Sep Occupational Health (OH) Annual Dialogue Plan. Sept. OHS Dialogue 2015, 8 th to 10 th September to 3 rd October (3 days)

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1 MHSC: OHS Dialogue Occupational Health (OH) Annual Dialogue Plan t The document details the approach that the Council will seek in the execution and implementation of the OHS Dialogue OHS Dialogue 2015, 8 th to 10 th tember to 3 rd October (3 days)

2 OHS Dialogue Planning and Execution This document provides steps in planning and hosting the OHS Dialogue This is going to be the first annual event for the South African Mining Industry where the agenda will be mainly on items that are mainly on Occupational Health related challenges. Traditionally Occupational Health items has always been included in conferences where the topics for discussion are mainly on safety. This has resulted in the time allocated to address Occupational Health challenges being minimal. Page 2 Purpose The proposed Occupational Health Dialogue will provide a platform where the occupational agenda can be elevated to the required level, further where the relevant decision makers will be accessible to reach consensus on the way forward. Traditionally safety related incidents have always received greater attention due to their immediate nature (i.e. injuries and damage to property require a quick response), however, in recent years the recognition by the State, Employers and Employees in the South African mining industry of the long term health impact of exposure to health stressors in the working environment on employees, has led to a greater focus on Occupational Health in the mining industry. The long latency period from exposure to disease manifestation has also contributed to a slower response to health issues in the past. In response to this greater awareness and to further enhance to focus on Occupational Health issues in the mining sector, The Mining Occupational Health Advisory Committee (MOHAC) seeks to host an Occupational Health Dialogue for 2015/2016 financial year. The forum seeks to stimulate conversations that will elevate Occupational Health and create a new focus for all members of the multidisciplinary team. The proposed Theme for the Conference will be: Occupational Health beyond compliance prolongs longevity and also makes business sense. This dialogue will drive the strategic conversations on pertinent issues relating to Occupational Health in the Mining industry in order to promote zero harm to achieve optimal health during and after employment. Objectives To create a platform where different stakeholders engage in an effort to highlight and elevate Occupational Health in the South African Mining Industry (SAMI) as follows: 1. Promoting common interpretation and implementation of the current applicable legislative framework e.g. Mine Health and Safety Act (MHSA), Compensation for Occupational Injuries and Diseases Act (COIDA), Occupational Diseases in Mines and Works Act (ODMWA), etc (including concerns on different interpretations and understanding by stakeholders involved,)

3 2. Raising awareness on current interventions (guidelines, research outcomes etc.). 3. Promoting both Identification and adoption of Occupational Health Leading Practices 4. Raise awareness on capacity constraints in Occupational Health skills shortage in the SAMI (professional registration and elevate the issue to MQA) Page 3 The MHSC mandate Advise the Minister on Occupational Health and Safety in the mining industry - Working on projects that will meet the mandate. The proposed dates for the OHS Dialogue is 8 th and 10 th tember This will be a 3 day event. Event Methodology Target Audience The composition of attendees will be as follows: Senior Executives and CEO s in the Mining Industry MHSC committee members State: DMR and other relevant departments; Principals; (State, Labour, Employers) Occupational Medical Practitioners; Occupational Health Nursing Practitioners; Occupational Hygienists; Audiologists; Technical Clinical Technologies (Lung function); Researchers; Representatives from Organisations managing compensation matters; (COIDA and ODMWA) HR/ Legal Labour Relations; Academic institutions (Occupational Health Related); Organised Labour representatives; Health and Safety Managers/Practitioners; Other Professionals supporting Occupational Health; Mine Environmental Control Engineers; Mechanical Engineers; MQA; SABS (other 100) MOSH and Supply Chain/Buyers (exhibitors) Exhibitors/manufacturers (list from Makhosazana)

4 Number of delegates: The event will host approximately 400 delegates. Planning Task Team (to update the list) a) Dr. Khanyile Baloyi b) Dr. Lindiwe Ndelu c) Ms. Duduzile Lekoba d) Ms. Constance Kekana e) Ms Makhosazana Kunene f) Mr. Adam Letshele g) Mr. Brian Mongoma Page 4 h) Identification of delegates i) Finding and Securing a venue j) A TOR will need to be created in order to secure a venue. The venue will need to be in Gauteng, focussing on Magalies and Bela Bela. This is to ensure full attendance of the delegates. Sourcing an Event Management Company A company to handle the events logistics needs to be appointed to assist the one man Communications unit. A k) Planning the Programme The programme will have to be drafted by the Task Team for Council s approval. The research team needs to identify delegates and come up with a plan. The programme content will determine how many break-away rooms are needed for the OHS Dialogue. This means, therefore, that the sooner the programme is drafted and finalised the better and the easier to go back to the venue with amendments. Topics Legislative Framework Mine Health & Safety Act (Section 6, 10, 11.5, 12, 13, 14, 16, 20, 23, Reg 28, 54 and 55 ) (MPRDA Hydraulic Fracturing Regulations) pertaining to Occupational Health COIDA, ODMWA and LRA (Compensation) Presentations from DoH and DoL (RMA) Raise awareness on current interventions (guidelines, research and for employees obligations and sharing of information on emerging occupational health issues) (Guidelines on Fatigue Management, Emergency Medical Care, Emergency

5 Preparedness and Response, Fire Prevention Guideline, Airborne Pollutant, Roles and Responsibility and Incapacity). Occupational Environmental hazards (Occupational Hygiene and Mine Environmental control) Occupational medicine programmes (medical surveillance) Page 5 Emerging issues (focus will be on issues of transformation) l) Invitations Drafting of invitations should be done by Council office and the invitation should reflect inter alia: the title, date, venue, times and what delegates can expect to benefit at the summit. This action is based on the confirmation of the proposed date by the Council, the confirmation of the venue and the flow of the programme. The Communications office will be handling the invites. The address is 2015OHDialogue@mhsc.org.za m) Consolidation of guest list The Communications unit will issue invitations, make follow ups and compile a consolidated guest list. This will lead to the creation of name tags for the delegates. Compiling a guest list and development of nametags is a responsibility of the office. n) Protocol and security services In order to avoid the compromise of security, this responsibility is best tackled by the ministry staff. A staff member in the ministry could be part of the Task Team or at least be afforded an opportunity to report to the Team. A day or two days prior to the event, the service provider needs to avail its members of the ushers who will be briefed accordingly on how to handle the dignitaries. Continuous interaction between the ministry security staff and the venue personnel is important. o) Media Relations (Publicity) Media related information will be discussed with the team from the Council (MHSC) and the Department of Mineral Resources (DMR) to ensure that media is well handled. This exercise is crucial in enriching the profile of the event. The more the event is talked about in the media the better are the chances of good turnout. The best way is the unpaid press release which is normally translated into media interviews.

6 The Press Release should include, amongst others, the main objective for the event and details such as the dates and venues. Advertisement should target sector publications such as Mining Weekly and other focussed programmes on TV and Radio. It is safe to start running the adverts only a month towards the workshop. p) Briefing the chairpersons of commissions - Makhosazana Page 6 The workshop requires discussions of various topics by delegates. The Task Team could identify the chairpersons based on their area of expertise. Chairpersons have to understand the topic on which they will be leading discussions. Therefore the Council Office has to ensure proper briefing of these chairpersons. Chairpersons should be at liberty to elect the scribers for their respective commissions. q) Sourcing and Briefing a Programme Director Each event needs a knowledgeable speaker to serve as a Programme Director in order to ensure a proper flow of proceedings. The responsibility of sourcing a Programme Director lies with the Council Office together with the Events management company. The appointed Programme Director needs to understand the nature of the business that the MHSC is as well the objectives of the workshop. This, therefore, means proper briefing and induction is vital. The Council Office will be responsible for briefing this person. Briefing could be done just a few days prior to the workshop. Suggested names are: 1. Sakina Kamwendo 2. Redi Direko 3. Siki Mgabadeli 4. Ayanda Allie Paine 5. Criselda Kananda 6. Alec Hogg r) Arranging accommodation for delegates Subsequent to the agreement at Council, certain members of Organised Labour travelling from far away regions from the venue may require accommodation in the vicinity of the workshop venue. MHSC is responsible for arranging this accommodation based on the number of confirmations from the delegates. The accommodation should include bed, dinner and breakfast. Shuttle service may be required if the accommodation is off site. s) Branding, Exhibition and other final touch-ups In the eve of the workshop, Council Office needs to ensure that all branding is put up and all the exhibition stands are installed. Perhaps even the exhibition material needs to be set up by this time. This will be handled by the Communications office.

7 If the exhibition material is set up, the office needs to arrange with the security to guard the items overnight. Branding needs to be set up in the registration area, workshop main hall, break away rooms and holding rooms. Other final touch ups will include sorting the nametags, preparing workshop packs and testing the equipment such as projectors and sound system. Page 7 Execution/ Implementation Execution refers to all the activities taking place during the workshop. Considering that the Task Team members will, at this stage, be regarded as delegates, Council Office should be seeing to all the arrangements. If planning was done correctly, the execution should be flowing smoothly. All logistical arrangements are the responsibility of the office. This includes, but not limited to, the following: - Registration of all guests; - ensuring that necessary equipment is in place at the workshop venue as well the break-away rooms; - ensuring the necessary documentations are available at holding rooms for principals meeting or briefing; - a dedicated IT person to load presentations for speakers; - sufficient supply of water, refreshments; and - liaising with the venue staff to ensure that they follow through the programme. Post Event Once the workshop has ended and all the branding have been taken down, the Council Office has the responsibility of ensuring that nothing is left behind at the venue. The Terms of Reference for the Event Management Company will have included the video and photography services. The DVDs for photos and video must be presented to the office within a week after the workshop The Task Team needs to meet at least a week after to discuss workshop in terms of lessons learnt, what worked, what did not work, what are the areas of improvements, etc. OHS Dialogue and Execution in a nutshell Activity Establishment of the Workshop Task Team Coming up with the theme for the event Identification of delegates Finding and Securing a venue Sourcing an Event Management Company Responsible Person (s) Council Council

8 ushers video and photography services name tags for delegates Planning the Programme OHS Task Team Invitations Consolidation of guest list Protocol and security services DMR and Media Relations (Publicity) and DMR media office Briefing the chairpersons of commissions Sourcing accommodation for delegates Arranging accommodation for delegates Branding, Exhibition Logistical arrangements during the workshop Page 8 Summary A thorough debriefing session on the 2015 OHS Dialogue workshop hosted by the MHSC will be prepared post the event, including implementation of the lessons learned will be a continuous improvement path with regards to workshops and events.