Take breaks when needed: Fatigue is a serious risk, especially during long shifts or in extreme weather conditions.

4. Report concerns: If you see something unsafe, speak up immediately—never assume someone else will.

5. Stop if it’s unsafe: You have the authority and responsibility to pause any work if safety cannot be guaranteed.

Let’s keep supporting one another, staying focused and staying safe, because there is nothing more important than you making it home each day Best Regards Adam Jones

Health & Safety Manager, Rail Division

Every one of us has a responsibility to follow the correct processes for completing tasks. Whether it’s adhering to Safe Systems of Work, maintaining exclusion zones, or communicating effectively when moving equipment, every step taken correctly contributes to our shared goal: one shift, one project, and one day at a time.

At Vital, we recognise that our people are our greatest asset. Whether you’re working on-site, in transit, or planning for the next project, your safety and success are our top priorities.

Together, let’s continue to build a resilient, sustainable, and safe future for the UK rail network.

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Work safe, Home Safe What do we mean by Work Safe, Home Safe?

We mean that we are fit and prepared for work. At work we work safely with our colleagues and follow the rules. We go home in a safe condition, free from harm.

How do we go about it?

We follow 5 Brilliant Basics 1. Be fit and ready for work, physically and mentally 2. Always follow the rules – no short cuts 3. If unsure, Take Five, stop work and ask 4. If anything is unsafe, Take Five, stop work and report 5. Treat each day like Day 1, do not be complacent What are we doing behind the scenes to make us successful at what we do?

1. We put people at the centre of what we do 2. We analyse mistakes very rigorously 3. We try to create an open atmosphere where everyone can speak up 4. We are willing to fix what is wrong if it is under our control 5. We relentlessly pursue new work and new opportunities 6. We never give in to complacency

HSQE Team

My Idea How would you improve safety?

HSQE Director Gareth Morris, Morson International - Manchester Gareth.Morris@morson.com 07736 657 039

HSE Adviser and Safety Unit Keith Wright Keith.Wright@vital.uk.com 07717 306 775

Health and Safety Manager Adam Jones Adam.Jones@vital.uk.com 07717 306 852

HSE Adviser and Safety Unit (South) Alex Wilson - Cardiff, Farnham, Milton Keynes (South) and Canning Town.

Alex.Wilson@vital.uk.com 07717 306 811

Health and Safety Accident and Investigation Lead Jane Hepburn Jane.Hepburn@vital.uk.com 07717 306 797

What are your ideas for innovation?

What would you change?

To be in with the chance to with £100 worth of gift vouchers, email us your ideas at: MYIDEA@VITAL.UK.COM

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Vital Safety Moments At Vital, safety is at the heart of everything we do. Over the last month, our HSE team has been leading face-to-face engagements as part of the L.E.A.D SAFE Initiative.

These sessions have brought our teams together to reflect on key safety challenges and ensure we’re all prepared for the months ahead.

From understanding the importance of reporting Close Calls and Near Misses to reinforcing the correct use of PPE, these engagements have highlighted on site safety challenges and supported open discussion with the teams.

With winter now here, we’ve focused on seasonal risks – from driving in challenging conditions to working safely in colder weather.

Together, we’ve also supported conversations around mental health, reminding everyone to check in with each other and access help when needed.

These moments highlight how we’re building a proactive safety culture, one discussion and one action at a time.

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Vital Safety Moments Our discussions this month focused on practical, everyday challenges that impact safety: Close Calls and Near Misses Understanding the difference and why using the reporting systems available can prevent future harm and incidents.

PPE - Fit for Purpose Making sure equipment is appropriate and correctly used for the tasks at hand.

Winter Driving Risks Preparing for icy roads, darker evenings, and how to stay safe behind the wheel.

Winter Working Precautions Highlighting the added risks posed by cold weather and how to manage them effectively.

Work Safe Procedures Empowering everyone to speak up and feel supported when raising safety concerns.

Mental Health and Well-being Checking in with each other and ensuring access to help and resources when needed.

These discussions are more than just conversations – they’re an opportunity to strengthen our commitment to safety together.

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Safety Alert: Rule Book Changes Safety Alert: Rule Book Changes – December 2024 Key Updates for Walking on or Near the Line The Rule Book has been updated to address inconsistencies and enhance track worker online during access, egress, and walking on or near the line. These changes, developed with input from Network Rail, the supply chain, and trade unions, come into effect in December 2024.

Summary of Changes Walking Route Specifications: Line Speed ≤100 mph: Minimum separation is 1.25 metres, allowing groups to stop and move to safety when a train approaches.

Line Speed >100 mph: Minimum separation is 2 metres.

Walking routes must be planned and detailed as components in the Safe Work Pack (SWP).

Encouraged Practices: Use authorised pathways and planned crossing points wherever possible.

Planners should assess route suitability using tools like AVIR. Obstruction Management: If required separation distances cannot be maintained Take an alternative route.

Follow company instructions supported by a risk assessment.

Request a line block if necessary.

Role Clarifications: Site Wardens Static role, not a substitute for Lookouts.

Holders must not walk or cross open lines independently and require COSS supervision or instructions.

What You Need to Know The updated Handbook 1, Handbook 6, and Handbook 7 have been issued to all staff by the Vital Rail Systems Compliance Team.

These changes reduce reliance on line blocks while maintaining safety.

Next Steps Review the updated handbooks and training materials.

Familiarise yourself with the changes to walking route planning and separation distances.

Contact your supervisor, Line manager or a member of the HSQE team if you have any questions.

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It’s Okay Not to Be Okay Life can be tough, and sometimes it feels overwhelming. If you’re struggling, it’s important to know you’re not alone. It’s okay to not be okay.

Talking about what you’re feeling and reaching out for support is a courageous step—and there’s help available. Whether it’s stress, anxiety, depression, or just feeling like you can’t cope, there are people and organisations ready to listen and support you, no matter what you’re going through.

Mental Health and Suicide Support Charities Here’s a list of charities and organisations that can provide support to you or someone you know: The Samaritans Website: www.samaritans.org Contact: 116 123 (Available 24/7) A confidential helpline offering support to anyone in distress or at risk of suicide.

Mind Website: www.mind.org.uk Contact: 0300 123 3393 Offers a wide range of support for mental health, including advice and local resources.

The Lighthouse Construction Industry Charity Website: www.lighthouseclub.org Contact: 0345 605 1956 Provides emotional, financial, and physical wellbeing support tailored to construction workers and their families.

CALM (Campaign Against Living Miserably) Website: www.thecalmzone.net Contact: 0800 58 58 58 (Open daily from 5 PM to midnight) Provides support for men in crisis or anyone struggling with their mental health.

Andy's Man Club Website: www.andysmanclub.co.uk A charity running free-to-attend peer-to-peer support groups for men across the UK. Their motto, “It’s okay to talk,” encourages men to speak openly in a non-judgmental environment.

Shout Website: www.giveusashout.org Contact: Text SHOUT to 85258 (Available 24/7) A free text messaging service providing support for those in crisis.

Mates in Mind Website: www.matesinmind.org Promotes awareness and understanding of mental health across construction workplaces.

Construction Industry Helpline Website: www.constructionindustryhelpline.com Contact: 0345 605 1956 Offers free and confidential advice on mental health, financial issues, and wellbeing for construction workers and their families.

A Reminder for Us All Reaching out can feel difficult, but it’s one of the bravest things you can do. If you notice a colleague or friend who seems withdrawn or unlike themselves, take a moment to check in. A simple “Are you okay?” could make all the difference. Together, we can create a supportive environment where everyone feels safe to speak up and seek help when they need it.

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Prepare for Winter and Cold Weather Safety Cold Weather Advice The onset of colder weather and shorter daylight hours increases the risks associated with working outside. We must be extra careful during the changes in weather conditions.

Over the festive period With more social engagements, the only way to stay safe and under the legal limit is not to drink and drive at all. Also remember that roads will be busier with people visiting family and friends, so make allowances for other drivers.

Before you set off driving Make sure you have enough screen wash and anti-freeze in your vehicle and that tyres have sufficient tread and are properly inflated.

Ensure the windscreen is clear of snow and ice.

Check that you have a full tank of fuel and if not, refuel as early as possible.

Pack an emergency kit.

Driving in poor conditions When accelerating, use the highest gear possible to prevent your wheels from spinning and gradually work through the gears, decelerating and braking smoothly.

Be mindful of changing road conditions. Frost and ice can remain in shaded areas and snow drifts may form on exposed roads.

If you do have to skid, aid your control by steering into the skid and avoid sudden acceleration or braking.

If you break down Put your hazard lights on and stop somewhere safe out of the way of traffic.

Put on warm clothing and a high visibility vest before exiting the vehicle.

If on the motorway, leave the vehicle through the passenger side.

Display your warning triangle at least 45 metres behind the vehicle if you are on a nonmotorway road.

Do not attempt this on the motorway, as walking down the hard shoulder is too dangerous.

Call for breakdown assistance.

Consider where the safest place is to wait – on the motorway, never wait inside the vehicle, always try and wait up the verge away from the hard shoulder.

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Increased risk can come from Icy or wet surfaces causing slip hazards.

Fallen leaves or snow hiding hazards.

Decreased daylight hours resulting in working in low light conditions.

Low temperatures increase the risk from manual handling injuries and Hand Arm Vibration Syndrome (HAVS).

Reduced road conditions increase handling problems.

Here are the precautions you can take: Take regular breaks.

Wear properly fitted and the correct type of PPE for your tasks.

Gloves: Insulated hard hats and a balaclava reduce body heat loss through the head and face. Gloves prevent loss of dexterity and protect body heat.

Workwear: Consider thermal base layers to maintain body heat.

Keep moving and stay warm by exercising and exercising fingers during meal breaks.

Smoking reduces blood circulation. Use warm shelters for breaks.

Emergency kit essentials Warm clothes, blanket or sleeping bag.

Food and drink – enough to last you a reasonable amount of time.

Sturdy boots – footwear for travelling to your vehicle is essential that footwear is stable.

A torch and batteries or a spare can be placed over tyres to gain traction when stuck in snow.

Ice scraper and de-icer.

Warning triangle and high visibility clothing.

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Winter Weather Driving Winter brings increased risks for vehicle accidents due to adverse weather and shorter daylight hours. Historically, road traffic incidents rise during this time.

However, combining thorough vehicle checks, careful journey planning, and mindful driving can reduce these risks.

Winter Weather Preparations Garage Checks: Ignition, brakes, wiring, hoses, fan belts, and spark plugs Air, fuel, and emission filters Battery condition (replace if unreliable) Tyre condition and radiator antifreeze levels Self-Checks: Ensure all lights are clean and functional.

Keep tyres properly inflated with at least 3mm tread depth.

Clear windows and mirrors of ice, snow, and dirt to avoid visibility issues, especially with low winter sun.

Fully de-mist windows before setting off.

Ensure wiper blades are in good condition and washer fluid is topped up.

Carry a map or Sat Nav and ensure enough fuel for unexpected delays.

Inform someone of your route and estimated arrival time.

Vehicle Essentials: Ice scraper, de-icer, snow brush Fully charged mobile phone Torch with spare batteries Warm clothes, blanket, food, and hot drink Boots, shovel, and sunglasses (for glare off snow) Properly inflated spare tyre, wheel wrench, and jack Journey Planning Tips: Reduce speed in worsening conditions, maintaining at least three times the usual stopping distance.

Avoid sudden braking, acceleration, or sharp movements. Brake gently and on straights.

Use low gears for traction and avoid cruise control on icy roads.

Be cautious on bridges and shaded roads prone to ice.

Avoid overtaking snow ploughs or gritting vehicles.

Clear snow from the vehicle roof before driving to prevent it from obstructing visibility.

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If You Get Stuck: Avoid spinning your wheels; it worsens the situation.

Turn wheels side to side to clear snow.

Use light acceleration or rock the vehicle if safe.

Clear snow around the wheels and use sand or grit for traction.

If You’re Stranded: Stay in the car unless help is certain.

Signal distress with a brightly coloured cloth.

Run the engine for warmth periodically, ensuring the exhaust is clear.

Use blankets and wool items for warmth and eat food to maintain energy.

Notify someone at work of your situation.

Dos and Don’ts: Don’t travel unless necessary.

Do ensure the vehicle is fully prepared.

Don’t drive if you’re uncomfortable with the conditions.

Discussion Questions: Which roads freeze over first?

What braking techniques should be used?

What’s the recommended tyre tread depth?

Why are sunglasses useful in snowy conditions?

Remember, staying safe on the roads during winter starts with proper preparation and a safetyfirst mindset. By taking these precautions and staying alert, you not only protect yourself but also others around you.

Let’s prioritise safety, plan, and ensure every journey is a safe one. If you have any concerns or need further guidance, don’t hesitate to reach out. Stay safe out there!

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What is a Close Call?

A Close Call is anything that has the potential to cause harm to a person, the environment, or railway equipment or infrastructure. Close Calls should be fixed then and there, where it is safe to do so.

A close call is a positive act and is treated confidentially in a blame free environment . We need your help to make our incident/Accident and close call reporting system works as effectively as possible Close Calls could include: Unsafe working environments identified before work starting Unsafe behaviours Unsafe storage of chemicals Environment and sustainability concerns, such as overgrown vegetation (not restricting view) Liquid spills cleared up safely and immediately that has not impacted the ground or water course Unsuitable SSOW or methodology identified before the work has been started Out of date equipment or PPE identified before starting work What could be an accident/incident?

An accident/incident is an event where the infrastructure or property has been damaged, or a person has come to harm. These events should be reported to your H&S Team.

Accident/Incident could include: A member of staff or member of public has been injured The infrastructure or equipment has been damaged Staff accessing the railway without a suitable SSOW Work starting or taking place without the correct permit in place A leak of a substance to the ground or water course, such as oil A fire What could be a Fault?

A fault is identified as an unsafe condition within the railway infrastructure/property that could cause harm or damage and needs to be addressed.

Faults could include: Unsafe working environments Hypodermic needles left on a walkway or lineside SIgnals not displaying the correct or any aspect Track defects not caused by work being undertaken Trees or branches leaning dangerously close to operational railway Access point lock missing Access point gate broken It is better to have a close call than a lesson learnt 14

Drugs & Alcohol We have seen a significant increase in the number of individuals receiving a positive (fail) test result when undertaking random or for cause Drugs & Alcohol testing.

Being under the influence of Drugs or Alcohol impairs an individual’s judgement and reaction times, creating an unsafe working environment for not only yourself, your colleagues but also others working or travelling within the rail infrastructure.

VHRL are committed to complete random D&As on a minimum of 20% of our workforce to comply with NR rules. For cause testing is not considered within the committed 20%. For cause testing will continue to be completed as and when required. Prior to undertaking any activities on or near the line or within a rail office environment you must ensure you are not under the influence of Drugs & Alcohol.

VHRL Drugs & Alcohol policy advises - it is a requirement that any worker holding PTS or assigned to work in a rail office environment must not under any circumstances: Report for duty in an unfit state due to the use of drugs or alcohol.

Use, possess or supply any recreational drugs, drugs of abuse or alcohol that may affect performance and safe working whilst on duty or travelling to/from work.

Consume any drugs or alcohol that may affect performance and safe working whilst on duty or when travelling to/from work.

Any worker producing a ‘positive’ (fail) sample for either drugs or alcohol will be suspended from working on Network Rail Managed Infrastructure for five years and subject to disciplinary proceedings.

A failure or refusal to submit a sample when requested to do so will also be reported as a ‘positive’ (fail) resulting in a five-year suspension being applied.

It is important you notify your office if you are taking any form of prescribed medication, prior to attending any work allocations to allow required checks to be completed. Failing to advise VHRL you are presently taking prescribed medication may result in a positive (fail) test being recorded in the event a D&A test is required.

Attending work allocations under the influence of Drugs or Alcohol is considered to be a breach of Health & Safety regulations. Vital Human Resources Limited operates a zero-tolerance policy in regard to anyone failing to comply with Health and Safety legislation and rules – including but not limited: To take reasonable care for the Health & Safety of yourself and other people at work/travelling in VHRL vehicles.

Any event of negligence that causes or has potential to cause loss, damage, or injury.

VHRL offer confidential assistance programmes to individuals who declare drugs/alcohol dependency.

However, we can only help individuals who reach out for assistance before it’s too late. Remember testing can be conducted without warning, at any site location, either day or night. For further details on this matter or any other safety issues, please contact your local safety advisor.

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Financial wellbeing: Focus on presence over presents As December approaches, the countdown to Christmas begins. To avoid overspending during the festive season, now is the perfect time to start planning. It’s not about celebrating early – it’s about being prepared. A little planning now can save you from financial stress and keep debt at bay come January.

Here’s how: Plan Before You Spend Creating a budget isn’t just about limiting your spending; it’s about gaining clarity. Knowing exactly what you need and how much it will cost can reduce financial anxiety and help you stay in control..

Track Your Spending Once your budget is set, keep an eye on your expenses, choose a method that works for you – a notebook, a budgeting app, or a simple spreadsheet, staying organised makes it easier to stick to your plan.

Take Advantage of Discounts Make a list of everyone you’re buying gifts for and keep an eye out for sales, when you spot a great deal, grab it, wrap it, and store it away, having a dedicated “Christmas cupboard” can help you stay organised and avoid last-minute panic buying.

Make a List – and Stick to It Avoid impulse shopping can wreak havoc on your budget, combat this by creating an old-fashioned shopping list and committing to it, remember, retailers design their displays to tempt you into overspending and buying things you may not need, a solid list is your best defence, even if you’re shopping in person, compare process to ensure you’re getting the best deal.

Avoid ‘Buy Now, Pay Later’ Schemes While these options may seem convenient, they often come with risks, without a clear repayment plan, you could end up paying high interest rates once the 0% period ends, this could make that “bargain” sofa, outfit, or TV significantly more expensive, additionally, missed payments can harm your credit score, if borrowing is unavoidable, explore lower-cost alternatives like 0% credit cards or overdrafts.

Struggling with Debt? Seek Help If debt is causing you sleepless nights, don’t suffer in silence, free, one-on-one debt advice is available.

The cost-of-living crisis has left many struggling, but no debt problem is insurmountable. The sooner you seek help, the sooner you can find a solution, organisations like: Citizens Advice - 0800 144 8848 - can provide guidance and support without judgment.

Money Helper debt advisor - https://www.moneyhelper.org.uk/en/money-troubles/dealing-withdebt/use-our-debt-advice-locator By taking these steps, you can navigate the holiday season with less stress and more joy, focus on creating memories, not mounting bills. After all, it’s the thought and time spent with loved ones that truly make the season special.

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Office Locations Manchester (Head Office) T: 0161 836 7000 E: HeadOffice@vital.uk.com

Abercynon T: 01443 809 950 E: Abercynon@vital.uk.com

Ashford T: 01233 344 6443 E: Ashford@vital.uk.com

The Mill, South Hall Street, off Ordsall Lane, Salford, Manchester, M5 4TP

G16/17 Ty Cynon, Navigation Park, Abercynon, CF45 4SN

Eurogate Business Park Ashford TN24 8XW

Bellshill T: 01698 840 950 E: BellshillRail@vital.uk.com

Birmingham T: 0121 809 3010 E: birminghamrail@vital.uk.com

10 James Street, Righead Industrial Estate, Bellshill, Lanarkshire ML4 3LU

Olton Wharf 7-9 Richard Road Solihull West Midlands B92 7RN

Derby T: 01332 982 470 E: Derby@vital.uk.com

Doncaster T: 01302 244450 E: Doncasterrail@vital.uk.com

Doncaster DNR T: 01302 496 550 E: ThorpeHouse@vital.uk.com

Ground Floor, Room 30 Derwent House, RTC Business Park, Derby, DE24 8UP

First Floor Offices, Carr House, Heavens Walk, Doncaster, DN4 5HZ

Thorpe House, Sidings Court Lakeside, Doncaster DN4 5HZ

Farnham T: 01252 964 020 E: Farnham@vital.uk.com

London T: 0203 963 5080 E: CanningTown@vital.uk.com

Unit 10, Guildford Road Trading Estate, Farnham, Surrey, GU9 9PZ

Unit 10, Canning Town Business Park, Stephenson Street, London, E16 4SA

Crewe T: 01270 906 130 E: Crewe@vital.uk.com 6 Solway Court Crewe Business Park Crewe, Cheshire, CW1 6LD

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Safety Newsletter Dec 2024

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