IMS9.4.7 Emergency Preparedness and Response Procedure

1.0   PURPOSE

The principal aim of SeaLink Operational Risk Management System is to prevent loss to People, Equipment, Materials, and the Environment.

SeaLink recognises that a residual risk of loss, however small, will remain, regardless of the effectiveness of the developed system.

SeaLink will therefore develop and maintain the capacity to respond to accidents in such a way as to limit the impact of accidents that do occur.

This Procedure comprises components of SeaLink Risk Management System, which identifies, and addresses needs with regards to ensuring that appropriate response to accidents and other emergency events is planned and maintained. This includes resourcing and planning to deal with medical, first aid incidents, basic firefighting, basic hazardous material spill containment and clean-up, security incidents.

2.0   SCOPE

This procedure addresses those emergencies with potential for serious harm to people, equipment, materials and/or the environment arising as a consequence of SeaLink operations.

3.0   REFERENCES

• Managing Risks of Hazardous Chemical in the Workplace Code of Practice 2023

• How to Manage Work Health and Safety Risks Code of Practice 2021

• Confined Space Code of Practice QLD 2021

• Provision of First Aid to Injured Workers

• Provision of Emergency Evacuation (EMP) Fire Qld Fire & Rescue

There are also standards that have no formal statute or regulatory standard but are nonetheless identified as important in managing SeaLink Operational Risk.

4.0   DEFINITIONS

Nil.

5.0   REQUIREMENTS

5.1   Planning Responsibilities

5.1.1 Development

Responsibility for development of this management plan rests with the HSEQ Manager, supported by the Area Manager.

On completion of the Management Plan, the HSEQ Manager holds responsibility for coordinating and revision by the management team, and gaining Area Managers endorsement.

5.1.2 Technical Review

Other parties provide technical input and review through formal revision with interest in relevant operational risk issues.

For this Procedure this has included the Queensland Fire and Rescue Authority, relevant administering authorities and the Environmental Protection Agency.

This assures a consistency in approach, and facilitates future integration of other operational risk issues into a common Procedure.

5.1.3 Corporate Review

Risk Management planning is a corporate activity that requires equitable participation by all Managers/ Supervisors. The “Management Review Group” is used to provide this corporate review.

5.1.4 Executive Responsibility

Overall responsibility for endorsing and directing implementation of the Management Plan rests with the Area Manager.

5.1.5 Implementation

At the Area Manager’s directive, implementation at functional and operational levels is the responsibility of the Manager/ Supervisor of each branch, section.

This will be in accordance with the implementation targets and strategies contained within the developed procedure.

5.1.6 Monitoring & Reviewing

The HSEQ Manager is responsible for the monitoring, effectiveness and reviewing this plan.

5.2   Planning Process

This plan has been structured to address key issues in the following areas:

• Emergency Response requirements – to address identified high risks (per risk assessment) and statutory and legislative compliance requirements.

• The personnel, equipment, and materials resources necessary to meet these requirements.

• Emergency Response procedures, plans, and other supporting documentation.

• Management and coordination of Emergency Preparedness for SeaLink.

5.2.1 Planning Activity Reviews

• Activities, processes, equipment, materials, machinery, and areas – for their potential to precipitate or be otherwise involved in a situation posing the threat of serious harm.

• Historical data regarding past incidents.

• Existing Emergency Response resources and plans.

• Existing equipment and materials assigned for emergency response.

• Competency of SeaLink personnel exposed to, or expected to react to, emergency situations.

• Equipment maintenance and inspections routines specific to emergency equipment.

• Statutory and other legislative requirements.

5.2.2 Responsibility for the System Planning Process

• Area Manager.

• HSEQ Manager.

5.3   Procedure Focus

5.3.1 Objective

• Identify the hazards with potential to inflict serious harm to people, equipment, materials or the environment.

• Achieve and maintain statutory and other regulatory compliance regarding emergency response.

• Define, attain, and maintain organizational performance standards for Emergency Response.

• Identify and address organizational priorities other than the above.

• Define responsibilities and accountabilities under this management system.

• From these activities, ensure that SeaLink has the capacity to initiate appropriate Emergency action in response to situations arising as a consequence of, or encountered during the course of its operations.

5.4   Extraordinary Circumstances

This procedure also recognizes and addresses hazards that may be introduced to SeaLink workplace/areas independent of SeaLink actions.

5.4.1 Examples include:

• Non SeaLink employees becoming injured or acutely ill within SeaLink facilities.

• Unplanned/illegal introduction of hazardous substances into SeaLink work, or other areas under SeaLink control. These incidents could require SeaLink to remove and/or provide temporary or permanent disposal for substances.

• Aggressive or otherwise threatening personnel within SeaLink facilities or areas of operation.

5.5   Policy, Regulatory and Other Compliance Standards

The following legislative and other compliance standards are referenced for this management plan:

• ISO45001:2018 Occupational Health and Safety Management System

• AS/ NZS 4360:2004 Risk Management.

• AS 3806:2006 Compliance Programs.

• AS/ NZS 2430.3.9:2004 Classification of Hazardous Areas

• AS 3745:2002 Emergency Control Organisation and Procedures for Buildings.

• AS 1678.0.0.001:2004 Emergency Procedures – Dangerous Goods.

• Queensland Workplace Health and Safety Act 2011.

• Queensland Fire and Rescue Authority Act 1990.

• Building Code of Australia.

• Environmental Protection Act:1994.

5.6   Critical Issues and Risk Management Strategies

5.6.1 Administration

• Responsibility for overall administration and coordination of SeaLink emergency preparedness systems, procedures and practices is assigned to the Area Manager.

• Responsibility for implementation and maintenance and administration of the emergency preparedness procedures and practices is the responsibility of the HSEQ Manager.

• The stated personnel and other resources must be available and accessible to the identified area during all normal operating hours. This will usually require the provision of appropriately trained back-up personnel to cover absences of others.

This also extends to ensuring that stated emergency equipment and material resources are maintained at all times.

5.7   Provision of First Aid

Issue – All workplaces must have appropriate access to first aid equipment and facilities and trained personnel.

• SeaLink must provide ready access for employees to first aid equipment and facilities, and first aid qualified personnel.

• The HSEQ Manager will be responsible for coordinating with the appropriate Managers / Supervisors to ensure the availability of first aid equipment, facilities and trained personnel and ongoing maintenance of workplaces.

5.8   Specific Hazards

Hazards with potential to inflict serious harm to people or the environment have been identified through a Basic Risk Assessment conducted by the HSEQ Manager supplemented by the input of supervisors, plus a survey of individuals within specific workplaces.

The hazards, which this procedure identifies as critical are: -

• Personal injury.

• Fire and / or Explosion threats.

• Fuel/ oil/ hazardous material spills.

• Release of contaminants to the environment.

5.9   Fire / Bomb Threat

Issue – Occupants of buildings, other work areas, plus those in the vicinity, are exposed to the risk of serious harm arising from fire and/ or bomb incidents. Accordingly SeaLink is to produce and maintain the plans and procedures and resources necessary to ensure an effective response in the event of such an incident occurring, or threatening.

• Evacuation plan and procedures, complying with the AS 3745 – “Emergency Control Organisation and Procedures for Buildings”, Fire and Rescue Authority Act 1990, and Building Fire Safety Regulations, are required. Plans and procedures are to address the need to protect people from harm, principally via evacuation.

• The Workshop Manager is to ensure that fire-extinguishing equipment is available in appropriate areas and maintained. AS 1851 provides minimum requirements, although it is a SeaLink requirement that all work areas, have ready access to fire extinguishing equipment, and that personnel in these areas are competent in its use.

• Areas are to be inspected to ensure compliance with current Building Fire Safety Regulations and Building Codes regarding installation and maintenance of fire detection and fire suppression systems, provision of emergency lighting, and designated emergency exits.

Note: It is a requirement that all facilities maintain currency with fire detection and suppression standards regardless of the construction date of the facility. (Queensland Fire and Rescue Authority Act.)

• Planning should ensure the provision of personnel who are competent in the use of this equipment, and have a designated emergency response role.

5.10   Hazardous Material Incidents

Issue – Chemicals and other hazardous materials stored, used, and transported have potential to inflict serious harm to personnel and the environment.

Accordingly SeaLink is to produce and maintain such plans, procedures and resources as necessary to ensure effective medical treatment, area evacuation or other emergency responses in the event of an incident occurring, or threatening. This includes specific medical first aid equipment, and personnel competent in their application.

• Hazardous materials include chemicals, fuels, lubricants, biological waste, gases, and other goods as prescribed within the “Dangerous Goods Code”.

• Emergency scenarios arising from hazardous material incidents have high potential to injure personnel, including direct contact and inhalation of fumes, or through explosions and or fires.

• Incidents may also affect members of the public during the course of SeaLink operations.

• Areas identified as having potential for hazardous material accidents are required to develop and maintain the planning and resources necessary to deal with the range of outcomes from incidents involving those materials.

• This requires development of plans, or adaptation of other emergency plans (Fire and/or bomb evacuation plans for example) to ensure evacuation, minor and major spill response, and provision of emergency medical treatment and resources such as eye wash stations, emergency showers, and appropriately trained and equipped individuals.

5.11   Natural Disasters (Cyclone, Flood)

Issue – SeaLink must have a formal process that ensures the facility is able to prepare for an impending cyclone or flood, following a clearly defined process that

• Ensures the orderly and timely shutdown of SeaLink operations.

• Provides for essential equipment, plant and personnel for Counter Disaster operations.

• Provides protection for SeaLink personnel.

• Ensures an orderly and timely return to full operational status.

The HSEQ Manager will develop a pro-forma natural disaster emergency plan.

Workers undertaking (outdoor) cyclone or flood related activities require specific procedures, training, and equipment (particularly PPE) to minimise risk generated from hazardous conditions.

Managers of personnel expected to undertake this type of activity must provide appropriate procedures, and ensure that no person undertakes cyclone or flood related activities without first completing the specified training, and being equipped with the requisite equipment and personal protective equipment.

5.12   Vehicle and Machinery Accidents

Issue – Motor vehicles, vessels, plant, machinery and various other items of equipment are identified as hazards with potential to inflict serious harm on SeaLink employees, and others.

SeaLink is to ensure that the listed resources are available to deal with injuries arising from these types of accident, and that work and other procedures, and training (induction for example) incorporate written direction to employees on the appropriate response to these incidents.

Dealing with personal injury arising from vehicle, vessel or machinery accidents requires: -

• Providing appropriate access to first aid trained personnel and equipment for those areas/processes where risk assessment identifies this need (according to the Qld Advisory Standard on First Aid).

• Procedures regarding actions to be taken following a personal injury, including injury to members of the public.

• This will normally require the provision of back-up personnel.

5.13   Process / Activity Related Hazards such as Environmental Emergencies, Viral Infection, Electric Shock

Issue – There are a number of hazards associated with particular activities and processes that have potential for serious harm to people and the environment. This includes those hazards for which risk is exaggerated due to personnel working in remote locations, or working outside of normal working hours.

• These hazards include, but are not limited to exposure to hazardous materials, electrocution, exposure to aggressive people, or personal contamination.

• Permits to operate and general operating procedures must include measures to address potential emergency situations through the provision of emergency response personnel and/ or equipment.

• Task and area procedures and work practices must reference these requirements.

• Areas must have access to the listed equipment/ material, and personnel with identified competencies, during all normal working hours. (These may have been fulfilled in meeting other criteria within this management plan).

5.14   Different Classes of Vessels

First Aid Response requirements in accordance with vessel class requirements.

5.15   Security Hazards

Issue – A number of employees are at risk of injury due to the malicious actions of others.

• A number of positions have been identified as holding potential for security related incidents to inflict harm on personnel.

• Workplace procedures, and work instructions must include details to employees identified as “at risk” to minimise the risk of security related incidents.

5.16   Communications

Issue – Critical to the effectiveness of any emergency preparedness / response plan or activity is the capacity to reliably seek or summons assistance from a number of parties. These include SeaLink own in-house resources or those otherwise involved in emergency response activity, or emergency service groups such as Fire and Rescue, Ambulance service or Local Government.

• Reliable communications (telephone, radio, other) is identified as essential for a number of groups / personnel.

• Emergency preparedness and response will also depend upon a number of critical personnel responding to emergency situations, either by attending the scene, or providing information.

• Identified groups / personnel are to have their communications facilities reviewed to ensure reliability and any other issues they may have regarding communications (capacity to be contacted at all hours, privacy etc).

• All work units are to review and assess communications needs according to this process: -

  • ​Identify a need for communications: e.g. working in confined spaces requires the capacity to summons emergency services support, or key personnel needing to be contactable 24 hours per day.

  • Identify the specific conditions under which communication must be available e.g. during working hours after hours in isolated or remote areas.

  • Assess communications options Mobile Phone UHF Radio, PA System.

  • Identify which best meets the needs of staff, supervisors, and others

  • Obtain the necessary communications equipment, and allocate according to identified needs

  • Implement work procedures / practices that support the provision and use of adequate communications equipment

5.17   Performance Standards and Indicators

This procedure demands these performance outputs:

5.17.1  Area Manager

Responsibility and accountability for the effectiveness and statutory compliance of SeaLink emergency preparedness.

Provision of such resources as the Management Review Group, or individual managers, identified as necessary Annual review of emergency preparedness plan, and required resources / plans.

5.17.2 Management Review Group

Revision and endorsement of this procedure and direction to Area Manager regarding required resources and other support.

Ongoing organisational assessment of emergency preparedness issues and development/ratification of control strategies.

Review of SeaLink emergency preparedness performance through monthly and other reporting produced by HSEQ Manager.

Review the performance of this procedure through annual revision.

5.17.3 HSEQ Manager Maintain the Risk Management System and Programs that Support this Procedure

Maintain best practice risk management strategies for SeaLink emergency preparedness capabilities and performance.

Monitor, review, and revise policy, procedures, and practices as necessary.

Provide the information necessary for the Risk Management Group to assure SeaLink of the successful operation of this Risk Management Plan.

5.17.4 Operations Manager

Maintenance and administration of emergency response procedures and resources required.

5.17.5 Foreman / Supervisor

Where directed, assume lead role in development, maintenance, and mobilisation of emergency response resources.

5.17.6 All Other Employees

Adhere to all directions and procedures and participate in such exercises, drills, and competency acquisition programs as directed.

5.18   Inspection / Maintenance Requirements

5.18.1 Equipment and Materials Inspections

All equipment and material designated for use during an emergency, or otherwise indicated to be of value during an emergency, are to be identified and specific maintenance requirements determined and introduced.

These schedules are to meet requirements of:

• International and Australian/NZ Standards

• Queensland Acts, Regulations and Advisory Standards

• Emergency Service organisations recommendations

• (Progression towards) best practice

5.18.2 Developed Procedures and Plans Must be Reviewed

• Bi-Annually.

• After a serious incident.

• Change in legislation.

Procedures and practices relating to cyclone/flood emergencies are to be reviewed and exercised each November.

Emergency Plans relating to SeaLink involvement in Counter Disaster activities may be exercised annually with other lead agencies.

By way of debrief, or “lessons learned” review after an emergency response.

5.18.3 Emergency Response Needs Analysis / Risk Assessment

The needs analysis / other risk assessment upon which the response plans and procedures are based must be reviewed annually as part of annual revision of this system.

5.19   Training for Target Groups

The HSEQ Manager is responsible for identifying and meeting his obligations regarding the provision and maintenance of appropriately trained personnel.

• The stated personnel requirements must be available during all normal operating hours. This will normally require training sufficient numbers of back-up personnel.

• It is acceptable for a single position to perform multiple functions – e.g. a person nominated as first aider for a workplace could also be on the evacuation team.

It is recommended that the Area Manager assign performance of stated activities / responsibilities to a particular position, rather than to an individual.

The HSEQ Manager will identify and assess external training providers (where external providers are required) to ensure that course content meets SeaLink specific needs with regards to content, quality, and economy of time and cost.

5.20   Reporting 

5.20.1 The System Generates the Following Reporting Routines

• Accident reports are to be submitted in accordance with SeaLink accident reporting system, for any accident. Emergency interventions are to be recorded on this report.

• Exercises / drills to be recorded for area – copy of details are to be recorded on the DataWeb.

• The HSEQ Manager will monitor compliance with requirement for testing / other drills.

• State of preparedness report for identified emergency response resources/equipment to be made to Area Manager in November of each year.

5.21   Contingency Planning

Failure of the primary systems is addressed by ensuring that all plans and procedures clearly state the fallback option of simply defaulting to assistance from regional emergency response agencies via the “000” telephone contact.

6.0   EXHIBITS

Developed as required.