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EL-018   Reviewed 17/07/2021

EM-005-00 Procurement and Contract Management

(National Regulations – schedule 1 cl 18)

OTHR must ensure that procurement and contract management procedures consider safety aspects.

Under the law, OTHR will be held directly accountable and responsible for safety within the scope of their operations. Under both the rail safety law and prevailing workplace health and safety laws, it is not possible to contract out any safety responsibilities. This means that OTHR is responsible when someone is contracted to do rail safety work.

OTHR must ensure it  understands what they need to do and how they can manage procurement and contractors, if considering whether or not contractors are performing rail safety work.

A contractor is someone who is not employed and who is engaged to perform rail safety work for OTHR. When OTHR engages a contractor to perform tasks designated as rail safety work, the contractor is considered to be a rail safety worker.

This may be on a single or ongoing basis. There is no requirement for a physical ‘contract’ between OTHR and the contractor, so long as there is an arrangement to do work.

Examples of contractors could include:

  • An external maintainer engaged to maintain a specific locomotive type;
  • A training organisation to perform competency assessments;
  • An Engineer engaged to develop standards;
  • A consultant engaged to certify track post maintenance works;
  • An engineman engaged through a labour hire company on a short-term basis;
  • An engineer who is de-commissioning a steam locomotive;
  • A consultant who is facilitating operational risk assessments;
  • A motor mechanic who is servicing a Road Rail Vehicle.

OTHR must ensure that contractors who are to perform rail safety work are able to demonstrate that they are Fit for Duty under the National Health Assessment Standard for Rail Safety Workers (see Element 27 Health and Fitness) before they are engaged to commence rail safety work.

In relation to procurement, OTHR should consider how and what they purchase and the impact on safety. This will include a statement on how safety is considered when buying products or services.


EM-005-00 Procurement and Contract Management 01072021

EM-005-01 Procurement and Contractor Management 01072021


OTHR SMS-Element-18-Procurement-and-Contractor-Management-Contractor-Letter



GV-001-00: Governance and Internal Control Arrangements

(National Regulations –schedule 1 cl 4)

OTHR will ensure that members of the Management Committee and those in Management Positions have sufficient knowledge to manage its rail operations. ‘Sufficient knowledge’ includes that those occupying positions on the Management Committee and Management positions understand:

  • what risks have been identified, and are in a position to question and query the management of those risks; and
  • whether or not OTHR is compliant with its obligations under the law.

This includes that they are able to determine:

  • if the safety management system (SMS) is working effectively, and
  • that risks are being identified, assessed and managed so far as is reasonably practicable; and
  • that risk controls are regularly reviewed and updated accordingly.
  • that OTHR Management Committee has implemented systems and procedures to ensure that decisions or directions made by them that affect rail safety are being implemented effectively.

Members of the OTHR Management Committee and Management Positions must ensure that they understand their legal governance obligations.

OTHR Management Committee Members, Managers and Supervisors must also understand that they have personal as well as professional obligations under the law. Those members who undertake Rail Safety Work are required to comply with the contents of the OTHR SMS, to identify opportunities for improvement, to follow reasonable instruction and to keep themselves safe, while not endangering others.

OTHR’s safety culture is positive and supports reporting from the ground upwards in a structured and transparent process. These obligations have been clearly articulated in job /role descriptions and included in inductions in order that all position holders are clear on the expectations of their roles.

Associated Documents

HP-012        Reviewed 08/12/2016

OTHR has the following insurance coverage, and current insurance certificates can be viewed by clicking on the links below:

Insurance:  Broadform Liability
Exp Date:     30/09/2016
Insurer:        Transport NSW
Amount:      $150M+
Certificate: Oberon Tarana Heritage Railway Inc.- Signed Certificate of Currency (1)

Insurance:  Public & Products Liability
Exp Date:     15/02/2017
Insurer:        LCIS
Amount:       $20M (Static Risks)
Certificate:   2014 LCIS Public & Products Liability

Insurance:  Association and Officials
Exp Date:     15/02/2017
Insurer:        LCIS
Amount:       $2M
Certificate:   2014 AssociationLiability

Insurance:  Volunteers Accident
Exp Date:     15/02/2017
Insurer:        LCIS
Amount:       Death & Capital $100K
Certificate:   2014 PersonalAccidentVolunteers

GV-002-00: Management Structure Roles and Responsibilities

(National Regulations –schedule 1 cl 5)

A key component of a safe workplace is that OTHR Members understands what they are required to do, how to do it, what they have authority to do it, and what the roles and responsibilities of others are.

OTHR Members must have a clear understanding of what they can and cannot do and must normally operate within the bounds of those tasks/duties.

OTHR has developed an organisation chart which details the allocation of key safety roles and identifies those roles with specific responsibilities. OTHR will ensure that each role has a Position  Description which details:

  • Responsibilities;
  • Accountabilities; and
  • Level of authority.

The competency that is required to hold each position and carry out the role is documented in the Position Description for each of these positions. Position holders will be required to sign their Position Description as confirmation of their understanding of their accountabilities and responsibilities.

OTHR Management Structure, Roles and Responsibilities Procedure describes the hierarchy of authorities for Management Committee and Line Management positions.

All rail safety workers and people with safety responsibilities are expected to work within the limits of their authorities and only when competent to do so.

Organisational structure and changes to authorities and accountabilities are considered as part of the risk assessment process, when a change that may affect rail safety occurs.

OTHR Associated Documents:

GV-002-00 Management Accountabilities and Responsibilities 01072021

GV-002-01-Management Accountabilities and Responsibilities Procedure 01072021

SOP-016 Events Management 15th May 2020

F-005 Internal Audit Form 12th May 2020

F-014 Audit Non Conformance Report 30 May 2020

F-016 External Audit Report 30th May 2020

RM-009 Risk Register 090516

RM-001 Risk Management Procedure OTHR working 130912 ID


F-042 Audit pol-007-audit-policy-230916Schedule and Log 190812

File name: HP-005 Reviewed 12th May 2020

Last updated: July 25, 2021 at 20:06 pm

EL-013    Reviewed 16/07/2021

IM-003-00: Consultation

(National Regulations – schedule 1 cl 13)

When an SMS is established, changed, or reviewed, OTHR will consult with key personnel which may include:

  • Regulatory authorities;
  • Personnel likely to be affected by the SMS (principally rail safety workers);
  • Health and Safety Representatives;
  • Local government and state organisation; and
  • Other, rail transport operators with which the OTHR interacts.

The following have been identified as relevant contacts to be consulted with, when reviewing or varying relevant parts of OTHR’s SMS:

  • OTHR rail members, volunteers, and rail safety workers;
  • Regulatory Authorities – ONRSR, Dep Fair Trading, NSW Heritage Council;
  • Oberon Local Council where road or public interfaces may be affected;
  • Roads and Maritime where road or public interfaces may be affected;
  • Police, Ambulance and Fire Services where Emergency and Security Management are affected;
  • John Holland Rail for changes to access and changes to accreditation; and
  • Adjoining property owners and land users where operations may impact on them.

OTHR will use the following methods of consultation:

  • Risk assessment as part of the change management process, key stakeholders are included in the discussions;
  • Regular volunteer and/or operations meetings;
  • Information on Notice Boards or websites seeking feedback from rail safety workers; and
  • Emails to OTHR members, volunteers, and rail safety workers.


IM-003-00 Consultation 01072021

IM-003-01Consultation Procedure 01072021



OTHR Associated Document


Last updated: July 23, 2021 at 8:19 am

EL-014      Reviewed 16/07/2021

IM-002-00: Internal Communications

(National Regulations – schedule 1 cl 14)

OTHR has provisions for effective internal communication of safety related information to ensure that OTHR provides its rail safety workers with information about the SMS, and also encourages rail safety workers to identify and report safety and other issues.

OTHR has established standard procedures for communication to its members, volunteers and rail safety workers which include:

  • Identifying those who need to receive information about the SMS;
  • Establishing methods of consultation to be used by OTHR;
  • Establishing mechanisms to communicate which include:
  • Safety policy displayed on the noticeboard;
  • The steps to report an incident or accident (including the process for contractors);
  • Regular newsletters to provide updates on the SMS or incidents that have occurred;
  • Procedures for incident reporting displayed on noticeboards;
  • Implementing a process to review document/procedural changes at sign on;
  • Inclusion of information in toolbox talks;
  • Discussions at Committee/Board meetings and volunteer briefing sessions;
  • Changes discussed at safety meetings;
  • Reporting of items to the Executive Committee or Board.

The Safety Manager has responsibility for the implementation of the SMS and for ensuring that internal communication procedures detailed in the SMS are followed.


IM-002-00 Internal Communications 01072021

IM-002-01 OTHR Communications Procedure 01072021

OTHR Associated Documents:


Last updated: July 23, 2021 at 8:20 am

HP-007       Reviewed 

IM-001-00: Document Control and Information Management

(National Regulations –schedule 1 cl 7)

OTHR has developed systems and procedures to control and manage documents and data relevant to the safe management of its railway operations as follows:

  • A naming /numbering convention for all documents, including policies, procedures and forms included in the SMS, has been developed;
  • Each document is numbered, named, and a version date and version number for each document created and recorded;
  • Safety records have been identified and included in the system as controlled documents;
  • A register of controlled documents has been prepared;
  • The register is updated with the new details each time a document is amended;
  • A process to create and record safety procedures/documents has been developed;
  • Controlled documents are reviewed in accordance with SMS Review Process;
  • Changes to controlled documents are communicated in accordance with Internal Communication Procedures; and
  • SMS documents are electronically stored and backed up independently, physical documents are stored in accordance with OTHR Document and Data Control Procedure.


IM-001-00-Document Control and Information Management

IM-001-01-OTHR-Document and Data Control Procedure 01072021

IM-001-02-OTHR-Controlled Document Register-01072021

OTHR Associated Documents:

POL-005 Document and Data Control 220216 (1)

F-001 Document Forwarding110509

F-020 Mngrs Checksheet Outgoing Documents 020609

POL-008 Communication Policy 140816


Last updated: July 22, 2021 at 6:35 am

EL-030-1        Reviewed 23/07/2021
GV-003-01: Resource Availability
(National Regulations – schedule 1 cl 30)

OTHR as an accredited rail operator will have sufficient resources to operate its railway safely. Resources includes access to financial resources as well as equipment and people. These resources include:

  • Appropriate funding and insurance;
  • People are competent to operate, inspect and maintain the rollingstock and/or infrastructure;
  • Risk management skills are available; and
  • Engineering support is available.

OTHR has identified the resource requirements to operate its railway and has developed and implemented the following processes to ensure compliance with this element of its SMS:

  • Business plan prepared;
  • Annual budget developed;
  • Insurance cover obtained;
  • Minimum numbers of rail safety workers required have been identified and included in organisational structure;
  • Training plans for members and volunteers developed;
  • Volunteer recruitment strategies developed;
  • Consultancy firms that may assist in providing resources identified;
  • Maintenance plans that describe how assets are managed and maintained included in Engineering Management;
  • Procurement processes;
  • Technical experts used to certify assets identified and agreements established.
Associated Documents

GV-003-01 Resource Availability 01072020

GV-003-02 Resource Availability Procedure 01072020

POL-009 Purchasing Policy 27 June 2018

F-035 Donated Item Information Sheet



Last updated: July 23, 2021 at 10:21 am


GV-003-00: Regulatory Compliance

(National Regulations –Schedule 1 cl 6)

OTHR will maintain systems and procedures to maintain an up to date awareness of the Rail Safety National Law (RSNL) and other relevant safety legislation including Work Health and Safety Laws for the location in which it operates.

To ensure compliance with this Element, OTHR has introduced systems and procedures to ensure that:

  • All persons who have access to the OTHR website has access to the OTHR Notice of Accreditation;
  • Current copies of RSNL and Regulations, and other relevant legislation are available via the OTHR Website (also available ONRSR website).
  • OTHR Managers and supervisors have been instructed in how to access the RSNL and Regulations, including codes of practice, guidelines, and fact sheets;
  • The Safety Manager will ensure Acts and Regulations are reviewed and monitored to ensure that they are current;
  • All OTHR policies and procedures will be developed in accordance with RSNL and regularly reviewed to maintain compliance;
  • The OTHR Key Contact when notified of a change to legislation, will ensure that it is passed on to relevant OTHR personnel and systems updated; and
  • The Management Committee will ensure that any changes to RSNL, Codes of Practice, Guidelines, Fact Sheets, and other relevant legislation will be tabled for discussion at Committee Meetings for discuss

The relevant legislation that applies to the OTHR operations are:


National Legislation:

NSW Legislation:

OTHR is also subject to the various legislation enforced by the following NSW Government Departments:

Accreditation under the Rail Safety Act

Associated Documents

GV-003-00 – Regulatory Compliance – 01072021

GV-003-01 Regulatory Compliance Procedure 01072020