MINUTES OF MEETING

Doc No: MBPR-MSCNCZF&

S-F-09 Rev No- 02 Issue Dt.- 29/05/2024

DATE: 30.6.2024 TIME: 11:00 HRS VENUE: MICROSOFT TEAMS

TYPE OF MEETING HEALTH & SAFETY COMMITTEE MEETING
PREPARED BY VIGNESHWARAN.C
ATTENDANC
SR. NO NAME ROLE
E

1 K Ilayaraja (Building Manager) Member P

2 Mariselvam R ( Security Manager) Member P
3 N Vijayakumar (Shift Engineer-KF) Member P
4 Vigneshwaran C (Property Manager ) Member P
5 M S Vigram ( Assistant manager -KF) Member P
6 Manu Kumar (Assistant Vice President - EHS) Member P

MEMBERS WHO
HAVE ATTENDED
THE MEETING

S.N
MOM
o
Review of implementation status of decisions taken in last
1 safety committee meeting.
2 Internal & External Audit.
Evaluations of compliance with applicable legal requirements
3 and with other requirements.
Agenda Of The results of participation and consultation / Safety issues
Meeting: 4 related to vendors/contractors
Relevant communication(s) from external interested parties,
5 including complaints.
6 The OH&S performance (Leading & Lagging indicators)
7 The extent to which objectives have been met.
Status of incident investigations, corrective actions and
8 preventive actions.
9 Review of corrective actions
 MINUTES OF MEETING
Doc No: MBPR-MSCNCZF&
S-F-09 Rev No- 02 Issue Dt.- 29/05/2024
Changing circumstances, including developments in legal and
other requirements related to OH&S and Recommendations
10 for improvement.
Health & Wellness plan for next year Review of health
surveillance and ill health (Health & Wellbeing) &
11 Absenteeism issues.
12 Wellbeing training and its review.

Evaluation of suitability of OHS policy and need for changes

13
14 High Level Risk
15 16. Review of Risk Assessment
16 17. Business Continuity Plan
17 18. Behaviour based safety training and program
18 Top Management round
Need for training on legal requirements & Legal audit related
19 to health and safety
20 Management of Change
21 Safety Culture / Stress / Ergonomic (DSE) Survey Closure
22 Performance of Vendors, Suppliers
Review of adequacy of resource and support provision
23 (personnel, infrastructure, and finance)
24 Training
25 Strategic Issues
26 Legatrix Implementation
27 SOP Revision
Changes in external and internal issues including the needs
28 and expectations of interested parties
29 Fire Safety Week Planning & Execution.
30 Good safety observations related to work permits
31 CSR
32 PPE resource & availability
 MINUTES OF MEETING
Doc No: MBPR-MSCNCZF&
S-F-09 Rev No- 02 Issue Dt.- 29/05/2024

Target
S. No. Point discussed Completion Responsibility
Date

Internal & External Audit:

Observations from the internal & External audits all-together from Camplus
one portal.
1. Safety content
2. Objectives & progress
Sl. No Name of the Audit Total Points Open WIP Closed
1 Internal IMS Audit 56 3 11 42
2 HRDD 31 22 0 9
3 Security & safety risk assessment 32 0 18 14
4 Site Rounds/Inspection/ Survey 02 2 0 0 As per
1. 5 External BSC Consultant Audit 140 87 34 19 APM/PM/BM
6 Internal Audit 117 66 6 45 timeline in
7 Emergency Drills 2 2 2 0
TOTAL 380 182 71
the tracker
129
3. Safety round & suggestions

Evaluations of compliance with applicable legal requirements and with other

requirements:
Legal Compliance & Legatrix Status:
 All Fire NOCs are renewed and due by 18th March 2025
2.  Half-yearly EC Returns to be submitted. APM/PM/BM
Ongoing
 Property Tax was due by Sep 2024.
 Fire Assessment 2024 comparison quote would be shared for BM
approval 3rd June 2024.
 DG & Solar Tax for May 2024 has been compiled.

The results of participation and consultation. Safety issues related to

vendors/contractors, Performance of Vendors, Suppliers. Vendor SLA
3. Reviewed: Safety / FM / BM / CH
Ongoing
 Safety suggestions & Near miss to be asked from all departments & to
be recorded & addressed.

All
Relevant communication(s) from external interested parties, including BM/PM/SMEs/Security
4. Ongoing
complaints:
/HK/Horticulture Dept.
 External communication to be shared to Internal KF team
staff
7 The OH&S performance (Leading & Lagging indicators): Ongoing All
Unsafe Acts/Unsafe Conditions, Hazard & Near Miss Reporting: BM/FM/SMEs/Security
All the agencies are encouraged to all agencies to report the Unsafe Acts & /HK/Horticulture Dept.
Unsafe conditions along with Near miss reporting.
staff
 MINUTES OF MEETING
Doc No: MBPR-MSCNCZF&
S-F-09 Rev No- 02 Issue Dt.- 29/05/2024
Target
S. No. Point discussed Completion Responsibility
Date

All Unsafe Acts, Unsafe & near miss reports to be recorded.

Camplus portal access issue mail to be forwarded to BM.
The extent to which objectives have been met:
Reviewed all departments Objectives and listed as below.
8 1.COSHH All functional heads /
Ongoing
2. Chiller – Chemical dosing location to be reviewed. BM / CH
3. Store room for Hazardous Chemical, Disaster management
4. Objective – RCA, Mitigation.
Status of incident investigations, corrective actions, and preventive actions:
Incident statistics of June -24
1. Fire incidents - 0 No.
2. Medical Treatment cases – 0 No
3. First Aid cases- 0 No.
9
4. Near Miss cases- 0 No. Ongoing All Concerned
5. High Potential Near Miss-00 No.
6. Fatality: 0 No.
7. Medical Hospitalisation: 00 No.
8. Misc. incidents: 2 No.
Total Incidents – 2 Nos.
10 BM/FM/SME/Safety/
Review of corrective actions: As above , No Incident has been reported Ongoing
Security
Changing circumstances, including developments in legal and other
requirements related to OH&S and Recommendations for improvement.
11 Ongoing APM/PM/BM
 Monthly Form-1 (water cess) returns submitted for may month 2024

Health & Wellness plan for next year Review of health surveillance and ill
health (Health & Wellbeing) & Absenteeism issues. Safety/SME/PM
12 Ongoing Team/Service
 Absenteeism issues has been observed throughout the trades. Providers

Health & Wellness and wellbeing trainings.


13 R&R Conducted on June-19-2024 Safety/SME/Service
Completed
Yoga day celebrated Providers
Medical camp conducted to all support vendor staff

Evaluation of suitability of OHS policy and need for changes:

14 Safety Training has been conducted as per the calendar. Ongoing Safety

High Level Risk: All BMs/FMs/SME

15 List of HIRA for high-risk activities – 113 no’s has been identified & being On going
/Security
assessed.
All
16 Review of Risk Assessment:
Ongoing BMs/FMs/SME/Securit
HIRA for high-risk activities – 113 no’s to be reviewed.
y
17 Business Continuity Plan Ongoing All
Mock drill status BMs/FMs/SME/Safety/
 MINUTES OF MEETING
Doc No: MBPR-MSCNCZF&
S-F-09 Rev No- 02 Issue Dt.- 29/05/2024
Target
S. No. Point discussed Completion Responsibility
Date

 Mock drill/Table top exercise has been conducted as per the

Security
calendar.
Behaviour based safety training and program. All
18 Ongoing BMs/FMs/SME/Safety/
BBS format to be circulated by Mr. Mariselvan Security
Top Management rounds:
19
Management Rounds conducted as per schedule shared to all and monthly On going All CH/BMs/PMs
basis tracker needs updated and share to safety team.
Need for training on legal requirements & Legal audit related to health and All
20 safety. On going BMs/FMs/SME/Safety/
As per schedule (Corporate Team), legal requirement and legal updates
Security
received.
All
21 Management of Change:
On going BMs/FMs/SME/Securit
 Express House Keepers changed to QPMS
y
All
22 Safety Culture / Stress / Ergonomic (DSE) Survey Closure
On going BMs/FMs/SME/Safety/
 Stress Survey done for all Department
Security
23 Performance of Vendors, Suppliers:
On going All BMs/FMs
 R&R conducted for all support vendors.

Review of adequacy of resource and support provision (personnel, Procurement / All

24
infrastructure, and finance): Ongoing. BMs / SME/FMs /
 PPE matrix board, FRP Ladders procured Safety

Safety Training:
25
 No.of Training-12 , Over all Man hours-285 Ongoing All BMs/FMs/Safety
 Safety Induction has been conducted
Strategic Issues:
26 1. Clearance on Used oil & E-Waste initiated
31-08-2024 BMs/FMs/SME/Safety
2. RMG Shed work Completed.

27 Legatrix Implementation: Safety / Corp. Legal

Ongoing
No Changes. team
SOP Revision: FMs/SME/Safety
28
Revised IMS Apex manual shared by 29th May 2024.Would update the Doc No Ongoing Team / Service
& share the revised SOP. provider

29 Dengue - reviewing arrangements.

Ongoing HK / Security
Control of Mosquito larvae growth in suitable environments

Changes in external and internal issues including the needs and expectations
30 of interested parties: In process --
Observations received during internal audit, needs revision - NO changes
 MINUTES OF MEETING
Doc No: MBPR-MSCNCZF&
S-F-09 Rev No- 02 Issue Dt.- 29/05/2024
Target
S. No. Point discussed Completion Responsibility
Date

Fire Safety Week Planning & Execution.

31  Firefighting training given to in-house team In process Safety

Good safety observations related to work permits:

Work Permits:
 All fit out area of client floors conducted safety meeting with clients
and their vendors regarding work safety process.
32 Ongoing FMs/Safety/BM
 Surprise inspection carried out at fit out area.
 Rewards to Good safety observation to be initiated as recommended
by BM.

CSR:
All the controls are in place and relevant CSR activities are being undertaken
33 -- --
as per the management decision.
 CSR Garden maintenance activity completed (Daily Basis)
34 ESG data audit for Q4 is completed, Received the report.
Ongoing All
 ESG Jun data to be updated
PPE resource & availability:
35 1. Full Body Harness Procured On going Service Providers.
2.FRP ladders, Multi-gas detector Procured

36 Firefighting: 30th June

APM/PM/BM
 Fire Extinguisher Placed in Tiffin Box Area and Food Court. 2024

Actionable points

01 SRA observations to be closed PM Team

02 All building managers need to circulate BUILDING SAFETY INFORMATION BMs

03 All safety observations and inspection points to be closed All BMs & PMs