Sl.

No.

Agenda Points

Details of discussions & decisions/directions

Remarks/responsibility

1.       

Review of the last MOM (SMR)

Not applicable

This is the first management review meeting of the SA 8000:2001 system implemented at Le Shark and hence this point is not applicable.

2.       

Review of SA 8000 policy

This is the first review, the policy is found to be acceptable, as it is and no changes were considered necessary.

SMR indicated that the communication of the policy to employees was being facilitated by display in various locations, display on notice boards etc. To communicate the policy to outsiders, the policy was displayed at the security office at the entrance of the factory. Also the policy was sent to all interested parties and those associated with le shark through email.

3.       

Review of the procedures and systems and appropriate changes as a result of changes in work practices or changes in relevant statutes

Policy, Procedures and systems were reviewed through internal audit and performance results. The adequacy, suitability and continuing effectiveness of the same are found to be meeting the standard as well as company’s requirements. AO indicated that there was a change in the minimum wages as per law and this had been implemented.

4.       

Review of the effectiveness of the systems and procedures

SMR informed that the Policy, system and procedures are implemented and their continuing effectiveness of the same is found to be meeting the standard and company’s requirements. 

Child labour: The AO indicated that no instance of child labour was reported in organization during the period prior to the management review. The SMR also indicated that during the Internal audit also no instances of child labour were found. He indicated that in some cases, the personal files did not have appropriate age proof records as many of the employees are coming districts far away from tirupur.

Forced labour: AO indicated that no form of forced labour was being practiced in Le Shark. SMR informed that no forced labour was found during the internal audits.

Health & safety: The Health & Safety Representative indicated that there were no major issues pertaining to health & safety. AO also indicated that notices pertaining to health and safety had been put up all over the facility especially explaining the purpose and need of using Personal Protective Equipment. AO also indicated that a rest room for employees was being built along with a crèche for children. Both would be ready by the 15^th of July. The AO indicated that the last Fire Drill Evacuation was conducted on 23-04-2005. The evacuation was carried out with out any untoward incident.

Freedom of Association & Collective bargaining: See section on committee meetings.

Disciplinary action: AO discussed that no major disciplinary action was taken and all action initiated was recorded and available.

Discrimination: AO indicated that no case of discrimination was found in the facility. SMR also indicated that there was no case of discrimination identified during internal audits.

Remuneration: AO and SMR indicated that there were no issues with remuneration. OT was being paid at a premium. AO indicated that there were some cases were employees were not being covered under ESI & PF due to floating of labour.

Working hours: AO indicated that working hours were within limits. The OT hours were regulated and only an OT of one hour was being worked.

Management Systems:   AO indicated that the SA 8000 policy was displayed in all sections and the workers were distributed handbooks containing the policy.  It was decided to convey that from the next MRM onwards, the same should be circulated to the interested parties and suppliers through mail or writeups. The SMR declared that all the company representatives are effectively completing their responsibilities by good planning.  SMR indicated that the control of suppliers on the basis of SA 8000 requirements need to be reviewed every six months.  SMR wanted all non-conformance clauses to be cleared at the earliest without any delay in the future.  As far as outside communication was concerned, SMR felt that creating a web site would be the best way and asked AO to complete the same within the next six months.  Also he instructed that any time to give access to all records and required information to all interested parties.

HRD Asst Sadhana was made responsible to collect all the age proof records which were found missing in the file.  The target date for the same was given as 15-05-2005.

MD indicated that the nurse should prepare a summary of the injuries and treatment given on a monthly basis. The tracking should also identify how many injuries were related to the workplace and how many were related to external issues such as fever and cold.

It was decided that in future the place where the trigger was activated was also to be recorded. AO indicated that he would ensure that in future drills this would be recorded.

It was decided that the workers who work for a period of a minimum three months should be covered under ESI and PF so as to create stability of workforce. Vipul the operations manager has been made responsible to see to that the coverage is maintained.

5.       

Review of training and awareness programs.

AO indicated that the SA 8000 Awareness and SA 8000 internal auditor-training program has been conducted. Apart from this AO indicated that as part of induction process, SA 8000 related training was also provided to workers.

6.       

Review of conformance of suppliers.

AO indicated that SA 8000 questionnaire had been sent to suppliers and reports of visits to suppliers was also available.

It was found that all major suppliers have sent back the questionnaire and all other sub suppliers and sub contractors are also filling up the questionnaire and returning them back.  Others who have not returned back the questionnaire have been contacted over phone as well as personally to return back the filled in questionnaire.

7.       

Review of external communication received

AO indicated that no external communication pertaining to the SA 8000 system was received. To facilitate such communication, a communication register was placed at the security office of the factory for visitors and for others a web site for planned in the near future.

AO was made responsible to create such a site within the next six months.

8.       

Review of non-conformance raised during internal audits

SMR indicated that the 4 NC’s raised during the internal audit on 11/02/05 had been closed and corrective action as applicable had been taken. The next internal audit was planned in the month of August 05

9.       

Review of committee meetings

Anti Sexual harassment committee meeting minutes: The AO indicated that the last meeting was held on 11-04-2005. The meeting was attended by the MD, other staff and by representatives from among the women employees. He said that there were no cases of sexual harassment reported in the company. The members indicated that a separate ‘Q’ system for the ladies in the canteen would be required. The MD agreed to this request and instructed the AO to ensure that necessary arrangements were made. The meeting concluded with a decision to reconvene again on the 26^th of May 2005.

Canteen committee meeting minutes: The last meeting of the Canteen committee was held on 07/05/05 in the canteen and attended by the members as indicated in the records. The AO indicated that actions had been initiated on the points raised in the meetings.

Workers committee meeting: The last workers committee meeting was held on the 15^th of April 2005. The points raised in the meeting was also reviewed and pending points noted in the Management Review Register.

AO was asked to implement the Q system immediately in the canteen.

The MD instructed that the proposed date of completion of the actions must also be recorded so that this can be tracked.

MD indicated that on quarterly basis, the pending points should be summarized and presented for review and tracking purpose.