Effective date 12102009 Page 1/6 Respected All, The 12 th Management Review Meeting has been conducted on 05 th NOV, 2014 at 11:00 AM in Conference Room based on Social Compliance System SA 8000 standard, in which all participants discussed the Social Accountability System requirement. The members of meeting discussed the agenda points and following person were presents: Name of Member Designation? Mr. Nadeem Naz Executive Director? Mr. Amjad Ali Sr. Manager H.R. Admin? Mr. Rab Nawaz General Manager Administration? Mr. Muhammad Sulman Assistant Weaving Manager? Mr. Muhammad Ather Assistant Weaving Manager? Mr. Muhammad Farooq Sr. H.R. Officer? Mr. Muhammad Shabir Admin Officer? Mr. Muhammad Saleem Sr. Cloth Checker? Mr. Akhtar Ullah Sr. Cloth Checker? Mr. Boota Sr. Weaving Foreman Sr. # Agenda Details of discussions & decisions/directions Responsibility 1 Review of previous Management Review / Decisions 11 th Management Review Meeting has done in the month of 29MAY2014. In the Last MR Meeting No NCs. So this topic not discusses. 2 Internal Audit Results In the 12 th Internal audit of SA8000 audit Results are satisfactory & no followup required. 1 Miner NC observed. After CA/PA NCs were closed properly. The next internal audit was planned in the month of FEB, 2015 3 Review of nonconformance raised during internal audits During the Internal audit NC. Were reviewed and found proper action have been done. Related to these nonconformities corrective action taken and found satisfactory. 4 Review of the procedures and systems 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.
Effective date 12102009 Page 2/6 5 Review of SA 8000 policies / Procedure Review the all policies and Procedure related to SA8000 standard. Remuneration Policy is updated as per Govt. revise the minimum wages. Procedure also update like Health & Safety, company profile and BNW etc. All revised document mentioned in the master list of documents. Sr. Admin Manager indicated that the communication of the policy to employees was being facilitated by display in various locations, Social Policy display on notice board. To communicate the policy to outsiders, the policy was displayed outside the Main gate and Company Policies of SA8000 was displayed inside the entrance of the factory. 6 SA8000 (Elements) Review of the effectiveness of the systems and procedures Also company policies related to SA8000, results of Internal Audit and Management review Meeting also available on DFL web site http://sapphire.com.pk\dfl for interested parties. Sr. Admin Manager 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. 6.1 Child Labour Sr. Admin Manager informed the committee members about the child labour policy at Diamond Fabrics Ltd. that no one is hired below the age of 18 years and proof of age i.e. CNIC copy is taken and placed in the Employees personal file. 6.2 Forced labour Sr. Admin Manager highlighted the forced labour policy which is also displayed near the Main gate as well as training provided to all the personnel s regarding the same. Admin Officer also told the participants about the complaint procedure Sr. H.R. Officer indicated that no form of forced labour was being practiced in Diamond Fabrics Ltd. H.R. Officer also informed that no forced labour was found during the internal audits.
Effective date 12102009 Page 3/6 6.3 Health & Safety The Health & Safety Representative indicated that there were no major issues pertaining to health & safety. H&S Manager 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 like dust Mask, Ear Plug, Goggles, Rubber Shoes, Leather Shoes, Helmet and Safety Shoes. The Evacuation plan was displayed at all the floors and floors are also marked with Yellow Line. The personnel s were made aware about the same. H.R. Officer indicate the Management Review meeting members that in the DFL Fire Alarming Monitoring system is installed in both unit entrance and Mills gate, which indicate the department where hazard occurred. The Health & safety representative indicated that the last Fire Drill Evacuation has planned in the month of June. The evacuation was carried out with out any untoward incident. The Pictorial record of fire drills also available and also Health and safety training provided to employees. Fire Safety equipment i.e. Fire Extinguishers, Fire Buckets, Fire Hydrant system & fire alarm system was reviewed and found OK. Fire Alarm, Fire extinguisher and fire buckets not fount in bachelor colony No. 5. NC1 Risk Assessment Security 6.4 Freedom of Association & Collective bargaining As per last year incidents of accidents in Pakistan and in other countries the risk assessment is of prime important so in every management review meeting, it is compulsory to discuss as per advisory 18. Now non routine activities and all departments have been included in the Risk Assessment. Risk assessment has reviewed on six monthly bases. It was discussed that security is very important factor of our factory. CCTV cameras installation will be increased in all relevant monitor areas we were developed centralized CCTV Room and decided 1 more camera installed at Main Gait entrance. Admin Officer told all the participants that management respect the right s as mentioned under the labour laws, all the workers are free to form and join any trade union or use alternative methods means worker committee. Admin Officer told that the workers have elected their representative from departments by hand show method.
Effective date 12102009 Page 4/6 6.5 Discrimination Sr. Admin Manager explained to all the participants about the discrimination policy and also informed that management treats all the employees with dignity and respect. We promote equal employment opportunity and hire on basis of merit, and provide equal chance to every employee to perform and their promotion done on their performance. H.R. Officer indicated that no case of discrimination was found in the facility. He also indicated that there was no case of discrimination identified during internal audits. 6.6 Disciplinary Practices 6.7 Working Hours Admin Officer discussed that no major disciplinary action was taken and all action initiated was recorded and available. We ensure the working hours must be as per government local law. In our company we have effective and transparent attendance system for record In / Out time of the employee through Finger Scanning / Solotech face scanning Machines installed at Mills Gate and our system directly pool data in the HRMS System. Sr. H.R. officer inform to the Management that we face some problems the some workers fingers not scanned due to some reasons, dusty / oily hand & regular working in cloth in folding department. The management of DFL has decided to solve these scanning issues move from finger scanning machine to Solotech Face reader. Manager H.R. indicated that working hours were within limits. The overtime payment to employees on the bases of computerized attendance system reports 6.8 Remuneration Admin Officer told the participants about the minimum wage policy and told that all the personnel shall get at least the minimum wage however Manager H.R told we are working to determine the basic need wage. It was discussed that workforce is very valuable asset of the factory, it was agreed by the management to treat every employee equal and avoid favoritism to any employee of this factory and the assessment of any person should be done on their past performance. All bonus, promotions and up gradation of grades is based on their performance. It was discussed that company will ensure minimum wages Rs. 12000/ to all employees as per law. Including contractors. Admin Officer indicated that there were no issues with remuneration.
Effective date 12102009 Page 5/6 6.9 Management System Manage H.R indicated that the SA 8000 policy was displayed at Mills entrances in all sections and the workers were provide an awareness sessions regarding the policy. The same Policies are also available at web site of DFL http://sapphire.com.pk/dfl for the interested parties for their awareness. The Manager H.R declared that all the company representatives are effectively meeting their responsibilities by good planning. Manager H.R indicated that the control of suppliers on the basis of SA 8000 requirements needs to be reviewed on six monthly bases. 7. Suggestion / Complaints of Worker Complaint Register was presented by Admin Officer and was reviewed. Complaints were received related to canteen, Hotel, Colony Barber Shop & colony shop. These complaints are solved properly. However it was mentioned in training sessions that any employee can use Suggestion/Complaints Box for their suggestions / Complaints Complaint Register was reviewed. However, employees of DFL are happy due to the facilities provided in residential area. 8. Canteen Food Quality / Drinking Water Canteen food quality & availability of drinking water in mills and colony also reviewed. Drinking water has already been tested from authorized Laboratory and is found fit for use. H. R. Officer told the meeting member management also ranged drinking water point on Mills Hotel area. Food quality available at canteen and drinking water facilities provided in Mills and Colonies are reviewed and found satisfactory. It is explain that Management held the meeting with canteen contractor from time to time for the improvement ion food stuff. Canteen Committee members check the food quality at mills canteen & Hotel time to time.
Effective date 12102009 Page 6/6 9. Review of conformance of suppliers. Assistant Weaving Manager indicated that SA 8000 questionnaire had been sent to suppliers and the record of those suppliers evaluation was also available. It was found that few suppliers have returned the questioner regarding Supplier Evaluation form. Proper record has been maintained regarding Yarn supplier evaluation and onsite was done. 10 Review of training and awareness programs. Sr. Admin Manager indicated that the SA 8000 Awareness program has been conducted. Apart from this H.R. Officer indicated that as part of induction process, SA 8000 related training was also provided to workers & Pictorial record of training SA8000 also maintain. 11. House Keeping Issues General Housing keeping measures were discussed in both production & dormitory area. And no critical point was highlighted regarding housekeeping in the meeting. Management Representative