waa pl alglol ai al Rev dani coupanvwi] External incident Communications AZNIEMG/PROCIO02 Issue No] Issue Date | Rev. No. | Rev. Date | Revalidation Pages 3 | arrev2o1e | 2 | 27-Fed-2020 | 27-Feb-2020 Page 1 of 16 Document Ownership Det Departments Business Process Owner _| HSE Manager Key Users, All Managers Signatures Prepared by: Reviewed by: Approved by: Robert Pallett Sijo Mathew vose Fores Signature: Signature’ Signature: PeG2iwUe} Qye— Date: 2 8 — 2 -20/8| Date: 2 POPPE Poa eb P= 20/p{ Distribution List DepartmentiSection _| Recipient Department/Section Management cM Stores All staff Operations Allstatf Chemistry All staff H.R. & Administration | Allstaff Electrical All staff IT. All staf Mechanical All staff Finance All staff Instrumentation & Control | All staff Procurement All staff Engineering All staff HSB, All staff Performance All staff Security All staffeee el ail of ol 35 9) Revision Record Revision Issue No. No. Description of Change Effective date 1 0 First issue 28/06/2015 2 1 Routine review (26/06/2017 3 2 Addition of MESCAT contact 27/02/2018 details and staff contactsIssueNo| IssueDate | Rev.No. | Rev. Date | Revalidation Pages 3 27-Feb-2018 2 | 27-Feb-2020 | 27-Feb-2020 Page 3 of 18 Contents 1.0 PURPOSE aaah 2.0 PRINCIPLE. 3.0 SCOPE 4.0 RESPONSIBILITY 5.0 DEFINITIONS/ ABBREVIATIONS... 6.0 REFERENCES.... 7.0 HSE AND BUSINESS RISK 8.0 PROCEDURE. 8.1 Incident Severity ..... 8.2 Dealing with the Media.. 9.0 AUDIT/ REVIEWS. 10.0 ATTACHMENTS Appendix 1. Staff Contacts Appendix A Level 1 Incidents... Appendix B Level 2 Incidents... Appendix C Level 3 Incidents. Appendix D Level 4 Incidents Appendix E Summary of Notifications, Reporting and following an Incident Appendix F Questions’asked when calling the ‘Hotline Code k’ Appendix G Incident Report Templat.© cea pl algal aol KZN O&N COMPANY Wii] External Incident Communications AZNIEMGIPROCIO02 IscueNo} Issue Date | Rev. No. Revalidation Pages 3 27-Feb-2018 2 27-Feb-2020 Page 4 of 18 1.0 2.0 3.0 40 PURPOSE This Procedure specifies the nature of Serious Incidents, reporting arrangements, support processes and responsibilities of AZN O&M employees in the event of a Serious Incident. PRINCIPLE ‘A serious incident for the purpose of this principle is defined as an incident that arises due to plant related problems; extreme health problems; natural disasters; acts of terrorism; ‘sabotage etc.; which expose AZN or any person therein to serious risk Italso applies where there is the potential for media interest or reputational risk. SCOPE This Emergency Procedure is to ensure that serious incidents are efféctively managed, the correct reporting processes are followed, and to provide support where\required. This procedure applies to Serious Incidents concerning events, the combination of events, or potential events which affect or may affect: a) The safety of people: b) Property (facilities, own buildings, third-party buildings); Cc) Intangible assets, IT systems or data; 4d) The reputation of the companyr any@f its parts Note that for the purposes of Serious Incident reporting, AZN should be considered to be part of the ENGIE and Sumitomo reporting structure, and any references to ENGIE, BE! or any other company reference should be considered as the parent company. RESPONSIBILITY The General Manager is responsible for: + Ensuring that location based procedures are in place to deal with any Serious Incident. * Ensuring that an up to date contact list is available for communication with all relevant persons in the event of a Serious Incident, and that the Owner is informed as S00n as reasonably practicable. ‘| Ensuring Serious Incident training is provided for all relevant staff. «Ensure that all relevant incidents are reported as detailed in this procedure. ‘The HSE Manager is responsible for: © Ensuring that the requirements of this procedure are tested as frequently as is determined by site emergency procedures. ‘+ Ensuring Serious Incident training is planned and delivered as required. Ensuring that any lessons learned from exercises are fed back into site procedures. and processes as requiredeasel algal OBIT cemenecnnenain |. sviuarnoom IssueNo| Issue Date | Rev.No. | Rev. Date | Revalidation Pages 3 21-Feb-2018 2 | 27-Feb-2020 | 27-Feb-2020 Page 5 of 18, 5.0 DEFINITIONS! ABBREVIATIONS A Serious Incident may relate to one of the following examples: ‘© Health and safety incidents; + Environmental incidents; Plant failures; * Threat to public health; * Damage to public or third party property; + Industrial action; © Political / civil unrest; ‘+ Natural disasters; + ITsecurity attacks * Acts of terrorism; * Sabotage; ‘+ Situations with the potential for media interest in relation to company businesses, even if nothing has actually happened. Further examples of Incidents are provided in Appendices: 6.0 REFERENCES BEI OPS PROC/002-M Incident Reporting Procedure 7.0 HSE AND BUSINESS RISK A serious incident must be managed effectively to ensure that any injuries, plant damage or adverse publicity are minimised and reported as required by stakeholders. 8.0 PROCEDURE a4 Incident Severity ‘The requirements of this procedure vary as a function of the severity of the incident, rated from (most benign) to 4 (most serious). ‘Appefidices A to D provide guidance to assess the severity of an incident. Notification, reporting and timeframes The requirements are defined in Appendix E. ENGIE Hotline Code K Functionality An alert line has been set up at ENGIE Group HQ level: the ‘Hotline Code K. ‘The ‘Hotline Code K’ is a 24/7 service provided by Intemational SOS in France. The hotline contact number is:ear ala glol aig Suoen couraurw’ AZNIEMGIPROCION2 TesuoNo] Issue Date | Rev No. | Rev-Date | Revaldaton rag 3 | zrrevzote | 2 | 27Fen-2020 | 2-Fev2020 Page 6 of 18 9.0 ENGIE ‘Hotline Code K’ Contact Details +33 (0) 1 55 63 36 36. This Hotline is an integral part of the Group Crisis Management and Communications Policy and serves as an alert line in case of level 4 incident situations. Each Region should identify in its operational structure the person who will be responsible to call this alert ine. The information collected by the operator of the Hotline is recorded on a standardized alert form. The completed form is immediately sent via e-mail to the designated officers at Group Communications. The working languages of this Hotline are French and English. If otherlanguages are required the call can be redirected to another call centre, although not all languages are available on a 24-hour basis. The information gathered via the Hottine is based on a number of pre-set questions related to the orisis, as listed in Appendix F. Note that once the Hotline Code K has been notifiéd, the Regional Office should be contacted via the Manager on Duty on MESCAT Emergency Helplines’ +971-4.487 0700 MESCAT MoD Mobile Phone: +977 56 188 6453 ‘Any emails should be sent to MESCAT. MOD@ENGIE.COM 82 Dealing with the|Media ‘The region should ensure that appropriate communication procedures are in place in case of incidents. In case of a leyel'/or level 2 incident, the regional Communications team should be notified. In case of alevel 3 or level 4 incident, the BE! HQ Communications team needs to be notified. ENGIE Handbook ~ Managing Crisis Communications; ENGIE Group Communications ‘has issued a practical handbook with recommendations on how to manage crisis. communications which is available on the site formal document system. AUDIT / REVIEWS This document will be reviewed every 2 years or as a result of audit findings. 10.0 ATTACHMENTS Appendices (denoted with letters to reflect regional procedure),Appendix 1 Staff Contacts In the event of a serious incident, depending on nature of the incident, the following senior staff should be contacted: Operations Manager ‘51699396 (General Manager ‘51690869 Fire Officer 55214389 HSE Manager 51699401 HR & Administration Manager 51609399 Chief Finance Officer 99224161 Maintenance Manager 51690845, Engineering Manager 51690800 Deputy HSE Manager 51682369 In an urgent situation the Incident Controller may.ask for the first name to contact the next name on the list, with each person cascadingtthe information to the next person on the list, or nominate one person to contact all of the remaining:staff.Appendix A Level 4 In ‘An incident requiring medical treatment or first aid but which does not constitute a Lost Time Accident (LTA), A near miss category of potential for injury or risk to personne! which would require medical treatment or first aid, but which would not result in a LTA. A near miss or unsafe condition where there was a minor risk of damage or commercial loss Minor damage that will affect ongoing operations and_if left will create hazardous conditions. Fire associated with the ignition of smouldering materials and activation of Emergency Response Teams. Any incident which could or has attracted local. media interest.Appendix B Level 2 Incidents * A work-related injury, associated with either an operational business or a construction site, where an Employee, Temporary Worker or Contractor did not report for their next work period (an LTA). ‘+ An employee LTA sustained on the way to/from work. ‘+ Local damage resulting in the partial loss of equipment andlor process. ‘© Any firelexplosion that affects normal operations. * Failures at facilities which may directly or indirectly lead to,long-term disruption of facilities and have major consequences on the supply of energy or services, with major foreseeable or actual national media interest. ‘+ Anenvironmental event contained within the asset perimeter which has caused a large area to be polluted and where costs are involved in the clean-up contained within the asset perimeter. ‘* Any events requiring notification to the authorities by local management. © Events requiring notification tolthe authorities. © Any event or incident which could have or has attracted national media interest. An incident report (Appendix G).is to be completed and circulated in accordance with the notification requirements in Appendix E.Appendix C Level 3 Incidents A severe injury resulting in the injured party either being hospitalised for more than five days or where the nature of the injuries sustained result in permanent disabilty, e.g. loss of a limb. Major in-country unrest with the potential to deteriorate to the point where staff or businesses are at risk or require evacuation. An actual natural disaster warning e.g. hurricane, typhoon or tsunami with the potential to affect businesses or people who are at risk or require, evacuation. Localised contamination of public water supplies. ‘An environmental incident that affects members of ‘the’ public, requires notification to a Regulatory Authority and/or where significant costs are involved in the clean-up, Any incident, either damage or explosion, or an event which puts in jeopardy the integrity of the asset or reputation ofthe company. Remedial cost / ‘commercial impact < USD 5 milion. Enforcement action by a Regilatory Authorily restricting use of part of the process or asset. Failures at facilities which may directly or indirectly lead to long-term disruption of site facilities and have major, consequences on the supply of energy or services. ‘Sabotage (fuel supply lines, transmission lines, etc.) that results in complete or Partial disruption of operations. ‘Any event or incident which could affect the reputation or image of ENGIE, including political incident or natural disasters, even if no actual damage has occurred: Major news stories related to other businesses in the same sector as ENGIE, with the potential for questions from the media or external stakeholders. 'AN incident report (Appendix G) is to be completed and circulated in accordance with the notification requirements in Appendix E.Appendix D Level 4 Incidents An Incident with significant number of casualties or third-party deaths, the cause of which may be attributed to services or facilities operated by ENGIE; Death of a staff member (permanent or temporary) in connection with professional activities (workplace accident or on the way to/from work); Death of a staff member employed by a supplier, in connection with work performed for ENGIE (workplace accident): Major in-country unrest that has deteriorated to the point/Wwhere Staff or businesses are at risk. ‘Major political incident, armed conflict, terrorist acts, attacksymaritime piracy; Malicious acts of all kinds against staff and their families, (expatriates and seconded staff), including threats, blackmail, extortion, illegal detention and kidnapping: Major sanitary incident which may affect staff and the continuance of operations; Malicious acts involving ENGIE facilities which may have major repercussions in terms of hazards to people, and/or property or supply of services; Any other event not inckided in this ist and which has a major impact on the safety of people, number of easualties, damage to property, the environment, image and major short and medium-term financial consequences Failures at ENGIE Or other facilities which may directly or indirectly lead to long- term disruption of facilities and have major consequences on the supply of energy or Services, with major foreseeable or actual media impact; An environmental incident that requires notification to a Regulatory Authority ‘and that has a significant effect on the local environment or population. Inicidents/disasters of natural or other origin which may have significant consequences in terms of hazards to people or disruption of supplies, with major foreseeable or actual media impact; Major industrial action causing significant and durable disruption of essential services, in particular of energy supply; Significant financial disturbance that has affected ENGIE’s businesses. Enforcement action by Regulatory Authority causing the process to be shut ‘down until remedial work has been completed. Other events requiring notification of the authorities by Corporate;‘+ Any ENGIE related event or incident that has attracted international media attention or has been reported locally, with the likelihood of being picked up by the international media, ‘An incident report (Appendix G) is to be completed and circulated in accordance with the notification requirements in Appendix E.Appendix E Summary of Notifications, Reporting and Timeframes required following an Incident Local reporting process. Within 72 hours of incident (pediious means of communication. The Regional CEO may request the Regional Head of HES ‘should be accompanied by a completed Incident Report (Appendix G}Appendix F Questions asked when calling the ‘Hotline Code K’ List of questions asked when calling the ‘Hotline Code K’ on +33 1 55 63 36 36. Place of the event Data and time of the event Number of fatalities Number of injured people ‘Number of customers affected ‘Alarm or Test ‘Sequence of events Person calling the Hotline Name First name Mobile phone Office phone Other phone E-mail + Total: - Fatalities - Very severely injured + Severely injured = Lightly injured ‘+ ENGIE employees: - Fatalities = Injured + Contractors; - Fatalities = Injured + 3rd parties - adults: + Falalties = Injured 3rd parties = children: ~ “Fatalities Injured Event Location of the event What happened Probably causes Sequence of events Damage to assets Actions taken Local crisis cell established Customers affectedAuthorities’ involvement * Presence of local authorities Communication Media informed Title of media Type of media Local, regional or national media Contents Additional Information Detailed info about the victims © Victim 4 - Name - First name - Function - Age - Family situation = Children - Employer ~ Place of (first) aid = Last known health status + Vietim 2 Other documents and photogtaphs can be sent as part of the reporting process. (Once an incident has béén’reporfed in such a way, International SOS forwards this, information to Group'Communications in Paris and to a number of ENGIE functional teams, also in Paris.Appendix G_ Incident Report Template ‘Section 1 Title of Incident ‘Section 2: Incident Level (Make preliminary assessment based ypon the appropriate incident classification and mark with °X" accordingly) Tevel2 o Level o ‘Section 3: Incident Location Region: Tocation of incident ‘Section 4: Incident Reporter ‘Name of Incident Reporter Position of incident Reporter: ‘Company/AfiliatoniL ocation: Reporter Contact Details: Telephone E-Mail ‘Section 8: Critical Timings (6.6. te when the Incident occurred or Is expected) Date: y Time: ‘Section 6: Incident impacts Number of Casualties: Number of Fatalilies: Number of Affected Gustomers: Business interruption >S1M (Yes/No) Property Damage >$1M (YesiNo) ‘Availability Loss >72 Hours (YesINo) ‘Section 7: Incident Details Brief Description of Event: ‘Current Response Activities: (e.g. building x is being evacuated) Tay remaining Hazards (0g. live wires exposed, leaking gas ‘main, media on-site, ec.)Section 8: Urgent Support Requirements ‘Section 9: Notifications HO Hott kK Regional Regional jotine Code fegional CEO fegional COO ee HO Legal a o a a a ‘Other Notifications: “Any Media Involvement or Inquiry ‘Section 10: Additional Critical information Section 7 jate and Time Report Logged / Signature Date: Time: Signature: Note: Where information is unavailable please use N/A.