Minutes of Meeting
HSE Weekly Meeting DDC/VFNWS
Meeting Location
Google Meet
Date of meeting
29-May-2022
Next meeting scheduled
Name
6-Jun-2022
Position
Attendance
OWNER (DDC)
Masoud Al Maashani
CEO
Yes
Mohammed Al- Balushi
Technical Manager
No
HRM
No
CC.: Distribution list
Abdullah Al Khathiri
OPERATOR (VFNWS)
Loic Bonnet
Plant Manager
Augustin Delesalle
QAQC Engineer
YES
Nashwan Bait Sabeea
HSE Officer
YES
RAMY
QHSE Manager
YES
Lokesh Prabasankar
Operation Manager
YES
Agenda
1. Covid19 precautions
2. Training and Competency
3. Emergency and Communication
4. Permit to work
5. Housekeeping
6. Security
7. Observations, UA, UC, Near Miss,
8. Inspection of Plant Equipment & Warehouse & Storage
9. Plant Permits Status
10. Audits
11. Incident Investigation and Management
12. Environment
13. Others
NO
Signature
No.
Description
Responsible Record date
Target date Status
COVID PRECAUTIONS
1.0
Supreme Committee update of 28th Feb: if double vaccination, no need of PCR to enter Oman.
Mask wearing becomes optional outside, still mandatory inside.
1.1
For the plant: outside, to wear the mask when not alone. The mask should be worn indoors and
not in outdoors. ٌRamy will Make a recommendation to Loic to stop wearing the mask
24-Jan-2022
Info
08-Mar-2022
Info
1.3 HSE statistics to OPWP on every Wednesday. Must include VFN, DDC and EPC.
31-Jan-2022
Continuous
1.4 Internal communication should be given to the teams regarding the wearing of masks
09-May-2022 12-May-2022 Open
1.2
VFNWS
Covid cases update:
- One case from gamco 11 of May and he recovered.
TRAINING AND COMPETENCY
2.0
Acciline+ (software for UA/UC/Near Miss reporting) launched on 20-Dec-2021 for all VFN staff.
- E-learning training started for employees who will manage observations/incidents.
- Training ongoing for the use of MyAcci+ app (18 employees trained) remaining 5 employees to
2.1
be trained in Acciline+Adding a method for reporting any observation in the safety induction , vfn
going to use Acciline+ and contactors and visitor will use the stop card and Google form . The
remaining 5 employees are scheduled according to the appropriate timing.
30-May-2022 Open
2.3
HSE Manager from Barka IV will come at our site once a month for training support. First visit on
16th May. will come regular
VFNWS
09-May-2022
Info
2.4
Stop work authority awareness will be done on wed 8:30 am to 8:50, training is done and the
remaining 8 from gamco
VFNWS
25-May-2022
Open
EMERGENCY AND COMMUNICATION
3.0
Drill with Civil Defense. Official letter sent on 25th Jan. ROP representative came to site on 93.1 May for first coordination of future drill exercise. Tentative schedule to be defined. Rop did not
update us yet and they are waiting for the head office reply. no updates
3.2
Emergency phone local line (orange): now working. Instructions pasted. Consider option for
direct emergency call without need to dial (EPC). Sea water intake local line not working
(apparently IP address issue). Abrar came on 11th April but did not succeed to solve it.Technical
issue not solved by our IT team, waiting for the quotation
3.3 CCTV not working, investigation ongoing.
3.4
Landline for external communication existing (active and bill paid) but not operational inside the
plant due to missing device. PO signed. License installed on Cisco is only a demonstration one
taken by EPC. Paolo will revert to us with answer for the license issue. Check number of
licenses.
20-Dec-2021 30-May-2022 Open
EPC/DDC/VFNWS
27-Sep-2021 15-Oct-2021 Open
VFNWS
24-May-2022
Open
EPC
15-Nov-2021
Open
HSE Committee meeting: second meeting done for March. Newsletter will be used as a
3.5 communication method for the committee decisions and actions. Brief update meeting to be done VFNWS
for April on 10th May.
20-Dec-2021 31-Jan-2022 Continuous
Pollution Emergency Response: responsibility to communicate to Environmental Authority about
3.6 the pollution situation. DDC of VFNWS ?Contact with EA to confirm which contaminants should
be reported to the relevant department/ ramy will check the policy
26-Apr-2022
Open
27-Sep-2021
8/11/2021
Open
15/11/2021
11-Apr-20221
N/A Open
4.0
5.0
DDC/VFNWS
PERMIT TO WORK
HOUSEKEEPING
Non-hazardous waste: Consignment note to be shared to OIG for use at disposal location. OIG
was found not to be licensed by Be'ah for the non-hazardous transport. VFN now looking for
another contractor for transport. Loic met with OIG on 31st-Mar. OIG will revert to us by 7th Apr
and schedule for a visit at site to assess intake debris for evacuation. Manifest document to be fill
5.1 online before transport any of non hazardous and hazardous waste. To organise a visit of Be'ah
VFNWS
at site to clarify our situation.Ramy and Khalid will meet OIG next week . The meeting did
yesterday and we need to study the way to shift the seawater domestic skip, waiting for the
update and license from them
6.0
SECURITY
Headcount of people present at site. Current situation:
- all visitors sign the logbook when entering and exiting the site
- employees from DDC and VFNWS scan their access card
6.1
- register of people present at site not directly available for extraction
- situation of EPC access cards to be updated to VFN, Ramy had discussion with HR and IT to
check if we can print the attendance list from the security guard
DDC/VFNWS
Assembly Points: modification proposition - remove the assembly point at security guardhouse.
To keep one at parking and one at intake. In case of evacuation, people will evacuate from the
6.2 gate in front of Workshop/warehouse building. The reason is to centralise the headcount of
DDC/VFNWS
people. Agreed by Masoud.provide an attendance list for all employees entering the site and use
it during the emergency case to know the numbers of employees
26-Apr-2022 12-May-2022 Closed
No.
7.0
Description
Responsible Record date
Gate on EPC side after demobilization. What is planned ?
DDC/VFNWS
Target date Status
30-May-2022
OBSERVATION, UA, UC, NEAR MISS CLOSING
7.1 Management walkthrough observations to be shared every week as attachment of HSE MoM.
VFNWS
All the punchlist (EPC related) for the HSE equipment to be controlled temporary until getting
7.2 permanent situation .Stair case step done and exit door provided in daf pump area,a temporary
solution to control the open punch list. checking the Ladders standard
DDC/VFNWS
11-Apr-2022 30-May-2022 Open
DDC/VFNWS
21-Mar-2022
Open
28-Mar-2022
Open
Employees feedbacks from HSE Committee Meeting highlighted the following concerns:
- electrical panel in security guardhouse: option 1: get HSE approval for material (preferably
transparent) to use after reception of quotations. Quotations received on 17th Apr. option 2 : Get
7.3 Suresh proposal.
- slippery stairs of admin emergency exit. Waiting for other quotations (one received) security
(electrical panel )provid movable cover ,No need to cover the electrical board with plastic it's not
safe will provide electrical zoning the panel key must be with the authority person
Incident in the limestone area: concrete slab moved during APT. Danger of falling for human and
7.4 property assets. Investigation ongoing. Technical report to be submitted. Crane to come before
12-May. to be linked with other activity
7.5
8.0
8.1
Incident in the RO building on 27-Mar-2022 | Elbow jumped from ERI in rack 5. Notification sent.
Investigation ongoing. EPC provided an elbow. Rack 5 restarted on 26-Apr at 9.00AM. A
preventive solution involving a pressure safety valve is under definition. EPC working on it ,
Awaiting EPC to provide a proposal
EPC/DDC/VFN
11-Oct-2021 Continuous
04-Apr-2022 14-Apr-2022 Open
INSPECTIONS OF PLANT EQUIPMENT & WAREHOUSE & STORAGE
Chemical Storage Construction. ROP consultant approved on 18/10. Drawings waiting for
municipality approval. PO issued on 16-Jan. Mobilization started on 10-Mar. Concrete blocks built
DDC/VFNWS
for the existing shelter. The civil engineer must come to site. Since Wed. 20-Apr, the workers
did not come. Workers came back on 9th May. aproved drowing submit to the contractor
17-May-2021
8.2 To discuss observations raised and related to EPC (excluding items in punch list)
30/10/2021
Open
30/11/2021
Info
Implementation of FM200 to discuss. Review previous consultant report from Tenable. Collect
information to make a feasibility study to understand whether we need it or not. Workshop will be
8.3 organised once information collected with Fahad, Mirza, Ali, Nashwan. to call vindor to check
DDC/VFNWS
how to be instaling it, FM 200 is not required as per oman standard, backup AC and temperature
monitoring system for server room
9.0
PLANT PERMITS STATUS
Hazardous Waste Permit. Results received from lab for flash point analysis. Analysis forwarded
to Be'ah. Cartridges and limestone bags considered non-hazardous. VFN has the Hazardous &
9.1 Non Hazardous waste permit from Be'ah (5 categories of NHW and HW). VFN PRO will go to
VFNWS
Environmental Authority to follow up for next step. It will be checked with khalid as well during the
visit of Be'ah. non listed materials to be check during the beah visit.
21-Mar-2022 30-Apr-2022 Open
27-Sep-2021 28-Mar-2022 Open
9.2
Clause 23 of Environmental Permit (Annual third party analysis during PT): Done during the
Annual Performance Test. Draft reports from Kleantech received. Final report expected after
request for clarification. Final report received to be sent to Environmental Authority.its ubdated in
the wepsite
VFNWS
15/12/2021
04-Oct-2021
Open
submission: 21/12/2021
9.3
Final drawings approval by ROP (including existing chemical storage) to be received from EPC.
To be checked if its handover or not yet.
DDC
04-Apr-2022
AUDITS
10.0
Internal audit: ACWA audit on 22nd, 23th and 24th November.
10.1 As of 11th April, 92% closed (to be confirmed with Dr Mirza during next visit). sending some
evidenc
10.2
11.0
12.0
13.0
Open
3rd party audit by OPWP (TUV company): Documents shared with auditors. Report received.
Preliminary answer sent to DDC fo review.
VFNWS/DDC .
VFNWS/DDC
31-Jan-2022 Open
28-Mar-2022 12-May-2022 Open
INCIDENT INVESTIGATION AND MANAGEMENT
ENVIRONMENT
OTHERS
Signage for fishermen notice installed. However not visible from people accessing from the
13.1 beach. Abdullah to coordinate with Khalid: which coordination with coastguard for intrusion
reporting. Evidence to share to Ministry of Fisheries. waiting for khalid update
VFNWS
17-May-2021 13-Mar-2022 Open
13.2 To check whether firefighting suits required or not. Not required
DDC/VFN
14-Mar-2022 30-May-2022 Open
13.3 Facillity for subcontractors (resting/lunch) not dedicated