Safety Committee Meeting & QHSE Review

M.V. / M.T.

Month

Date

Page 1 of 12 Rev. 7 05/23 S - 9.1 F

 Content

S.No Topic Page

1 Safety Committee Meeting - Agenda 3

2 Safety Committee Meeting & QHSE Review 4 - 12

Page 2 of 12 Rev. 7 05/23 S - 9.1 F

 Safety Committee Meeting - Agenda

The Agenda should contain, the following, at the least, for discussion in the Safety Meeting. The
brief meeting to discuss the agenda, can be conducted, a day or two prior the Safety Meeting.

1 Minutes of the previous Safety meeting and pending issues.

2 Any Incidents reported this month and details / lessons learnt.

3 Near misses reported.

4 Any Audits / Inspections carried out in the month and its status. Also any audits /
inspections planned in the next month.

5 Circulars / Alerts / Common messages received from office.

6 Any Best Practices identified on the vessel.

7 Any Defects / hazard / shortfalls identified on board in the month.

8 Any Shortfalls identified during the month pertaining to Environmental targets and
Corrective action.

9 Safety Champions of the month / Positive feedback card issued to the ship staff.

10 Any Store / Spare / Recreational requirements for the vessel on emergency basis.

11 List of Ports, vessel is likely to call in the month and special preparation, if any.
(i.e - Crew Relief / Service Attendance / Open Berth / Navigation Contstraints / Etc.)

12 Any major Overhaul / Repair, vessel is expected to carry out.

Any Other items, for discussion, during the Safety Committee meeting:

Safety Officer 1 Safety Officer 2

Safety Representative 1 Safety Representative 2

Chairman

Page 3 of 12 Rev. 7 05/23 S - 9.1 F

 Safety Committee Meeting & QHSE Review
This meeting shall be attended by all personnel except those on duty

Section I: Safety Committee Meeting

1 Has the agenda been prepared and discussed (by the Safety Committee)? :
(The agenda for Safety Committee Meeting is included as standalone sheet in page 3)
2a Present Safety Officer Deck :

2b Present Safety Officer Engine :

3 Present officer representative and crew representative :

4 Has the previous S-9.1F Safety Committee Meeting (SCM) been reviewed? :

Status of the defects of the previous meeting :

5 Have the following Company circulars / Instruction discussed? :

5a Any pending instructions from last Safety commnittee meeting :

5b Any new / pending Company Circulars / Instructions from last Safety :

Committee Meeting been discussed? (List of circulars discussed to be entered in Section 25)
6a Were there any incidents reports during the month? :
i. If yes, have the Incident been filled out on PARIS :
ii. If yes, have they been discussed in this meeting :
iii. Number of Incidents reported during the month :
6b Were there any Near miss reports during the month? :
i. If yes, have the Near Miss been filled out on PARIS :
ii. If yes, have they been discussed in this meeting :
6c No. of legally defensible D & A Emergency Test Kits available on board :
(As per Section 3.9.10 of QHSE manual, all vessels must maintain stock of 10 - D & A " Emeregncy test kits (Urine
samples) for testing crew involved in Serious Marine Incidents. Vessel should raise urgent requisition to vetting department
(fleet-hk-vetting@fleetship.com) if any shortfall is noted.)

7 Have there been any Audits / Inspections (Internal & External) since the :
last meeting?

No of NCN / Observations /
Date of Inspection Inspected / Audit Status
Deficiencies

8 Best Practices' Reporting:

Have any 'Best Practices' been identified in this month? :

If (Yes) please give details;

Concerned Department :

Details of Best Safety Practice Noticed:

(Kindly attach photographs on separate sheet along with this report as applicable)

Page 4 of 12 Rev. 7 05/23 S - 9.1 F

Section II: Health, Safety and Environmental Management

9 Have Health hazard/ Accident prone work places been identified by the :

Safety Officer using Monthly Safety Checklist (S - 9.12 C)?

Date of Last Monthly safety checks (using S-9.12C) carried out?:

Confirm same have been

reported in the Defect
No. Brief details of Safety Hazards Status
reporting sytsem (DRS) in
PARIS

Remarks: The hazards which have been identified and addressed to also be included in this section. Monthly Safety
inspection (using S-9.12C) has to be completed prior to the date of safety committee meeting.

10 Are there any defects/ shortfalls affecting vessel's seaworthiness or :

defects/ deficiencies with LSA/ FFA? If (Yes) please give details;
Confirm same have been
reported in the Defect
No. Brief Description Status
reporting sytsem (DRS) in
PARIS

Remarks: The defects / shortfalls which have been identified and addressed to also be included in this section.
11 Are there any MLC related defects / shortfalls? If (Yes) please give details; :

Confirm same have been

reported in the Defect
No. Brief Description Status
reporting sytsem (DRS) in
PARIS

Remarks: All MLC related defects / shortfalls which have been identified and addressed to also be included in this section.
12a Are there any environmental hazards or defects/shortfalls with Pollution :
Prevention Equipment? If (Yes) please give details;

Confirm same have been

reported in the Defect
No. Brief Description Status
reporting sytsem (DRS) in
PARIS

Remarks: Environmental related defects / shortfalls which have been identified and closed to be included in this section.
12b Does the Master consider there to be sufficient personnel and resources available on board to :
effectively and efficiently maintain the Environment Management System?

Page 5 of 12 Rev. 7 05/23 S - 9.1 F

13 Are there any feedback / suggestions for enhanced safety, from safety :
representatives? If (Yes) please give details;
Confirm same have been
reported in the Defect
No. Brief Description Status
reporting sytsem (DRS) in
PARIS

14 Rest Hour / Fatigue Management

Have there been any deviation from 'Rest Hours' as required by STCW/ILO? :

If (Yes) please give details;

Time
No. Name of Crew Member Rank Date Reason for deviation
From To

Note1: Except under exceptional circumstances, no deviations from the stipulated rest hours as required by STCW / ILO
should occur.
Note2: NCN to be raised for all Level 3 deviations.

Probability of Recurrence :

Suggested Corrective Action to avoid recurrence :

15 Processes for preventing, controlling and minimising waste streams

a) Complete worksheet 'Targets' in EXCEL FILE 'Environmental Objectives and Targets' for the present year and
attach a copy to this Form.
b) Give details of 'Best Practices' followed on board for the handling of waste streams / improving energy efficiency /
prevention of pollution.

c) Suggestions to prevent, control or minimise the generation of or improve the handling of waste:

Page 6 of 12 Rev. 7 05/23 S - 9.1 F

16 Training

a) Are there any suggestions to improve the EMS training? (Refer to Section 10.3.2 of QHSE Manual)

b) Are infographics (sent by Fleet care) on mental health concerns discussed and posted in common areas?

c) Are the vessel staff aware of the procedures mentioned under Mental Health, Wellbeing and Training?

d) Are there any suggestions to improve the Health and Safety (Safety Familiarization / Drills / LSA / FFA training)?

17 Are there any suggestions to improve the QHSE policy or procedures?

If (Yes) please identify the elements and briefly state the suggested improvement;

No. Manual Element briefly state the improvement (Change addition etc)

18 Work permits being used on board

S. No. Work Permit Last Date, Permit Used Revision No. / Date

1 S - 2.15 C

2 S - 5.13 F

3 S - 9.2 C

4 S - 9.3 C

5 S - 9.4 C

6 S - 9.5 C

7 S - 9.6 C

19 Management of Change (Section 7 of QHSE Manual)

Has there been any modifications of existing equipment / pipeline, installation of new equipment’s, change of trade,
reduction of staff during the current month and or planed in the forthcoming months. If Yes, please provide details in
the table provided below.
Have a MOC
Description of Modification / Installation /
No. Date Reason for Modification been initiated in
Change of Trade / Reduction of Staff
PARIS

20 Proposed date of next meeting :

21 Nominated Safety Officers for the forthcoming month :

22 Nominated officer representative and crew representative :

for forthcoming month

Page 7 of 12 Rev. 7 05/23 S - 9.1 F

23 Attendence record and SafeR+ status:

SafeR+ CATEGORIES (Monthly status)

A F H I Total
Total No. of instances No. of Near No. of No. of instances
STOP WORK Misses reported instances the of non-
SafeR+ card issued by during the crew is compliance
Credits the crew during month stopped for with a
Name Rank during the month (20 credits per not wearing procedure Sign
(10 credits per Near miss) the right during the
tenure on stop work) safety gear month A+F-H-I
board (20 credits (40 Credits
each) each)

Record of reading the minutes and SafeR+ status (for absentees):

TOTAL
SAFETY CHAMPION of the month (crew with maximum A + F - H - I) :

Page 8 of 12 Rev. 7 05/23 S - 9.1 F

24 Safety and Environmental performance evaluation of vessel using "Key Performance Indicators" (KPIs):
The KPI information for previous months of the same year are to be included and kept updated till the current month.

Company's
Key Performance
Set KPI for Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Indicator
2023

Major Incidents
(Fatality, Collision, 0.0
Grounding, Major Fire)

Oil in Water, Spills from

Vessel
0.0
(includes all oil spills
into water > 1 Ltr

Port State Control

0.0
Detention

Loss of Primary
0.0
Containment (LOPC)
LTIF
Lost Time Injury (LTI)*
0.3
Total Recordable Case TRCF
(TRC)** 0.5

Near Miss & Hazard

4.0
Reports (per month)

Best Practices
1.0
(per year)
NOTE:
If KPI is NOT met, please state reasons in box below for each KPI not met (sample format as mentioned below):

(Eg: Oil in Water: On (date) at Singapore due to burst bunker hose, about 15 ltrs of HFO spilt into the water.
Full details sent to office.)

Master

* Lost Time Injury (LTI) : Sum of fatality, permanent total disability, permanent partial disability and lost work day cases.
(LTI = Fatalities + PTD + PPD + LWC)
** TOTAL RECORDABLE CASES (TRC): The sum of all work-related fatalities, lost time injuries, restricted work injuries
and medical treatment injuries.
TRCs = LTIs + RWCs + MTCs

Page 9 of 12 Rev. 7 05/23 S - 9.1 F

25 ALCOHOL CONSUMPTION RECORD
MONTH:
Date
OFFICERS / CREW 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

TOTAL:
Alcohol Consumption Policy: Subject to the Master’s discretion, bond issues on board shall be as follows:
1. Possession, use, distribution or sale of alcoholic beverages onboard is strictly controlled and limited to BEER only.
2. Alcohol consumption must not exceed 2 CANS per day.
3. The size of each beer can/ bottle must not exceed 330 ml.
4. The strength of the beer must not exceed 5% alcohol by volume.
5. Master to take back empty beer cans prior new issuance.
6. Issuance of alcohol to cadets and trainees is prohibited.
7. Specific owners requirements (Zero Alcohol Policy to be complied with, as applicable)
Note: Maximum bond issue frequency is daily.
Master has carried-out a verification and it is confirmed that alcohol was indeed consumed by the crew member to whom it was issued - YES / NO * Note: If NO, please attach a finding report to S-9.1 F.

Page 10 of 12
26 LIST OF CIRCULARS / ALERTS / COMMON MESSAGES DISCUSSED IN SAFETY COMMITTEE MEETING

S.No List of Circulars / Alerts etc. discussed during the Safety Committee Meeting

Page 11 of 12 Rev. 7 05/23 S - 9.1 F

Page 12 of 12 Rev. 7 05/23 S - 9.1 F