ENVIRONMENTAL COMMUNICATION PLAN

DOC NAME CLIENT EFFECTIVE DATE REV REVISION DATE APPROVED BY

PROC/ECP/01 ESKOM 05/04/24 00 05/04/25 ONGAMA NOTUNUNU

PROJECT DESCRIPTION THE PROVISION OF FACILITIES MANAGEMENT SERVICES (FMS)

TECHNICAL SERVICES REQUIRED FOR ESKOM REAL ESTATE IN
VARIOUS AREAS IN EASTERN CAPE FOR A PERIOD OF 60 MONTHSHE F

1. OBJECTIVE

BALA PROJECTS purpose of this document is to describe how to communicate, participate and
consult with employees and external interested parties on issues of SHE Management.

Effective internal communication, participation and consultation is essential for the operation of
the SHE Management System and the achievement of SHE Environment and Quality
improvement. Methods of communication, participation and consultation with employees are
designed into all the Procedures and Work Instructions to promote interaction between all
relevant levels. Individual and group responsibilities are defined for recording, reporting and
sharing of data and information. Monthly and quarterly, Health & Safety and Environmental
Meetings and Quality meetings are held to maintain these systems within the Organisation.

Effective communication and consultation with external interested parties is a vital component of
maintaining a positive working relationship with legal regulators, customers, contractors, SHE
interest groups.

A pro-active approach is taken by communicating and consulting with staff in setting objectives
and targets for SHE performance improvement.

2. SCOPE

This Procedure summarizes the role of other Procedures and Work Instructions in communication
and describes methods to assist the flow of information and describes the consultation and
agreement process with employees and union representatives.

3. PROCESS OWNER

3.1 Managing Director

3.2 Project Managers
3,3 Environmental Management Representative
3.3 SHE Officer

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4. REFERENCES

ISO 45001, Clause 5.5.3 : Communication

OHSAS 18001, Clause 4.4.3 : Communication, Consultation and Participation
Procedure 7.5 : Document Control
Procedure 6.2 : Objectives
Procedure 5.3 : Responsibility and Authority
Procedure 8.4 : Purchasing
Procedure 9.2 : Internal Audit
Procedure 10.2 : Corrective and Preventive Action
Basic Conditions of Employment Act : Code of Good Practice
Form F10.2 : Request for Improvement.

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5. PROCESS

5.1 This is a summary of the role of other Procedures and Work Instructions in
communication.

5.1.1 Procedures and Work Instructions describe the information and data to be recorded and
communicated for effective operation of the SHE Management System.

All personnel are:

 Involved (take part) with the development and review of Safe Work Procedures related to the
hazards of their activities/area.

 Consulted with regard to changes that affect their health and safety and the environment.

 Represented on SHE matters by their SHE Representative and EMR.

 Informed who their SHE Representative and EMR Representatives are by means of notices
on the notice boards.

5.1.2 Procedures that have a specific role in the formal communication system include:

 Responsibility, Authority and Resources [Procedure 5.3 informing all personnel of the
structure, responsibility and resources for SHE management. This assists with the
understanding of the sources of SHE information and who should be advised of SHE events
and issues.

 Document Control Procedure 7.5 ensuring the communication of correct instructions to all
personnel by defining and controlling the distribution of documentation of the Management
System

 Purchasing Procedure 8.4 communicating SHE expectations to individuals and

organizations that provide products and services. Suppliers and contractors are expected to
comply with SHE rules relating to the Company's policy and procedures when on site. Major
suppliers will be expected to carry out suitable SHE controls depending on the actual or
potential SHE impacts of their products and services.

 Corrective Action Procedure 10.2 identifying problems arising from non-conformance

incidents, accidents, emergencies and internal audits and communicating the causes,
responsibilities and remedial action.

 Internal Audits Procedure monitoring the effective implementation of the SHE policies and
procedures and communicating the results to Management, relevant employees and other
interested parties if so desired.

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5.1.3 Other specific communication methods that are used to capture and share information on SHE
issues include:

 Team Briefings conducted by the Managing Director / Project Manager to advise personnel
of current issues and to seek ideas and opinions. All relevant topics are discussed.
Briefings are normally held as and when required.

 The Notice Board located in the office advises personnel of the SHE Policies, performance
and initiatives for SHE improvement.

 Safety & Wellness program and 5 minute Safety Talks include general SHE information
and aims to maintain a constant awareness of SHE and Environment by all employees. It
also includes SHE and Environment incidents and monthly SHE statistics.

 External Communication of Significant Aspects

The Organisation shall evaluate the identified significant aspects; determine which of these will
have an influence outside of company boundaries. Such aspects will be communicated to the
relevant interested parties within the Organisation as well as outside the Company. External
communication on significant aspects will only take place provided the communication is related
to a legal requirement and will affect interested parties outside Company boundaries.

 A letter of notification will be used to notify interested parties e.g.

 Neighbouring companies
 Chief Inspector
 Provincial Director
 Emergency Services
 Local Town Council.

of important issues regarding the Health & Safety Risks and Environmental aspects on BALA
PROJECTS’s premises or sites, for example:
 A significant environmental impact has been identified;
 Excessive discharge of contaminated water or oil into the storm water system or sewerage
discharge system (notify Local Town Council within 24 hours);
 Changes to BALA PROJECTS’s Emergency Response plan, etc.

Attached to the notification letter will be a detailed report.

The Organisation will promote environmental conservation to external interested parties whom
they may be able to influence.

5.1.4 The MD fulfils the commitment to make the SHE Policy statement available to the public by
ensuring that a copy of the statement is available at specific locations of particular public access:
 Reception area
 Notice boards
 Available to the public on request.

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5.1.5 The MD and the PM co-ordinates the receipt of all communication from external interested parties
on SHE issues. Communication includes complaints, inquiries and suggestions. External
communication can be received in many ways at several points in the organization.

For example communication can be verbal or received in a letter, fax or e-mail by

 MD
 PM

5.1.6 It is the responsibility of all personnel to report significant external communications to their
manager. If there is an SHE or Environmental issue the manager completes a request for
improvement (F10.2) with the relevant information:
 person or organisation originating the communication
 date of communication
 description of the communication
 immediate action taken

5.2 Enquiries

Should there be a need to answer enquires, the following would apply:

5.2.1 All SHE communications are answered in writing by the SHE Officer who may request any other
managers to sign the reply if appropriate. If the reply requires information on a significant SHE or
environmental hazard on-site, the SHE Officer always consults with the respective manager and
records the decision on a RFI (F10.2).

5.2.2 The MD / PM retains a hard-copy of original correspondence from the external party and the
respective reply is filed in the admin office for a minimum of five years from the date of the last
correspondence. If there is any legal implication, the record is retained indefinitely.

5.2.3 Records of external communication are referred to when establishing and reviewing SHE
objectives in order to take into account the views of all interested parties.

5.3 Description of the Internal Consultation Process

5.3.1 The Organisation consults with employees on many different subjects as and when required, e.g.
during investigation of quality problems, investigation of SHE incidents, the type and use of PPE
etc. but there are also very specific subjects on which consultation takes place according to a
process. These are defined below. Whenever the term “employee” is used it must be seen to
include Union Representatives.

5.3.2 Consultation and participation on the establishment of the SHE Policies.

5.3.2.1 During the initial establishment of these policies Management will create a draft copy and make it
available to all employees for comment and feedback.

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5.3.2.2 Employee feedback is discussed at the SHE Committee meeting and at the quarterly
management system progress meeting. Specific employees may be requested to explain their
contributions more for better understanding.

5.3.2.3 A final draft will be distributed again for final review before approval.

5.3.2.4 If more feedback is received it will be either implemented or at least discussed with the presenter
of the information.

5.3.2.5 The relevant policy will then be approved and displayed on the notice board.

5.3.2.6 Whenever the existing policies need to be reviewed according to frequencies as described in the
manual, the employees will be notified and their comments / input will be requested.

5.3.2.7 Input will be treated as above before final approval and distribution of the reviewed policy.

5.3.3 Communication and Consultation on Objectives and Targets

5.3.3.1 Safety, Health and Environmental Risk Assessments (SHERA) and Legal conformity will be
reviewed as described in the relevant procedures Procedure 6.1 and Procedure 9.2.

5.3.3.2 The Managing Director and the Project Manager will discuss the results with all subordinates and
consult with them on the choice of objectives and the setting of targets.

5.3.3.3 The Managing Director and the Project Manager will draw up management programs / objectives
and targets after agreement is reached.

5.3.3.4 The Management Programs / objectives are then executed by the team and monitored by the
Managing Director and the Project Manager at the business management progress meeting.

6. RECORDS

Dept where Authorised Position to Minimum

Description of Method of Method to
Records are File and Retrieve Retention
Record Filing Discard
Filed Records Time
RFI Admin Office Management Arch Lever 3 Years Shred and
Representative recycle
Progress meeting Admin Office Management Arch Lever 3 Years Shred and
minutes Representative recycle
External OHS&E Admin Office Management Arch Lever 5 years or Shred and
Communication Representative indefinite recycle

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