PUBLIC SUMMARY REPORT
RSPO 4th ANNUAL SURVEILLANCE ASSESMENT
Sime Darby Plantation Sdn. Bhd SOU 20 - Chaah Palm Oil Mill, Chaah, Johor, Malaysia
Report Author: Senniah Appalasamy – May 2014
BSI Group Singapore Pte Ltd (Co. Reg. 1995 02096-N) BSI Services Malaysia Sdn Bhd (Co.Reg. 804473 A) 1 Robinson Road B-08-01 (East), Level 8 Block B, PJ8, #15-01 AIA Tower No. 23, Jalan Barat, Seksyen 8 SINGAPORE 048542 46050 Petaling Jaya, Selangor Tel +65 6270 0777 MALAYSIA Fax +65 6270 2777 Tel +6 03-7960 7801 Aryo Gustomo: [email protected] Fax +6 03-7960 5801 www.bsigroup.sg
TABLE of CONTENTS Page No
SUMMARY...... 1 LIST OF ABBREVIATIONS USED………...... 1
1.0 SCOPE OF ANNUAL SURVEILLANCE ASSESSMENT...... 1 1.1 Identity of Certification Unit...... 1 1.2 Production Volume ...... 1 1.3 Certification Details ...... 1 1.4 Description of Supply Base and Supply Chain ………...... 1 1.5 Other Certifications held ………………………………………………………………………………………………………………………………………… 2 1.6 Organizational Information/Contact Person...... 2 1.7 Progress against Time Bound Plan……...... 2
2.0 ASSESSMENT PROCESS …...... 3 2.1 Certification Body ………………………………………………………………………………………………………………………………………………….. 3 2.2 Qualifications of the Lead Assessor and Assessment Team...... 3 2.3 Assessment Methodology, Programme, Site Visits...... 3 2.4 Stakeholder Consultation ...... 3
3.0 ASSESSMENT FINDINGS ...... 4 3.1 Summary of Findings ...... 4 3.2 Detailed Identified Nonconformities, Corrective Actions and Auditor Conclusions...... 12 3.3 Status of Nonconformities Previously Identified……………………………………………………………………………………………………… 13 3.4 Issues Raised by Stakeholders and findings with respect to each issue...... 14
4.0 CERTIFIED ORGANISATION’S ACKNOWLEDGEMENT OF INTERNAL RESPONSIBILITY...... 14 4.1 Date of Re-Certification Assessment...... 14 4.2 Date of Closing Nonconformities (Major and Minor)………………………………………………………………………………………………… 14 4.3 Acknowledgement of Internal Responsibility and Formal Sign-off of Assessment Findings...... 15
LIST of TABLES
1 Mills GPS Locations...... 1 2 Certified Production Tonnages...... 1 3 Estate Certified FFB Production Tonnages ...... 2 4a Age Profile of palms ...... 2 4b Estates and Areas Planted ...... 2
List of Appendices A Sime Darby Plantation Sdn Bhd – Chaah Palm Oil Mill Certification Unit’s RSPO Certificate Details B Assessment Programme C List of Stakeholders Contacted D Chaah Palm Oil Mill Supply Chain Assessment – Module: D Segregation E Chaah Estate field map with location of the Chaah Palm Oil Mill F North Labis Estate field map G Sime Darby Plantation Time Bound Plan
RSPO 4th Annual Surveillance Assessment Report -Chaah Palm Oil Mill and Supply Base Page 1
SUMMARY 1.0 SCOPE OF ANNUAL SURVEILLANCE ASSESSMENT BSi has conducted the 4th Annual Surveillance 1.1 Identity of Certification Unit Assessment of SOU 20 - Chaah Palm Oil mill and supply base operations located in Chaah, Johor, Malaysia SOU 20 - Chaah Palm Oil Mill and estates are located in comprising one palm oil mill, three company own oil Chaah, Johor, Malaysia. Location map is included in palm estates, support services and infrastructure. SOU Appendix E. The oil mill is central to the estates located 20 - Chaah Palm Oil Mill is belongs to Sime Darby near Chaah town. Additional maps of the Chaah and Plantation Sdn Bhd. (RSPO Membership number: 1- North Labis estates are included in the Appendix E and 0008-04-000-00). Appendix F showing Chaah Estate and North Labis Estate th field map. The GPS location of the mill is shown in Table BSI conducted the 4 Annual Surveillance Assessment on 1. 21 – 25 April 2014. The assessment was conducted against the RSPO requirements [RSPO P&C MYNI 2010; SOU 20 - Chaah Palm Oil Mill process FFB from own RSPO Certification System June 2007 (revised March certified supply base estates. Maps of the estates are 2011); Annex 4: Procedure for Annual Surveillance attached in Appendix. Assessment and Supply Chain Certification Standard:
November 2011, Module D-CPO Mills: Segregation]. Table 1: Mills GPS Locations There were three major nonconformities raised during the assessment. Corrective action plans for all major MILL EASTING NORTHING nonconformities were appropriately implemented and Chaah Palm Oil Mill closed prior to finalising this assessment report. 102° 59’ 47.67” E 2° 10’ 40.84’ N (Capacity: 30mt/hr) BSi concludes that SOU 20 - Chaah Palm Oil Mill and Supply Base operations comply with the RSPO 1.2 Production Volume requirements [RSPO P&C MYNI 2010; RSPO Certification System June 2007 (revised March 2011); Annex 4: The estimated tonnages reported during the ASA 4 are Procedure for Annual Surveillance Assessment and detailed in Table 2. The projected tonnages covers Supply Chain Certification Standard: November 2011, period of 1/4/14 – 31/3/15 is based on the annual Module D – CPO Mills: Segregation]. budget data. The actual production for the ASA3 period is included as well covers the previous reporting period BSi recommends for the approval of SOU 20 - Chaah of 1/4/13 – 31/3/14. Certification Unit’s operations as a producer of RSPO Certified Sustainable Palm Oil. Table 2: Certified Production tonnages Chaah Projected Actual for Projected for ABBREVIATIONS USED Palm Oil during ASA3 ASA3 ASA4 Mill 1/4/13- 1/4/13- 1/4/14 – ASA Annual Surveillance Assessment 31/3/14 31/3/14 31/3/15 BOD Biological Oxygen Demand CHRA Chemical Health Risk Assessment CPO 25,124 26,761 28,723 CPO Crude Palm Oil PK 7,222 5,725 7,522 DOE Department of Environment OER 20.16 22.12 21.00 DOSH Department of Occupational Safety & Health KER 5.80 5.22 5.50 EFB Empty Fruit Bunch EMS Environmental Management System 1.3 Certification details FFB Fresh Fruit Bunch HCV High Conservation Value RSPO Membership No: 1-0008-04-000-00 IPM Integrated Pest Management BSI RSPO Certificate No: SPO 548299 MAPA Malaysian Agriculture Producers Association Date of Initial Certification Assessment: 26-29/6/2009 MPOA Malaysian Palm Oil Association Date of certification: 18/11/2010 MSDS Material Safety Data Sheet Annual Surveillance Assessment 1: 19-20/12/2011 MY‐NI Malaysian National Interpretation Annual Surveillance Assessment 2: 12/07/2012 PK Palm Kernel Annual Surveillance Assessment 3: 2 - 3/5/2013 PPE Personal Protective Equipment Annual Surveillance Assessment 4: 21 – 25/4/2014 PSQM Plantation Sustainability and Quality Management 1.4 Description of Supply Base and Supply Chain SEIA Social & Environmental Impact Assessment SIA Social Impact Assessment The supply base is the FFB from three company owned SOP Standard Operating Procedure estates that supplied for processing at the Chaah Palm Oil Mill. The projected FFB for the year 2014 are listed in Table 3.
The projected FFB production tonnages shown in Table 3 were based on the potential yield could be achieved by the supply base estates in Chaah Certification Unit. SOU
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20 - Chaah Palm Oil Mill is using the Segregation supply Email: [email protected] chain mechanism for the incoming FFB and outgoing palm products. This is because Chaah Palm Oil Mill 1.7 Progress against Time Bound Plan receives FFB from company owned estates only. Sime Darby Time Bound Plan is included as Appendix G. Table 3: Estate Certified FFB Production Tonnages There are total of 59 Certification Units within Sime Darby Plantation (34 in Malaysia and 25 in Indonesia). As Estate Projected Actual for Projected per the time bound plan, Pagoh palm oil mill and Sua for ASA3 the ASA3 2014 Betong palm oil mill which was newly commissioned end Period Period (ASA4) of 2012 was certified on 28 January 2014 (Pagoh) and 1/4/13- 1/4/13- 1/4/14 – February 2014 (Sua Betong). Based on this achievement, 31/3/14 31/3/14 31/3/15 Sime Darby Plantation has achieved RSPO Certification Chaah 69,062 64,119 68,915 for all the 34 Management Units in Malaysia. North Labis 20,000 29,953 32,902 Simpang Kiri 35,138 26,912 34,963 There are 25 Management Units in Indonesia. 21 Grand Total 124,600 120,984 136,780 Management Units in Indonesia has achieved RSPO The age profiles of the palms are shown in Table 4a. Certification. There are 4 certification units in Indonesia Immature area is located in North Labis and Simpang Kiri was audited and summary report is being RSPO peer estates. reviewed. Upon certification of the remaining Management Units, Sime Darby will achieved and Table 4a: Age Profile of Palms complete the Time Bound Plan for RSPO certification. % of PLANTED AREA AGE However, PT MAS is remaining to be certified although Chaah North Labis Simpang (Years) it has been audited as per original Time Bound Plan Estate Estate Kiri Estate (TBP) in 2011 due to the on-going social issues; the 26 – 30 0 0 certification body that audited the site requested the 21 – 25 0.2 4.0 0 company to address the issues prior to issuing 11 – 20 69.7 62.0 28.6 certificate. Now the case is with RSPO DSF and being 4 – 10 30.1 14.0 48.1 facilitated. The new target is revised to 2015 which was 0 – 3 0 20.0 23.3 decided after the meeting with RSPO DSF mediation TOTAL 100.00 100.00 100.00 Team and community. The revision of TBP is acknowledge and accepted by the certification body The areas of mature and immature palms are detailed in that already audited the PT MAS. BSI accepts the Table 4b for each of the estates. Total planted area is revision as well due to the complexity involved in 8,019ha. Total land area is 8,789.42ha. 770.42ha is used resolving the PT MAS issue and the acknowledgement for infrastructure, building and roads. and involvement of RSPO DSF mediation team as part of resolution process as an justified resolution process and Table 4b: Estates and Areas Planted acceptable justification for the revision in TBP to 2015. The process is also accepted by all the parties involve Estate Mature Immature Total Planted including acknowledged by RSPO DSF. The progress of (ha) (ha) Area the issue will be followed up and reported. Chaah 2,685 0 2,685
North Labis 2,673 683 3,356 BSi has continued involvement with assessments of Simpang Kiri 1,517 461 1,978 Sime Darby Management Units during the 2013/14 6,875 1,144 8,019 TOTAL financial year period. During this time, Sime Darby (85.73%) (14.27%) (100%) has kept BSi informed of any issues and claims made against it. At the time of preparation of this Report, BSi is not aware of: 1.5 Other Certifications Held a. Any unresolved significant land disputes; b. Any replacement of primary forest or loss of HCVs; The Chaah Certification Unit does not have any other c. Any labour disputes that are not being resolved certificate. through an agreed process; d. Any evidence of noncompliance with any law at any of 1.6 Organizational Information / Contact Person the landholdings. Sime Darby Plantation Sdn Bhd SOU 20 - Chaah Palm Oil Mill, BSi considers that Sime Darby meets the RSPO Batu Pahat, requirements for Partial Certification rules. Johor, Malaysia. Progress of Associated Smallholders/Out-growers Contact Person: Mr. Azhanizan Bin R Deni towards RSPO Compliance Chaah Palm Oil Mill Manager Tel: +607 934 2454 Chaah Palm Oil Mill does not have any associated Fax: +607 934 1455 smallholders or out-growers
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Training, OHSAS 18001 Lead Auditor Training Course and 2.0 ASSESSMENT PROCESS qualified as EICC auditor. He has completed International Sustainable and Carbon Certification (ISCC) Lead Auditor 2.1 Certification Body Training Courses. He had assisted with conducting audits of oil palm plantation for more than 7 companies BSI Group Singapore Pte Ltd against the RSPO P&C in Indonesia and in Malaysia for 1 Robinson Road the past 4 years. During this assessment, he assessed on #15-01 AIA Tower the aspect of Safety and Health, Legal, Social and Singapore 048542 community engagements, Stakeholders consultation, RSPO Scheme Manager: Mr Aryo Gustomo and workers welfare. Phone: +65 6270 0777 Fax: +65 6270 2777 2.3 Assessment Methodology, Programme, Email: [email protected] Site Visits BSi is a leading global provider of management systems The ASA4 was conducted from 21 - 25 April 2014. The assessment and certification, with more than 60,000 audit programme is included as Appendix B. The certified locations and clients in over 100 countries. BSi approach to the audit was to treat the mill and its supply Standards is the UK’s National Standards Body. BSi base as an RSPO Certification Unit. Mill was audited provides independent, third-party certification of together with the sample estates (Chaah Estate and management systems. BSi has a Regional Office in North Labis Estate). A range of environmental and social Singapore, and an Office in Kuala Lumpur, Jakarta and factors were covered. These included consideration of Bangkok. topography, palm age, proximity to areas with HCVs, declared conservation areas and local communities. 2.2 Qualifications of the Lead Assessor and Assessment Team The methodology for collection of objective evidence included physical site inspections, observation of tasks Senniah Appalasamy - Lead Assessor and processes, interviews of staff, workers and their families, review of documentation and monitoring data. He holds degree in Resource Economics from Agriculture RSPO MYNI was used as Checklists and questionnaires University, Malaysia. He has vast experience in were used to guide the collection of information. The Plantation crop management covering oil palm comments made by external stakeholders were also plantation, rubber, cocoa and pepper for more than 10 taken into account in the assessment. years. He is also experience in manufacturing sector as a quality controller and production management. He is The Nonconformities that were assigned during the involved in RSPO implementation and assessment since previous assessment were followed up to check the 2008 as a team member and subsequently as a lead effectiveness of corrective actions and evidence of the auditor with RSPO approved certification body covering implementation. The ASA4 assessment findings (Major assessment with RSPO P&C, RSPO SCCS, RSPO NPP and and Minor) are detailed in Section 3.2. RSPO Group Certification in Malaysia, Indonesia and
Thailand. He has completed ISO 9001:2008, RSPO SCCS This report is structured to provide a summary of the awareness training, RSPO Lead Auditor Training Course, assessment finding with details for indicators. The RSPO SCCS Lead Auditor Training Course, RSPO – RED assessment was based on random samples and Lead Auditor Training Course, International Sustainable therefore nonconformities may exist that have not been Carbon Certification (ISCC) Lead Auditor training, identified. Sustainability Report Assurance (SRA) Assessor Training,
ISO 14001 Lead Auditor Training Course and OHSAS This report was reviewed by Mr. Aryo Gustomo, the 18001 Lead Auditor Training Course. Besides RSPO, he is Scheme Manager prior to certification decision. also qualified as ISCC lead auditor and SRA Lead Assessor. He have experience in other standards i.e. Global Gap Option 1 and 2 (Fruit, vegetable and 2.4 Stakeholder Consultation aquaculture) and GMP B+ as team member. Stakeholder consultation involved internal and external stakeholders. External stakeholders were contacted by Muhammad Haris B. Abdullah – Team member telephone to arrange meetings at a location convenient to them to discuss Chaah Certification Unit’s He graduated from the Open University Malaysia with a environmental and social performance. Bachelor of Business Administration (Hons) Majored in
Human Resource Development and completed his Additional meetings were held with stakeholders during Master’s Degree in Business Administration from the the assessment to seek internal and external University Utara Malaysia in January 2014. He has more stakeholders’ views on the performance of the company than 3 years working experience in oil palm plantation with respect to the RSPO requirements and aspects and conducting social impact assessments of agriculture, where they considered that improvements could be agriculture best practices, and environmental impact made. At the start of each meeting, the interviewer assessment and workers welfare. He completed the explained the purpose of the audit followed by an RSPO Lead Auditor Training in April 2013 and passed the evaluation of the relationship between the stakeholder course. He is also passed the ISO 14001 Lead Auditor
Prepared by BSi Group Singapore Pte Ltd for Sime Darby Plantation Sdn Bhd RSPO 4th Surveillance Assessment Report – Chaah Palm oil Mill and Supply Base Page 4 and the company before discussions proceeded. The managers and administrative assistants. It is noted that interviewer recorded comments made by stakeholders majority of the correspondence are in local language. and these have been incorporated into the assessment Recently the palm oil mill responded to the information findings. request from DOE for renewal of permit for Chaah Palm Oil Mill and was responded by the mill respectively. The Internal stakeholder interview such as worker interviews new permit was issued on 30/6/2013 and valid until with male and female workers and staff were held in 30/6/2014. Information was provided to DOSH by Chaah private at the workplace in the mill and the estates. estate on 16/4/2014 and by North Labis estate on Fieldworkers were interviewed informally in small 29/9/2013. groups in the field during the field visit. In addition, the wives of workers and staff were interviewed in informal Criterion 1.2: Management documents are publicly group meetings at their housing site. Separate visits available, except where this is prevented by commercial were made to each of the local communities to meet confidentiality or where disclosure of information with the village head and residents. Company officials would result in negative environmental or social were not present at any of the internal or external outcomes. stakeholder interviews. A list of Stakeholders contacted is included as Appendix C. The management documents include key indicators of performance like pollution prevention plans, waste 3.0 ASSESSMENT FINDINGS management and disposal plan on plantations and mill.
3.1 Summary of Findings Inspection of document confirmed that mill and estates As outlined in Section 2.3 objective evidence was visited held each copy of management documents (land obtained separately for Principle and Criteria together titles/user right, health and safety plan, plan and impact with indicators for the mill and the estates. The results assessment relating to environmental and social for each indicator have been aggregated to provide an impacts, pollution prevention plan, details of complaints assessment of overall conformance of the company’s and grievances, negotiation procedures and continues operations with each indicator. A statement is provided improvement plan) and this are available to public on to support the finding of the assessment team. request. Copy of the Health and Safety Policy signed by the top management representative is displayed on the During the assessment there were three major notice board at the mill and estates. Public have access nonconformities and two Observations/Opportunities to the information on request. OSH plan is developed at for improvement were identified. Chaah Palm Oil Mill all the operating units for the year 2013/2014 includes and Supply Base operations have prepared a Corrective training plan, risk assessment plan, OSH meeting, Action Plan for addressing the identified workplace inspection etc. nonconformities that was reviewed and accepted by BSi. The corrective action for the Major nonconformities Copy of the Environmental Aspect and Impact Register were addressed and implemented. Evidence for the and Social Impact Assessment (SIA) are available at all implementation were followed up and verified. The the operating units. Pollution prevention plans for Major nonconformities were closed on 26 May 2014. financial year 2013/2014 aiming at mitigating and minimising significant environmental impacts identified PRINCIPLE 1: Commitment to Transparency through risk assessment included in the environment improvement plan with latest review on 22 April 2014. Information request are adequately responded by all the operating units assessed during the ASA4. All operating units implemented system to receive and record grievances and complaints in a log book. Action Criterion 1.1: Oil palm growers and millers provide taken to resolve the issues are updated in the same adequate information to other stakeholders on book. Sime Darby’s group negotiation procedure for environmental, social and legal issues relevant to RSPO handling disputes is as per the procedure in Sustainable Criteria, in appropriate languages & forms to allow for Plantation Management System document prepared in effective participation in decision making. 2008. Awareness was given to stakeholder during stakeholder meeting on 25/1/2014 (North Labis estate) All operating units have maintained up to date policies, and 8 April 2014 (Chaah Mill and estate). Continuous procedures and management plans for provision of Improvement Plan documented by taking into information to the public upon request. Financial data consideration all the impacts identified in SEIA such as costs and income, and details relating to assessment as part of mitigation plan. customers and suppliers, and data that possibly can affect personal privacy are categorised as confidential PRINCIPLE 2: Compliance with Applicable Laws and information. The company have effective system for Regulations receiving and responding to the request of information to the public and has kept the record of request and Inspection of records showed that supply base estates responses. Requests are directed to managers. He complied with permit requirement and conditions and prepares response with the help from assistant legal requirements which are applicable to their operation. Internal audits and checks were conducted
Prepared by BSi Group Singapore Pte Ltd for Sime Darby Plantation Sdn Bhd RSPO 4th Surveillance Assessment Report – Chaah Palm oil Mill and Supply Base Page 5 for monitoring compliance. No land disputes were This document was updated in June 2013 to include sighted for Chaah Palm Oil Mill and supply base latest regulations. The manager, compliance executive at operation. Boundary stones were maintained at each of the operating units and PSQM executives are the Estates visited. responsible for ensuring that all applicable regulations are implemented. Criterion 2.1 – There is compliance with all applicable local, national and ratified international laws and Sime Darby Plantation have centralised system for regulations. tracking any changes in the law. Legal department and PSQM Standard and Compliance Unit responsible to The palm oil mill and estates have kept an up to date list track, monitor and update changes in the applicable law. of legal requirements with review dated 4/11/2013 Legal department and PSQM Standard and Compliance (North Labis estate) and 8/4/2014 (Chaah mill and Unit notify operating units and the changes registered in estate). Sime Darby Plantation has own mechanism to legal register list. MPOA and MAPA provide additional ensure all relevant legal requirements are complied. In update on changes to laws relevant to mill and addition, each operation has a List of Licenses showing plantation whenever new and revised regulations are the expiry dates and displayed in the office. Inspection notified by the government. of a sample of licenses and permits confirmed all were current. At the mill and estate compliance found on OSH Criterion 2.2 – The right to use the land can be Act 1994, Pesticide Act 1974, Environmental Quality Act demonstrated and is not legitimately contested by local 1974 (Scheduled Waste), Environmental Quality communities with demonstrable rights. Regulation on control of emission, Factory and Machinery Act 1967, Electric Supply Act 1990, MPOB Act The mill and estates holds copies of land ownership in 1998, “Akta Timbang dan Sukat 1972”, Worker’s the form of land titles (country lease) and there are no Minimum Standards of Housing and Amenities Act 1990, changes since last audit. The land is not encumbered by CHRA requirements, Guideline for Implementation of customary rights and the right to use the land is not Zero Burning, Road Transport Act 1987, Employment Act disputed by stakeholders who were interviewed during 1955, Minimum Wage Order 2012, Employee Provident the stakeholder consultation. Copies of the land titles Fund Rules 1991, Immigration Act 1959, Employee Social are available at the operating units. Land titles inspected Security Act 1969, Workmen Compensation Regulations are found to be valid. Sample land titles checked found etc. to be in compliance (number 7745 and 7746 – Chaah estate and 98804, 132749, 88297 – North Labis estate Example of permits inspected and valid are: MPOB etc). license (518940004000 – Chaah mill; 518848002000 – Chaah estate; 522496002000 – North Labis estate), DOE All the estates are complying with the terms of the land License (No. 002153), overtime permit [No. 2 dlm title provided for agriculture. Since the merger of three JTK.BP/PMP/Sek.60A (4) (a)/SR] etc. All the permits are plantation companies (Sime Darby, Guthrie and Golden valid and current. Hope), the present name was changed to Sime Darby. The Estates have maps showing the locations of However, it was noted that the schedule waste stored at boundary stones that have been physically located and North Labis estate exceeded the 180 days storage limit. marked. Inspection of the boundary stones at the A Major nonconformity was raised as per below: estates during the field visit reveal that it is clearly marked with red paint and maintained. Boundary Major nonconformity against indicator 2.1.1: Evidence marker at field number 90A, 90B, 09A (North Labis of compliance with legal requirements. estate); and 04D and 04C (Chaah estate) was visited and At North Labis Estate, Storage of schedule waste has inspected. Boundary clearly demarcated. There is no exceeded 180 days storage limit. Schedule waste was land dispute or boundary disputes. not disposed as per EQA 1974 (Schedule Wastes) Regulations, 2005. Visit to the schedule waste store on Criterion 2.3 – Use of the land for oil palm does not 24/4/2014 found that schedule waste (SW 409 - used diminish the legal rights of other users without their chemical containers) has been stored more than 180 free, prior and informed consent. days. Record review shows that the last disposal of SW 409 was on 26/4/2013. As per Sime Darby procedure, all operating units are not restricting access by stakeholders through the estates, Foreign workers have valid work permits foreign workers except in relation to FFB trucks as a security control to work permit (AR 468924 valid until 27/6/2014). Foreign avoid any FFB theft. Interview with local community workers passport and work permit was checked and representatives confirmed that there is no land dispute verified during documents audit and found to be valid. or any claim of customary land within the estates. The All operating units comply with the employment Act. village communities confirm that the plantations are Local and foreign workers are treated equally. operating within the plantation land.
The mill and estates have “Legal and Other Requirement Register” system with written information on legal PRINCIPLE 3: Commitment to Long Term Economic and requirements which includes list of all applicable laws. Financial Viability
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effluent which includes a flow chart of the whole Chaah Palm Oil Mill and Supply Base estates have well procedure. There is evidence that there was compliance developed internal management system for monitoring with legislation. The staff responsible for the key and improvement of their operating unit against environmental control were identified and trained. The operation target to achieved long term economic and person in-charge is the on-site Assistant Engineer. financial viability. Operating budget and capital expenditure budget are projected for five years and used All operating units have a system of regular inspections as a guidance document. of the mill and estates to ensure consistent implementation of SOPs, together with monthly Criterion 3.1: There is an implemented management reporting to head office. Supervisors (mandor) and plan that aims to achieve long-term economic and Assistant Managers carry out daily checks on work financial viability. practices and the Manager undertakes random inspections. At the mill, operating parameters are monitored at each of the work stations and recorded on Mill and estate has annual budget which includes log book. Shift Supervisors review records and prepare operating cost and production cost and reviewed daily reports on milling performance. annually. Five year projection includes FFB forecast, CPO, PK production forecast and replanting plans. The The management monitor the cost of operation on annual budget contain data on FFB yield/ha, OER, CPO monthly basis through monthly report and compared yield/ha, PK and cost of production. with the budget. Justification is provided by the Replanting take place after the palm age reach 25years. managers when the cost exceeds the budget. The quality Replanting is due in 2013/2014 at North Labis estate is inspected through quality assurance team from head covering an area of 307.59ha. The replanting was office to maintain the quality. Further monitoring is ongoing during the assessment. Zero burning techniques carried out by the planting advisor engaged by the is used as a best practice for replanting. During the last company. There is a mechanism to identify, monitor and annual budget preparation, replanting review was implement stricter controls to ensure costs do not conducted and there is a palm to replant 296.21ha in overrun. This is implemented through planting advisers 2014/2015 financial year. and external audits.
PRINCIPLE 4: Use of Appropriate Best Practices by the External Mill Advisor and a Planting Advisor inspect and Growers and Millers report on the operations on annual basis. The on-site managers develop Action Plans from the Advisory Chaah Palm Oil Mill and Supply Base estates have Reports for improvement of the operations. Review of implemented management systems with standard Advisory Reports, Action Plans and site inspections operating procedure for monitoring and control of best confirmed consistent records of implementation of practice implementation at its mill and estates. This SOPs. During mill visit it was noted that that operating includes a programme of regular checking by the parameters were consistently recorded by the Manager, visiting adviser (Mill and Estate), internal audit operators. All the monitoring records are maintained for and on-site compliance audit. more than 12 months.
Criterion 4.1: Operating procedures are appropriately Criterion 4.2: Practices maintain soil fertility at, or documented and consistently implemented and where possible improve soil fertility, to a level that monitored. ensures optimal and sustained yield.
Palm Mill holds two sets of procedures - Sustainability Sime Darby Agriculture Services Sdn Bhd prepare the Plantation Management System (MQMS/SOM/08 v.1 annual fertilizer recommendation. Leaf analysis result dated 1/11/2008) includes mill SOP and Mill Quality which shows the nutrient level was used as guidance for Management Manual v.1 2008/MQMS/QMM/08 as a the fertilizer recommendation. Agronomist visit was guidance document to operate the mill. Estates have a conducted and fertilizer recommendation was finalised separate SOP (Sime Darby SOP issued 2/1/2008 and and given to the estates. Application records are Agricultural reference Manual) covers land preparation, maintained. planting material, upkeep, harvesting, transport etc. A Separate work instruction is available at the mill to cover Criterion 4.3: Practices minimise and control erosion all the work stations at the mill. Work Instructions in and degradation of soils. local language have been derived from SOPs and are posted at work stations at the mill and at certain All the estates hold copies of soil map. There are no locations at the estates. There is a separate SOP on safe significant erosion risks noted during the field visit. working practices for estates. The safe operating Recently replanted area was constructed with terraces. procedure for the estates includes pesticide application. Inspection at the field found good ground cover with Palm Oil Mill has its own SOP for safe working practices soft weed and leguminous cover crop in replanted areas. covering all the work stations. The audit team checked The soil map at the estates has confirmed there are no the SOP related to the measuring and monitoring mill fragile soils such as peat, high sand content or acid effluent. The mill has SOP for monitoring the mill sulphate soils. The soil analysis and periodic leaf
Prepared by BSi Group Singapore Pte Ltd for Sime Darby Plantation Sdn Bhd RSPO 4th Surveillance Assessment Report – Chaah Palm oil Mill and Supply Base Page 7 sampling is carried out to monitor changes in nutrient the oil palm pest in the plantation such as leaf eating status. pest and rat. The IPM techniques applied at the estates include monitoring of pest numbers and the use of Both estates visited have implemented annual Road triggers for initiation of control measures. Barn owls Maintenance Programme. Roads inspected during field Tyto alba have been introduced for biological control of audit are generally in a good condition due to the rats but not very successful. Past census records show lateritic soil. Road maintenance carried out internally that there is no 24/2/2014 outbreak of leaf eating pest. with grader and compactor. Road maintenance includes Although there have been no outbreaks of leaf eating road grading, re-surfacing wherever necessary, road side pests, beneficial plants are being established along drain upkeep, culvert upkeep, road side silt pits roadsides to attract natural predators.The estates have construction etc. Monthly progress records are prepared planted beneficial plants such as Cassia cobanensis and and sent to head office. Turnera subulata and Antigonon leptopus. IPM training was conducted on 24/2/2014 for executives and staff. There are several steps implemented by the operating units to ensure that disturbed earth do not enter All the estates have commenced recording information waterways during gravel extraction processes. These on active ingredients since July 2008. Records of areas includes construction of road side silt pit, stop bund where pesticides have been used are recorded with (with sand bag) along the road side drains to slow down details of block number, quantity, date of application, the speed of surface run-off water, silt traps (at the number of applicator and costing as per RSPO P&C junctions of the road side drains) and well maintained requirement. Usage of chemicals is monitored by the riparian buffer. There is no peat soil or soil categorised estates. For example, at Chaah estate glyphosate was as problematic or fragile soil at all estates visited. used as active ingredient and applied 0.10lit active ingredient was applied per hectare. Criterion 4.4: Practices maintain the quality and availability of surface and groundwater. Criterion 4.6: Agrochemicals are used in a way that does not endanger health or the environment. There is Rehabilitation of riparian strips as per Sime Darby no prophylactic use of pesticides, except in specific plantation’s policy at both side of the stream is situations identified in national Best Practice implemented. This was observed during the field visit. guidelines. Where agrochemicals are used that are Buffer zones are marked with red paint and signage categorised as World Health Organisation Type 1A or erected. Reference was made to Department of 1B, or are listed by the Stockholm or Rotterdam Irrigation and Drainage regulations and guidelines from Conventions, growers are actively seeking to identify the state authorities and complies to the requirement. alternatives and this is documented. Visit to river riparian confirm that the buffer zone is maintained and well managed. Use of agrochemical has Monitoring of pesticide usage units per hectare is carried been ceased and replaced with manual weeding along out for rat bait. No other pesticide used. The operating the buffer strip. No bunds/weirs/dams were constructed units comply with Regulation on Pesticides Act 1974 across the main waterways in the estate. which requiring balance of remaining solution to be kept under lock and key. During visit it was noted that all the All operating units maintained monthly rainfall remaining pesticides are kept in the store and securely monitoring data. Rainfall monitored and records are sent locked and comply with regulation. Notice is displayed to agronomist. The rainfall records show high rainfall for all type of agrochemical treated area. during the month of December and January. Rainfall pattern is used for the development of water The quantity of agrochemicals required for various field management plan. conditions are documented and justified in Sime Darby Plantation Agriculture Reference Manual Section 16.5. During the mill visit and estates field visit it was noted The implementation in the field is consistent with the that there is no water drainage into protected areas Agriculture Reference Manual Section 16.5. such as housing site and river which comply to the RSPO indicator. Water management plan at the operating A check of the stocks held at the pesticides store units covers all the water usage activities such as water confirmed that the chemicals used are officially usage at the mill for processing, cleaning and water registered under the Pesticides Act (1974) and USECHH conservation is given emphasis to save water. Houses Regulations (2000). Written justification is also available are provided with water tanks. Regular inspections of in Agriculture Reference Manual Section 16.5 for the use leaks are carried out to ensure no water wastage. of agrochemicals use.
Criterion 4.5: Pests, diseases, weeds and invasive All operating units have upgraded the existing introduced species are effectively managed using agrochemical stores to comply with OSH and the appropriate Integrated Pest Management (IPM) Pesticides Act requirements. Inspection confirmed the techniques. adequacy of spill containment, ventilation, separation of chemicals, labelling, provision of protective equipment IPM is documented in Agriculture Reference Manual. and emergency preparedness. The estates continue to implement biological control for
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MSDS was displayed in local Bahasa Malaysia language a safety awareness training programme for staff and at the agrochemical store for each chemical stored as workers at the mill and estates. Safety information is well as a Work Instruction on safe handling for the easy posted on notice boards at Muster areas and briefings understanding of the agrochemical handlers. are given regularly at morning muster. Observation 2 (4.6.4): Cha'ah Estate: All the MSDS are available. However, some are in English. Field inspections and interview with agrochemical applicators in the estate and mill workers and staff Medical surveillance carried out once a year for all confirmed awareness of safety precautions associated agrochemical handlers. However, medical check-up for with their tasks. Records confirmed workers also had nursery mandor and operator at North Labis estate was received training in emergency procedures and not available. Major nonconformity against indicator interview showed that they understood the instructions. 4.6.5 was raised. There is a list of PPE supplied to workers and staff for the various work tasks. Workplace inspections and review of Ref. 1047140M4: Major nonconformity against stores issues confirmed supply of PPE and first aid kits to indicator 4.6.5: Annual medical surveillance as per workers and PPE was being worn correctly. Workplace CHRA for plantation pesticide operators. inspection by the onsite compliance executive includes At North Labis estate annual medical surveillance not audit on PPE used. PPE used are in compliance to DOSH conducted for oil palm nursery pesticide handlers. requirement. Audiometric was done at the mill and Interview with the nursery mandor and operator and employees exposed to high noise levels provided with document review on 24/2/2014 found that annual training. medical surveillance was not conducted for the past 12 months for the two employees who handle pesticide in Training records confirmed that supervisor (mill and the nursery. estate) and mandors are trained in first‐aid. Checks showed that appropriately stocked first‐aid kits were Interview with female workers confirmed knowledge of taken into the field and also were available at the mill the policy of transfer to alternative duties if they wished and other Work Stations. At the mill first aid equipment to continue working when pregnancy was confirmed. includes fire extinguishers and fire hydrant. During mill Records held at the Clinic showed that none of the visit it was noted that these equipments are in working female sprayers had worked with pesticides after order. pregnancy was confirmed Medical surveillance includes checks on occupational diseases. During the field visit The mill’s compliance officer and the estate’s assistant workers were interviewed to find out if they suffer from manager at each of the estates are appointed as OSH skin disorders or rashes, breathing difficulties or nail Coordinators. OSH Committees meeting conducted problems. No issues were highlighted by workers and quarterly and meeting minutes includes issues raised workers union representatives. and action taken. No any unresolved safety and health issues noted. Safety training is conducted regularly Paraquat is eliminated since November 2005. At the during morning muster and at the start of mill shifts to time of this initial assessment there was no other class 1 reinforce safe work practices. agrochemical noted. Records and interview of staff confirmed there is no aerial application of Minor incidents and injuries are recorded in the clinic by agrochemicals. There is no requested from buyers to hospital assistant. There is no any fatal accident. Minor conduct chemical residues in CPO and buyer did not common injuries are reported such as thorn prick conduct the chemical residues test either. Records of the incidents during the harvesting. Records are maintained quantity of pesticides used, location of application, in the form of accident register, dangerous occurrence, active ingredient and these are reconciled monthly poisoning and disease (Daftar Kemalangan, Kejadian against the stocks held at the store. Berbahaya, Keracunan Pekerjaan dan Penyakit Pekerjaan”. Reports are sent to DOSH annually in Criterion 4.7: An occupational health and safety plan is January. documented, effectively communicated and implemented. Local employees and staff are covered by the Social Security Organisation (SOCSO) insurance scheme. Chaah Palm Oil Mill and Supply Base estates has Foreign workers are covered with the compensation maintained an approved Health and Safety Policy that is insurance scheme by RHB Insurance Berhad. However, displayed prominently on notice boards in English and document audit at North Labis revealed that contractor’s local language Bahasa Malaysia. The Policy is workers insurance was expired. Major nonconformity implemented through the OSH activities by the on-site was raised. safety officers. Ref. 1047140M5: Major nonconformity against The Mill and Estates have reviewed and updated the indicator 4.7.3: Workers should be covered by accident health and safety risk assessments associated with each insurance. task. Hazard Identification Risk Assessment and Control Workman Compensation Insurance for contractor's (HIRAC) review was carried out on January 2014 for all workers not available. During the document audit on tasks at the mill and estate operations. The company has 24/4/2014, it was found that workman compensation
Prepared by BSi Group Singapore Pte Ltd for Sime Darby Plantation Sdn Bhd RSPO 4th Surveillance Assessment Report – Chaah Palm oil Mill and Supply Base Page 9 insurance for workers under the FFB Harvesting steep area. There is no any ERT identified within the Contractor Gemilang Enterprise was not available as per plantation. There is no ERT in the conservation area the contract term and condition section (K) dated within the estates. 1/7/2013 (contract date). All operating units have developed Management Plan for Criterion 4.8: All staff, workers, smallholders and the HCV and conservation area to protect from any contractors are appropriately trained. encroachment. Habitat protection includes prevention of disturbance by workers through awareness campaigns The Chaah Palm Oil Mill and Supply Base Estates have and regular patrols of the area. The Estates have annual training program that is based on a training need installed signboards at prominent areas to prohibit assessment carried out at the individual operating unit hunting, disturbance of protected areas and the lighting level for each work‐station/work type. The training of fires. Inspection of housing areas and interview of program includes staff, workers, contractor’s workers residents confirmed workers were aware of the and contractors. company policy that prohibits hunting and collecting activities. Monitoring is carried out by the security and It was noted that most of the trainings/briefings are staff in charge for the respective area. informal “on the job” instruction. Detailed records are maintained of formal training of individuals. The mill and Sime Darby implemented a program of tree planting to estate maintains records of informal and formal training enhance the habitat at the conservation areas for workers. Daily briefings are recorded in a note book throughout the company’s oil palm plantations. of the executives, mainly “on the job” instructions. Common species planted was Shorea sp.
PRINCIPLE 5: Environmental Responsibility and Criterion 5.3: Waste is reduced recycled, re-used and Conservation of Natural Resources and Biodiversity disposed of in an environmentally and socially responsible manner. Criterion 5.1: Aspects of plantation and mill management, including replanting, that have Chaah Palm Oil Mill and estates have identified waste environmental impacts are identified and plans to products and sources of pollution in the Environmental mitigate the negative impacts and promote the positive Impact Assessment. The source of waste categorized as ones are made, implemented and monitored to operational waste, schedule waste, clinical waste, demonstrate continuous improvement. recyclable waste (shell, fiber, EFB, Boiler ash, decanter cake etc), domestic waste. Inspection to estates Environmental Aspect and Impact Register is available at confirmed solid wastes were well controlled, with all the operating units. Palm Oil Mill reviewed consistent separation at source into recyclables and Environmental Aspect and Impact in July 2013. non‐recyclables. Solid wastes that cannot be recycled Environmental Aspect Impact review for the Chaah are disposed in a municipal land fill belongs to the local Certification Unit was conducted. Based on the review government. result Management Action Plans are developed and implemented as part of continuous improvement. Scheduled waste is managed well with designated storage area at the mill and each of the estates. The management of the impacts and the progress with However, the estates did not follow the 180 days in implementation of the improvements activities were accordance with the requirements of the Environmental checked during the field and document audit. Examples Quality Act 1974 (Scheduled Wastes), Regulations, 2005. of the improvement include maintaining of riparian A major nonconformity was raised under indicator 2.2.1 buffer zones, construction of oil traps, management of for noncompliance to the legal requirement (Refer to schedule waste etc. Criteria 2.1). The mill’s schedule waste disposal was through licensed collector approval letter from DOE.
Criterion 5.2: The status of rare, threatened or EFB, decanter cake and mill boiler ash are presently endangered species and high conservation value recycled to the field as mulching material. Majority of habitats if any, that exist in the plantation or that could the mill process waste materials are applied to the be affected by plantation or mill management, shall be estate closest to the mill due to transport costs. Mill identified and their conservation taken into account in effluent is treated in ponds. management plans and operations.
Ecologist from the PSQM team conducted initial HCV Criterion 5.4: Efficiency of energy use and use of assessment of the possible presence of HCVs within and renewable energy is maximised. adjacent to the estates in 2009. BSI audit team already The Mill monitors and reports monthly energy usage to assessed the HCV assessment in 2009 during the initial head office. The company has optimized the use of certification of the supply base. HCV Toolkit for Malaysia renewable energy as sighted in report books. The mill is by WWF – Malaysia was used for the HCV assessment. also purchasing shell to increase the utilization of There was an appropriate consultation process for renewable energy source. The average renewable identification, management and monitoring of HCVs. energy generated for the period January – December Conservation area is maintained mainly water-log and 2013 was 29KWh. Action plan was drawn to reduce the
Prepared by BSi Group Singapore Pte Ltd for Sime Darby Plantation Sdn Bhd RSPO 4th Surveillance Assessment Report – Chaah Palm oil Mill and Supply Base Page 10 fossil fuel usage by maximising the use of renewable government official, police, labour department, health energy. Fossil fuel is used only when there is no department, contractors and suppliers. processing. Based on the SIA findings and recommendation from the Criterion 5.5: Use of fire for waste disposal and for stakeholders, a timetable with responsibilities for preparing land for replanting is avoided except in mitigation and monitoring of the social impacts were specific situation, as identified in the ASEAN guidelines developed and reviewed as necessary. The assistant or other regional best practice. manager is responsible for the social issues and communication with the stakeholders. The company has a documented Zero Burn Policy. Inspection in the field confirmed no burning activities. Criterion 6.2: There are open and transparent methods SOP is in place to felled, chipped and mulched palms for communication and consultation between growers during future replanting. Visit to the landfill no evidence and/or millers, local communities and other affected or of burning waste. interested parties.
Criterion 5.6: Plans to reduce pollution and emissions, Communication and consultation procedure including greenhouse gases are developed, documented for external and internal communications implemented and monitored. under section 5 of the Mill Quality Management System and Section 5.5.3 of the Estate Quality Management The mill and estates Pollution Prevention Plan are System. This procedure was communicated to the documented in the Environmental Impacts Identification internal and external stakeholders during meeting. and Improvement Plan reviewed on 2/1/2014. Inspection confirmed the Mill and Estates have The mill and estate managers are responsible for implemented appropriate controls for preventing communication with local communities and other pollution from point source emissions to air and stakeholders. Since implementation of the procedure, discharges of wastewater. Smoke emission quality test communications are being consistently recorded. at the mill was done every 6 month in accordance to the Interview of local community representatives confirmed Environmental Quality (Clean Air) Regulation 1978. that they are able to take issues to the managers for Boiler is equipped with smoke density monitors and discussion and action. securely locked. The recorder room have latches to doors and only authorised personnel allowed to enter Management staff and has prepared a list of the recorder room. Quarterly returns to the DOE sent in stakeholders who were identified following the Social accordance with the Environmental Quality Regulations. Impact Assessment. A formal list of stakeholder has Assessment team viewed and satisfied that production been prepared consisting of local communities, of CPO figures and effluent discharge analysis were neighbouring estates, government offices, suppliers, correctly captured in the return. contractors, workers, NGO, consultants, banks, external Mill has boiler register which indicate the date of auditors complete with address, contact number and commission, cleaned, inspected and tested. The register persons in charge. Records are held on file List of is available and was checked during the document audit. Stakeholders. There is compliance with the requirement of the Factories and Machinery (Noise Exposure) (Regulations) Criterion 6.3: There is a mutually agreed and 1989. Monitoring of noise level at mill was done at the documented system for dealing with complaints and mill by DOSH certified competent person. grievances, which is implemented and accepted by all parties. PRINCIPLE 6: Responsible Consideration of Employees and of Individuals and Communities by Growers and A grievance procedure has been developed. The Millers “Grievance/Complaints” book is used to record all enquiries not only complaints and grievances. Inspection Criterion 6.1: Aspects of plantation and mill of the records indicated that the system resolved all management, including replanting, that have social disputes in a timely manner. Workers interview impacts are identified in a participatory way and plans confirmed that the procedure was implemented. There to mitigate the negative impacts and promote the were no disputes at the time of the audit. positive ones are made, implemented and monitored, to demonstrate continuous improvement. Criterion 6.4: Any negotiations concerning compensation for loss of legal or customary rights are SIA assessment was conducted by PSQM team members dealt with through a documented system that enables with social assessment background. Latest review indigenous peoples, local communities and other conducted in June 2013 and next due is in June 2014. stakeholders to express their views through their own representative institutions. The assessment was through meeting with the effected parties and stakeholders. Assessment also covered social Procedure for identifying legal and customary rights and amenities, environment, road users, employee changes, safety and health issues, surrounding communities, for identifying people entitled to compensation is available. Corporate Land Management and Legal
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Department will conduct assessment if there is any land Freedom of Association dated April 2008. Observation compensation issues detected. There is no legal was raised because the action was after meeting was not customary land issue found in the vicinity of the Chaah updated in the meeting minutes. Palm Oil Mill and Supply Base estates. Interview with local community leaders and elderly community Observation 1 (6.6.1): members confirmed that no outstanding land dispute in Cha'ah Mill: The Union meeting was done on 18/3/2014 this certification unit. and minutes available. Updating of the action taken and person in-charge was missing in the minutes of meeting. Criterion 6.5: Pay and conditions for employees and for North Labis Estate: Union meeting was schedule on employees of contractors always meet at least legal or 12/5/2014. Union meeting minutes will be followed up. industry minimum standards and are sufficient to provide decent living wages. Criterion 6.7: Children are not employed or exploited. Work by children is acceptable on family farms, under Pay and conditions are documented in the employment adult supervision and when not interfering with agreement between the company and workers and education programmes. Children are not exposed to calculated in line with the current minimum wage order. hazardous working conditions. Inspection of contracts of both local and foreign workers confirmed that pay and conditions are available. Inspection to employees’ work contract agreement Management has communicated to all workers that they confirmed that workers are above 18 years of age. Copy are paid as per Minimum Wage Order 2012. All workers of Identification Card for locals or passport for foreign are provided with annual leave and paid public holidays. worker is held together with the work contract. During field visit children were not observed at any of the The payslip shows basic wages, allowances, overtime working place at both mill and estate. payment and incentive are clearly written in local language which understood by the foreign workers from Criterion 6.8: Any form of discrimination based on race, Indonesia. Interview with workers in the field confirm caste, national origin, religion, disability, gender, that they understand the wage structure and details. sexual orientation, union membership, political Payslip for the month of January and February 2014 was affiliation or age is prohibited. checked and verified. Average gross pay is above RM900. A statement on Equal Opportunity Policy dated April 2008 includes statement on equal opportunity and fair Contracts of employment contains detail of payments treatment and any form of discrimination based on race, and conditions of employment (e.g. working hours, caste, national origin, religion, disability, gender, sexual deductions, overtime, sickness, holiday entitlement, orientation, union membership, political affiliation, or maternity leave, reasons for dismissal, period of notice, age, is prohibited. The policy is displayed at notice board etc) available in the language understood by the at muster ground in the mill and estates. Interview of workers. Those unable to read were explained to them male and female workers confirmed understanding and by the executives accompanied by the workers awareness of the policy. Male, female, local and representative. foreigners are paid equally based on Minimum Wage Order. Palm Oil Mill and estates provide adequate housing, water supplies, medical, educational and welfare Criterion 6.9: A Policy to prevent sexual harassment amenities in accordance with Workers’ Minimum and all other forms of violence against women and to Standard of Housing and Amenities Act 1990 (Act 446). protect their reproductive rights is developed and There is on-going upgrading of housing. Water is applied. supplied to workers housing through piping. The water tanks are provided for storage purpose. No deduction Sexual Harassment Policy is available for the whole Sime from wages of workers for water. The company have Darby Plantation group dated April 2008. Sexual transport standby 24hours to send employees and harassment complaint procedure communicated and dependents to hospitals. displayed on the notice boards. No harassment cases were reported. There were lot of activities schedule by Criterion 6.6: The employer respects the right of all Gender committee members. Female workers interview personnel to form and join trade unions of their choice confirmed understanding of the mechanism and no issue and to bargain collectively. Where the right to freedom was raised during the audit. The last gender committee of association and collective bargaining are restricted meeting for the Chaah Palm Oil Mill Complex was held. under law, the employer facilitates parallel means of independent and free association and bargaining for all Criterion 6.10: Growers and mills deal fairly and such personnel. transparently with smallholders and other local businesses. National Union Plantation Workers was formed by the workers. Latest meeting was conducted on There are no traders or smallholders dealing with the 18/3/2014 attended by 16 representatives. Workers palm oil mill. Pricing mechanism for FFB is not applicable have freedom to join the workers union. Policy on because all the FFB are from own company estates.
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Interview confirmed that contractors/suppliers and Water Company (Syarikat Air Johor) was fixing the pipes workers understand contractual agreement and stated along the village road leading to the estate. All the that the contract is transparent and fair. The company operating units have an informal system to capture the has standard term and condition of contract agreement. performance and expenditure in social and Interview of contractors and workers confirmed environmental aspects through the annual budget and payment is made promptly. Inspection to the monthly reports. “Grievance Book” indicated no complaint was raised in relation to processing of the payment. 3.2 Detailed Identified Nonconformities, Corrective Actions and Auditor Conclusions Criterion 6.11: Growers and millers contribute to local sustainable development wherever appropriate. During the ASA4 assessment there were three major nonconformities were raised. There were two Contributions are regularly made to school activities and observations raised as an area for improvement. community activities. This was confirmed by school teachers and local community during interview. Chaah Palm Oil Mill and Supply Base Estates submitted Company also allow access to local community to access Corrective Action Plans for all the nonconformities. The through the estate roads. Consultations with the local implementation of the corrective action plans to address communities are held to encourage them to highlight the major nonconformity raised during the ASA4 was and suggest any activities for local community verified through desk top document assessment. development. Document verification and interview with the PSQM executives reveal that the corrective actions were Principle 7: Responsible Development of New Plantings addressed and implemented. Evidence for the implementation were followed up and verified. The All the Supply Base Estates in Chaah Palm Oil Mill Major nonconformities were closed on 26 May 2014. Certification Unit did not carried out any new oil palm developments and there are no plans for expansion of Corrective actions plans with respect to the previous plantings. The immature area are replanted palms. nonconformities raised during the ASA3 have been Therefore Principle 7 is not applicable to this followed up and reviewed by the BSI audit team and Assessment. found to be effectively addressing the nonconformities. All the previous nonconformities remain closed. PRINCIPLE 8: Commitment to Continuous Improvement in Key Areas of Activity Major Nonconformity Ref. 1047140M0: Major nonconformity against Criterion 8.1: Growers and millers regularly monitor indicator 2.1.1: Evidence of compliance with legal and review their activities and develop and implement requirements. action plans that allow demonstrable continuous At North Labis Estate, Storage of schedule waste has improvement in key operations. exceeded 180 days storage limit. Schedule waste was not disposed as per EQA 1974 (Schedule Wastes) Both estates are not using any class 1a pesticides and Regulations, 2005. Visit to the schedule waste store on paraquat. All the operating units committed and 24/4/2014 found that schedule waste (SW 409 - used stopped using paraquat. The management continue to chemical containers) has been stored more than 180 use biological methods to control pest through barn owl days. Record review shows that the last disposal of SW for rat control and beneficial plants for leaf eating pest 409 was on 26/4/2013. control. The significant environmental impacts of the operations were identified. An Environmental Impact Corrective Action Plan and Close out evidence: Management details the impact mitigation measures The operating unit submitted corrective action plans and actions required to improve environmental which BSI Audit team conducted review and accepted performance for the identified significant impacts. The the corrective action plan. The evidence of management has identified waste generation as one of implementation was received on 15/5/2014. BSI audit its significant impacts to environment. Program has been team conducted document assessment on the evidence developed and implemented to encourage segregation submitted. The implementation evidence was accepted of all wastes at source and recycling of materials where on 26/5/2014. The corrective action plan and evidence practical. The effort is started with segregation at all the as follows: administrative buildings. Pollution Preventive Plans have • Estates engage DOE-licensed Schedule Waste (SW) been prepared for the mill and estates. collector to collect the Schedule waste. • Management provide training for the Person In Charge Social impacts associated with operations have been of the schedule waste management. prepared and an Improvement Action Plan for mitigation • Management conduct awareness training for schedule of negative social impacts is available. This Action Plan is waste management to all staff. aimed at addressing the identified significant social The corrective action plans were appropriately impacts. An example is the building of new housing and implemented. The empty containers were disposed connection of water supply from the government source through authorised collector on 5/5/2014. Total of 162 which was in progress during the assessment. The Johor empty containers disposed. The store clerk was
Prepared by BSi Group Singapore Pte Ltd for Sime Darby Plantation Sdn Bhd RSPO 4th Surveillance Assessment Report – Chaah Palm oil Mill and Supply Base Page 13 appointed as the person-in-charge to ensure the empty Jernih Insurance Berhad. The nonconformity was closed containers are disposed as per requirements. The major on 26/05/2014. nonconformity was closed on 26/5/2014. Minor Nonconformities Ref. 1047140M4: Major nonconformity against There was no minor nonconformity found during the indicator 4.6.5: Annual medical surveillance as per ASA4. CHRA for plantation pesticide operators.
At North Labis estate annual medical surveillance not Observation/Opportunity for improvement conducted for oil palm nursery pesticide handlers. Interview with the nursery mandor and operator and There were two Observations/Opportunities for document review on 24/2/2014 found that annual improvements were identified. The progress with the medical surveillance was not conducted for the past 12 Observations/Opportunities for Improvement will be months for the two employees who handle pesticide in followed up at the next Re-Certification Assessment. The the nursery. details of the observations are as per below: Observation 1 (6.6.1): Corrective Action Plan and Close out evidence: Cha'ah Mill: The Union meeting was done on 18/3/2014 The operating unit submitted corrective action plans and minutes available. Updating of the action taken and which BSI Audit team conducted review and accepted person in-charge was missing in the minutes of meeting. the corrective action plan. The evidence of North Labis Estate: Union meeting was schedule on implementation was received on 15/5/2014. BSI audit 12/5/2014. Union meeting minutes will be followed up. team conducted document assessment on the evidence Observation 2 (4.6.4): submitted. The implementation evidence was accepted Cha'ah Estate: All the MSDS are available. However, on 26/5/2014. some are in English.
BSI audit team found that the corrective action plans 3.3 Status of Nonconformities Previously Identified were appropriately implemented. Medical surveillance was conducted on 25/4/2014. Medical report was Previous minor nonconformities CR08 was followed up received on 2/5/2014. Medical surveillance was during the ASA4 and the corrective action plans were conducted by occupational doctor (Registration number implemented. The minor nonconformities were closed HQ/08/DOC/00/545). Both employees fit to continue on 25/04/2014. work. After further review of the relevant documents, the major nonconformity was appropriately closed on CR08: Minor compliance indicator 5.3.2 Having 26/5/2014. Routine plan available. identified waste and pollutants, an operational plan should be developed and implemented, to avoid or Ref. 1047140M5: Major nonconformity against reduce pollution. indicator 4.7.3: Workers should be covered by accident A nonconformity was assigned because follow up of insurance. observation 07 identified during ASA2 found no action Workman Compensation Insurance for contractor's had been taken to prevent ash and fibre from entering workers not available. During the document audit on the drain. The observation was upgraded to 24/4/2014, it was found that workman compensation nonconformity against this minor compliance indicator. insurance for workers under the FFB Harvesting Contractor Gemilang Enterprise was not available as per Corrective Action and close out implementation: the contract term and condition section (K) dated The leakages at the boiler body that resulted in ash 1/7/2013 (contract date). coming out remain patched by the maintenance team. Damaged drain cover repaired and replaced to prevent Corrective Action Plan and Close out evidence: debris from entering the drain. Monitoring of the boiler The operating unit submitted corrective action plans ash area carried out by the foreman on weekly basis. which BSI Audit team conducted review and accepted Site Visit during the ASA4 found that all the plans were the corrective action plan. The evidence of effectively implemented and the nonconformity was implementation was received on 25/4/2014 immediately closed on 25/04/2014 after the closing meeting. BSI audit team conducted document assessment on the evidence submitted. The Observation implementation evidence was accepted on 2/5/2014 01 (2.1.1) Chaah mill labour department approval of after receiving the complete corrective action plans. The extension to the number of overtime hurs worked each corrective action plan and evidence as follows: The month will expire on 30.11.2013. It is important to management realised that the copy of the insurance ensure sufficient time to complete the renewal process. policy is not kept at the estate. The management ASA4: The extension was renewed and valid. contacted the contractor for the copy of the insurance policy. The copy of the insurance policy was submitted 02 (4.4.1) At Chaah estate, the sample of palms to the BSI audit team at the end of closing meeting. The inspected along sungai sayong showed consistent BSI audit team checked and verified all the information protection of buffer zone, ut small stream near the club, on the insurance policy. The insurance master policy there was evidence of some palm circle sprayed within number W0235980 valid until 29/05/2015, issued by Ace
Prepared by BSi Group Singapore Pte Ltd for Sime Darby Plantation Sdn Bhd RSPO 4th Surveillance Assessment Report – Chaah Palm oil Mill and Supply Base Page 14 the buffer boundary. Company Response: The management will continue to ASA4: Visit to the site confirm no over spraying. comply with the minimum wage. Auditor comments: No further action required. 03 (4.4.5) The mill water treatment plant operator had b) Village Representative: There is no land dispute or not reported a badly leaking gland seal on transfer pump other grievances. Good relationship is maintained. #1. Company Response: The management will maintain the ASA4: No leaking issues noted during this visit. good relationship. Auditor comments: No issues. 04 (4.6.1): At Chaah estate, the accuracy of measuring c) Contractors: Payment is prompt as per agreed pesticide concentrate could be improved by using contract. No other issues. laboratory grade plastic measuring cylinders to eliminate d) School teacher: Management always support school parallax error. activities. The relationship is good. No other issues. ASA4: The estate has replaced the measuring tools to f) Foreign workers representative: No issue regarding plastic measuring cylinders. pay and condition of work. He highlighted that they are treated equally. All foreign workers have access to 05 (4.6.3) Two instances were found of pesticide not management similar to local workers. being stored in accordance with the application Company response: The management treat all regulation. At Chaah estate there was an unlabelled 20 employees equally and no discrimination. The workforce litre container stated contains a mixture of diesel and is treated as an asset for long term success. malathion. Simapng Kiri estate two containers were in Auditor comments: No disputes were highlighted by general store. foreign workers interviewed during field visit. ASA4: No any misplaced containers found during this 4.0 CERTIFIED ORGANISATION’S ACKNOWLEDGEMENT visit. OF INTERNAL RESPONSIBILITY 06 (4.7.1) There was no record of First Aid training being 4.1 Date of Re- Certification Assessment carried out for the mill employees since 2009. ASA4: First training conducted by the hospital assistant The re-certification assessment will be scheduled within to the first aiders. 12-9 months from the ASA4.
Noteworthy Positive and Negative Components 4.2 Date of Closing Nonconformities (Major and Minor) The Mill is ensures minimum downtime and to reduce maintenance cost. Safety sign are clearly marked with CAR Ref. CLASS ISSUED STATUS walkways. CR01 2.1.1 Major 29/6/2009 Closed 06/07/2010 The Mill is maximizing renewable fuel use by fully CR02 4.4.1 Major 29/6/2009 Closed 06/07/2010 utilizing shell and fiber. CR03 5.2.2 Major 29/6/2009 Closed 06/07/2010 CR04 4.3.2 Minor 29/6/2009 Closed 19/12/2011 CR05 5.2.2 Major 12/07/2012 Closed 10/09/2012 As per Sime Darby’s Group practice, riparian buffer CR06 5.2.3 Minor 12/07/2012 Closed 03/05/2013 zones are consistently maintained. CR07 6.1.3 Minor Upgraded to Major 12/07/2012 Closed 02/07/2013 03/05/2013 Training of the workers and staff remain as high priority CR08 5.3.2 Minor 03/05/2013 Closed 5/04/2014 in health and safety aspects beside on the job training. 1047140M0 Major 25/04/2014 Closed 26/05/2014 2.1.1 3.4 Issues Raised By Stakeholders and Findings 1047140M4 Major. 25/04/2014 Closed 26/05/2014 4.6.5 with Respect To Each Issue 1047140M5 Major 25/04/2014 Closed 4.7.3 26/05/2014 During this assessment, the majority of stakeholders had positive comments about Chaah Palm oil Mill and Supply Base estates. The detail of stakeholders’ feedback is provided in each criterion as part of this summary report. a) Representative from Labour Union: Representative from Labour Union highlighted that all operating units comply with labour requirement and minimum wage.
Prepared by BSi Group Singapore Pte Ltd for Sime Darby Plantation Sdn Bhd RSPO 4th Surveillance Assessment Report – Chaah Palm oil Mill and Supply Base Page 3
Prepared by BSi Group Singapore Pte Ltd for Sime Darby Plantation Sdn Bhd
Appendix A: Sime Darby Plantation Sdn Bhd – Chaah Palm Oil Mill Certification Unit’s RSPO Certificate Details
Sime Darby Plantation Sdn Bhd Strategic Operating Unit (SOU) 20, SOU 20 - Chaah Palm Oil Mill, Batu Pahat, Johor, Malaysia. Website: http://plantation.simedarby.com
BSI RSPO Certificate №: SPO 548299 Applicable Standards: RSPO Certification System June 2007 (revised March 2011); RSPO P&C MY- NIWG 2010; Annex 4: Procedure for Annual Surveillance Assessment; RSPO Supply Chain Certification Standard: November 2011, Module D – CPO Mills: Segregation.
Chaah Palm Oil Mill and Supply Base Location Batu Pahat, Johor, Malaysia. Address Strategic Operating Unit (SOU) 20, Chaah Palm Oil Mill, Batu Pahat, Johor, Malaysia. GPS 102° 59’ 47.6772 E ; 2° 10’ 40.8468” N CPO Tonnage Total Production (Certified) 28,723 PK Tonnage Total Production(Certified) 7,522 Company Estate FFB Tonnage (Certified) 136,780 Estates FFB Tonnage (Certified) Chaah Estate 68,915 North Labis Estate 32,902 Simpang Kiri Estate 34,963
Appendix B: Assessment Programme
Date Time Subjects Senniah Muhd Haris Monday AM Travel to site. √ √ 21/4/2014 PM Meeting up with Stakeholders. Tuesday 08.30 – 09.00 Opening Meeting: √ √ 22/4/2014 Presentation by the Estate and mill managers Presentation by Audit team leader. Confirmation of assessment scope and finalize Audit plan (including stakeholder’s consultation). 09.00 – 12.00 Cha’ah Palm Oil Mill Inspection: FFB receiving, warehouse, √ √ workshop, wastes management, Effluent Ponds, OSH, Environment issues, POME application, water treatment, staff, workers and contractor interview, housing and facility inspection. 12.00 – 13.00 Lunch √ √ 13.00 – 17.00 Cha’ah Palm Oil Mill: Document Audit, SOPs, Supply chain for √ √ CPO mill, Review on SEIA documents and records, wage records, employee data, training records, permits, mill inspection records, etc.
Date Time Subjects Senniah Muhd Haris Wednesday 08.30 – 12.00 Cha’ah Estate √ - 23/4/2014 Field visit, boundary inspection, fertiliser application, field spraying, harvesting, workers interview, buffer zone, HCV area, Office, workshop, worker housing, clinic, Landfill, Chemical store and mixing, etc. 09.00 – 12.00 Meeting with stakeholders (Government, village rep, - √ smallholders, Union Leader, contractor etc.) 12.00 – 13.00 Lunch √ √
13.00 – 17.00 Cha’ah Estate √ √ Document review (General Documentation e.g. Legal, Manual and Procedure, HCV identification, SEIA documents, Health and Safety, Time bound plan verification, review pay documents etc). 8.30 – 12.00 North Labis Estate √ √ Thursday Field visit, boundary inspection, fertiliser application, field 24/4/2014 spraying, harvesting, workers interview, buffer zone, HCV area, Office, workshop, worker housing, clinic, Landfill, Chemical store, mixing, etc. 12.00 – 13.00 Lunch √ √ 13.00 – 17.30 North Labis Estate √ √ Document review (General Documentation e.g. Legal, Manual and Procedure, HCV identification, SEIA documents, Health and Safety, review pay documents etc). Friday 8.30 – 12.00 Continue Supply Chain audit and Verify any outstanding issues. √ √ 25/4/2014 12.00 – 14.30 Lunch and Friday Prayers. √ √ 14.30 – 16.30 Prepare for closing meeting √ √ Closing meeting.
Appendix C: List of Stakeholders Contacted
Internal Stakeholders External Stakeholders Managers and Assistants Head of the Villages Village Representative Male Mill Staff/Workers Mosque Committee Foreman Contractors Female Mill Staff/Workers General Supplier Weighbridge Clerk Foreign Worker Field workers Male and Female Estate workers Hospital Assistant Lab Assistant Union Representatives Gender Committee Representative Boiler operators Engine room operators Store clerk Staff and Workers at workshop
Government Departments Workers Union and Representative Labour Department NUPW Representative Police Representative AMESU Representative School Teacher Foreign Workers Representative
Appendix D: Chaah Palm Oil Mill Supply Chain Assessment (Module D: Segregation)
Requirements Compliance D.1. Documented procedures D.1.1 The facility shall have written procedures and/or work Chaah palm oil mill have written documented procedures for the chain of custody instructions to ensure implementation of all the elements with SG and MB model covering certified and non certified FFB. The mill manager specified for Segregation (SG) supply chain requirements. has the responsibility to ensure implementation. During the audit only the SG a) Complete and up to date procedures covering the model used because only certified FFB is processed at the moment. However, the implementation of all the elements. palm oil mill also have the system in place to use Mass Balance model through b) The name of the person having overall responsibility for either down grading the SG to MB or through purchasing non certified FFB in the and authority over the implementation of these requirements future. and compliance with all applicable requirements. This person shall be able to demonstrate awareness of the facilities procedures for the implementation of this standard. D.1.2 The facility shall have documented procedures for Chaah mill has documented procedures for the incoming FFB, processing and receiving and processing certified and non-certified FFBs. outgoing palm products (CPO and PK). System available to make marking on the receiving documents to differentiate the certified and non-certified FFB received. Only certified FFB received. D.2. Purchasing and goods in D.2.1 The facility shall verify and document the volumes of Daily records are prepared at the entry point at the weighbridge. Daily summary certified and non-certified FFBs received. and monthly summary documented for all the certified and non cetified FFB. Records verified by internal and external audit. Only certified FFB received. D.2.2 The facility shall inform the CB immediately if there is a The facilities aware of this procedure. The facility informed about the projected overproduction. overproduction which was achieved due to the higher OER achieved. The facility did not perform any overselling of certified product. No transaction in eTrace. D.3. Record keeping D.3.1 The facility shall maintain accurate, complete, up-to- Daily records are prepared at the entry point at the weighbridge. Daily summary date and accessible records and reports covering all aspects of and monthly summary documented for all the certified FFB. Records verified by certified and noncertified palm products. internal and external audit. Only certified FFB received. D.3.2 Retention times for all records and reports shall be at The retention period is specified as five years and financial documents retained least five (5) years longer based on the local regulation requirement. D.3.3 The facility shall record and balance all receipts of RSPO All the inventory records are maintained and updated on daily basis and monthly certified FFB and deliveries of RSPO certified CPO, PKO and report shows monthly inventory. No PKO and Palm kernel meal at Chaah mill. PK is palm kernel meal on a three-monthly basis. sold to Sime Darby’s subsidiary kernel crushing plant. D.3.4 The following trade names should be used and specified System in place to indicate CPO/Segregated on the documents related to the supply in relevant documents, e.g. purchase and sales contracts, e.g. chain. *product name*/SG or Segregated. The supply chain model used should be clearly indicated. D.4. Sales and goods out D.4.1 The facility shall ensure that all sales invoices issued for Until the moment of this ASA4, no certified palm oil sold through eTrace. RSPO certified products delivered include the following Conventional CPO sold to Sime Future Trading. This information was verified in the information eTrace. Sales of GreenPalm certificate was sold as a group rather than individual mill. Sample of existing sales documents were checked and found that sales documents include required information and comply to the requirement. The information on the documents are: (a) The name and address of the buyer Name and address of buyer written on the existing invoice. i.e. Sime Future Trading Sdn Bhd, Kuala Langat, Selangor. (b) The date on which the invoice was issued Date is written on all dispatch and relevant documents (c) A description of the product, including the applicable System in place to write product description and supply chain model is written as supply chain model (Segregated) CPO/Segregated.
(d) The quantity of the products delivered Quantity in tone. (e) Reference to related transport documentation Weighbridge documents and D/O includes all the transport references. D.5. Processing D.5.1 The facility shall assure and verify through clear During this assessment it was confirmed that only certified source of FFB from own procedures and record keeping that the RSPO certified palm plantation is processed. This ensures that there is no possibility of mixing during oil is kept segregated from non certified material including processing. during transport and storage and be able to demonstrate that is has taken all reasonable measures to ensure that contamination is avoided. The objective is for 100 % segregated material to be reached. The systems should guarantee the minimum standard of 95 % segregated physical material9; up to 5 % contamination is allowed D.5.2 The facility shall provide documented proof that the Processing and storage records can trace back to only certified segregated raw RSPO certified palm oil can be traced back to only certified material (FFB) and finish product (CPO and PK).
segregated material. D.5.3 In cases where a mill outsources activities to an There is no outsourcing activity directly handled by the mill. The kernel is sold to a independent palm kernel crush, the crush still falls under the subsidiary kernel crushing plant belong to Sime Darby Group. The kernel crushing responsibility of the mill and does not need to be separately plant have own supply chain certificate and it is independent from the mill. certified. The mill has to ensure that: The crush operator conforms to these requirements for segregation The crush is covered through a signed and enforceable agreement D.6 Training D.6.1 The facility shall provide the training for all staff as Staffs in the weighbridge, inventory, storage and processing, document control required implementing the requirements of the Supply Chain have attended training. Training was conducted on 7 March 2014. Certification Systems. D.7. Claims D.7.1 The facility shall only make claims regarding the use of No claims made because the CPO is delivered/sold to downstream refineries. or support of RSPO certified palm oil that are in compliance with the RSPO Rules for Communications and Claims.
Actual Certified Palm Production - 01 April 2013 - 31 March 2014 (ASA3)
MILL CAPACITY CPO PK Chaah Palm Oil Mill 30 mt/hr 26,761 5,725
Actual Sales of Certified Palm Products - 01 April 2013 - 31 March 2014 (ASA3)
MILL Certified CPO Sales Certified PK Sales Remarks Chaah Palm Oil Mill NIL NIL No sales of certified palm products through eTrace system.
Actual Certified FFB Received Monthly - 01 April 2013 - 31 March 2014
Month Chaah North Labis Simpang Kiri Total FFB/Month April 2013 2,959 3,766 1,688 8,413 May 2013 3,217 3,105 1,678 8,000 June 2013 4,633 1,728 2,097 8,458 July 2013 5,588 1,425 2,650 9,663 August 2013 6,437 1,954 2,838 11,229 Sept. 2013 8,142 2,147 3,702 13,991 Oct. 2013 9,406 2,791 3,308 15,505 Nov. 2013 7,296 2,654 2,557 12,507 Dec. 2013 5,241 2,956 1,910 10,107 January 2014 5,269 2,819 1,916 10,004 February 2014 3,581 2,496 1,470 7,547 March 2014 2,350 2,112 1,098 5,560 Total 64,119 29,953 26,912 120,984
Appendix E
Chaah Estate Field Map with location of the Chaah Palm Oil Mill
Appendix F
North Labis Estate field map
Appendix G: Sime Darby Plantation Time bound Plan
certification Status Malaysia Indonesia Status during ASA03
Certified as of March 2014 34 Certification units 24 Certification units Total Certified: 58
Undergoing Certification Process - 1 Certification Unit Certification on-going: 1
RSPO EB Review - - -
Total 34 Certification units 25 Certification units 59 Certification units