SAFETY & ENVIRONMENTAL MANAGEMENT PLAN...establishing effective safety and environmental management as a key component of the local port’s business management plan The Glenelg Shire

VERSION 3 – MARCH 2014 1

L O C A L P O R T O F P O R T L A N D B A Y

S AF E TY & E NV I R O NME NT AL

MAN AG E ME NT P L A N


Document Title:

Local Port of Portland Bay – Safety and Environment Management

Document Status and Reference:

Officers authorised to make changes and update the Local Port of Portland Bay

Safety and Environment Management Plan are:

Chief Executive Officer, Glenelg Shire Council

Group Manager, Planning & Economic Development

Local Port of Portland Bay Manager

Port Officer, Local Port of Portland Bay

Document Status and Record:

Date

Revised Author Details Revised

Amended

by

Verified by Version

April 2010 C.Malone New document G.Bebbington 1

February

2013

C.Malone Whole of document – to

comply with Dec’12

Ministerial Guideline changes

C.Malone S.Deam 2

March

2014

C.Malone SEMP reviewed to include

change in Port boundary

C.Malone S.Kerrigan 3

Document Distribution List

Recipient Issue Status

Local Port of Portland Bay

Manager

V.N. 1 2

I.N. A A

Date Oct’10 Feb’13

Department of Transport,

Planning & Local Infrastructure.

Local Ports Division

V.N. 1 2 I.N. B B


Port of Portland – Harbourmaster V.N. 1 2

I.N. C C


Worksafe

Port of Portland – Harbourmaster

V.N. 1 2

I.N. D D


*Please note as this document is available from Glenelg Shire Council’s website, it is not possible

to keep a true document issue log.


Contents

1. Introduction .......................................................................................................................... 4

1.1 Objectives ................................................................................................................... 5

1.2 Scope ........................................................................................................................... 5

1.3 Local Port of Portland Bay Physical Boundaries ..................................................... 6

1.4 Key Activities ............................................................................................................... 7

2. Local Port of Portland Bay Health Safety & Environment Policy ................................... 9

3. Roles and Responsibilities ................................................................................................. 10

3.1 The Port Manager and Organisational Structure ................................................ 10

3.2 Government Agencies ............................................................................................ 11

3.3 Service Providers, Permit Holders and Recreational Users ................................. 12

4. Legal and Other Requirements ....................................................................................... 12

5. Health & Safety Hazards & Environmental Aspects and Impacts .............................. 13

6. Health & Safety and Environmental Management Program ...................................... 15

6.1 Local Port of Portland Bay Key Performance Indicators .................................... 16

6.2 LOCAL PORT OF PORTLAND BAY - OH&S Hazard and Environmental Risk

Register ...................................................................................................................... 17

6.3 Risk Register – Residual High Risks ........................................................................... 21

7. Emergency & Accident Preparedness and Response ................................................ 22

7.1 Emergency Planning ............................................................................................... 22

7.2 Incident Management ............................................................................................ 22

8. Implementation, Review and Revision of SEMP ............................................................ 23

8.1 Health & Safety and Environment Procedures, Instructions and Guidelines ... 23

8.2 Involvement of Port Users and Service Providers ................................................. 24

8.3 Monitoring and Measurement ............................................................................... 25

8.4 Communication and Reporting ............................................................................. 25

8.5 Competence Awareness and Training ................................................................. 25

8.6 Non-conformity, Corrective and Preventive Action ........................................... 25

8.7 Internal and External Auditing ................................................................................ 26

8.8 Management Review.............................................................................................. 26

Appendix 1 Local Port of Portland Bay Gazetted Port Boundary Map ....................... 27

Appendix 2 Inspection Sheet ............................................................................................. 28

Appendix 3 List of relevant Legislations, Policies and Guidelines.................................. 30

Appendix 4 Glenelg Shire Council Incident Reporting Form ......................................... 34

Appendix 5 Local Port of Portland Bay Aerial Photo ...................................................... 40


1. Introduction

As of 1 July 2009, the Glenelg Shire Council accepted appointment as Manager of the

Local Port of Portland Bay (Trawler Wharf) on behalf of the Crown (under the Crown Land

Reserves Act 1978). Council adopted a management structure with Council as Local Port

Manager with advice as required from a skills-based Advisory Committee.

Glenelg Shire Council acts as Port Managers to manage and administer the Local Port of

Portland Bay striving to ensure the secure, safe, efficient and environmentally responsible

operation of the Local Port.

A significant change to the Local Port of Portland Bay occurred in 2012/13 with the Local

Port boundary extended to cover all the waters within Council’s Committee of

Management area. This includes the newly opened 70 berth Portland Bay Marina, the

existing old marina jetty, the swing mooring area, the existing boat ramp and will also

include the proposed new boat ramp area.

This SEMP was initially developed in 2010 and was based on the Ministerial Guidelines: for

Port Safety and Environment Management Plans (2005). These Guidelines, issued under

section 91G(1) of the Port Management Act1995 provide direction and advice on form,

content, method and process for preparing plans, including stakeholder involvement,

consultation with those potentially affected by the plans and the publication and

availability of management plans. These Guidelines were superseded by Ministerial

Guidelines: Port SEMPs November 2012 and the SEMP has been updated accordingly.

The SEMP is a dynamic document that will change as a consequence of regular review

and revision. The maintenance of this SEMP is an important component of the ongoing

process of continuous safety and environmental management improvement.

The aim of this SEMP is to present an integrated system for managing and improving

environmental and safety performance at the Local Port of Portland Bay and to promote

quality safety and environment risk management across all aspects of port activities.

Beneficiaries of the plan will be the local port management, service providers,

commercial users, visitors and the community.

Through the development of the SEMP, the Glenelg Shire Council has formed a

systematic approach to the identification and management of safety and

environmental hazards and risks.

The SEMP reflects the Local Port of Portland Bay’s commitment to sustainable

management and embodies the key environment and safety principles relating to:

protection and improvement of the Local Port of Portland Bay environment

provision and maintenance of a safe working and recreational environment

safety and environmental management of visitors to the Port

continuous improvement to safety and environmental performance at the Port

establishing effective safety and environmental management as a key component

of the local port’s business management plan

The Glenelg Shire Council, as Local Port Manager is responsible for the operation and

maintenance of the trawler wharf, marina, old marina jetty, swing moorings and the

existing and new boat ramp. Duties include: planning, issuing permits, allocating

moorings, maintaining wharves, jetties and navigation aids and operating facilities.


1.1 Objectives

In compliance with the legislative requirements of the amended Port Management

Act1995 (PMA), and section 91D (1) of the PMA, the Local Port of Portland Bay Safety &

Environmental Management Plan is required to:

a) identify by a description, map or plan the area or areas of the port lands and

waters to which it applies.

b) identify the nature and extent of the hazards and risks associated with the

operation of the port.

c) assess the likely impact of those hazards and risks on the port and the surrounding

area.

d) specify the measures and strategies to be implemented to prevent or reduce those

hazards or risks.

e) nominate the person who is responsible for implementing those measures and

strategies.

f) set out the processes to be followed to involve tenants, licensees and service

providers in the port with the implementation of the management plan.

g) set out the procedure to be followed for implementing, reviewing and revising the

management plan.

In addition to these objectives the SEMP also aims to:

Integrate environmental and safety considerations, where practical, into the

development and operation of the Port;

Further characterise safety and environmental issues associated with future

development at the Port;

Improve interaction between stakeholders on issues and safety and environmental

management;

Apply sustainable development principles at the Port;

Create opportunities for the continued improvement of safety and environmental

performance at the Port.

1.2 Scope

The SEMP addresses safety and environmental hazards and impacts which apply to the

activities occurring at the Local Port of Portland Bay. The boundaries or scope of the

SEMP encompass activities which are the responsibility of the Port Managers, including

commercial and permit holder operations, recreational users and general public visitors.

Primarily these activities pose potential safety and environmental risks to the surrounding

port environment (beaches, water, soil, air, sewer) and the people involved in them;

service providers, general public, commercial users. Activities on the wharf such as

fishing, waste management and vehicle access are addressed in the SEMP as are

activities in the waters surrounding the wharf; boating and fishing, recreational swimming

or diving and movement of catch between vessels and the wharf.


1.3 Local Port of Portland Bay Physical Boundaries

The Local Port of Portland Bay is bounded by a line from the eastern side of the Trawler

Wharf to a point just north of the wharf, then west to the Old Marina Jetty then north to

the Lee Breakwall. It encompasses the Trawler Wharf and associated Pontoon, the old

Marina Jetty, Swing Moorings the new Portland Bay Marina and both Boat Ramps. The

image below outlines the boundaries of the Local Port of Portland Bay and the

Commercial Port which is run by the Port of Portland.

Refer Appendix 1 - Local Port of Portland Bay Gazetted Port Boundary Map


1.4 Key Activities

1.4.1 Trawler Wharf

The Trawler Wharf is home to commercial fishing trawlers and cray fishing boats

which are allocated permanent berths on the Trawler Wharf and Floating Pontoon.

There are also designated itinerant berths allocated for visiting commercial vessels.

Visiting vessels such as Oil and Gas Rig tenders, Government boats, i.e. Customs

and DPI Fisheries, Tall Ships and Oceanographic Research vessels utilize the Local

Port of Portland Bay itinerant facilities.

Key activities undertaken on the Trawler Wharf include but are not limited to:

Unloading of fish from trawlers into refrigerator trucks. There can be up to 5

trucks loading at any given time.

Stevedoring.

Refueling – by mobile fuel tanker.

Netting repairs.

Wire works.

Minor vessel maintenance.

Minor sand blasting works.

Crane works.

Crew changeovers.

Recreational fishing.

From March to June the Local Port can be home to up to 10-12 visiting squid vessels

that use the Trawler wharf as their base for the length of the squid season. 2014 has

also seen the arrival of commercial boats fishing for southern Bluefin tuna. This is the

first time tuna has been harvested commercially in this area for many years.

1.4.2 Marina

The new marina has changed the view of Portland Harbour with boat owners

immediately securing berths. Yachts, charter boats, recreational cruisers and even

historic ‘couta boats’ are now berthed there bringing the marina to near capacity

in its first year of operation. The new marina is taking pressure off the trawler wharf

where berthing of non-commercial visiting vessels was the only option in the harbor.

1.4.3 Boat Ramps

The completion of the new 4-lane boat ramp in May 2014 is much anticipated by

recreation anglers, particularly visiting vessels that flock to Portland from Feb-June

to chase the Southern Bluefin Tuna. During Tuna season the boat ramp at Portland

can see up to 400 boats launched daily. The new ramp will take the pressure off

the existing boat ramp, which will stay operational.

The project is part of the Portland Bay Coastal Infrastructure Plan.


1.4.4 Old Marina Jetty

The Old Marina jetty is popular as a cheaper alternative for boat owners to the

Portland Bay Marina. Boats are berthed on Mediterranean moorings, with access

often difficult. The Old Marina jetty is an aging facility, which will be the subject of a

condition inspection in 2014/15 to enable Council to fully understand its upcoming

maintenance requirements, as well as life expectancy.

This facility is also a haven for ‘jetty jumpers’ and swimmers who monopolise this

area in the warmer weather. Regular instances of public vandalism and damage

to vessels are recorded by boat owners.

A review is currently underway in relation to the swimming activities, particularly in

relation to Port Officers ability to enforce existing restrictions.

1.4.4 Swing Moorings

The Local Port has the ability to have 10 swing moorings and is currently at

capacity. A recent review of the swing mooring area has resulted in the

rationalization of old unused swing mooring. Also the opening of the new marina in

April 2013 has seen some of the swing mooring users move, with the marina

providing better access and facilities.

An inspection is programmed for March 2014 to establish a full condition report on

all swing moorings within the Local Port. It is also envisaged for this inspection to

identify what old and abandoned mooring tackle exists on the seabed. A program

will then be developed for its removal when budget allows.


2. Local Port of Portland Bay Health Safety & Environment Policy

The Glenelg Shire Council is responsible for the management and administration of the

Local Port of Portland Bay. The port is a commercial and public facility designed to

provide for commercial needs of the fishing industry, and recreational opportunities for

the Glenelg Shire community and visitors to Portland.

The Shire of Glenelg makes the following commitments with respect to environmental

care, and the health and safety of all those managing, using and enjoying the Local Port

and its facilities:

Develop, implement and maintain processes for health and safety hazard, and

environmental impact, identification, assessment and control;

Maintain compliance with applicable health & safety and environmental legislation

and regulations, and other requirements to which Council subscribes;

Apply Glenelg Shire’s Organisational Policy (i.e. OHS Policy);

Establish measurable objectives and targets that are designed to eliminate or

minimise safety and health hazards and prevent injuries and illness for all Port users;

Establish measurable objectives and targets that are designed to improve the

health of the local environment and prevent pollution, including oil spills, waste

contamination and the introduction of damaging exotic biodiversity;

Communicate and encourage safety and environmental awareness and

responsibility for all Port users, and

Regularly inspect the condition of facilities and equipment to ensure they are safe,

effective and considerate of the health of the environment.

To achieve these commitments, Glenelg Shire Council will prepare and maintain a Safety

& Environment Management Plan (SEMP) that is subject to independent certification

against requirements of the Port Management Act 1995.

This plan is endorsed by:

Stephen Kerrigan:

Acting Group Manager

Planning & Economic Development


3. Roles and Responsibilities

The management of the Local Port of Portland Bay has been the responsibility of the

Glenelg Shire Council since 1 July 2009. The roles of management responsibility within the

port structure include liaison with Port service providers and permit holders, maintaining

public amenities and wharf structure, implementing the SEMP, associated controls and

procedures.

3.1 The Port Manager and Organisational Structure

Chief Executive Officer

Group Manager

Planning & Economic

Development


Manager

Port Officer


Local Port of

Portland Bay

Advisory

Committee

Glenelg Shire Council

(Local Port of Portland Bay

Manager)

Port Officer



3.2 Government Agencies

The key Government agencies and their role in administering safety and

environmental legislation of specific relevance to the Local Port of Portland Bay

activities are listed below. These agencies will be involved in the ongoing

implementation of the Plan.

Department of Transport, Planning and Local Infrastructure (DTPLI)

The Department of Transport took over management and administration

responsibilities for Local Ports from DSE from 1 July 2010. Processes from Council’s

point of view as Port Managers for the Local Port of Portland Bay will remain the

same as they were under DSE.

Environmental Protection Authority (EPA)

EPA Victoria’s purpose is to protect, care for and improve the environment. EPA work

with the community, industry and other groups to build a sustainable, healthy future.

The EPA has statutory authority and enforcement functions such as delivering

pollution abatement notices and charging persons who are responsible for

environmental pollution. In addition the EPA also undertakes research and modeling

work and manages sophisticated programs to monitor the quality of Victoria’s air,

land and water.

Worksafe Victoria

Worksafe Victoria is responsible for enforcing safety legislation, such as the following

within Victoria:

Occupational Health & Safety Act 2004

Occupational Health & Safety Regulations 2007

Dangerous Goods Act 1995

Equipment (Public Safety) Act 1994

Worksafe’s role is to ensure the Local Port of Portland Bay is a safe and healthy

workplace for employees, contractors and members of the public.

Transport Safety Victoria (TSV)

Transport Safety Victoria is the state’s marine safety agency which is responsible for

establishing the regulatory environment under which all ports operate. TSV is

responsible for the administration of the Marine Safety Act 2010 (Vic) and

management of pollution response in State waters (3 nautical mile limit).

Victoria Police

The Water Police have the primary role of coordinating all marine incidents involving

recreational vessels, yachts and commercial vessels within Victorian Coastal and

inland waters.


3.3 Service Providers, Permit Holders and Recreational Users

The Local Port of Portland Bay accommodates nine (9) trawlers from the local

trawler fleet, four (4) crayboats on the adjoining floating pontoon, four (4) cray

boats in the new marina and around one hundred (100) permanent recreational

and charter vessels on berths and moorings. These vessels all occupy berthing areas,

some of which have designated utility access to occupants and signage. Large

Itinerant fishing vessels are berthed on the north eastern section of the Trawler Wharf,

and the northern end as required. Utility access is also available there.

Visiting vessels such as Government boats, i.e. Customs and DPI Fisheries, Oil and

Gas Rig Tenders, Barges and Tall Ships utilise the Local Port of Portland Bay Trawler

Wharf and; large recreational vessels are accommodated in the Marina.

The Local Port of Portland Bay is also extremely popular with recreational fishermen,

as well as school groups who often utilise the Port for education and recreation

programs.

4. Legal and Other Requirements

The development of the Local Port of Portland Bay SEMP has been undertaken in the

context of the State and Federal environmental and safety legislative framework

that governs Victorian ports. The provisions under the Port Safety Act 2010 are

intended to complement existing legislation rather than duplicate it; as such the

safety and environmental requirements do not supersede other legislative

requirements.

The Local Port of Portland Bay manages access and understanding of Safety,

Environmental and Legal requirements through the maintenance of its Health and

Safety Hazards Register and Environmental Aspects Register.

These Registers include the identification of applicable health, safety and

environmental legislation and associated regulations, policies, codes of practice,

guidelines and other legal requirements under International, Federal and State laws

against each identified health & safety hazard and; environmental aspect/impact.

In addition, the Registers identify non-legislative requirements (known as “Other

Requirements”) to which the Local Port of Portland Bay subscribes.

The Registers also document the requirements of each piece of

legislation/regulation as they apply to the activities associated with each health and

safety hazard and environmental impact.

The International, Federal, State and local legislation, conventions, regulations,

policies, guidelines etc. of most relevance to Safety and Environment Management

for the Local Port of Portland Bay are listed in Appendix 3.


5. Health & Safety Hazards & Environmental Aspects and Impacts

Risk Assessment Process

The risk assessment process involves comparing the level of risk found during the

analysis with previously established risk criteria. Each risk will be expressed as a value

of Very High, High, Medium or Low risk. The outputs of this process will create a

prioritised list of risks (or risk register) that require further action. Focus will be placed

on Very High and High risks that are deemed to be significant. Low and Medium risks

may fall into an acceptable level of risk category. These risks may require monitoring

and periodic review to ensure they remain acceptable. A review of all risks will be

conducted annually or if there is a major change in the nature of activity

conducted at the port.

The matrix was drawn from the Ministerial Guidelines: Port Safety and Environment

Management Plans November 2012.

Likelihood Consequence

Insignificant Minor Moderate Major Catastrophic

Almost

Certain

Moderate High High Extreme Extreme

Likely Moderate Moderate High High Extreme

Possible Low Moderate High High High

Unlikely Low Low Moderate Moderate High

Rare Low Low Moderate Moderate High

The identification of hazards includes safety reviews, consultation, discussions,

comment and contribution from council employees and stakeholders (e.g. Local

Port of Portland Bay Advisory Committee, contractors and regulatory bodies and

industry organisation etc.) and consideration of the health and safety risks

knowledge generated by the implementation and maintenance of the SEMP (e.g.

training, monitoring, incident reporting, audits and management review). Health

and Safety and Environmental hazards and risks are documented according to local

port activities in the Risk Register. This Register is a fluid document continually

recording hazards and risks associated with Port operations as they are identified

and refined.

In accordance with section 91D (1) – a SEMP must:

(h) “set out those measures (if any) that the port manager intends to implement to

eliminate or reduce the safety and environmental risks and hazards…”

(i) “set out the key performance indicators through which the port manager can

assess the extent to which the implementation of the management plan achieves the

safety and environment management planning objectives…”


Hazards and associated risks are assessed considering the both the “likelihood” and

“consequence” of occurrence as shown in Tables 1, 2 and 3.

Table 1 – Likelihood table

DESCRIPTOR LIKELIHOOD OF EVENT

Almost Certain Is expected to occur in most circumstances

Likely Will probably occur in most circumstances

Possible Might occur at some time

Unlikely Could occur at some time

Rare May occur only in exceptional circumstances

Table 2 – OHS Consequence

DESCRIPTOR EXAMPLE CONSEQUENCE

Insignificant Activities do not cause any personal risk and will not result in injury

Minor Activities may cause injuries or personal health problems requiring local first

aid and no rehabilitation period

Moderate Activities may cause injuries or health problems requiring medical attention

and where short rehabilitation period is required.

Major Activities may cause serious injuries or health problems requiring

hospitalisation and a significant period of rehabilitation before being able

undertake normal activities or return to work.

Catastrophic Activities that could cause death or permanent disability prevent any

undertaking of normal activities or return to work.

Table 3 – Environmental risk consequence

DESCRIPTOR EXAMPLE CONSEQUENCE

Insignificant Activities do not adversely impact on the environment

Minor Activities may cause an environmental impact that can be immediately

cleaned up with no residual impact

Moderate Activities may cause an environmental incident that can be cleaned up over

a short period of time with minimal residual adverse impact.

Major Activities may cause a considerable environmental impact that is of public

interest and which may only be cleaned up over a prolonged period of time

and may result in considerable residual adverse impact.

Catastrophic Activities may cause a major environmental incident that is of national or

international concern; requires an extensive period (years) to clean up;

causes major long term adverse impact on the environment.


6. Health & Safety and Environmental Management Program

OCCUPATIONAL HEALTH AND SAFETY AND ENVIRONMENTAL OBJECTIVES PROGRAM

Objective Target Actions Responsibility Time frame

Develop IMS

Prepare first SEMP Publish SEMP Port Officer Every 3 years

Certify SEMP 3rd party Audit Port Officer March 2016

Maintain Certification Annual reviews of SEMP Port Officer March Annually

Minimise

Pollution Risks

Establish Permit System for

bunkering Develop permit system with fuel contractors

Port Officer &

Fuel Contractors Ongoing

No fugitive waste Segregated waste disposal facilities - waste oils are not

stored on the Wharf. Port Officer N/A

Reduce risk of diesel spill to

Portland Bay

Undertake upgrade works on wharf edge to eliminate risk of

puncturing fuel tanks during berthing

Port Officer – design & manage

DTPLI - funding

Complete

2013

Minimise

Safety Risks

Establish pier capping Undertake upgrade works on wharf edge to eliminate risk of

slips & falls – DSE funded

Port Officer & DSE - design &

funding

Complete

2012

Eliminate slips & trips & falls Work with Commercial users to develop safe works systems,

i.e. ropes, etc.

Port Officer & Port Commercial

Users

Ongoing particularly in

new areas of Local Port

Develop loading & unloading

procedure

Establish safe work systems in conjunction with contractors

for loading & unloading Port Officer & Commercial users Ongoing

Prepare traffic management

plans

Monitor movement of traffic for commercial activities &

recreational users. Prepare plans Port Officer Ongoing

Construct storage area Install additional storage shed to store safety equipment &

maintenance items Port Officer

Due for installation

March 2014

Load limits Monitor load limits for vehicles & ensure compliance with

appropriate signage Port Officer Ongoing

Develop procedure for

electrical insp/works

Develop procedures and inspection regimes for electrical

testing, monitoring & maintenance Port Officer Ongoing

Objective 4

Consultation

Encourage Community

consultation/input

Develop webpage for Local Port of Portland Bay; include

feedback form for Community input. Bi-monthly newsletter

developed for users. 1/4ly meetings held with users to

discuss any issues.

Port Officer &

Admin Officer Complete 2013

In accordance with section 91CA the SEMP objectives are:

(a) “promoting improvements in safety and environmental outcomes…”

(b) “promoting and facilitating the development, maintenance and implementation of systems that enable

compliance with various safety and environmental duties that apply to the operation of the port…”

(c) “promoting an integrated and systematic approach to risk management in relation to the operation of the Port”.


6.1 Local Port of Portland Bay Key Performance Indicators

The Ministerial Guidelines: Port Safety and Environment Management Plans were

revised late in 2012 and required the addition of Key Performance Indicators (KPIs)

from the Port Managers. The KPIs will be used by the port managers to assess the

extent to which implementation of the management plan achieves the safety and

environment management planning objectives set out in section 91CA of the Port

Management Act 1995. The overall effectiveness of this management plan in

mitigating risk to safety and the environment will be assessed from 2013 in an annual

SEMP report to the Department of Transport.

The KPIs for the local Port of Portland are:

KPI Management Strategy

1

Inspections of Local Port

(including weekends and

public holidays) – daily

Daily inspection forms completed and any hazards

identified are controlled.

2

Maintenance electrical

services inspection

– Bi-annually

Trawler wharf. Bi-annual inspection undertaken,

report received and any non-conformances

identified are repaired. Visual inspections

undertaken 6-monthly on marina.

3

Trawler wharf -

Underwater diving

inspection of floating

pontoon and anodes –

annually

Annual diving inspection undertaken, report

received and any non-conformances programmed

for repair.

4

Timely completion of

incident reports –within 24

hours or next working day

Incident/hazard reporting and investigation report

completed for all incidents within Local Port.

5

Allocation of berthing

with minimal delay to

unloading

Inspections undertaken, any berthing issues

addressed. A Port Officer on call 24 hours a day for

any berthing queries to be addressed without delay.

6

Conducting Performance

Appraisal for all port staff

with an aim to monitor

performance and

provide necessary

training and

development

opportunities - annually

Performance Appraisals completed by 30 June

each year.

Training and development to be listed as a priority,

with identified training undertaken within agreed

timeframe.


6.2 LOCAL PORT OF PORTLAND BAY - OH&S Hazard and Environmental Risk Register

Activity Related facility Hazard Likelihood Consequence Risk Level

(Score) Responsible Officer Controls Status

Residual

Risk

(controls in

place)

PORT MANAGEMENT

Wharf structure, design and layout Trawler wharf

Slip, trip and fall hazards Possible Catastrophic Extreme Local Port Officers/DOT

Modification works on wharf edge

undertaken for Extreme risk being top row of

h-beam.

Complete Low

Slip, trip and fall hazards Possible Catastrophic Extreme Local Port Officers/DOT

Further modification works on wharf edge

level 2 & 3 of h-beams required to alleviate

collision risk with vessels with bulbous bows.

Complete Low

Collision of moving plant with personnel Possible Catastrophic Extreme All Port Users

Unloading contractors and Local Port users

to have SWMS and traffic plans in place for

activities undertaken on wharf.

Complete Low

Collision of moving plant on wharf Possible Major Extreme All Port Users

Contractors and Local Port users to have

SWMS in place for activities undertaken on

wharf. Traffic Plans to be submitted

Jun-13 Low

Collision of boats when berthing Unlikely Moderate High Vessel Operators

Speed restrictions, adherence to boating

regulations. Licenced operators (confirmed

through User Agreement requirements)

Jun-13 Low

Collision of boats with wharf when berthing Likely Moderate Extreme Local Port Authorised Officers & DSE

Modification works to be undertaken by

Dec'10. DSE to provide funding. Council

providing funding, preparing tender

supervising works

Complete Moderate

Provision of waste disposal and

recycling facilities Trawler wharf

Health hazards due to disease, bacterial

infections and fumes, explosion and fire. Possible Moderate High All Port Users

No hazardous or dangerous goods stored in

Local Port. Skip provided for waste disposal.

Waste oil disposal is the responsibility of

vessel owners & not to be put in skip

Ongoing Moderate

Provision of skip bins @ fish

cleaning tables Boat ramps

Health hazards due to disease, bacterial

infections and chemical fumes, explosion and

fire.

Unlikely Moderate High

Skips provided for fish waste only. Waste

and recycle bins provided for general

waste. Skips regularly emptied and

cleaned. Regular inspections of skip bins to

monitor waste.

Ongoing

Vehicle access, operations,

movements, egress and parking

arrangements

Local Port Collision with cyclists, pedestrians, infrastructure

or other vehicles Unlikely Catastrophic High All Port Users incl. members of public

Speed restrictions, signage, and adherence

to traffic regulations, line marking, and

designated car parking areas.

Complete

Moderate

Parking strategy developed to provide clear

and concise direction for all users including

cars with boat trailers and members of

public using Local Port facilities

Jun'14

Trawler wharf Wharf weight load limits not being recognised Rare Catastrophic Low All Port Users incl Contractors Load limit area designated, i.e. line marked

& signage in place Complete

Fuel containment and supply

Local Port Inadequate or inappropriate storage of

flammable goods Rare Major Low Vessel Operators

Flammable goods to be stored as per

Regulations. Complete

Trawler wharf Inadequate or no spill containment or spill

response materials Unlikely Moderate High Vessel Operators & Contractors

Spill containment to be used when fuelling,

or working with oil or chemical. Contractors

transferring fuel to vessels must have a

refueling permit. No hazardous chemicals

stored on wharf. Signage erected. Spill

containment kit stored in emergency shed.

Fire extinguishers in place on marina. Hose

reels on trawler wharf

Complete High

Local Port Explosion or fire Possible Major Extreme Vessel Operators & Contractors Training of users. Regular supervision.

Provision of fire extinguishers. Complete Moderate

Portland Bay Marina Explosion or fire. Fuel spill. Possible Moderate High Fuel suppliers and users

Fuel supplier to comply with AS1940-2004.

Supply spill containment. Tank is double

bunded. Inventory taken by supplier on fuel

quantities to ensure no leakage exists.

Moderate

Pollution and spill response Local Port Oil, fuel or chemical spills Possible Moderate High All Port Users

Immediately report to Port of Portland

Harbourmaster so POLREP can be

completed.

Complete Low





Residual

Risk

(controls in

place)

Trawler wharf

Spill containment to be used when fuelling,

or working with oil or chemical. Contractors

transferring fuel to vessels must have a

refueling permit. No hazardous chemicals

stored on wharf. Signage erected. Spill

containment kit stored in emergency shed.

Low

Portland Bay Marina Possible Moderate High All Port Users Spill containment kit provided. Education

process regarding reporting processes.

High

Local Port Spill incident at Commercial Port - impacting

operation of Local Port Possible Catastrophic High

All Port Users including Commercial

Port

Adherence to Local Port EMP and

Commercial Port EMP. Participation in

Pollution Control Committee. Education for

all Port Users of process in event of incident

Ongoing

Provision of public access and

recreational facilities

Local Port Inadequate dissemination of health & safety

information, signage etc. Possible Major High All Port Users

Comprehensive signage in place. Daily

inspections Ongoing High

Local Port Inadequate provision for disabled persons

Possible Major High All Port Users

Designated car parking for disabled persons

on Trawler wharf, Marina and existing boat

ramp. To be included in parking strategy for

new marina and new boat ramp parking. Complete Low

Local Port Inadequate provision of safeguards, bollards,

sea to wharf ladders etc.

Possible Moderate High All Port Users

Ladders in place on Trawler wharf and

Marina. Designated workplaces established

when works underway. Signage. Daily

Inspections

Complete -

ladders.

Ongoing

Inspections

Trawler wharf Deficient or defective safety/emergency

response equipment Possible Catastrophic Extreme Port Officer

Emergency Plan to be developed;

emergency response equipment to be

stored on wharf for immediate access

Complete Low

Provision of electrical power

outlets

Trawler wharf

Wiring contact with water Unlikely Catastrophic Extreme Port Officer Regular inspections to be undertaken by

qualified contractor. All electrical

equipment connected to shore power must

be tagged by a qualified person.

Ongoing Moderate Damage to power outlets due to incorrect

coupling and usage Likely Moderate Extreme All Port Users

Portland Bay Marina Damage to power outlets due to incorrect

coupling and usage Likely Moderate Extreme All Port Users

All electrical equipment connected to shore

power must be tagged by a qualified

person. Inspected annually by Port Officer

Portland Bay Marina

Trawler Wharf

Slip, trip & fall over power leads on wharf

connected to vessels Possible Moderate High Port Officer

Assess usage and connection to shore

power. Regular inspections. Ensure

walkways clear of electrical leads/trip

hazards

Ongoing Moderate

Berth maintenance

Local Port Slip, trip and fall hazards

Unlikely Major High Port Officer/ Contractor

Wharves and pontoons to be kept clear of

obstacles as far as practicable. Any ropes

required to be stored on the wharf to be

layed as far out of walkway as possible.

Ongoing Moderate

Old Marina Jetty &

Portland Bay Marina

Injury due to deficient or no maintenance

regime (or program)

Regular maintenance inspections to be

carried out. Works prioritized according to

risk, and budget allocation.

Trawler wharf Injury due to deficient or no maintenance

regime (or program)

Maintenance inspections to be undertaken

as per construction manual. Non

conformances to be addressed as a priority

Inspections

undertaken

Low

Fixed and floating plant

maintenance

Portland Bay Marina

Plant failure or Injury due to deficient or no

maintenance regime (or program)

Unlikely Major

High Port Officer

Inspected as part of monthly inspection

program.

Inspections

undertaken Low Boat ramp pontoons

Transit Jetty Jetty to be added to maintenance

inspections program Complete

Low

Trawler wharf Unlikely Major

Inspections to be undertaken as per

construction manual; subsequent non

conformances to be addressed as a priority

Inspected

annually

Low





Residual

Risk

(controls in

place)

Emergency management

Trawler wharf Deficient or defective safety/emergency

response plan

Possible Major Extreme Port Officer

Emergency Plan developed (Sub plan to be

listed in Glenelg Shire Council's Emergency

Management Plan)

Plan

completed

and in place Low

Local Port Injury due to deficient or no emergency

response procedure Emergency plan to be reviewed to include

expanded Local Port facilities, i.e. Marina,

Boat Ramps, Old Marina Jetty, Swing

Moorings

Portland Bay Marina

Deficient or defective safety/emergency

response plan

Residual

Risk

(controls in

place)

Issue, approve and manage

permits for high risk activities

undertaken on the Local Port for

individuals or organisations

Local Port

Falling from heights, crane collision with

vehicles, falling items Possible Major Extreme Port Officer

Develop a crane permit system for all

users/crane activities in Local Port

Permit system

in place High

Falling objects, weld flash, sparks, burns, fire Possible Major Extreme Port Officer Develop a permit system for hot works being

undertaken within the Local Port

Permit

developed;

to be

implemented

Jun'13

Moderate

Information provision

Local Port

Community communication, consultation,

public access to trawler wharf management

information and Council staff contact details,

open and transparent sharing of trawler wharf

related news

Rare Insignificant Low

Port Officer

Webpage in place. Feedback provisions to

be developed; Signage on wharf advising

staff contact details. Regular email contact

with permanent users regarding activities

and developments on the wharf. Media

releases issued for significant events or

closures affecting traffic flow on the wharf.

Bi-monthly newsletter distributed to all Local

Port users.

Jun'13 Low

Website Rare Insignificant Low Completed. Low

Communication and

Consultation Rare Insignificant Low

News

releases

undertaken

Low

Commercial Fishing Operations Local Port Ballast water uptake and discharge –

introduction of exotic marine species Possible Major Extreme Vessel Operators

Dumping of Ballast water not permitted in

Local Port Waters. Participation as

requested by EPA in studies regarding

Marine Pest transfer between Ports. Notify

DSE if any detected

Monitored in

daily

inspections

Low

Vessels berthing Local Port Collisions Unlikely Moderate High Vessel Operators

Speed restrictions, adherence to boating

regulations. Licenced operators (condition

in User Agreement requirements)

Monitoring

ongoing.

User

Agreements

in place

Moderate

Boat maintenance

Trawler wharf Personal injury/strain Possible Moderate High Vessel Operators & Contractors

SWMS for loading & unloading developed.

Conveyors to be used when reasonably

practicable to do so.

Completed.

Process

reviewed

during

inspections.

Moderate

Trawler Wharf

Portland Bay Marina Spills Possible Moderate High Vessel Operators & Contractors

Bunding to be used for maintenance works,

SWMS to be submitted by contractors. Spill

containment located on Trawler wharf and

marina

In place. Moderate

Commercial plant & equipment

maintenance (e.g. nets, lines,

pots, buoys etc.)

Trawler Wharf Slip, trip and fall hazards Possible Major Extreme Vessel Operators & Contractors

Designated work area to be utilised for

netting, etc as per User Agreement.

Appropriate traffic control to be used i.e.

witches hats, bunting. Work areas to be

kept clean and free of debris at all times.

In place &

reviewed

during daily

inspections

Moderate

Heavy commercial vehicles on

wharf loading and unloading Trawler Wharf Collision Possible Major Extreme Contractors

Traffic Management plan & controls to be in

place. Contractors SWP to be obtained.

Wharf to be closed off during times of peak

operation, i.e. multiple unloading activities

such as squid season

Process in

place. Low





Residual

Risk

(controls in

place)

Manual Handling Possible Major Extreme Contractors

Unloading crews to be trained in manual

handling procedures. Conveyors (or cranes)

to be used when practical to do so. For

unloading from cray vessels and loading of

bait, trolleys to be used.

Process in

place. Low

Slip, trip and fall hazards Possible Catastrophic Extreme Port Users & Contractors Traffic Management plan & controls to be

used; SWMS to be developed for process

Process in

place. Low

Wharf weight load limits not being recognised Rare Catastrophic Low All Port Users Signage, line marking advising weight limits.

Contractors aware of restrictions Complete

PUBLIC ACCESS & USE

Fishing from wharves

Trawler Wharf Slip, trip and fall hazards Possible Moderate High Vessel operators & Members of the

public

Wharf areas to be kept clean & free of

debris, ropes, etc. as far as reasonably

practicable. If ropes must be kept on wharf,

to be moved out of walkway as far as

reasonable practicable

Monitoring

ongoing with

daily

inspections

Low

Portland Bay Marina Slip, trip and fall hazards Possible Moderate High Vessel operators & Members of the

public Fishing from Marina is prohibited

Monitoring

ongoing with

daily

inspections

Boating, sailing canoeing etc.

Collision with submerged obstructions,

infrastructure, etc. Rare Major Low Members of the public

Recreational boating not permitted in Local

Port area. Signage on wharf outlines

permitted vessels. Regular inspections by

authorised officers.

Ongoing Deficient, defective or no signage or

navigational aids Rare Major Low Port Officer

Collision with commercial vessels Rare Major Low Members of the public

Capsize or swamping of vessel Rare Major Low Members of the public

Diving Local Port

Diving in shallow water

Possible Major High Port Authorised Officers, All Port

Users, Vic Police

Jetty Jumping, diving, swimming, snorkeling

is not permitted from Trawler wharf. Diving is

not permitted from jetties. Signage review

underway to determine lower risk areas for

swimming within Local Port. Integrated

Local Port review being undertaken in

conjunction with DTPLI re options for

designated 'jumping' pontoons away from

boating areas. Regular patrols by

Authorized officers & Victoria Police, public

awareness.

Process in

place.

Decompression illness (bends)

Deficient, defective or no signage or

navigational aids Moderate

Collision with submerged obstructions or

swimmers Moderate

Swimming/Snorkeling/ Jetty

Jumping Local Port

Drowning or injury due to strong currents,

inclement weather or a lack of experience or

knowledge

Diving permitted for authorised wharf

inspections by suitably licenced operators

engaged by Council's Authorised Officers -

SWMS for activities to be submitted prior to

these works being undertaken, and all

commercial operators to be notified of

works being undertaken. PPE and

navigational aids to be used at all times.

Authorised diving events permitted - permits

issued by Port Officers.

Process in

place. High


navigational aids

Vessel collision with submerged obstructions or

swimmers


navigational aids

Public access -

walking/sightseeing Local Port

Slip, trip or fall hazards Possible Catastrophic Extreme All Port Users

Signage, line marking, work areas to be

designated & restrict public access with

ppe, i.e. traffic cones

Complete

Low


navigational aids Possible Minor High All Port Users

Work areas to be kept clean & free of

debris, regular inspections of surfaces for

potholes, slippery surfaces

Process in

place. Low

Public access - via vehicles Local Port Collision, deficient signage Possible Catastrophic Extreme Port Officers Signage, line marking, designated car

parking Complete

Low


6.3 Risk Register – Residual High Risks

The outputs of the Risk assessment process have created a prioritised list of risks that

require further action. Focus is placed on High risks that are deemed to be

significant. Low and Medium risks may fall into an acceptable level of risk category.

These risks may require monitoring and periodic review to ensure they remain

acceptable. A review of all risks is to be conducted annually or earlier if there is a

major change in the nature of activity conducted at the port.

Major risks, including actions to be followed up are:

1. Swimming/snorkeling/jetty jumping within Local Port – includes risk of drowning,

injury, collision with vessel or submerged objects, damage to moored vessels.

This matter is currently being reviewed in conjunction with several other

Victorian Local Ports. It is a state wide issue and proving almost impossible to

enforce. Options being pursued include installation of a designated floating

pontoon for swimming and jumping off – no diving will be permitted. Currently

being compared to existing risk.

2. Pollution and spill response – spill incidents at Commercial Port impacting on

operation of Local Port.

Emergency Management Plan for Local Port that has been developed needs

to be expanded to include new Local Port Area. Also further education and

consultation with Commercial Port regarding incidents that occur that impact

on the day to day operations of the Local Port.

3. Provision of electrical power outlets – including wiring contact with water;

damage to power outlets due to incorrect coupling and usage; and slips trips

& falls over power leads on wharf connected to vessels.

Ongoing education process with permanent users of the wharf in relation to

power usage and requirements for leads to be tagged. This process to be

extended to itinerant users. JSA’s undertaken with contractors working for Port

Management – formal induction process to be developed and implemented.

4. Commercial Fishing Operations - Ballast water uptake and discharge –

introduction of exotic marine species.

High risk due to vessels moving between Local Ports with undetected marine

pests. Ballast water discharge not permitted, however vessel inspections are

difficult to monitor. Ongoing issue with Local Ports and being addressed at

strategic level. Will need to involve education process amongst all users, as

well as cooperation from associated authorities for monitoring and

identification, i.e. DEPI, etc.


7. Emergency & Accident Preparedness and Response

7.1 Emergency Planning

An Emergency Management Plan has been developed for the Trawler Wharf within

the Local Port of Portland Bay. That plan includes the operations and activities

within the Local Port and based upon adopted risk management principles to meet

our commitment to the safety of all persons who enter for business operations and

for the welfare of the wider community. This plan now needs to be expanded to

include the new Local Port area.

Appropriate contact details and responsibilities are documented in regard to

emergency services, authority’s roles in incidents that may occur within the Local

Port, e.g. Victorian Water Police and Port of Portland in a water incident.

There is also a Service Level Agreement between DTPLI - Security and Emergency

Management Division (SEMD) and Port of Portland which is currently under review.

Under Direction from the Executive Director of the SEMD, POPL are responsible for

maintaining equipment, administration, planning, VICPLAN Governance

arrangements, Training, Incident Control, Incident Assessment, Incident Response,

Notification and Pollution reporting for the region.

The Local Port of Portland Bay lies within the Municipal area of the Glenelg Shire

Council and their emergency management plan is referenced so that the Local Port

Emergency Management Plan is consistent in application and operation.

The Local Port of Portland Bay’s Safety and Environmental Management Plan will be

reviewed annually. The Local Port of Portland Bay’s Emergency Management Plan is

integrated into the SEMP.

7.2 Incident Management

The Glenelg Shire Council maintains an incident management register to track

safety and environmental incidents.

The Port of Portland’s Harbour master must be notified on 55250900 if a fuel/oil spill or

navigational incident occurs in the waters of the Local Port and/or adjacent areas.

The Port of Portland is responsible for coordinating emergency response activities in

this instance, and determines the appropriate incident level and will be responsible

for scaling an incident up or down as may be required. The Victorian Marine

Pollution Contingency Plan is the basis for all emergency management principles.

The Local Port of Portland Bay Officer must be notified of any contamination, or

incident that occurs to the Local Port Area and/or adjacent areas, and the

responsible persons must arrange clean-up to the reasonable satisfaction of the

authorised officer or alternatively the Port Officer will arrange clean up at the cost of

the User.

Refer Appendix 4 – Incident Report.


8. Implementation, Review and Revision of SEMP

The Glenelg Shire Council acting as Port Managers on behalf of the Crown

established under the Crown Land (Reserves) Act 1978, to manage and administer

the Local Port of Portland Bay will be responsible for the implementation of this Plan.

The Port Officer under delegation carries out the development and implementation

process.

Following assessment in this Plan, associated levels of risk will identify what controls

are put in place. Extreme and high levels of risk will be addressed foremost, and

referred to Department Transport Planning and Local Infrastructure (DTPLI) for further

funding if required to implement control measures through the annual budget

process.

The SEMP will be audited every three years, with the document reviewed annually.

A report of the annual review will be provided to DTPLI.

8.1 Health & Safety and Environment Procedures, Instructions and Guidelines

The Local Port of Portland Bay Operating Manual contains procedures, instructions

and guidelines that have been prepared to ensure that activities undertaken within

the Local Port are planned and undertaken according to specified conditions; these

conditions include:

Operating instructions and safe work procedures for unloading.

Refueling processes and permits.

Crane permits

Job Safety and Environment Analyses (JSEAs) with contractors Hot Work Permit

Forms.

Incident forms.

Berthing forms for itinerant users.

It is envisaged the induction process for new users will also be included in this

manual when it is developed.

Communication Strategy.

Emergency Management Plan (EMP)

In accordance with section 91E (1) A SEMP must be audited to determine whether:

(b) “the plan has been prepared in accordance with any Ministerial guidelines”.

In accordance with section 91HB:

(1) “The port manager must make an annual report to the Minister and any bodies

that are prescribed by the regulations on the safety and environmental performance

outcomes for the port.”


8.2 Involvement of Port Users and Service Providers

The Ministerial Guidelines recognize the difficulty in fully incorporating operations of

Local Port users and service providers in internal management systems and the Local

Port of Portland Bay SEMP. Port Officers are also restricted in their capacity to ensure

compliance against these procedures. Given these constraints the Ministerial

Guidelines stipulate that:

8.3 Monitoring and Measurement

8.4 Communication and Reporting

8.5 Competence, Awareness and Training

8.6 Non-conformity, Corrective and Preventive Action

8.7 Internal and External Auditing

In order to meet the OH&S and environmental objectives, the Local Port of Portland

Bay has introduced a Local Port of Portland Bay Berthing and Mooring Authorisation.

This document defines management responsibilities for Local Port Users.

Appropriate control of significant environmental and OHS risks identified by the Risk

Register is the responsibility of the relevant lessee and contractors. The Local Port

facilitates the development, implementation and maintenance of adequate

operational control procedures and instructions for identified significant risks. This

relates to Local Port users and contractor activities. The Local Port uses Advisory

Committee consultation, Local Port Berthing and Mooring Authorisation and

requirements for the development of Job Safety and Environment Analyses (JSEAs)

for contractors to assist with this.

“The Port manager must demonstrate that reasonable steps have been taken to

involve the relevant port business in the development of the Management Plans”.

(section 6.1.2)

The Ministerial Guidelines (2009) also requires Ports to identify those hazards

associated with tenants, and states that:

“Where part or parts of the port area are primarily managed or controlled by one or

more tenants, the Port Manager must actively encourage the tenant(s) to undertake

this process for that area and must , to the extent possible, incorporate or reference

that work in the Port Manager’s Plan.” (section 5.4)

In accordance with section 91C (2) (b) of the Port Management Act1995, A port

manager must follow the processes that are set out in the management plan to

involve tenants, licensees and service providers in the port with the implementation

of the management plan. (section 6.1)


8.3 Monitoring and Measurement

Daily inspections are a key tool for monitoring the state of the environment of the

Local Port of Portland Bay and its immediate surrounds. Port Officers liaise directly

with users if safety hazards are identified.

8.4 Communication and Reporting

Communication is the key to ensuring that this Local Port of Portland Bay SEMP is

successfully implemented. Good communication through consultation with all key

stakeholders will enable safety and environmental management within the Local

Port. The following communication systems are used as tools to distribute this

information:

Regular liaison between the Local Port of Portland Bay and key stakeholders

such as permanent tenants, Port of Portland and D. Regular contact enables

the passing of important information such as legislative changes, reporting

requirements and any new developments.

A copy of the Local Port of Portland Bay SEMP can be found on the Glenelg

Shire Council website www.glenelg.vic.gov.au

A hard copy of the Local Port of Portland Bay SEMP is available from the

Portland Customer Service Centre (Shire Office).

A page is included on Council’s website which provides information on the day

to day running of the Local Port. The community also has an opportunity to

provide comments through email to Port Officers.

Local Port staff also issue a bi-monthly newsletter for all Local Port users which

features good news stories, as well as any issues and safety information.

8.5 Competence Awareness and Training

Stakeholders and tenants using the Local Port must ensure that all personnel and

contractors have the skills required to properly manage or undertake the tasks for

which they are responsible. Stakeholders and tenants are also responsible to make

sure any person carrying out or intending to carry out works within the Local Port are

familiar with Safe Systems of Work.

8.6 Non-conformity, Corrective and Preventive Action

Identification of non-conformances and improvement opportunities are identified

by:

Result of incidents

Stakeholder feedback

Data collection from inspections

http://www.glenelg.vic.gov.au/


8.7 Internal and External Auditing

8.7.1 Safety and Environmental Management Plan

Local Port of Portland Bay is required to prepare a Safety & Environmental

Management Plan (SEMP) under part 6A of the Port Management

Act1995 and associated Ministerial Guidelines. A SEMP must be

independently certified that they adequately comply with the matter

required by Section 91d of the Port Management Act and have been

prepared in accordance with Ministerial Guidelines. This audit is

undertaken every 3 years. An internal review is undertaken annually.

8.7.2 Environmental, Health and Safety Inspections

Inspections are undertaken by Council’s Port Officers daily to identify and

control any Environmental or OHS risks. The SEMP document is reviewed

annually with the risk register controls updated.

8.8 Management Review

Prior to the end of each financial year, the SEMP will be reviewed. The Port

Officer also commits to conducting more frequent revisions in response to any

medium to extreme incidents or ‘near miss’ incidents occurring and in response

to any major changes to related key legislation or regulations or significant

changes to port operations, activities or functions.


Appendix 1 Local Port of Portland Bay Gazetted Port Boundary Map


Appendix 2 Inspection Sheet

LOCAL PORT PORTLAND BAY (Trawler Wharf)

DAILY INSPECTION SHEET

Date:……………………… Time:……………………… VESSELS ON WHARF

Castella Rosa ........................................ Celtic Rose ………………………..……………...…

Derwent Venture ................................. Margaret Pearl ……………………..…………...…

Moira Elizabeth ...................................... Rorisa C …………..…..…………………………....

Vivienne Jane ...................................... Zeehan ……………………….……………………..

Veteran ................................................. Pera …………………………..………….………….

Eumeralla .............................................. Southern Pride ……………………………………..

ITINERANTS:

Saxon Progress Game Reason Western Alliance

..............................................................................................................................................................

……………………………………………………………………………………………………………………

..............................................................................................................................................................

INSPECTION DETAILS - Any works being undertaken?

Netting ..........................................................................................................................................

Wire Works .....................................................................................................................................

Loading/Unloading .....................................................................................................................

Refueling .......................................................................................................................................

Vessel Maintenance .....................................................................................................................

Other ..............................................................................................................................................

STANDARD CHECKS

Conveyors in place Fire Reels Gates closed Service boxes

Wharf clear of obstacles Other

ANY ACTIONS ARISING FROM INSPECTION:

Yes No

If yes details: .......................................................................................................................................

..............................................................................................................................................................

..............................................................................................................................................................

Any HAZARDS

identified

RISK CONTROL MEASURES

(list measures to be taken to eliminate/ minimize risk or injury)

WHO

(Is responsible)


Appendix 2 Inspection Sheet (cont.)

LOCAL PORT PORTLAND BAY (New Marina)

DAILY INSPECTION SHEET

Date:……………………… Time:………………………

Any boat incidents/issues:

Vessel Name or Rego Number Berth No. Incident/issue

STANDARD CHECKS:

Yes No Notes:

Main Gate opened/closed

Gates Closed (Pens)

Fire Reels in place

Service Boxes in order

Marina Clear of obstacles

Vessels appear secure

Marina clear of fisherman


Yes No

If yes details: ............................................................................................................................................

...................................................................................................................................................................

LOCAL PORT PORTLAND BAY (Old Marina)

Vessel Name or Rego Number Berth No. Incident/issue

Marina clear of obstacles Vessels appear secure

ANY ACTIONS ARISING FROM INSPECTION

Yes No

If yes details: ............................................................................................................................................

...................................................................................................................................................................

LOCAL PORT PORTLAND BAY (Old Boat Ramp)

Ramps and Fish Bins OK Yes No


Yes No

If yes details: ............................................................................................................................................

...................................................................................................................................................................


Appendix 3 List of relevant Legislations, Policies and Guidelines

The International, Federal, State and local legislation, conventions, regulations, policies, guidelines

etc. of most relevance to Safety and Environment Management for the Local Port of Portland Bay

are listed below:

International - International Environmental Legislation/Conventions

Guidelines for the Control and Management of Ships’ Ballast Water to minimise the Transfer of

Harmful Aquatic Organisms and Pathogens (IMO) 1997

International Convention for the Prevention of Pollution from Ships (MARPOL), 1973/78

International Convention for the Safety of Life at Sea (SOLAS) 1974

International Maritime Organisation Dangerous Goods Code (IMDG Code) 2004

The Jakarta Mandate on Marine and Coastal Biological Diversity 1995

The United Nations Convention on the Law of the Sea (UNCLOS) 1982

Federal - Environmental Legislation

Aboriginal & Torres Strait Islander Heritage Protection Act 1984

Australia’s Ocean Policy 1998

Australian Ballast Water Management Requirements (AQIS) 2001

Australian Marine Safety Authority Act 1990

Endangered Species Protection Act 1992

Environment Protection and Biodiversity Conservation Act 1999

Environment Protection and Biodiversity Conservation Regulations under the EPBC Act 1999

Environment Protection (Sea Dumping) Act 1981

Environment Protection (Sea Dumping) Regulations 1983

Environmental and Heritage Legislation Amendment Act (No. 1) 2003

Fisheries Management Act 1991

National Environmental Protection Measures

National Environment Protection (Assessment of Site Contamination) Measure 1999

National Environment Protection Measures (Implementation) Regulations 1999

National Greenhouse Strategy 1998

National Greenhouse and Energy Reporting Act 2007

National Standards for the Control of Major Hazard Facilities 2002

National Strategy for Ecologically Sustainable Development 1992

National Strategy for the Conservation of Australia’s Biological Diversity 1986

Ozone Protection and Synthetic Greenhouse Gas Management Act 1989

Ozone Protection and Synthetic Greenhouse Gas Management Regulations 1995

Protection of the Sea (Prevention of Pollution from Ships) Act 1983

Protection of the Sea (Prevention of Pollution from Ships) (Orders) Regulations 1994

Quarantine Act 1908

Federal - Health and Safety Legislation

Australian Workplace Safety Standards Act 2005

Australian Workplace Safety Standards Regulations 2005

NOSHC: 2079(200) National Standard of Occupational Noise

NOSHC: 2009(2004) Noise Management & Protection of Hearing at Work

NOSHC: 3008 atmosphere 10039(200) National Standard of Occupational Noise


Appendix 3 List of relevant Legislations, Policies and Guidelines (cont.)

Victorian - Environmental Legislation

Archaeological and Aboriginal Relics Preservation Act 1972

Archaeological & Aboriginal Relics Preservation Regulations 2003

Catchment and Land Protection Act 1994

Catchment and Land Protection Regulations 2002

Coastal Management Act 1995

Conservation, Forests and Lands Act 1987

Conservation, Forests and Lands (Contracts) Regulations 2000

Conservation, Forests and Lands (Infringement Notice) Regulations 2002

Crown Land (Reserves) Act 1978


Dangerous Goods (Storage and Handling) Regulations 2000

Emergency Management Act 1986

Emergency Management Regulations 2003

Environmental Effects Act 1978

Environment Protection Act 1970

Environment Protection (Fees) Regulations 2001

Environment Protection (Prescribed Waste) Regulations 1998

Environment Protection (Residential Noise) Regulations 1997

Environment Protection (Scheduled Premises & Exemptions) Regulations 1996

Environment Protection (Vehicle Emissions) Regulations 2003

Environment Protection (Environment and Resource Efficiency Plans) Regulations 2007


Equipment (Public Safety) (General) Regulations 1995

Equipment (Public Safety) (Incident Notification) Regulations 1997

Fisheries Act 1995

Fisheries Regulations 1998

Flora and Fauna Guarantee Act 1988

Flora and Fauna Guarantee Regulations 2001

Heritage Act 1995

Heritage (General) Regulations 1996

Heritage (Infringement Notice) Regulations 2002

Industrial Waste Management Policy (Prescribed Industrial Waste) 2000

Litter Act 1987

Marine Safety Act 2010

Marine Regulations 1999

National Environment Protection Council (Victoria) Act 1995

Planning and Environment Act 1987

Planning and Environment Regulations 1988

Pollution of Waters by Oil and Noxious Substances Act 1986

Pollution of Waters by Oil and Noxious Substances Regulations 2002

Port Management Act 1995

Port Management (Local Ports) Regulations 2004

State Environment Protection Policies (SEPPs)

State Environment Protection Policy (Waters of Victoria) 1988

State Environment Protection Policy (The Air Environment) 1988

State Environment Protection Policy (Air Quality Management) 2001

State Environment Protection Policy (Ambient Air Quality) 1999

State Environment Protection Policy (Control of Noise from Commerce, Industry and

Trade) No N-1 1989

State Environment Protection Policy (Prevention and Management of Contaminated Land)

June 2002

State Environment Protection Policy (Groundwater’s of Victoria) 1997



Victorian - Environmental Legislation

Sustainability Act 2005

Victoria’s Biodiversity: Directions in Management 1997

Victoria’s Biodiversity: Our Living Wealth 1997

Victoria’s Biodiversity: Sustaining Our Living Wealth 1997

Victorian Coastal Strategy 2002

Victorian Heritage Strategy 2000-2005, 2000

Water Act 1989

Water Industry (Waterways Land) Regulations 2002

Waste Management Policies (WMPs)

Waste Management Policy (Ships’ Ballast Water) 2004

Wildlife Act 1975

Wildlife Regulations 2002

Wildlife (Whales) Regulations 1998

Victorian - Health and Safety Legislation

Accident Compensation Act 1985

Accident Compensation (Workcover Insurance) Act 1993

Building (Legionella) Act 2000


Dangerous Goods Legislation (Amendment) Act 2004

Dangerous Goods (Storage and Handling) Regulations 2012

Electricity Safety Act 2002

Electricity Safety (Network Assets) Regulations 1999

Electricity Safety (Management) Regulations 2009


Building (Legionella) Act 2000

Emergency Management Act 2013

Environment Protection Act 1970

Health Act 1958

Local Government Act 1989

Occupational Health and Safety Act 2004

- Part 5 Incident Notification

Occupational Health and Safety Regulations 2007

- 2.1 General Duties

- 2.2 Issue Resolution Procedures

- 3.1 Manual Handling

- 3.2 Noise

- 3.3. Prevention of Falls

- 3.4 Confined Spaces

- 3.5 Plant

- 3.6 High Risk Work

- 4.1 Hazardous Substances

- 4.3 Asbestos

- 4.4 Lead

- 5.1 Construction

Occupational Health and Safety (Incident Notification) Regulations 1997

Occupational Health and Safety (Maritime Industry) Act 1993

Occupational Health and Safety (Maritime Industry) (National Standards) Regulations

2003

Occupational Health and Safety (Maritime Industry) Regulations 1995



Local Government Area – Planning and Strategy

Glenelg Shire Planning Scheme

The Glenelg Shire Coastal Action Plan January 2004

Glenelg – Hopkins (CMA) Regional Catchment Strategy

Port of Portland - Port Land Use Strategy (PLUS)

Other Requirements - Associated Guidelines

A Guide to the Measurement and Analysis of Noise (EPA Victoria) 1991

Aquatic and Recreational Signage Style Guide (Life Saving Victoria)

AS 1657 Fixed Platforms, Walkways, Stairways and Ladders – Design, Construction and

Installation 1992

AS/NZS 4360:2004 Risk Management

AS/NZS ISO 14001:1996 Environmental Management Systems – Specifications with

guidance for use

AS/NZS 4801:2001 Occupational Health and Safety Management Systems –

Specification with guidance for use

Australian and New Zealand Guidelines for Fresh and Marine Water Quality

(Environment Australia) 2000

Best Practice Guidelines for Waste Reception Facilities at Ports, Marina & Boat Harbours

in Australia and New Zealand (ANZECC)

Bunding Guidelines (EPA Victoria) 1992

Cleaner Marinas: EPA guidelines for protecting Victoria marinas (EPA Victoria)

CS FP 001: 1995 Fire Emergency Response

Guidance on OHS Reporting in Annual Reports (NOHSC) 2004

Guidelines for Dredging 2001 (EPA Victoria) 2001

HB 76.2004 Dangerous Goods – Initial Emergency Response Guide

Noise Control Guidelines (EPA Victoria) 1992

Protocol for Environmental Management – Domestic Ballast Water Management in

Victorian State Waters (EPA Victoria) 2004

Protocol for Environment Management – Greenhouse Emissions and Energy

Siting and Design Guidelines for Structures on the Victorian Cost (Victorian Coastal

Council) 1998

Statements of Environmental Audit (EPA Victoria) June 2002

INCIDENT/HAZARD REPORTING

& INVESTIGATION


GENERAL REQUIREMENTS .

THIS IS A REPORT OF:

Employee to

complete

Supervisor to

complete

Group Manager

to complete

Injury to an employee Sections 1,4-8 Sections 13-16 Section 17

Report of Safety Hazard Sections 1-3 Sections 13-16 Section 17

Incident – no injury or damage (egg near

miss) Sections 1-3 Sections 13-16

Section 17

Injury to third party (egg member of the

public) Sections 1,4-8 Sections 13-16

Section 17

Damage to motor vehicle Sections 1,9-10 Sections 13-16 Section 17

Environmental Incident Sections 1,12 Sections 13-16 Section 17

Damage to property/equipment (including

theft) Sections 1,11 Sections 13-16

Section 17

1 DETAILS OF PERSON COMPLETING FORM

Name: Phone No:

Job Title

Dept:

This information is true and correct to the best of my knowledge

Signature of person completing form Date:

SAFETY HAZARD REPORT SECTION .

2 HAZARD DETAILS:

What is the nature of the report?

Safety Hazard Near Miss Incident Reportable incident

Description of Issue

NOTE: If there is an immediate risk of death or serious injury, please contact your Team

Leader/Manager immediately

3 HAZARD CONTROL:

What could be done to eliminate the hazard?

Personal and or Health Information collected by Council is used for municipal purposes as specified in the Local Government Act

1989. The Personal and or Health Information will be used solely by Council for these purposes and or directly related purposes.

Council may disclose this information to other organisations if required by legislation. The employee understands that the Personal

and or Health Information provided is for the above purpose and that he or she may apply to Council for access to and/or

amendment of the information. Requests for access and or correction should be made to Council’s Privacy Officer.

Appendix 4 Glenelg Shire Council Incident Reporting Form


INJURY REPORT SECTION .

4 DETAILS OF INJURED PERSON:

Name of Injured: Date of Birth:

Employee Contractor Member of Public Other

Relationship to the injured person: Phone no:

Home Address:

Signature of injured person Date:

5 INJURY DETAILS:

Incident Date: Time: am/pm

Name of Supervisor you have reported this to

Date & time you reported this injury: Date: Time: am/pm

Lost Time Injury:

(employees only)

Yes No If yes Date/Time Ceased

Work: am/pm

Name of Witnesses: Phone No:

Where was the exact location where the injury/illness occurred?

What was the injured person doing at the time leading up to the incident?

How did the incident happen?

In your opinion, what was the cause of the incident?

In your opinion, what could be done to prevent this type of incident re-occurring?

6 MEDICAL TREATMENT:

Was first aid required: No Yes If yes, Who provided first aid

Was Doctor treatment

required:

No Yes If yes, Dr’s Name

Was hospitalization required: No Yes If yes, Hospital name

7 INJURY LOCATION

Left Right

Head Arm Leg Internal System

Eye Shoulder Knee Psychological

Neck Elbow Ankle Other (please specify)

Torso Wrist Foot

Back Hand Toe

Groin Finger/Thumb Multiple N/A

8 TYPE OF INJURY:

Sprain/Strain

Abrasion/

Laceration Burn/Scald Bite – from insect

Bruise/Swelling

Puncture

wound Electric Shock Bite – from animal

Dislocation Foreign body Crush Bite – from human

Concussion Amputation Allergic reaction Other (please specify)

Deafness Fracture Infection/Infestation

Appendix 4 Glenelg Shire Council Incident Reporting Form (Cont.)


PLANT DAMAGE REPORT SECTION .

9 VEHICLE DAMAGE DETAILS:

Registration Number: Plant No:

Vehicle make / model

Date of accident: Time: am/pm

Drivers name: Signature

Licence Number: Expiry Date

Location of collision

What caused the accident?

Estimated cost of repairs: $

What were the weather conditions at the time of accident?

Give a detailed description of the damage to all vehicles:

Shade in damaged sections to vehicles:

Council Vehicle Other Vehicle

Was anyone injured? No Yes If yes complete sections 4-9

Has driver recently consumed drugs or alcohol? No Yes

10 DETAILS OF THIRD PARTY: (if Applicable)

Registration Number: Vehicle make/model

Drivers name: Licence Number:

Address: Phone No:



PROPERTY DAMAGE SECTION .

11 PROPERTY DAMAGE DETAILS:

Theft Fire Vandalism Other Specify

Type of Property:

location of the damaged property

Date damage was noticed Time: am/pm

Who/what contributed to the

damage (may be more than one)

Unknown

Estimated Cost of repairs: $

NOTE: For property damage incidents in excess of $5k a significant Incident analysis is required –

Refer to Risk Management Officer

Description of the damage:

How did the damage occur?

Has this been reported to Police: No Yes If yes, which station

Was there a witness to the damage: No Yes If yes, who

ENVIRONMENTAL DAMAGE SECTION .

12 ENVIRONMENTAL DAMAGE DETAILS:

Date incident was noticed Time: am/pm

Exact location of incident:

Nature of incident (Spill type, chemicals involved)

Duration of incident:

Quantity of pollutants involved:

What was the cause of the incident:

Specify the effect on the environment:

Who was directly affected? (if applicable)

Was the Environmental Protection Authority notified? Yes No

Was Workcover Notified? Yes No

Did you inform the Environmental Health Officer? Yes No

What action has been taken:



INVESTIGATION SECTION

This section is to be completed by the Supervisor

NOTE: IF Risk Assessment Finding is HIGH - A formal investigation or significant incident analysis

process may be required. Refer to Risk Management Officer for guidance.

14 RISK CONTROL: (To be completed by Supervisor)

The Hierarchy of Control is a list of control measures, in priority order, that can be used to eliminate or minimise exposure to

hazards. Application of the Hierarchy of Control measures involves firstly assessing whether the risk/hazard can be

eliminated. Where this is not practicable, substitution should be considered. If this is not practicable, consideration should

be given to each of the other control measures – isolation, engineering controls, administrative control/safe work practices,

and use of PPE – in turn, until a control measure or combination of control measures are identified which can achieve the

required reduction in exposure.

1. Eliminate Remove risk from the process by eliminating the step in the process, or

eliminating the hazard

2. Substitute/Avoid Consider whether the process or activity is required, or whether another

process or activity can be substituted (egg: use a water based paint)

3. Isolation Removing or separating people from the source of the hazard. Consider

physical barriers such as fencing, barricading.

4. Engineering Control Changing the physical characteristics of plant or workplace to remove or

reduce the risk (e.g.: machine guarding, using mechanical aids, reversing

beepers, etc.)

5. Administrative

Control

Use of policies, procedures for safe work practices, signs, training, job

rotation, etc. to control risk

6. Personal Protective

Equipment (PPE)

Employee is required to use/wear PPE (e.g.: safety glasses, gloves, hearing

protection, red safety vest, hard helmet, safety boots, etc.)

What corrective actions are required to be taken to prevent repeat occurrence:

Change Work procedures Modify equipment Improve Environment

Training / retraining Review PPE Supervision

Other: (Please Specify)

What level of the Hierarchy of Control have you chosen:

Eliminate Substitute Isolation Engineering Admin PPE

When will these actions will be completed Date: Already Completed

Who is responsible for completing corrective action:

Have all contributing factors been addressed:

______________________________________________________________________________________________________

Probability Consequence/Impact A B C D E

1 Very

High/Almost

Certain

A Fatality 1 H H H M M

2 High – once

in 3 yrs.

B Serious injury 2 H H M M L

3 Moderate/So

metimes

C Injury 3 H M M L L

4 Low/Rarely D Minor Injury or loss 4 M M L L L

5 Very Low/

Unlikely

E Negligible Impact 5 M L L L L

13 RISK ASSESSMENT: (To be completed by Supervisor)

Undertake risk assessment to determine risk level (Probability x Consequence)

Risk Level High Medium Low



INVESTIGATION SECTION

This section is to be completed by the Supervisor

15 CONTRIBUTION FACTORS:

What do you consider were the main contributing factors to this incident/hazard?

(More than one box may be ticked)

Procedures: Comments:

Employee not aware of correct procedure

Employee was aware but failed to follow correct procedure

Procedure followed, but was inappropriate to condition

No formal procedure in place

Work Environment:

Inappropriate workplace design

Inappropriate task location

Poor housekeeping

External:

Incident caused by another person or thing

Weather conditions

Equipment:

Appropriate equipment available but not used

Appropriate equipment not supplied

Equipment failure/malfunction

Equipment not properly repaired/maintained

Equipment not used correctly

Equipment not appropriate for the task

Training:

Employee not adequately trained

Supervisor not adequately trained

Action by Employee:

Employee performed unsafe act

Employee did not wear appropriate PPE

Other; (Please specify)

Provide details (attach separate page if insufficient room):

16 ACKNOWLEDGEMENT:

Is this injury modifiable under the Incident Notification Regulations Yes No

Signature of Supervisor: Date:

Signature of OHS Representative Date:

When completed a copy of the injury report must be provided to the employee Done

Is disciplinary action to be taken Yes No

When completed forward this report to the Risk Management Officer Done _________________________________________________________________________________________________________________________________________________________________________________________________________________________________

17 GROUP MANAGER REVIEW:

Group Manager to review incident report and confirm that any remedial actions to address

systems of work are implemented as far as reasonably practicable.

Signature of Group Manager Date:



Appendix 5 Local Port of Portland Bay Aerial Photo

Documents

SAFETY & ENVIRONMENTAL MANAGEMENT PLAN...establishing effective safety and environmental management as a key component of the local port’s business management plan The Glenelg Shire