MINUTES OF THE ENVIRONMENT, HEALTH AND SAFETY COMMITTEE HELD AT THE

PROJECT SITE FOR THE PROPOSED AVIC INTERNATIONAL AFRICA HEADQUARTERS

ON 7TH OCTOBER, 2015.
MEMBERS PRESENT

S/N Name Department Position Mobile

Number
1. Mr. He Jiaqi Contractor Chairperson 0786900613
2. Mr. Zhang Contractor Member
3. Mr. George Amollo Site First Aider Secretary 0726663255
4. Mr. Thomas Munda Electricity and Member 0720557030
Welding section
5. Mr. Elphas Okinda Concreting Member 0718801985
Section
6. Mr. Chen Yihe Engineer Member 0717374761
7. Mr. James Engineer Member 0713853790
8. Mr. Micah Mogaka Scaffolding Member 0713026407
Section
9. Ms. Rachael Maithya EHS Officer Member 0716095355
10. Mr. John Oirere EHS Officer Member 0722129027

MIN 01/10/15: COMMUNICATION FROM THE CHAIR

The meeting was called to order by the EHS Officer Mr. John at 1145hrs at the
construction site which was followed by a brief introduction of the members
present. The chair informed the meeting the agenda of the meeting.

MIN 02/10/15: PRELIMINARIES AND INTRODUCTION

The chair informed the meeting that the formed committee is a requirement by the
Kenya Subsidiary Legislation, Safety and Health Committees Rules, 2004. These
Rules apply to all workplaces, which regularly employ twenty or more employees.
The chair also informed the meeting that its the responsibility of the occupier of the
workplace to which these rules apply to establish a Safety and Health Committee in
the manner provided in these rules. The Safety and Health Committee shall consist
of safety representatives from the management and the workers depending on the
number of employees as outlined in the subsidiary legislation.

MIN 03/10/15: PROVISIONS IN THE SAFETY AND HEALTH COMMITTEES

RULES

1. Organization of the Committee

The chair informed the meeting that the rules provides for an equal representation
in the committee. The rules indicates that the health and safety committee must
have representatives from:
i. The management including the occupier or his duly authorized
representative, and
 ii. The workers who shall be elected by the workers in accordance with the
legislation
The chair also informed the attendees of Section 5 (5) of the safety and health rules
which states that the occupier, or the occupiers duly authorized representative,
shall be the chairman of the Committee.
The occupier shall then appoint a competent person, being a member of the
management staff, to be responsible for safety, health and welfare in the workplace
who shall serve as the Secretary of the Committee

2. Functions and Duties of the Committees

The chair informed the meeting that the functions of the Committee as outlined in
the safety and health rules shall be to:
i. Establish a schedule of inspection of the workplace for each calendar
year;
ii. Conduct safety and health inspections at least once in every three
months;
iii. Inspect, investigate and make recommendations to the occupier
immediately any accident or dangerous occurrence takes place;
iv. Identify occupational hazards and cases of ill-health among workers at
the workplace and make appropriate recommendations to the occupier.
v. Compile statistics of accidents, dangerous occurrences and cases of ill-
health as primary data for providing remedial measures, planning and
allocation of resources.
vi. Investigate complaints relating to workers health, safety and welfare at
the workplace and make representations to the occupier on their
findings;
vii. Advice on the adequacy or otherwise of safety and health measures for
particular hazardous work or activities;
viii. Establish effective communication channels on matters of health and
safety between the management and the workers;
ix. Organize such contests or activities necessary for achieving the fulfilment
of the mandate of the Committee;-
x. Conduct seminars and workers education programmes and provide
information for safety, health and welfare at the workplace, and
xi. Carry out any other functions necessary for the promotion of a safe and
healthy working environment.
The chair informed the meeting of Section 7 (1) of the rules which states further
that the Committee shall meet not less than four times in every year, and not more
than three months shall elapse between the date of one meeting and the date of the
next meeting.
Notwithstanding the above statement, the chairman shall convene a meeting of the
Committee within twenty four hours following any accident or other dangerous
occurrence, or the outbreak of an unusual illness, at the workplace. The minutes of
this meeting convened shall be forwarded to the director within seven days from
the date of the meeting.
 3. Roles in the Committee

The chair informed the meeting of Section 8 of the rules which outlines the roles of
each individual in the committee as follows:

I. The Chairman of the Committee shall:-

i. Preside over all Committee meetings at which he is present;

ii. Keep the members informed of the safety and health policy of the
workplace;
iii. Assist the Committee in setting its objectives and its scope of
activities; and
iv. Assign responsibilities to members
II. The Secretary to the Committee shall:-

i. Arrange and co-ordinate Committee meetings in consultation with

the chairman;
ii. Take minutes at all Committee meetings;
iii. Maintain an up to date record of the activities of the Committee;
iv. Obtain and analyse statistics for Committee meetings;
v. Co-ordinate and monitor occupational safety and health
programmes;
vi. Disseminate safety and health information to members;
vii. Draw up safety and health inspection schedules; and
viii. Ensure that all reports arising from the functions of the Committee,
from the director, or persons approved under the safety and health
rules or under the OSH Act are availed to the Committee.
III. The Members of the Committee shall

i. Attend all Committee meetings;

ii. Provide feedback to their departments or sections on safety, health
and welfare issues raised in the meetings.
iii. Set good examples of safe and healthy work practices;
iv. Monitor compliance with safety and health rules in their respective
departments or sections
v. Participate in the training of workers in matters related to health and
safety;
vi. Carry out any others activities necessary for the promotion of
occupational safety, health and welfare in the workplace; and
vii. Provide written recommendations to the occupier on areas and
issues requiring action following inspections carried out.
4. The Occupier shall:

The Chair informed the members present of Section (9) of the rules were presented
by the chair which lists the duties of the occupier stating that every occupier of a
workplace shall:-
 i. Provide, at no cost to the Committee, a suitable venue and other
facilities for holding Committee meetings;
ii. Allow members to attend the meetings and other functions of the
Committee without loss of earnings, opportunities for promotion or
advancement;
iii. Ensure that all safety representatives undertake the training courses
organized for purposes of Safety and Health Committees Rules
iv. Provide the Committee with all information related to health and
safety of workers on site;
v. Cause the monitoring and evaluation of hazards and risks identified
by the Committee to be carried out by a competent person;
vi. Develop a clearly defined safety and health policy and bring it to the
notice of all employees at the work place, and send a copy of the
policy to the director;
vii. Facilitate the implementation and review of the organizations safety
and health policy;
viii. Make available to the Committee legislation on occupational safety
and health;
ix. Make a report to the director on all accidents as required under the
OSH Act;
x. Chair meetings, and, in his absence delegate the function to a senior
member of the management;
xi. Cause further specialized evaluation as necessitated by the audit
report in regard to medical examination of the workers, testing and
examination of plant and equipment, monitoring of the work
environment or other scope whenever he is required to do so in
writing by the Director;
xii. Cause to be maintained a record of the proceedings of Committee
meetings and reports of the audit referred to in the safety and health
committee rules; and
xiii. Ensure that all matters set out in the safety and health committee
rules are complied with;
Section 12 (1) of the rules further states that every member of the Committee shall
undertake a prescribed basic training course in occupational health and safety
within a period of six months from the date of appointment or election, as the case
may be, and thereafter further training from time to time.

5. Health and Safety Audit

Section 13 (1) of the rules was presented to the meeting whereby it is expected that
the occupier of workplace shall conduct a health and safety audit of the workplace,
to be carried out at least once in every period of twelve months by a safety and
health adviser at such a fee as may be agreed upon with such adviser.

6. Offence in Relation to audit

The chair informed the meeting of section 14 (1) of the rules which states that any
person authorized to carry out an audit under safety and health rules who
 a) Fails to make a report as required by the rules;
b) Makes a report which is false or deficient in its technical content;
c) Fails to send to the director a copy of any report as required,

Shall be guilty of an offence and liable to a Fine not exceeding fifty thousand
shillings or to Imprisonment for a term not exceeding three months, or to both
such fine and imprisonment.

7. Other Offences

Section (15) of the rules was also presented to the meeting which states that any
occupier, or any other person who contravenes any of the safety and health rules,
shall be guilty of an offence and liable to a fine not exceeding fifty thousand shillings.

MIN 04/10/15: ANY OTHER BUSINESS.

The workers representatives requested for proper PPE so as to set a good example
to the rest of the workers. The contractor agreed to their request and promised to
improve in the issuance of the PPE

The first aider also requested if he can be availed with a computer to be using while
at the site. This is to enable him accomplish his tasks in executing his duties.

MIN 05/10/15: ADJOURNMENT

There being no other business to discuss, the meeting was adjourned at 1214hrs.
Next meeting will be on 21st October, 2015.

Minutes Written by:

Name: ___________________________________ Sign: ____________________

Date: 9th Oct. 2015

Minutes Confirmed by:

Name: _____________________________________________________ Sign: ____________________

Date: ____________________________________