Health and Safety Management System (HSMS) -2024/2025

1. Health and Safety Policy Statement

At Premier Automatic Gate Systems, we prioritize the health, safety, and well-being of all individuals involved in or affected by our operations, including our employees, clients, contractors, and visitors to our sites and premises. Our fundamental commitment is to establish and maintain a secure and healthy working environment, actively preventing injuries, occupational ill health, and property damage. We achieve this by adhering to robust policies, providing comprehensive training, and fostering a culture of continuous improvement.

We are dedicated to:

• Compliance: Fully complying with the Occupational Safety and Health Act (OSHA) 2007 of Kenya, all relevant local by-laws, and applicable industry safety standards (including those from EPRA where relevant to electrical installations).
• Risk Management: Systematically identifying, assessing, and controlling all health and safety risks associated with the supply, installation, and maintenance of automated gate systems.
• Training & Competence: Ensuring all personnel are adequately informed, instructed, trained, and supervised to competently and safely perform their duties.
• Resource Provision: Allocating sufficient resources to effectively implement and maintain our HSMS.
• Consultation & Participation: Actively consulting with and encouraging the participation of our employees in all health and safety matters.
• Continuous Improvement: Regularly reviewing and enhancing our health and safety performance through audits, inspections, and feedback mechanisms.

This policy will be prominently displayed, reviewed annually, and communicated to all relevant stakeholders.

2. Objectives of the HSMS

To embody our Health and Safety Policy, Premier Automatic Gate Systems is committed to achieving the following measurable objectives:

• Zero Fatalities and Major Injuries: Strive for and achieve zero fatal accidents and zero Lost Time Injuries (LTIs) annually across all operations.
• Full Regulatory Compliance: Ensure 100% compliance with all applicable sections of Kenya’s OSHA 2007, the Work Injury Benefits Act (WIBA) 2007, and relevant EPRA (Energy and Petroleum Regulatory Authority) safety standards concerning electrical installations.
• Proactive Risk Management: Conduct 100% of planned Site-Specific Risk Assessments (SSRAs) and implement associated control measures before the commencement of any new installation or major service job.
• Competency & Awareness: Ensure all field technicians and installers receive mandatory refresher safety training sessions bi-annually, alongside daily toolbox talks for site-specific hazard awareness.
• Safety Culture & Reporting: Foster a proactive safety culture resulting in a year-on-year increase in near-miss and hazard reporting by 15%, demonstrating active employee engagement in risk prevention.

3. Roles and Responsibilities

Effective health and safety management requires clear accountability throughout the organization:

• Managing Director:
  • Has overall ultimate responsibility and accountability for the effectiveness of the HSMS.
  • Approves the Health and Safety Policy and ensures the allocation of adequate financial and human resources for its implementation.
  • Chairs annual Management Reviews of the HSMS.
• HSMS Officer (or designated Safety Representative):
  • Oversees the daily implementation, monitoring, and compliance of the HSMS.
  • Conducts regular safety inspections, audits, and leads incident investigations.
  • Coordinates and facilitates all health and safety training programs.
  • Acts as the primary liaison with regulatory bodies (e.g., DOSHS) for reporting and compliance.
  • Provides expert advice and guidance on health and safety matters to all levels of staff.
• Operations Manager / Supervisors:
  • Responsible for implementing the HSMS within their areas of control.
  • Ensure that Site-Specific Risk Assessments (SSRAs) are conducted and control measures are in place before work commences.
  • Conduct daily toolbox talks, enforce safe work procedures, and monitor the correct use of PPE.
  • Investigate minor incidents and ensure corrective actions are taken promptly.
• Installers and Technicians (All Employees):
  • Are personally responsible for complying with all health and safety policies, procedures, and instructions.
  • Must correctly use and maintain all provided Personal Protective Equipment (PPE).
  • Required to follow all established Safe Work Procedures (SWPs).
  • Must immediately report all hazards, incidents, near misses, and unsafe conditions or acts to their supervisor.
  • Actively participate in safety training and discussions.
• Contractors:
  • Are required to adhere to Premier Automatic Gate Systems’ HSMS and their own safe work practices.
  • Must provide evidence of their health and safety competence and valid insurance.
  • Fully cooperate with Premier Automatic Gate Systems’ health and safety requirements and report any incidents involving their personnel.

4. Risk Assessment and Hazard Control

Our systematic approach to identifying and controlling risks is central to preventing incidents:

• Proactive Risk Assessments: Mandatory Site-Specific Risk Assessments (SSRAs) (also known as Job Safety Analyses – JSAs) are conducted by Lead Technicians/Supervisors before the commencement of every installation or major maintenance task. These assessments identify unique site hazards.
• Common Hazards Identified in Gate Automation:
  • Electrical Hazards: Shock from live circuits, improper grounding, uninsulated wires.
  • Mechanical Hazards: Pinch points from moving gates/motors, crushing hazards, entanglement.
  • Working at Height: Falls from ladders, scaffolding, or elevated structures.
  • Tool-Related Hazards: Misuse of power tools (angle grinders, drills), cutting hazards, flying debris.
  • Manual Handling: Injuries from lifting heavy motors, gate panels, or equipment.
  • Traffic Management: Risks from vehicles in roadside installations.
  • Environmental Hazards: Uneven terrain, weather conditions (rain, extreme heat).
• Comprehensive Control Measures (Hierarchy of Controls Applied):
  • Engineering Controls:
    • Ensuring proper grounding and earthing of all electrical installations.
    • Installation of safety features on automated gates (e.g., photo-electric beams, safety edges, anti-crush mechanisms).
    • Use of well-maintained and properly guarded tools and equipment.
  • Administrative Controls:
    • Strict Lockout/Tagout (LOTO) procedures for electrical work to prevent accidental energization.
    • Development and strict adherence to Safe Work Procedures (SWPs) for all critical tasks.
    • Establishment of exclusion zones around operational areas, marked by safety signage.
    • Regular tool maintenance and inspection
  • Personal Protective Equipment (PPE): (Detailed in Section 6)

5. Training and Competency

A knowledgeable and competent workforce is our strongest defense against hazards:

• Safety Induction for New Staff: All new employees undergo mandatory comprehensive safety induction covering company policies, basic hazard awareness, emergency procedures, and reporting protocols specific to automated gate systems.
• Bi-annual Refresher Courses: All field technicians and relevant office staff participate in compulsory bi-annual refresher training covering key safety topics, updates on regulations, and reviews of common incidents.
• Daily Toolbox Talks: Brief, site-specific safety discussions conducted by Supervisors or Lead Technicians before work commences each day, focusing on immediate hazards and planned tasks.
• Emergency Response Training: Key staff, including all supervisors and selected technicians, receive regular training in First Aid, Fire Safety, and emergency evacuation procedures.
• Specialized Training: As required, training on specific hazards (e.g., working in confined spaces, advanced electrical safety, safe use of specialized equipment).
• All training records are meticulously maintained in individual employee files.

6. Personal Protective Equipment (PPE)

The correct and consistent use of PPE is non-negotiable for all personnel on site:

• Mandatory PPE Requirements:
  • Safety Boots: Steel-toecapped and slip-resistant.
  • Safety Gloves: Appropriate for the task (e.g., cut-resistant for handling metal, electrical insulating gloves for electrical work, welding gloves).
  • Safety Helmets (Hard Hats): To protect against falling objects or head impacts.
  • High-Visibility Vests: Essential for visibility, especially during roadside work or in areas with moving vehicles.
  • Eye Protection: Safety glasses or goggles for grinding, drilling, or any task with potential for flying debris.
  • Hearing Protection: Earmuffs or earplugs where noise levels are high (e.g., sustained grinding).
  • Respirators: For protection against dust or fumes during grinding or welding if ventilation is inadequate.
• PPE Inspection and Replacement: All PPE must be visually inspected by the user before each use. Any damaged, defective, or contaminated PPE must be immediately removed from service and replaced.
• Proper Storage: Employees are trained on the correct storage and maintenance of their PPE to ensure its effectiveness and longevity.

7. Emergency Preparedness and Response

We are prepared to respond effectively to emergencies to minimize harm:

• First Aid Facilities: Fully stocked and regularly inspected First Aid kits are readily available on every installation site and in all service vehicles.
• Trained First Responders: A sufficient number of employees are certified First Aiders to provide immediate assistance in case of injury.
• Fire Safety: Fire extinguishers are strategically placed in offices, workshops, and service vehicles. Designated staff are trained as Fire Marshals and on the correct use of extinguishers.
• Emergency Contact Information: Critical emergency contacts (ambulance, fire, police, internal H&S officer) are prominently posted in all work areas and carried by all field personnel.
• Evacuation Drills: Annual evacuation drills are conducted at our office and workshop premises to ensure all personnel are familiar with emergency exits and assembly points.
• Emergency Communication: Clear procedures for immediate notification of management and relevant authorities in case of a serious incident.

8. Incident Reporting and Investigation

A robust system is in place for learning from incidents and preventing recurrence:

• Timely Reporting: All incidents, including accidents (with or without injury), occupational ill health, dangerous occurrences (near misses), and property damage, must be reported to the Supervisor/HSMS Officer within 24 hours of occurrence.
• Thorough Investigation: All incidents are subjected to a systematic root cause analysis to identify underlying factors, not just immediate causes. Investigations are led by the HSMS Officer or designated competent person.
• Corrective and Preventive Actions (CAPAs): Specific CAPAs are developed based on investigation findings, assigned to responsible parties, and tracked for timely implementation and effectiveness.
• Lessons Learned: Key findings and lessons learned from incident investigations are formally shared with all relevant teams during toolbox talks, safety meetings, and through safety bulletins to prevent recurrence.
• Statutory Reporting: All reportable incidents (e.g., serious bodily injury, fatality, dangerous occurrences) are promptly reported to the Directorate of Occupational Safety and Health Services (DOSHS) as required by OSHA 2007.

9. Safety Audits and Inspections

Regular monitoring ensures compliance and identifies areas for improvement:

• Monthly Internal Safety Inspections: Conducted by Supervisors/Lead Technicians on all active project sites and within the workshop/office premises using standardized safety checklists.
• Quarterly HSMS Audits: Comprehensive audits of the entire Health and Safety Management System are conducted quarterly by the HSMS Officer, covering all elements from policy to records management.
• Management Site Visits: The Operations Manager and Managing Director conduct periodic unannounced site visits to observe safety practices and engage with staff on H&S matters.
• Findings from all inspections and audits are documented, shared, and form the basis for continuous improvement actions.

10. Legal Compliance

Premier Automatic Gate Systems is unwavering in its commitment to fulfilling all legal obligations:

• Strict Adherence to Kenyan Legislation: Full compliance with the Occupational Safety and Health Act (OSHA) 2007, the Work Injury Benefits Act (WIBA) 2007, and relevant safety standards published by the Energy and Petroleum Regulatory Authority (EPRA) for any electrical installations or connections.
• Manufacturer Safety Standards: All installations and maintenance work rigorously adhere to the specific safety and installation standards provided by leading gate automation manufacturers (e.g., Centurion, Nice, FAAC).
• Local By-laws: Compliance with all relevant county and municipal by-laws pertaining to construction, electrical works, and safety.
• Permits and Approvals: Obtaining all necessary permits and approvals for specific works where legally required.

11. Health and Safety Communication

Effective communication fosters a transparent and safety-conscious environment:

• Site Safety Signage: Clear and prominent safety signage (e.g., “Danger – Automated Gate,” “Wear PPE,” “No Unauthorized Access”) is displayed at all project sites and within our facilities.
• Briefings and Memos: Regular safety briefings (including toolbox talks), memos, and internal circulars are used to communicate policy updates, safety alerts, and procedural changes.
• Safety Awareness Posters: Educational posters promoting key safety messages are prominently displayed in offices, workshops, and stores.
• Employee Consultation: Encouraging open dialogue through safety meetings, suggestion boxes, and direct channels to the HSMS Officer for raising concerns or ideas.

12. Continual Improvement

Our HSMS is a dynamic system, constantly striving for excellence:

• Periodic Review of Procedures: All HSMS policies, procedures, and Safe Work Procedures (SWPs) are reviewed and updated at least annually, or immediately after significant incidents or changes in legislation/operations.
• Integration of Feedback and Audit Results: Findings from internal/external audits, incident investigations, customer feedback, and employee suggestions are systematically integrated into system improvements.
• Regular Management Reviews: The HSMS effectiveness is formally reviewed by top management at least annually, assessing performance against objectives, evaluating resource adequacy, and setting new targets for improvement.
• Benchmarking: Where appropriate, benchmarking our safety performance against industry best practices to identify areas for enhancement.