Procedure for Group Meeting

EOHSMS-04

Ryobi Kiso (S) Pte Ltd

PROCEDURE FOR GROUP MEETING

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Procedure for Group Meeting

EOHSMS-04

Ryobi Kiso (S) Pte Ltd

1.0

Purpose
To maintain an effective environmental, occupational health & safety communication, coordination and co-operation between management, employees and sub-contractors, group meetings shall be conducted regularly and shall involve personnel of all levels. This will help to promote and address environmental, occupational health & safety issues, ensure appropriate actions are taken in order to achieve and maintain a safe and healthy workplace.

2.0

Scope
This Procedure applies to: Group Environmental Occupational Health & Safety Committee Group Environmental Occupational Health & Safety Chairman (in the aspect of conducting HQ, Yard meeting, project site meeting and tool-box meeting.

3.0

Definition
3.1
Nil

4.0

References
4.1 4.2 4.3 Workplace Safety & Health Act WSH (Workplace Safety & Health Committee) Regulations MOM Guidelines on Safety & Health Management System

5.0

Form Used
5.1 5.2 5.3 5.4 5.5 EOHSMS-04-F01 Group EOHS Committee Meeting Attendance Sheet EOHSMS-04-F02 EOHS Monthly Project Management Meeting EOHSMS-04-F03 Daily-Weekly Toolbox Meeting EOHSMS-04-F04 Weekly Mass Toolbox Meeting EOHSMS-04-F05 EOHS Talk & Briefing Record

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Procedure for Group Meeting

EOHSMS-04

Ryobi Kiso (S) Pte Ltd

6.0

Procedure
6.1 Group Environmental, Occupational Health & Safety Committee

a) Group EOHS Committee had been established in Ryobi Kiso for the purpose of improving, promoting and reviewing all matter arising to the safety and health of employees. b) Group EOHS Committee acts as a channel for communicating and imparting knowledge and best practices on safety and health to all employees. c) Group EOHS Committee shall be given necessary support and resources by management so as to achieve the Committees QEOHS objectives.

6.2

Appointment of Group EOHS Committee Members

Group Environmental, Health & Safety Committee Members shall carry out their duties in accordance to the WSH (Workplace Safety & Health Committee) Regulations.

The committee shall: a) promote co-operation in achieving and maintaining safe and healthy working conditions between both management and personnel employed by the Occupier. b) carry out inspections from time to time and to investigate the scene of any accident or dangerous occurrence. The company shall provide facilities and assistance as the committee may reasonably require for the purpose of carrying out its functions.

6.3

Group Environmental, Occupational Health & Safety Committee Meeting

a) Group EOHS Committee Meeting shall be held at least once a month for yard level and bimonthly for HQ level. Attendance is to be taken at each meeting to reflect individual commitment. b) Before the meeting, the Manager or his nominee would ask the members for items to be included in the agenda. The agenda would also include each item discussed at previous meetings unless decision(s) have been passed and that the action(s) on those items are complete and the minutes have records made on such decisions. c) The agenda of the monthly Group EOHS Committee Meeting shall include but not limited to the following : a) b) c) d) e) f) g) h) Review and Confirmation of Last Minutes Progress on action from the last meeting EOHS Committee Inspection Report Incident Report / Review Hazard Identified Legislations/ News Update EOHS Promotion Any Other Matters

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Procedure for Group Meeting

EOHSMS-04 d)

Ryobi Kiso (S) Pte Ltd

During every meeting, minutes shall be properly documented by the Secretary and circulated to all members and other relevant parties for the necessary follow-up actions and for information. A copy will be retained in the official file to be made available to any person(s) in the project site/office.

6.4

Project Management Review Meeting

a) Project Management Review Meeting shall be held at least once a month for EOHS management committee members and main contractor level. Attendance is to be taken at each meeting to reflect individual commitment. b) The main agenda shall be included in the meeting are promoting, reviewing of all matters relating safety and health of the whole workforce, supporting necessary resources to meet the EOHS Committees objectives and targets, evaluation of progressive achievement of previous month and developing new efficient procedures to maintaining the existing accomplishment in EOHS sectors of Ryobi Kiso. c) During every meeting, minutes shall be properly documented by the Secretary or his nominee and circulated to all members and other relevant parties for the necessary follow-up actions and for information. A copy will be retained in the official file to be made available to any person(s) in the project site/office.

6.5

Environmental Occupational Health & Safety Toolbox Meeting

a) EOHS Toolbox meeting shall be held once per week for sub contractors and respective personnel from Ryobi Kiso and daily toolbox meeting shall be held for all supervisor and workers by WSH officer or his nominee before commencement of works to explain and discuss safety and health issues related with their operational activities and to promote the awareness in these domains as necessary. b) The main issues of both meetings shall put focusing on review the works to be carried out to highlight the potential hazards and risks, effective precaution and mitigation measures to be taken, progressive and failure/loss of previous months overall performance in safety and health sector. c) This weekly/daily toolbox shall be two ways dialogue system while shall listen to the talks/suggestions from sub contactor/employee. d) If applicable/necessary the video show/presentation shall be integrated in the meeting to assist the encouragement of awareness and well perceptive in safety and health domain at all phases of operational activities. e) A record EOHSMS-04-F03 Daily-Weekly Toolbox Meeting, EOHSMS-04-F04 Mass Toolbox Meeting Record, shall be maintained by the Safety personnel and a copy to document controller.

6.6 a)

Environmental Occupational Health & Safety Talk/ Briefing

These meetings are organised at yard /project sites level according to a planned schedule by the Project Manager concerned. The meetings shall be conducted at least once a month by the Project Manager or his designate or when needs arise due to : After an accident, Incurs particular potential hazards, Involves personnel who are unfamiliar with the operation. Project Manager / Designate shall, through such meetings, communicates safety & health information eg. environmental, occupational health & safety rules, safe work

b)

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Procedure for Group Meeting

EOHSMS-04

Ryobi Kiso (S) Pte Ltd

procedures, observed non-conformances, environmental, health & safety inspection findings, incidents to the employees and contract workers to maintain a high level of safety awareness at the workplace and to encourage employee to actively take part in the accident prevention. c) d) Staff can also bring out EOHS issues of concerns for discussion. A Meeting Record EOHSMS-04-F05 EHS Talk & Briefing Record shall be maintained by the Project Manager and a copy to document controller.

6.7

Competency and Training

Management shall ensure that Group EOHS Committee Members, Department Manager, Supervisor and all personnel participating in above group meetings meet the following requirements:

a) b) c) d)

Competent for their tasks Understand their roles and responsibilities Be committed to the improvement of EOHS at workplace Be given necessary support to effectively perform their duties

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