SAFETY MANAGEMENT MANUAL - Bellarine Railwaybellarinerailway.com.au/.../2018/...Manual-Rev-06.pdf3...

SAFETY MANAGEMENT MANUAL

Issue 6

Issue date: 15/5/2016

Implementation Date: 15/5/2016

Issued by the Responsible Officer on behalf of the Council, Geelong Steam Preservation Society (ACN 004 819 130),

operator of The Bellarine Railway

Controlled Document

SAFETY MANAGEMENT MANUAL

DOCUMENT CONTROL SHEET

Issued to: ________________________________ No:___________ Distribution of this document is controlled. It is issued to specific people and re-issues and revisions are controlled. Amendments can be recognised by revision numbers, and the date of issue printed on each page. Issue 6 Record of revisions:

Revision No

Date Brief description

1

1/10/03 P 18 Refers to standards of vegetation clearance P 23 New procedures for fatigue management

Issue 4

1/10/05 Full re-issue

Issue 5 1/11/2007 Full re-issue and re-format to take into account Schedule 2 of the Rail Safety Regulations (2006).

5/ Rev 01 9/4/2009 Minor changes reflecting establishment of Depot/workshops at Laker’s Siding.

5/ Rev 02 22/5/2010 6.2 Rail Safety Records 11 Management of Change 18 Competence training 26.3 Investigation format

5/ Rev 03 5/10/2013 6.2 Rail Safety Records 16.2 Revised risk matrix 26.3 Requirement to submit investigation reports to TSV

Issue 6 15/5/2016 Full re-issue to format of Rail Safety National Law (Regulations Schedule 1 requirements)

Persons receiving this document are responsible for:

becoming and remaining familiar with its contents

maintaining an up to date copy by following revision procedures

following relevant procedures specified in the document

3 MM 01 Issue 6 Bellarine Railway

Index

Management System Element Page

1 Bellarine Railway Profile 4

2 Safety Policy 5

3 Safety Culture 6

4 Governance and internal control arrangements 7

5 Management accountabilities, responsibilities and authorities 8

6 Regulatory compliance 12

7 Document control arrangements and information management 13

8 Review of the Safety Management System 15

9 Safety performance measures 16

10 Safety audit arrangements 17

11 Corrective action 18

12 Management of Change 19

13 Consultation 20

14 Internal Communication 21

15 Training and instruction 22

16 Risk Management 23

17 Human Factors 29

18 Procurement and contract management 30

19 General engineering and operational systems safety requirements 32

20 Process control 36

21 Asset management 52

22 Safety interface coordination 55

23 Management of notifiable occurrences 56

24 Rail safety worker competence 58

25 Security management 59

26 Emergency management 60

27 Health and fitness 61

28 Drugs and alcohol 64

29 Fatigue risk management 65

30 Resource availability 66


1. Bellarine Railway Profile

The Bellarine Railway is operated by the Geelong Steam Preservation Society (GSPS) (ACN 004 819 130), a company limited by guarantee, which was

incorporated in March 1970. The Members of the Society elect a Council at the Annual General Meeting, which is the principal policy making body for the

Bellarine Railway. The society is a volunteer based non-profit organisation, which seeks to preserve a part of Australia’s railway heritage in an operating condition. The society has established a management system to provide for the

safe and efficient operation of the railway.

GSPS has entered into a lease with Vic Track for the operation of a tourist railway on the Vic Track owned land between Queenscliff and Drysdale.

Regular train operations are scheduled as a service for tourists, and other trains may operate at other times for internal purposes. Train services are also

available for hire. The ‘Tourist Railway Rules and General Instructions, 1997’ are adopted to regulate the operation of trains.

The railway extends for 16.5 kilometres between Queenscliff and Drysdale on portion of the former Victorian Railways branch line from South Geelong. After

being closed by the VR in 1976, the track was regauged in 1978/9 from 1600mm to 1067mm gauge. Since then, a number of new sidings and structures have been constructed.

Vehicles for use on the railway have been acquired by the society from a

number of railway operators from around Australia, principally those working to the 1067mm gauge.

Train operate approximately 200 days per year, carrying around 20,000 passengers, and there are around 55 registered workers.


2 Safety policy

BR’s rail safety policy (MP01) defines the safety aims and objectives of the organisation. The policy articulates BR's commitment to risk management and the development of a positive safety culture. The safety policy was developed in consultation with BR workers. It has been approved by the GSPS Council.

The rail safety policy is reviewed every year; or more frequently if necessary. The review involves consultation with BR workers. Any changes to the policy are submitted to the GSPS Council for approval.

As part of the review, the GSPS Council determines the key safety performance targets for the next year and may circulate these to members and staff.

The targets and subsequent results are discussed at each Council meeting during the year to ensure that targets are being met, and if this is not the case, to identify what additional controls need to be implemented.

The rail safety policy is a controlled document, requiring the signature of the Chairman on behalf of the Council to take effect.

The rail safety policy is displayed at various prominent locations around the railway so it is available to members, workers, passengers and the public.


3 Safety culture

BR recognises the importance of developing and maintaining a positive safety culture both around the railway and within its neighbouring community. This can be achieved by:

strong leadership

consultation and communication with workers at all levels

encouraging workers to watch for and report safety issues and

acknowledging workers who take action to ensure safety outcomes are met.

The GSPS Council fosters a positive safety culture by:

communicating to all personnel, through newsletters, meetings and social gatherings, the importance of good safety performance in ensuring the continuing operation and community support for BR's heritage railway operations

ensuring human factors issues are identified and addressed in risk assessments and by developing risk controls and operational procedures

ensuring all relevant personnel are actively involved and consulted during risk assessments, the development of operational procedures and the review of procedures and systems

promoting open communication among all members, no matter what role they play

ensuring personnel are encouraged to report safety problems, errors and occurrences

ensuring that reported problems, errors, and occurrences are dealt with fairly and justly and

ensuring personnel who demonstrate initiative in identifying and promoting safety improvements are openly thanked and recognised.


4 Governance and internal control arrangements

4.1 Governance

The GSPS Council is the principal decision making body for the railway. The powers and responsibilities of the Council are outlined in the Articles of Association of the Company. In operating the railway, Council may call on expert advice as it sees fit, and may delegate powers to sub-committees, or managers. Key managers for Rail Safety are the Responsible Officer, who has responsibility for oversight of regulatory compliance, the Traffic Manager, who has responsibility for the train operations of the railway; and the Way and Works, and Rolling Stock Managers, who have responsibility for maintenance and asset management. The GSPS Council is elected annually by Members of the Geelong Steam Preservation Society, and consists of a President, a Vice-President, an Honorary Treasurer, Honorary Secretary, and between four and six Ordinary Councillors. Railway Workers to fulfil all requirements of operation and maintenance are also drawn usually from the pool of Society Members. The Responsible Officer shall advise ONRSR where required of change in key management personnel, and shall ensure that all railway workers are promptly advised of all changes.

The GSPS Council reviews Safety Performance, Incidents, Risk Register, Regulatory & Accreditation issues, and standards and procedures on a regular basis at its meetings in order to monitor the effectiveness the SMS. The Responsible Officer provides an update on the risk register at each meeting and aspects of the risk register are discussed by the Council.

Railway Managers provide the President and Council with appropriate safety information to assist them in their decision making. The Council takes safety risk into account with respect to railway operations, and is able to restrict or modify operations to ensure safety, so far as is reasonably practicable.

4.2 Internal control arrangements

Responsibility for implementing and maintaining the SMS at BR has been given to the Responsible Officer.

Management of operational safety is the responsibility of the Traffic Manager, the Rolling Stock Manager and the Way & Works Manager, who have responsibility for applying risk management processes to maintain a safe operational and work environment.

The major safety responsibilities and accountabilities within BR are set out in the table in Section 5. 2.

Refer to Section 14 for the internal communication policy which sets out the flow of information through the organisation, including information about:

compliance with the Act and Regulations

the effectiveness of the SMS

hazard and incident identification and proposed measures for the control of the likelihood, magnitude and severity of the consequences of incidents.


5 Management accountabilities, responsibilities and authorities

5.1 Management structure

The operational management structure of BR is as follows:

5.2 Responsibilities and accountabilities

Position responsibilities and accountabilities can be found in the table below.

Position Responsibilities Accountabilities

President & GSPS Council

Provides leadership to BR

Ensures the financial health and safe operation of BR

Gives executive approval of BR safety policies

Approves major capital expenditure

Endorses accuracy and completeness of Annual Safety Report and other submissions to the Regulator

Initiates internal training requirements

Selects and monitors performance of senior staff

Approves safe working systems

Initiates independent risk assessments or validates risk assessments, where appropriate

Initiates compliance and safety audits

Approves budgets, including allocation for safety expenditure Approves expenditure, including ensuring that purchase request forms contain safety specifications for the requested items

GSPS Council

Traffic Manager

Drivers

Firemen

Guards

Station Officers

Trainees

Rolling Stock Manager

Rollingstock Repairers

Train Examiners

Trainees

Way & Works Manager

Gangers

Patrolmen

Points & Signal

Trainees

Responsible Officer

Rail Safety Administration

Training

Record Keeping



Responsible Officer

Monitors compliance with relevant acts and regulations

Provides safety information and advice to the Council

Demonstrates leadership on issues of safety, including participation in compliance inspections

Maintains the SMS

Performs the role of Safety Manager

Disseminates any changes to legislation and similar reference documents including ensuring that the SMS and other policies reflect these changes

Implements and manages the SMS

Maintains documentation covering procedures and instructions relating to rail safety requirements;

Ensures the documentation is effectively implemented;

Ensures that safety management system controls are effective; and that

The control and accuracy of safety management system documentation is properly monitored.

Traffic Manager

Responsible for the safe conduct of train operations.

Comply with SMS, Tourist Railway Rules and General Instructions, Operations Manual in providing required train service.

Use of rolling stock and infrastructure in conjunction with other managers.

Manage risks attributed to Traffic Branch.

Responsible for train timetabling, staff rostering, administration of traffic branch training.

Responsible for traffic branch personnel, and ensuring that suitable trained and qualified personnel fill rail safety positions at all times.

Rosters train crews

Allocates resources, including for safety actions

Sets maintenance schedules

Initiates corrective action where breaches of safety requirements are detected

Carries out compliance inspections

Identifies, assesses and rectifies workplace hazards

Certifies safety of operations arrangements, including personnel management issues and operational procedures and protocols

Certifies accuracy and completeness of information in annual safety reports for area of responsibility

Specifies safety requirements when requesting purchase of goods

Updates the risk register and discusses at the committee meetings

Measures the effectiveness of the SMS, amending it as needed



Way & Works Manager

Responsible for the provision of suitable infrastructure for train operations.

Responsible for the safe conduct of infrastructure maintenance.

Comply with Safety Management Manual and Infrastructure Manual to provide rolling stock to the stated specifications.

Manage risks attributed to Way and Works Branch.

Responsible for works scheduling, liaising with consulting engineer, provision of conforming materials and supplies, administration of Way & Works branch training.

Responsible for Way & Works branch personnel, and ensuring that suitable trained and qualified personnel fill rail safety positions at all times.

Identifies and assesses workplace hazards. Rectifies workplace hazards, or makes recommendations or refers to Council

Safety certification of rail infrastructure and related equipment and procedures

Selects and supervises service providers for rail infrastructure maintenance, including specification of safety requirements


Specifies safety requirements when requesting purchase of goods

Provides the Council with input to update the SMS

Rolling Stock Manager

Responsible for the provision of

suitable rolling stock for train operations

Responsible for the safe conduct of rolling stock maintenance and workshop operations.

Comply with Safety Management Manual and Rolling Stock Manual to provide rolling stock to the stated specifications.

Manage risks attributed to Rolling stock Branch.

Responsible for works scheduling, liaising with consulting engineer, provision of conforming materials and supplies, administration of rolling stock branch training.

Responsible for rolling stock branch personnel, and ensuring that suitable trained and qualified personnel fill rail safety positions at all times.

Sets maintenance schedules

Sets and supervises train examinations

Recommends rolling stock for major overhaul

Identifies and assesses workplace hazards

Rectifies workplace hazards, makes recommendations or refers to Council

Certifies safety of rolling stock and related equipment and procedures

Selects and supervises service providers for rolling stock maintenance and testing, including specification of safety requirements


Provides the Council with input to update the SMS



Workers/ Volunteers

Adheres to the rail safety policies

Performs allotted duties in accordance with BR documented procedures and instructions

Participates and constructs in development and review of safety systems as required

Reporting of safety issues and suggestions for solutions in accordance with BR’s reporting protocols

Adhering to the communication policy of reporting concerns, hazard identification and the effectiveness of the SMS to the Manager or Supervisor.

Initiate action to prevent the occurrence of unsafe incidents

Initiate, recommend or provide solutions to railway safety problems through designated channels

Initiate action to prevent the repetition of railway safety incidents

Verify the implementation of solutions

Control further design, construction, commissioning, operation or maintenance activities so that any observable deficiency or unsatisfactory railway safety condition is corrected.

Identify internal verification requirements, provide adequate resources and assign trained and qualified personnel for verification activities.

Further information about internal control arrangements can be found in Section 4.2.

To ensure that railway workers have the required knowledge and skills, a Worker Authorisation Matrix ( MF 01) has been designed to show the current qualifications and authorisations held by BR workers. Training needs for each of the rail safety worker categories are also defined.

5.3 Governance arrangements

Governance of the BR is through the GSPS Council. Refer to Section 2.1 for further information about the Council.

5.4 Audit

Audits of BR’s SMS are carried out to validate the organisation’s compliance with the relevant Acts, Regulations, BR procedures, and other requirements.

Refer to Section 10.2 for further information about audit schedules and requirements.

5.5 Reporting process

Refer to Section 14 for information about BR’s internal communication policies and procedures.


6 Regulatory compliance

BR complies with all Acts and Regulations relevant to its operations and ensures its workers are aware of their legal responsibilities. Refer to Section 15 for further information about internal communication.

The Responsible Officer has responsibility for keeping or having access to current copies of relevant Acts and Regulations according to BR document and data control procedures.

The Responsible Officer reviews the copies of Acts and Regulations to make sure these are up to date. This review is carried out every twelve months or more frequently if it becomes known that changes have occurred to the relevant documents. BR’s membership of Association of Tourist Railways Victoria Inc also provides a forum for highlighting changes to legislation.

The Acts and Regulations relevant to BR operations include:

Rail Safety National Law and Regulations, as applied to Victoria

Road Management Act 2004

Occupational Health & Safety Legislation, as applied to Victoria

Conditions related to the lease under which BR occupies the land also apply, particularly relating to the requirement to maintain adequate insurance, and to comply with Local Government regulations.

When policies and procedures are developed, or existing policies and procedures are reviewed, a check is made of relevant Acts and Regulations to ensure the policies and procedures are legally compliant.


7 Document control arrangements and information management

BR has a system to control and manage all documents and data relevant to the safe management of the rail operations.

7.1 Document identification

Controlled documents are allocated a unique identification number. Where there is more than one copy of a controlled document these are numbered in sequence.

BR applies the following numbering system to documents developed within BR and this system can extend to those obtained externally for inclusion within the Management System. Documents and data are controlled through insertion of a Document Control Form in the front of each copy.

The document and data control numbering protocol is:

Branch Name: T = Traffic, R = Rolling Stock, W = Way & Works, M = Management System Manuals: M Standards: S Policies: P Procedures: R Work Instruction: I Forms: F Item Number: 2 digits e.g. 01 Revision status: Rev. 0 Copy Number: when more than one copy is issued

For example, this version of BR’s SMS is MM 01 Rev.0.

7.2 Document register & storage

A Document Register (MF 03) is kept in the railway’s Queenscliff office.

The Document Register includes the following minimum information:

a unique document number

title of document, standard, procedure or form

person responsible for maintaining document

Issue date

document status (e.g. draft, revision number, superseded or obsolete)

risk register cross reference (where appropriate)

retention period

7.3 Document and Data Approval and Issue

The applicable manager reviews and approves all new and amended rail safety documents before they are issued.

The identity of individual holders of manuals and other documents where appropriate, is recorded on the Document Control Form at the front of each controlled master copy.


The applicable manager distributes controlled documents by hand to each person on the document distribution list for storage in agreed locations (e.g. workshop, company office, locomotives). The applicable manager removes obsolete documents and then updates the Document Register to indicate the current status of each document. Archived or superseded documents that could impact on the safe operations of BR are stored separately in a secure environment.

BR keeps obsolete documents in accordance with the required retention period, after which they are reviewed and either discarded or retained as archival documents. (See Section 6.2).

7.4 Document Changes

The relevant Manager is responsible for issuing any amendments to the documents for which they have responsibility to the Responsible Officer for inclusion in controlled manuals and for distribution to workers as appropriate.

Amendments to documents are identified by the inclusion of a vertical line in the margin against each paragraph containing current changes in the revised version. When subsequent amendments are required the vertical lines against the previous amendments are deleted and new vertical lines included against the current changes.

Amendments to policy documents are reviewed and approved by the GSPS Council.

7.5 Identification of Safety Records

The identification and administration of Safety Records will be the responsibility of the Responsible Officer and the relevant Manager.

‘Railway safety record’ refers to a document that outlines the day to day operations of the rail operator. It includes operational records, engineering records, and rail safety worker records such as competencies, training records, and health assessment records.

7.6 Storage and retention of safety records

BR makes safety records available for inspection by authorised parties as required.

The Safety Records Retention Schedule lists the records to be retained, how long these are to be retained and the name of the Manager or Supervisor who is responsible for monitoring storage and retention. Hard copy records are kept in the Railway’s Queenscliff Office or Workshop Office for the required period and then either retained or destroyed (and the Safety Records Retention Schedule updated accordingly). Documents are securely stored to guard against the risk of loss through deterioration or damage.


8 Review of the Safety Management System 8.1 Annual SMS management review

A review of BR’s SMS is conducted annually by the Council, in conjunction with the development of the Annual Safety Report. The objectives of the review are to:

consider the effectiveness of the SMS and decide whether changes are needed. Changes could be required as a result of:

- safety performance against established goals and measures

- safety findings, directions, improvement or prohibition notices received from the regulator since last review

- industry safety alerts or investigation findings of relevance

- recommendations or issues arising from audits, occurrence investigations or commissioned reports

- incremental or other changes to systems or organisational context

- safety issues and suggestions for improvement provided by staff

- identified opportunities for safety improvement.

initiate action to implement system or other changes decided upon following the review, this could include:

- risk assessment and safety validation for any significant system changes

- the development of a Safety Improvement Plan for implementation of agreed changes or actions.


9 Safety performance measures

9.1 Performance goals

The GSPS Council sets goals each year for the improvement of BR's safety performance. BR assesses its performance against these goals by monitoring and analysing the numbers and types of:

notifiable occurrences per kilometre travelled, or per operating day

Injury reports

Incident Defect Reports (IDRs)

Fault reports

customer complaints

Key categories to determine safety performance include:

Mainline derailments

Yard derailments

Collisions (vehicle/vehicle)

Worker accidents

Customer Injuries

Show Cause tests

Lineside fires

Level crossing near miss/driver behaviour reports

9.2 KPIs

Key performance indicators which determine whether the SMS is effective include:

corrective actions resulting from internal audit and annual review implemented within agreed timeframes; and

directions from the safety regulator implemented within the required timeframe.

BR aims to meet or exceed key safety performance targets through the effective use and review of procedures and standards, including the collection and measurement of data on completion of and compliance with safety management activities.

9.3 Data collection

BR collects data to show how it is meeting its safety performance objectives, including the following:

risk register & associated reports

train operational data

agenda items and or minutes from Council meetings or relevant safety meetings

Notifiable Occurrence Forms

IDRs

analysis of causes of accidents and incidents ― this helps to develop strategies to prevent future occurrences

Accident and incident data are categorised according to the National Occurrence Standard for Rail Incident Classification (ON-S1). Reports of key safety performance data are provided to the Council and safety performance for the year is presented in each annual report.


10 Safety audit arrangements

10.1 Safety audit program

GSPS Council is responsible for establishing and managing the BR annual audit program. Two levels of auditing may be undertaken:

BR workers with relevant experience and knowledge of position responsibilities, but independent of the position being audited, carry out internal audits to ensure individuals assigned rail safety responsibilities are effectively carrying out their responsibilities

Where appropriate, external auditors with relevant qualifications and experience (e.g. railway or safety critical industry consultants) may carry out audits of specific SMS policies and procedures.

Audits are conducted in accordance with the process described in the Safety & Audit Manual (MM 04).

The Responsible Officer is responsible for internal audit arrangements and for reviewing the risk register to make sure high risks are given priority.

10.2 Audit scheduling

The Council prioritises the audit program taking into account various factors, including:

Assessed risk level within the railway

previous audit findings and recommendations

recent rail safety performance

status and importance of activities to be audited

scope of previous audit

industry trends

10.3 Audit reporting

Audit findings are initially documented on the appropriate form, including any corrective actions required

Audit reports are given to the Responsible Officer and where required are reviewed at Council meetings until all corrective action items have been completed.

Where findings from audits require urgent attention the Responsible Officer can assign corrective action items to the relevant workers or arrange to convene a Council meeting to review the findings and assign action.

10.4 Annual review

A detailed review of the SMS is conducted annually (see Section 8.1).


11 Corrective action

11.1 Corrective actions

Auditors shall record non conformances/non compliances on the Internal Audit Report Form in accordance with Section 10.3. Auditors shall provide all corrective actions to the Responsible Officer for forwarding to the Council. The Council shall review corrective action reports, and record approved recommended actions, including the name(s) of the worker(s) responsible for implementing the corrective action. The Council shall release additional resources, identify the required timeframe, and any other action considered necessary. Corrective action shall be prioritised on the following basis:

1. Where an immediate risk to safety has been identified

2. On the basis of the previously assessed risk level of the activity

3. Where the risk level is equivalent, priority is to be given to actions with a higher consequence rating

A copy of all Internal Audit Reports shall be retained on the audit file. A copy shall also be issued to the worker who has been allocated responsibility for implementing the Council's recommendations.

The worker allocated responsibility for the corrective actions shall progress such actions through to close out of each corrective action. Each worker allocated responsibility for corrective actions shall provide regular updates on the status of each action in time for scheduled Council meetings.

11.2 Review of non-conformance/non compliance

Non Conformances/Non Compliances shall be reviewed at Council meetings until each one has been satisfactorily closed out. The Council is responsible for ensuring that the corrective action has effectively overcome the problem that gave rise to the Non Conformance/Non Compliance in the first place.

The worker with responsibility for the corrective actions will complete the appropriate section of the Internal Audit Report when actions have been satisfactorily completed, and provide the form to the auditor for completion of Section 3. Completed forms shall be retained by the Responsible Officer in the audit file.

The auditor who issued the corrective action shall, where possible, review the satisfactory implementation of the corrective action before signing off the action as being verified complete.

11.3 Risk register review

The Responsible Officer will review the risk register in relation to BR’s corrective actions and their corresponding rankings, and amend the risk register accordingly where required.


12 Management of change

BR has a change management procedure to ensure that proposed changes to and within the rail operation are appropriately documented and any potential rail safety risks are clearly identified, described and reduced to a level that is as low as reasonably practicable.

Changes that affect safety to BR’s operations may arise from a number of sources, including:

modifications to infrastructure and/or rolling stock

changes to procedures, processes and systems

changes to organisational structure and position roles and responsibilities, including job design

the general operating environment and interfaces

Proposed changes that may affect safety at BR are carried out in accordance with established rail industry standards. Key requirements are consultation, communication, risk assessment and reduction and review.

Where required by legislation, an application for variation to accreditation is prepared and lodged with ONRSR.

Change management at BR involves people who have the appropriate qualifications, knowledge and skills in the areas affected by the proposed change.

The change management procedure is authorised by the Responsible Officer, while the Council regularly reviews progress in implementing changes.


13 Consultation

BR recognises the importance of effective consultation with personnel and other stakeholders in developing and maintaining the SMS, and

Structures and processes to facilitate effective internal consultation include:

meetings where the Council and Railway Managers report to members on the railway’s activities and where members have the opportunity to raise matters of concern and suggestions for improvement

informal discussions (‘tool box talks’) at the beginning and end of the conduct of railway operations to ensure personnel are informed about recent changes to procedures or operating conditions, and have that they have the opportunity to provide comments and suggestions

active involvement of relevant personnel in risk assessments and the development and review of systems and procedures.

The Council acknowledges that as the railway is part of the local community, consultation with other organisations and stakeholders is important and beneficial. Key personnel are required to attend such meetings or forums, and present minutes or reports of such consultations at Council Meetings.

BR’s contacts include:

Ambulance Service: To liaise with regard to emergency management

Police: To liaise with regard to emergency management, damage to property, theft, crowd control, drugs/alcohol, PCR accidents, evacuation procedures.

State Emergency Service: To arrange planning and exercises for emergency response preparation.

Country Fire Authority: To liaise on adequacy of fire prevention activities and emergency procedures, and for the inspection and maintenance of fire fighting equipment.

Local Government: To liaise with councils in respect of relevant issues such as planning regulations, environmental health, emergency management, fire prevention, and development, and management of interfaces such as level crossings.

Victorian Rail Track Corporation: To liaise on all issues of land management, and in the administration of the Order-in-Council under which the railway operates. Two-way feedback on outcomes of the ALCAM level crossing assessment model.

Victorian WorkCover Authority: To liaise on matters of workplace health and safety, and of issues relating to the requirements for various VWA qualifications.

Coroner: Death of any person.

Office of the National Rail Safety Regulator: Liaison on rail safety matters and reporting of notifiable incidents.

Association of Tourist Railways: The railway has two delegates to the Association of Tourist Railways for matters of training and certification for ATR qualifications, and other industry issues.

All significant changes proposed for the railway are subjected to internal and external consultation where applicable as part of the risk assessment process to ensure that the impact of the change on all parties and stakeholders are considered as part of the process.


14 Internal communication

BR recognises the importance of providing personnel with the necessary information to enable them to discharge their safety responsibilities effectively.

To ensure the timely and effective communication of safety related information BR:

holds regular Council meetings and circulates the outcomes of relevant Council proceedings to all personnel when required

ensures that controlled copies of the SMS and all procedures and standards are readily accessible to personnel (at relevant places throughout the railway)

encourages personnel to use an Incident / Defect Report Form (MF 02)

regularly disseminates safety related information, through the Weekly Operational Notice, Operating Procedures Bulletin, and regular newsletters to members

circulates the safety advice through the Weekly Notice to all operational staff when particular safety issues are identified (which may require an acknowledgement receipt to be returned)

uses electronic media such as emails and the organisation’s website to discern information to members.

Each sign on location at BR has an official notice board on which the Rail Safety Policy and other safety notices relevant to the location are displayed. All rail operations staff are required to check the notice board before commencing any work on the railway.


15 Training & Instruction

15.1 Provision of the SMS to rail safety workers

Controlled copies of the SMS are available at key sign on locations around the railway. Current versions are also available at the secure log in section of the railway’s internet site.

15.2 Understanding safety objectives of the SMS

To ensure that rail safety workers understand the safety objectives of the railway, all training of rail safety workers includes the key safety responsibilities and competencies for that position, with trainees undertaking assessment on these responsibilities in addition to the competencies required for the position.

When major changes are made to the SMS, details are advised to workers via the Weekly Operational Notice, so that they are aware of the changes and the reasons for the changes.

Regular newsletters and notices on notice boards remind rail safety workers of their obligations. These messages are often targeted following risk assessments or incidents to ensure that the education received is current.

19.3 Training for workers

All workers on BR shall be assessed for their competency by training supervisor to carry out tasks and where necessary training or additional training will be provided. (See Section 18, and Safety & Audit Manual MM04).

19.4 Training of contractors in SMS requirements

Where contractors are used on BR, their site induction includes information on the SMS requirements that they are required to observe.


16 Risk management

To protect BR’s personnel, contractors, and assets, and to protect members of the public who support its operations, all areas of operations are analysed and monitored to detect and counter hazards. BR recognises that risk assessment provides information on which to base good decisions about safety. The obligations of operational safety and of occupational health and safety can only be met through the application of effective and consistent risk management activities. Workers should be adequately trained to have the knowledge necessary to understand the implications of a risk and put controls in place.

The BR approach to risk management is illustrated in the BR Risk Management Process Flowchart below. The process provides an overall framework for controlling risk and demonstrating compliance with legal obligations.

BR will continue to apply changes to make the railway safer and reduce risk. These will still be captured by this process in case they introduce other risks.


BR risk management process flowchart

Communicate and consult

Who needs to be involved?

Who has the knowledge?

Establish the context

What is being analysed?

Who are the stakeholders?

Identify Risks

What might go wrong?

Identify Causes

Why and how can it go wrong?

Analyse Risks

Identify existing controls

What are we currently doing to control these risks?

Who is responsible for existing controls?

Determine level of risk

Determine Likelihood

How often does it go

wrong?1 2 3 4 5

A A1 A2 A3 A4 A5

B B1 B2 B3 B4 B5

D D1 D2 D3 D4 D5

E E1 E2 E3 E4 E5

F F1 F2 F3 F4 F5

Determine Consequences

What happens if it does go

wrong?

Evaulate Risks

Are our risks too high? What risks are highest?

Treat Risks

Have we got all reasonable controls?

Are we following relevant good practice?

Do we have sufficient and effective controls?

Identify Further Controls

Who is responsible for additional controls?

Monitor and Review

Have things changed?

Are controls still effective?Are performance targets of controls met?

Communicate and consult

Who needs to be involved?

Who has the knowledge?

Establish the context

What is being analysed?

Who are the stakeholders?

Identify Risks

What might go wrong?

Identify Causes

Why and how can it go wrong?

Analyse Risks

Identify existing controls

What are we currently doing to control these risks?

Who is responsible for existing controls?

Determine level of risk

Determine Likelihood

How often does it go

wrong?1 2 3 4 5

A A1 A2 A3 A4 A5

B B1 B2 B3 B4 B5

D D1 D2 D3 D4 D5

E E1 E2 E3 E4 E5

F F1 F2 F3 F4 F5

Determine Consequences

What happens if it does go

wrong?

Evaulate Risks

Are our risks too high? What risks are highest?

Treat Risks

Have we got all reasonable controls?

Are we following relevant good practice?

Do we have sufficient and effective controls?

Identify Further Controls

Who is responsible for additional controls?

Monitor and Review

Have things changed?

Are controls still effective?Are performance targets of controls met?


16.1 Hazard identification

BR uses various sources of information to identify hazards in its operating system and interactions with its environment. BR recognises that if a hazard is not identified, the organisation cannot take specific action to control or reduce the risk relating to it. BR considers all aspects of the system’s lifecycle from the point at which it is designed to its final decommissioning, including maintenance and upgrade. These sources include:

analysing records of incidents and injuries: this analysis is used to uncover incidence patterns that may point to particular hazardous situations, or uncover limitations in training, communications, maintenance

error and incident investigation: these investigations are used to highlight previously undetected hazards and uncover problems in operating procedures, staff knowledge and understanding and communication of safety critical information

reporting hazards: staff and members are encouraged to report any safety concerns to the relevant manager, or the Responsible Officer. The Incident / Defect Report Form allows these safety concerns to be formally documented.

the results of empirical hazard identification methods such as, structured walkthroughs, Failure Mode and Effects Analysis (FMEA) for equipment and systems, task analysis for human-machine interfaces and workshops.

Hazard identification also explicitly takes into account all aspects of the organisational system and interactions such as the:

physical and managed environment in which the work occurs

facilities and hardware housing and/or used in the work

policies and procedures that guide the work or determine how it is done and

the skills and abilities of people who conduct the work.

16.2 Risk assessment

Once hazards have been identified, the associated risks are assessed to determine the level of threat posed. The assessment considers the likelihood of a safety incident happening against the possible severity of the outcome.

Risk assessments are carried out in consultation with qualified and knowledgeable staff and members. These are people who bring extensive industry experience to the risk assessment process.

Risk assessments are performed with the help of a matrix that allows incident likelihood and consequences to be quantified. BR has adopted the matrix below from Australian Standard 4360 (2004) Risk Management. The highlighted values to the bottom-right of the matrix (10-25) are considered intolerable, and further treatment is required before the activity can be undertaken. Those risks assessed with a value between 5 and 10 require a risk treatment plan with specific control measures, and management responsibility of controls specified. Those between 1 and 4 will be managed by routine procedures and reassessed at the 12 monthly risk register review.

When assessing the likelihood of a scenario, the likelihood relates to the consequences. For example, while BR may experience a derailment once per year, a fatal derailment may be expected far less frequently. Similarly, in considering collision with animals or livestock, while such collisions happen every year, the frequency of such collisions resulting in injury to workers or passengers is much lower and the risk is recorded as such in the risk.


Extent of possible loss or injury

Likelihood Negligible Minimal Medium Significant Major

Not occurred 1 2 3 4 5

Almost never 2 4 6 8 10

Rarely 3 6 9 12 15

Sometimes 4 8 12 16 20

Often 5 10 15 20 25

Likelihood of occurrence: Based on experience at BR, other tourist railways, and the rail industry generally. As a guide, incidents occurring historically or expected to occur on the BR could be classified as follows: Almost Never: No more than one occurrence every ten years. Rarely: One occurrence each five years. Sometimes: One occurrence per year. Often: More than one occurrence per year. Extent of possible loss or injury: Based on the realistic potential for occurrence of the incident at BR. For example, the possible loss or injury resulting from a mainline derailment could vary greatly dependent on speed of the train and the location at which the derailment occurred. Assessments should consider the worst case scenario, and rate the risk at the worst credible outcome. Negligible: Minor damage Minimal: Minor damager and/or minor personal injury Medium: Moderate damage, potential for serious injury Significant: Serious damage, potential for fatalities Major: Major damage, multiple fatalities

A risk assessment worksheet is provided using form MF12


16.3 Risk control

Once hazards have been identified and their level of risk assessed, steps are taken either to eliminate the hazards or to control the risks they pose so far as is reasonably practicable.

BR develops its risk response strategies using a standard hierarchy of risk control:

Often one risk control will not be effective on its own, so BR implements risk controls in tandem to reduce risk so far as is practicable. Sometimes interim risk controls are used until a more permanent solution can be applied.

The information and analysis gathered during risk management activities often results in the development of safe working procedures. BR uses these procedures to inform staff and members of the risks involved in their work and to direct them in how to carry out the operation with maximum protection to themselves and everyone who relies on them.

BR processes identify who is accountable for the safety of work. These individuals will stay accountable even if they pass on responsibility for parts of the work to others. Where other organisations are involved, no responsibility is transferred until the other organisation confirms in writing that they accept the responsibility.

Where BR has information that someone else needs to reduce risk, BR passes this information on to the relevant party.

16.3.1 Elimination or reduction of risk

BR has an obligation to eliminate risks to safety so far as is reasonable practicable. Where it cannot eliminate particular risks, BR must reduce risks so far as is reasonably practicable. This means BR has to determine which risk reduction measures should be implemented and justify the acceptance of any remaining risk having regard to cost, the ability to mitigate the risk, the likelihood of the risk causing harm, and the severity of any harm if it does occur.

BR recognises the need to ensure risk reduction measures reflect good practice, as set out in the legislation, government guidance and standards. BR makes sure that:

any equipment is being used as intended

all of the risk is covered by the standards

the standard being used covers BR’s situation.

Hierarchy of risk control

1. Eliminate the hazard (eg have liquid fuels delivered directly into locomotives so that no onsite storage is required).

2. Substitute a less hazardous alternative (eg use a diesel locomotive instead of a steam locomotive on days when there is a high fire danger).

3. Isolate the hazard (eg fence maintenance areas so that members of the public cannot access them).

4. Use engineering controls (eg install intruder alarms).

5. Use administrative controls (eg require that rail safety work only be carried out by those with the necessary competencies).

6. Use personal protective equipment (PPE) and clothing. PPE is only to be used when other controls cannot be implemented (eg high visibility clothing is not a substitute for a safe work method).


Where standards do not exist, BR will analyse the potential losses associated with a hazard and the measures for reducing the likelihood or severity of loss, in order to enable losses to be aggregated and compared against the cost and effectiveness of risk control measures.

BR must be able to justify what standards or other control measures have been adopted, and if appropriate, why other possibilities have been rejected. BR must also demonstrate it has evaluated risks both individually and cumulatively.

16.4 Monitor and review

BR recognises that risk management activity is not concluded when risk controls are introduced.

The operating environment is always subject to change and risk controls are regularly monitored and are reviewed annually to make sure they continue to work. Any changes required may then be implemented as part of the periodical review of the SMS (see Section 8).

BR takes all reasonable steps to check and improve its management of risk. BR collects and analyses information that it could use to improve its management of risk, specifically:

how safely and reliably the railway as a whole is performing

how safely and reliably parts of the railway are performing

how closely people are following procedures

incidents, accidents, faults and near misses

suggestions and feedback from staff and

failures to follow standards and procedures.

16.5 Risk register

The outcomes from the regular risk management activities have been used to develop a BR risk register

The risk register records all of the hazards that have been identified in the operating environment, along with the associated risks. It records how BR goes about controlling these risks and the staff who have oversight for risk control activity.

The Register also includes references to relevant sections of this SMS and associated procedures, standards and guidance material that are relevant to each risk control. The register is reviewed every 12 months.


17 Human Factors

Human factors can be a critical causal element in rail safety incidents, particularly where procedural controls predominate over engineering solutions. In general terms, Bellarine Railway utilises simple systems which require a level of human involvement and often teamwork to achieve the optimal result.

Bellarine Railway ensures that human factors are considered when:

Developing operating rules and systems

Changing operating procedures or introducing new or modified equipment

Investigating incidents or reviewing work practices

Reviewing elements of the SMS This will be achieved by:

Managers and key personnel developing an appreciation of human factor elements

Engaging specialist expertise if required when considering complex systems


18 Procurement and contract management

18.1 Goods & services procurement

Purchasing arrangements are managed by the relevant Manager in conjunction with the Treasurer, with reference to the Council if required. Some purchases, such as consumables may be arranged as required, whereas supplies of a capital nature, or rail safety critical supplies must be approved by the relevant Manager. The process is described in the Safety & Audit Manual (MM 04).

18.1.1 Off the shelf items

Goods and services for rolling stock or infrastructure are specified and ordered by personnel, taking into account any specifications available, and after first consulting the Preferred Suppliers’ List maintained by the Responsible Officer. This list also records suppliers who have failed to meet requirements.

In the case of everyday consumable items, these are always known products and brands that are supplied ‘off the shelf’.

For smaller products such as light globes, electric cable, and insulating material, the specifications are provided to the supplier (usually verbally), the suitable products acquired and then checked by personnel before use.

18.1.2 Specially manufactured items

All major component items such as wheels or axles are obtained from a reputable industry supplier. For rail safety purposes all such items are to be individually marked to enable traceability. In the event of failure, the purchase, supply and manufacture date and, if applicable, batch number can be traced for subsequent inquiry.

Should BR personnel be in any doubt concerning a relevant supplier for any component destined for railway use, other railway operations are contacted for advice.

18.1.3 Second hand items

Many items purchased for the restoration and operation of heritage rolling stock operated by BR and for the maintenance of rail infrastructure are second-hand items, so do not have the usual quality guarantees that come with the purchase of new materials and equipment. Purchasing of such materials requires special care in terms of judging quality, serviceability and safety. All second hand items must be checked for suitability, condition and tolerances/wear prior to use.

18.2 Tender documentation

Where BR tenders for the supply of an item or service, the tender stipulates that the tenderer must comply with BR’s SMS policies and procedures, and meet the obligations under Safety Duties as a Contractor. Where necessary, interface coordination plans are established between BR and the tenderer to ensure that both parties understand their responsibilities.


18.3 Contractor management

When engaging contractors for rail safety work, BR requires that they provide appropriate safety documentation for the work to be carried out, usually in the form of Safe Operating Procedures or Safe Work Method Statements. These documents are assessed before work commences to make sure they are relevant to the work environment at BR, and to ensure that the contractor has systems in place to meet their Safety Duties.

Where necessary, Interface Agreements are developed between BR and the contractor so that responsibilities are identified.

Contractors are also required to prove that they hold any necessary certification for particular work tasks or to operate particular plant and equipment.

Contractors are given an induction to the BR worksite before they start work.

A BR representative monitors the quality and safety of the work while contractors are carrying out their duties. This is by general observation and also by audit against the requirements of the contract where required. Where audits identify areas of concern, these will be reviewed by the relevant Manager or the Council and where necessary a revision of the contract will be made.


19 General engineering and operational systems safety requirements

19.1 General

GSPS has responsibility for maintaining engineering and operational safety as a Rail Infrastructure Manager of the Bellarine Railway and as Rolling Stock Operator of rail services over the railway.

19.2. OPERATIONAL ASPECTS

19.2.1 OPERATIONAL SYSTEMS AND RESPONSIBLE OFFICERS Operational Systems

The principal operational system adopted by the Bellarine Railway is the Tourist Railway Rules and General Instructions, 1997, which is managed by the Association of Tourist Railways. The safeworking system in use is Train Staff and Ticket, the operation of which is described in Appendix One to the General Instructions.

External telephone systems link Queenscliff, Laker’s Siding, and Drysdale Stations, and Queenscliff Railway Workshops, and are used primarily for formal safeworking messages. These systems may be supplemented by personal or railway mobile telephones, which may be used in an emergency. At all times the requirements of Section 11 ‘Communications’ of the Tourist Railway General Instructions, 1997, are complied with.

The signalling system in use comprises two position semaphore or colour light signals, with allowances for other types of fixed signals as described in Section 2 ‘Fixed Signals’ of the Tourist Railway General Instruction, 1997. A detailed description of the signals in use is contained in the Operations Manual.

Traffic Control is governed by a Working Timetable, which specifies all planned train movements, and which can be supplemented by Special Train Notices for trains operated at short notice. The procedure for the operation of special trains is described in Instruction 8.2 of the Tourist Railway General Instructions, 1997. General traffic control is the responsibility of the Traffic Manager. On a daily basis the officer-in-charge (usually the guard) has responsibility for traffic control. In times of complex operation, the Traffic Manager may appoint a Traffic Controller to control all train and trolley movements for a defined period. (General Instruction 1.16).

Train planning and scheduling is conducted by the Traffic Manager, with reference to other managers where appropriate.

Principal Officers The principal officer with responsibility for the day to day safe operation of the railway is the Traffic Manager. The Officer-in-charge (usually the Guard) represents the Traffic Manager on-site each time a train operates. Train drivers accept primary responsibility for the safe operation of trains whilst on the road. 19.2.2 OTHER ORGANISATIONS The Geelong Steam Preservation society is the sole operating organisation of the Bellarine Peninsula Railway. 19.2.3 PRIVATE SIDINGS There are no private sidings attached to the Bellarine Peninsula Railway.


19.2.4 DEPOTS

At Queenscliff, storage and stabling sidings are provided, as well as sidings for access to the Queenscliff Railway Workshops. Running consists and regular operating vehicles are normally stabled at Queenscliff.

At Laker’s Siding, a four-road 150m Rollingstock Storage Shed and Workshop is provided.

At Mannerim, a storage siding is provided for the long term storage of off-register and freight vehicles.

At Drysdale, two storage sidings are provided for the storage of freight and service vehicles.

19.3 INFRASTRUCTURE ASPECTS

19.3.1 INFRASTRUCTURE DESCRIPTION AND RESPONSIBLE OFFICERS Description The Bellarine Railway extends from Queenscliff to Drysdale on portion of the former Victorian Railways branch line from South Geelong to Queenscliff. The track is laid to a nominal gauge of 1067mm, having been regauged from 1600mm. Terminal Stations are located at Queenscliff and Drysdale together with storage and shunting yards. A crossing loop, passenger platform and staff station is located at Laker’s Siding, passenger platforms are located at Suma Park and Swan Bay, and a vehicle storage siding is located at Mannerim. Detailed descriptions of the locations, layouts, and materials used are included in the Bellarine Railway Infrastructure Manual. Locations are indicated in kilometres from Melbourne, on white posts located on the Down side of the track. The only major bridge is a timber trestle located 9.133km from Queenscliff (61M 72C 07L from Melbourne), and has 4 No. 11’ spans. The three central piers are of four piles cross braced, supporting continuous rail decking. Ownership The railway reserve between Queenscliff and Drysdale is owned by Victorian Rail Track Corporation, and use of the land and existing track and structures is granted under lease to the Geelong Steam Preservation Society for the purposes of operating a tourist railway. Many track components and structures have since been purchased and added to the infrastructure by the Geelong Steam Preservation Society. New works undertaken are described in the Bellarine Railway Infrastructure Manual. Principal Officers Design and construction of the existing infrastructure was managed by the former Victorian Railways, and regauging work was carried out to the satisfaction of that organisation. Design and construction by Geelong Steam Preservation Society is supervised and certified by a qualified consulting civil engineer. All track and structures are inspected by the consulting civil engineer; who supplies a report based on their inspection from which restrictions to operations and the following year’s maintenance schedule are developed. The principal officer of the Bellarine Railway with responsibility for maintenance is the Way and Works Manager, who is appointed annually by the GSPS Council. The Way and Works Manager liaises with the Consulting Engineer regarding maintenance scheduling, and has responsibility for inspection and proper


maintenance of the track and structures, and for ensuring that construction is carried out in accordance with the requirements of the Consulting Engineers, and with procedures detailed in the Infrastructure Manual. 19.3.2 OTHER ORGANISATIONS The Geelong Steam Preservation Society is the sole operator of the Bellarine Railway. 19.3.3 PRIVATE SIDINGS There are no private sidings attached to the Bellarine Railway. 19.3.4 WORKSHOPS/DEPOTS An inspection and maintenance Workshop/Depot is located at the Down end of Queenscliff Yard. This facility is used for all maintenance and repair activities, and is also used for storage of parts, equipment, and some maintenance documentation. A storage and workshop shed is provided at the Up end of Laker’s Siding.

19.4 VEHICLE ASPECTS

19.4.1 VEHICLE DESCRIPTION AND RESPONSIBLE OFFICERS Detailed descriptions of all vehicles used or intended for future operations are included in the Rollingstock Manual. Locomotives Locomotives are thirteen steam powered, three diesel-electric, and two diesel-mechanical units. Self-propelled Passenger Vehicles Self-propelled passenger vehicles are two diesel-mechanical railmotors. Locomotive Hauled Vehicles A wide range of carriages, guard’s vans and wagons. Maintenance Vehicles These include rail trolleys and trailers, road-rail hyrail vehicles, and specialised mobile track maintenance machines.


Principal Officers All Bellarine Railway vehicles have been acquired from previous operators, and those responsible for design were officers of other organisations who either designed or constructed the vehicles. Previous owners and manufacturers are listed in the Rollingstock Manual. In some cases, construction drawings of vehicles are held. New design work by the Bellarine Railway for construction or modification of vehicles is supervised and approved by the Consulting Mechanical Engineer. The Rollingstock Manager is the principal officer of the Bellarine Railway responsible for the proper maintenance of all vehicles. This position is appointed annually by the GSPS Council. The Rollingstock Manager may appoint all necessary subordinates to manage the maintenance of particular groups of vehicles. A Consulting Mechanical Engineer is appointed to certify that vehicles are fit for use, subject to proper maintenance. The Consulting Engineer also supplies a report which specifies any restrictions on the operation of vehicles, and any requirements for the maintenance program for the following year. Ownership Almost all vehicles are owned by the Geelong Steam Preservation Society. Privately owned vehicles are identified in the Rollingstock Manual, and are subject to Interface Agreement with the owner. 19.4.2 OTHER ORGANISATIONS The Geelong Steam Preservation Society is the sole operating organisation of the Bellarine Railway. 19.4.3 WORKSHOPS/DEPOTS

A Workshop/Depot is located at the eastern end of Queenscliff Yard, which serves as the main facility for all

vehicle inspection, maintenance, and restoration. A storage and workshop shed is provided at the Up end of

Laker’s Siding.


20 Process control

20.1 Process control

Bellarine Railway has a series of operational and engineering procedures to ensure the safe operation of its rail services. These procedures set out processes for identifying and responding to risks in rail operations, responding to emergencies, managing changing circumstances and making sure the procedures are understood and effectively applied to allow Bellarine Railway to operate with safety.

20.2 Operational Aspects

20.2.1 PROCEDURES FOR THE SAFE OPERATION OF THE RAILWAY UNDER NORMAL CONDITIONS The principal procedures for the safe operation of the railway are included in the Tourist Railway Rules and General Instructions, 1997, supplemented by the Operations Manual including the Working Timetable, and any other instructions issued regarding train operations. Maintenance of procedures is the responsibility of the Traffic Manager and the Responsible Officer, while procedures are reviewed by the Council through audits, investigations, and reviews. Interface with Road Vehicle Traffic Location of grade crossing PCRs are described in the Operations Manual. Road signage is provided in each case in accordance with AS 1742.7. Whistle posts are provided in accordance with Tourist Railway General Instruction 2.18, which signifies to Drivers to provide audible warnings to motorists. (General Instruction 5.1.3). Special Traffic Special Traffic is managed by the Traffic Manager, through Special Train Notices or other instructions or notices as appropriate. Special Loadings including Out of Gauge Loading Special or out of gauge loadings are conveyed only in accordance with General Instruction 8.12.1 of the Tourist Railway Rules and General Instructions, 1997, which stipulates prior permission from the Traffic Manager, attachment only to non-passenger carrying trains, and careful examination of loads by Guards at Stations. Overloaded Vehicles Vehicles detected to be overloaded should not be added to train consists, or if detected en route, the driver must proceed cautiously, and remove the vehicle or the excess loading at the earliest opportunity. This procedure is included in the Operations Manual.


High Fire Danger Periods, including Total Fire Bans Provisions for high fire danger periods include fire patrols behind trains where conditions warrant it, fire fighting equipment on trains, restrictions to operations if necessary, and a prohibition of steam locomotive operations on Total Fire Ban days except with special permit. This procedure is detailed in the Operations Manual. Track Inspections During and Following Adverse Conditions Track inspections are conducted in accordance with General Instruction 9.2.2 of the Tourist Railway Rules and General Instructions, 1997, in that in adverse conditions, inspections more frequent than normal must be arranged. The procedure for additional inspections is detailed in the Operations and Infrastructure Manuals. Shunting and Marshalling Shunting and Marshalling is carried out in accordance with General Instructions 8.17 (Shunting Operations), and 8.18 (Protection of Persons Working on Vehicles) of the Tourist Railway Rules and General Instructions, 1997. Only authorised persons may perform shunting operations. End of Train Identification Devices

End of train identification devices comply with General Instructions 4.1 (Tail Signals), and 4.2 (Side Lights) of the Tourist Railway Rules and General Instructions, 1997. Maximum Speed of Trains Maximum allowable speeds for each class of locomotive as determined by the Consulting Engineer are included in the Operations Manual or Supplementary Instructions. Any lower maximum speeds may be specified in the Working Timetable, in the Operations Manual, by special instruction on the Stationmaster’s Office Notice Board, in the Weekly Operational Notice, or as indicated on Permanent Speed Boards (G.I. 2.19) , Curve Boards (G.I. 2.20), or Temporary Speed Restriction Boards (G.I. 2.21, 9.6), or under the direction of a flagman (G.I. 9.3). Dangerous Goods and Hazardous Materials Dangerous goods or hazardous materials not be transported unless complying with General Instruction 8.12.2 of the Tourist Railway Rules and General Instructions, 1997. 22.2.2 PROCEDURES FOR THE SAFE OPERATION OF THE RAILWAY UNDER ABNORMAL CONDITIONS The principal procedures for the safe operation of the railway under abnormal conditions are contained in Section 10, ‘Emergency Procedures’, of the Tourist Railway Rules and General Instructions, 1997, supplemented by the Bellarine Railway Emergency Management Manual. Procedures are reviewed by the Association of Tourist Railways as managers of the Tourist Railway Rules and General Instructions, and through reviews, audits, and investigations by the Council.


Major Incidents and/or Accidents Reporting procedures for major incidents are detailed in instruction 10.2 of the Tourist Railway General Instructions, 1997, and in the Emergency Management Manual. Fatalities and/or Injuries General Instruction 10.2.5 of the Tourist Railway Rules and General Instructions, 1997, specifies prompt notification of the Police of any fatality or serious injury. In addition, the Emergency Management Manual prescribes further responsibilities for reporting and actions. Protection of Defective Trains, Vehicles, and other Obstructions Procedures for the protection of trains and vehicles are contained in Instruction 10.3 of the Tourist Railway General Instructions 1997. Recovery of Defective Vehicles Procedures for the recovery of defective vehicles are contained in the Emergency Management Manual. General Instruction 10.8 of the Tourist Railway Rules and General Instructions, 1997, specifies requirements for the inspection of vehicles once having been re-railed. Evacuations Procedures for evacuations of vehicles, buildings, and yards are included in the Emergency Management Manual. Fire Procedures for response to fires in vehicles, buildings, yards, and at the bridge are contained in the Emergency Management Manual, and in General Instruction 10.2. Landfall/Landslip Procedures for the management of landslip situations on the track are contained in General Instructions 9.2 and 9.3 (Inspection of track, and protection of faults), and in the Emergency Management Manual. Explosions Procedures for response to explosion situations in buildings, yards, on tracks, and at the bridge, are included in the Emergency Management Manual.


Toxic Fumes Procedures for response to the detection of toxic fumes in buildings, trains, and yards are included in the Emergency Management Manual. Vehicles Impacting Procedures for the protection of level crossing accident sites are detailed in the Emergency Management Manual. 20.2.3 PROCEDURES FOR THE SAFE OPERATION OF THE RAILWAY DURING PERIODS OF MAINTENANCE Procedures for the safe operation of the railway during periods of maintenance are included in Section 9 ‘Civil Engineering Operations’, of the Tourist Railway General Instructions, 1997. Procedures are reviewed by the Association of Tourist Railways; as managers of the Tourist Railway Rules and General Instructions, and through reviews, audits, and investigations by the Council. Authority to Undertake Track Work Authority to work on the track is granted to approved railway workers by the Way and Works Manager. Absolute Occupation The procedure for obtaining Absolute Occupation is contained in General Instruction 9.7 of the Tourist Railway Rules and General Instructions, 1997. Working of Traffic During Absolute Occupation conditions for maintenance activities, the procedures of Tourist Railway General Instruction 9.7 (1997) apply. Trains working within the affected section may only operate when accompanied or directly authorised by the person to whom Absolute Occupation has been granted. Advising Workers of Maintenance Activities Where works are expected to be of a significant magnitude, the Way & Works Manager arranges for suitable notices. Where Temporary Speed Restrictions are to be enforced, the procedures of Tourist Railway General Instruction 9.6 (1997) are applied. Worksite Protection Track works are protected through the use of procedures contained in Tourist Railway General Instruction 9.3 (1997).


Train Running Information Where special trains are to run, Special Train Notices must be issued by the Traffic Manager, following the procedures specified in General Instruction 8.2 of the Tourist Railway Rules and General Instructions, 1997, to ensure that maintenance workers are aware of all scheduled trains. Temporary Speed Restrictions Temporary Speed Restrictions are implemented using procedures detailed in Tourist Railway General Instruction 9.6 (1997). Track Infrastructure Maintenance Vehicles The operation of track maintenance vehicles is controlled by procedures in General Instruction 9.5 of the Tourist Railway Rules and General instructions, 1997. The operation of self-propelled track maintenance vehicles is controlled by separate procedures included in the Operations Manual. All maintenance vehicles used are described in the Rollingstock Manual. Level Crossing Protection Maintenance vehicles may proceed across level crossings in accordance with Tourist Railway General Instruction 9.5.11(1997). Active protection (lights & bells) is fitted to the Queenscliff – Portarlington Road level crossing. The road traffic signals are interlocked with the Down train home arrival signal at Laker’s Siding. Procedures for operation of this equipment are contained in the Operations Manual. Procedures for inspection and maintenance are contained in the Infrastructure Manual.

20.3 Infrastructure Aspects

20.3.1 LIMITATIONS ON RAILWAY OPERATIONS The principal procedure for limiting the railway’s operation based on the infrastructure is through the annual inspection by the consulting civil engineers. The Consulting Engineer specifies any limitations and requirements for inspection and maintenance. Further limitations may be imposed by the Way and Works Manager, for example Temporary Speed Restrictions where work is in progress or track faults are noted, or where track geometry exceeds specified limits for the specified maximum speeds. Procedures are in place for track patrollers to implement restrictions to operations at short notice. Further limitations may be imposed by the Council based on the results of incident investigation, audit, or management review. The limitation procedures are reviewed by the Consulting Engineer in communication with the Way and Works Manager, and the Council as part of the audit and review processes, and through incident investigation. 20.3.2 PERMANENT WAY Track Geometry Standards for track geometry are based on the Australasian Railway Association (ARA) Code of Practice for Track and Civil Infrastructure dated 10th March 1997, and are detailed in the Infrastructure Manual. Tolerances are established for track gauge, design speed limits, minimum curve radius, curve transitions, minimum spacing of tracks, maximum gradients, alignment, cross level, and twist. Where necessary, different tolerances are specified for new work and existing tracks.


Rail The principal rail section in use is Victorian Railways ‘H’ in 75lb/yd (38kg/m), although a variety of sections are in use in turnouts and sidings. (See Infrastructure Manual). The minimum weight of material is 60lb/yd (30kg/m)

Rail wear limits are considered where gauge varies from standard.

Rails are inclined at a rate of 1 in 20 by the progressive addition of sleeper base plates. Rails in turnouts are not inclined.

Rails are primarily laid in 23’ lengths joined mechanically with fishplate and bolt assemblies of channel/flat combinations, and angled plates. Short sections of special length rails exist, both shorter and longer than 23’. Rail joins are evenly spaced.

Limited numbers of welded 75H rails have been acquired and are in place primarily in the Drysdale Yard. These rails were welded by the Victorian Railways into 90’ lengths, but have been cut to around 45’.

80lb rail in lengths up to 90’ are being progressively laid between Queenscliff and Laker’s Siding

Level crossings are being re-laid in rail of either 94lb or 107lb. Points and Crossings

All turnouts are regauged Victorian Railways designed assemblies, with all relevant standards applying, except for turnout length and curve radius which are reduced in proportion with the track gauge. Details of the types in use and locations are included in the Infrastructure Manual. Wheel back-to-back gauge limits conform only to the standards adopted by the previous owners of the vehicles.

Sleepers

Sleepers are primarily of Red Gum timber, although other types of timber have been used, and a small number of steel sleepers are in use.

New timber sleepers are approximately 2000mm x 250mm x 125mm. A proportion of sleepers used by Victorian railways at 9’ length are still in use, but are progressively being replaced by 2000mm items.

Sleeper spacing varies as Victorian Railways standards for 75H rail was progressively upgraded from 8 per 23’ to 11 per 23’. Much of the track is presently at 9 and 10 per 23’.

Ballast Sub grade ballast is heavy crushed blue metal. Upper levels are primarily crushed blue metal and quartz gravel laid to Victorian Railways cross section diagrams for 1600mm track. Soil, ash, clay, gravel and scoria are also present in the ballast in places. Maximum Permissible Axle Load The maximum axle loads on vehicles in use are V class steam and X class diesel locomotives, which have maximum axle loads less the 15 tonnes, which is considerably less than axle loads of Victorian Railways vehicles which previously operated over the line. Where additional vehicles are considered for operation, the Consulting Engineer will assess the axle loading and appropriate maximum speed in each case.


Maximum Permissible Operating Speed The maximum permissible speed is recommended by the Consulting Engineer based on the assessed condition of the track. Lower maximum speeds may be set be the Way and Works Manager. 20.3.3 BRIDGES Loadings The sole remaining trestle bridge was designed and constructed to relevant Victorian Railways standards. Maintenance standards and limitations on railway operations are determined by the Consulting Engineers. Design of any new bridge structures is supervised and approved by the Consulting Engineers. The structure loading standard applied is Coopers E40. Over Road Clearance There are no over road structures on the Bellarine Railway. 20.3.4 TUNNELS There are no tunnels on the Bellarine Railway. 20.3.5 STRUCTURES Design Standards The design of structures supporting railway loading is supervised and approved by the Consulting Engineers, who refer to relevant engineering principles and standards. Other structures are designed in accordance with relevant standards and statutory requirements. Location/Siting

Platforms are located at Queenscliff, Swan Bay, Laker’s Siding, Suma Park, and Drysdale

Two tracks access the Railway Workshop at Queenscliff

Two inspection pits are located in the ‘East’ yard at Queenscliff, an at Laker’s Siding

Numerous culverts of various sizes are located throughout the line

A turntable is located at Drysdale and Queenscliff

Locomotive Watertanks are located at Queenscliff and Drysdale More detailed description of the location and layout of structures is provided in the Infrastructure Manual. Compliance with Statutory Requirements Structures constructed since the introduction of the Order-in-Council and current lease have been required to comply with relevant Local Government building and planning regulations. Construction Tolerances Tolerances for construction of structures are determined where appropriate by the Consulting Engineers.


Track Clearance Standards The general standard for track clearances is based on standards of the Victorian Railways. The 1963 VR structure gauge is adopted as the general standard for siting of structures. Modifications to standards for siting of passenger platforms and watertanks have been undertaken to suit the rollingstock in use. The actual sitings of relevant structures with relation to the track are recorded as part of the track inspection process, and known violations of the general standard are listed in the Infrastructure Manual. Limitations on railway operation based on the siting of structures are listed in the Operations Manual. Allowances in the siting of structures are made for the effect on vehicle outline limits of track curvature and transitions. Details are provided in the Infrastructure Manual. 20.3.6 SIGNALLING SYSTEMS Train signalling systems are designed, installed, and maintained in accordance with the requirements of the Tourist Railway Rules and General Instructions, 1997, under which the Bellarine Railway operates. These requirements are based on standards developed by the Victorian Railways. Descriptions of the signalling systems in use are included in the Infrastructure and Operations Manuals. All new signalling equipment is thoroughly tested prior to commissioning. Following maintenance activities or damage, an authorised Points and Signals Maintainer shall test the equipment to ensure its proper operation. Procedures for testing and the treatment of defective signalling systems are included in the Tourist Railway Rules and General Instructions, 1997. 20.3.7 COMMUNICATION SYSTEMS Communications systems used are designed, installed and maintained in accordance with any statutory requirements, and with applicable railway engineering or telecommunications principles and standards. Section 11 of the Tourist Railway Rules and General Instructions, 1997 concerning communications systems must be complied with. 20.3.8 ELECTRIC POWER SUPPLY Supply systems for electric power used for lighting and general use are designed, installed, and maintained in accordance with any statutory requirements, and only by suitably qualified persons. Lighting is provided at platforms at Queenscliff and Drysdale. General power is used at Queenscliff and Drysdale Stations, and in the Queenscliff Railway Workshops. There is no traction power supply on the Bellarine Railway. 20.3.9 WORKSHOPS/DEPOTS A depot facility is located at the East end of Queenscliff Yard. This is enclosed by a wire fence, with road access gates at either end; and rail access via four tracks through the western end. Its purpose is for the secure storage of rail and road vehicles, materials, and equipment, and for the safe separation of works areas from visitors. Within the depot is located the Queenscliff Railway Workshop, which consists of a locomotive service area, a locomotive running and repair shed, a carriage workshop, a machine shop, and an office/amenities block


area. Virtually all vehicle maintenance activities are carried out within the Workshops facility. Rail access to the workshops is from two tracks entering from the west end. Other large access doors are located on the south side of the carriage workshop, and on the north side of the machine shop. A workshop is in development at the western end of the Laker’s Siding depot facility. 23.3.10 INFRASTRUCTURE MAINTENANCE Inspection Inspection schedules for track and structures are based on the 10/3/97 draft ARA Code of Practice for Track and Civil Infrastructure, and on the requirements of the Tourist Railway Rules and General Instructions, 1997, which must be complied with. These standards specify that tracks must be inspected on each day a passenger train operates, or every three days a non-passenger train operates, to check for track and structure soundness, and to monitor track surface conditions. The principal means of these ‘daily’ inspections is by Hirail road-rail vehicle, which is equipped with necessary materials for minor repairs and measurement of track surface faults. On-train inspections are required at least every six months for a visual inspection and check of vehicle ride. Thorough inspections at low speed or on foot are required at least every four months for running lines, and every twelve months for sidings and crossing loops. Detailed measurements of track geometry are required at Thorough inspections. Irregular inspections are called for in the event of incidents such as landslips, floods, earthquakes, heavy rain, or reports of defect from train crews or other railway workers. Particular items or sections may be noted for more frequent inspections due to noted deterioration or poor condition. Such inspection details are recorded in the Track Inspection Register. An engineer’s inspection is carried out each year for the purpose of certification. Track inspections may only be carried out by authorised persons. Detailed requirements of items to be checked by each inspection type are included in the Infrastructure Manual. Maintenance Scheduling Maintenance schedules are devised based on the findings of track inspections. The Consulting Engineer prepares an annual report on the track and structures summarising recommendations for works to be completed for the coming twelve months. Based on this and the findings of Daily, Thorough, On-train, and Irregular inspections a works schedule is maintained, prioritising works for completion. This is updated on a regular basis based on the findings of subsequent inspections, and on works completed. General target maintenance schedules for sleeper renewals and other component replacement are detailed in the Infrastructure Manual. Operating Standards Procedures for the conduct of maintenance activities including resource requirements are detailed in the Infrastructure Manual. As a general guide, procedures specified in the Victorian Railways Institute Permanent Way Correspondence Course (1947) are followed. The Way and Works Manager is responsible for ensuring that works undertaken can be completed to a satisfactory standard given available resources, and for ensuring that all maintenance workers utilise safe practices and methods. Temporary speed restrictions or other limitations to operations may be imposed based on maintenance requirements, or as a result of defects detected.


All Infrastructure maintenance and inspection procedures are subject to review by the Consulting Civil Engineer in conjunction with the Way and Works Manager, and by the Council as part of the Incident investigation, Audit, and Management review processes. Information Systems Maintenance and inspection activities are recorded in the Track Inspection Register, and on worksheets for Thorough Inspections. The Works Schedule is used to provide an updated list of works priorities. Rail Defect Criteria Rail defects are assessed on a case-by-case basis by track patrollers. If necessary, rails with suspected defects may be subject to closer or more regular inspections to determine the urgency of replacement.

20.4 Vehicle Aspects 20.4.1 LIMITATION ON RAILWAY OPERATIONS The principal procedure for determining limitations on vehicle operation is through the annual certification inspection by the Consulting Mechanical Engineer, where vehicle condition is assessed with reference to the operational demands required. Other limitations may be imposed by the Rollingstock Manager or their representative resulting from inspections or maintenance requirements. Further limitations may be imposed by the Council as a result of the findings of investigation, audit, or management review. Limitation procedures are reviewed by the Consulting Engineer in consultation with the Rollingstock Manager, and by the Council as part of the incident investigation, audit, or management review processes. 20.4.2 GENERAL VEHICLE CHARACTERISTICS Vehicle Description

All vehicles for which certification is sought are described in detail in the Rollingstock Manual. Vehicle Identification and Number of Vehicles in Class Vehicles are classified using the numbering systems of their previous operators. Vehicle class and number is painted onto the exterior of the vehicle for ready identification. Most classes of vehicle have only one example, and several have two. Mass of Vehicle Vehicle mass is listed in the description section of the Rollingstock Manual. For operational use, vehicle mass is included in the vehicle registers on the main noticeboard, and is often painted onto the vehicle exterior.


Safe Lifting of a Vehicle Details of any lifting points provided are included in the description section of the Rollingstock Manual. Emergency Towing Provisions There is no specific provision for the emergency towing of Bellarine Railway vehicles, other than maintenance vehicles with towing points. The use of these is described in the Rollingstock Manual. Any emergency towing of locomotives, passenger or goods vehicles, or railmotors must be authorised and supervised by the Rollingstock Manager, or an authorised Rollingstock Repairer. Interior Configuration The internal configuration of passenger carrying vehicles is described in the description section of the Rollingstock Manual. Internal and External Door Configuration Location and locking arrangements of internal and external doors on passenger carrying vehicles is described in the Rollingstock Manual. Access Between Vehicles Some vehicles include the provision for passenger access between vehicles. Such vehicles, and the type of connection provided are described in the Rollingstock Manual. Safe Handling Provision of steps and handrails is described in the Rollingstock Manual. Adequate steps and handrails are provided for required usage. 20.4.3 CLEARANCE BETWEEN VEHICLES, VEHICLE LOADING AND INFRASTRUCTURE Vehicles were designed with appropriate clearances for the infrastructure of the railway system from which they originated. The narrow gauge rollingstock is in all cases of a smaller outline limitation than the broad gauge Victorian Railways standards which are adopted for the siting of structures. Where structures have been re-siting to achieve compatibility with narrow gauge rollingstock, this has been conducted in consultation with the Civil Engineer, to ensure adequate clearances are maintained. Vehicles are generally not loaded outside their appropriate loading gauge. Out of gauge loadings are conveyed only in accordance with General Instruction 8.12.1 of the Tourist Railway General Instructions, 1997, which stipulates prior permission from the Traffic Manager, attachment only to non-passenger carrying trains, and careful examination of loads by Guards at Stations. The Infrastructure Manual details structures which do not comply with the Victorian Railways structure gauge; and all out of gauge loads must make sufficient allowances for these structures. 20.4.4 VEHICLE DESIGN AND STRUCTURE Vehicle Design Criteria


Design criteria for vehicles are the standards adopted by the organisations responsible for the design or manufacture of the vehicles concerned. Operational limitations based on design criteria are established where deemed necessary by the Consulting Mechanical Engineer, or the Rollingstock Manager. Vehicle speeds are low by comparison with previous users, but where necessary, lower maximum speeds may be set by the Consulting Mechanical Engineer or Rollingstock Manager, than those imposed by the Consulting Civil Engineer based on infrastructure condition. Compatibility

Couplers: A range of types of couplers are in use, reflecting the different origins of the vehicles. Some conversion works have been undertaken in consultation with the Mechanical Engineers in order to standardise the main coupling system in use to screw link and hook with side buffers. Some restrictions on vehicle compatibility apply which are described in the Rollingstock and Operations Manuals. Incompatible vehicles must not be coupled, except where approved transition devices are used.

Draft Gear: A range of types of draft gear are in use, reflecting the different origins of the vehicles. Any restriction on railway operations based on graft gear will be imposed by the Consulting Mechanical Engineer.

Brake Systems: Two principal types of brake system are used on Bellarine Peninsula Railway vehicles, being standard air and vacuum systems, again reflecting the different origins of the vehicles. Operational limitations are imposed by the incompatibility of brake systems. In order to reduce limitations are number of vehicles have had dual system braking installed. Such systems have been designed with reference to Consulting Mechanical Engineers. Brake systems for each vehicle are described in the Rollingstock and Operations Manuals.

Electrical Connections: Electrical connection systems between vehicles in use are multiple-unit control systems, 24 volt carriage lighting connections, and 240 volt general power connections. Vehicles so fitted are described in the Rollingstock Manual, as are procedures for connecting and disconnecting (also see Operations Manual).

Road Vehicle Transfer: Road vehicle transfer is undertaken on a case by case basis, with special requirements determined by the road transport company, in consultation with the Rollingstock Manager.

Bogies: Bogies may only be interchanged between different classes of vehicle in consultation with the Mechanical Engineer.

Train Performance Monitoring & Event Recording Some locomotives are equipped with ‘Hasler’ speed and time recorders. Procedures for their use are included in the Operations Manual. Charts from the recorders may be used as part of incident investigation. Portable GPS equipment is also used in vehicles to give a speed indication. The information from this equipment may be saved for a pre-determined period. Details for the use of this equipment are included in the Operations Manual. Safety Margins Design safety margins would have been determined by the organisations responsible for the design and manufacture of each vehicle. Safety margins may have been altered by modification works during each vehicle’s time in use with other organisations. Safety margins may be reviewed by the Consulting Mechanical Engineer. Any instances of derailment, uncoupling, fouling, instability, or disturbance to the


track will be investigated thoroughly to the satisfaction of the Council, and the Consulting Mechanical Engineer. 20.4.5 PASSENGER AND CREW FACILITIES Security

No carriages with sleeping accommodation are used for that purpose whilst trains are in motion.

Door locking arrangements are usually square-key locks. Other vehicles have outward swinging doors which are securely latched when closed. The door locking arrangements are included in the Rollingstock Manual, and procedures for checking that outward swinging doors are securely closed are contained in the Operations Manual.

Emergency Alarm Systems The only emergency alarm fitting on Bellarine Railway vehicles is the emergency brake valve contained in each guard’s van. Air-conditioning No Bellarine Railway vehicles are fitted with air-conditioning. Windows Details of glazing and windscreen wiper fittings are included in the Rollingstock Manual. Demisters or rear vision facilities are not fitted. Noise Levels Internal and external noise levels are consistent with standards applied at the time of construction, and the types of materials used in construction. Emergency Lighting

Most vehicles have no provision for emergency lighting. Those that do are diesel locomotives and railmotors fitted with batteries, which are described in the Rollingstock Manual. Disabled Passenger Facilities Special provisions are not made in vehicles for disabled passengers. Most carriage doors are too narrow for access by non-folding wheelchairs, except for luggage doors in guard’s vans. A small number of carriages have wider doors are clear areas where wheelchairs may remain while the train is in motion. These are described in the Rollingstock Manual. Platforms and toilets at Queenscliff and Drysdale are accessible for wheelchairs.


Water Supply Some vehicles are fitted with water supply systems for drinking, hand basins, or toilets. Those so fitted are described in the Rollingstock Manual. Toilet Facilities and Disposal Arrangements Some vehicles are fitted with ground discharging toilet compartments. Those so fitted are described in the Rollingstock Manual. Platform and/or Ground Access All passenger carrying vehicles are fitted with steps and handrails to facilitate ground loading. All vehicles currently used for passenger carrying are suited to platform loading. Seating Configuration and Capacity General seating configurations and capacities (both seated and standing) are described in the Rollingstock and Operations Manuals. Guards are responsible for ensuring that vehicles do not become overloaded. First Aid Equipment All trains carry first aid kits for basic medical attention. Emergency Equipment Railcars are fitted with portable fire extinguishers. All trains equipped with lighting and 240V power systems in operation carry portable fire extinguishers. Knapsack sprays are carried on all trains during fire danger periods. Tools Tools and other equipment as deemed necessary by the Rollingstock Manager for minor repairs are carried on all vehicles. Radio Facilities Vehicles fitted with permanent train-to-base radios are described in the Rollingstock and Operations Manuals. Other vehicles, such as most guard’s vans, are fitted with aerial facilities for portable train-to-base radios. These are also described in the Operations and Rollingstock Manuals. Crew Cabin Configuration Descriptions of vehicle crew cabin configurations are included in the Rollingstock Manual. Some locomotives position the driver on the left had side, and some on the right, reflecting the standards of their previous operators.


External Audible Warning Devices All steam locomotives are fitted with operating steam whistles, and diesel locomotives and railmotors with air trumpets. 20.4.6 FREIGHT VEHICLES The permissible loadings and load restraint equipment for freight vehicles are described in the Rollingstock Manual. 20.4.7 LOCOMOTIVES Tractive Effort Locomotive tractive efforts and load limits are described in the Operations and Rollingstock Manuals. Rail Sanding Equipment Locomotives fitted with rail sanding equipment are described in the Operations and Rollingstock Manuals. Lighting Detailed descriptions of locomotive lighting fitted are included in the Operations and Rollingstock Manuals. 20.4.8 TRAIN EXAMINATION Procedures are in place for the regular examination of all vehicles in use on the railway, and for the results of these examinations to restrict the use of vehicles where necessary. Detailed descriptions of the examination schedules and instructions of items to be checked are included in the Rollingstock Manual. The principal means of examination is an annual certification carried out by the Consulting Mechanical Engineer. This determines the availability of vehicles for use in the following twelve months, subject to proper inspection and maintenance being carried out. The Consulting Engineer may place restrictions as seen fit on the operation of the vehicle. Further limitations are established through the adoption of tolerances for various vehicle components, which are detailed in the Rollingstock Manual. When in use, vehicles are subject to daily inspections prior to the first train by the driver, or an authorised train examiner to determine their fitness for service. These inspections must be carried out in accordance with the requirement of General Instruction 8.9 of the Tourist Railway Rules and General Instructions, 1997, and in accordance with the requirements of the Vehicle Daily Inspection as detailed in the Operations and Rollingstock Manuals. Brake operation examinations must also be carried out prior to each departure. Maintenance examinations are also carried out based on kilometres run since or time elapsed since last examination. These inspections are carried out in accordance with the requirements of the Vehicle Maintenance Exam as detailed in the Rollingstock Manual. Special examinations may be ordered at any


time by the Consulting Engineer, or by the Rollingstock Manager, and for the inspection of particular vehicle components such as brake cylinders, are conducted to a standard schedule. Procedures are in place for the special inspection prior to movement of non-certified vehicles, or vehicles out of service due to maintenance, including inspection requirements, and restrictions on operation. These procedures are described in the Rollingstock Manual. All inspections completed must be signed off on the appropriate form by the examiner, with faults noted logged, and where necessary, green or red cards affixed to the vehicle concerned (in accordance with General Instruction 8.9.3 of the Tourist Railway Rules and General Instructions, 1997), and repair cards filled out. Exam results and repair cards are filed in the appropriate vehicle file, for reference by vehicle repairers. Repairs made are logged on the appropriate repair card, and in the vehicle log book. The train examination procedures are established, maintained, and reviewed by the Rollingstock Manager, the Consulting Mechanical Engineer, and the Council as part of the incident investigation, internal audit, or management review processes. 20.4.9 VEHICLE MAINTENANCE AND REPAIR Procedures for vehicle maintenance and repair are described in the Rollingstock Manual. Maintenance standards are determined by the Rollingstock Manager in conjunction with the Consulting Engineer, incorporating requirements for inspections and certification, and various condemnation criteria to be applied. In general terms, the principle of good workmanship is applied to all vehicle maintenance and repair. For general maintenance tasks, a range of reference documentation is used to determine the necessary procedures and standards for works on each type of vehicle. This documentation is held in the Queenscliff Railway Workshops for reference by authorised Rollingstock Repairers, who lead maintenance works on vehicles. Where a task is to be attempted for which no reference documentation is held, expert sources outside the organisation may be sought to provide the necessary information. No maintenance or repair works are undertaken without some form of precedent, documentation, or expert advice. Procedures are reviewed by the Rollingstock Manager, Consulting Engineer, and Council, as part of the incident investigation, internal audit, and management review processes, and in the light of information from outside the organisation.


21 Asset management

21.1 Works and procedures

All works performed on items of rolling stock and infrastructure that fall under the descriptions referred to in any BR policies and procedures are to be in accordance with such policies and procedures, with the monitoring and auditing of such works to be in accordance with procedures as defined in Section 8.

21.2 Rolling stock and infrastructure life cycle

As the aim of the BR is to preserve and operate heritage rolling stock in a period atmosphere, the commonly accepted form of life cycle is not appropriate in that the aim is to maintain the existing in operational condition, rather than replacing and decommissioning the item.

To meet the needs of BR, the common life cycle format has been amended in that steps 12 and 13 return back to the design stage at the point where normally an item would be decommissioned (step 14).

This allows for the design of an item to be revisited to determine if any safety or other improvements can be made as part of the modification or refurbishment.

Decommissioning and disposal are still factors in the process, however it is usually a component which has been renewed rather than a whole item of rolling stock or infrastructure. The decommissioning and disposal of the component still need to meet the requirements of the SMS, and any environmental or other legislated disposal criteria.

The following diagram shows the life cycle process as adopted by BR.


BR life cycle process

Step 1 – BR Safety Management System

Step 6 – Operational Trials of Item

Step 3 – Works

Step 4 – Documentation and

Reports Supporting the Trial

Step 2 – Design of Item

Step 15 - Fail

S

tep

14 –

Mon

itor

Perf

orm

ance o

f Ite

m,

Mon

itor

Com

plia

nce a

ga

inst

BR

Safe

ty M

anag

em

ent

Syste

m

Step 5 – Notification to ONRSR

Step 7 – Operational Trial Reports and Documentation

Step 8 – Notification to ONRSR of Results

(when required)

Step 9 – Item Commissioned

Step 10 – Maintenance Systems

Step 12 – Modification

Step 11 – Refurbishment

Step 13 – Decommission

or Disposal


21.3 Rolling stock

Rolling stock operated by BR is primarily ex Government Railway rolling stock owned by BR. In some cases, rolling stock originating from other railways and rolling stock owned externally are also operated, either under a loan agreement or under an operating agreement.

Refer to Sections 19 and 20 for further regarding the provision of rolling stock, its maintenance requirements, and the standards used to determine the vehicle’s integrity and safety.

Rolling stock is maintained and overhauled based on operational and conservation requirements, as determined by the Council, in consultation with the Consulting Mechanical Engineer. Operational requirements are generally much less intensive than when the vehicles were in commercial service.

21.4 Track

The total system comprises 16.5 km of narrow gauge 1067 mm single track (excluding sidings and yards) constructed to the standard Victorian Government Railway specifications. All pointwork on the line is manually operated.

Refer to Sections 19 and 20 for further regarding the provision of track, its maintenance requirements, and the standards used to determine integrity and safety.

Track is maintained and rebuilt based on operational requirements, as determined by the Council, in consultation with the Consulting Civil Engineer. Operational requirements are generally much less intensive than when the track was originally designed for.

21.5 Signalling system

Mechanical and electrically operated signalling is installed as required to ensure the safe separation of trains.

Refer to Sections 19 and 20 for further regarding the provision of signalling, its maintenance requirements, and the standards used to determine integrity and safety.

Signalling is maintained and rebuilt based on operational requirements, as determined by the Council, in consultation with the Consulting Civil Engineer.

21.6 Other infrastructure

Other Infrastructure, such as bridges, culverts, and platform faces, pits, station buildings, signage, workshops and roadways, are monitored and maintained as part of the maintenance program managed by the Way & Works Manager.

Infrastructure is maintained and rebuilt based on operational and conservation requirements, as determined by the Council, in consultation with the Consulting Civil Engineer, and other advisers as required.


22 Safety Interface coordination

The Council is responsible for identifying and recording interfaces between BR operations, other organisations, and individuals. A Proforma Interface Agreement is used as the basis for all Interface Agreements. An Interface Register is kept which is reviewed by the Responsible Officer each year to determine whether any changes have arisen with interfaces.

The primary interface is between BR and motor vehicles at road crossings along the railway. One of the crossings is on a road maintained by Vic Roads, with others maintained by Borough of Queenscliff and City of Greater Geelong. There are also a small number of private crossings which lead to private farm properties, and pedestrian crossings.

BR will implement arrangements with Vic Roads and the Councils that allow the Responsible Officer to raise with the Vic Roads Traffic Engineer and Council's Traffic Engineer any issues regarding the maintenance of the level crossings, including the condition of warning signage on approach roads. BR negotiates directly with private property owners regarding the maintenance and other requirements of private crossings.

Other interfaces include those with services and utilities which intersect the railway either under the track or above it, or utilise the rail reserve. Individual access and license arrangements are maintained with the service and utility providers.


23 Management of notifiable occurrences

BR facilitates the involvement of authorised authorities in the notification and investigation of any occurrence involving BR rail operations.

The Council investigates occurrences to determine what happened and to discover all contributing factors.

The level of investigation is determined broadly by the severity, or potential outcome of the incident.

Item accident or incident category

Severity level

Required information

1 An accident or incident that results in major consequences, for example, extensive property damage or fatalities or serious personal injuries.

Detailed report of a systemic nature.

The report must include:

a description of the occurrence

the consequences that resulted

the contributing factors established by the investigation

the safety actions arising from it.

2 An accident or incident involving appreciable property damage but with only minor injuries. Includes an accident or incident that had the potential to be more serious, possibly involving death.

A brief report including analysis of the incident and, where appropriate, including those matters listed for a severity level 1 accident or incident.

3 An incident of minor consequence with either no damage or only superficial damage or injury where it is unlikely that a more serious incident may have occurred.

An initial occurrence report prepared and retained for trend analysis and, where possible, a brief report including analysis of the incident.

Escalation of the reporting criteria may occur:

at the request of ONRSR or other government agency or regulator

at the request of the various Managers

at the request of the Council.

When an occurrence happens on the BR staff report the occurrence on an Incident / Defect Report Form (MF 02) to the Responsible Officer.

The Responsible Officer arranges for regulatory notification as required.

Railway Managers must ensure that preservation of evidence requirements are met for any investigative processes.


23.1 Information to be sourced for the investigation

Staff are required to provide the following details for all occurrences:

where the occurrence happened

when the occurrence happened (date and time)

details of damage

action taken in response

train crew names

any other relevant and appropriate information.

These details shall be submitted on an Incident / Defect Report Form (MF 02).

Evidence shall be collected whenever possible, be it physical items, documentation, electronic, or photographic records, together with a list of witnesses, with their addresses and telephone numbers

23.2 Investigation team

For level 1 and 2 investigations, the investigation team shall consist of:

the worker(s) involved (& representative if desired)

the worker’s supervisor (or deputy)

the Responsible Officer

representatives from the Council

and may also involve:

witnesses to the occurrence

representatives from other affected stakeholders

any other person as requested by one of the above.

In circumstances where the scope of the accident or incident exceeds the competencies or qualifications of the Investigation Team, assistance shall be sought from suitably qualified persons.

23.3 Investigation results

The recording of all accidents and incidents that require investigation shall be the responsibility of the Responsible Officer.

All investigations shall be tabled in a report which details the circumstances of the occurrence, the cause if determinable, and any recommendations for actions or improvements. A spreadsheet is used to record all details of investigation causal factors and corrective actions and to permit easier analysis of trends.

Any regulatory requirements in relation to submission of investigation reports must be complied with by the Responsible Officer.

Any recommendations made in an investigation report are considered promptly by the Council, and implemented as necessary.

As part of the SMS Review process (see Section 10), all Investigation Results shall be tabled and compared with previous accidents and incidents to determine any trends or patterns. Investigation results shall also be incorporated into the risk assessment process as appropriate.

Action required as a result of an investigation, such as changes to procedure, shall be the responsibility of the Responsible Officer to ensure it is followed through.

http://documents/060711%20%2026.1%20Incident%20Report%20Form_TER%20F%20009.doc


24 Rail safety worker competence

GSPS Council develops and regularly reviews position descriptions for all rail safety work. These reviews identify the competencies deemed necessary to ensure that the person undertaking the duties has the knowledge, skills and experience to carry out the duties in a safe manner.

All personnel working on site including contractors are progressively being trained to online induction and safety unit TSA1-BR Bellarine Railway Track Safety Awareness. This unit highlights basic personal safety requirements for working in the rail environment.

All BR personnel hold rail safety qualifications and/or competencies appropriate for their positions, and are regularly assessed for necessary competencies related to their work responsibilities. Competencies and training requirements for the railway are detailed in the Safety & Audit Manual (MM 04) with courseware, training materials, and assessment materials located in the folder in the railway’s office.

Competency assessments are organised by the relevant Managers with competency requirements aligned when possible to the competency units developed for the Australian Qualifications Framework by TDT Australia. When possible, assessments are carried out using a Registered Training Organisation. In cases where there is no appropriate course available, however, assessments are carried out by people within the organisation who have qualifications and/or experience in the field of expertise being assessed.


25 Security

25.1 Security of rail operations

BR is committed to the safety and security of its passengers and staff, protection of its unique rail assets, and the prevention of damage to its operational infrastructure as a result of crimes to people or property, including vandalism, sabotage or terrorism.

All risk assessments and reviews carried out on policies and procedures of the railway include identification of any security risks as part of the determination of the risks of the process or activity.

25.2 Responsibilities for security risks

The relevant Manager is responsible for the implementation and maintenance of all security arrangements for their area of responsibility. Where appropriate, the Responsible Officer refers security incidents to local police for further investigation.

BR personnel are responsible for reporting, security related incidents, using the Incident Report Form (MF 02).

BR personnel are provided with information relating to security through:

distribution of copies of security information to relevant personnel

inclusion of security matters in the periodic Operating Procedures Bulletin

25.3 Monitoring & Review of security risks

The Council reviews the risk assessments and associated security controls as part of its general review of the railway’s operations.

In carrying out the risk assessments, assistance may be sought from local police, emergency services personnel, and the local council to determine the risks and controls.

Data collected from Incident Reports was also utilised, and individuals and/or specific workgroups within the railway were consulted for input.


26 Emergency management

26.1 Emergency planning

As a rail infrastructure manager and rolling stock operator, BR must prepare an Emergency Plan for the railway which must address:

the consequences of a major incident occurring

methods to prevent an emergency from escalating

initial response procedures for dealing with an emergency and the provision of rescue services

recovery procedures for the restoration of rail operations and for the assistance of persons affected by the occurrence of an emergency

the allocation of roles and responsibilities to persons employed by the rail operator relating to emergency management, including arrangements for communication and co-operation between organisations in the event of an emergency

processes for the training of personnel who will be responsible for implementing the emergency plan and arrangements to maintain the competence of those persons in emergency management

call-out procedures

the allocation of personnel for the on-site management of the emergency

procedures for liaison with relevant emergency services, including information about the circumstances in which the emergency services should be immediately contacted

procedures to ensure that emergency services are provided with all the information that is reasonably required to enable them to respond effectively to an emergency

the intervals within which the plan must be reviewed, being intervals not longer than three years.

The Council will work in conjunction with the emergency services, and any government agencies with emergency management functions that relate to the railway or its surrounds, to develop the BR Emergency Management Plan (MM 02) that takes into consideration all of the components and requirements suggested by each organisation.

26.2 Copies of the emergency management plan

Controlled copies of the BR Emergency Management Plan are located at key locations around the railway, including in some rolling stock, the locations being detailed in the Document Control Record on the first page of the BR Emergency Management Plan.

26.3 Review and revision of emergency plan

The Council will ensure the currency of the emergency plan annually as part of the Management Review process, and will review the emergency plan in conjunction with the emergency services and government agencies:

at intervals as specified in the developed emergency management plan (being intervals of not greater than 3 years), or

following the occurrence of a major incident on the railway, or

following the occurrence of a major incident on another railway, which highlights a gap in the BR Emergency Management Plan.

26.4 Details of the emergency plan

All other details and requirements are contained in the BR Emergency Management Manual (MM 02).


27 Health & Fitness

BR complies with the requirements of the National Standard for Health Assessment of Rail safety workers (NSHARSW) in managing the health and fitness of its rail safety workers.

The duties and medical requirements for all rail safety workers and non-rail safety worker positions have been documented in each Position Description. Each position has been assessed for risk and categorised according to the NSHARSW using the Rail Safety Worker Health Risk Assessment Template.

Relevant personnel are medically assessed in accordance with the NSHARSW and copies of the completed health assessments are held by the Rail Safety Records Officer.

BR arranges for personnel to have a medical assessment using a Medical Practitioner approved by BR. It also reviews any assessment conducted on behalf of another railway operator to ensure that the level of health assessment performed by the original rail organisation is equal to or greater than that required for the tasks performed by the person at BR.

No one is allowed to carry out rail safety work unless they have been certified fit for the work according to the NSHARSW.

Where a health assessment indicates a temporary or permanent medical impairment that prevents a person carrying out Category 1 or 2 work, BR considers whether the person is fit for Category 3 or 4 work or other alternative duties. BR tries to involve workers as far as their health and fitness safely allows.

The Rail Safety Records Officer or delegate will monitor medical certificate expiry dates and issue reminders for listed workers scheduled for expiry within 30 days. This information will be supplied to relevant Managers to ensure that workers are removed from duty should their medical certification expire.

The following categories of rail safety tasks exist:

Category 1: High Level Safety Critical Worker (HLSCW)

Category 2: Safety Critical Worker (SCW)

Category 3: Around the track personnel (ATTP) in an uncontrolled environment

Category 4: Around the track personnel (ATTP) in a controlled environment.

The NSHARSW requires periodic health assessments at the following intervals:

Category 1

Before commencing Category 1 tasks, then

Every five years to age 50, then

Every two years to age 60, then

Yearly

Category 2


Every five years to age 50, then

Every two years to age 60, then

Yearly

Category 3


At age 40, then


Every five years

Category 4

No periodic health assessment required

In addition, health assessments may be triggered by:

an extended period of ill health reported to the Manager

a traumatic event

an incident or

a request from the worker

Triggered health assessments are arranged by the relevant Manager as needed.

The NSHARSW utilises the following forms as part of the health assessment process:

Safety Critical Worker Health Assessment Request and Report Form

Safety Critical Worker Notification and Health Questionnaire

Safety Critical Worker Health Assessment Record

Screen-Based Equipment Examination Request and Report Form

Screen-Based Equipment Eye Examination Record for Health Professional

Track Safety Health Assessment Request and Report Form

Track Safety Health Assessment Record

Following the health assessment, the rail safety worker will be identified by the health professional as:

fit for duty

fit for duty subject to review

fit for duty subject to job modification

temporarily unfit for duty subject to review

unfit for duty

The date and result of the health assessment and any conditions are entered in the Record of Medicals along with the anticipated date of the next health assessment in accordance with the requirements of the National Standard.

The Responsible Officer ensures that necessary arrangements are made following the health assessment. For example:

where the worker is identified as being fit for duty subject to other conditions or job modifications, the Responsible Officer arranges with the relevant Manager, and in consultation with the worker, for modifications to be made or conditions to be observed

where the worker is identified as temporarily or permanently unfit for duty, the Responsible Officer arranges alternative duties in consultation with the worker and the relevant Manager.

Short term and casual workers or volunteers may on occasions be involved in some activities covered in the

perimeter of rail safety work, such as cleaning, assisting in the maintenance of track (labour only), painting

or similar works on infrastructure or rolling stock.

Several groups of workers fall onto this category. For instance; employment scheme attendees, referred

volunteers, or contractors. Their involvement is short or fixed term, or casual. These workers are not subject

to a health assessment but may only perform tasks if they:


are working in a controlled environment, either when no train operations are being carried out, or in

an area away from train movements

have a demonstrable ability to perform the tasks required (physically and mentally) and are aware

of relative safety issues, or have an ability to learn and be assessed by an appropriately trained

worker who is subject to a health assessment

are supervised while working by an appropriately trained worker who is subject to a health

assessment and have all tasks checked upon their completion by an appropriately trained worker

who is subject to a health assessment.


28 Drugs & Alcohol

The Rail Safety National Law prohibits a person who is under the influence of alcohol or drugs from carrying out rail safety work.

The BR Alcohol and Drugs Control Policy (MP 02) prohibits any person who is affected by drugs and alcohol from taking any part in its operations, whether rail safety work or non-rail safety work. Personnel are required to advise their supervisors if taking any medication which may affect performance.

BR managers rely on visual and verbal assessments to form a reasonable impression as to whether a person's behaviour is affected by drugs or alcohol. To determine whether a person is affected by alcohol or drugs, a breath test and/or other analysis may be arranged with the local police, or an authorised service provider. In these cases the manager must refer the matter to the Responsible Officer.

A person may wish to challenge the decision which prevents them from taking part in BR operations due to the belief they are affected by drugs. To do this, the person must be referred to a qualified medical practitioner for drug urine analysis.

BR has arrangements with local police to undertake post-incident drug and alcohol testing on an as-required basis.


29 Fatigue Risk Management

BR is aware that fatigue may be an issue for its personnel. To support train operations some personnel may commence duties from 0600 hours to prepare rolling stock for service, while the need to shunt and stable rolling stock after a day's operations may require some staff to work until 0000 hours (midnight). BR rosters its staff in such a way that no one works for extended periods and that BR staff have appropriate rest breaks.

The following fatigue management conditions apply to all BR personnel:

All workers must have a minimum of 8 hours off between shifts (10 hours for drivers).

All workers must not work more than 12 hours on any shift

All workers must not work more than 5 hours on any one portion of a shift without a meal break

Minimum meal break duration must be 20 minutes

No more than 12 shifts may be worked in any 14-day period

BR is also aware that staff could become fatigued mixing their normal working hours with work for BR. The above conditions are to be followed taking into account other activity considered to be work.

Supervisors rely on visual assessment to ensure personnel are sufficiently rested and alert to perform their duties. Personnel are encouraged to report any feelings of fatigue so they can be given the opportunity to rest.


30 Resource Availability

GSPS Council manages the key resource requirements for railway operations together with appointed Railway Managers. These are grouped as follows:

Rolling stock – adequate available vehicles including spares for services programmed to operate.

Maintenance and overhaul planning are key elements together with identifying any opportunities for additional or replacement vehicles. Availability of facilities, equipment and tools to support maintenance and overhaul activities is also considered as part of planning.

Infrastructure – serviceability of infrastructure available for service, and planning of maintenance and renewals access are the key considerations. Sourcing suitable materials for component renewals on either a new or second hand basis is of primary importance. Availability of equipment and tools to support maintenance and renewals work is also considered in all planning.

Labour – access to the required skilled labour is of critical importance, as in many cases voluntary labour input is needed to support a not-for-profit cash-flow positive heritage railway organisation. Planning for labour across all aspects of the railway operation is a critical activity.

Financial – supporting railway operations with sufficient funds for operational and capital expenses is a key activity for GSPS Council. Funding can be sourced from a range of activities including the railway operations themselves together with a range of other sources.

Operations Planning – railway services offered and agreements entered into are analysed by GSPS Council to ensure the activities can be adequately supported

Ensuring current and future resource availability is a key focus for GSPS Council and Railway Managers.

SAFETY MANAGEMENT MANUAL - Bellarine Railwaybellarinerailway.com.au/.../2018/...Manual-Rev-06.pdf3...

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