HEALTH, SAFETY, SECURITY & ENVIRONMENT

DIRECTORATE
HEALTH, SAFETY AND ENVIRONMENT DEPARTMENT
SAFETY DIVISION

HSE Meetings Work Instruction

Record of Amendments
Rev Purpose Date Author Verified Approved

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 Table of Contents

DESCRIPTION

SCOPE

ISO CROSS REFERENCES

AUTHORITY AND RESPONSIBILTY

PROCESS DEFINITIONS

1.1 General
1.2 Meeting Structure
1.3 Meeting Minutes
1.4 Attributes

AUDIT POINTS

2.0 Process Flow Chart

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 1.0 Description

This Instruction describes how HSE meetings are planned, scheduled, held, and
actions and responsibilities are implemented within QF.

2.0 Scope

This instruction is applicable to all areas within QATAR FOUNDATION.

ISO Cross References

STANDARD REQUIREMENT
ISO 14001 4.4.4; 4.4.5; 4.5.3
OSHAS 18001 4.4.4; 4.4.5; 4.5.4

Authority and Responsibility

• HSSE Director
• Other Division Directors
• Dept. Managers
• HSE Manager
• HSE Rep.
• All concerned management staffs

Process Definition

6.1 General

Meaning of the word MEETING is as follows:

gathering of people for discussion: an occasion when people gather together

to discuss something

Meetings occur when groups of employees and management gather to

discuss, and try to resolve matters which are of mutual concern.
Recommendations are made, directions given and courses of action
decided. For a meeting to effectively achieve these goals, a structure
needs to be in place. If a meeting has little or no structure, the results are
unproductive and dissatisfying for all concerned.

Two types of meetings are generally held within the operation namely:

• Formal – structured and minuted

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• Informal – more on the line of brief discussions

6.2 Meeting Structure

Opening the meeting The meeting is unable to begin until

The meeting begins after the
chairperson declares the meeting
opened
the chairperson declares a quorum.
This means that there are enough
people in attendance to allow
debates to be held and decisions to
be voted upon. If a quorum cannot
be declared within 5 minutes of the
meeting designated starting time,
the meeting shall be cancelled and
rescheduled for another time and or
date. If once again members do not
attend the chairperson shall be
allowed to conduct the business with
those attendees. 60% of invited
attendees shall be considered
enough to form a quorum.

Apologies The chairperson states the names of

Those who are unable to attend
those invited attendees who formally
notified that they are unable to
attend the meeting. Those members
who did not inform the chairperson
shall be viewed as absent. All
meeting schedules are posted via
the e-mail system using the calendar
option for inviting and attaching the
agenda.

Minutes of the previous The chairperson tables the minutes

meeting
The chairperson moves that the
minutes of the previous meeting
be accepted or adopted
of the previous meeting making
them open as a topic for discussion.
At this point the chairperson shall
ask attendees to adopt the minutes.
If the attendees do not agree that
the draft minutes are accurate,
changes shall be suggested. The
chairperson shall ask the attendees
to vote on those corrections. If there
only a few minor corrections, the
chairperson may ask the attendees
to accept the minutes with
corrections. The vote to adopt the
minutes may then go ahead on that
basis.

Once the minutes have been

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Agenda
The meeting is structured using a
predetermined agenda
Business arising from minutes
of the previous meeting
Correspondence, reports and
or agenda items
Letters, mails, faxes, documents
that have been sent to the
meeting are tabled and debated,
if the meeting so desires.
adopted the chairperson shall sign
the minutes and shall retain as a
record in the appropriate filing
system.
It is not appropriate at this time, to
indulge in debates on decisions
made at the previous meeting.
Anyone who wishes to change a
motion shall wait until the same
subject arises in the general
business of the current meeting or
raise it in the section New Business.
The most important advice about
minutes of a previous meeting is that
you read them preferably before the
start of the current meeting.
The chairperson is responsible for
establishing an agenda which shall
cover all the topics required to be
discussed and action at a formal
meeting. Agendas are to be
distributed via the e-mail system to
all required attendees well in
advance, so affording them the time
to prepare for the meeting. Agenda
are there to give structure to
meetings so that they may be held in
a well controlled manner. Essentially
Often the issues for business arising
from the previous meeting minutes
are listed in the agenda. Any reports,
pieces of information or other
matters of substance that were
requested at the previous meeting
are now debated and a vote taken
on the appropriate action to take.
Any letters, mails, faxes, customer
requirements, project scopes and
the like, which have been received
by the committee/attendees which
relate to the meeting topic are
discussed as part of the agenda
items, otherwise in the new business
section. The chairperson establishes
the agenda and shall ensure that
correspondence forms part of the
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 agenda .

Reports and submissions that have

been written/received for the
meeting or include information
relevant to the work of the meeting
are tabled and discussed. A motion
is required to be put that said
document be received. This means
that the document exists. As far as
the meeting is concerned, and a
discussion or debate may take place
on the contents, interpretation and
recommendations of the document.
Motions are able to be put for or
against the document and its content
and or actions may be required by
an attendee. All actions shall be
monitored by individuals as report
back is required.

Actions, by whom and dates The minute format shall be divided

into 4 sections namely:
Actions stemming from the
agenda which require action and • Number
report back
• Description

• Action by

• Action Date

The actions which stem from the meeting

shall be monitored and reported on at every
meeting. The responsibility for monitoring
of actions rest with the HSE Manager and
the action person. Actions not auctioned
timeously or to the satisfaction of the HSE
Manager shall then be escalated to the
corrective action procedure and shall be
removed from the meeting minutes.

New/General Business General business items are

Items so listed in the agenda are
debated. A attendee normally
move a new business item to
motion
motioned for discussion and or
debate by an attendee or the
chairperson. Motions which suggest
methods of resolving the issue or
actions are put to the vote. Once the
motion has been agreed on they
become resolutions and then form
part of the minutes and future

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 agenda.

Close Meeting Once all items on the agenda have

The chairperson closes the
meeting and sets date for next
meeting
been concluded to the satisfaction of
all attendee the chairperson then
thanks all present and determine a
next meeting date. The chairperson
then closes the meeting.

6.3 Meeting Minutes

The chairperson is responsible for formalizing the minutes of the meeting.

Minutes shall be established not later than 48 hours after meeting conclusion.
The chairperson shall further ensure that via the e-mail all minutes and relevant
document are distributed to all attendees and absentees, a copy shall also be
mailed to the executive management for information purposes.

Minutes shall be retained on file for one year and then placed in the archives for
a further two years after which they shall be destroyed as per records control
procedure.

6.4 Attributes

To be active and effective attendee in a meeting you should be:

• Be well prepared, Make sure you have read and understand the agenda
• Be aware of the topics that will be discussed
• Be positively involved
• Be a good listener
• Think before you answer
• Do not fall asleep.Be attentive
• Do not contribute negative content
• Be early or at least on time, Be a team player

There are 4 steps to being a good listener

• Hearing – receiving the sound

• Attending – focusing on what you are hearing
• Understanding – interpreting and evaluating what you listen to
• Remembering – storing the information

Audit Points

The following audit points shall be verified:

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 • Minutes

7.0 Process Flow Chart -tba

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