PETRONAS TECHNICAL STANDARD

HSE COMMITTEE

PTS 18.03.01
November 2017

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© 2017 PETROLIAM NASIONAL BERHAD (PETRONAS)
All rights reserved. No part of this document may be reproduced, stored in a retrieval system or transmitted in any form
or by any means (electronic, mechanical, photocopying, recording or otherwise) without the permission of the copyright
owner. PETRONAS Technical Standards are Company’s internal standards and meant for authorized users only.
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FOREWORD

PETRONAS Technical Standards (PTS) has been developed based on the accumulated knowledge,
experience and best practices of the PETRONAS group supplementing National and International
standards where appropriate. The key objective of PTS is to ensure standard technical practice
across the PETRONAS group.

Compliance to PTS is compulsory for PETRONAS-operated facilities and Joint Ventures (JVs) where
PETRONAS has more than fifty percent (50%) shareholding and/or operational control, and
includes all phases of work activities.

Contractors/manufacturers/suppliers who use PTS are solely responsible in ensuring the quality
of work, goods and services meet the required design and engineering standards. In the case
where specific requirements are not covered in PTS, it is the responsibility of the
Contractors/manufacturers/suppliers to propose other proven or internationally established
standards or practices of the same level of quality and integrity as reflected in the PTS.

In issuing and making the PTS available, PETRONAS is not making any warranty on the accuracy or
completeness of the information contained in PTS. The Contractors/manufacturers/suppliers shall
ensure accuracy and completeness of the PTS used for the intended design and engineering
requirement and shall inform the Owner for any conflicting requirement with other international
codes and technical standards before start of any work.

PETRONAS is the sole copyright holder of PTS. No part of this document may be reproduced,
stored in a retrieval system or transmitted in any form or by any means (electronic, mechanical,
recording or otherwise) or be disclosed by users to any company or person whomsoever, without
the prior written consent of PETRONAS.

The PTS shall be used exclusively for the authorised purpose. The users shall arrange for PTS to be
kept in safe custody and shall ensure its secrecy is maintained and provide satisfactory information
to PETRONAS that this requirement is met.

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ANNOUNCEMENT

As part of the recent transformation exercise, the PTS numbering system has been revised to 6-
digit numbers and drawings, forms and requisition to 7-digit numbers. All newly revised PTS will
adopt this new numbering system, and where required make reference to other PTS in its revised
numbering to ensure consistency. Users are requested to refer to PTS 00.01.01 (PTS Index) for
mapping between old and revised PTS numbers for clarity. For further inquiries, contact PTS
administrator at ptshelpdesk@petronas.com.my

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TABLE OF CONTENTS
1.0 INTRODUCTION ................................................................................................6
1.1 SCOPE ........................................................................................................................6
1.2 GLOSSARY OF TERMS ................................................................................................6
1.3 SUMMARY OF CHANGES ...........................................................................................7
2.0 FUNCTIONS OF HSE COMMITTEE.......................................................................9
3.0 REQUIREMENTS FOR HSE COMMITTEE ............................................................ 10
3.1 COMPOSITION OF HSE COMMITTEE .......................................................................10
3.2 APPOINTMENT OF CHAIRMAN AND SECRETARY ....................................................10
3.3 APPOINTMENT OF THE MEMBERS OF COMMITTEE ...............................................11
3.4 VACANCY .................................................................................................................11
3.5 HSE COMMITTEE MEETING ARRANGEMENT ..........................................................11
3.6 TRAINING AND INFORMATION ...............................................................................12
4.0 DOCUMENTATION AND RECORDS ................................................................... 13
5.0 BIBLIOGRAPHY ............................................................................................... 14
6.0 APPENDIX....................................................................................................... 15
6.1 STRUCTURE AND FUNCTION OF LEGAL COMPLIANCE HSE COMMITTEE ...............15
6.2 FUNCTIONS OF HSE COMMITTEE IN MALAYSIA OPERATIONS ...............................15
6.3 NUMBER OF REPRESENTATIVES IN RELATION TO THE TOTAL EMPLOYEES ...........15
6.4 REMOVAL OF MEMBER OF COMMITTEE ................................................................16
6.5 SAMPLE OF TERM OF REFERENCE...........................................................................16

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1.0 INTRODUCTION

This document contains requirements and recommendations for consulting and involving
employees on health, safety & environment (HSE) matters in a way that minimizes HSE
risk and impact on PETRONAS business operations.

The purpose of this document is to guide PETRONAS BU/HCU/OPU/JV/Projects in

establishing a HSE Committee which focuses on relevant HSE issues, aligned to PTS
18.00.01. The document also addresses Malaysia regulatory requirements pertaining to
HSE Committee. Reference to specific Section of Act and Regulations relevant to HSE
Committee in Malaysia is as per Appendix 6.1.

1.1 SCOPE

This procedure shall be applied in PETRONAS BU/HCU/OPU/JV/Projects globally. In

countries where matters dealt with in this document are governed by statutory
regulations or national codes of practice, these must be observed. In any case, it is
recommended that, where the advice in this document and national regulations differ,
the more stringent requirement should be adopted.

1.2 GLOSSARY OF TERMS

1.2.1 General Definition of Terms & Abbreviations

Refer to PTS Requirements, General Definition of Terms, Abbreviations & Reading Guide
PTS 00.01.03 for General Definition of Terms & Abbreviations.

1.2.2 Specific Definition of Terms

No Term Definition

1 Employee Representative PETRONAS HCU/BU/OPU/JV/Projects

employees who are members of HSE
Committee.

2 Management Representative Management employee who are members of

(also Employer Representative) HSE Committee as nominated by the PETRONAS
HCU/BU/OPU/JV/Projects Management

3 HSE Officer Qualified personnel who are responsible to

provide guidance and advice pertaining to HSE.
For Malaysia operations, this refers to the
appointed Safety & Health Officer (SHO) of the
company as governed by Occupational Safety &
Health (Safety & Health Officer) Regulation,
1997.

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1.2.3 Specific Abbreviations

No Abbreviation Description

1 BU Business Unit

2 HCU PETRONAS Holding Company Units

3 HSE Health, Safety, and Environment

4 HSE MS Health, Safety, and Environmental Management

System

5 OPU PETRONAS Operating Units

6 TOR Term of Reference

Table 1: Specific Abbreviations

1.3 SUMMARY OF CHANGES

This PTS 18.03.01 replaces PTS 60. 0302 (June, 2006). The following are highlights of
changes made to the documents.

No Changes Description

1 New i. Section 2.0 – Functions of HSE Committee. This

section was added to address and make clear
the functions of HSE Committee.
ii. Section 3.0 – Requirements for HSE Committee.
This section was added to incorporate all basic
requirements for HSE Committee in one section
as follows:
i. Composition of HSE Committee
ii. Appointment of Chairman and Secretary
iii. Appointment of the Members of
Committee
iv. Vacancy
v. HSE Committee Meeting Arrangement
vi. Training and Information

2 Amendment from the i. OPU/Plant HSE Committee Charter

previous PTS 60.0302 (June ii. Training Meeting Plan
2006) into the new revision

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No Changes Description

3 Contents from PTS 60.0302 i. Strengths of The Group HSE Committee and Its
(June 2006) removed from Subcommittees
this revision ii. Sample Agenda OPU/HSE Committee Meeting
iii. HSE Meeting Topics
iv. HSE Meeting Evaluation
v. OPU/Plant HSE Committee Minutes – Example
vi. HSE Meeting Guide for Supervisor
vii. Key Question Or Concept
Table 1.3: Summary of Changes

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2.0 FUNCTIONS OF HSE COMMITTEE

2.1.1 The HSE Committee shall:

 Communicate on HSE issues between management and personnel.

 Engage all staff in the implementation of HSE management.
 Organise suitable assurance activities e.g. Tier 1 HSE Assurance.
 Organise suitable HSE promotional/awareness activities to inculcate safe, healthy and
environmentally friendly practices.
 Review reports of related assurance activities.
 Monitor measures taken for the prevention of accidents.
 Monitor status of action items arising from accidents and incidents.
 Carry out any other functions as required by the Management and as stipulated in the
committee’s TOR e.g. Substance Misuse Committee (SMC), Environmental
Performance Monitoring Committee (EPMC) and Environmental Regulatory
Compliance Monitoring Committee (ERCMC).

2.1.2 For Malaysian operations, HSE Committee shall also include functions as governed in
Regulation 11 of Occupational Safety and Health (Safety and Health Committee)
Regulations 1996 (See Appendix 6.2).

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3.0 REQUIREMENTS FOR HSE COMMITTEE

3.1 COMPOSITION OF HSE COMMITTEE

HSE Committee

Chairman

Secretary

Management Employee
Representatives Representatives

Figure 3.1: HSE Committee

3.1.1 A HSE Committee shall consist of a Chairman, Secretary, Management Representatives

and Employee Representatives. Wherever applicable, composition of HSE Committee
shall comply with the local regulatory requirements. For the minimum number of
employer and employees’ representatives required in relation to the total employees at
the work place, refer to Appendix 6.3.

3.1.2 For Malaysia operations, the composition of HSE Committee shall be in accordance to Part
II, Regulation 5 to 10 of Occupational Safety and Health (Safety and Health Committee)
Regulations 1996.

3.1.3 Formation of additional ‘Management-level’ HSE Committees for the purpose of providing
oversight on HSE matters may be required, especially in a large organisation. Similarly,
formation of a sub-committee to assist the HSE Committee in the performance of its
function may also be required.

3.1.4 In both circumstances above, the hierarchy of HSE meetings and information flows within
the organisation shall be clearly described and documented.

3.2 APPOINTMENT OF CHAIRMAN AND SECRETARY

3.2.1 The requirements for appointing the chairman and secretary are as follow:

 The Head of the PETRONAS HCU/BU/OPU/JV/Projects or his authorised manager shall

be the Chairman of a HSE Committee.
 The Secretary of the HSE Committee shall be the person who is employed as the HSE
Officer at the workplace.
 If there is no HSE Officer employed at the workplace:

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a. The Chairman may appoint another person to act as the Secretary of the
committee, or
b. The members may vote for the Secretary of the committee from amongst
themselves.

3.3 APPOINTMENT OF THE MEMBERS OF COMMITTEE

3.3.1 The requirements for appointing members of the committee are as follow:

 HSE Committee members of a PETRONAS HCU/BU/OPU/JV/Projects could be selected

either via nomination, voting or appointment by the PETRONAS
HCU/BU/OPU/JV/Projects Management.
 Membership shall represent the demography of the workplace.
 For Malaysia operations, membership shall meet Regulation 6, 7 and 8 of
Occupational Safety and Health (Safety and Health Committee) Regulations 1996.

3.4 VACANCY

3.4.1 Should there be a vacancy due to resignation or other reasons, the vacancy shall be filled
in the same manner as the previous member of the committee.

3.4.2 A member of the HSE Committee may be removed if he/she is unable to fulfil his/her
duties. For Malaysian operations, members may also be removed from the committee for
reasons as governed in Regulation 10 of Occupational Safety and Health (Safety and
Health Committee) Regulations 1996 (See Appendix 6.4).

3.5 HSE COMMITTEE MEETING ARRANGEMENT

3.5.1 Tabulated below is the arrangement for HSE Committee Meeting:

Aspect Details
Meeting Frequency  Minimum once in every 3 months.
 A meeting shall be called immediately if a major
incident, as defined in PTS 18.06.01, occurred at the
workplace.
 Written Notice for the meeting shall be provided
together with the Agenda.
Quorum  At minimum the Chairman, the Secretary and no less
than half of the remaining members in every meeting
Non-member attendance of  The committee may invite any other person to any of
meeting its meeting to discuss any matter pertaining to HSE.
Minutes of meetings (MOM)  All agreed matters shall be recorded in the MOM and
tracked until confirmed closure.

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Aspect Details

 Approved MOM shall be prepared and distributed to

all members and the Management within 2 weeks of
the meeting. Distribution of the MOM shall be using
available means of communication including e-mail,
hard copies etc.
 The approved MOM must be signed by both Secretary
and Chairman.
 The Management shall keep a copy of the MOM for a
minimum 7 years for assurance purposes.
 Other items that may be included in MOM shall be as
follows:
o Attendance List
o Notice for Meeting Agenda

3.5.2 PETRONAS BU/HCU/OPU/JV/Projects shall establish a TOR for the HSE Committee
addressing at minimum, requirements in Section 2, 3, and 4 of this document. See
Appendix 6.56 for sample of TOR.

3.6 TRAINING AND INFORMATION

3.6.1 The Management shall ensure HSE Committee members are briefed in the followings:

1. Basic knowledge and functions of the HSE Committee; and

2. Other relevant HSE trainings to enable HSE Committee members to deliver their
functions effectively.

3.6.2 The Management shall also provide the HSE Committee all necessary documents and
information as stipulated by relevant regulatory requirement, wherever applicable.

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4.0 DOCUMENTATION AND RECORDS

4.1.1 Records (e.g. MOM, Attendance List, Notice for Meeting Agenda) should be kept in a form
and in a suitable manner to enable the Management to demonstrate the establishment
and effective implementation of HSE Committee at PETRONAS/HCU/BU/OPU/HSE.

4.1.2 A custodian shall be assigned to keep and maintain all required documents within this
standard for a designated retention time as specified herein, or in accordance to country
law, or as per PETRONAS Record Management Policy & Guidelines, whichever is longer.

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5.0 BIBLIOGRAPHY
In this PTS, reference is made to the following Standards/Publications.

PETRONAS TECHNICAL STANDARDS

HSE Management System PTS 18.00.01
HSE Mandatory Control Framework PTS 18.00.02
Incident Notification, Investigation & Reporting PTS 18.06.01

OTHER REFERENCES:
Occupational Safety and Health Act 1994 (Act 1994) P.U (A) 616/1996
Occupational Safety and Health (Safety and Health Committee) Regulations 1996
PETRONAS Record Management Policy & Guidelines

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6.0 APPENDIX

6.1 STRUCTURE AND FUNCTION OF LEGAL COMPLIANCE HSE COMMITTEE

1. Establishment of work place HSE Committee shall be accordance to Section 30 OSHA

1994
2. Composition of committee shall be accordance to Part II, Regulation 5-10 of
Occupational Safety and Health (Safety and Health Committee) Regulations 1996.
3. Function of committee shall be accordance to Part III, Regulation 11-20 of
Occupational Safety and Health (Safety and Health Committee) Regulations 1996.
4. Frequency of meeting and duty of committee shall be accordance to Part IV,
Regulation 21-27 of Occupational and Safety and Health (Safety and Health
Committee) Regulations 1996.
5. Provision of training and information of committee shall be accordance to Part V,
Regulation 28-31 of Occupational Safety and Health (Safety and Health Committee)
Regulations 1996.

6.2 FUNCTIONS OF HSE COMMITTEE IN MALAYSIA OPERATIONS

1. Assist the Management in development of HSE procedures and HSE promotional/

awareness activities;
2. Review the effectiveness of HSE programmes;
3. Inspect the workplace before the meeting and provide recommendation;
4. Inspect, investigate and report any HSE incident as defined by PTS 18.06.01 Incident
Notification, Investigation & Reporting;
5. Investigate and report any complaints by employees;
6. Highlight new/revision of HSE procedures/instruction to all employees;
7. Deliberate issues with regards to environmental management at workplace as in line
with regulatory requirement
8. Be involved in the review of the HSE policies at the workplace and provide
recommendations to the Management for any policy revision

6.3 NUMBER OF REPRESENTATIVES IN RELATION TO THE TOTAL EMPLOYEES

6.3.1 The minimum number of employer and employees’ representatives required in relation
to the total employees at work place is as follows:

Total Employees at Work Place Number of Representatives

≤ 100 ≥2

> 100 ≥4

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6.4 REMOVAL OF MEMBER OF COMMITTEE

6.4.1 A HSE Committee may remove a member from the committee if said member:

1. Fails to attend three consecutive committee meetings without obtaining permission

from the Chairman
2. Has been diagnosed with psychological problems
3. Has been declared bankrupt
4. No longer works at the workplace
5. Has been charged/convicted in respect of
a. an offence involving fraud, dishonesty or moral issue
b. an offence under a law relating to occupational safety and health; or
c. any other criminal offence; or
6. Is unable to fulfil his duties as a member of the committee.

6.5 SAMPLE OF TERM OF REFERENCE

6.5.1 OPU ABC & Division Management Leadership and Legal Compliance Committees
OPU ABC HSE Steering Committee
Name of Committee
Chairman or Facility Head
designated personnel
Secretary Safety & Health Officer (SHO) / if there is no SHO, any person as
appointed by Chairman
Members Employers representative/Executive
 Management employees (E3 and above), as nominated by
Department/ Section Heads that report direct to OPU ABC CEO.
 Number of member as per specified in Part II Regulation 5(2)
Safety & Health Committee Regulations, 1996.
Employees representative/ Non Executive
 OPU ABC Corporate Office employees (from the pool of Non-
Executives, E1s and E2s) as nominated by Department/ Section
Heads that report direct to OPU ABC CEO.
 Number of member as per specified in the Part II Regulation 5(2),
Safety & Health Committee Regulations, 1996.
Functions of the  To assist management in the development of HSE rules, safe
committee systems of work and promotional/ awareness activities.
 To review the effectiveness of HSE programs/ Work Procedures
 To review the Company’s HSE Policy and make recommendations
for policy revision, should the need arise.
 To inspect the workplace before the meeting and make
recommendations for improvements on findings prejudicial to
employees’ HSE.

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 To inspect the workplace following any HSE incident, investigate

and report any accident/ incident and provide recommendations
to prevent recurrence of said incident.
 To investigate and report any complaint raised by employees,
pertaining to matters detrimental to employee HSE.
 To deliberate and manage issues with regards to environmental
management at workplace as in line with requirements on
Environmental Quality Act 1994 and its Regulations.
Frequency Minimum: once in every 3 months
Quorum
 The Chairman, the Secretary and not less half of the remaining
members present shall constitute a quorum as per Part IV
Regulation 24 OSH Regulation 1996
Minutes of Meeting
 All agreed matters shall be in the Minute of Meeting (MOM) and
tracked until closed and confirmed
 Approved MOM shall be prepared and distributed to all members
within 2 weeks of the meeting. Distribution of the MOM shall be
using available means of communication including e-mail,
internet etc.
 Members shall initiate action upon receiving the draft MOM. The
secretary or Chairman should be consulted if clarification is
required.
 The approved MOM must be signed by both Secretary and
Chairman
 Other items that may be included in MOM shall be as follows:
o Attendance List
o Notice for Meeting Agenda

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