Meinhardt HSSE Management System (MY) REV D

MEINHARDT EPCM SDN BHD
HEALTH, SAFETY, SECURITY & ENVIRONMENTAL MANAGEMENT

SYSTEM
HEALTH, SAFETY, SECURITY &

ENVIRONMENT
MANAGEMENT SYSTEM
© Meinhardt EPCM Sdn Bhd Doc No.: HSSE-MS-2017_RevD Issue Date : 22nd November 2017 P a g e | 1
MEINHARDT MALAYSIA SDN BHD
HEALTH AND SAFETY MANAGEMENT SYSTEM
DOCUMENT CONTROL PAGE (DCP)
DOCUMENT TITLE: HSSE MANAGEMENT SYSTEM (MY)
DOCUMENT NO.: HSSE/2016-02 DOCUMENT CONTROLLER: PMC HSSE Mgr
AMENDED DCP /
ISSUE SECTION NO. / APPROVED
DATE PAGE NO. DETAILS OF CHANGE DCR NO. BY
12/02/2016 All Final Approved Copy Ian Bell
14/04/2016 1.2 Policy Documents REV B Darvin R.
2.16 Subcontractor Management
3.11.2 Hours of Work
3.12.1 Journey Management
4.4 Incident Investogation
4.8 Safety Promotion
4.13 Hazardous Zoning
6.1 HSSE Reporting
Appendix 4 Sattutory Register
Appendix 5 Meinhardt HSSE Policy
Appendix 6 Group Anti-Bribery Policy
Appendix 7 Drug & Alcohol Policy
02/11/2016 Appendix 8 Shell Retail Contractor Incident Reporting & Sharing Procedure REV C Darvin. R
4.4 Incident Investigation - Meinhardt Incident Reporting Flowchart
22/11/2017 1.4 Project Scope REV D Darvin. R
4.9 Consequence & Performance Management
4.33 Training (Emergency Prepardness)
6.4 TNT – PM Team KPI
9.3 PM Team KPI – Site Audit & Review Schedule – Appendix 9
10.1.2 Changes in meeting title
10.1.4 Pre-Start Meeting – KPI for TBT Participation for Field Supervision
Appendix 8 Updated Shell Retail Contractor Incident Reporting Procedure (2017)
DISTRIBUTION : Intranet
Contents
1.0 HSSE COMMITMENT & POLICY .......................................................................................... 7
1.1 HSSE Expectations ............................................................................................................ 7
1.2 Policy Documents............................................................................................................... 8
1.3 Purpose.............................................................................................................................. 8
1.4 Project Scope ..................................................................................................................... 8
1.5 Project Exclusions .............................................................................................................. 8
2.0 ORGANISATION ................................................................................................................... 9
2.1 Responsibilities & Accountabilities - Senior Management................................................... 9
2.2 Meinhardt Chief Executive Officer ...................................................................................... 9
2.3 Meinhardt Country Managing Directors ............................................................................ 10
2.4 Meinhardt Country Program Manager .............................................................................. 10
2.5 Responsibilities & Accountabilities – Supporting Roles..................................................... 11
2.5.1 Meinhardt Project Managers ................................................................................. 11
2.6 Meinhardt HSSE Manager ................................................................................................ 12
2.7 Meinhardt HSSE Supervisor ............................................................................................. 13
2.8 Meinhardt Field Supervisory Staff ..................................................................................... 13
2.9 Principal Contractor & Fuel System Contractors ............................................................... 14
2.10 Facilities Maintenance Contractors ................................................................................... 15
2.11 All Employees .................................................................................................................. 16
2.12 Program Contacts ............................................................................................................ 17
2.13 Meinhardt Project Organigram.......................................................................................... 17
2.14 HSSE Project & Activity Planning ..................................................................................... 17
2.15 Contractor Management ................................................................................................... 17
2.16 Subcontractor Management ............................................................................................. 18
2.17 Sub-contractor Compliance .............................................................................................. 19
2.18 Site Kick-Off Meetings ...................................................................................................... 19
2.19 Tender Phase (Pre-Construction) ..................................................................................... 20
2.20 Construction Implementation Phase ................................................................................. 20
2.21 Post Construction Phase .................................................................................................. 20
2.22 HSSE Non-Conformance ................................................................................................. 20
2.23 HSSE Purchasing............................................................................................................. 21
2.24 Stakeholder Engagement ................................................................................................. 21
2.25 Engineering ...................................................................................................................... 21
2.26 Safety in Design / Construction ........................................................................................ 21
2.27 Work Health & Safety ....................................................................................................... 22
2.28 Design Risk Management ................................................................................................ 22
2.29 HSSE Legal Requirements ............................................................................................... 22
2.30 Selection & Competency .................................................................................................. 22
2.31 Pre-Placement Medical, Health Assessment and Surveillance ......................................... 22
2.32 Training and Competence ................................................................................................ 23
2.32.1 Meinhardt Induction ............................................................................................... 23
2.32.1 Project Environments ............................................................................................ 23
2.33 Management of Change ................................................................................................... 24
2.34 Monitor, Review & Improvement ....................................................................................... 24
2.35 Improvement Plans .......................................................................................................... 24
2.35.1 System Audits ....................................................................................................... 25

2.35.2 In-House/Site Audits.............................................................................................. 25
2.35.3 Lessons Learned ................................................................................................... 26
2.35.4 Corrective & Preventative Actions (CAR) .............................................................. 26
2.35.5 Workplace Inspections .......................................................................................... 26
3.0 RISK MANAGEMENT .......................................................................................................... 27
3.1 HSSE Hazard Register ..................................................................................................... 27
3.2 Regulated Hazards ........................................................................................................... 28
3.3 Plant & Equipment ............................................................................................................ 28
3.3.1 Plant & Equipment Register .................................................................................. 29
3.3.2 Risk Assessment ................................................................................................... 29
3.3.3 Competencies ....................................................................................................... 29
3.3.4 Pre-Start Inspections ............................................................................................. 29
3.3.5 Noise & Vibration .................................................................................................. 29
3.3.6 Noise & Vibration Assessment .............................................................................. 30
3.3.7 Controls................................................................................................................. 30
3.4 Hazardous Substances / Dangerous Goods (Management & Control) .............................. 30
3.4.1 Purchasing Chemicals........................................................................................... 30
3.4.2 Safety Data Sheets ............................................................................................... 31
3.4.3 Hazardous Substance Register ............................................................................. 31
3.4.4 Labelling................................................................................................................ 31
3.4.5 Storage & Handling ............................................................................................... 31
3.5 Environment ..................................................................................................................... 31
3.5.1 Erosion & Sediment Control .................................................................................. 32
3.5.2 Waste Management .............................................................................................. 32
3.5.3 Handling and Disposal of Contaminated Soils and Liquids .................................... 32
3.5.4 Asbestos Management .......................................................................................... 32
3.5.5 Disposal of Asbestos Waste .................................................................................. 33
3.6 Heat Stress ....................................................................................................................... 33
3.7 UV Radiation .................................................................................................................... 34
3.8 Hazardous Manual Tasks ................................................................................................. 34
3.9 Risk Assessment & Controls ............................................................................................. 34
3.9.1 Training ................................................................................................................. 35
3.10 Fitness for Work................................................................................................................ 35
3.11 Fatigue ............................................................................................................................. 35
3.11.1 Management – General Requirement ................................................................... 36
3.11.2 Hours of Work ....................................................................................................... 36
3.12 Driver Fatigue ................................................................................................................... 37
3.12.1 Journey Management............................................................................................ 38
3.13 Drug & Alcohol .................................................................................................................. 38
4.0 PERSONAL SAFETY .......................................................................................................... 39
4.1 Incident Management ....................................................................................................... 39
4.2 Hazard & Potential Incident Reporting .............................................................................. 39
4.3 HSSE Incident Review ...................................................................................................... 39
4.4 Incident Investigation ........................................................................................................ 39
4.5 First Aid ............................................................................................................................ 40
4.5.1 Injuries .................................................................................................................. 41
4.5.2 After Hours Treatment ........................................................................................... 41
4.6 Ambulance Assistance...................................................................................................... 41
4.7 Rehabilitation .................................................................................................................... 41
4.8 Safety Promotion .............................................................................................................. 41

4.9 Consequence & Performance Management ..................................................................... 42
4.9.1 Contractor Performance Review ........................................................................... 42
4.10 Workplace Amenities and Facilities .................................................................................. 42
4.11 Visitors / Access to Site .................................................................................................... 42
4.12 Operational Controls ........................................................................................................ 42
4.13 Permit to Work (PTW) System.......................................................................................... 43
4.13.1 Permit Issuers ....................................................................................................... 44
4.13.2 Permit Holders ...................................................................................................... 45
4.14 Hazardous Zoning ............................................................................................................ 45
4.15 Work Clearance Form ...................................................................................................... 46
4.16 Job Safety Analysis (JSA) / Safe Work Method Statements (SWMS) ............................... 46
4.17 Take 5 or Last Minute Risk Assessment ........................................................................... 47
4.18 Golden Rules ................................................................................................................... 47
4.19 12 Life-Saving Rules ........................................................................................................ 47
4.20 PPE Requirements ........................................................................................................... 48
4.21 Housekeeping .................................................................................................................. 49
4.22 SPECIFIC CLIENT CONTROLS ...................................................................................... 49
4.23 Occupational Exposure Limits (OEL) ................................................................................ 49
4.24 Access and Egress........................................................................................................... 49
4.25 Barricading ....................................................................................................................... 50
4.26 Mobile Plant and Vehicles ................................................................................................ 51
4.27 Travel and Commuting ..................................................................................................... 51
4.28 Mobile Elevated Work Platform (MEWP) .......................................................................... 51
4.29 Sub-Surface Clearance .................................................................................................... 52
4.30 Traffic Management ......................................................................................................... 52
4.31 Crisis & Emergency Response Management ................................................................... 53
4.31.1 Emergency Response System .............................................................................. 53
4.32 Evacuations & Actions ...................................................................................................... 53
4.33 Training ............................................................................................................................ 54
5.0 PROCESS SAFETY ............................................................................................................ 54
6.0 REPORTING ....................................................................................................................... 54
6.1 HSSE Reporting ............................................................................................................... 54
6.2 Interventions of Unsafe Acts & HSSE Inspections ............................................................ 55
6.3 Job Safety Observations .................................................................................................. 55
6.4 Talk Not Tick .................................................................................................................... 55
6.5 Hazard & Near Miss Reporting ......................................................................................... 56
7.0 DOCUMENT CONTROL ...................................................................................................... 57
8.0 MANAGEMENT REVIEW .................................................................................................... 57
8.1 Appraisal of HSSE Management ...................................................................................... 57
8.2 HSSE Annual Assurance Process .................................................................................... 58
9.0 AUDIT .................................................................................................................................. 58
9.1 Independent HSSE-MS Audit ........................................................................................... 58
9.2 Internal HSSE Audits ........................................................................................................ 58
9.3 Field HSSE Audits ............................................................................................................ 58
10.0 COMMUNICATION .............................................................................................................. 59
10.1 Communication & Consultation ........................................................................................ 59
10.1.1 HSSE Committee .................................................................................................. 59

10.1.2 Contractor HSSE Meetings ................................................................................... 60
10.1.3 Tool-Box Meetings ................................................................................................ 60
10.1.4 Pre-Start Meetings ................................................................................................ 60
10.1.5 Monthly Meinhardt HSSE Meetings ....................................................................... 61
10.1.6 Project Control Group Meetings (PCG) ................................................................. 61
10.1.7 Face to Face Project Manager Meetings ............................................................... 61
10.1.8 Weekly High Risk Activity Board............................................................................ 61
10.1.9 HSSE Performance Review Meetings ................................................................... 61
APPENDIX 1 ................................................................................................................................. 62
HSSE DEFINITIONS ..................................................................................................................... 62
10.1.10 Near Misses (NM) .............................................................................................. 62
10.1.11 Potential Incident (PI) ........................................................................................ 62
10.1.12 First Aid Case (FAC) ......................................................................................... 62
10.1.13 Medical Treatment Case (MTC)......................................................................... 62
10.1.14 Restricted work case (RWC).............................................................................. 62
10.1.15 Lost Time Injury (LTI) ........................................................................................ 62
10.1.16 Total Reportable Case (TRC) ............................................................................ 62
10.1.17 Driving Distance ................................................................................................ 62
10.1.18 GOAL ZERO ..................................................................................................... 62
APPENDIX 2 – ROLES & RESPONSIBILITIES (EXAMPLE) ....................................................... 63
APPENDIX 3 – EXAMPLE OF HAZARD REGISTER ................................................................... 64
APPENDIX 4 – STATUTORY REGISTER..................................................................................... 65
APPENDIX 5 – MEINHARDT HSSEQ POLICY ............................................................................ 68
APPENDIX 6 – GROUP ANTI-BRIBERY POLICY ........................................................................ 69
APPENDIX 7 – DRUGS & ALCOHOL POLICY ............................................................................ 74
APPENDIX 8 – SHELL RETAIL CONTRACTOR INCIDENT REPORTING AND SHARING
PROCEDURE ...................................................................................................................... 75
APPENDIX 9 – PM SITE AUDIT & REVIEW SCHEDULE ............................................................ 76
APPENDIX 10 – SCOPE OF WORKS FOR SHELL DOWNSTREAM RETAIL NETWORK
PROGRAM .......................................................................................................................... 77
SYSTEM
1.0 HSSE COMMITMENT & POLICY
This HSSE Management System covers the provisions of services and work activities identified within the
organisation’s scope of activities. This Management System outlines the HSSE related activities that must occur
during the project, as directed by:
• Health and Safety legislation and regulations of each jurisdiction
• Country Standards and any Codes of Practice
• International Standards and any Codes of Practice (as applicable)
• Meinhardt Procedures and related Safe Work Practices
• Client Health, Safety, Security and Environment Policies, related corporate procedures, instructions and
guidelines.
The HSSE Management System is designed to provide guidance to all employees, contractors and sub-
contractors with regards to the structured approach of the HSSE arrangements and systems or processes in
order to deliver a robust HSSE performance for the Group and the client companies.
Meinhardt has a comprehensive and detailed requirements and standards that must be met on a daily and
ongoing basis.
Implementation of the HSSE Management System and associated documentation shall be verified by periodic
audits performed as part of the Project audit program. All employees (supervisors and employee work groups)
will be informed of their responsibilities and accountabilities that contribute to the prevention of injury and the
reduction of potential hazards and incidents within the workplace.
Any updated HSSE Management System will be available to all employees and contractors working on Meinhardt
activities, as appropriate. A proactive focus from all sectors of the business, including senior management will
ensure timely implementation and review of this HSSE Management System to ensure the systems continuing
effectiveness.
Hard copies will be considered “Uncontrolled Copies”. The electronic version held within the Meinhardt online
HSSE platform is the Master Copy and approved version.
1.1 HSSE Expectations
• Safety will be lead at all levels of the organisation and by Meinhardt’s contractors. It will be
managed proactively and risks will be managed to As Low As Reasonably Practicable (ALARP).
• Safety will be the first consideration in project plans and will be promoted throughout all project
works.
• Only personnel and companies with excellent safety performance will be engaged by Meinhardt for
project works.
• Daily site safety discussions will engage all site personnel at the start of every day to ensure the
HSSE requirements for the applicable works and all hazards are identified and controls are
understood.
• Senior Managers will visit project works when higher risk activities are being undertaken.
• All personnel will be held to account for their safety leadership.
• All breaches of safety rules and risk controls will be fully investigated with discipline proportionate
with the findings.
1.2 Policy Documents

Company policies set the framework for cultural creation or modification. The Meinhardt Group HSSE
policies will set the basis for the overall company culture. The key policies in setting the culture are as
follows:
• Meinhardt Group Health, Safety, Security, Environment & Quality Policy
• Employee Health and Wellbeing Policy;
• Human Relations;
• Training;
• Drugs & Alcohol Policy
• Anti-Bribery Policy
• Code of Conduct;and
• Injury Rehabilitation Policy;
1.3 Purpose
The purpose of the HSSE Management System is to assist Meinhardt to comply with legislative requirements,
Client requirements and Meinhardt’s own HSSE aspirations.
1.4 Project Scope

Meinhardt regularly reviews this HSSE Management System document against the project scope and HSSE
requirements of our clients. Where a client increases or changes a project scope or where Meinhardt contracts
a new client, the HSSE Management System is reviewed against the HSSE requirements of this client
In this way, we can assure ourselves and our clients that our HSSE Management System continues to be
aligned with the minimum standards or provide a higher standard to those of all our clients.
For Shell downstream retail network program, the project scope of works are outlined in Appendix 10.
1.5 Project Exclusions

All work other than the contracted program work at a client partner’s site will be the responsibility of the client
partner and is, therefore, beyond the scope of this document except that Meinhardt, will not commit any
employee of sub-contractor to work at a client or partner site where the HSSE standards are not of an adequate
standard.
2.0 ORGANISATION
The Meinhardt HSSE Management System operates as an integrated system of elements critical to the delivery of
effective and efficient HSSE performance. This can be diagrammatically represented as shown here:
Visible leadership, teamwork and accountability and the active involvement of all our people is essential to
deliver HSSE excellence.
We will provide the tools, knowledge and support to develop a HSSE culture where our people demonstrate
leadership and are motivated to proactively contribute to continuous improvement of HSSE performance within the
company and industry.
2.1 Responsibilities & Accountabilities - Senior Management

Responsibilities and accountabilities for all Meinhardt and contractor personnel are shown in the Meinhardt Roles
and Responsibilities Matrix and ultimately are held by the Meinhardt Group CEO.
Each person involved in the project holds a responsibility striving to:
• Lead an exemplary HSSE culture amongst our peers
• Achieve Goal Zero – No Incidents, No Injuries
• Respect for the community and environment
2.2 Meinhardt Chief Executive Officer

The Chief Executive Officer (CEO) is ultimately responsible for the overall HSSE management and performance
across the Meinhardt organisation.
The CEO has an obligation to ensure HSSE standards are in place and being complied with so that the
organisation can meet its legislative and aspirational requirements.
The CEO has an obligation to ensure the organisation has a well communicated HSSE strategy and that this is
adequately resourced to achieve its stated aims.
2.3 Meinhardt Country Managing Directors

Each Country Managing Director (MD) is responsible for the overall HSSE management and performance within
their country.
The MD has an obligation towards maintaining safe work practices and a safe and healthy work environment for
all in the workplace within their remit.
The MD shall have the responsibility for the development, delivery and management of HSSE strategies and
HSSE plans and for ensuring operations are within statutory safety, environmental and accounting standards.
Additionally the MD will ensure the following:
• Adequate resources and support is provided to each of the respective programs within their country in respect
to the management of HSSE;
• All project plan steps include relevant HSSE requirements as outlined in the Project Process Flow documents
to deliver industry-leading HSSE cultures and performance at least equivalent to the client’s expectations.
2.4 Meinhardt Country Program Manager

Each Meinhardt Country Program Manager (CPM) is responsible for the overall HSSE management and
performance across the specific projects that make up their program.
The CPM has an obligation towards maintaining safe work practices and a safe and healthy work environment
for all in the workplace within their remit.
The CPM shall have the responsibility for the development, delivery and management of HSSE strategies and
HSSE plans and for ensuring operations are within statutory safety, environmental and accounting standards.
Additionally the CPM will ensure the following:
• Demonstrate visible HSSE leadership within their respective Project Management team and ensure the
Project Managers display the same level of HSSE leadership and commitment within the projects and
contractors they are responsible for;
• Manage the contractor accreditation system including:
• Selecting contractors according to their skills, qualifications, accreditations and HSSE leadership;
• Matching the strengths of the contractors engaged directly by Client to the tasks; and
• Reviewing contractors’ HSSE performance throughout the project as a means of analysing contractor
suitability for future projects;
• All required HSSE processes applicable for a project are in place and complied with;
• All Meinhardt Project Managers and/or selected Site Supervisors are appropriately qualified and
competent to be able to fulfil the HSSE requirements of their respective roles; and
• Support the Meinhardt HSSE Manager in initial investigations into any significant incident and participate
in incident investigations
The CPM shall, for the purposes of the program, be the Meinhardt Representative for HSSE, matters and may
call upon the assistance of the Meinhardt Project Managers (PM’s) and the HSSE Manager respectively for
assistance and advice to matters pertaining to HSSE.
2.5 Responsibilities & Accountabilities – Supporting Roles
2.5.1 Meinhardt Project Managers
The Project Manager (PM) is responsible, in accordance with “one point of responsibility” ethos, for HSSE on
project/s they are managing during the planning & preparation, coordination, execution and hand over phases.
The PM has an obligation to ensure exemplary HSSE leadership within all aspects of the projects under their
management at all times. This includes showing HSSE leadership, ensuring the proactive identification and
management of hazards applicable to the project and site/s and ensuring compliance with all legislative, client
and Meinhardt HSSE requirements.
The PM shall have the responsibility for the development, delivery and management of HSSE strategies and
HSSE Management Systems and for ensuring operations are within statutory safety, environmental and
accounting standards.
The PM shall, for the purposes of their projects, be the Contractor Representative for HSSE, matters. The PM
may call upon the assistance of the Meinhardt HSSE Manager and Field HSSE Co-Ordinator respectively from
time to time for assistance and advice to matters pertaining to HSSE.
Specifically the PM shall have the following responsibilities:
• Participate in project concept reviews for their allocated projects to identify the specific HSSE matters
required to be addressed in each project’s HSSE Management System.
• Ensure Design for Safety & Design for Construction processes are undertaken to identify the HSSE
hazards to be proactively eliminated or managed to ALARP in the asset design.
• Ensure an HSSE risk assessment for the project is conducted to identify the hazards and ensure
controls are agreed, are written, understood by the personnel on site and are complied with.
• Ensure all site hazards are identified and are proactively managed and that each contractor present
a suitable site-specific HSSE Plan with associated risk management documents that adequately
identifies and manages the hazards for their activities at the site;
• Ensure each project site has a suitably competent person who establishes and maintains a proactive
HSSE culture:
o Ensures HSSE leadership across all site activities;
o Ensures compliance with all relevant HSSE requirements;
o Actively engages with contractors to ensure a proactive and co-operative approach to HSSE
at the site;
o Intervenes in unsafe or non-compliant behaviours; and
o Reviews the HSSE performance of contractors.
• Ensure all required HSSE controls (including permits) are in place at site and complied with.
• Ensures the qualifications of contractor personnel to perform the tasks required;
• Ensures an accredited Permit Holder and Permit Issuer is in place for the activities required (or
accesses appropriately qualified personnel for this function where the permit requirement is beyond
his/her qualifications).
• Is competent in the project management of construction and fuel systems allocated.
• Is accredited to the required level in relevant client and industry safety induction, permit to work and
work clearance systems.
• Prepare tender documentation for contractors ensuring the inclusion of HSSE compliance
requirements.
• Arrange and conduct initial contractor “kick-off” meeting including thorough review of all HSSE
documents (including project specific HSSE Management Systems)
• Undertake formal HSSE on-site audits of contractors during construction phase of works.
• Undertake regular site visits to review site works, plan progression, HSSE procedures including Safe
Work Method Statements (SWSM) of Job Safety Analysis and observe works in progress. The site
visit will ensure adequate representation during activities of higher risk.
• Resolve day-to-day HSSE issues brought to the PM’s attention and seek guidance from Meinhardt
HSSE staff.
• Perform or delegate to the HSSE Manager the initial investigation for incidents, significant near
misses and potential incidents identified by the work crews to determine the root cause, contributing
factors and gather statements from all involved to present to the Meinhardt HSSE Manager for review.
• Provide the HSSE Manager with client- and Meinhardt-required HSSE performance data.
• Complete client Incident Reporting as required.
• Issue corrective actions to address gaps or non-conformances at sites following through to ensure
these are appropriately acted on.
2.6 Meinhardt HSSE Manager
Specifically the HSSE Manager shall have the following responsibilities:

• Establish and maintain the appropriate HSSE Management System requirements for the Meinhardt
Project Management Group and Contractors;
• Facilitate HSSE Professional Development for Meinhardt Project Managers and senior managers to
assist them understand their HSSE duties and to help them mentor and monitor HSSE requirements
and compliance on site;
• Monitors legislative compliance and advises the Project Director, Program Managers and contractors
of forthcoming changes. Upload information regarding legislative changes into the HSSE IT system
and ensure all current HSSE documents reflect HSSE legislative requirements;
• Facilitates incident investigations and issues HSSE Bulletins or Learnings from incidents, following
significant incidents or significant near miss incidents or industry advice. The aforementioned shared
with Project Managers, contractors and other Meinhardt businesses where relevant;
• Assists in developing, implementing and monitoring systems and processes that provide for the
health, safety and welfare of all project employees, the community and environment.
• Assists the Project Managers to administer and review all project specific HSSE plans.
• Assist management and supervisory personnel to meet KPI outcomes and drive continuous
improvement in HSSE
• Ensures Project Managers and Site Supervisors are competent to prepare and facilitate effective
Toolbox HSSE talks
• Facilitates the provision of appropriate information for Toolbox meetings – where relevant
• Coordinates return to work programmes ensuring a high standard of rehabilitation is provided
including suitable and selected duties as appropriate
• Delivers / coordinates HSSE training as appropriate for Meinhardt and specifies any training
requirements for contractor personnel
• Inspects the workplace regularly to audit HSSE procedures and report findings to the PM.
• Maintains client local and global HSSE standards

• Facilitates Meinhardt Safety Forum workshops (at least two meetings per annum)
• Submits monthly HSSE statistics as per client requirements.
• Facilitates monthly Telecom between country HSSE Managers to share relevant HSSE information,
learnings and data
• Reviews site activities and intervene when unsafe acts or situations are detected.
2.7 Meinhardt HSSE Supervisor
• Participate in site ‘Kick-off’ meetings to set expectations of HSSE performance and individual
behavioural expectations.
• Participate in a selection of site HSSE Toolbox meetings and promote and develop the HSSE
proactive cultures as required.
• Coach Project Managers in HSSE matters and HSSE leadership attributes to develop industry-
leading HSSE cultures within the Project Management Team.
• Advise and assist all PM’s on matters of HSSE.
• Assist the HSSE Manager with all areas of HSSE.
• Undertake routine HSSE on-site reviews/audits of contractors during construction phase to ensure
SWMSs and other HSSE documentation has been modified to account for site-specific conditions.
• Coach contractor staff on Client and Meinhardt HSSE expectations via site visits and set the
expectations within contractor organisations for their coaching of their staff and sub-contractors.
• Review tender response documentation with regard to HSSE issues including site-specific HSSE
Plans, risk management, permit/licence requirements and contractor suitability.
• Manage other client related HSSE Projects (i.e. marketing signage, maintenance and AI).
• Oversee HSSE complex issues and assist PMs with the execution of NCRs for non-compliant site(s).
• Conduct HSSE monitoring and review on active projects and data collation to meet client, industry
and Meinhardt reporting requirements
• Support the HSSE Manager in HSSE activities designed to meet client and industry requirements or
develop Meinhardt into an HSSE industry leader.
2.8 Meinhardt Field Supervisory Staff
Field supervisory staff are to provide support and direction to all employees and contractors, ensure adherence
to this document and to communicate HSSE expectations and job requirements to the employees and
contractors.
Field supervisory staff are accountable to the Project Manager for the safe conduct of all work activities under
their control.
As key HSSE resources within the relevant projects, each Supervisor must:
• Commit to and lead the proactive safety culture on site.
• Understand the fundamental requirements around the applicable Work Health and Safety Legislation.
• Assist Project Managers to ensure all appropriate HSSE risk management processes are in place for
each project. This should include robust project HSSE requirements for each stage of the project, a
Meinhardt HSSE Plan for the site works, respective contractor site-specific HSSE Plans, risk
management processes, effective site HSSE communications, proactive HSSE cultures are in place,
required performance reviews and data collation.
• Instruct and coach site personnel to establish and maintain proactive site HSSE cultures and
behaviours;
• Perform site reviews to ensure:
o Compliance with all HSSE compliance requirements,
o Identification of HSSE improvement opportunities,
o Incident, near miss and hazards are reported,
o Undertake an initial investigations of all incidents and significant near miss events to provide
the initial information to the Meinhardt HSSE Manager
o Implementation of incident / near miss / potential incident learnings,
o Robust HSSE leadership at site,
o Effective risk management processes, and
o Where required, action plans are developed to address any identified improvements.
• Ensure that accurate records are taken of all HSSE concerns and forwarded to the HSSE Manager
for documentation and follow up through line management.
• Ensure that all employees in the workforce (including those of Subcontractors) comply with all HSSE
requirements and take immediate fair and just action against those who fail to adhere to these
standards.
• Participate in scheduled and informal on-site HSSE audits / inspections.
• Ensure health related standards are followed in particular fatigue management processes adhered
to.
Report all injury and incidents and dangerous occurrences in accordance with the Meinhardt Incident
Management Procedure.
2.9 Principal Contractor & Fuel System Contractors
Principal Contractors are to conduct all activities on the project in a safe, effective and efficient manner and
discharge all duties applicable to them by law as well as:
• Attain client and Meinhardt contractor accreditation and successfully complete all necessary
inductions (on a three yearly basis)
• Attend the site to understand the project requirements then submit site-specific HSSE plan (including
environmental management), for review after awarded the tender.
• Attend the contractor HSSE ‘kick off’ meeting and ensure all requirements are met and adhered to.
• Nominate an on-site HSSE Representative competent in managing all aspects of HSSE on site
including;
o Being competent in establishing and maintaining a proactive HSSE culture amongst all
contractors attending the site,
o Facilitating Job Start/Toolbox meetings each day with all contractors to discuss the activities
planned for the day, the hazards associated with these activities and scheduling of any
activities likely to conflict from an HSSE risk management perspective to ensure robust and
proactive risk management;
o Effective onsite communications and interventions in unsafe behaviours;

o Be competent and qualified to be a Permit Holder and (where necessary) a Permit Issuer for
all relevant activities;
o Comply with all Permit, Work Clearance and SWMS conditions; and
o Identify and ensure management of site-based risks.
• Attend periodic safety meetings organised by Meinhardt. (particularly the Meinhardt Safety Forum
workshops)
• Review SWMS/JSA (site specific SWMS) each day and monitor works on a day-to-day basis to
ensure works are being undertaken in accordance with the SWMS
• Ensure all plant and equipment is tagged correctly, fit for purpose and maintained to manufacturers
specification at all times or remove from service.
• Complete HSSE audits periodically during the length of the project
• Coordinate interface between multiple on-site contractors (e.g. fuel systems contractor and building
contractor). Conduct daily toolbox meetings.
• Provide Meinhardt HSSE Manager with weekly summaries of man-hours worked, incident/near miss
and interventions statistics.
• Report all incidents, near misses and hazardous situations during works to Meinhardt PM.
• Liaise with Meinhardt PM and HSSE Representatives.
• Induct all contractor staff, sub-contractors and visitors onto the site, ensure that they sign-on and
establish any site entry conditions with them.
2.10 Facilities Maintenance Contractors
Facilities Maintenance Contractors are to conduct all activities on the project in a safe, effective and efficient
manner and discharge all duties applicable to them by law as well as:
• Attain client and Meinhardt contractor accreditation and successfully complete all necessary
inductions.
• Submit SWMS and Environment Management Systems for review in any tender return.
• Attend the contractor HSSE ‘kick off’ meeting, ensure HSSE requirements are identified, and any
safety gaps identified and action plans agreed to close these before work commences.
• Nominate an on-site HSSE Representative competent in managing all aspects of HSSE on site
including;
o Being competent in establishing and maintaining a proactive HSSE culture amongst all
contractors attending the site;
o Contractor HSSE Representative is responsible for ensuring SWMSs are relevant for the
specific task and site prior to commencing works on-site;
o Facilitation of Job Start/Toolbox meetings each day with all contractors to discuss the
activities planned for the day, the hazards associated with these activities and scheduling of
any activities likely to conflict from an HSSE risk management perspective to ensure robust
and proactive risk management;
o Effective at onsite communications and interventions in unsafe behaviours;
o Competent and qualified to be a Permit Holder and a Permit Issuer for all relevant activities
o Compliance with all Permit, Work Clearance and SWMS conditions; and
o Identifying and ensuring management of site-based risks.

• Attend periodic safety Meetings organised by Meinhardt. (particularly LCSC meetings)
• Review SWMS/JSA each day and adjust documents to reflect any change in conditions from previous
review. Monitor works on a day-to-day basis to ensure works are being undertaken in accordance
with the SWMSs.
• Ensure all plant and equipment is tagged correctly, fit for purpose and in good working condition at
all times or remove from service.
• Provide Meinhardt HSSE Manager with project specific summaries of man-hours worked and
incident/near miss statistics.
• Report all incidents, near misses and hazardous situations during works to Meinhardt PM.
• Liaise with Meinhardt PM and HSSE Representatives.
• Induct all contractor staff, sub-contractors and visitors onto the site, ensure that they sign-on and
establish any site entry conditions with them.
2.11 All Employees
Employees are to conduct all activities in a safe, effective and efficient manner. All employees must:
• Follow all reasonable instructions and work in compliance with the clients’ and Meinhardt’s HSSE
Management Systems and Environmental Management Systems and procedures.
• Rigorously apply the Take 5 process for all activities.
• Report all incidents, near misses and hazardous situations during works to Meinhardt PM or Site
Supervisor and immediately participate in investigations where required
• Present for duties observing the Meinhardt Fitness to Work requirements
• Ensure all plant and equipment is tagged correctly, fit for purpose and in good working condition
• Take responsibility for the safe working practices of others, intervene respectively where required
• Actively participate in Toolbox Talks, Task Observations and Workplace Inspections and other Safety
Consultation process, where required
• Only operate equipment for which you have been fully trained, certified and deemed competent to
operate.
• Quarantine defective tools and equipment that require repairs and advise the immediate line manager
or other appropriate personnel who will arrange repairs or removal and replacement.
• Adhere to all other instructions or directions made by line management in the interests of their health,
safety and wellbeing.
• Have the courage to intervene in all situations where you believe the situation may be unsafe or
hazardous and where someone undertakes an intervention in relation to an activity or behaviour
relating to you listen to the concern and have the character to accept the intervention in the spirit it is
intended – to protect you and other from harm.
• Confront and escalate all HSSE concerns through the Meinhardt Issue Resolution procedure /
flowchart.
• Where an immediate risk to HSSE is identified take the necessary action to stop the work / make the
area safe if safe to do so / escalate to relevant personnel who have the ability to address that risk.
2.12 Program Contacts
Contact details for key personnel during and after work hours will be specific to each country and will be held
in the Company’s Emergency Response Manual.
2.13 Meinhardt Project Organigram
The chart below depicts the key relationships and inter-relationships that directly and indirectly manage the various
elements of this HSSE Management System.
Program Operations
Director Manager
Corporate HSSE
Manager
Program Contract
Manager Manager
HSSE HSSE Manager

Manager
Drafting Field Project Snr Project HSSE

Team Supervisor Managers Manager Supervisor
LEGEND
Meinhardt
Contractors Contractors Client
HSSE Manager Contractors
2.14 HSSE Project & Activity Planning

This HSSE Management System defines the overall method by which Meinhardt will manage HSSE for each
Project. A detailed HSSE Project activity plan is developed by the Meinhardt Project management team and
relevant stakeholders including all relevant HSSE activities. These documents are held in project files and
agreed with the respective client.
2.15 Contractor Management

Contractors and suppliers are an integral part of our business and our ability to deliver high quality services to
our clients. Contractors and suppliers will be selected for their ability to safely deliver cost effective, high quality
services to our customers and their commitment to meeting Meinhardt expectations.
Contractors and suppliers must share our organisation’s HSSE values and commitment to HSSE leadership
and be able to demonstrate their ability to meet expectations.
Contractor review systems are in place. Examples of such systems are iPro-Live, IS Networld or similar. Where
the client does have a contractor accreditation system, Meinhardt will use their own system to review and
monitor contractor HSSE performance to ensure they have the necessary competence, experience and
capability to undertake the required activities in accordance with Meinhardt’ expectations. In addition, the review
will determine whether the contractor has an HSSE culture aligned with Meinhardt’s and can demonstrate a
proactive management of risks and engagement of personnel. Systems and processes between Meinhardt and
subcontractors must be aligned to ensure all health, safety and environmental requirements are met.
All subcontractors will be made aware of the requirements of the Meinhardt HSSE Management Systems and
any client Contractor Management System, prior to commencing work.
Through the application of processes such as audits, workplace inspections, toolbox meetings, HSSE
Committee meetings, etc., Meinhardt shall ensure that all contractual, legislative and site-specific safety
management requirements are met.
2.16 Subcontractor Management

There are a number of steps that need to be followed in the initial selection of Principal Contractors, prior to
the commencement of a project or tender process. The pre-selection process requires Meinhardt staff to verify
accreditation status of all Principal Contractor who will be undertaking activities on behalf of Meinhardt. Where
a Principal Contractor employs sub-contractors, a key requirement of the contractor accreditation system is
that the Principal Contractors have an equivalent process to review sub-contractors ensuring an equivalent
standard of competence and HSSE performance. The steps to pre-selection are outlined below:
1. A service need is identified.
2. The Meinhardt staff member co-ordinating the project/work (Contract Holder) must ensure that the
are following Meinhardt’s contractor accreditation process.
3. Meinhardt staff member is to determine the Contractor’s accreditation status by reviewing their record
in the appropriate contractor accreditation system.
4. If accredited, the Contractor can be invited to tender for work.
5. If the Contractor is not accredited, Meinhardt will require the contractor to submit all documents
necessary to be reviewed and to achieve an acceptable rating before being engaged.
Table 1: Pre- Qualification Template.
2.17 Sub-contractor Compliance

Prior to commencing work, a contractor’s own HSSE Management Systems or HSSE Plans and SWMS/JSAs
shall be required to be developed appropriate to the scope of work required. These will be submitted to the
Meinhardt Project Manager and will be reviewed and assessed for adequacy by the relevant Meinhardt
personnel. Any deficiencies or gaps will be required to be rectified and the documents resubmitted.
These documents are required to demonstrate how HSSE activities will be performed and how compliance with
the client and Meinhardt HSSE expectations will be managed.
Initial preparation of the work packs will require them to contain relevant safe work procedures, risk
assessments, MSDS, rescue plans, etc.
Prior to starting the job the supervisor, permit receiver and work team shall carryout a JSA/SWMS considering
both the specific tasks to be performed and the surrounding work area.
In order to validate compliance, the responsible supervisor shall monitor the contractor and tasks performed.
Monitoring may include:
• Site HSSE Inspections
• SWMS/JSA/JA Checklist
• Review of Subcontractor HSSE Inspections
• Safety Observations
• Walk and Talks
• Regular meetings with subcontractor
• Review of progress reporting by subcontractor
The Meinhardt HSSE Manager / Coordinator and Meinhardt Project manager will, be required to undertake
subcontractor management system and compliance audits and inspections during the course of the contractors’
engagement to assure that the proposed HSSE plans and processes are being complied with and are
appropriate for the effective management of the hazards associated with the works and environment..
2.18 Site Kick-Off Meetings

Kick off meetings allow Meinhardt to set the HSSE goals and expectations for the project. Each project will
have a kick off meeting when the contractor has established the site but before work begins. It is preferable for
this meeting to be held at the site of the proposed works so that the specific site layout, activity areas and
hazards can be understood and included in the contractors’ respective site-specific HSSE Plans.
The Meinhardt PM will chair a kick-off meeting with the Principal Contractor for each site and as many sub-
contractors to be engaged as possible. The site start-up checklist will be completed and the additional following
items will be discussed and checked at the kick-off meeting:
• All required staff have been trained as Permit Holders, WPCG Work Clearance Issuers and have
completed all necessary inductions;
• A suitably competent site specific contractor HSSE representative has been nominated;
• All hazards relating to the project works and the integration of these to the specific site will be identified
so that the respective site-specific HSSE Plans can determine suitable controls for these hazards.
2.19 Tender Phase (Pre-Construction)

Meinhardt HSSE will review contractor HSSE plans as part of assessment of contractor tender responses.
Meinhardt HSSE will undertake a review of contractors Safe Work Method Statements and risk assessments
during site visits and ensure that the minimum requirements for each SWMS are completed, articulate and
relevant.
When evaluating new contractors to award tenders the Meinhardt PMC must complete the process outlined in
the Meinhardt IMS relating to sub-contractor / sub-consultant engagement procedure and communicate any
findings and any areas of concern to the client and the contractor as part of the consultation, communication
and reporting function of this document.
The tender award will require a satisfactory HSSE review along with other Project award criteria. Other factors
of the tendering phase include evaluation of prior works, incident rates and HSSE reporting performance.
2.20 Construction Implementation Phase

During the construction phase, Meinhardt HSSE Manager and the Meinhardt PM will:
• Review SWMS modifications in relation to changes in scope;

• Conduct on-site checks of induction records, fencing, security and signage;
• Inspect contractor’s records of meetings and provide feedback if identified risks or related issues
are not appropriately controlled;
• Review environmental performance against any required Environmental Management Plans
submitted in tender phase;
• Perform a HSSE inspection against the risks identified in SWMS; and
• Perform HSSE and Permit audits.
During the construction phase of the project, Meinhardt will also ensure compliance with any required client
and legislative standards required for the scope of works
2.21 Post Construction Phase

During the post construction phase, Meinhardt PM & HSSE staff will:
• Review as-built specifications to client key requirements;

• Check design for safety features have been built;
• Check requisite compliance in accordance to Uniform Building By-Law; and
• Perform an environmental inspection against the environmental risks identified in SWMSs.
2.22 HSSE Non-Conformance

Meinhardt HSSE staff or PM may issue a Non-Conformance to a contractor if they do not meet the specific
requirements outlined in this document or their contract. If a non-conformance report is issued for regulatory
compliance reasons, on-site work must cease, the corrective action(s) must be implemented and the report
signed and closed off by the issuer or a nominated representative prior to work resumption. If the contractor
fails to meet the corrective action(s) outlined on the non-conformance report, the matter will be referred to Client
HSSE team for direction or further disciplinary action. A copy of the incomplete non-conformance report must
be sent to Client HSSE team within 24 hours of discovery of the non-conformance.
2.23 HSSE Purchasing

HSSE purchasing processes will be put in place to ensure that all health, safety and environmental
requirements and/or effects of a product are identified prior to purchase.
2.24 Stakeholder Engagement

Understanding our clients’ needs and meeting or exceeding their expectations without compromising our
HSSE standards, is critical to our business success.
Meinhardt is committed to maintaining and continually improving our HSSE standards. Our employees and
contractors are accountable for ensuring that those standards are not compromised. HSSE systems and
processes must be aligned to ensure that HSSE requirements and performance standards are met. Specific
client standards and processes will be adopted where they are of a higher standard to our own standards.
During the works, contractors should liaise with Meinhardt’s clients through Meinhardt. Where there is a need
to liaise with the public, including neighbours or the community generally, this should only be done in
conjunction with Meinhardt and the client.
Liaison with regulators during project works should be done in conjunction with Meinhardt HSSE Manager
and/or Project Manager unless the regulator requires direct engagement with the contractor. In this latter
case, Meinhardt Project Manager should be advised of the discussion as soon as possible following the
discussion with the context of the discussion.
2.25 Engineering
Incorporating HSSE requirements into design and planning will assist in minimising the risk to our people,
customers, environment and assets. All engineering and projects will meet operational needs as well as the
requirements of company and customer specifications and all relevant legislation and specified additional
standards.
2.26 Safety in Design / Construction

‘Safety in design’ is a term referring to the review of design for new projects to ensure the effective
consideration of HSSE hazards and the development of suitable controls to provide best practice for ongoing
operation of the asset and to ensure safety of personnel and the environment during construction.
‘Safety in construction’ is an equivalent process applied to significant alterations and/or maintenance of
existing assets.
The safe design of assets and use of safe construction methods will always be part of a wider set of design
objectives, including practicability, aesthetics, cost and functionality. Any competing objectives need to be
balanced in a manner that does not compromise the health and safety of those who work on or use the assets
over their life.
Safe design begins at the concept development phase of a structure when making decisions about:
• the design and its intended purpose
• materials to be used
• possible methods of construction, maintenance, operation, demolition or dismantling and disposal
• the users of the assets and the human factors engineering considerations
• the relevant legislation, codes of practice and standards need to be considered and complied with.
2.27 Work Health & Safety

The development of a health and safety file for a structure could assist the designer meet the duty to provide
information to others. It could include copies of all relevant health and safety information the designer
prepared and used in the design process, such as the safety report, risk register, safety data sheets, manuals
and procedures for safe maintenance, dismantling or eventual demolition.
2.28 Design Risk Management

Designers have the capability to eliminate significant construction risks prior to any works taking place.
Generally construction methodologies are known particularly when projects undertaken are standardised; this
provides the perfect opportunity to eliminate HSSE risks in the initial designs.
A design risk management process is the same as any other risk management process only with a focus of
incorporation of the required HSSE controls in the design and ultimate construction of the assets. A risk
management process put simply is a systematic way of making a workplace as safe as possible and it should
also be used as part of the design process. It involves the following steps:
• identify reasonably foreseeable hazards associated with the design or operation of the structure
• assess the risks arising from the hazards
• eliminate or minimise the risk by designing control measures (ensure the hierarchy of control is used
when controlling the hazard), and
• review the control measures.
The ways of controlling risks are ranked from the highest level of protection and reliability to the lowest, known
as the hierarchy of control. This process should be first utilised.
2.29 HSSE Legal Requirements

Meinhardt shall review, identify and provide access to all legal, contractual and other requirements for the
various industries and regions where they have a presence.
To ensure that all sites are aware of their health, safety and environmental statutory requirements, Meinhardt
subscribes to a legislative alert service where these are available. This service involves email updates being
provided to all HSSE personnel to ensure an ongoing awareness of any legislative changes.
2.30 Selection & Competency

Meinhardt’s industry-leading HSSE culture and performance in all aspects of Project Management requires
the selection of people who share our company values and commitment to HSSE and are able to demonstrate
the expected behaviours and competency associated with their role and task.
2.31 Pre-Placement Medical, Health Assessment and Surveillance

For certain personnel undertaking certain activities requiring particular medical qualifications, Meinhardt will
ensure that these staff have completed the required medical assessments before they shall undertake the
tasks.
Any medical assessments will be provided by a suitably qualified medical practitioner against the required
standards and the medical practitioner will provide a letter or written advice to Meinhardt directly or via the
person’s employer showing that they are medically fit to undertake the activity.
Medical assessments may also be required prior to any significant change in duties, where required by
legislation, or where there is the likelihood of exposure to regulated hazards. Health surveillance may also be
required for hazards that can have a cumulative effect (such as noise, toxic exposures, etc.).
2.32 Training and Competence

2.32.1 Meinhardt Induction
All Meinhardt employees and contractors shall attend a Meinhardt Induction which will include but not be
limited to:
• Meinhardt’s behavioural expectations of all personnel.
• Overview of Meinhardt specific HSSE procedures, initiatives and tools used on the project.
• Meinhardt Fitness to Work Procedure (including Drug and Alcohol requirements).
• Meinhardt’s implementation of client systems, processes and requirements.
• Risk management processes and any site-specific risk management.
• Emergency procedures
All personnel attending project works at client sites will also attend a site induction before entering work areas
to understand the hazards associated with the works and controls required to be observed. This may include
other inductions required by clients and/or tenants at site.
The Induction will be current for a maximum 2 yearly period, at which time arrangements will be required
for re-Induction. All training requirements shall be recorded on a training database.
Further skills enhancement for personnel required to undertake specialised duties may require additional
specialised training and/or certification. These are determined depending on the training needs analysis and
a detailed training plan in conjunction with Client requirements.
Where the nature of work during the contracted period changes or the responsibility of an individual is
changed, Meinhardt will ensure that appropriate training is given. Personnel performing specific tasks shall
be qualified on the basis of appropriate education, training and/or experience.
In accordance with the training procedure, the HSSE Manager / Coordinator shall:
• Identify HSSE training needs
• Arrange relevant training delivery and resources
• Maintain records to demonstrate competency
2.32.1 Project Environments

All persons working on a project will provide evidence of necessary HSSE competencies to undertake their
work safely. No employee or subcontract employee is permitted to perform work unless that person holds the
required qualifications/licences and competencies. A training needs analysis in accordance with the client,
Meinhardt and legislative requirements shall be undertaken to determine the HSSE training requirements and
competency needs for all personnel engaged on the project.
As a minimum any person working on the Project shall be required to:
• Present the Construction Industry Induction Card appropriate to the jurisdiction;
• Attend a combined – Project specific induction for employees and contractors;
This induction will include but is not limited to:
• Meinhardt’s behavioural expectations of all personnel
• Meinhardt Fitness to Work Procedure (including Drug and Alcohol requirements)
• Overview of Meinhardt and the scope of awarded work
• The specific hazards associated with awarded work in addition to the Project Specific Induction.
• Overview of Meinhardt specific HSSE procedures, initiatives and tools used on the project
• Site orientation relative to Meinhardt work activities.
• Client partner requirements
• Risk management processes and any project and site-specific risk management including (ie. For
fuels-related works this will include WPCG Work Clearance ):
o Safe Work Method Statements achievements and expectations;

o Permit to Work requirements
• Overview of key OHS and environmental legislation
• HSSE reporting requirements including performance statistics and incident, near miss, unsafe
condition reporting
• Construction Induction (for staff undertaking frequent site visits)
• PPE use and maintenance
• Emergency procedures.
When working on a site which is defined as a building site under the control and management of a Principal
Contractor all site workers will be required to be inducted under the Principal Contractors HSSE Management
System requirements. Site workers shall include Client contractors, their sub-contractors, client partner
contractors, their subcontractors and site merchandising personnel. The Site Supervisor or his/her delegate
shall conduct the induction. Contractor inductions are to include any Meinhardt HSSE items deemed
necessary for site works to be undertaken at the site location. The Principal Contractor shall record all
inductions through the use of the induction record located in the site log book.
2.33 Management of Change

Change within an organisation is essential to grow and improve business performance however change can
also introduce new risks.
Management of Change processes are employed for all significant changes to:
• Ensure that any organisational changes are carefully executed in a controlled manner;
• Consider the additional risks or changed risks that such a change may be introduce;
• To enable the relevant subject matter experts to be involved to manage the risks and ensure effective
communication of the change is achieved.
When site tasks or activities change to a point where the works are no longer accurately reflected in the site
documentation (Permits, SWMS, etc.), works must cease and be re-assessed and either be subjected to the
Meinhardt Management of Change process or a new Permit.
The change management process is applied to temporary and permanent changes in the organisation or site,
procedures, equipment, materials and personnel prior to implementation.
2.34 Monitor, Review & Improvement

Ongoing evaluation of the company systems and processes is essential to ensure continual improvement,
sustainability and effectiveness.
System implementation will be evaluated through periodic assessments and inspections. This will ensure that
processes are in place and working effectively to meet Meinhardt expectations and legislative requirements.
2.35 Improvement Plans

HSSE improvement strategies will be developed annually at a company level and implemented at a site level.
It is expected that these will largely be generated proactively from strategic reviews of processes and
procedures but may also be generated as a result of incidents and unplanned events.
Each site will develop and maintain a record of HSSE Objectives & Actions. HSSE Objectives and Actions
shall be included in a site Construction plan or a HSSE Objectives and Actions Register. Improvement plans
shall be developed in a consultative manner involving representation from the workforce i.e. Health and Safety
Representatives.
As a minimum, site HSSE improvement initiatives shall be determined through analysis of site HSSE
performance and trends. All proposed changes into Improvement Plans should include engagement with
Project Managers and Contractors prior to final review and authorisation through Senior Management. Where
possible, these initiatives should be linked to specific site activities.
Improvement plan should:
• Identify targets and the actions required to reach these targets. Performance measures and
responsibilities for these actions must also be set.
• Reflect the company and site HSSE objectives and actions
• Reflect the activities in the HSSE Hazards Register.
• Take into account the level of risk when prioritising activities.
• Reflect any emerging changes to activities, processes or services.
• Reflect Legislation, standards and codes specific to the geographical region which the site resides
• The improvement plan shall be reviewed monthly on a by-exception basis in conjunction with the
HSSE Hazards register. These shall be updated in line with:
o Legislative changes
o Industry updates or alerts
o Priority actions on projects
o Changes to the contract activities or scope of works
o Outcomes of Internal and external audits.
• This review shall be conducted at an appropriate forum such as the monthly site HSSE Committee
meetings or the monthly management meetings.
• A full review of improvement plans shall be conducted annually
• The HSSE-MS shall be reviewed at least annually, with approved improvement planning items
included within the annual review
2.35.1 System Audits

HSSE Systems Audits (covering Quality, Safety, Environmental, Risk and Continual Improvement
management systems) shall be conducted across the Meinhardt Group according to the Audit Plan. The
company shall be audited as a minimum once every 5 years and reviewed annually to ensure that the
requirements shown in the HSSE systems are being complied with.
These Management Systems audits shall be conducted by trained and competent PM & HSSE Manager or
other suitably qualified personnel. This should preferably be by a person external and independent to the
company or, where this is not possible, as independent of all Meinhardt processes and directions as possible.
Project Management arrangements at sites shall be audited within four to six weeks of establishment by a
Meinhardt internal resource unless otherwise specified in the contract.
Identified non-conformances raised from audits (both Internal and External) shall be the responsibility of the
Project Management who shall ensure appropriate actions are taken to prevent potential re occurrence of
non-conformities.
2.35.2 In-House/Site Audits

In addition to Systems Audits, internal audits shall be conducted at a site level covering in-house processes
that are not normally part of the Systems Audits. An audit schedule shall be developed using the internal
Audit Schedule Form. When developing the schedule consideration needs to be given to the level of risk of
activities and the results of previous audits. Such audits will be conducted by suitably qualified personnel
independent of the business being audited or, in the event that the audit is of the Meinhardt Group HSSE
systems, this will be performed by the Corporate HSSE Manager with assistance from others as required.
2.35.3 Lessons Learned

There are two ways Meinhardt use to learn from activities undertaken.
Proactive learnings from observations made – interventions, workshop improvement opportunities and
project reviews – will be captured as interventions and improvements using the HSSE IT Platform reporting
and recording system. Actions generated will be allocated to the responsible party and tracked to completion.
The implementation and success of these actions will be reviewed in management meetings and audits.
Reactive learnings from incidents, significant near misses or regulatory interventions, will be recorded and
monitored using the HSSE IT Platform. These learnings are important to share across the Meinhardt
businesses regionally and globally and with contractors and clients. These learnings shall be shared by
creating a Learnings from Incidents Alert or Safety Bulletin and disseminating to relevant parties (subject to
confidentiality requirements) via the HSSE IT Platform. These may also be relevant for general industry and
may be shared through industry forums in a form that is rebranded.
At the completion of each project the Meinhardt Project Manager will hold a meeting to review the project and
how it was executed. As part of this review the post project review form is to be used which captures specific
learnings from the project. Information collected in this meeting should be captured and a form part of the
contractor ratings system held within the procurement team.
2.35.4 Corrective & Preventative Actions (CAR)

A Corrective & Preventive Action Request shall be raised for each non-conformance identified through the
audit processes outlined above. A CAR register is to be developed to facilitate registering, reporting and
trend analysis of CARs raised across Meinhardt.
The CAR database performs and allows for the following activities:
• Registers CARs
• Allows Originator to allocate the CAR to a Responsible Person (together with an e-mail notification)
• Plots trends by activity within the company or at a Site level.
Major and/or Minor CARs will be allocated according to risk.
In order to close out the Corrective and Preventative Actions the responsible person must ensure all actions
taken are appropriate to address the issue. The originator raising the action will then review the action for
effectiveness and close the action out.
Note: Corrective Actions raised following the investigation of an incident or close call shall be captured
through Meinhardt HSSE IT database.
2.35.5 Workplace Inspections

Workplace inspections will be carried out for all areas using the Workplace Inspection Checklist or site-specific
checklist based on this form. The inspection checklist shall include the following as a minimum for each area:
• Housekeeping,
• Equipment condition, (including machine guarding and interlocks)
• Work practices and personnel behaviour,
• Levels of competency,
• Availability and use of Personal Protective Equipment,

• Emergency response planning (from site hazard register)
• Availability and condition of fire and emergency equipment and means of escape,
• Availability and accessibility of procedures and work instructions,
• First-aid equipment,
• Environmental hazards, risks and controls
• Office areas
Inspections will include visual examination of the inspected area and discussions with personnel working in
these areas. Inspections will be conducted in accordance with a controlled scheduled, to ensure each area
is inspected at least once a month. The HSSE resource in consultation with the site Supervisor or Committee
(where implemented) will develop the schedule
The HSSE Coordinator will hold and maintain a controlled list of the areas to be inspected and the personnel
responsible for conducting the inspections.
3.0 RISK MANAGEMENT

Risk Management is a multifaceted process and is a critical element of each project. Comprehensive risk
management programs are essential to reducing loss to personnel, the environment, equipment and assets.
Whole of project lifecycles need to be addressed from design to field execution and demolition and
remediation, HSSE Hazards, including “At Risk” behaviours, will be identified, evaluated and control
measures implemented to reduce the risks and potential impacts of those hazards As Low As Reasonably
Practicable (ALARP).
3.1 HSSE Hazard Register

It is a Meinhardt requirement that each site develops and maintains an HSSE Hazards Register.
This register must contain a list of all hazards and the activities performed that have the potential to cause
these hazards to harm to an individual and/or the environment and an assessment of any health, safety or
environmental hazards. It will also list any control measures and procedures that are currently in place to
manage these hazards. The development and implementation of the HSSE Hazards Register shall be
undertaken using a consultative process such as via workshops. It is an underlying principle that all hazards
are controlled to as low as reasonably practicable (ALARP) standards.
Site hazards identified are to be provided to the HSSE group within Meinhardt for recording in the main Hazard
& Controls Register so that all can benefit and learn. This Hazard Register is live and accessible via the HSSE
IT Platform. All Site registers can then start with this main Hazard & Controls Register and contribute
additional specific risks that they find so that the risk management system becomes a live ‘learning’ system
continuously improving and sharing the risk management knowledge we gain.
The register shall be populated using the output from a preliminary hazard review, which includes the following
elements:
• Identification of the activities performed by the site or operation
• Identification of the HSSE hazards associated with each activity
• Assessment of each hazard using the Hazard-Impact model and risk analysis matrix
• Identification of the HSSE legal requirements, codes and standards relevant to each activity or hazard
• Benchmark and alignment against client HSSE systems and process
• Identification of controls based on the hierarchy of controls that are compliant with legislative, client
and Meinhardt requirements, and
• Determining when the requirement for a Safe Work Method Statement should be applied to each
activity.
3.2 Regulated Hazards

In addition to the risk management practices already outlined (ie. HSSE Hazard Register, Job Safety
Analysis). Legislation requires that specific documented risk assessments be undertaken for the following
hazards: Contractors are required to ensure that these assessments are undertaken and adequately
incorporated into SWMS or undertaken as a stand-alone assessment.
• Hazardous Substances and Dangerous Goods
• Manual Handling
• Plant and Equipment
• Excavation
• Demolition
• Work at heights
• Asbestos/ACM
• Confined Space Entry
• Noise Management
Contractors should have corresponding procedures to ensure suitable information is available for more details
on the requirements and risk assessment process.
The risk assessments for regulated hazards are to be undertaken prior to the SWMS processes being carried
out. The Job Safety Analysis/SWMS will then address the regulated hazard in the context of the task being
undertaken. Where regulated risk assessments are completed these must also be referred to in the HSSE
Hazard Register.
3.3 Plant & Equipment

Plant and equipment along with other hazards such as noise and hazardous substances are complex in
nature; therefore the risk management approach for these hazards is also complex comprising various facets.
Some of the variables that need to be considered during the risk management process for plant and
equipment include:
• What the plant is designed to do
• The work environment/location where the plant is to be used
• Plant operators
• General operation
• Maintenance and testing activities
• Associated cleaning tasks
• The installation, erection or commissioning of any plant
• Any dismantling, storage, and disposal considerations
• Any potential interaction with external factors (i.e. other plant)
3.3.1 Plant & Equipment Register

The first step to assist with the risk management process is to develop a Plant & Equipment Register.
Contractors shall compile a Plant and Equipment Register. This is a key document used to monitor
compliance. The Register shall hold and provide all necessary key data required for working on Meinhardt
sites.
3.3.2 Risk Assessment

Once a plant and equipment register has been developed, the site Hazard Assessment shall include risks
associated with the use of these assets that have the potential to cause harm or illness. Once hazards have
been identified and the level of risk assessed, controls must be selected and applied as per the hierarchy of
risk controls.
To manage the implementation of identified controls SWMS will be developed or updated to include the
controls required to prevent incidents and to recover from them should they occur.
A plan could be provided in/with the Plant Risk Assessment tool and should detail aspects such as:
• actions required for the risk controls to be effective;
• responsibility for actions (by name AND position);
• target date for completion;
• expected outcome; and
• budgets.
All control measures must be monitored and reviewed, in consultation with the relevant stakeholders, to
ensure that they are effective, relevant and compliant.
3.3.3 Competencies
All persons with work activities related to plant & equipment shall be provided with appropriate information
and be trained and assessed as competent to perform those activities. Contractors shall have a system to
ensure the competence of their workers who use this equipment. This system will take into consideration their
skills, knowledge and time in the role, practical assessment and any recognised certification or licence
requirements. Where persons are not deemed competent a suitable supervised program shall be created,
implemented and monitored until the individual has been deemed competent. Meinhardt reserves the right to
require further competence assessment for certain individuals.
3.3.4 Pre-Start Inspections

All items of plant must be checked for hazards prior to use. Items of plant listed below must have pre-start
checks documented in a log book, diary or other agreed method. Checks undertaken during pre-start must
be specific to the potential hazards that the item of plant possesses. Where a check identifies that the item of
plant possesses unsafe hazards then it must not be used until the hazards are addressed and deemed safe.
3.3.5 Noise & Vibration

The amount of damage caused by construction noise depends on the total amount of energy received over
time. This means that as noise becomes louder it has the potential to cause more hearing damage in less
time. The acceptable noise exposure standard in the workplace is 85 dB (A) averaged over an eight hour
period or 140 dB(C) peak noise level or any regulator-imposed lesser licence limit on the site.
It is important to identify the noise and vibration profile of all plant and equipment to be able to prevent and
control the potential health impacts generated. This starts with equipment selection. Equipment with low
noise emissions should be used wherever possible.
3.3.6 Noise & Vibration Assessment

In order to identify plant and processes where workers or the community may be exposed to excessive noise
and vibration, a noise hazard identification process should be undertaken. This hazard identification process
may take the form of receiving noise data performance sheets from the manufacturer or physical insitu testing
of the equipment with a noise measuring device. This should take place without taking into account the effect
of hearing protectors which will provide results that enable the correct controls to be chosen i.e. ear plugs,
ear muffs, engine sound deadening etc.
• A preliminary noise assessment should be undertaken by a suitably trained and competent individual.
Sound pressure readings should be taken and recorded for each source of identified noise.
• The preliminary assessment entails the use of a basic sound level meter providing an estimate of
noise levels at a particular location or associated with a piece of plant/equipment. Noise
measurements should be taken at the position of the ears of a person or at an equivalent of that
position.
If results of the preliminary noise assessment identify a noise level and exposure period in excess of 85 dB
(A), then a person specialising in noise assessment (competent person) should be engaged to conduct a
more formal noise assessment in compliance with the relevant Standards.
Noise Assessment records shall be recorded in the Noise Assessment Worksheet & Register.
3.3.7 Controls
A range of control measures shall be applied to control the risks associated with noise. They include:
• Engineering Controls, including:
• Modifying plant and machinery e.g., anti-vibration mounting, sound proof enclosure
• Isolating operator from noisy equipment
• Good maintenance of machinery
• Administrative Controls such as the use of job rotation.
• PPE
Two yearly noise assessments for those employees regularly exposed to workplace noise shall be provided
and recorded through employee personnel files.
3.4 Hazardous Substances / Dangerous Goods (Management & Control)

In order to protect employees and the environment processes must be implemented to ensure that any risks
to health and safety and the environment are identified, assessed and effectively managed.
Hazardous substances and dangerous goods must be used and managed in a suitable manner which means
they must be stored, handled, transported and disposed of in a way that eliminates or mitigates all risks as
far as reasonably practicable.
3.4.1 Purchasing Chemicals

If required, prior to purchasing or bringing any potentially hazardous substance or dangerous good onto site
a Safety Data Sheet (SDS) must be obtained from the supplier. The SDS is to be reviewed by Management
or person intending to bring the product on site in consultation with the HSSE Coordinator. The following
factors should be considered prior to approving a product for purchase:
• selection/consideration of alternative less hazardous substances
• flammability
• toxicity
• storage requirements
• personal protective equipment requirements

• Environmental considerations
3.4.2 Safety Data Sheets

If the product is an approved product for use, a copy of the Safety Data Sheet (SDS) must be provided to the
HSSE Coordinator for inclusion in the site's SDS register. The SDS must be readily accessible and read and
understood by all personnel involved in the handling, storage, transport or use of the substance.
For any process and/or work activities using hazardous substances and/or dangerous goods, a risk
assessment must be undertaken prior to commencement of the job. The risk assessment form must be
undertaken in consultation with all relevant personnel to identify and assess the risks and the appropriate
control measures. The risk assessment may form part of the Safe Work Method Statement providing it covers
the relevant aspects.
3.4.3 Hazardous Substance Register

The Project Manager shall or nominate a delegate to establish and maintain a register of hazardous
substances and dangerous goods. The register shall identify the product names, on-site owners, hazardous
nature, class of DG, quantities, location where it is used with a copy of the SDS relevant to those products
listed in the register.
3.4.4 Labelling
Labelling on all storage vessels, containers and tanks of hazardous substances or dangerous goods shall be
in accordance with national and state placarding and labelling requirements. This labelling shall clearly identify
the carried or stored material. Supporting safety data sheets shall also be readily available at the point of use
and storage to identify appropriate first aid procedures.
Labelling requirements are stipulated in the (Relevant State or Countries) Dangerous Goods Code. Labels
must be printed on the container for any registered substance.
3.4.5 Storage & Handling

Storage of all hazardous substances and dangerous goods shall be undertaken in accordance with the
manufacturer’s SDS and regulated requirements particularly:
• Placarding;
• Segregation;
• Registers and MSDS;
• Spill containment;
• Emergency and fire management;
• Lighting requirements;
• Storage receptacles;
• Control over ignition sources.
3.5 Environment
All Meinhardt operations are expected to identify the aspects and impacts of their operations to the
environment including the wider environment and community. Identified impacts shall be documented on the
HSSE Hazards Register.
Appropriate risk mitigation measures shall be implemented for identified aspects and impacts. If necessary,
the implementation of these measures shall be documented and monitored through the business planning
process or the objectives and actions register. These control measures shall be applied and incorporated as
appropriate into the Pre-Start and Job Safety Analysis/Safe Work Method Statement processes.
The effectiveness of the control measures shall also be subject to review through the audit and review
process. The HSSE Hazards Register shall also be subject to ongoing and scheduled reviews to ensure that
any new or introduced environmental impacts are progressively identified and controlled.
3.5.1 Erosion & Sediment Control

The three cornerstones of erosion and sediment control are drainage control, erosion control, and sediment
control, they are as follows:
• Drainage control measures aim to prevent or reduce soil erosion caused by concentrated flows
(including the management of rill and gully erosion), and to appropriately manage that movement of
‘clean’ and ‘dirty’ water through site.
• Erosion control measures aim to prevent or reduce soil erosion caused by raindrop impact and sheet
flow (i.e. the control of splash and sheet erosion).
• Sediment control measures aid to trap and retain sediment displaced by up-slope erosion processes.
It is noted that on most work sites, best practice sediment control measures cannot, on their own, provide
adequate protection of downstream environments. Therefore, appropriate drainage and erosion control
measures must also be applied, at all times, especially on clayed soils.
3.5.2 Waste Management

Meinhardt’s commitment for continuous focus to uphold stringent processes and procedures to manage waste
responsibly and effectively. This includes;
• Continue to implement effective environmental management systems to improve environmental
performance, prevent the occurrence of incidents and facilitate rapid emergency response process
• To ensure work activities do not detract from the amenity of the surrounding community
• To ensure processes to remediate and dispose of waste are managed effectively within a risk based
framework and the potential for future impact is minimised
• To drive continuous improvement in environmental waste management, reduction and resource
recovery
3.5.3 Handling and Disposal of Contaminated Soils and Liquids
Where there is often the presence of contaminated soils and liquids on site for which Meinhardt is
responsible for the disposal. These substances must be controlled in a suitable and secure manner to
minimise environmental harm. Specialist contractors shall be commissioned to facilitate legal, client and
Meinhardt requirement. Environmental specialists will be used where required to develop a plan for the
most effective disposal and management of these substances.
3.5.4 Asbestos Management
To manage risk associated with the exposure to asbestos in compliance with the relevant Factories &
Machinery Act 1967 and Occupational Safety & Health Act 1994 Regulations to ensure no person at the
workplace is knowingly exposed to air-borne asbestos fibres.
Anyone undertaking works on a site must consult the site asbestos register prior to any works commencing.
If asbestos is found at sites at which there is no asbestos register, works will cease, the client contacted and
an accredited asbestos specialist can inspect the premises, develop an asbestos register and management
plan.
A certified and approved asbestos removalist shall be utilised in the event that any asbestos work (excluding
of all CAF gasket removal) is undertaken over the course of any project.
The asbestos removalist will prepare an asbestos removal control plan, specific to the job, before
commencing any removal work. The asbestos removalist shall submit an Asbestos Management System and
related procedures for checking and approval by the Project Field Supervisor, Project Manager and HSSE
Manager / Supervisor prior to work commencing.
The control plan shall also assess the presence or likelihood of other hazards associated with the asbestos
removal work (e.g. work at heights, work in confined spaces, electrical safety and heat stress).
The asbestos removalist must ensure the removal is adequately supervised and is carried out in a safe
manner.
The asbestos removalist shall ensure all supervisory personnel have a detailed knowledge of the precautions
and procedures outlined in this code of practice.
All asbestos associated incidents must be immediately reported to the Project Manager, Project Supervisor
and HSSE Manager / Advisor and nominated client representatives for advice and immediate action. Incidents
of concern, risk of exposure or contamination must be reported to the Client immediately.
• Disposal Certificate
Any employee exposed to asbestos shall be issued a letter confirming the date of exposure and the work
being conducted.
3.5.5 Disposal of Asbestos Waste

The approved asbestos removalist must ensure that all asbestos waste is disposed of in an appropriate
manner as described below:
• Identified to indicate the presence of asbestos

• Contained so as to eliminate the release of airborne asbestos fibres
• Transported in an appropriate manner
• Disposed of as soon as is practicable
• Disposed of in an appropriate manner which eliminates the release of airborne asbestos fibres
• Disposed of at a waste disposal site licensed by the Regulated Authority
• A copy of the disposal certificate is to be returned to Meinhardt for filing.
3.6 Heat Stress

Heat stress may be a factor in activities within the Project. Workload and environmental conditions such as
ambient temperatures, working in locations where heat cannot dissipate easily, and where the need for
personal protection can restrict the body’s ability to dissipate heat are all factors, which need to be considered.
In order to effectively manage exposure to hot and cold conditions, the following elements will be taken into
consideration:
• Identify work areas/tasks that expose workers to undue hot or cold conditions
• Implement control measures in place to reduce / eliminate such exposure. This may include work
rotation that limit the level of time of exposure, specific types of protective clothing and provide regular
breaks
• Implement into place a monitoring process to ensure the effectiveness of such controls
• Implement an ongoing health surveillance program to ensure control measures remain effective
• Educate the workforce in the physiological effects of extremes of heat and cold as appropriate.
3.7 UV Radiation
All work areas and tasks, which involve UV radiation exposure, shall be assessed to determine the level of
risk presented to employees. With reference to the ‘Hierarchy of Controls’, control measures shall be
implemented to eliminate or minimise risk wherever practicable.
3.8 Hazardous Manual Tasks

Most jobs involve carrying out some type of manual task using the body to move or hold an object, people
or animals. Manual tasks cover a wide range of activities including stacking shelves, working on a conveyor
line and entering data into a computer.
Some manual tasks are hazardous and may cause musculoskeletal disorders. These are the most common
workplace injuries across Australia.
A hazardous manual task, as defined in the WHS Regulations, means a task that requires a person to lift,
lower, push, pull, carry or otherwise move, hold or restrain any person, animal or thing involving one or
more of the following:
• repetitive or sustained force
• high or sudden force
• repetitive movement
• sustained or awkward posture
• exposure to vibration.
These factors (known as characteristics of a hazardous manual task) directly stress the body and can lead
to injury.
3.9 Risk Assessment & Controls

The risk of injury comes not just from the characteristics of the object being handled but from the way it is
handled, the work environment and the repetitiveness or frequency of the manual handling.
Some of these ‘risk factors’ are outlined as follows:
• Actions and movements – Sudden / jerky movements, bending, twisting, over-reaching, repetitive
movement
• Workplace and workstation layout – Workstation height, etc.
• Working posture and position – Prolonged or repetitive bending and/or twisting
• Frequency and duration – Repetition and duration of any activity
• Location and distances moved – Loads above shoulder height, moving long distances
• Weights and forces – The force needed to lift, push, pull or hold, awkward or hard to grasp loads
• Work organisation – Available tools and equipment, work schedule/workplace
• Work environment – Lighting, confined or restricted spaces, slippery or rough ground
• Skills and experience - training/education, job induction, etc.
Once the risk associated with activities has been assessed, controls will need to be put in place. As per the
hierarchy of controls you must first try to eliminate the risk and if this is not possible reduce the risk as far as
practicable.
3.9.1 Training
It is important that risk controls are regularly reviewed and monitored to ensure they have been implemented
correctly and continue to be effective. It is also important to ensure that controls implemented do not result in
new manual handling hazards.
All persons with work activities that involve manual handling shall receive training relevant to the tasks they
will be undertaking. Training should cover items such as:
• How the body can be affected by risks arising from manual tasks
• What sort of manual tasks have the potential to give rise to muscular-skeletal disorders
• What risk factors give rise to muscular-skeletal disorders and what can cause these risks
• How to prevent muscular-skeletal disorders
• How to use risk controls
• How to select and use suitable techniques or methods and equipment
• The importance of early reporting of muscular-skeletal disorders hazards
3.10 Fitness for Work
Meinhardt is committed to the health and safety of all its employees and contractors. This includes ensuring
that no person commences or continues to work if it is known that they are not fit for work.
We recognise that health and a range of factors, including fatigue, psychological stress, illness and the use
of medication, illicit drugs and alcohol or other situations that may influence an individual’s ability to conduct
activities safely.
“Fit for work” means that an individual is in a state (physical, mental and emotional) which enables the
individual to perform assigned tasks competently and in a manner which does not compromise or threaten
the safety or health of themselves and/or others.
3.11 Fatigue
Physical or mental weariness (Fatigue) may be caused by any, or a combination, of roster design (including
the predictability of hours), the sleep duration and quality that a person has been able to obtain, the physical
and mental demands of the work, the ability to balance childcare, family and other responsibilities, the
physiological and psychological effects of disrupted circadian rhythms.
SHIFT
SHIFT//ROSTER
ROSTER COMMUTING
COMMUTING INDIVIDUAL
INDIVIDUALCHARACTERISTICS
CHARACTERISTICS
••Time
Timeofofday
day
••Hours
Hoursof ofwork
work ••Daily
Dailyhome
hometotowork
work ••Suitability
Suitabilityfor
forshift
shiftwork
work
••Rotation
Rotationdirection
direction ••Long
Longdistances
distancescommute
commuteto
tosite
site ••Age
Age
••Cycle
Cyclelength
length ••Aerobic
Aerobicfitness
fitness
••Breaks
Breaks ••Chronic
Chronicillness
illness
WORKPLACE
WORKPLACECULTURE
CULTURE
••Support
Supportfor
forself
selfmanagement
management
••Work
WorkPractises
Practises(Rotation,
(Rotation,naps
napsetc)
etc)
OUTSIDE
OUTSIDEDEMANDS
DEMANDS
FATIGUE ••Family
Familydemands
••Social
demands
Socialactivities
activities
LEVELS
••Other
Otherjobs/study/hobby
jobs/study/hobbyfarms
farmsetc
etc
••Hours
Hourscontinuously
continuouslyawake
awake
NATURE
NATUREOF
OFWORK
WORK
••Mental
Mentalload
load
••Physical
Physicalload
load(vs
(vscapacity)
capacity)
SHIFT
SHIFTMANAGEMENT
MANAGEMENTSKILLS
SKILLS&&
PRACTICES
PRACTICES
WORK
WORKENVIRONMENT
ENVIRONMENT ONSITE
ONSITESLEEPING
SLEEPINGENVIRONMENT
ENVIRONMENT ••Knowledge
Knowledgere: re:shift
shiftwork
work//fatigue
fatigue
••Temperature
Temperature ••Sleep
Sleephygiene
hygiene
••Noise
Noise ••Air
Airconditioning
conditioning ••Ability
Abilitytotonap
nap
••Light
Lightlevels
levels ••Control
Controlofofnoise
noise ••AOD
AODuse use
••Vibration
Vibration ••Inside
Insidetoilets
toilets ••Nutrition
Nutrition
••Humidity
Humidity ••Light
Lightcontrol
control ••Management
Management of ofstress
stress
GWF_V5_576_1
Table 2: Factors Determining Fatigue/Alertness levels
3.11.1 Management – General Requirement

Meinhardt in the execution of the Project shall:
• Carry out appropriate planning including risk assessment prior to starting a task/project that has high
fatigue risk on employees
• Educate all personnel to notify their supervisor of any concerns about potential impairment of their
fitness for work
• Establish appropriate procedures and facilities to ensure that sensitive medical and other personal
information are safeguarded as required by this procedure.
• Monitor and undertake regular and informal interviews on employee perception of fatigue
management controls.
3.11.2 Hours of Work

Legislative work hours in accordance to Malaysian Employment Act 1955, must be complied with. Should
Meinhardt’s work hour’s requirements, as shown below, be tighter, it is expected that contractors will apply
the Meinhardt requirements.
Meinhardt has an embedded fatigue management process which provides guidance for “hours of Work”. The
procedure outlines actions required to minimise fatigue impact of working hours on health, safety and welfare
of employees and other persons in the workplace and is applicable to all Meinhardt contracts. Therefore
ensuring employees, supervisors and managers are informed of ‘elements contributing to fatigue’ so as to
prevent accidents, incidents and illness in the workplace.
• Managing fatigue is only one of the components of our overall approach to fitness for work and
employee wellbeing.
The following are extracts from a procedure which outlines some of Meinhardt implemented / developments
for Fatigue Management such as:
Work Hours and Rosters:
• It is envisaged that hours of work will be 6 days by 12 hours.
• A maximum of 12 hours is to be worked in any 24 hour period.
• A new work crew to be mobilized should the work likely to exceed the 12 hours in any single day.
There are exceptions to these general rules allowed but where this is necessary; the matter should be
referred to the HSSE Manager.
3.12 Driver Fatigue
Meinhardt has a driver fatigue management procedure which is applicable to all Meinhardt sites, which outline
the minimum requirements of employees, supervisors and managers for managing driver fatigue so as to
prevent accidents, incidents and illness either, in the workplace or travelling distances in the course of your
job.
This procedure applies to all Meinhardt employees and contractors that operate light and heavy motor
vehicles.
The following is an extract from procedure which outline some of Meinhardt Driver Fatigue measures such
as:-
• Regulating rosters (work/rest time) to comply within standard work hours.
• Ensure light and heavy vehicle operators take rest periods throughout work day
• Plan work tasks to allow for rest breaks
• Promote health and well-being to its operators / drivers
Fatigue Warning signs such as:-
• Feeling of tired/sleepy/drowsy
• Head nodding / Excessive yawning
• Difficulty keeping eyes open / Blurred vision
• Repeatedly drifting in and out of traffic lanes
• Increased errors and loss of concentration at work
Control & Monitor Driver Fatigue Risk shall include:-
• Training to identify signs and symptoms of fatigue
• Drivers have authority to stop if any warning signs of fatigue.
• Operators and schedulers to plan when drivers rest
• Contingency plans to be implemented were operational issues impact work-rest times
• Regular auditing of work environment to ensure compliance regarding procedures.
3.12.1 Journey Management

Journey Management is a process for planning and executing road transport journeys safely, in compliance
with all relevant HSSE requirements. Supervisors responsible for individuals driving on company business
are accountable for ensuring a Safe Travel.
Additionally, other requirements are relevant when driving light or heavy vehicles, such as:
• Possess a current driving license that is valid for the type of vehicle being driven
• Be physically and mentally capable of operating the vehicle
• Be rested and alert to maintain attention throughout the journey
• Stop the vehicle and take a rest break when required
• Do not operate a vehicle while impaired by alcohol, drugs or medication
• Always use three point contact seatbelts whenever a vehicle is moving
• Do not make or receive a call on a mobile phone whilst a vehicle is moving
• Do not allow unauthorised passengers in the vehicle
• Visually inspect the vehicle for roadworthiness prior to departure
If you work for our client, Shell downstream retail business, you shall also be required to follow Shell Journey
Management Plan (JMP). Anyone driving a company vehicle or driving on company business is responsible
for meeting the requirements of a JMP when needed. A JMP, which includes driving and rest schedule, is
required if the total driving time is more than 4.5 hours in a single day. You are required to discuss the JMP
requirements prior to and for any trip exceeding 4.5 hour duration. Supervisors responsible for individuals
driving on company business are accountable for ensuring a Journey Management System (JMP) is prepared
when required and all drivers to undertake Defensive Driving course where required/approved.
3.13 Drug & Alcohol

Meinhardt is committed to providing a safe and productive workplace.
The use of illegal drugs, misuse of legal drugs or other substances and the misuse of alcohol can impair a
person’s fitness conduct work activities safely. All employees, contractors and visitors are expected to
recognise these threats and eliminate the risks involved.
In support of Meinhardt’s commitment, high priority is given to:
• Creating a safe working environment by the elimination of the hazards associated with inappropriate
alcohol and drug use
• Providing a range of preventative, educational and rehabilitative measures to overcome problems
that could impair a person’s ability to work safely
• Providing that persons who are deemed unfit to work as a result of alcohol or drug use are managed
in a fair and constructive manner
• Meeting our obligations to employees, contractors and the general public to carry out operations
safely
In order to uphold these standard, company employees may be required to make judgements regarding any
employee or contractor’s capacity to meet these accountabilities.
4.0 PERSONAL SAFETY

4.1 Incident Management
All incidents and close calls shall be recorded and managed using the Meinhardt HSSE IT Platform recording
tool.
The HSSE Manager will be responsible for the management of the incident reporting, investigation and
corrective actions. The HSSE Manager will be supported by site Supervisors and Project Managers
throughout the reporting, investigation, preventative and corrective action and incident review processes.
4.2 Hazard & Potential Incident Reporting

All incidents shall be reported to the Site Supervisor immediately and to the Project Manager and the HSSE
Manager as soon after the incident as possible.
Potential Incidents, Near Miss, Hazards and Intervention Reporting shall be retained with the HSSE IT
database. All learnings from the above shall be disseminated to stakeholder groups via the HSSE Manager.
These events when consolidated to identify trends will also be reviewed against the Hazard and Controls
Register to ensure the Register is updated and accurate.
4.3 HSSE Incident Review

The HSSE Manager is responsible for reviewing all incidents resulting in an injury, plant damage or product
loss of which will be reviewed to identify facts leading to the incident, identify root cause, identify lessons
learnt and make recommendations on preventative controls.
The initial review must be completed within 24 hrs from the time of the incident occurred.
4.4 Incident Investigation

The incident investigation process is aimed at finding root causes to incidents whilst maintaining a non-blame
approach. An investigation must be completed within 7 working days of the incident occurrence, or sooner
depending on client requirements and the severity of the incident. Preliminary learnings may be shared
however full findings will only be issued following all required reviews and permissions.
• The initial incident investigation is to be conducted by the site Supervisor. A formal review of the
incident is then conducted by the HSSE Manager
• The HSSE Manager (or suitable delegate) is responsible for conducting investigations into significant
incidents and high potential events
• The Program Manager is responsible for incident notification to respective Client
• All learnings from incidents will be issued to relevant parties via the Lucidity (IT) system
MEINHARDT INCIDENT REPORTING FLOWCHART
Please refer to Appendix 8 - Shell Retail Contractor Incident Reporting and sharing Procedure
4.5 First Aid

First aid is any one time treatment and subsequent observation of minor scratches, cuts, burns, and
splinters etc., which do not ordinarily require medical care by a physician. A local First Aider, may
treat these cases or the party may be referred to a local medical provider or hospital for first aid
treatment.
Notification of the provision of first aid must be communicated to the Meinhardt Project Manager
and HSSE Manager as soon as possible following the provision of treatment to the individual.
First aid facilities (where provided) shall comply with all legislative requirements.
4.5.1 Injuries
First aid is any one time treatment and subsequent observation of minor scratches, cuts, burns, and splinters
etc., which do not ordinarily require medical care by a physician. A local First Aider may treat these cases
The First Aid Attendant shall provide emergency first aid to an injured person until medical assistance arrives
or assistance is completed or refused by the injured person. The First Aid Attendant shall only provide First
Aid within their level of competence. If additional treatment is required the employee will be referred to an
external provider as nominated by Meinhardt.
4.5.2 After Hours Treatment

The Supervisor/HSSE Coordinator/Manager is responsible for the transport of any injured person/s requiring
medical attention unless the severity warrants treatment and transport from the Ambulance. The Meinhardt
HSSE Coordinator/Manager or Supervisor must accompany the injured Meinhardt employee to an external
medical provider as nominated by Meinhardt.
All sub-contractors are responsible to transport their own employees to any external medical providers.
4.6 Ambulance Assistance

In an emergency, call external services providers to request assistance. Ensure accurate details regarding
employee’s condition are relayed. Where required, ensure there is someone to guide the ambulance to the
incident scene when it arrives on site.
4.7 Rehabilitation
Meinhardt are committed to ensuring employees suffering workplace related injury or illness are assisted in
the return to their pre-injury physical, psychological, social, vocational and economic capacity through a
defined and systematic rehabilitation process.
The purpose of the rehabilitation procedure is to assist in the safe and early return to work of employees
through the provision of optimal Rehabilitation Programs and details the management process for injury /
illness claims and rehabilitation. The Rehabilitation Plan offers a graded return to previous work level of
normal duties and is not to be considered as a permanent job change.
A Rehabilitation Plan is to include suitable duties that are meaningful, contribute to the work effort and include
task variety. Management, including Supervisors are actively involved in the rehabilitation process whereby
the injured person’s case manager, the employer and treating Doctor develop a suitable duties program.

A programmed series of events to encourage continued focus on safety by all personnel shall be developed
to cover the duration of each works project suitable to the project.
Examples of such promotions may include:
• Irregular awards of vouchers / certificate for a positive HSSE observation by a member of the team;
• Local recognition for strong HSSE performance
• Formal awards for best performing Contractor – annually
• Rewards & recognition program for best Supervisors and frontline workers – monthly
4.9 Consequence & Performance Management
Meinhardt has developed a performance management model that recognizes good performance and
manages improvements in those individuals and organisations that show gaps by communicating an
expectation of improvement of both personal and organisational performance in a personal, non-threatening
way while maintaining concern for the seriousness of a given situation.
This starts with communicating to Meinhardt employees and Contractors, Meinhardt’s specific HSSE and
performance standards along with all specific rules and requirements for the works to be performed at the
required HSSE standard. Understanding of these is assured through competence assessments and audits
and inspections are conducted during the project to confirm that these expectations are being adhered to in
all aspects of the projects. Where organisational and/or personal performance gaps are identified, these are
brought to the attention of the relevant individuals within the Meinhardt and Contractor organisations and an
agreed remediation plan is developed and implemented. Should the required improvement not be possible,
the individual and/or organisation will not be further engaged in the project or programm until Meinhardt can
be satisfied that the required performance can be assured.e.
Action under the Company Disciplinary Policy will be considered for all individuals that demonstrate unsafe
behaviors.Upon identification of an unsafe behaviour, work is immediately stopped and the behaviour
discussed and corrected. In addition, there is an onsite 3-strike rule for individuals who display unsafe
behaviors or non- compliance with HSSE requirements. Individuals will, generally, be given 2 warnings before
being removed from site unless displaying gross and willing negligence or actively placing themselves or
another person at harm. All incidents shall be recorded and where an investigation is required, the individual/s
shall be removed from Meinhardt works until the investigation is complete and resulting actions agreed. These
may include measures up to and including termination of the individual/s and/or organisation/s.
4.9.1 Contractor Performance Review
A framework developed to measure Meinhardt Contractor HSSE Performance and Meinhardt have the
performance measured for all Contractor periodically . The review is carried out based on scorecard system
and this will determine the award of future works with Meinhardt. Contractor job awarding will be
determined based on their performance.
4.10 Workplace Amenities and Facilities

All amenities provided on the project will be in accordance with the site, state regulations, codes of practice
and the Client’s Workplace Amenities and Facilities Procedure. It is the responsibility of all individuals to
ensure amenities and facilities are kept in a clean and tidy condition.
4.11 Visitors / Access to Site

Entry of persons to the project site is strictly controlled. All visitors to the site, including Meinhardt and
contractor employees, who have not attended a general / project specific induction, are to firstly report to their
site contact. Approval to bring a visitor onto the site shall be sought from the Project Manager or delegate
prior to arrival. This person will be subjected to a Meinhardt visitor’s induction specific for the site.
Once signed in they are to be escorted by a fully inducted person at all times whilst on the site and remain
the responsibility of the site host.
4.12 Operational Controls

Operational controls are based on the effective application of system requirements, along with task related
risk control mechanisms such as the Job Safety Analysis (JSA)/Safe Work Method Statement (SWMS)
process, permits, hot work etc. The operational controls listed below include Pre-Start, Take 5 and
JSA/SWMS, which form part of the control measures for almost all hazards, along with the key controls for
all of the other hazards identified in the HSSE Hazards Register.
Meinhardt has implemented JSA/SWMS and Take 5 processes that are used before commencement of a
task and whenever there is a significant change in the task or work environment during the conduct of that
task.
4.13 Permit to Work (PTW) System

The Permit to Work (PTW) system is an analytical process ensuring that proper consideration is given to site
hazards and control measures put in place prior to work commencing.
A Permit To Work (PTW) is required for all activities identified by Meinhardt, industry or the client as requiring
a Permit. These are typically for higher risk activities. High risk activities include:
• Hot work in a hazardous zone;

• Confined space entry;
• Working at heights - (a person’s falling from one level to another)
• Excavations greater than or equal to 1.2 metres;
• Flaring of flammable gas;
• Live electrical work;
• Explosive blasting.
A summary of permit requirements is presented below in table 4.1 below

At all times applicable local laws must be complied with when performing works. Where the PTW conflicts
with local laws, the relevant portion of the PTW system shall not apply. If the local laws are more stringent
than general Meinhardt or Client requirements then the local laws take precedence.
The Meinhardt PM may also deem that a PTW is required if the activity is deemed high risk or the Meinhardt
PM has concerns about the contractor’s ability to control the hazard risk.
Meinhardt, Client and accredited Contractors are responsible for issuing permits (permit issuers).
Table 4.71: Permit to Work Activity Table (v5.1)

4.13.1 Permit Issuers
Meinhardt and contractor personnel who seek to become Permit issuers must seek endorsement from the
Meinhardt PTW custodian. Those seeking endorsement should have demonstrated HSSE experience in
relevant work scopes and/or construction sites in order to obtain a provisional Permit Issuer status. Following
the satisfactory completion of formal training and a mentoring program, all of which will be reviewed by
Meinhardt’s PTW custodian, a full and unrestricted PTW Permit Issuer status will be achieved.
Permit issuers are responsible for:
• Reviewing SWMS prepared by the contractor;

• Verifying the permit accurately reflects the scope of work and that the documented controls combined
are adequate to perform the work safely
• Detailing all necessary risk mitigation measures in addition to those shown in the SWMS or JSA
enabling the work to be carried out safely
• Ensure that the Permit activities will not adversely impact on – or be impacted by - other works
occurring simultaneously at the site or adjoining properties
• Verifying with the PH that he/she knows:
o The exact location of the work
o The permit conditions
o Emergency procedures
o The hazards that have been identified
o The precautions and controls that must be taken during the work
• Signing and issuing the permit
• Auditing the permit.
4.13.2 Permit Holders

A permit holder is typically the person or contractor who is responsible for performing the work. Permit holders
are responsible for:
• Taking all necessary steps to comply with the detailed controls listed in the Permit;
• Perform the work in a safe and environmentally sound manner in accordance with the PTW
• Preparing a SWMS and any other documents required
• Explaining to the work party the details of the work and any potential hazards
• Verifying that the precautions are maintained throughout the work
• Being present personally at the work site at all times during the Permit controlled work
• Prominently displaying the Permit and attachment at the work site where all Contractor employees
can see them
• Stopping the work and seeking advice from the PI if conditions at the site change or any conditions
detailed in the Permit cannot be complied with.
4.14 Hazardous Zoning

Hazardous zoning is defined in relevant legislation.
One example applicable for Meinhardt’s retail fuels work 1 would be: AS60079.10.1: Classification of areas –
Explosive gas atmospheres. As a guide Hazardous zones can be summarised within:
A) Forecourt Area and Perimeter of Sales Building
• 4.1 METRES radius from any dispensing pumps
• 1 METRE radius from any below ground dip or filling Points
• 4 METRE from any above ground fill points
• 2 METRES radius from any tank vent pipes
• 0.5 METRE radius from any oil & water separator
• 0.5 METRE radius from any grated pit on forecourt
B) Inside Sales Building
The Sales Building not considered as part of hazardous area.
Specific local legal requirements could extend the hazardous areas and shall prevail. The extent of the
hazardous areas may increase under your assessment but must not be less than the distances shown.
Any product transfer, pipeline modifications or repairs, excavations could extend hazardous areas. Inside the
Sales Building is an excluded area.
The entire retail site is a restricted area with a tanker anywhere on site. A hazardous zone map is presented
as Figure 10.2 below:
1 Other work scopes have different legislative and Standards requirements. This is an example only.
Figure 10.2 Hazardous Zone Map
4.15 Work Clearance Form
Prior to commencing works on any site; contractors must complete an WPCG work clearance form. The
general requirements are as follows:
• Form must be completed daily on site by the Contractor for all work
• Form must be used to ensure all activities are undertaken with the consent of the Site Representative
• Site Representative advises the Contractor if there are any operational or site conditions that may
impact the Contractor safely performing the work (e.g. product delivery)
• Form is designed to stop the work or trigger the need for a PTW if certain conditions are not met
• Form is used by the permit holder to renew permits that exceed beyond one day on a daily basis (up
to the maximum allowed by the respective permit system)
4.16 Job Safety Analysis (JSA) / Safe Work Method Statements (SWMS)
A JSA/SWMS is intended to analyse the individual steps or activities that together create a job or specific
work duty, and to detect any actual or potential hazards that may be present. A JSA must be undertaken for:
• All project work activities, whether it be non-routine work or work that does not have
documented procedures, and for activities rated high risk as per the project Hazard
Register. Due to its in-depth and detailed nature, the JSA can identify less obvious hazards
that may go undetected during routine management observations or audits.
All JSA’s undertaken during the project shall be documented on the standard JSA template, and are to be
reviewed and signed by the Project Supervisor prior to work commencing. The JSA is to be kept with the work
group, with attached permits and sign on sheets
As identified earlier, safety and health considerations shall be reviewed and clearly documented for each
work activity through the Hazard register. The responsible supervisor will review the HSSE Hazard register,
where required, or if the supervisor decides as an addition, organise for any additional JSA’s to be developed.
All JSA’s shall be developed in accordance with Job Safety Analysis/Safe Work Method Statement procedure
and recognised principles of hazard and risk management.
If the JSA is not completed at the time and place where the work is to be carried out then a Take 5 should be
completed immediately prior to work commencing to identify any hazards not included in the JA. A Take 5 is
also required to be completed for all activities rated as Low risk as per the project HSSE Hazard Register.
4.17 Take 5 or Last Minute Risk Assessment

Take 5 is an informal risk assessment process adopted by Meinhardt that must be completed and recorded
prior to the commencement of any task. Take 5 applies to routine activities involving low HSSE risk. It is a
simple process designed to encourage improved hazard awareness and alertness amongst personnel
immediately prior to commencing a task. Meinhardt has adopted the Take 5 program to underpin its hazard
management process by promoting the steps:
Stop – step back and observe
Think – through the tasks
Assess – the Hazards, Pathways & Impacts
Review - and Document findings
Talk - it through and complete the task
Everyday activities with minimal HSSE risks, such as office work, require no formal point-of-work risk
assessments but employees are encouraged to use the Take 5 process informally as a routine part of their
day.
4.18 Golden Rules

Meinhardt’ 3 Golden Rules provide a companywide benchmark and a common approach to risk management
for those activities commonly undertaken in our operations that are most likely to present a risk of serious
injury, illness or death.
3 Golden Rules are;
1. Comply- with all laws, policies and procedures
2. Intervene – on any unsafe or non-compliant acts
3. Respect – your neighbours, workmates, contractors, managers and clients
4.19 12 Life-Saving Rules

A number of clients have a set of mandatory safety rules required to be adopted by their own employees and
all contractors and visitors to the sites under their control. These are adopted by Meinhardt.
Shell is one example with 12 Life-Saving Rules that reinforce what employees and contractors must know
and do to prevent serious injury or fatality.
The Mandatory Safety Rules are;
1. Work with a valid work permit when required.
2. Conduct gas tests when required.
3. Verify isolation before work begins and use the specified life protecting equipment.
4. Obtain authorisation before entering a confined space.
5. Obtain authorisation before overriding or disabling safety critical equipment
6. Protect yourself against a fall when working at height
7. Do not walk under a suspended load.

8. Do not smoke outside designated smoking areas.
9. No alcohol or drugs while working or driving.
10. While driving, do not use your phone and do not exceed speed limits.
11. Wear your seatbelt.
12. Follow prescribed journey Management System
The Mandatory Life-Saving Rules focus on high risk activities that are routinely performed across Meinhardt
operations, and are designed to protect employees from serious injury or death. The Life-Saving Rules
must be understood and observed by all employees.
The Mandatory Safety Rules must be applied in conjunction with all relevant laws, company policies, the
Code of Business Conduct, Industrial Instruments, and any other processes, procedures and work
instructions that are applicable to the workplace.
All employees shall receive formal training on the Mandatory 12 Life-Saving Rules.
All agreements with contractors, including any subcontract agreements, will highlight the Mandatory 12 Life-
Saving Rules and will include a contractual condition that demands compliance with these rules while
working for Meinhardt. This contractual condition must also highlight that, subject to the findings of an
investigation, any breach of the Mandatory 12 Life-Saving Rules may result in the termination of the
contract.
4.20 PPE Requirements

All personnel on site shall comply with the Meinhardt’s site PPE requirements or, where the Client has a
higher standard, the Client’s standards.
Mandatory PPE requirements on the site shall be:
• Safety boots complying with relevant country legislation;
• Safety Helmet complying with relevant country legislation;
• Eye Protection with adequate side protection or
• Good fitting Prescription Safety Glasses that meet (Relevant State or Countries) Standard or
• Prescription glasses with over glasses or goggles that meet (Relevant State or Countries Standards).
• Hearing protection where signs indicate hearing protection is required or were the task being carried
out deems hearing protection is required;
• Long sleeved heavy cotton drill shirts with sleeves buttoned at the wrist.
• Long cotton trousers / jeans
• High Visibility Clothing / Anti-Static Vest that meet (Relevant State or Countries) Standards shall be
worn during hours of darkness where personnel are working in areas where there is a risk of being
struck by mobile plant and / or high traffic areas such as civil works
In addition to this:
• Double eye protection (glasses or goggles and face shield) shall be worn for all cutting, welding,
grinding or gouging activities.
• Appropriate protective clothing or equipment shall be worn by persons who intend to work on or in
close proximity to any high voltage or low voltage electrical systems
There may be tasks to be undertaken which may expose a higher risk when undertaking these activities,
which may also exceed the ‘minimum standard’ of PPE identified within this document. Appropriate measures
must be undertaken to ensure the PPE requirement specified within the SWMS, JHA and Permit meet/exceed
requirement.
It is also necessary that contractor and staff PPE requirements are reviewed on a frequent basis.
All visitors (including Client personnel) to site shall comply with the site PPE requirements.
4.21 Housekeeping
In relation to housekeeping on the Project, the following housekeeping requirements shall be upheld and
enforced:
• All employees shall maintain their workplace in a clean, tidy and safe condition.
• All equipment (hoses, leads, etc.) are to be removed when not in use.
• Areas shall only be used for purposes for which they were intended and signposted.
• Vehicles shall only be parked in demarcated parking places/areas.
• Material stored in open areas shall be stored in a tidy manner, in appropriate containers and in
accordance with any relevant legislation.Good stacking and storage practices shall be used.
• Aisles, walkways, staircases scaffolds etc. shall be unobstructed, free from tripping and slipping
hazards and free of the accumulation of combustible materials.
• Spills shall be addressed by immediate action and reporting.
• Access to safety and firefighting equipment shall be unobstructed.
• A schedule shall be in place for cleaning and tidying of all amenities.
• Removal of rubbish, scrap or unwanted material to a designated place shall be an integrated part of
all tasks. Equipment for cleaning, collection and disposal of unwanted material shall be provided.
• Compressed air shall not be used for housekeeping activities or for dusting down clothing.
4.22 SPECIFIC CLIENT CONTROLS
Some clients require specific HSSE hazards to be controlled according to their requirements. Where these
controls and procedures are equivalent to or of a higher standard than Meinhardt’s own standards, the
Client’s requirements will be adopted.
4.23 Occupational Exposure Limits (OEL)
The contractor is responsible for implementing the following requirements:

• Contractors must manage the exposure of their personnel to Chemical and Physical Agents to local
legislative OELs.
• Contractors must use the information contained in the current SDS to understand the time weighted
average (TWA) and short term exposure limit (STEL) for the chemical and physical agents at site.
NOTE: OELs should take into account potential cumulative effects.
4.24 Access and Egress

Meinhardt undertakes to ensure safe access and egress is provided to:
• Every building and structure on the project

• All plant used on the project.
The means access shall comply with the requirements specified in the Standards applicable to each country
- fixed platforms, walkways, stairways and ladders, design, construction and installation.
The means of access shall be maintained in a clear condition, free from accumulation of debris, equipment
and other matter so that access is readily available at all times.
4.25 Barricading
A barricade is a physical obstruction established to define a work area, unsafe condition, or uncontrolled
hazards. When planning the erection of a barricade areas both below and above the worksite must be taken
into consideration and additional barricades put in place where required.
A barricade is designed to prevent unauthorised access and provide safety to both the person inside the area
and those outside.
No person shall enter a barricade area unless authority is obtained from the barricade owner as listed on the
information tag.
A barricade aims to:
• Restrict ANY access (pedestrian, vehicular) to a defined work area containing identified hazards and
risks e.g. overhead work where there is the potential of falling objects, the use of mobile plant (cranes)
• Provide protection to personnel working within the defined area from unauthorised access by any
other person or activity
• Define work areas between separate work groups
The types of barricades which may be used on the project include:
• Parawebbing: may not be used to physically barricade access to hazardous areas or excavations
• Concrete jersey barriers / water filled barriers: may be used to permanently segregate pedestrian
walkways from mobile plant and vehicular traffic over the project.
• Danger Flag – tape: used to prohibit access to authorised personnel only.
• Caution Flag – tape: used to delineate a hazard and raise awareness of any person working or
intending to pass through the area.
Other requirements around barricading include:
• If a barricade has a number of recognised entry points then each entry point flag shall have an
information tag attached so the owner can be contacted
• No person shall enter the barricaded area unless authorised to do so
• Authority to enter shall be obtained from the barricade owner
• The barricade and the attached danger flag and information tags are to be maintained in good
condition during the life of the barricade
Barricades and information tags may only be removed by the barricade owner. The barricade owner shall:
• Ensure that the hazards and/or the reason for the barricade has been eliminated – safety inspection
of the work area required
• Remove any tags and flags
• Remove the barricade
• Advise the area supervisor / operations that the barricade has been removed.
4.26 Mobile Plant and Vehicles

All personnel required to operate plant and vehicles on site shall be competent and where required certified.
Any person operating such plant or vehicle within the project shall be authorised in accordance with the site
driving rules.
Copies of operator certificates of competency shall be retained on file and recorded in the training and
competency register.
All mobile plant must be inspected on a daily basis or prior to first use, this inspection must be documented
using the mobile plant daily inspection checklist.
Maintenance inspections and repairs shall be conducted at least in accordance with the country-specific
Standards.
For lift truck operation, the following issues shall be determined:

• The mass and nature of the load to be lifted,
• The maximum loading that will be imposed on the lift truck by consideration to the mass of the lift and
where it is being lifted. This lifting profile will enable a comparison with lift truckload chart specifications.
4.27 Travel and Commuting

It is recognised that a significant risk exposure to the safety and wellbeing of employees and subcontractors
lies with the commute from site back to related areas. Meinhardt shall manage this risk through consideration
of the following:
• Education and awareness programs covering the following items:
o Recognising the symptoms of fatigue
o Rest breaks
o Impact of alcohol
o Ensuring appropriate provisions
o Inclement / poor weather conditions
• Communication and potential call back program
• Ad hoc communication and refresher awareness training through toolboxes, poster campaign etc.
• Earlier finishes on travel days to reduce the risk of fatigue.
• Regular and scheduled inspections and maintenance of vehicles.
4.28 Mobile Elevated Work Platform (MEWP)

All mobile elevated work platforms used on the project shall be designed, constructed and tested in
accordance with country-specific standards.
MEWP operators should have attended arecognised operator training course and competent. In addition to
formal training for the type of MEWP, operators should have familarisation training on the controls and
operation of the specific make and model of MEWP they using.
A MEWP logbook shall be maintained and kept. The logbook shall include a record of the registration
certificates, machinery inspection sheet and other certified inspections, and any other relevant information
that may be deemed useful as a historical record of usage.
All lift trucks shall undergo safe operating checks or inspections at predetermined intervals, being:
• Pre-operation check before commencing operations on any shift and complete machine logbook
• A thorough 12 monthly inspection by a competent person
Maintenance inspections and repairs shall be conducted at least in accordance with the country-specific
Standards.
4.29 Sub-Surface Clearance

The contractor is responsible for implementing the following requirements:
• Undertake a search for utilities by contacting the relevant authorities or a search organisation such as
‘Dial Before You Dig (DBYD)’ to obtain information on sub-surface utilities and assets.
• Obtain the most up to date drawings for the site (where available, as-built drawings will provide the
most up-to-date interpretation of sub-surface asset arrangement)
• Identify the critical zone (the zone in direct proximity to sub-surface utilities, assets and fuel
infrastructure)
• Plan to locate soil bores and monitoring wells in locations that avoid the critical zone.
• Conduct a site walkover to look for surface indications of underground assets (e.g. vents, fill points,
drains, etc.).
• Engage an appropriately competent Underground Services Detection (USD) technician to locate and
mark any sub-surface utilities, assets, tanks and fuel infrastructure within the proposed disturbance
area. Maintain a copy of their clearance certificate.
• For soil boring and drilling works - undertake non-destructive digging (NDD) within the first 1.5 m of
the sub-surface.
• For excavations and trenching works – use an appropriately located and trained spotter to guide the
excavation works.
• Note: NDD should be used when removing tanks sands and soils directly adjacent to underground
fuel tanks.
• Use a JSA that references how sub-surface clearance will be managed when undertaking any earth
works or soil intrusion works.
• Report any encounters with sub-surface assets as per usual notification procedures.
4.30 Traffic Management

A Traffic Management System is established for each site as part of the Project HSSE controls. This is
developed in conjunction with the client where project works are to be conducted on a “live” site to ensure the
client’s site requirements are best served whilst preserving the safety of all project personnel.
Where practicable, the intent of Meinhardt will be to at every opportunity attempt to physically segregate
personnel from mobile plant and vehicular traffic.
The purpose of road signing or barricade protection is to provide a safe work area to work within, and to,
safely move or redirect traffic through, around and past a work site with minimum inconvenience.
Meinhardt will engage and consult with relevant client representatives on the development and
implementation of traffic management risk assessments in close proximity to operational areas.
While most risk management activity is focused on incident prevention, it is recognised that emergency
response plans are still required to deal in the event that an incident still occurs.
Site-specific emergency plans are developed for each project to ensure that a state of readiness is maintained
to minimise any incident escalation in the event that an incident occurs that may impact on health, safety or
the environment.
As part of this plan all required emergency equipment shall be properly located, installed, available and
consistently maintained in good working order. Emergency plans will be displayed prominently and
communicated to all site personnel as part of their site induction.
Each site shall prepare a controlled Emergency Response Plan. This will be made available to all site
personnel and will be reviewed under the following circumstances before being modified if required and
communicated again to all site personnel:
• Changes in site conditions;
• Significantly increase personnel numbers at site.
A copy of the Emergency Response Plan is made available at the Project Office for reference.
The plan shall include, but not be limited to, the following essential topics, elements and issues:
• Up-to-date site location and layout.
• Emergency phone numbers (internal and external).
• Hazardous materials on site (location, quantity, types, method of storage, handling, fire-fighting
methods to be used, etc.)
• Specific arrangements and means for the appropriate response to each of the foreseeable incident
scenarios.
• Roles and responsibilities of emergency personnel (eg. wardens, communication officers, first aiders
etc.
• The arrangements for alert or alarm situation (who should be notified, how, etc.
4.31 Crisis & Emergency Response Management

4.31.1 Emergency Response System
On-site emergency response may be provided by the client and therefore shall be executed in accordance
with the clients Emergency Response Plan. This is particularly pertinent when project works are performed
on “live” sites here the client’s operations and emergency response plans may be required to take precedence
and any foreseeable incident scenarios built into the client’s emergency response plans.
Where a revision of the client’s site Emergency Response Plan is required to accommodate the Project
activities, Meinhardt will assist to ensure suitable integration of the Project works, and emergency scenarios
are included.
4.32 Evacuations & Actions

Initiation of any fire, emergency or incident response, in these instances, shall be made through the client’s
emergency response channels:
In the event of an evacuation, all personnel are to move to the closest identified refuge bay signified by a
muster point. Supervisors shall be responsible for conducting a head count of personnel under their control
according to the site records and reporting numbers, plus any persons unaccounted for, to the incident
controller. Roadways must be kept clear for the passage of Emergency Services vehicles. Maintenance
equipment in use at the time must be turned off safely before being abandoning.
In all cases, movement must not take place until an "All Clear" has been announced in accordance with
emergency response requirements.
Permits issued by Permit Issuers are automatically invalidated in the event of an emergency and must be
revalidated before any work under permit is recommenced following declaration of the “All Clear”.
4.33 Training
Training in accordance with country-specific requirements shall be conducted for personnel who have
responsibilities in an emergency situation and mail room personnel (eg. Firefighters, evacuation wardens,
etc.).
Evacuation drills shall be conducted for all personnel, on a minimum annual basis, in accordance with country-
specific requirements.
For project sites, emergency preparedness drill exercise shall be carried out with a frequency of every 3
months and learnings should be recorded for further improvement.
All personnel shall be trained in the location and use of all emergency equipment within their specified working
environment.
Induction training must include a briefing on Emergency Response requirements including:
• evacuation arrangements,
• location and use of equipment
• potential emergency scenarios
• immediate response requirements to make-safe operations.
The extent of emergency response briefings in inductions must be commensurate with the level of risk
associated with potential emergency scenarios and the degree of control and supervision to which inductees
will be subject.
Inductions must be provided to all site personnel, contractors and visitors.
5.0 PROCESS SAFETY

This section is not currently relevant. Content will be developed during 2016.
6.0 REPORTING
6.1 HSSE Reporting
The Meinhardt HSSE Manager will submit a monthly HSSE report to the Meinhardt Program Manager on the
5th working day of each month. The monthly HSSE report will contain the following as a minimum:
• Incident / injury overview with statistics including TRIFR and LTIFR

• Status of corrective actions with internal audit results
• HSSE Improvements and HSSE achievements
• Training and Development undertaken
• Site hours
• Any other leading and lagging indicators agreed within the Project Management Team to monitor the
success Meinhardt’s aspirational ‘industry-leading’ HSSE performance.
The HSSE Manager will enter this data into formal Management reports by the agreed dates and provide a
summary of the required data to clients.
The HSSE Coordinator in conjunction with the Project Managers and other relevant staff shall also prepare for
the Project Management team the following HSSE reports:
• Contribute to a daily project report (summary of incidents)

• A weekly HSSE performance summary for inclusion into the weekly project report.
Contractors shall provide a weekly project HSSE summary and status update report to the Meinhardt Project
Manager and HSSE Manager that includes the following:
• Actual incidents • Number of daily pre-starts held

• Potential incidents • Number of toolbox topics completed
• Near misses • Learning from Incidents reviewed
• Interventions • Number of HSSE Audits conducted
• Total hours worked • General overview of weekly completion
status
• Onsite fuel used
• Risks or issues encountered or raised
• Number of HSSE visits by non-site based
Managers • Site progress photos
• Next 7 day forecast- general overview of
planned activities
6.2 Interventions of Unsafe Acts & HSSE Inspections

The Project Manager and HSSE staff shall (while on site) be responsible for monitoring works on site and
intervening when unsafe acts or situations are identified or observed. Intervention activities shall be recorded
on the Intervention Record form in the Meinhardt HSSE database
(https://meinhardt.luciditysoftware.com.au/intranet/home). All contractors are expected to intervene on
unsafe acts or situations whenever they may arise in the course of a project. They are to follow the same
process and complete the Intervention Record.
6.3 Job Safety Observations

Job Safety Observation (JSO) is a process of assessing a task or work situation through observation,
discussion, reinforcement of positive aspects, and respectful correction of negative aspects.
Minimum numbers of JSO’s shall be defined and conducted by nominated positions per month. Observers
shall be operational management, supervisory personnel and/or HSSE staff. Other personnel are encouraged
to conduct JSOs in consultation with their one up supervisor. This is a consultative process and should be
used as a tool to ‘engage’ with those carrying out the task while monitoring compliance.
The appropriate manager shall ensure that the people who directly report to them complete the required
number of JSOs per month and that the issues raised in those observations are followed up and closed out.
All personnel that have been identified to conduct JSOs must be trained in the process to be employed. A
record of such training should be maintained in the site training register.
6.4 Talk Not Tick
The talk not tick program is about engaging with work crews and speaking with them about specific tasks to
ensure they truly understand the hazards that they face and the controls they must have in place. The talk
not tick is not about completing and audit form. The program is designed to empower workers to recognise
the hazards they face and what actions they have done or need to do to protect themselves and their
colleagues; it’s about keeping people safe. The objective of the program is to encourage better HSSE
discussion and coaching of various work groups. The key do’s and don’ts of the program are below:
Do’s-
• Always introduce yourself and what you are there to discuss
• Be friendly and respectful
• Ask open questions and listen to their responses
• Ask the work crew “what is the worst thing that could happen?”
• Ask the work crew “is there anything stopping them from working safely?”
• Encourage the work crew to suggest safer ways of working
• Correct unsafe acts or conditions immediately if possible- inform a supervisor if not and suspend
works as required
• Commend good work practices
• Agree actions and obtain commitment to act
• Thank the work crew for their participation
Do Not’s - Never
• Rush
• Walk on by
• Endanger yourself
• Distract – you could cause an accident
• Ask closed questions
• Talk down to anyone or lecture
• Get angry
• Act negatively or unsafely
Meinhardt Project Management team required to carry out TNT exercise for all program under their care and
following below are the KPI for TNT for each field role;
PM Team Frequency Remark

Country Program Manager 2 TNT (quarterly basis) min. 2 per program
Project Manager 1 TNT per month min. 1 per program
Field Supervisor 2 TNT for per month Min. 1 per program
HSSE Manager 2 TNT (quarterly basis) min. 2 per program
HSSE Supervisor 1 TNT for each site visit mandatory for all site visit
6.5 Hazard & Near Miss Reporting

All hazard and near miss events must be reported as soon as possible (within 24 hours) to the immediate
Manager/Supervisor so that they can be investigated further and controls implemented to ensure that no
further risk exists. Formal reports of hazards must be recorded on the Hazard Record form in the Meinhardt
HSSE database. These reports shall be recorded and monitored to ensure resolution to the identified hazard.
(https://meinhardt.luciditysoftware.com.au/intranet/home).
Hazards in the workplace can be identified via processes such as:
• Workplace observations
• Findings during site inspections,

• Findings during audits
• Findings during incident and close call investigations
• Personnel reports and suggestions
• Analysis of HSSE incident and injury trend data
• Workplace surveys
• Feedback from site consultative mechanisms such as HSSE Committees, toolbox meetings and daily
pre-starts.
7.0 DOCUMENT CONTROL

Document control is a process of managing the critical documents within the business to ensure that forms,
technical standards, etc. are of a similar high standard across the organisations and that data and information
is managed according to business needs.
Meinhardt has a Document Control process in place. The documents are managed within Meinhardt’s IMS
system with a register of all documents maintained and managed by the HSSE Manager and IMS Officer.
A Register of documents for the Project Management Group is held by the HSSE Manager and changes to
these documents are managed via the Management of Change process.
Where the forms are contained within the HSSE IT database, a hardcopy showing the version control is
maintained in the Document Control Register held by the IMS Officer or HSSE Manager.
8.0 MANAGEMENT REVIEW

8.1 Appraisal of HSSE Management
Meinhardt shall as a minimum conduct an annual review of the suitability, adequacy and effectiveness of the
HSSE Management System. These reviews are integrated with the Group’s Strategic HSSE Review process.
Information to support this review may come from many sources, including direction of required assurance
scope from the Meinhardt Board. It is expected that the following would form the main components of the
assurance scope performed before the end of each year:
• changes to the organisation structure;
• legislation and societal developments;
• HSSE audit findings;
• HSSE performance data;
• Learnings from investigation of significant HSSE incident.
It also includes consideration of any changes to the HSSE risks and the measures necessary to manage
these risks. Corrective action and follow-up as a result of this review shall be addressed. The significant
improvement identified will be built into the next year’s HSSE plans.
8.2 HSSE Annual Assurance Process

The annual HSSE assurance process, together with the 5-yearly independent HSSE Management System
audit process, provides the Meinhardt Senior Management Team with assurance that the HSSE Policy and
the procedures are being appropriately implemented in the business.
Each of the Directors provide assurance on the status of HSSE Policy and procedures implementation for the
business activities in their area of responsibility, including any joint ventures and contractors, as part of the
annual assurance process and confirm arrangements for the monitoring of compliance with HSSE legislation
and regulations.
On the basis of the aggregate information obtained via the above assurance processes and HSSE information
from other sources (e.g. HSSE audits and oversight of the HSSE IT database), the Senior Management Team
and Board can form an opinion about the performance of HSSE within the business and any exposures the
Group may have. This process then feeds into the Group’s future strategy development with respects to
HSSE.
9.0 AUDIT
HSSE auditing within the Meinhardt Group is conducted in accordance with the requirements of the Audit
Policy and plan and any regulatory requirements. Should the Board or Senior Management Team require any
additional assurance of satisfactory HSSE performance and processes, they may direct an additional scope
of assurance be performed and resource this appropriately. The actions of audit outcomes can be found in
HSSE IT database to monitor these actions to closure. The adequacy of addressing these actions would be
expected to be part of the scope of following audits.
The HSSE auditing system of consists of:
9.1 Independent HSSE-MS Audit
The independent Global Audit of the Meinhardt EPCM HSSE-MS is carried out at least once every 5 years
by external accredited auditors familiar with HSSE systems.
9.2 Internal HSSE Audits

Directors of each business activity in each country, assisted by the HSSE Team, shall arrange their own
HSSE reviews and self-appraisals of the satisfactory performance of the performance of HSSE within their
business unit. This will cover the specific activities, facilities, processes and contractors to gain assurance
that risk mitigations are adequate and that HSSE systems are operating to the required performance to
support the annual review performed on behalf of the Senior Management Team.
9.3 Field HSSE Audits

Audits of contractors are carried out typically once within each 3 years and supported by the contractor
accreditation process between these formal audits.
Meinhardt Project Management Team are also required to provide self-assurance audit for the project under
their care on monthly basis.
There is a separate audit KPI for Meinhardt PM team delivering Shell downstream retail business – Refer
Appendix 9
10.0 COMMUNICATION
10.1 Communication & Consultation

Meinhardt HSSE personnel produce and distribute a range of HSSE communications focused on sharing
learnings and to develop a proactive HSSE culture:
• General information and newsletters issues to Clients, Meinhardt PMs, Site Supervisors and
contractors.
• Activities and risk mitigation strategies and shared learning opportunities
• HSSE Hazards and Controls Register and SWMS templates
• Learnings from Incidents
• Incidents, near misses and corrective actions
• Environmental risks and related issues
• Security integrity and related issues
• Emergency Management Systemning
• Meinhardt site assessment feedback
• Industry & Regulatory Standards
These communications are typically disseminated via the HSSE IT database that automatically notifies parties
of the communication and then tracks their access to the alert.
10.1.1 HSSE Committee

Meinhardt ensure that there is regular and effective communication and consultation between management
and employees on HSSE issues. Upon the request of an individual or a company working on site, Meinhardt
shall undergo the process to duly elect HSSE representatives to attend and participate in the project HSSE
committee. The project HSSE committee will meet on a monthly basis to discuss and review a range of items.
Meeting minutes are issued.
As a minimum the following shall be reveiwed and actioned as part of the HSSE committee meeting:
• HSSE related communications i.e. Incident Alerts, Newsletters, HSSE initiatives/programs
• HSSE related procedures, reports and corrective actions, e.g. as a result of incidents/accidents,
complaints, inspections, testing and monitoring, audits, proposed new/revised procedures
• Incidents and reported hazards, e.g. close calls, including reports, recommendations, corrective
actions, review of controls implemented etc
• Review of the existing training program and any training gaps (i.e. new plant planning to be introduced
and training requirements)
• Site HSSE Hazards Register reviews for learnings and improvement opportunities
• Changes in HSSE legislation, standards, codes of practice and guidelines, and
• Proposed changes to the work environment, equipment, practices or purchases.
HSSE Committee meetings are to be held on the second Tuesday of each month. The meeting Minutes from
each meeting is to be communicated to staff and contractor personnel via site Noticeboards including office
and site Crib rooms. Minutes of meetings shall also be available to download from the Lucidity (IT) database
– as required
Site Supervisors and HSSE staff to present and discuss all relevant meeting Minutes criteria at Tool-Box,
Pre-Start and Project ‘Kick’off’ meetings.
10.1.2 Contractor HSSE Meetings

The Meinhardt HSSE representatives co-ordinate and facilitate Contractor Safety Meetings in logical locations
(centred on the major works packages) at least bi-annually.
The target audience are local contractors engaged for works by respective client and managed by Meinhardt.
The meetings are a forum for the following:
• Dissemination of HSSE information;
• HSSE Professional Development;
• Sharing good HSSE practices amongst contractors and reviewing incident learnings;
• Gaining feedback from contractors on proposed policy and process changes;
• Getting proposals from contractors on HSSE improvements for sites;,
• Open forum for contractors to voice HSSE concerns, issues and improvement suggestions.
10.1.3 Tool-Box Meetings

Contractor site Supervisors or Meinhardt site Supervisors that manage HSSE activities at site will be
responsible for ensuring a toolbox meeting is held on a weekly basis with the workers on site.
The toolbox meeting is to be run by the Site Supervisor which allows:
• Workers to raise any site HSSE concerns (tasks, methods, facilities etc.)
• Specific HSSE topics to be covered prividing an informal training setting.The aim of a toolbox talk is
to raise the general awareness around HSSE topics. Examples may be working at height awareness,
erosion and sediment control awareness, hazardous manual task awareness sessions etc.
10.1.4 Pre-Start Meetings

The site Supervisor will hold a pre-start Meetings at the start of each day/shift with all workers.
Pre-starts are designed to convey and exchange important information prior to any task being undertaken.
This meeting will involve all contractors and will include:
• The nature and proposed areas of activities for the day;
• Risks and controls for the day’s activities;
• Scheduling and co-ordination of activities and any potential conflicts or situations that may increase
risks identified;
• WPCG Work Clearances and Permits required and conditions of permits; and
• Any incident learnings, safety alerts or toolbox items that the HSSE staff request to be discussed.
Every member of the group is actively encouraged to participate in these sessions.
The session will also be used to perform a Take5, Last Minute risk Assessment or similar ensuring that
workers have the opportunity to identify any activities that may conflict with another or with site operations
and put controls in place to prevent these.
Daily pre-start data should be captured on the site High-Risk Activity board.
• Toolbox meeting topics should be made relevant to specific works undertaken on projects or specific
to learning’s identified across the Meinhardt PMC group. Meinhardt will consult with contractors and
provide learning’s from the wider fuels industry.
10.1.5 Monthly Meinhardt HSSE Meetings

A monthly Safety meeting is held with the Meinhardt Project Management team in each country to discuss
HSSE maters associated with project delivery.
This meeting will also include:
• Discussion about Meinhardt incidents and learnings;
• Intervention trends and learnings;
• Industry best practice;
• HSSE Professional Development;
• Provide an opportunity for Project Managers to discuss other HSSE issues and concerns they may
have.
10.1.6 Project Control Group Meetings (PCG)

A weekly meeting is held on each site between the Meinhardt Project Manager and the L3 Contractor for
each site. This is a forum for both parties to identify and deal with any HSSE concerns, observations, near
misses, incidents and learnings from other projects, discuss and resolve any issues that have arisen over the
preceding week or issues that may come to fruition in the future. This is not only an HSSE meeting however
HSSE is the first topic of each and every meeting and is a significant part of the agenda.
10.1.7 Face to Face Project Manager Meetings

Face-to-face meetings may be held within each country between the Project Management Team to discuss
project performance. A section of this meeting will comprise an HSSE presentation and discussion as the first
item of the day.
10.1.8 Weekly High Risk Activity Board

A weekly high risk activity board should be established on site in a prominent position accessible to all
personnel. The board will be used to display the Works for the week ahead, High Risk aspects of those
works, HSSE committee meeting minutes, relevant safety / incident alert notices, HSSE newsletters and
other relevant HSSE information. The site HSSE Manager / Coordinator or Site Supervisor where no HSSE
support is present will maintain the weekly high risk activity board.
10.1.9 HSSE Performance Review Meetings

A number of key personnel undertake periodic reviews of the HSSE safety performance on Meinhardt sites.
This includes:
• Daily HSSE performance review by Supervisors
• Formal monthly HSSE Performance Review meetings by HSSE Manager and Program Manager
• Quarterly HSSE Performance Review meetings by HSSE Senior Management
The abovementioned HSSE Performance Review event data is to be uploaded into the HSSE (IT) database
with live access to personnel Dashboards for review and awareness
APPENDIX 1
HSSE DEFINITIONS
10.1.10 Near Misses (NM)
Near Misses are incidents that under slightly different circumstances could have caused illness, injury,
or damage to assets, the environment or company reputation, but did not (incident has occurred).
10.1.11 Potential Incident (PI)

Potential Incidents are unsafe practices or hazardous situations that could result in an incident
(incident has not occurred). Potential incident data is frequently collected in the course of work-site
inspections, unsafe act auditing, management walks and interventions.
10.1.12 First Aid Case (FAC)

A First Aid Case (FAC) is a work related injury which receives First Aid treatment but does not involve
lost workdays, restricted workdays or Medical Treatment.
Examples include single treatment and subsequent observation of minor scratches, cuts, burns,
splinters, etc. that do not normally require medical care by a physician. Such treatment and
observation is considered first aid case even if provided by a physician or registered professional
personnel.
10.1.13 Medical Treatment Case (MTC)

A Medical Treatment Case (MTC) is any work related injury that involves neither lost workdays nor
restricted workdays, but which receives Medical Treatment. A MTC occurs when care of the patient
to address the injury or illness is beyond First Aid.
10.1.14 Restricted work case (RWC)

A Restricted Work Case (RWC) is any work related injury that keeps an employee from performing
the routine functions associated with their job, or where a physician recommends that the employee
does not perform one or more of their routine duties.
10.1.15 Lost Time Injury (LTI)

An LTI occurs when a staff member or a contractor is injured at work and is unable to perform normal
work duties on any day after the accident as a result of the injury. "Any day" includes rest days,
weekend days, scheduled holidays and public holidays. Other incidents classified as a LTI include
fatalities and injuries resulting in disability.
10.1.16 Total Reportable Case (TRC)

A Total Recordable Case (TRC) is the sum of injuries resulting in fatalities, permanent total
disabilities, lost workday cases, restricted work cases and medical treatment cases.
10.1.17 Driving Distance

Contractor kilometres must be reported if driving is 100% Client related - e.g. company distributing
goods to Client sites only or Manager from PMC or FMC working 100% for Client. This does not
include e.g. technician driving from a separate site to a Client site to repair pumps.
10.1.18 GOAL ZERO

GOAL ZERO incidents are those that result in a Total Recordable Case and spills of greater than 100
kgs.
APPENDIX 2 – ROLES & RESPONSIBILITIES (EXAMPLE)
HEALTH, SAFETY, SECURITY & ENVIRONMENTAL MANAGEMENT SYSTEM
APPENDIX 3 – EXAMPLE OF HAZARD REGISTER
SYSTEM
APPENDIX 4 – STATUTORY REGISTER
Relevant Legislation
All parties are to comply with all legislation pursuant to Malaysian OSH 1994, FMA 1967 and other applicable legal
legislation. Legislation that may be relevant is included below. Parties to the contract are to carry out their own
checks to identify and comply with all the appropriate legislation. The following is intended as a guide only.
List of Applicable Acts and Regulations:
Category: Occupational Safety & Health
Item Acts and Regulations of Malaysia

1 Occupational Safety and Health Act 1994 (Act 514)
An Act to make further provisions for securing the safety, health and welfare of persons at work, for
protecting others against risks to safety or health in connection with the activities of persons at work.
Scope: Apply throughout Malaysia to the industries, specified in the First Schedule
Enforcement Agency: Dept of Occupational Safety & Health (DOSH)
a Occupational Safety and Health (Safety and Health Committee) Regulations 1996
b Occupational Safety and Health (Classification, Labeling & Safety Data Sheet of Hazardous
Chemicals) Regulations 2013
c Occupational Safety and Health (Safety and Health Officer) Regulations 1997
d Occupational Safety and Health (Safety and Health Officer) Order 1997
e Occupational Safety and Health (Prohibition of Use of Substance) Order 1999
f Occupational Safety and Health (Use and Standards of Exposure of Chemicals Hazardous to Health)
Regulations 2000
g Occupational Safety And Health (Notification of Accident, Dangerous Occurrence, Occupational
Poisoning and Occupational Disease) Regulations 2004
2 Factories and Machinery Act, 1967 (Act 139)

An Act to provide for the control of factories with respect to matters relating to the safety, health and
welfare of persons therein, the registration and inspection of machinery and for matters connected
therewith.
Scope: Apply throughout Malaysia
Enforcement Agency: Dept of Occupational Safety & Health (DOSH)
a Factories and Machinery (Steam Boiler and Unfired Pressure Vessel) Regulations, 1970
b Factories and Machinery (Fencing of Machinery and Safety) Regulations, 1970
c Factories and Machinery (Person-In-Charge) Regulations, 1970
d Factories and Machinery (Safety, Health and Welfare) Regulations, 1970
e Factories and Machinery (Notification, Certification of Fitness and Inspection) Regulations, 1970
f Factories and Machinery (Building Operations and Works of Engineering Construction) Regulations, 1986
g Factories and Machinery (Noise Exposure) Regulations 1989
h Factories and Machinery (Mineral Dust) Regulation, 1989
3 Atomic Energy Licensing Act 1984 (Act 304)

The regulations are about the exposure, compliance with annual dose limits, medical exposure and etc
Scope: Apply to all activities involving ionising radiation e.g. welding joint checks using radiography.
Enforcement Authority: Atomic Energy Licensing Board
a Radiation Protection (Basic Safety Standards) Regulations 1988

b LEM/TEK/33: Code of Practice on Radiation Protection in Industrial Radiography
4 Lembaga Pembangunan Industri Pembinaan Malaysia Act 1994 (Act 520)

This Act establishes the Lembaga Pembangunan IndustriPembinaan Malaysia (or known as CIDB), its
functions and matters connected therewith to the construction industry
Enforcement Agency: Construction Industry Development Board (CIDB)
a Registration of Contractors (Construction Industry) Regulations 1995

b Construction Industry (Collection of Levi) Regulations 1996
c Construction Industry (Prescribed Notice) Regulations 1997
d Green Card Implementation Manual
e Safety Guidelines for Construction Workers
5 Employees Social Security Act 1969 (Act 4)

An Act to provide social security and other occupational health related provisions for workers.
Enforcement Authority: Ministry of Human Resource and SOCSO
6 Road Transport Act 1987 (Act 333)
An Act that provides provision for the regulation of motor vehicles and of traffic on roads; protection of
third parties against risks arising out of the use of motor vehicles; and other provisions connected thereto.
Scope: Apply to Project Staffs owned vehicles.
Enforcement Agency: Ministry of Transport
7 Commercial Vehicles Licensing Board Act 1987 (Act 334)

An Act to provide for the licensing and regulating of commercial vehicles and for matters connected
therewith.
Scope: Apply throughout Malaysia, except those related to tourism industry
Enforcement Agency: Ministry of Transport
8 Street, Drainage and Building Act 1974 (Act 133)

This Act consolidates the laws relating to street, drainage and building in local authority areas
Scope: Applies in West Malaysia only
Enforcement Agency: National Housing and Local Government Ministry / Local Authority
Category: Environment
9 Environmental Quality Act 1974 (Act 127)
An Act relating to the prevention, abatement, control of pollution and enhancement of the environmental,
and for purposes connected therewith
Enforcement Agency: Department of Environment (DOE)
a Environmental Quality (Clean Air) Regulations 2014

b Environmental Quality (Compounding of Offences) Rules 1978
c Environmental Quality (Sewage and Industrial Effluents) Regulations 1979
d Environmental Quality (Prescribed Activities) (Environmental Impact Assessment) Order 1987
e Environmental Quality (Prohibition on the use of Chlorofluorocarbons and Other Gases as
Propellants and Blowing Agents) Order 1993
f Environmental Quality (Refrigerant Management) Regulations 1999
g Environmental Quality (Halon Management) Regulations 1999
h Environmental Quality (Prescribed Activities) (Open Burning) Order 2000
i Environmental Quality (prescribed Conveyance) (Scheduled Wastes) Order 2005

j Environmental Quality (scheduled wastes) Regulation 2005
k Basel Convention
10 Local Government Act 1976 (Act 171)

An Act that consolidates the local government laws relating to any act, omission or thing occasioning ,
annoyance, offence, harm which is likely to be injurious or dangerous to health or property or which affects
the safety or the rights of the inhabitants at large
Scope: Apply to West Malaysia only
Enforcement Authority: Ministry of Housing and Local Government / Local Council
11 Drainage Works Act 1954 (Act 354)

An Act relating to drainage works which includes the construction and maintenance of drains and water
courses, embankments, culverts, sluices, water gates, access paths in drainage reserves and other similar
works.
Enforcement Authority: Drainage & Irrigation Department
12 Antiquities Act, 1976 (Act 168)

An Act to provide for the control and preservation of, and research into ancient and historical monuments,
archaeological sites and remains, antiquities, historical objects and discoveries and matters connected
therewith
Enforcement Authority: Museum Department
Category: Health / Medical

13 Destruction of Disease-Bearing Insects Act, 1975 (Act 154)
This is an Act to provide for the control and destruction of disease-bearing insects and for medical
examination and treatment of persons suffering from insect-borne diseases which includes larvae and
pupae of such insects and for matters connected therewith
Enforcement Authority: Health Department
14 Prevention and Control of Infectious Diseases Act 1988 (Act 342)

An Act to consolidate the law relating to the prevention and control of diseases and to provide for other
matters connected therewith.
Enforcement Authority: Health Department
APPENDIX 5 – MEINHARDT HSSEQ POLICY
APPENDIX 6 – GROUP ANTI-BRIBERY POLICY
APPENDIX 7 – DRUGS & ALCOHOL POLICY
APPENDIX 8 – SHELL RETAIL CONTRACTOR INCIDENT REPORTING AND

SHARING PROCEDURE
This procedure applies to all “reporting contractor” Incidents that occur on or off Shell Retail sites (includes
Engineering, SGW, Real Estate, IT & Marketing contractors)
APPENDIX 9 – PM SITE AUDIT & REVIEW SCHEDULE
No. Project > 4 weeks Responsibilities Frequency Remarks
1 Safety in Design ➢ Design Head (Lead) Only for projects that have
major changes in layout & risk
➢ PM (Support)
2 Review initial HSSE Plan ➢ PM (Support) For each

and SWMS project
➢ HSSE (Lead)
3 Onsite 'Kick-off' meeting ➢ PM (Lead) For each HSSE attend where possible
project
➢ Field Supervisor (Support)
4 PCG meeting - on site ➢ PM (Lead) Forthnightly HSSE attend where possible

*For project less than 4 weeks
➢ Field Supervisor (Support) not required to carried out
forthnightly PCG Meeting.
5 Random site inspection ➢ HSSE Supervisor (Lead) Weekly Suggest between each audit
➢ PM & Field Supervisor (Support)
6 Project completion ➢ PM (Lead) For each Record actions,

review project improvements and rate
➢ HSSE Supervisor (Support) contractor
7 HSSE Audit - 4 weekly ➢ All Weekly Min. 1 per program

site audit
8 LOD1 PTW Audit ➢ HSSE (Lead) Weekly Suggest between each

inspection - per contractor
9 Senior Leadership Audit ➢ CPM (Lead) Quarterly Min. 4 annually

➢ HSSE Manager (Support)
10 TBT Participation - LFI ➢ HSSE Supervisor (Lead) Monthly Min 2 monthly for Field
sharing Supervision role
➢ PM & Field Supervisor (Support)
11 TNT/Safety Observation ➢ All Monthly *Refer TNT KPI in MHT HSSE

Conversation MS
Note: For project below 4 weeks, PCG meeting can be adjusted weekly
APPENDIX 10 – SCOPE OF WORKS FOR SHELL DOWNSTREAM RETAIL

NETWORK PROGRAM
EPCM Company Meinhardt EPCM Sdn. Bhd.
(L2 Contractor)
Scope of Work To provide Shell Malaysia Trading Sdn. Bhd. with Engineering, Procurement,
Construction Management] services per Contract DS60602 for Malaysia.
Contract Mode 2
Shell Business Retail (DS)
Subcontractor Company 1. Enotek Engineering Sdn Bhd
(L3 Contractor) 2. Flowco (Malaysia) Sdn Bhd
3. Flowmaster Equipment Sdn Bhd
4. H.P Lee Consultant
5. Ho Sing Construction & Tdg. Sdn Bhd
6. Infinite Consultant
7. Infinite Project Management Sdn Bhd
8. Kee Yang Contruction Sdn Bhd
9. Nadi Consult Era Sdn Bhd
10. Navidad Engineering Sdn Bhd
11. Nexus LED
12. Octagon Maju Holdings Sdn Bhd
13. Pembinaan Jaya Cergas Sdn Bhd
14. Perunding Ukur Bahan CS
15. Perunding CSS
16. Polyflo Sdn Bhd
17. Polymer Composite Asia Sdn Bhd
18. Sittal And Associates Metals Sdn Bhd
19. Tanknology Malaysia Sdn Bhd
20. Tatsuno Engineering & Service Malaysia Sdn Bhd
21. The Cool (Malaysia) Sdn Bhd
22. Titan Oil & Gas Sdn Bhd
23. TNO & Associates Sdn Bhd
24. Diebold Nixdorf Sdn Bhd
25. Juruukur Bahan Pertama Sdn Bhd
26. Safe Asbestos Solutions Sdn Bhd
27. Uniwell Retail Solution Sdn Bhd
28. The Cool (M) Sdn Bhd
29. Warran Technology Sdn Bhd
30. Perunding Ukur Bahan CGH
31. KK Chong Synergy Sdn Bhd
32. Sajaya Construction (M) Sdn Bhd
33. ERS Energy Sdn Bhd
34. BBA Jaya Sdn Bhd
35. Koh Lek Sdn Bhd
36. Via Tech Sdn Bhd
37. RLDE (M) Sdn Bhd
38. Ng Bak Tiap Construction Sdn Bhd

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MEINHARDT EPCM SDN BHD

HEALTH, SAFETY, SECURITY & ENVIRONMENTAL MANAGEMENT

HEALTH, SAFETY, SECURITY &

DOCUMENT CONTROL PAGE (DCP)

DOCUMENT TITLE: HSSE MANAGEMENT SYSTEM (MY)

DOCUMENT NO.: HSSE/2016-02 DOCUMENT CONTROLLER: PMC HSSE Mgr

14/04/2016 1.2 Policy Documents REV B Darvin R.

2.16 Subcontractor Management

3.11.2 Hours of Work

3.12.1 Journey Management

4.4 Incident Investogation

4.8 Safety Promotion

4.13 Hazardous Zoning

6.1 HSSE Reporting

Appendix 4 Sattutory Register

Appendix 5 Meinhardt HSSE Policy

Appendix 6 Group Anti-Bribery Policy

Appendix 7 Drug & Alcohol Policy

4.4 Incident Investigation - Meinhardt Incident Reporting Flowchart

22/11/2017 1.4 Project Scope REV D Darvin. R

4.8 Safety Promotion

4.9 Consequence & Performance Management

4.33 Training (Emergency Prepardness)

6.4 TNT – PM Team KPI

9.3 PM Team KPI – Site Audit & Review Schedule – Appendix 9

10.1.2 Changes in meeting title

Appendix 8 Updated Shell Retail Contractor Incident Reporting Procedure (2017)

2.35.1 System Audits ....................................................................................................... 25

4.8 Safety Promotion .............................................................................................................. 41

10.1.1 HSSE Committee .................................................................................................. 59

1.0 HSSE COMMITMENT & POLICY

1.1 HSSE Expectations

1.2 Policy Documents

1.4 Project Scope

1.5 Project Exclusions

2.1 Responsibilities & Accountabilities - Senior Management

2.2 Meinhardt Chief Executive Officer

2.3 Meinhardt Country Managing Directors

2.4 Meinhardt Country Program Manager

2.5 Responsibilities & Accountabilities – Supporting Roles

2.5.1 Meinhardt Project Managers

2.6 Meinhardt HSSE Manager

Specifically the HSSE Manager shall have the following responsibilities:

• Maintains client local and global HSSE standards

2.7 Meinhardt HSSE Supervisor

2.8 Meinhardt Field Supervisory Staff

2.9 Principal Contractor & Fuel System Contractors

o Effective onsite communications and interventions in unsafe behaviours;

2.10 Facilities Maintenance Contractors

o Identifying and ensuring management of site-based risks.

2.11 All Employees

2.12 Program Contacts

2.13 Meinhardt Project Organigram

HSSE HSSE Manager

Drafting Field Project Snr Project HSSE

2.14 HSSE Project & Activity Planning

2.15 Contractor Management

2.16 Subcontractor Management

Table 1: Pre- Qualification Template.

2.17 Sub-contractor Compliance