Hamilton By Design – Emergency Management Policy

Hamilton By Design is committed to protecting the health and safety of employees, contractors, clients, and visitors by ensuring effective planning, preparedness, and response to emergency situations.

This Emergency Management Policy outlines the framework for identifying potential emergency situations and responding in a timely, coordinated, and effective manner to minimise harm to people, property, and the environment.

Scope

This policy applies to all Hamilton By Design activities, including:

• Office-based engineering and design work
• 3D LiDAR scanning and site data capture
• Engineering inspections and site visits
• Work performed at client, construction, industrial, and mining sites
• Interaction with clients, contractors, and visitors

Emergency Preparedness

Hamilton By Design will:

• Identify potential emergency situations relevant to its activities, including but not limited to:
  • Fire and smoke
  • Medical emergencies
  • Chemical exposure or spills
  • Electrical incidents
  • Structural instability or collapse
  • Vehicle incidents
  • Extreme weather events
• Maintain emergency response procedures appropriate to the nature of work being undertaken
• Ensure access to emergency contact information and first aid resources
• Comply with client and site-specific emergency management requirements when working off-site

Emergency Response

In the event of an emergency, Hamilton By Design will:

• Prioritise the safety of people above all other considerations
• Follow established emergency response procedures and site-specific emergency plans
• Evacuate or isolate areas as required
• Notify emergency services and relevant authorities when required
• Communicate clearly with affected personnel, clients, and contractors

Roles and Responsibilities

Management

Management is responsible for:

• Ensuring emergency management procedures are in place and maintained
• Providing appropriate resources, training, and support
• Coordinating emergency response where reasonably practicable

Employees and Contractors

Employees and contractors are responsible for:

• Familiarising themselves with emergency procedures relevant to their work
• Following emergency instructions and site rules
• Reporting emergencies, hazards, or near misses immediately

Training and Awareness

Hamilton By Design ensures that:

• Personnel are informed of emergency procedures applicable to their workplace or site
• Site-specific emergency inductions are completed where required
• Emergency awareness is maintained through ongoing communication

Incident Reporting and Review

All emergency incidents, near misses, and significant events must be reported. Hamilton By Design will investigate incidents to identify causes and implement corrective actions to prevent recurrence.

Business Continuity Considerations

Where appropriate, Hamilton By Design will take reasonable steps to:

• Protect critical data and digital assets
• Maintain continuity of engineering services following an emergency
• Support recovery and return-to-work activities

Review and Continuous Improvement

This Emergency Management Policy is reviewed periodically to ensure it remains current, effective, and aligned with legislative requirements, operational changes, and industry best practice.

Approved by:
Hamilton By Design Management

Effective Date: 06/12/2006

Hamilton By Design – Fitness for Work Policy

1. Purpose

Hamilton By Design is committed to providing a safe, healthy, and productive working environment for employees, contractors, clients, and visitors.
The purpose of this Fitness for Work Policy is to ensure that all persons performing work on behalf of Hamilton By Design are physically and mentally capable of safely carrying out their duties, without risk to themselves or others.

Fitness for work is critical to maintaining high standards of safety, engineering judgement, and professional performance—particularly when working on industrial sites, construction environments, and shutdown-critical projects.

2. Scope

This policy applies to:

• Employees
• Directors and officers
• Contractors and consultants
• Subcontractors
• Any person performing work on behalf of Hamilton By Design

This policy applies to office-based work, remote work, and site-based activities, including travel to and from work sites where required as part of duties.

3. Definition of Fitness for Work

A person is considered fit for work when they are in a physical and mental condition that enables them to perform assigned tasks competently and safely.

Factors that may affect fitness for work include, but are not limited to:

• Fatigue
• Alcohol or drug use
• Medical conditions or injuries
• Stress or mental health concerns
• Medication that may impair performance
• Illness
• Excessive working hours or insufficient rest

4. Responsibilities

4.1 Hamilton By Design

Hamilton By Design will:

• Take reasonable steps to ensure workers are fit for work
• Manage work hours, travel, and workload to reduce fatigue risk
• Comply with client site fitness-for-work and drug & alcohol requirements
• Provide a supportive environment where fitness-for-work concerns can be raised without fear of reprisal
• Take appropriate action where fitness for work may be compromised

4.2 Workers

All workers are responsible for:

• Presenting fit for work at all times
• Managing personal health and fatigue
• Not attending work while impaired by alcohol, drugs, fatigue, or illness
• Complying with client and site-specific fitness-for-work requirements
• Promptly reporting any condition that may affect their ability to work safely

5. Fatigue Management

Hamilton By Design recognises fatigue as a significant safety risk.

To manage fatigue:

• Work hours and travel will be planned to allow adequate rest
• Extended hours and high-risk activities will be assessed and managed
• Workers must advise management if they believe fatigue may affect their safety or performance
• Workers must not perform safety-critical tasks when fatigued

6. Alcohol and Drugs

Workers must not attend work while under the influence of alcohol or drugs that may impair judgement, coordination, or reaction time.

• Zero tolerance applies where required by client or site rules
• Workers must comply with client drug and alcohol testing requirements
• Prescription and over-the-counter medications that may affect performance must be managed responsibly

Any concerns regarding impairment will be addressed immediately and may result in removal from work duties.

7. Medical Conditions and Medication

Workers must ensure that any medical condition, injury, or medication does not compromise their ability to work safely.

Where required:

• Workers should inform management of any condition that may affect safety
• Reasonable adjustments may be implemented where practicable
• Medical clearance may be required for specific site or task requirements

All medical information will be treated confidentially.

8. Mental Health and Wellbeing

Hamilton By Design recognises that mental health is an important component of fitness for work.

• Workers are encouraged to speak up if experiencing stress, anxiety, or other mental health concerns
• Supportive and practical solutions will be considered where possible
• No worker will be disadvantaged for raising genuine fitness-for-work concerns

9. Non-Compliance

Failure to comply with this policy may result in:

• Removal from work duties or site
• Further assessment of fitness for work
• Disciplinary action, where applicable
• Termination of engagement in serious cases

10. Review and Continuous Improvement

This policy will be reviewed periodically to ensure it remains current with legislative requirements, client expectations, and industry best practice.

11. Commitment

Hamilton By Design is committed to ensuring that all work is carried out by people who are fit for work, capable of exercising sound engineering judgement, and able to perform their duties safely and professionally.

Approved by:
Hamilton By Design Management

Effective Date: 06/12/2006