Arboricultural Association Contractors Approval Checklist
Becoming an Arboricultural Association Approved Contractor means that you measure up to a rigorous examination of your arboricultural experience, knowledge, and qualifications. Guaranteeing our clients the highest level of landscaping and tree care is a top priority, which is why we have maintained these meticulous standards since 1989. See the detailed approval checklist the Arboricultural Association uses to assess applicants below.
Learn more about our other industry associations and accreditations here.
To be Completed by the Approved Contractor
| Full Contractor Name: | Ryland Horticulture Ltd. | ||
| Business Address: (®istered address if different) | Rylands, 159 Long Ridge lane, Upper Poppleton, York. YO26 6HA | ||
| Meeting Point: (for Assessor if different to above) | |||
| 1stNamed Manager: | 2ndNamed Manager: | ||
| 1st Named Manager Email: | 2nd Named Manager Email: | ||
| General Email: | rylands@rylandhorticulture.co.uk | Admin Email: | |
| Finance Email: | Website: | www.rylandhorticuture.co.uk | |
| Phone No: | 01904 799032 | Mobile No: | 07860145791 |
| Total No of All Staff[1]: | Total No of Arb Staff[2]: | ||
Staff Listing – including business owner/admin staff etc.
(Continue on separate sheet if necessary)
| Name | Position | Full or Part Time | Employed or Sub-Contractor | |
| √Full Time oPart Time | √Employed oSelf-employed | |||
| oFull Time √Part Time | √Employed oSelf-employed | |||
| √Full Time oPart Time | √Employed oSelf-employed | |||
| √Full Time oPart Time | √Employed oSelf-employed | |||
| √oFull Time oPart Time | √Employed oSelf-employed | |||
| oFull Time oPart Time | oEmployed oSelf-employed | |||
| oFull Time oPart Time | oEmployed oSelf-employed | |||
| oFull Time oPart Time | oEmployed oSelf-employed | |||
| oFull Time oPart Time | oEmployed oSelf-employed | |||
| oFull Time oPart Time | oEmployed oSelf-employed | |||
| Enforcement action You must provide details of any enforcement notices or prosecutions etc. served on your business in the last 3 years by: Health & Safety Executive (HSE) or local authority (LA) in respect of breaches of H&S legislation, Environment Agency (EA) or local authority (LA) in respect of breaches of environmental / pollution control legislation,Local planning authority (LPA) or Forestry Commission (FC / DEFRA) in respect of breaches of tree protection legislation, Police (wildlife protection) or English Nature / DEFRA in respect of breaches of wildlife protection legislation,Trading Standards / local authority in respect of breaches of consumer protection legislation. A notice or prosecution will not debar your business from SSIP / TrustMark registration by the AA, nor approval as an ArbAC, but failure to declare one will. APPLICABLE?√ No o Yes (if yes provide details and evidence of corrective actions) | ||||
Declaration Statement:
I confirm that in addition to the above information, the following Scheme requirements are also current/compliant/legal/in place etc as appropriate and applicable:
- Insurances, i.e., employers’ liability, public liability, motor vehicle, professional indemnity etc.
- Licences, i.e., driving licences, HGVs, and Operator’s Licence.
- LOLER, certificates of ‘through examination’ etc for all qualifying equipment and machinery.
- RIDDOR reports to HSE (including internal procedures for investigating ‘near misses’ etc).
- CoSHH assessments, risk assessments, method statements, safe systems of work (AA/FISA guidance adherence etc).
- Training/competence certificates, including First Aid, NPTCs, Lantra and update/refresher training etc.
- Monitoring procedures for H&S compliance/practice and work quality standards (including records where applicable).
- Periodic H&S meetings/updates, including communications/consultations with employees/staff.
- Arboricultural technical knowledge and general H&S knowledge CPD/updates etc.
- Adherence to the Scheme rules and Code of Ethics and Professional Conduct.
Signature*: Name
* Can be electronic or typed but please ensure this completed document is saved as a Word document – i.e., not a pdf.
To be Completed by AA Staff
| Business Size: | Micro (1-5 people) o Small (6-9) | o Medium (10-19) | o Large (20+) | o Exception – HB 4.6 |
| Audit Type: | oInitial Assessment | oReassessment | þDesktop Audit(DTA) | |
| Duration: | þ 1 day | o2 days | o3 days | o (TBC) |
| Companies House: | o Business Name | o Directors | o Registration Date | |
| HSE Actions: | o Prosecutions and/or Enforcement Notices | SSIP DTS: | o Scheme (Exp-Date) | |
| Approval Expiry Date: | 22ndFebruary 2024 | Audit Date: | ||
| Auditor: | Paul Smith | Outcome: | ||
| Ref. ¹ | Criteria¹ (H&S compliance subject²) ¹ based on SSIP Core Criteria 1-12 ² refer to full scheme standards document for further details | Submitted (if not, state why not) | Contractor Comments Please add any additional detail here eg “document last reviewed on …” | Compliant * For AA HQ Use Only | Further Actions * For AA HQ Use Only | |||||||||
| 1 | Health & Safety Policy & Responsibilities A copy of your current, signed & dated health & safety policy statement, with defined responsibilities e.g. company structure chart – type dependent on business size: Fewer than 5 employees = basic policy6-19 employees = detailed policy20 or more employees = full H&S management system e.g. HSG65 | √Yes | o YesoNo | |||||||||||
| Auditor Comments: | ||||||||||||||
| 2 | Arrangements H&S Policy arrangements must include: How you deal with work at height including: reference to theICoP; and a clear decision-making processincorporation of back-up systems when climbing | oYes | o YesoNo | |||||||||||
| At least 2 COSHH assessments – 1 of which must be biotic e.g., tree saps/OPM | oYes | o YesoNo | ||||||||||||
| PUWER inspection records including:at least 1 vehicle; and2 other machinerye.g. chainsaw/chipper | oYes | o YesoNo | ||||||||||||
| LOLER thorough examination including at least:2 climbing kits; and 1 rigging kit; and2 interim e.g. weekly inspections | oYes | o YesoNo | ||||||||||||
| Fire Risk Assessment (FRA) including:Premises FRA production / reviewFire extinguisher checks procedure and inspectionsPAT testing / equipment inspections (as applicable) | oYes oYes oYes | o YesoNo o YesoNo o YesoNo | ||||||||||||
| Drug & Alcohol Arrangements / Policy Currently optional but recommended to be included. | oYes | o Yes o No | ||||||||||||
| Occupational Heath Arrangements / Policy (incl. stress / mental health & fatigue) Currently optional but recommended to be included. | oYes | o Yes o No | ||||||||||||
| Behavioural Management & Safety Arrangements / Policy Currently optional but recommended to be included. | oYes | o Yes o No | ||||||||||||
| Auditor Comments: | ||||||||||||||
| 3 | Competent advice – corporate and construction related. H&S advice/guidance (sources); and | oYes | o YesoNo | |||||||||||
| ‘Competent H&S person’ details (training/qualifications/experience etc. including for ‘yourself’ if nominated) | oYes | o YesoNo | ||||||||||||
| Auditor Comments: | ||||||||||||||
| 4 | Training and information Training/skills record (covering all relevant training including induction, NPTCs, First Aid and Manual Handling etc); and | oYes | o YesoNo | |||||||||||
| Refresher/future training/CPD proposals (suitable for the size of business and scope of work undertaken) | oYes | o YesoNo | ||||||||||||
| Auditor Comments: | ||||||||||||||
| 5 | Individual qualifications and experience Qualification/experience record (covering all relevant qualifications e.g., NPTCs, Lantra Awards and First Aid etc); & | oYes | o YesoNo | |||||||||||
| Future qualification proposals (suitable for the size of business and scope of work undertaken) | oYes | o YesoNo | ||||||||||||
| Auditor Comments: | ||||||||||||||
| 6 | Monitoring, audit, and review To state your system for monitoring, auditing & reviewing your policies and procedures & to include compliance (H&S) site safety inspection records. Safety performance (operations): Businesses fewer than 5 employees= not requiredBusinesses 6-19 employees = 2 completed copiesBusinesses 20 employees or more= 5 completed copies | oYes on/a | o YesoNo on/a | |||||||||||
| Auditor Comments: | ||||||||||||||
| 7 | Workforce involvement To state your means of communications with the workforce and to include staff meetings/H&S toolbox talks (minutes or records of recent events): Businesses less than 5 employees =not requiredBusinesses more than 5 employees= 2 copies (Structure and style to be suitable for size of business) | oYes on/a | o YesoNo on/a | |||||||||||
| Auditor Comments: | ||||||||||||||
| 8 | Accident reporting and enforcement action; follow up investigation. We expect you to have satisfactory arrangements for recording, reporting, and investigating accidents and incidents. Your arrangements should clearly define your reporting procedure for all RIDDOR reportable events. Please provide: Evidence of your arrangements; and | oYes | o YesoNo | |||||||||||
| Details of two recent accidents or incidents to include:how they were investigated; and actions taken to prevent recurrence. (One event will suffice for ‘small’ businesses) | oYes | o YesoNo | ||||||||||||
| Please also provide figures for any accidents/ incidents in the last 3 years in the table below: | oYes | o YesoNo | ||||||||||||
| Year Ending | Fatal | Major Injury or Over 7 Days | Non-reportable | Dangerous Occurrences | Reportable Ill-health | Near Misses | ||||||||
| 0 | 0 | 0 | 0 | 0 | 0 | |||||||||
| 2023 (to date) | ||||||||||||||
| 2022 | ||||||||||||||
| 2021 | ||||||||||||||
| Auditor Comments: | ||||||||||||||
| 9 | Sub-contracting/consulting procedures (if applicable) Sub-contractor engagement (including freelance climbers etc) competence checklist/arrangements details. Monitoring/inspections records to be submitted. | oYes on/a | o YesoNo on/a | |||||||||||
| Auditor Comments: | ||||||||||||||
| 10 | Risk assessment leading to a safe system of work. Please provide: Generic risk assessments for all tree work operations (‘suitable and sufficient’ for business size/sectors serviced and covering occupational health issues, e.g., HAVS). | oYes | o YesoNo | |||||||||||
| Site specific risk assessments:Businesses less than 5 employees = 2 completed copiesBusinesses from 6-19 employees = 4 completed copiesBusinesses 20 employees or more = 6 completed copies | oYes | o YesoNo | ||||||||||||
| Method Statement/safe system of work: covering a complex operation and suitably detailed with a clear safe system of work outlined. | oYes | o YesoNo | ||||||||||||
| Auditor Comments: | ||||||||||||||
| 11 | Co-operating with others and coordinating your work with that of other contractorsMethod Statement / safe system of work: covering a complex operation and suitably detailed with a clear safe system of work outlined including working alongside other contractors. This may be included in 10 above if MS is suitable. | oYes | o YesoNo | |||||||||||
| Auditor Comments: | ||||||||||||||
| 12 | Welfare provision Welfare arrangements (description of available facilities, e.g., washing, toilet, eat/drink facilities) in the workplace, i.e., office/depoton site/multiple sites | oYes oYes | o YesoNo o YesoNo | |||||||||||
| Auditor Comments: | ||||||||||||||
| Appx A | Environmental Policy / ArrangementsProduce a written policy identifying those operations undertaken by the company that may create pollution risks and/or waste generation and state what controls/prevention are in place to minimise any risk identified. | oYes | o YesoNo | |||||||||||
| Auditor Comments: | ||||||||||||||
| Appx B | Insurances Please supply electronic, scanned copies of your: Current employers’ liability insurance.Current public liability insurance; andProfessional indemnity insurance | oYes oYes oYes on/a | o YesoNo o YesoNo o YesoNo | |||||||||||
| Auditor Comments: | ||||||||||||||
| Appx C | SSIP Safety Scheme Membership If you are a current member of any other SSIP registered safety scheme (CHAS/SafeContractor/ SMAS) or if you hold any SSIP certification body H&S accreditation (e.g., BSI / LRQA / SGS OHSAS 18001 please include a copy of your current certificate with your submission. | oYes on/a | Certificate Expiry Date: | o YesoNo on/a | ||||||||||
| Auditor Comments: | ||||||||||||||
| Appx D | Manager Competency Please include an up-to-date CV and CPD record for the Named Managers. | oYes | o YesoNo | |||||||||||
| Auditor Comments: | ||||||||||||||
Continued overleaf …
Section B – Customer Care etc
| Ref. | Criteria refer to full scheme standards document for further details | Submitted (if not, state why not) | Contractor Comments Please add any additional detail here eg “document last reviewed on …” | Compliant * For AA HQ Use Only | Further Actions * For AA HQ Use Only |
| 13 | Key Documents Please supply: Quotations (x3 recent quotes, incl. min. 1x crown reduction)Contracts (example / documentary evidence of how a quote is accepted)Terms and conditions of service (‘Ts & Cs’)Invoicing (x1 invoice) Personal data redacted accordingly. | oYes oYes oYes oYes | o YesoNo o YesoNo o YesoNo o YesoNo | ||
| Auditor Comments: | |||||
| 14 | Customer Care Please supply: Customer Care PolicyCustomer Complaints Procedure | oYes oYes | o YesoNo o YesoNo | ||
| Auditor Comments: | |||||
| 15 | Waste Regulations Please supply: Waste Registration Certificate / DocumentGreen Waste Recycling Center Licence (if applicable)Waste Transfer Note (or supporting statement as to why not required, e.g., transfer own waste to own site) | oYes oYeson/a oYes | o YesoNo o YesoNo on/a o YesoNo | ||
| Auditor Comments: | |||||
| 16 | Other Policies Please supply: Wildlife & Ecology PolicyBiosecurity PolicyTree Protections Policy | oYes oYes oYes | o YesoNo o YesoNo o YesoNo | ||
| Auditor Comments: | |||||
| 17 | TrustMark (TM) Compliance (Applicable only to TM Registered Businesses or those applying for TM registration upon Approval) I confirm I have retained copies of and agree to abide by: Code of ConductCustomer Charter Copies of the above are contained within the relevant folder supplied. | oYes oYes | o YesoNo o YesoNo | ||
| Auditor Comments: | |||||
Please ensure this completed Assessment Checklist is saved as a Word document & uploaded to the SharePoint folder along with the other documents.
[1] Includes owners/managers, the tree gang & staff not directly involved in arboriculture e.g., admin/landscaping staff, whether employed, self-employed or sub-contractors.
[2] Total No of All Staff minus admin/landscaping staff.