Severn Trent Water Telecommunications Policy and Access Procedure
Contents STW Telecommunications Policy: 5-12 Health and Safety: 13-18 Access Procedures:19-30 2 STW LSH Sites Access Policy [Controlled / protected]
Overview This document has been set out in the form of a presentation to provide telecommunications companies and their contractors with the procedure to follow to ensure safe working on STW land and buildings. The aim is to provide a system for full compliance with STW s statutory obligations and safety policies whilst encouraging the use of its land and buildings by telecommunications operators where this is appropriate. 3 STW LSH Sites Access Policy [Controlled / protected]
Administration of Policy and Access Procedure Lambert Smith Hampton have been appointed as managing agents by STW and will act as a central point of contact for all telecoms enquires and access requirements with the exception of out of hours emergencies. Lambert Smith Hampton will arrange all pre-build accesses and prestart meetings. Site Access Requests should be arranged via:- http://www.lsh.co.uk/site-access-tool/severn-trent-water-telecoms/home 4 STW LSH Sites Access Policy [Controlled / protected]
Policy As with any commercial organisation STW looks to maximise income from its land portfolio in order to generate income that helps to keep water charges as low as possible. The management of our telecoms portfolio is just one of many income generating streams of the property portfolio. The use of mobile phone technology provides obvious benefits to Severn Trent Water and to society as a whole. However, the use of the land to accommodate new installations should be precautionary and this means adopting the applicable recommendations of the Government; public health bodies and Industry best practice. 5 STW LSH Sites Access Policy [Controlled / protected]
Policy The first point of contact for mobile network operators proposing to install a base station on Severn Trent Property should be via Severn Trent Water s managing agent, Lambert Smith Hampton (LSH) LSH will compile an outline proposal and checklist to allow the initial assessment of the proposal by Property Services and the Operations site manager. The recommendation will clearly highlight any issues and allocate the proposal a Green, Amber or Red status. This rating and supporting information will be submitted to STW for ratification and approval by Property Services and Operational site manager. 6 STW LSH Sites Access Policy [Controlled / protected]
Design Antennas on water towers and existing buildings should be located to minimise visual impact. Fixings must preserve the integrity of the structure and may be specified by STW. Equipment cabins should be located externally unless the site has a dedicated radio room. Size, location and colour must be appropriate to the site. Radio masts and cabins must be located away from underground apparatus. Mains record drawings will be provided where possible but tracing may be necessary in certain cases. Screening or colour coding of equipment cabins and cable trays may be required and should be considered when proposing equipment locations. The location of cabins must consider the impact of noise pollution. Underground cable troughs are to be preferred to overhead cable ladders as a means of linking to the equipment cabin. Troughs require heavy duty vehicle covers. The design must consider site security and incorporate a separate fenced access where possible to maintain the existing integrity of the site. 7 STW LSH Sites Access Policy [Controlled / protected]
Acquisition/Upgrade Drawings Operators must provide sufficiently detailed scale drawings to show all build/upgrade proposals. These must include: Antenna location and fixings equipment cabinets cable runs and trays dedicated electricity supply and communication cable routes security fencing and screening warning sign location PDF copies of the proposal drawings should be provided to Lambert Smith Hampton via email or online. Any required amendments will be notified to the operator, or their agents, by return. Where appropriate, proposals will be assessed by the STW Supervising Operational Site Manager and STW Property Services Full construction drawings are required when operators request the pre-start meeting. To avoid delay these must accord with the approved proposal drawings. 8 STW LSH Sites Access Policy [Controlled / protected]
Planning Operators will be required to confirm they have obtained any necessary planning consent prior to completion of legal documentation, or build access, if earlier. Queries raised by STW customers may be directed to the operator/local Planning Authority. Sensitive sites may require landscaping to form part of the planning application. 9 STW LSH Sites Access Policy [Controlled / protected]
Legal Documentation Telecommunications operators will be required to complete Standard STW legal documentation as required by the agreed Multi Site Agreement (MSA) in force, or under a standard STW lease/licence at the discretion of Severn Trent Water. Completion of this documentation will generally be required prior to access. Wayleave documentation will be completed separately with the appropriate service provider; the form of wayleave documentation and route of all power and communication cables will be at the discretion of Severn Trent Water. 10 STW LSH Sites Access Policy [Controlled / protected]
Early Access Early access will not generally be permitted Exceptions may be made where the standard STW early access agreement has been signed by the telecommunications operator and there is an agreed form of lease/licence. Full details available from Lambert Smith Hampton on request 11 STW LSH Sites Access Policy [Controlled / protected]
STW Site Acquisition Flow Chart New Telecomms Enquiry End Site not nominated End Not Agreed No LSH request STW Ops & Property Services for in principle clearance yes Site visit arranged by LSH LSH collate site specific information LSH negotiate terms with operator LSH undertake STW consultations Operator provides proposal draw. Drawing Survey/MSV Site nominated Agreed Operations, Estates Recreation, Legal, Property Services LSH prepare formal recommendation for STW Approved Yes cleared No End Legal Completion Operator provides method stat. etc LSH arrange pre-start/build Operators instal.report & Final inspection Operator instructed to complete re-instate. No Yes LSH issue legal instructions Early Access End STW signs instal.report. returns to LSH Yes Approved No 12 STW LSH Sites Access Policy [Controlled / protected]
Health & Safety Severn Trent Water has a Mobile Phone Masts Safety Standard and a Managing Contractors & Suppliers Standard which provide information and guidance on what the business must do to comply with the H&S legislation and protect its employees, contractors and customers. A copy of these Standards can be made available if required. 13 STW LSH Sites Access Policy [Controlled / protected]
Health and Safety Policy Telecommunications operators must provide STW with a copy of their current Health and Safety Policy on request. Access may be withheld if this document has not been provided. This will be assessed by STW in accordance with their own Health and Safety standards. Once accepted by STW the H&S document will be held by Lambert Smith Hampton and made available as required to STW, their agents and contractors. Updates to the Health and Safety Policy must be notified to STW. 14 STW LSH Sites Access Policy [Controlled / protected]
Risk Assessments & Method Statements All works must comply with the requirements of the STW Managing Contractors & Suppliers Standard. All access, other than initial ground level surveys, will require a site specific Risk Assessment & Method Statement (RAMS). They must be submitted for approval prior to any work commencing. All RAMS must accord to the telecoms operators current Health and Safety Policy, as submitted to STW. They should detail proposed working methods and outline safety measures needed to control the hazards identified. 15 STW LSH Sites Access Policy [Controlled / protected]
Hazards RAMS must address all risks associated with the work to be undertaken. STW will help address specific site hazards risks by identifying them to the operator/contractor, upon request for access, on the form Site Hazard Check List. (SHCL) The provision of the SHCL and the subsequent checking of the RAMS does not relieve the operator/contractor of any of his responsibilities for Health and Safety. The contractor alone is responsible for the day to day safety of their employees and others who may be affected by the work. Operators and Contractors must be aware of site security and abide by STW s closed gate policy. Any radiation risks and associated exclusion zones must be highlighted. 16 STW LSH Sites Access Policy [Controlled / protected]
Approval and Supervision Proposals may require independent assessment which will be notified to the operator prior to the assessment. If the operator wishes to proceed, all costs of the assessment and any required design changes will be met by the operator. For example: Water Towers may require structural reports and access to restricted areas may require periodic sampling e.g. bacteriological testing of potable water. Specific proposals may require on site supervision the costs of which will be met by the operator. Supervision requirements will be notified upon request for access. 17 STW LSH Sites Access Policy [Controlled / protected]
Warning Signs In addition to meeting the statutory notification requirements telecoms operators must ensure: All antenna and equipment cabins carry an identification sign naming : the operator any appropriate hazard sign and a 24 hour contact telephone number. 18 STW LSH Sites Access Policy [Controlled / protected]
Access - Principles All access arrangements must comply with the requirements of STW including the Managing Contractors & Suppliers Standard. The STW site manager will always be responsible for the site, including the authorisation of access requests The procedure will apply to all STW sites unless determined otherwise by the site manager. (e.g. access to STW non operational land) The STW site manager will have regard to STW Health and Safety Standards when assessing operators/contractors RAMS. Contractors are responsible for ensuring all information contained in RAMS is passed to all sub-contractors. 19 STW LSH Sites Access Policy [Controlled / protected]
Site Security - General STW operate a security system in order to comply with their statutory requirements. For the majority of sites, operators will have their own locks on site. Where this is not possible, the issuing of site gate keys or current codes for combination locks, where necessary, will be the responsibility of the site manager. Keys for some sites, due to security requirements, may not be issued at all and operator locks not permitted. In such cases this will be identified to the operator and a system of accompanied visits set up to maintain access. 20 STW LSH Sites Access Policy [Controlled / protected]
Site Security Keys (1) The issuing of site gate keys, where appropriate, will be the responsibility of the site manager. Keys must be collected for every visit. The loss of keys by a nominated key holder ( including his/her agents and contractors) will lead to keys being withdrawn. STW will reserve the right to temporarily withdraw all keys should higher security levels be imposed. Emergency access will be maintained during the period of increased security by supervised site visits. Rights to withdraw keys are reserved as a reasonable instruction by STW managers to maintain security. The loss of keys may require the replacement of an entire suite of locks and the operator/contractor will be charged accordingly. 21 STW LSH Sites Access Policy [Controlled / protected]
Site Security Keys (2) In order to restrict access, the majority of locks are suited which results in a single key giving access to a large number of sites and buildings. The loss of a single key can have a significant impact on the business and could result in the need for large numbers of locks to be replaced. It is therefore essential that all these keys can be accounted for and that staff take responsibility of keys issued to them. For this reason, the ST Site Manager will maintain a log of issued keys consisting of contact details, level of access and time scales. The log will provide a complete audit trail including delivery, issue and return of all keys. Where keys are issued (and this applies only to a small number of sites) they are issued directly by STW to the contractor who will be visiting site for that day only. Keys are released by the authorising site manager in line with their specific site processes and only once LSH completed the access request/rams process and the site manager has confirmed approval. 22 STW LSH Sites Access Policy [Controlled / protected]
Site Security Keys (3) Issued keys are subject to the following conditions: The key will be used exclusively in the performance of official duties, as authorised by Severn Trent (ST). The key must be kept in a secure place when not being used and should never be left in a vehicle or site cabin. Only the key holder or standby key holder can use the key. It must not be loaned to colleagues or any other party including sub contractors. Personal details of key holder s will be kept on file in accordance with the Data Protection Act. In the event of a security incident these details will be made available to Police and Government security agencies. Any applicant requesting access must provide names and contact details of the key holder for the visit. The key must be returned on completion of use. If returned by post than it must be sent by recorded delivery. Failure to return the key could result in police action being taken. Damage or loss of the key must be reported to LSH or your ST contact immediately. The issuing depot or office should check the applicant has prior authorisation prior to releasing keys and then advises LSH or the site manager if a key is lost, damaged or not returned. Under exceptional circumstances, issued keys may be recalled and access to sites revoked without warning. 23 STW LSH Sites Access Policy [Controlled / protected]
Site Access Policy Overview (1) Access is controlled by LSH to ensure works are permitted and do not impact on the delivery of water supply or waste services. All access requests must be submitted via LSH s online access request site: http://www.lsh.co.uk/site-access-tool/severn-trent-water-telecoms/home 24 STW LSH Sites Access Policy [Controlled / protected]
Site Access Policy Overview (2) Requests must be submitted online, together with all necessary drawings, consents and health & safety documentation appropriate to the proposed work. A minimum of 7 working days' notice is required to arrange access and the acceptance of documentation by Lambert Smith Hampton and Severn Trent Water. Incomplete forms will not be processed. Access cannot be arranged by phone. 25 STW LSH Sites Access Policy [Controlled / protected]
Site Access Procedure 1 4 main categories of access exist: Survey build maintenance and emergency. Several sub-categories also exist. In all build cases (new sites, upgrades, variations or additional equipment) the operator must have obtained property approval clearance before initiating the access procedure and provide evidence of consent on request. Upon receipt of completed information, a request will be forwarded to the relevant Severn Trent Site Manager. 26 STW LSH Sites Access Policy [Controlled / protected]
Site Access Procedure 2 If the works are substantial or in proximity to sensitive areas, further information may be requested by Severn Trent Water. Authorisation to Enter a Severn Trent Water Site Form will be issued at this time at the discretion of the Site Manager. Once consent has been granted by Severn Trent and all of the above documents have been completed LSH will advise the requestor that consent is granted together with conditions of entry. Severn Trent Water reserves the right to charge a fee for access should personnel be required to attend to facilitate access or oversee the works. 27 STW LSH Sites Access Policy [Controlled / protected]
Site Access - Completion of Works A Confirmation of Works form must be returned to LSH within 5 workings days of completion of the works. This will trigger a site inspection by STW site manager with the contractor/operator being asked to return if the site has not been left to their reasonable satisfaction. 28 STW LSH Sites Access Policy [Controlled / protected]
Emergency Site Access An online request must be submitted for all Emergency requests; reasonable justification and details of the emergency must be provided. Emergency Out of Hours access only to be made via STW Network Control Centre in COSC on. 0800 783 4444 29 STW LSH Sites Access Policy [Controlled / protected]
Site Access Costs Where appropriate, Severn Trent will have to assign technicians from other water related duties to accompany these visits. Severn Trent Water will endeavour to accommodate access requests particularly in the event of an emergency however; this is not guaranteed and depends entirely upon the availability staff and other planned works on site which may take precedence. Failure to attend an arranged appointment or failure to give required 48 hours cancellation notice will result in a supplementary charge on top of the hourly rate to cover administration costs. 30 STW LSH Sites Access Policy [Controlled / protected]