Minutes of Meeting

RC Safety Staff Meeting

Date:
Place:

16-Sept- 2015
Time:
13:30 Hours
Jabriah Site Office - Conference Room

Pages:
Meeting No:

5
6

______________________________________________________________________________
Attendees:
No:

Topics

Action
By

1-1

Monthly In-house training for RC

Safety staff

RG

1-2

Follow up DSIR, CAR & Stop Work

Notices for tracking safety issues
Until corrective actions are closed
out. Safety Supervisor will facilitate
the inter departmental coordination
by acting as a bridge between
SRCMs/Section Managers and
RCSG.

AH

Page 1 of 5

Review comments
Richard will develop the
schedule. Planning to
start in Oct-2015.One
day a week (1- 2 hours).
It will be conducted after
the weekly meeting.
Desk note prepared by
Reynaldo (Stop Work
Notice). It is already
reviewed and waiting for
approval with
Management. Follow up
to be done. The sole
authority to verify,
confirm and closing out a
CAR will be vested on
RCSG. Each time a CAR
is issued, SRCM for that
section will get a desk
note mentioning the
safety issues that led to
the Stop Work Notice.
Proof of the corrective
measures should include
pictures (from a same
angle as before which
showed the safety
deficiency). Review
comments on the Stop
Work Procedure and
CAR Corrective Action
Notice provided by Anas
to Kashi. Suggestion to
add a column for
verification date on the
Stop work form.

Target
Completion
Date
By next
week
Richard will
prepare the
schedule
Ongoing.

1-3

Procedure for authorizing RCSG

Jithesh
the sole authority to approve any
safety positions, review & approve
Contractors Safety Plans. Procedure
should contain a clause which states
Safety Manager shall be appointed
before mobilization begins.

Safety Procedure
created incorporating
requirements for safety
plan. Procedure for
Safety Representative
qualification and
experience is to be
created.

3-Sept-15
The already
written
procedure
(requirement
for a safety
plan) is
waiting for
review and
finalizing.

1-4

Recommendation to include Safety

Supervisors participation in the
preparation stage of tender
document (pre bidding) for Contract
awarding.

RG/AH

open

1-5

Recommendations to initiate a
Procedure for RC Safety Standards
suggesting the number of safety
representatives required for each
site. Compile data from Kashi and
Reynaldo for the number of safety
representatives required (UAE/Dubai
Ministry of Labor standards)
Initiate a procedure with criteria for
penalty system for safety violation
and budget for Contract safety (to
avoid ambiguous conditions).
Penalty system is at present
implemented as per the respective
Ministry Regulation. It is not in
Contract

Kashi /
Reynaldo

Discussed this subject in

the meeting (18-Aug-15)
with Director. Anas
prepared and submit a
desk note addressed
from The Construction
Director to PMD and
Contracts Administration
Director recommending
RCSG participation in the
pre bidding stage of
contract.
Procedure is in the
preparation stage
identifying the required
number of Safety
Representatives on site.
The data is provided by
Kashi and waiting for
Anas review.
Desk note prepared by
Reddy with RCSGs
suggestion to penalize
the Contractor for safety
noncompliance. Initiate a
procedure with criteria for
deducting from
Contractors invoice. At
present no specific
clauses are in the
Contract to this effect.
Desk note is prepared by
Anas to all Section
Managers to invite RC
Safety Engineers for the
Coordination meetings.
Talk to SRCMs and
remind about our
participation.
Procedure is developed
by Kashi for issuing Stop
work notices. The criteria
include when to issue,

1-6

Anas

1-7

Request SRCMs to include RC Safety AH

Supervisor / Engineers in Coordination
meetings

1-8

Develop a procedure for issuing Stop

Work Notice. Include in the
procedure; the Recommendation to
conduct a meeting between SRCM,

Kashi

Page 2 of 5

Open until
safety plan is
finalized

Currently on
Section
Managers
desk waiting
for review
and
recommenda
tion. Follow
up to be
done by
Anas
Waiting for
review and
recommenda
tions from
Section
Manager (on
going)
Under
review and
waiting for
approval(on

1-9

Contractors Project Manager, RC

Safety Supervisor and Construction
Specialist Supervisor each time
when a Stop Work Notice is issued
to discuss and come into an
agreement regarding the required
corrective action and time allowed
for correcting the issues.
Develop a checklist that has to be
included in the Annual Contractor
Performance Review in order to
evaluate the Contractors safety. In
depth Quarterly Contractor Safety
Audit/Review

time frame for corrective

action, detailed plan of
the corrective action,
evidence with
details( photos)
regarding corrective
action done, and a new
safety RFI in this regard.
Check list should include
criteria, consolidate the
data under one
procedure.
Stop work notice once
received will be a
disqualification for
eligibility.
Prepare a criteria based
on the trending chart and
KPI to reflect
Contractors
performance.
Internal Coordination
within RCSG required.
Whenever a RC Safety
Engineer/ Supervisor
feels that a Contractor
Safety Representative
should be awarded a
performance certificate,
then he will be evaluated
based on the
performance. That will be
based on the trending
analysis on his site
during his service period.
Suggestions to create
criteria to measure RC
engineers performance.

going)

RG/AH

Provide training to PMs

and generate a
questionnaire for
conducting test.

Open

RG/AH

Desk note is generated

and forwarded to
SRCMs/AR. The
scheduled visit will be
notified at least one
month before. Several

Ongoing

RG

1-10

Award Appreciation Certificates for

the best Safety Representative of the
Quarter (for Contractor). Contractors
Safety Representatives will not be
awarded any Certificates of
Appreciation until and unless they
are evaluated and cross checked for
their performance on site. The total
RCSG group will conduct Safety
walk through on site prior to
awarding performance awards here
after.

RG/AH

1-11

Developing a criteria for measuring

the performance of all Construction
Engineers (RC) internally and award
Certificates to motivate them .A
safety program for different positions
to be developed by training and
involvement in safety issues.
Develop training and evaluation
criteria for Contractors Project
Managers and Safety Managers to
evaluate their knowledge and
competency in Safety. Develop a set
of question sheets for this purpose.
As part of developing a new safety
culture, RCSG will conduct
walkthroughs with Project Manager
and safety staff on the sites. This is
part of the weekly site tours.
Participation of SRCMs including

RG/AH

1-12

1-13

Page 3 of 5

Continuous
(30
SEP2015)

Open
(30 SEP
2015)

Open

project RC engineer is desired.

Contractor Project Manager to attend
RCSG Safety Engineer Inspections
1-14

Request for new vehicles to be

discussed with The RCs
Construction Director.
Generate Spreadsheet to Track
contractor Safety Personnel. The
sheet will be updated first
Wednesday of every month. The
data has to be sent to Kashi by each
Safety Engineer.Monthly.

RG/AH

1-16

Mr. Anas H. Halloul to join Safety

Engineers on Field Inspections

AH

1-17

Contracts to include Bid Item for

Safety

RG/AH

1-18

Safety to attend all Progress

Meetings- Pre-Plan Safety into lookahead
Changes to RCSG after absorbing
CORE Project (SOPs).
Initiate/ develop procedures for the
most common activities.
Develop a procedure for Safety Plan
requirements

ALL

Flaws in the RFI submission

process. Not receiving safety RFIs
for all critical activities. Need to
coordinate with all civil engineers on
this issue.

AH

1-15

1-19
1-20
2-1

3-1

Kashi/AH

positive comments
received so far about this
program. An outlook
calendar has to be set for
reminder.
Already discussed with
Director to get 2 more
cars.
Spread sheet is created .
Follow up on the nonconfirmed safety
representative positions
will be done by Anas.
The spread sheet will be
updated once every
month.
Weekly walkthroughs as
usual. Anas will join with
each Jithesh starting 6Sept-15
Coordination required
with PMD through
Director office.
Anas will verbally request
to all Section Managers
for RCSG participation.

AH

Page 4 of 5

Open

Continuous

Open
Open
Not
confirmed
Open

RG/AH
AH /
Fernando

Open

Received inputs from

Fernando. When
finalized, this will be the
procedure followed by
our Contractors.
Anas will generate a
desk note to all
SRCM/AR in this regard
to inform site engineers
not to sign the
construction RFI until
safety group signs off the
safety RFI. Also
contractor will be
informed to submit
method statements, JHA
and work plan with all
safety RFIs. Desk note
will contain our RFI
procedures and bit of
each explained. The
second comment will be
brought under the
penalty system.

Under
review

Open

3-2

Validity of RFI. Suggestion to update

the RFI procedures to include a
validity date in the RFI form

AH

3-3

Create a trending chart for each

contract to evaluate their
performance. Also this chart could be
used as a tool for safety
performance award program.
Schedule a formal meeting with the
new Director to discuss safety
issues.
Generate a desk note from the
\director of Construction to the
Director of IT for new Xerox
machine, scanner and color printer.
Getting a secretary for Safety Group
for assisting in administrative work.
Anas will provide a copy of the
Contract (2 versions)
Get the remaining RFI Procedures
for approval

RG

4-1
4-2

4.3
4-4
5.1

Open

Open

RG/AH

Open

RG

23-Sep-2015

Anas
Anas
RG/AH

Prepared by: Jithesh Kattyath

Reviewed & Approved by: Richard Groves
Anas Hemidi Halloul
cc:

Maximum allowance of
15 days. Issue date and
expiry date to be
included in the form
Trending chart to be
prepared by Richard.
One for overall and one
for each Safety
Engineers sites.

All Attendees
Director, Construction Department
Project File

Page 5 of 5

Anas already talked to

Director regarding this.

Open