HSE MEETING PROCEDURE

T&D Cleaners Limited

Asset: Revision No.: Approval Date:

Procedure No.:
TD-HSE-PRC-0008 0

Procedure
For
< QQHSE Meeting >

Responsible
Accountable
Author:
Owner:
Required Review
Effective Date:
Date:

Rev: 0 / Dated 04.04.2022 Page 1 of 6

PROPRIETARY INFORMATION © 2022 T&D Cleaners Limited

 HSE MEETING PROCEDURE

T&D Cleaners Limited

Asset: Revision No.: Approval Date:

Procedure No.:
TD-HSE-PRC-0008 0

TABLE OF CONTENT

1. PURPOSE AND SCOPE......................................................................................................................... 4

2. DEFINITIONS.......................................................................................................................................... 4

3. PROCEDURE.......................................................................................................................................... 6

4. REVIEW & HISTORY............................................................................................................................ 10

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PROPRIETARY INFORMATION © 2022 T&D Cleaners Limited

 HSE MEETING PROCEDURE

T&D Cleaners Limited

Asset: Revision No.: Approval Date:

Procedure No.:
TD-HSE-PRC-0008 0

REVISION LOG
Revised Section Section Title Short Description

Rev: 0 / Dated 04.04.2022 Page 3 of 6

PROPRIETARY INFORMATION © 2022 T&D Cleaners Limited

 HSE MEETING PROCEDURE

T&D Cleaners Limited

Asset: Revision No.: Approval Date:

Procedure No.:
TD-HSE-PRC-0008 0

1. Purpose:

QHSE meetings provide an opportunity for personnel to communicate QHSE information and to contribute
their views and experience. It can also be used to brief personnel on operational procedures, QHSE
training, and hazard communication.

2. Scope:

The objective of the QHSE Meetings Procedure is to provide general information regarding the frequency,
content, and nature of QHSE meetings.

3. REQUIREMENTS / GUIDELINES:

3.1 Management/Operation Meetings:

QHSE should be part of the agenda for regular (weekly/biweekly) management/ operation meetings.

3.2 QHSE Meetings:

3.2.1 QHSE meetings should be held if the management/operation meeting cannot adequately resolve
(or does not have sufficient time to address) the QHSE items on the agenda.

3.2.2 QHSE meeting should follow an agenda, which shall be distributed to the relevant personnel in
advance.

3.2.3 A written minute (See CDS-QHSE-F-011) should be prepared for every meeting. It must include:

 An attendance list.
 Clear and concise details of the topics discussed.
 A summary of agreed actions and responsibilities.
 A schedule for completion of agreed actions.

Rev: 0 / Dated 04.04.2022 Page 4 of 6

PROPRIETARY INFORMATION © 2022 T&D Cleaners Limited

 HSE MEETING PROCEDURE

T&D Cleaners Limited

Asset: Revision No.: Approval Date:

Procedure No.:
TD-HSE-PRC-0008 0

The secretary should send the minutes to the chairman for checking before distribution to other
members.

3.2.4 The chairman and secretary may be rotated so as to encourage participation.

3.3 Agenda:

An agenda should be drawn up by the chairman prior to the meeting and either circulated amongst all
relevant personnel or posted on a notice board. The agenda should include as a minimum the following
items:

 Feedback from previous meeting(s) -

 Feedback should include the status of actions taken and any comments received from supervision and
management.
 Feedback from customers
 Incident review -
 This should include a discussion of any incidents or near misses relevant to the operations as well as the
actions that need to be taken to prevent a recurrence.
 Hazard identification and communication -
 Any new hazards identified in the workplace should be included in the agenda.
 Induction and refresher training -
 This should cover any needs to provide refreshing training on key QHSE issues. Any induction training
required for expected newcomers to the facility should also be identified.
 QHSE performance review -

There shall be a review of current QHSE performance followed by a discussion of any key program(s)
underway and planned which would bear QHSE implications to personnel.

3.4 Pre-job Meetings (toolbox meetings):

3.4.1 Pre-job meetings should be held to assist in the clarification of QHSE issues relevant to a particular
job or task. They must be conducted before:

 The start of the shift to plan work requirements.

 The commencement of a non-routine work procedure.
 A work procedure is modified.

3.4.2 The pre-job meeting shall include, but not be limited to, the following topics:

 Objective of the job.

 Planned procedure.

Rev: 0 / Dated 04.04.2022 Page 5 of 6

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 HSE MEETING PROCEDURE

T&D Cleaners Limited

Asset: Revision No.: Approval Date:

Procedure No.:
TD-HSE-PRC-0008 0

 Job allocation (who will do what).

 Associated hazards.
 Permit to work requirements (See Permit to Work Procedure).
 Protective clothing requirements (See GSP 27).
 Emergency procedures (See Installation-specific QHSE Emergency Plan).
 Emergency equipment available in the area.
 Escape routes.
 Equipment/materials involved.
 Work environment.

3.4.2 Pre-job meetings shall be documented in a form containing topics discussed and the attendance
list. Appendix B is a sample that can be used for documentation.

4. BENEFITS:

The benefits of conducting QHSE meetings at regular intervals and pre-job meetings are:

 Improved knowledge and awareness of personnel on QHSE issues.

 Continuous reinforcement of safe work practices and procedures.
 Documentation of worksite QHSE activities.

5. REFERENCES:

None

Rev: 0 / Dated 04.04.2022 Page 6 of 6

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