SUSTAINABILITY MANAGEMENT REVIEW MEETING (CODE)

VENUE: (VENUE)
DATE: DD/MM/YYYY
TIME: 09:00 AM TO 5:30 PM
NO NAME ABBREVIATION DESIGNATION
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NO ITEM REMARK PIC GUIDE

1.0 OPENING REMARK
1.1 Welcoming remark by the Chairman.

1.2 Meeting objectives are to: To state meeting objective to review

To review performance and implementation of overall sustainability management performance and implementation of
system i.e. RSPO & MSPO requirements. overall sustainability management
system i.e. RSPO & MSPO requirements
…
2.0 MATTERS ARISING FROM PREVIOUS MEETING
2.1 Previous management review meeting was done on (date) Refer to previous meeting minutes -
follow-up action from previous
management review.
Members are to discuss and
acknowledge all action taken. Any non-
close issue shall be discussed further.
CHANGES IN REGULATIONS, STANDARDS, POLICIES & PROCEDURES IN RELATION TO SUSTAINABILITY MANAGEMENT
3.0
SYSTEM
3.1 Review on LORR To review OU’s Legal Register (LORR)
 When was LORR last updated
and by who?
 List down all newly added
regulations
 Any additional resources/
matters arising required

3.2 Review on Sustainability Related Policies & Procedures To review on Sustainability related
policies and procedures
 Any new/ updated policies &
SOPs during period of review?
List down the respective SOPs
accordingly.
 Have the new / updated SOPs
being briefed to the relevant
employees?
 Any challenges in
implementation & resources?
 Any area for improvement?
3.3 Review on New Plantings/ Land Conversion/ Land Acquisition / Replanting (LRRP) To review plans on New Plantings/ Land
(if applicable) Conversion/ Land Acquisition /
 Replanting (LRRP)
 Review on past 6 months and
upcoming planning
 Resources required for
relevant assessments (SEIA,
etc.) & Departments involved
(land management, GSD, etc.)
3.4 Review on any Plan for Changes in Mill’s Supply Chain Model / Crop Diversion / To review plans on supply chain model
OCP Suppliers (if applicable) changes, crop diversion or OCP suppliers
 Review on past 6 months and
upcoming planning
 Resources required for any
relevant assessments (RSG,
etc.) & departments involved
(Upstream, GSD, etc.)

4.0 REVIEW ON OPERATION PERFORMANCE & PRODUCT CONFORMITY

4.1 To review monthly crop production. To highlight OU’s overall performance
(budget vs actual to-date) i.e. overall
yield & OER recorded for the year.

4.2 To review monthly cost for operation direct cost per crop production. To summarise issues in relation to OU’s
performance (e.g. estate on harvesting
period, mill on throughput, etc.)

5.0 REVIEW ON MANAGEMENT PLANS

5.1 Meeting discussed and reviewed all management plans and their relevant actions’ To review all Management Plans &
status and plans for upcoming year’s as follows: Action Plans developed including but
not limited to;
5.1.1 Safety & Health Management Plan Review i. Safety & Health Management Plan
 Review all plans and activities
during period of review
 Action plans status
 Develop new/ update plan for
following year

5.1.2 Environmental Management Plan Review ii. Environmental Management

Plan
o Chemical/ Pesticide Use
o IPM
 o GHG Reduction Plan (e.g.
Renewable Energy, Diesel Use,
Electric Use, Biogas, Compost, Solar,
etc)
o EAI/EIE
 Review all plans and activities
during period of review
 Action plans status
 Develop new/ update plan for
following year

5.1.3 Waste Management Plan Review iii. Waste Management Plan

 Review all plans and activities
during period of review
 Action plans status
 Develop new/ update plan for
following year

5.1.4 Water Management Plan Review iv. Water Management Plan


Review all plans and activities
during period of review
 Action plans status
Develop new/ update plan for following
year
5.1.5 HCV & Biodiversity Management Plan Review v. HCV & Biodiversity
Management Plan
 Review all plans and activities
during period of review
 Action plans status
 Develop new/ update plan for
following year

5.1.6 Social Action & Management Plan Review vi. Social Action & Management
Plan
 Review all plans and activities
during period of review
 Action plans status
 Develop new/ update plan for
following year
6.0 RESULTS FROM SYSTEM AUDITS & ASSESSMENTS

6.1 INTERNAL RSPO & MSPO AUDIT

6.1.1 Internal RSPO & MSPO Audit was conducted on (date) by Group Sustainability To summarise & analyse all NCs raised
Department. Please refer Appendix 1 on detailed NCR audit plan. & status of closure
Summary of NCs status and analysis is as below:

Type No of NCs Status (Closed/ Open)

Major

Minor

OFI

Total No. of Reminders/Notes: 2

Area Total No. of NCs Percentage from Overall

(Major + Minor) NCs
Environment, Safety &
Health
HR & Social
Contractors

SOPs and Plans

Supply Chain

Others

6.2 EXTERNAL RSPO & MSPO AUDIT

6.2.1 Previous external RSPO & MSPO Audit was conducted on … To summarise & analyse all NCRs raised
Summary of NCs status raised at OU and analysis is as below: & status of closure

RSPO  Any issues/NC recur from

 RSPO external audit finding by (CB) for SOU (No & Name): x Major y Minor previous year’s audit to be
MSPO external audit finding by (CB) (No & Name): x Major y Minor highlighted.

Type No of NCR Status

RSPO (Raised at OU only)
Major
Minor

OFI
MSPO (Raised at OU only)
Major
Minor
OFI

RSPO
Recurring
from
Area NCR/Issues Status To-Date Previous
Year
(Yes/No)
Environment,
Safety & Health
HR & Social
Contractors
SOPs and Plans
Supply Chain
Others

6.3 OTHER ASSESSMENTS

6.3.1 ILO Verification Review on other assessments conducted
during period of review e.g. ILO
assessments, RSPO verification audits,
 contractor assessment, etc. (where
applicable)
 To summarise all findings’ and
status of closure.
 To highlight any challenges &
concerns.

7.0 STAKEHOLDER FEEDBACK AND COMPLAINTS

7.1 Stakeholder Listing Review on Stakeholder List as at current
status.
 Addition or deletion to be
recorded
7.2 Issues from Stakeholder Meeting To summarise outcomes from the last
. Stakeholder Engagement Meeting

7.3 Complaints from Internal Stakeholders To summarise all complaints/

grievances from following sources:
- SUARAKAMI & ULULA
(Workers Helpline)
- Oil Palm Pal (OPP)
- Social Dialogues
- Gender Committee

7.4 Complaints from External Stakeholders To summarise complaints received from

external stakeholders’ (sources include
Union Meetings, customers’ complaints
on product qualities, stakeholder
meeting minutes, RSPO Complaints,
etc.)

8.0 RESOURCES FOR SYSTEM IMPLEMENTATION

8.1 Manpower Status Review on total manpower required
 Total of manpower to date
 Breakdown of employees

8.2 Training Review on training evaluation, need and

plan
 To review current status of
 training plan against actual,
evaluate effectiveness and
competency level, and decide
next plan for action. Check
how far the team to complete
the planned training
 To review the need for
developing the competency of
current/ new workforce –
suitability of training matrix

8.3 System & Infrastructure Review on system and infrastructure

e.g.
 Any upgrade/ repair of
facilities required/ done
during period of review?
 To review the maintenance of
infrastructure and work
environment related to
buildings, equipment’s and
services in order to achieve
product conformities.

9.0 CONTINUAL IMPROVEMENT PLAN

9.1 To summarize recommendations
discussed during the meeting
 To discuss areas which need
improvement and to record
into organization’s continual
improvement plan
 To review current status of
continual improvement plan
and update where necessary

10.0 CONCLUSION & MEETING OUTPUTS

10.1 In summary, below are the decisions and actions required: To conclude meetings and highlight
outputs of the meeting :
Improvement of management system Resources needed for effective 1. Improvement required for
system effectiveness
 and effectiveness
1. Any projects/ trials to
improve process effectiveness
implementation of the system 2. Resources required
1. No of additional manpower?
2. List of training & identified
persons/ team proposed
3. Infrastructure/ CAPEX

11.0 CLOSING REMARK

11.1 Next meeting to be scheduled in January 2024

Prepared by: Approved by:

……………………………. …………………………….
(NAME) (NAME)
Meeting Secretary OU Manager