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HSE MANAGEMENT SYSTEM

H e a l t h a n d S a f e t y Pr o c e d u r e

HSE Meeting
REV. : 0
DATE : 2015. 04. 20

Contents.
1.

Purpose.

2.

Scope.

3.

Responsibility.

3.1

Project Manager.

3.2

Project HSE Manager.

3.3

Administration Manager.

3.4

Line Management and Supervisors.

3.5

Sub-contractors.

4.

Definitions.

4.1
5.

HSE Committee.
Instructions.

5.1
5.2

General.
Schedule of HSE Meetings.

5.3

CGC-SACYR JV-Sub-contractor Pre-bid HSE Meeting.

5.4

HSE Monthly Project HSE Committee Meeting.

5.5

HSE Weekly HSE Meeting.

5.6

Sub-contractors Internal Weekly HSE Meeting.

5.7

Workforce Tool Box HSE Meeting.

6.

Revision Status

Appendix.

HSE Committee Meeting Minutes.

HSE Committee Meeting Attendance List.

Tool Box Meeting Plan.

Tool Box Meeting Report.

Tool Box Meeting Attendance List.

1.

PURPOSE.

2.

This procedure and guidance has been developed to ensure that effective HSE
meetings and communication procedures are established on CGC-SACYR JV
Contracts to monitor implementation of the site HSE Plan in line with Statutory and
Contractual HSE requirements.

3.

SCOPE.

4.

To be used by members of the CGC-SACYR JV construction Management Team,


Supervisors and Sub-contractors personnel to enhance HSE control by providing an
official platform where HSE issues are openly discussed, adopted and implemented.

5.

RESPONSIBILITY.

6.

Site Project Manager.

6.1.1
6.1.2
6.1.3
6.1.4
6.1.5
6.1.6

7.
7.1.1
7.1.2
7.1.3
7.1.4
7.1.5
7.1.6
7.1.7
7.1.8
7.1.9

Ensure that scheduled commitments are made to hold HSE meetings and that these
meetings take place.
Arrange in conjunction with the Site HSE Manager suitable resources to enable all
HSE meetings to function in a professional manner.
Act as chairman at the Monthly HSE Committee Meeting.
Ensure that Line Management and Supervisors participate, contribute actively and
exercise leadership in their respective individual and collective Site HSE Meetings.
Ensure that HSE matters are a regular agenda item at Site Management Meetings.
Where possible, participate in Site HSE Meetings.

Site HSE Manager.


Audit to ensure that scheduled HSE meetings are being conducted and attended by
the relevant persons.
Measure the effectiveness of all HSE meetings and provide recommendations for
improvement as necessary.
Provide support to the Supervisors and Foremens HSE Meetings format and content
as necessary.
Chair the weekly HSE meeting.
Attend the Monthly HSE Committee Meeting.
Generate a monthly log of meetings scheduled, meetings held, topics and
attendance and submit the log to the Site Manager.
Provide suitable resources to enable all HSE meetings to function in a professional
manner.
Arrange secretarial duties for publishing of minutes from the Monthly HSE
Committee Meeting and the Weekly Site HSE Meeting.
Minutes of all HSE Meetings to be circulated within 5 days of the meeting date.

8.
8.1.1
8.1.2
8.1.3
8.1.4

9.

Line Management and Supervisor.


Ensure that all scheduled HSE meetings under their purview occur.
Ensure that all members of the workforce under their control attend, participate and
contribute actively at their respective HSE meetings.
Conduct unscheduled HSE meetings as necessary at their own discretion or as
requested by the Site HSE Manager.
As requested by the Site Manager or the Site HSE Manager attends the Monthly
HSE Committee Meeting and the Weekly HSE Meeting.
Sub-contractors.

9.1.1

Sub-contractors representatives with their nominated Safety Personnel will attend


and participate in the following HSE Meetings.
(1) Contractor Sub-contractor Pre bid HSE Meeting.
(2) Monthly HSE Meeting.
(3) Weekly HSE Meeting.
(4) Any extraordinary HSE Meetings to discuss any urgent HSE business as
requested by the Site Manager or the Site HSE Manager or his representative.

9.1.2

Sub-contractors will arrange their own internal HSE Meetings as follows: (1) Weekly HSE Meeting with their Senior Representatives, Safety Personnel and
Site Supervisors.
(2) Weekly Tool Box HSE Meetings with their Foremen and members of their
Workforce.

10. DEFINITIONS.
11. HSE Committee.
A group of people appointed from Client, CGC-SACYR JV and sub-contractors,
delegated to perform a function, such as investigating, considering or acting on a
HSE Matter.

12. INSTRUCTIONS.
13.

General.
Communication is a vital component in achieving and maintaining high standards of
HSE control.

14.

Schedule of HSE Meetings.


Type of HSE Meeting

Time

Attendance

Kick Off Meeting


with Client

Before starting work


of the project

- Client - Project Manager


- Site Manager - HSE Manager
- Section Manager upon request

Kick Off Meeting


with Sub Contractor

Before starting work


of the Subcontractor

- Site Manager -HSE Manager


- Section Manager upon request
- Subcon. Site Manager
- Subcon. HSE Personnel.

HSE Meeting
with CGC-SACYR JV
Staff

Weekly

- Site Manager
- HSE Manager
- Superintendent/ Supervisor

HSE Meeting
with HSE Manager &
Subcon. HSE Officer

Weekly

- CGC-SACYR JV HSE Manager &


Staff
- Subcon. HSE Personnel

HSE Committee

TBM

Monthly

Daily

- Client
- CGC-SACYR JV Site
Manager
- CGC-SACYR JV HSE Manager
- CGC-SACYR JV Superintendent/
Supervisor, Employee representative.
- Subcon. Site Manager, HSE
Personnel
- CGC-SACYR JV Superintendent/
Supervisor
- Subcon. Foremen/ Supervisor
- Subcon. HSE Personnel

15. CGC-SACYR JV - Sub-contractor Pre-bid HSE Meeting.


15.1.1 CGC-SACYR JV Project Management Team Members as necessary will conduct a
pre-bid meeting with all prospective Sub-contractors, vendors or suppliers to ensure
their understanding of the HSE Programme requirements on the Project.
15.1.2 Based upon the complexity or potential hazard, the Project HSE Manager and the
Sub-contractors Safety Representative may be elected to attend.
15.1.3 More than one pre-bid meeting may be conducted as necessary for a given service
or product.
15.1.4 The agenda should include but not limited to:(1) Review of CGC-SACYR JV HSE Programme.
(2) Chain of command for HSE issues.
(3) HSE requirements of the Sub-contractor, Vendor or Supplier.
(4) Sub-contractor, Vendor or Suppliers questions.
(5) General HSE discussion items.

16.

HSE Monthly Project HSE Committee Meeting.

16.1.1 CGC-SACYR JV will initiate and maintain a Project HSE Committee that will meet on
a monthly basis.
16.1.2 CGC-SACYR JV will if necessary arrange an extraordinary meeting to discuss any
urgent HSE business.
16.1.3 Representatives for attendance at the Monthly HSE Committee Meeting will be
selected from a cross section of Sub-contractors working on the Project.
16.1.4 The functions and terms of reference of the HSE Committee are: (1) To monitor the adequacy of the CGC-SACYR JV HSE Plan and ensure its
implementation.
(2) To monitor the adequacy of Sub-contractors HSE Plans and ensure their
implementation.
(3) To study accident statistics and trends to identify unsafe practices and

(4)
(5)
(6)
(7)

17.

conditions.
To review results of HSE Inspections.
To discuss any outstanding HSE contraventions that requires further actions.
To review emergency and rescue procedures.
Minutes of the Monthly HSE Committee Meeting to be circulated to all
concerned within 5 days of the meeting date.

HSE Weekly HSE Meeting.

17.1.1 CGC-SACYR JV will initiate and maintain a weekly HSE Meeting with all Subcontractors Safety Personnel and other representatives as necessary.
17.1.2 The functions and terms of reference of the weekly HSE Meeting are: (1) To discuss results of HSE Inspections.
(2) To provide positive answers to questions remaining open from previous
meetings.
(3) To highlight accident reports, statistics and analysis.
(4) To identify and report all near miss situations.
(5) To discuss further HSE training requirements.
(6) To plan HSE topics relevant to current work activities or highlighted HSE
concerns.
(7) To openly discuss and answer Sub-contractors questions and points of view.
(8) Minutes of the weekly HSE Meeting to be circulated to all concerned within 5
days of the meeting date.
18.

Sub-contractors Internal Weekly HSE Meeting.

18.1.1 Sub-contractors will hold their own internal Weekly HSE Meetings to brief their own
Supervision on HSE control and providing the opportunity for their Supervision to
make their contribution to the Project Safety Management Programme.
18.1.2 It is essential that Senior Management from Sub-contractors attend their weekly HSE
Meetings.
18.1.3 The Sub-contractor Safety Personnel shall prepare an agenda and written minutes of
each meeting highlighting the major discussion items, resolved and unresolved.
18.1.4 Copies of these minutes must be made available for inspection as requested by the
CGC-SACYR JV HSE Manager or his nominated representative.
18.1.5 Minutes of the meeting to be circulated to all concerned Sub-contractors personnel
within 5 days of the date of the meeting.
18.1.6 Standing items to be included on the agenda: (1) Review of minutes of previous meeting.
(2) Outstanding items.
(3) Significant accidents or near misses.
(4) Results of HSE Inspections.
(5) Forthcoming hazardous activities.
(6) Forthcoming HSE training requirements.
(7) Results of weekly and monthly HSE Meetings with CGC-SACYR JV.
(8) Any other business.

19.

Tool Box HSE Meeting.

19.1.1 These meetings held between Sub-contractors Supervisors/ Foremen and the
Workforce shall be topical and held on a weekly basis.
19.1.2 The Sub-contractors Safety Personnel shall ensure their Supervisors/Foremen are: (1) Provided with information for conducting the tool box talks.

(2)
(3)
(4)
(5)

That weekly toolbox talks take place.


That records are kept on the subjects highlighted.
That attendance records are kept.
Provide records on such training as requested by CGC-SACYR JV HSE
Manager or his nominated representative.
19.1.3 The Sub-contractors Supervisors/Foremen will: (1) Carry out the training to members of their workforce.
(2) Provide information on significant accidents or near misses.
(3) Provide information on specific hazard identification.
(4) Answer any outstanding questions raised at the previous meeting.
(5) Answer new questions raised by the workforce.
(6) Encourage and motivate their workforce to achieve high standards of HSE
control at all times.

20. REVISION STATUS.


Rev. No.

Rev. Date

2015.04.20

Rev. Page

Description
- Newly legislated
- Prepared Team : Quality, Safety Management
& Technology Support Team
- Prepared by : Mr. Loveson Glariyans
- Reviewed by : Eng.Enrique Fajardo

- Eng.Salameh Haddadin

Appendix
SEM 1809
REV. : 0
PAGE 1 of 1

APPENDIX.
[APPENDIX . HSE Committee Meeting Minutes Report]

HSE Committee Meeting Minutes Report


Contract No.

Contractor.

Meeting No.

Report prepared by.

Date / Time.

Place of Meeting.

CGC-SACYR JV.

Agenda.

Meeting attended by.

Item No.

Item.

Next Meeting.
Date / Time.

Place of Meeting.

Action by.

[APPENDIX. HSE Committee Meeting Attendance List]

HSE Committee Meeting Attendance List


Date :
S/No.

Location :
Company.

Designation.

Name.

Signature.

[APPENDIX . Tool Box Meeting Plan]

Tool Box Meeting Plan


(Period :

Conducted.
Year.

Month.

Topics to discuss.
Date.

Time.

Conducted
by.

Location.

Prepared by.

Company.

Name.

Signature.

Date.

Name.

Signature.

Date.

Approved by.

Company.

[APPENDIX . Tool Box Meeting Report]

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