Communication Consultation Participation Procedure

NB ENVIRONMENTAL SERVICES LTD
COMMUNICATION
CONSULTATION &
PARTICIPATION PROCEDURE
DOCUMENT OWNER APPROVED BY DOCUMENT # REVISION # RELEASE DATE
SHANNON MOORE NEIL BENJAMIN
HSSE-PRD-016 1 8th January, 2018

PROCEDURE: DOCUMENT #: REVISION:

COMMUNICATION CONSULTATION & PARTICIPATION HSSE-PRD-016 1
PROCEDURE
DOCUMENT OWNER: APPROVED BY: RELEASE DATE: REVIEW DATE:
SHANNON MOORE NEIL BENJAMIN 8th January, 2018 8th January, 2021
TABLE OF CONTENTS
TABLE OF CONTENTS .........................................................................................................................................................................1
1 INTRODUCTION .........................................................................................................................................................................2
1.1 PURPOSE ................................................................................................................................................................................... 2

1.2 SCOPE ....................................................................................................................................................................................... 2
1.3 KEY ABBREVATIONS .................................................................................................................................................................. 2
1.4 REVIEW AND IMPROVEMENT ................................................................................................................................................... 2
2 TERMS AND DEFINITIONS .........................................................................................................................................................3
3 ROLES AND RESPONSIBILITIES ...................................................................................................................................................4
3.1 MANAGING DIRECTOR ................................................................................................................................................................... 4

3.2 HSSE MANAGER........................................................................................................................................................................... 4
3.3 PROJECT LEADERS/SUPERVISORS ...................................................................................................................................................... 4
3.4 EMPLOYEES .................................................................................................................................................................................. 4
4 PROCEDURE ..............................................................................................................................................................................5
4.1 INTERNAL COMMUNICATION ........................................................................................................................................................... 5

4.2 EXTERNAL COMMUNICATION ........................................................................................................................................................... 6
4.3 INTERNAL CONSULTATION AND PARTICIPATION (MANAGEMENT, EMPLOYEES) .......................................................................................... 7
4.4 EXTERNAL CONSULTATION AND PARTICIPATION (E.G. CONTRACTORS, EXTERNAL INTERESTED PARTIES) .......................................................... 8
6 RELATED DOCUMENTS ..............................................................................................................................................................9
APPROVED BY: NEIL BENJAMIN | HSSE-PRD-016 | REVISION 1 | 8th January, 2018 | PAGE 1 OF 9

PROCEDURE
1 INTRODUCTION
At NBESL communication, participation and consultation involves both internal and external. It takes place via
exchanging of views and ideas, issuing and receiving of instructions, discussion of problems and future
developments. Effective internal and external communication, participation and consultation is of significant
importance when dealing with changes in working practices, risk assessments as well as other procedures.
1.1 PURPOSE
The purpose of this procedure is to ensure all employees, employer representatives; contractors,
subcontractors, clients and visitors of NBESL are involved by working together to constantly improve HSSE
standards. It also places emphasis on achieving safety goals, objectives and performances, communicating and
consulting on information regarding to potential hazards and their controls, as well as it provides an opportunity
for hazard reporting and feedback.
1.2 SCOPE
This Manual forms part of the HSSE Management System and covers all NBESL activities carried out at any of
their locations in the field or office; this includes activities carried out NBESL’s behalf by contractors and
subcontractors.
1.3 KEY ABBREVATIONS

HSSE – Health, Safety, Security and Environment
NGO- Non Governmental Organizations
1.4 REVIEW AND IMPROVEMENT

Any user of this document who encounters a mistake or confusing entry is requested to immediately notify the
Author as detailed on the cover page.
The Author will review this document at least annually.
Triggers for further reviews may include:
• Changing company activities and locations.

• Reviews or audits which identify shortfalls in this procedure.
• Revisions or changes to HSSE requirements by NBESL or the Trinidad and Tobago Government.

PROCEDURE
2 TERMS AND DEFINITIONS
TERMS DEFINITIONS
Communications The provision and exchange of information and instruction, which enables an organization
to function efficiently and employees to be properly informed about development.
Consultation The process by which management and employees or their representative jointly examine
and discuss issues of mutual concern.
HSSE Committee A group of persons, comprising representatives of management that meet to discuss HSSE
issues, investigate incidents and make recommended action controls.
Stakeholder A person, group, organization, or system that affects or can be affected by an organization's
(Internal/External) actions.

PROCEDURE
3 ROLES AND RESPONSIBILITIES
3.1 Managing Director

• Receiving all external communciation relating to the media and public requests and directs HSSE questions and
comments to the HSSE Manager.
• Providing the official response to the above inquires.
• Coordinating external consultation sessions.
3.2 HSSE Manager

• Receiving, reviewing and responding to internal and external communication .
• Ensuring internal stakeholders are fully aware of where to receive and communicate relevant information
pertaining to the HSSE management system.
3.3 Project Leaders/Supervisors

• Ensuring that the flow of information within their departments is in accordance with this procedure.
• Facilitating the flow of HSSE communication.
3.4 Employees
• Ensuring that they are aware of where to receive HSSE management system information.

PROCEDURE
4 PROCEDURE
The integrity of the HSSE management system relies upon an open, transparent and effective communication and
consultation process. The communication and consultation are two distinct processes which can be described as follows:
• The communication process is concerned with the interchange of information and ideas with internal and
external stakeholders.
• The consultation process goes beyond communication and involves management actively seeking and taking
account of the views of internal and external stakeholders before decisions are made on HSSE issues.
4.1 Internal Communication

Stakeholders include anyone who has a stake or interest in NBESL operations and HSSE performance. Internal
stakeholders can play an important role in helping NBESL implement and maintain its HSSE Management System. These
main players include:
• Employees
• Contractors
• Shareholders and Partners
Internal Communication Process

This process shall be implemented to ensure that employees, contractors and other internal stakeholders at each
relevant level and function within NBESL are aware of the following:
• Management’s commitment to the HSSE Management System

• HSSE policies objectives and targets
• NBESL HSSE performance compared to HSSE objectives and targets
• Operational changes that might impact on the HSSE Management System
• Individual roles and responsibilities
• HSSE Procedures
• HSSE hazards associated with work activities
• Legal and other requirements
Internal communication on HSSE related issues is achieved through several HSSE meetings (ref- Table 1 HSSE Meetings).
The effectiveness of this communication process is evaluated on an ongoing basis through management review,
employee surveys, training programmes, audits and informal discussions.

PROCEDURE
Table 1- HSSE Meetings
Meeting Name Members Frequency

HSSE Management Review Meeting NBESL Management Team Annually
HSSE Meetings All Employees Monthly
HSSE Committee Meetings NBESL Staff Quarterly
Toolbox Meeting NBESL Staff Daily
Other mechanisms used for communication include:
• Emails and telephone calls

• Memos
• Notice boards
• Newsletters
• Memoranda and letters
4.2 External Communication

External stakeholders can also play an important role in helping NBESL enhance its HSSE Management System. These
include:
• Regulatory Agencies
• Community Organisations
• The general public
• Media
• Environmental Groups
• Neighbors
• Other Companies
External communication with stakeholders includes sharing information on the Company’s HSSE programmes and
accomplishments and provides a means for external parties to comment or provide feedback to NBESL.
All HSSE inquiries and other communication received by mail, fax, and telephone or in person from external parties
including the media, public, regulatory agencies or other interested parties shall be passed onto the HSSE Department.
In the case of local Regulatory Agencies the HSSE Department may also receive the request and respond as required in
consultation with top management.

PROCEDURE
4.3 Internal Consultation and Participation (Management, Employees)

The organisation will consult with employees through regular staff meetings and will nominate HSSE representatives,
who will represent the designated work group for each department.
The HSSE Representative, in no way removes the obligation on management to ensure the HSSE compliance of
employees, contractors, clients or visitors to the workplace.
The role of the HSSE representative is to form a joint management/team consultative group, with the aim of identifying
and resolving HSSE issues, as well as working towards improved standards in HSSE and continuous improvement within
the HSSE Management System.
They will meet regularly with management and employees. Copies of the meeting’s minutes shall be made accessible to
employees. The employees within the department (designated workgroup) shall have access to discuss HSSE issues with
the HSSE Representative, when required.
HSSE issues may be raised according to the HSSE Communication Process with their Manager or HSSE Representative.
HSSE Committee
The organisation supports the formation and active involvement of HSSE consultation through management and
designated workgroup (department employees).
The HSSE Committee will consist of:
• Employer Representative
• HSSE Representative (employee)
• Designated Workgroup (employees of the workplace)
The designated workgroup will be represented by the HSSE Representative for the department/organisation.
The management representative will have the authority to implement preventative measures and act on behalf of the
organisation on matters associated with HSSE.
Employee HSSE representatives will be elected for a period of one year.
Training
HSSE representatives will be required to attend a HSSE Management System training program, as soon as they have
been elected. HSSE representatives who have been re-elected may be asked to attend a one day refresher training
course. HSSE representative training will be as per the requirements of HSSE legislation.

PROCEDURE
Organising and conducting meetings
HSSE Meetings between the organisation and the representatives are to be held at least once every three months. In
the event of an incident, a meeting will be held as soon as possible to investigate the incident and put into place
measures to eliminate the hazard.
The following outlines the scope of the HSSE meetings:-
• Analysis and discussion of injury/illness/incident reports and accident investigations

• Reports from workplace inspections
• Discussion of HSSE concerns raised by employees
• Progress with previous recommendations
• Review of the “Injury Register”
• HSSE promotion
• Implementation of Policy and Procedures
• Matters relating to Housekeeping, fire prevention, protective equipment etc.
Meetings in Work Time

Employee and management representatives are entitled to time off from their usual work without loss of pay to attend
meetings and carry out their activities as a representative.
Agenda
A meeting agenda must be prepared and sent to the relevant managers and posted on the noticeboard or area where
employees have access, no later than one week prior to the meeting. It will list the matters to be discussed, who will
attend, time, date and location of the meeting and have attached to it any documents to be reviewed prior to the
meeting.
Minutes of Meetings
All items, which require action, should be numbered so that they are uniquely identified. The numbering should be
consecutive and follow on from the last action item of the previous minutes. For each action item a responsible person
and proposed date for completion of the action should be nominated.
Any items which have not been signed out as being completed at the previous meeting must be included in the agenda
of the following meeting. Minutes shall be published within 5 working days following the completion of the meeting by
the HSSE representative.
4.4 External Consultation and Participation (e.g. Contractors, External Interested parties)
The HSSE Department in conjunction with Senior Management coordinates meetings with contractors and external
interested parties to convey information with regards company policies, HSSE programmes and projects which may be
of impact or concern to these groups. Feedback obtained from these groups is recorded as action items and addressed
in the company’s HSSE Action Tracking process.

PROCEDURE
4.5 Client Close Out Form
At the end of each project the client would complete NBESL s’ Client Close Out form. This includes the following areas:
• Service quality (personnel and equipment)

• Product quality (material)
• Documentation
• Planning
• HSSE Performance
• Installation and Commissioning
• Innovation and Improvement etc.
4.6 Communication with Customer
It is a requirement for Senior Management to meet with the leadership teams of our customer organizations to discuss
HSSE performance and expectations as requested or invited. Copies of attendance records or meeting minutes shall be
acquired and forwarded to the HSSE Administrator where possible. When working on multi occupancy sites or projects,
bridging agreements will be developed to agree HSSE expectations inclusive of the risk assessment process to be utilized
on the project.
5 TRAINING REQUIREMENTS
Training Audience Duration
Communication Process All Staff 1 hr
6 RELATED DOCUMENTS
Title Document # Type
Meeting Attendance Records
Meeting Minutes - -

Communication Consultation Participation Procedure

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NB ENVIRONMENTAL SERVICES LTD

DOCUMENT OWNER APPROVED BY DOCUMENT # REVISION # RELEASE DATE

SHANNON MOORE NEIL BENJAMIN

HSSE-PRD-016 1 8th January, 2018

PROCEDURE: DOCUMENT #: REVISION:

TABLE OF CONTENTS .........................................................................................................................................................................1

1.1 PURPOSE ................................................................................................................................................................................... 2

2 TERMS AND DEFINITIONS .........................................................................................................................................................3

3 ROLES AND RESPONSIBILITIES ...................................................................................................................................................4

3.1 MANAGING DIRECTOR ................................................................................................................................................................... 4

4.1 INTERNAL COMMUNICATION ........................................................................................................................................................... 5

6 RELATED DOCUMENTS ..............................................................................................................................................................9

PROCEDURE: DOCUMENT #: REVISION:

1.3 KEY ABBREVATIONS

NGO- Non Governmental Organizations

1.4 REVIEW AND IMPROVEMENT

The Author will review this document at least annually.

Triggers for further reviews may include:

• Changing company activities and locations.

PROCEDURE: DOCUMENT #: REVISION:

2 TERMS AND DEFINITIONS

PROCEDURE: DOCUMENT #: REVISION:

3 ROLES AND RESPONSIBILITIES

3.1 Managing Director

3.2 HSSE Manager

3.3 Project Leaders/Supervisors

PROCEDURE: DOCUMENT #: REVISION:

4.1 Internal Communication

Internal Communication Process

• Management’s commitment to the HSSE Management System

PROCEDURE: DOCUMENT #: REVISION:

Table 1- HSSE Meetings

Meeting Name Members Frequency

Other mechanisms used for communication include:

• Emails and telephone calls

4.2 External Communication

PROCEDURE: DOCUMENT #: REVISION:

4.3 Internal Consultation and Participation (Management, Employees)

The HSSE Committee will consist of:

Employee HSSE representatives will be elected for a period of one year.

PROCEDURE: DOCUMENT #: REVISION:

Organising and conducting meetings

The following outlines the scope of the HSSE meetings:-

• Analysis and discussion of injury/illness/incident reports and accident investigations

Meetings in Work Time

PROCEDURE: DOCUMENT #: REVISION:

4.5 Client Close Out Form

• Service quality (personnel and equipment)

4.6 Communication with Customer

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