PT. MUTUAGUNG LESTARI ASSESSMENT REPORT Roundtable on Sustainable Palm Oil Certification [ ]Stage-1 [ ] Stage-2 [√] Surveillance [ ] Re-Assessment Plantation Management/Owner : SIME DARBY Plantation Sdn Bhd Plantation Name : Teluk Siak POM – PT Aneka Inti Perkasa Location : Tualang and Kuto Gasib District Province of Riau, Indonesia Certificate Code : MUTU-RSPO/007 Date of certificate issue : 11 October 2011 Date of expiry of certificate : 10 October 2016 Assessment Assessment Date PT. Mutuagung Lestari Auditor Review by Approved by ST-2 18-23 October/2010 Deni A. Novendi; Faruk Ahmad Nasir; Muardi Marwas Taufik Margani Tony Arifiarachman S-1 16 – 20 July 2012 Octo H. P.N. Nainggolan; Marsudi Eko Santoso;Yudwi Wisnu Rahmanto Taufik Margani Tony Arifiarachman S-2 27 – 30 August 2013 Octo H. P.N. Nainggolan, Ardiansyah, Naila Karima, Siti Jamillah Taufik Margani Tony Arifiarachman Mutuagung Lestari • Raya Bogor Km 33,5 Number 19 • Cimanggis • Depok 16953• Indonesia Telephone (+62) (21) 8740202 • Fax (+62) (21) 87740745/6 Email : [email protected] ● www.mutucertification.com MUTU Certification • Approved by RSPO Secretariat on June 2008 Assessment Submitted to RSPO on: Approved by RSPO on: Approved by Certification Body on: S-2 16 October 2013 - 10 October 2013
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TABLE OF CONTENT
FIGURE
Figure 1. Location Map of PT Aneka Inti Persada Figure 2. Operational Map of PT Aneka Inti Persada
3 4
1.0 SCOPE of the SURVEILLANCE ASSESSMENT
1.1 National Interpretation Used 5
1.2 Organization Information 5
1.3 Type of Assessment 5
1.4 Location of Plantations, Mill and Area Statement 5
1.5 Description of Supply Base 6
1.6 Dates of Plantings and Cycles 7
1.7 Tonnage Certified 7
1.8 Other Certifications 8
1.9 Time-Bound Plan for Other Management Units 8
2.0 ASSESSMENT PROCESS
2.1 Certification Body 10
2.2 Assessment Team 10
2.3 Assessment Methodology, Assessment Process and Locations of Assessment 10
2.4 Stakeholder Consultation and List of Stakeholders Contacted 13
2.5 Date of Next Surveillance Visit 13
3.0 ASSESSMENT FINDINGS
3.1 3.2
Summary of Assessment Report of the RSPO Certification Summary of Assessment Report of Supply Chain Requirement
14 38
3.3 Conformity Checklist of Certificate and Logo Use 42
3.4 Summary of RSPO Partial Certification 43
3.5 Identification of Findings, Corrective Actions, Observations, Opportunity for Improvement and Noteworthy Positive Components
44
3.6 Summary of Arising Issues from Public, Management and Auditor Responses 49
4.0 CERTIFIED ORGANIZATION’S ACKNOWLEDGEMENT OF INTERNAL RESPONSIBILITY
4.1 Formal Signing of Assessment Findings 50
APPENDICES
1. List of Stakeholders Contacted in the RSPO Certification Process 51
2. Assessment Program 52
3. Glossary 53
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Figure 1. Location Map of PT of PT Aneka Inti Persada
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Figure 2. Operational Map of PT Aneka Inti Persada
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1.0 SCOPE OF THE CERTIFICATION ASSESSMENT
1.1 National Interpretation Used National Interpretation, RSPO Principles and Criteria (P&C) for Sustainable Palm Oil Production, Republic of Indonesia - RSPO INA-NIWG, May 2008
and RSPO Supply Chain Certification Standard November 2011.
1.2 Organization Information
1.2.1 Company name SIME DARBY Plantation Sdn Bhd – Teluk Siak POM (PT Aneka Inti Persada)
1.2.2 Contact person Mohamad Pirabaharan
1.2.3 Company address and site address Organization address: 21, Jalan Gelenggang 50490 Bukit Damansara, Kuala Lumpur
Company adreess (Indonesia) : The Plaza Office Tower Lantai 36 Jl MH Thamrin Kav. 28-30 Jakarta 10350
1.2.9 Management Representative who completed the application for certification
Mohamad Pirabaharan (Head of PSQM Minamas Plantation, Sime Darby)
1.2.10 Registered as RSPO member 8 September 2004 Registration number: 1-0008-04-000-00
1.3 Type of Assessment
1.3.1 Scope of Assessment Palm Oil Mill and supply base
1.3.2 Type of certificate Single
1.3.3 Company names listed in the certificate PT Aneka Inti Persada
1.3.4 Number of management unit 1 (one) Palm Oil Mill and 3 (three) Estates: Teluk Siak POM, Teluk Siak Estate (TSE), Pinang Sebatang (PSE) and Aneka Persada Estate (APE).
1.4 Locations of Mill, Plantations and Area Statement
1.4.1 Location of Mill
Name of Mill Location
GPS
Latitude Longitude
Teluk Siak POM Village of Meredan, Sub-district of Tualang, District of Siak, Riau Province.
Sekunyir PT. Indotruba Tengah District of Seruyan and Kotawaringin Barat – Province of Central Kalimantan
7,734.60 2009 Certified 2010
Manggala PT. Tunggal Mitra Plantations
District of Rokan Hilir – Province of Riau
13,836.00 2009 Certified 2010
Bukit Ajong PT. Sime Indo Agro District of Sanggau – Province of West Kalimantan
11,652.00 2009 Certified 2010
Teluk Siak PT. Aneka Inti Persada City of Pekanbaru and District of Siak – Province of Riau
11,134.00 2010 Certified 2011
Sungai Pinang PT. Bina Sains Cemerlang District of Musi Rawas – Province of South Sumatera
6,513.00 2010 Certified 2012
Sukamandang PT. Kridatama Lancar District of Seruyan and Kotawaringin Timur – Province of Central Kalimantan
14,779.92 2010 Certified 2011
Pemantang PT. Teguh Sempurna District of Seruyan and Kotawaringin Timur – Province of Central Kalimantan
16,601.66 2010 Certified 2011
Alur Dumai PT. Lahan Tani Sakti District of Rokan Hilir – Province of Riau
3,759.02 2010 Certified 2012
Teluk Bakau PT. Bhumireksa Nusasejati
District of Indra Giri Hilir – Province of Riau 25,662.00
2010 Certifed 2011
Mandah 2013 Audited 2013
Mustika PT. Sajang Heulang District of Tanah Bumbu – Province of South Kalimantan
7,794 2012 Certified 2011
Angsana Mini 2010 Certified 2011
Full Manage Plasma (KKPA)
16,000 2013 Certified 2013
Angsana PT. Ladangrumpun Suburabadi
District of Tanah Bumbu – Province of South Kalimantan
6,077.00 2010 Certified 2011
Gunung Aru PT. Bersama Sejahtera Sakti
District of Kotabaru – Province of South Kalimantan
12,704.54 2010 Certified 2011
Ladang Panjang
PT. Bahari Gembira Ria District of Muaro Jambi – Province of Jambi
1,202.04 2010 Certified 2012
Bebunga PT. Langgeng Muaramakmur
District of Kotabaru – Province of South Kalimantan
16,361.77 2011 Certified 2012
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Pondok Labu PT. Paripurna Swakarsa District of Kotabaru – Province of South Kalimantan
14,892.00 2011 Certified 2012
Selabak PT. Swadaya Andika District of Kotabaru – Province of South Kalimantan
10,361.18 2011 Certified 2012
Rantau PT. Laguna Mandiri
District of Kotabaru – Province of South Kalimantan 15,299.80
2011 Certified 2011
Betung 2013 Audited 2013
Ungkaya PT. Tamaco Graha Krida District of Morowali – Province of Central Sulawesi
4,145.00 2011 Certified 2012
Rantau Panjang
PT. Guthrie Pecconina Indonesia
District of Musi Banyuasin – Province of South Sumatera
10,139.91 2011 Certified 2012
Lembiru PT. Sandika Natapalma District of Ketapang – Province of West Kalimantan
8,406.21 2011 Audited 2011
PT. Budidaya Agrolestari District of Ketapang – Province of West Kalimantan
2011 Audited 2011
MAS PT. Mitra Austral Sejahtera District of Sanggau – Province of West Kalimantan
8,741.29 2011 Audited 2011
Blang SImpo PT. Perkasa Subur Sakti PT. Padang Palma Permai PT. Perusahaan Sri Kuala
District of Aceh Tamiang and District of Aceh Timur- Province of Nanggroe Aceh Darussalam
6,451.99 1,128.90
2011 Certified 2013
Sime Darby has achieved 39 managament units in Malaysia and 21 Management Units in Indonesia RSPO certified. There was change of the Time Bound Plan under Sime Darby cause the Sime Darby postpone the others certification process. Change of the Time Bound Plan explaination: PT Mitra Austral Sejahtera. There are social issue still unresolved from the Serikat Petani Kelapa Sawit (SPKS) Sanggau, however the improvement are in progress. Sime Darby has informed the Time Bound Plan progress, MUTUAGUNG has consider that Sime Darby still comply with the RSPO requirement for partial certification.
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2.0 ASSESSMENT PROCESS
2.1 Certification Body
PT Mutuagung Lestari
Jl. Raya Bogor Km 33,5 No. 19, Cimanggis - Depok 16953
S-2 1. Octo Nainggolan (Lead Auditor). Indonesian citizen, Bachelor of Agriculture, majoring of Social Economics of Agriculture (Agribusiness). Seven years working experience since 2004 at oil palm Plantation Company in Indonesia and followed several trainings namely: Training of Conservation of Natural and Biological Resources in supporting HCV, Basic Plantation Management Program, Plantation Integrated Pest Management training, Management System Certification (ISO 9001-2008/SNI 19011-9001:2008), Environment Management System (ISO 14001:2004), SMK3 based on OHSAS, RSPO Lead Auditors Training Course endorsed by Proforest and Wildasia, Indonesian Sustainable Palm Oil (ISPO) Lead Auditor training course, supply chain certification system training and RSPO Renewable Energy Directive Lead Auditor training. Currently he worked as an auditor at Certification Body. In the assessment activity, he assessed on legal aspect, best practices, environment aspect, social aspect, workers welfare, FFB Processing and supply chain requirement.
2. Ardiansyah (Auditor). Indonesian citizen, Bachelor of Forest Resources Conservation, Department of Forestry, Bogor Agricultural University. He has followed the Management System Certification (ISO 9001-2008), followed several activities such as preparing EIA document for plantation and plantation forest; contribute on several HCV identification and several times following audit activities related to sustainable palm oil certification system as an auditor. In this Assessment assessed the environmental aspects, HCV, soil and water conservation.
3. Naila Karima (Auditor). Bachelor of Public Health, Department of Occupational Health and Safety. Faculty of Public Health, University of Indonesia. She has experience working in private oil palm plantation companies in Indonesia. Who had attended the training including training understanding the RSPO certification system, ISPO Lead Auditor, and certified Integrated Management System (Occupational Health and Safety Management System OHSAS 18001:2007, Environmental ISO 14001:2004, Quality ISO 9001:2008).
4. Siti Jamilah (Trainee Auditor). Master of Agribusiness Management, Bogor Agricultural University. She had experience as quality control in Food Manufacture, export supervisor in agriculture trading and technical expert in Consultant company. She had followed training such as Awareness RSPO, Indonesian Sustainable Palm Oil auditor, food safety – HACCP and enterprise risk management.
2.3 Assessment Methodology, Assessment Process and Locations of Assessment
2.3.1 Figure of person days to implement assessment
S-2 Number of auditors : 4 (four) auditors Number of days for S-2 on site : 4 (four) days Number of working days for S-2 on site: 16 (sixteen) working days
2.3.2 Detail process of assessment
S-2 The assessment was conducted by measuring the sufficiency of implementation with the consistency done by the Teluk Siak POM and its supply base (PT Aneka Inti Persada). to the requirements of National Interpretation of the Republic of Indonesia from RSPO Principles and Criteria for Sustainable Palm Oil Production (RSPO INA-NIWG, May 2008 and Supply Chain Requirement for CPO Mill. The assessment was conducted in three methods: (1) document review, aiming to observe the sufficiency of types or substances from required documents; (2) interview, aiming to obtain more detailed information and cross check the information; and (3) field observation, aiming to observe directly the sufficiency of implementation on site. Several opportunities for improvement of the results S-2 delivered by the auditors to the management unit and the
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results are the subject will be verified at the next assessment. Improvement of findings from first surveillance assesment findings were observed by auditors at this ASA-02 assessment. All information obtained was recorded in Check List of PT Mutuagung Lestari (MUTU) and part of ASA-02. Please find Appendix 2 for the assessment program
2.3.3 Locations of Assessment
S-2 PT Aneka Inti persada has 1 (one) mill (Teluk Siak POM) which got fresh fruit bunch from 3 (three) estates, such as:
Audit team used 0,8√y formulation to determine estate sampling which became the main focus of the assessment. Based on this formulation, the chosen estate samples for second audit surveillance are Aneka Persada Estate and Pinang Sebatang Estate and 1 (one) mill (Teluk Siak POM). Sukamandang POM:
Processing station (loading ramp to dispatch). Observation on crude palm oil production from fresh fruit bunch and fire emergency response on mill. Interview with mill’s officers (boiler operator, engine room operator) regarding the medical examination, operator license, payment, complaint mechanism, first aid implementation, capacity building/training, safety, the availability of personal protective equipment and mass balance model supply chain mechanism.
Chemical storage. Observation on handling chemical material and interview with storage officer regarding the chemical material handling process, emergency response and implementation of Occupational Health & Safety
Water Treatment Plan. Observation on clean water provision.
Workshop. Observation on emergency response feasibility and availability of Occupational Health & Safety (first aid kits) and interview with welders on training, medical examination, Occupational Health & Safety implementation, safe way of working, complaint mechanism, freedom to establish association and payment
Engine Tank. Observation on availability of fire emergency response.
Temporary storage for hazardous material waste in mill. Observation on handling hazardous material waste whether it complied regulation and interview with hazardous material storage officers regarding medical examination, handling on hazardous material waste and availability of means to handle pollution and exposure.
Waste Water Treatment Plant (WWTP). Observation on industrial liquid waste management and pollution reduction handling process.
Aneka Persada Estate:
Block D.021 Division 3 Spraying.
Observation and interview with spraying officer and chief regarding the standard operational procedure, personal protective equipment application, first aid, occupational risks, periodical examination, maternity, periodic and special treatment leave for women, information board of ongoing spraying area, prohibition for pregnant and lactating women to spray, payment, prohibition to spray along riverside, housing facility, complaint mechanism especially on gender issue.
Area’s observation; for empty fruit bunch application in sandy area with 40 ton/ha dosages with 1 layer between 2 main tree (2X3M) systems.
Observation on Silt pit availability, U-Shape Frond Staking, The availability of Neprolephis crop
Block D-023 Division 3 Harvesting. Observation on harvesting activity and employee understanding on harvesting standard operational procedure and ripe fruit criteria. Interview with employee on first aid, personal protective equipment application (helmet and boots), tools and it safety, first aid kits box completeness, jamsostek, payment, facility, freedom to establish employee union and complaint mechanism.
Block D-022. Division III Observation on holistic pests handling by nurture owls (Tyto Alba)
Block E.19 Division 4, Palm Oil Fruit Transportation. Observation on fresh fruit bunch transportation
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mechanism from estate (harvesting point) and interview with note taker regarding transportation mechanism to mills using personal protective equipment and the availability of first aid kits.
Water Treatment plant, Division 3 and 4. Observation on water treatment plant (WTP) establishing progress.
Block C-015. Division 1. Replanting. Replanting was using heavy equipment with cut off and chipping system without burning and kept fire spots being monitored.
Block A-27 Division I, Observation on NKT area such as along river side. Along river pingai was covered by natural vegetations.
Block A-27 Division I, Observation on land use title point maintenance.
Block A-30 Division I, Observation on land use title point maintenance.
Block Spraying System House (Rumah BSS). Observation on pesticide management, such as sprayers, personal protective equipments, washing place, laundering pesticide containers and storage for used water that will be applied in estate.
Housing I (Division I and II). Observation on housing construction whether it is permanent or semi-permanent, access to clean water from tank and Block A018 division 1, electricity from generator with 100 KVA capacity, worship venue such as Al Mardhatillah Mosque, public facilities like child care Kasih Ibu Pondok I, employee hall and final storage for waste on Block A019 Division II.
Central Clinic. Observation and interview with corporate physician regarding the health service, health program, periodical medical examination, first aid kits, and medical waste management.
Workshop. Observation on vehicle and heavy equipments maintenance, waste management (used oil, used filter, used batteries, used iron) and the application of personal protective equipments such as helmet, safety shoes and face shield for welder.
Fertilizer Storage, Agrochemical and Fuel Tank. observation on fertilizer, pesticide and oil storage and management, the availability of job’s instruction, hazardous material and hazardous material spill’s handling, MSDS and whether the installation of hazardous material symbol following regulation.
Pinang Sebatang Estate
Block C.012 Division 04. Harvesting. Observation on harvesting and employee understanding on harvesting standard operational procedure and ripe fruit criteria. Interview with employee regarding the occupational health & safety, personal protective equipment application such as helmet and boot shoes, working tools and it safety, the completeness of first aid kits, jamsostek, payment, facilities and complaint mechanism.
Block B-011 Division 04, Application on fresh fruit bunch. Observation on empty fresh fruit bunch and interview with employee regarding jamsostek, payment, facilities and complaint mechanism.
Block B06 and B05 Division II. Observation on terrace that usually applied on plateau and silt pit area.
Division II. Observation on nursery activity within 16 ha area, seeds were Marihat and Socfind variety, pre nursery and main nursery activity, type of seed and planning for replanting.
Block Spraying System House /Rumah Block Spraying System (BSS). Observation on personal protective equipment storage, washing place for personal protective equipment, bathrooms for employee, sprayers and personal protective equipment tools storage, hazardous material symbol, the availability of first aid kits, and personal protective equipment monitoring.
Hut I (division I and II) employee housing. observation on housing construction whether it is permanent or semi-permanent, clean water access from tank, electricity from generator, worship venue such as mosque, sport facilities like soccer field, evacuation spot, APAR and interview with employee’s wife regarding waste management, High Conservation Value/ HCV socialization and emergency response, electricity, water resource and complaint mechanism.
Clinic Division PSE. Observation and interview with paramedic regarding the medical waste management, transportation of medical waste, periodic medical examination, H1 and H2 monitoring.
Block B-005 Division 2.Slit pit. Observation on slit pit activity on sloping area.
Central Storage. Observation on hazardous material symbol, chemical storage, MSDS, storage for used chemical materials, oil storage, oil tank and fire extinguisher.
Block D00, Division 1, PSE: Observation on land use title point maintenance
Block D08, Division 1, PSE: Observation on land use title point maintenance (patok bantu)
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Block D03, Division 1, PSE: Observation on HCV 6 area maintenance such as tombs. Maintenance on this area such as cleanness and sign board maintenance.
Block B25, Division 4, PSE: Observation on NKT area such as along Pingai riverside. Along Pingai river side covered by natural vegetations.
Block A30, Division 1, PSE: Observation on land use title point maintenance.
Block Spraying System House. Observation on tools washing place and personal protective equipment for praying officers which completed with container.
2.4 Stakeholder Consultation and List of Stakeholders Contacted
2.4.1 Summary of stakeholder consultation process.
Public consultation process was carried out Consultation of PT Aneka Inti Persada stakeholders was held by public consultation meeting with internal (workers and labour union), external (villagers, local peoples, non government organization and district agencies) by interviews, electronic mail and interviews. Numbers of input from stakeholders were clarified by PT AIP management. Numbers of inputs from stakeholders both positive and negative were received by the audit team as a material of consideration and observations in the second surveillance assessment. The consultation result present on 3.6 (Summary of Arising Issues from Public, Management and Auditor Response)
2.4.2 List of stakeholder contacted
Please find appendix 3
2.5 Determining Next Visiting
The next visit (third surveillance) will be determined twelve months after the second surveillance (August 2014).
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3.0. ASSESSMENT RESULT 3.1. Summary of Assessment Report of the RSPO Certification
MUTUAGUNG LESTARI has conducted an assessment of PT Aneka Inti Persada – Teluk Siak POM, SIME DARBY Plantation Sdn Bhd operation consisting of 1 (one) mill and 3 (three) oil palm estates.
During the second assessment, there were one (1) Nonconformity were assigned against Major Compliance Indicator
4.7.1; one (1) nonconformity were assigned against Minor Compliance Indicators 4.1.2 and eleven (11) opportunities for
improvement were identified.
Further explanation of the non-conformities raised and corrective actions taken by the company are provided in section
3.5. The company prepared and implemented corrective action that was reviewed and accepted by MUTU in form of
documents and photographic evidence. Those corrective actions taken that consist of one (1) major nonconformity; one
(1) Minor non-conformity had been closed out and shall be verified during next assessment.
MUTUAGUNG LESTARI found that PT Aneka Inti Persada – Teluk Siak POM comply with the requirements of RSPO
Principles & Criteria and National Interpretation, RSPO Principles and Criteria (P&C) for Sustainable Palm Oil
Production, Republic of Indonesia - RSPO INA-NIWG, May 2008. Therefore MUTUAGUNG LESTARI recommends a
certificate of compliance is maintained.
Ref Std. VERIFICATION RESULT of MUTU-Certification
PRINCIPLE #1 COMMITMENT TO TRANSPARENCY
1.1 Plantation and Palm Oil Factory have to give adequate information for stakeholders in appropriate language and forms, to ensure the effective participation of stakeholders in decision-making.
PT. Aneka Inti Persada has SOP for information request (SPO/008/AIP-PI/V/13) 2nd revision dated 04 May 2013 which regulate what kind of information can be transferred to stakeholders. This procedure explained that information request letter should be addressed to operational manager in order to be reviewed and further scheduled. In some cases, if this letter needs an approval from head of department and or other related department, the letter should address to them first. Aneka Persada Estate Incoming letter should be recorded at “records of communication with stakeholders”, consist of date, corporate name, issue/complaint, action taken, and person in charge and completion date. Incoming letter comes from Labor and Social Agency, military unit, school head master and community regarding the request for financial support, proposal, invitation, socialization and vehicle request. Examples:
Letter from Tualang village, Siak District government, KDKT-TT/2013 subjected the request for heavy equipment for road construction work at 24 January 2013. This letter hasd been approved by manager and implemented at 31 January 2013 by lending road grader.
Letter no 525/SDA/2012/85 dated 09 March 2012 from Head of natural resources department regarding corporate estate census, requested data has been given however corporate not able to show the letter as an evidence. Based on head of administration information, officer directly visited the corporate office and corporate officer gave the required data however again, there is no letter or any evidence.
Pinang Sebatang Estate All requests being recorded at stakeholder’s information request book and community information request book, however these books not properly fill out.
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Stakeholders information request book consist of letter from head of district, Maredan village, Pinang Sebatang village, Siak District Government. Public work agency/Dinas PU, Ministry of energy and mining, whilst community information request book consists of letter from SMPN 45, SMP N 08, PUK SPSI, NGOO. Those books consist of financial request proposal, invitation letters, and vehicle request. Examples:
Letter number: 600/Pu-x/2012/668 dated 8 October 2012, about sketch draft and technical specification for H. Abdullah street construction at Maredan village had been responded at Thursday, 25 October 2012 in Maredan Village hall by held a meeting which participated by local government, BPD, LPM, Corporate and completed with signed minutes meeting by each parties.
Letter from Pinang Sebatang village, Tualang sub district, Siak District from sport committee, number 01/PAN-TUR/V/2013 dated 04 March 2013 about financial request, has been responded by issued a memorandum from manager at 01 June 2013 completed with cash voucher, however not being recorded in record book.
Based on information request standard operational procedure, incoming information request letters will be recorded in record book, however there is an incoming letter from stakeholders not being recorded in record book and an incoming letter notes however no evidence on this letter and its comment. This finding shows an inconsistency on information request letter record. This finding will become an observation material for information request letter consistence implementation for auditor team
Major 1.1.1 Status: Observations
1.2 Management documents are publicly available, except where this is prevented by commercial confidentiality or where disclosure of information would result in negative environmental or social outcomes.
Based on memorandum from Chairman of PT. Aneka Inti Persada Number 31/SOU-17/V/2013 dated 31 May 2013 that mentioned that the available public documents such as:
Legal document (location permit, estate license, Land use title certificate)
Environment and social document (environment impact analysis, RKL/RPL, SEIA)
Occupational Health & Safety document (Policy and SOP)
Sustainable improvement plan.
These documents being provided with no harm for environment, social and corporate sustainability activity. Addition to the above documents is confidential document. There is an SOP for record control (SPO/011/AIP-PC/V/2013) second revision dated 4 May 2013, which explain record, storage method, expiration and document extermination such as:
1. Audit requirement – 5 years 2. Reference requirement – until there is a change 3. Policy and government regulation - until there is a change 4. Consumers request - 3 years 5. Corporate policy – until there is a change 6. Land compensation record - timeless
Status: Full Compliance
PRINCIPLE #2 COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS
2.1 There is compliance with all applicable local, national and ratified international laws and regulations.
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AIP has shown its compliance to regulation, such as:
AIP has location permit for 13.000 ha which comply the Ministry of Agriculture No.2 year 1999 regulation on location permit
Has a plantation business permit (SPUP) dated 16 March 2001 which comply the Ministry of Agriculture No.26 year 2007 and UU No.18 year 2004 regulation on plantation.
Has a land use title certificate which comply the UU no. 5 year 1960.
Deliver the payment based on statue No. 13 year 2013.
Statue No. 3 year 1992 – providing social security for employee; jamsostek
Statue No. 1 year 1970 – providing personal protective equipment for employee
Statue No. 23 year 1997 – providing environment management document (environmental impact assessment, RKL/RPL) which had been legitimated by Ministry of Agriculture
Statue No. 18 year 2004 – opening the estate with zero burning.
Statue No. 21 year 1999 – ratification on ILO’s anti-discrimination that mentioned on the agreement.
Has industrial waste management (hazardous material) license that comply the Government Regulation/PP No. 18 year 2009 regulation.
Government regulation Number 150 year 2000 – perform erosion control by establish silt pit and counter terracering
Providing three months report on hazardous material waste storage realization to related institution. This is comply the decision letter from Environment ministry no 260 year 2009 about industrial waste (hazardous material) storage diktum number four, which stated that industrial waste storage realization report should be made at least once at 3 (three) months period to related institution.
Fuel tank has been completed with hazardous material symbol. This is comply the Government regulation No. 74 year 2001 clause 18 particle (1) Jo. Ministry regulation LH No. 3 year 2008 regulation regarding the hazardous material label and symbols application
Monitoring report on industrial water waste usage every 3 (three) month comply the Government regulation No 82 year 2001 clause 34 particle (3).
Loaders at Teluk Siak Mill has operator license (SIO) based on regulation of Labor Ministry (Permenaker) number 9 Year 2010, clause 11 about carrier tool’s operator in base and surface
Welders and Teluk Siak Mill has qualification for welder based on regulation of Labor Ministry Number 2 year 1982 about welder qualification at work place.
Based on plantation business license (SPUP), the allowed capacity for AIP is 30 tons FFB/hour, however the realization for in Teluk Siak Mill is 45 tons FFB/hour, this finding will become the observation material for auditor team due to AIP has processed the new the license only for processing. Some steps taken by AIP to comply regulation amendment, such as:
Minimum wage being amends every year to comply Riau Governor Regulation number 16 year 2013 about minimum wage for agriculture/coconut and palm oil estate and rubber plantation subsector. This regulation comes into effect at 1 April 2013 and explained that minimum wage for this subsector employee is Idr. 1,509,000,- in Siak District.
Providing capacity building for loaders until they got a license (SIO) based on regulation of Labour Ministry number 9 year 2010, clause 11
Providing welder training based on Labor Ministry regulation number 2 year 1982
Provide a report for industrial water waste usage every 3 (three) month based on PP No 82 year 2001 clause 34 particle (3).
AIP has a matrix evaluation mechanism on policy and regulation compliance called “Regulation complaint evaluation”, contain of information about legal requirements, compliance indicator, compliance status and compliance description. AIP has a documentation system that provide an information and legal requirements for corporate on it Sustainable estate management guidelines SOP /Pedoman Manajemen Perkebunan Berkelanjutan No.724/TQEM-SPMS/09 in Chapter 1.2 that explained compliance toward regulation and policy and SOP No. 010/PH-AIP/VIII/10 of PT. Aneka Inti Persada at 2 August 2012 explained the required and related compliance identification.
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Major 2.1.1 Status: Observation
2.2 The right to use the land can be demonstrated, and is not legitimately contested by local communities with demonstrable rights
Legal right on land use being proved by the corporate:
1. Minister of forestry decision number: 692/Kpts-II/1995 dated 26 December 1995 about “”conversion on some part of
forest area in Tualang river, Siak Sub district, Bengkalis District, Riau Province about 12.088 Ha for palm oil estate
business belong to PT. Aneka Inti Persada.
2. Location Permit:
Head of Land Agency of Bengkalis District decision letter number. 31-401/PGT/IL/I/1998 dated 19 January
1998 about location permit for estate amount 13.000 Ha.
Pekan Baru Municipal decision letter number 01 year 2008 about location permit of PT. Aneka Inti Persada
amount 421,313 Ha dated 20 February 2008
AIP had shown land certificate for it’s operational area, such as:
Land Use Title request of PT. Aneka Inti Persada amount 421,313 Ha to national land agency (BPN) dated 5 November 2009 with letter number 162/AIP/UM/PSD/XI/09.
3. Land Use Title/Hak Guna Usaha (HGU):
Based on Agrarian ministry/Kepala Badan Pertanahan Nasional decision Number 41/HGU/BPN/99 about land
use title award on land at Bengkalis District, Riau Province dated 28 April 1999 for 11.134 Ha.
Land Use Title No. 05.02.01.06.2.00003. Meredan Village/Tualang/Pinang Sebatang/Kuala Gasib, Siak
subdistrict, Bengkalis District, Riau Province dated 28 July 1999 for 11.134 Ha effective until 28 July 2034 (35
years).
There is land map from National Land Agency (BPN) Kantor Wilayah Riau province for land use title of PT
Aneka Inti Persada Number.DI.302 amount 421.313 Ha dated 15 December 2001. This map explains that
there are 76 lines point of BPN land use title. This map is a basis for land use title admission of PT AIP in
Pekan Baru area. (Location permit admission is within Pinang Sebatang estate Division II).
AIP has done the identification on land use title point within it is operational area and land use title point area maintenance program. Information from picture, specific situation Number.7/1994 amount 11.134 Ha dated 26 February 1994 shown that company has 155 land use title points. Field visit to land use title point (Block D-00, D-03 and D-08) of
Pinang sebatang estate and land use title point (Block A-31 and A-35) of Aneka Persada estate shown that operational area of AIP is in a good maintenance and being demarcated. There is an identification occupation within operational area of PT AIP. Based on identification, there are 430 Ha which overall have become palm oil crop. There is a complaint from community regarding the land (belong to Mr. L Sihombing) amount 6 Ha within PT Aneka Inti Persada operational area that being claimed and have been brought to the court. All related documents on this dispute are available including AIP’s response. Until second surveillance, there is no land acquisition by AIP. Compensation for land acquisition had been done with free prior and informed consent; this is proved within the first surveillance description.
Full Compliance
2.3 Use of the land for oil palm does not diminish the legal rights, or customary rights, of other users, without their
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free, prior and informed consent.
Based on document’s observation there is no traditional right on AIP operational area. Until the second surveillance, there is no land acquisition or traditional right being made by AIP. Compensation for the land acquisition has been done without violence; this can be proved within the first surveillance description.
Full Compliance
PRINCIPLE #3 Commitment to long-term economic and financial viability
3.1 There is an implemented management plan that aims to achieve long term economic and financial viability.
AIP has corporate short time work plan document, which is work plan for 20012-2013 and included in budget for 2013-2017 for Teluk Siak estate, Aneka Persada Estate, Aneka Persada Estate and Teluk Siak mill. 1. For estate unit management (Teluk Siak Estate, Aneka Persada Estate and Aneka Persada Estate) there is an
operational budget plan approved by Estate manager, Head In Charge of North Riau area Estate/Aceh, Senior GM Sumatera Plantation Operation, Head of Plantation Operation and Upstream Productivity Department, workplan distribution including: a. Production Forecast 2013-2017, yield production (ton/ha), administration cost, labor cost, mature upkeep,
manuring, harvesting and collection, transportation, etc.. b. Corporate had allocated budget for Environment management such as employee water supply, Occupational
health & safety cost, RSPO, HCV, environment impact analysis, etc. c. On social management, corporate had allocated budget plan for religion celebration day, teacher salary,
corporate social responsibility cost, and social contribution for community, etc. 2. Teluk Siak Mill has an approved operational budget plan by Mill’s manager, Mill GM, SGM Plantation Operation
Sumatera Region, Head OF Plantation Operation, Upstream Productivity Department, workplan distribution including: a. Mill intake Forecast (FFB), CPO Extraction, Kernel Extraction, Processing Cost, Admin Cost, Training Cost,
Environment Cost, Health Cost, Transport Cost, etc. b. Corporate has an allocated budget plan for environment management such as for establishing, installation and
maintenance of Occupational Health & Safety and non Occupational Health & Safety information board, laboratory cost for CPO analysis, external waste, etc.
c. Corporate has allocated budget for third party charity such as honorarium, celebration proposal, Occupational Health & Safety socialization cost, RSPO, HCV, jamsostek, Safety and Health, etc.
3. AIP had implemented SAP program for financial and productivity monitoring. Based on document observation, corporate has projected for some production, CPO extraction, and palm kernel extraction activity until 2016/2017.
AIP has prepared replanting planning such as Long Range Replanting Program (LRRP) document and replanting planning map 2012-2030. This design will be used for block redesign especially for crop which cultivated on 1004, 1995 and 1996. AIP regulation such as 25 years old crops, with yield less than 18 ton/Ha and height more than 15 meters with centralistic system and following operational model like BHS (Block Harvesting System), BMS (Block Management System), BSS (Block Spraying System), the implementation will be start at 2012 in Teluk Siak Estate, Pinang Sebatang Estate and Aneka Persada Estate.
Replanting planning on each estate:
Aneka Persada Estate until 2028 and will require up to 695.776 seeds.
Pinang Sebatang until 2026 and will require up to 643.766 seeds.
Estate Year 2013-2014 2014-2015 2015-2016 2016-2017
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Teluk Siak
Broad 377 Ha 292 Ha 170 Ha 145 Ha
Planting year 1996 1994 2001, 2004 1996, 2000
Seed
Certificated
seed
75.454
Certificated
seed
58.427
Certificated
seed
33.933
Certificated
seed
28.919
Pinang
Sebatang
Broad 396,38 Ha 252,72 Ha 168,69 Ha 175,9 Ha
Planting year 1994, 1995 1996 1996 1996
Seed
Certificated
seed
76.264
Certificated
seed
81.080
Certificated
seed
36.463
Certificated
seed
33.842
Aneka
Persada
Broad 275 Ha 275 Ha 109 Ha 232,84 Ha
Planting year 1994 1994 1994 1994, 1995
Seed
Certificated
seed
55.000
Certificated
seed
55.000
Certificated
seed
21.800
Certificated
seed
46.568
Full Compliance
PRINCIPLE #4 Use of appropriate best practices by growers and millers
4.1 Operating procedures are appropriately documented and consistently implemented and monitored.
Until the second surveillance, there is no additional procedure being used by AIP. Land clearing procedure to harvesting are stated on:
SOP of Agricultural Reference Manual Policy Number: 110/EST-ARM/08, endorsed at 22 December 2008.
SOP on Agronomic Manual Practices – Palm Oil Procedure from accepting fresh fruit bunch to crude palm oil dispatch & PKO is available and stated on palm oil mill’s technical guidelines SOP that have been endorsed at 26 July 2013 by the Head of Plantation Operations (HPO). There are assessment and monitoring activities by AIP such as Plantation Adviser activity and Mill Adviser every 6 (six) months and internal audit every 6 (six) months, such as:
Plantation Adviser’s Report in Pinang Sebatang Estate at 28-30 November 2012 and in Aneka Persada Estate at 12-13 September 2012 that explained some issue that required regenerating and recommendation such as: Crop Production, Cost of Production, Security, Linesite, Crop recovery. Suggestions from the assessment and monitoring activity such as:
Realize Bund establishment along Pingai River and Gasib River and completed with the water gate (Flap Gate model)
Fertilization should be applicated in a right way (starting from middle in order each plantation able to receive the correct dosage of fertilizer)
Road Site Pit establishment on replanting area.
Water Treatment application to increase drinking water quality for staff housing and main emplacement.
Further step to maintain block from weeds 1. Mill Advisory Report of Teluk Siak Mill at 24–28 June 2013 that explained an issue and observation activity on mill’s
operational, regenerating recommendation and regenerating follow-up such as:
Oil Losses at fiber cyclone and kernel losses in winnower
Scrap iron (ex used iron) being store in mill’s location with a massive volume amount 170 ton
Low Mill throughout 38.94 ton/hour from 45 ton/hour capacity
poor on housekeeping 2. Internal Audit in Estate (Pinang Sebatang Estate, Aneka Persada Estate and Teluk Siak Factory) stated in work
paper assessment summary (Occupational Health & Safety) at 2012 and internal audit at 2012 conducted by Group Corporate Assurance (GCA) Minamas Plantation that explain on financial aspect, inventory and purchases of
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goods, maintenance and fertilizing, harvesting and transporting. Internal audit result always followed with a regenerating step by management unit and the result will be reported to Group Corporate Assurance Department (GCA).
Based on the field survey in Aneka Persada Estate, Division IV, Block E-19 on fresh fruit bunch transportation, known
that fresh fruit bunch officer not made a record (they just made estimation) on fresh fruit bunch amount. This is not in line with company procedure that stated on (SOP Manual Agronomic Practice – Transportation management Chapter XIV and Agronomic manual reference part 14 about fruit bunch tag) for fresh fruit bunch transportation. Minor non conformance raised on CAR.2013.02 Observation at 9 September 2013. Problem Solving:
There is a record on fresh fruit bunch made by the fresh fruit evaluator and this record stated on fresh fruit bunch receipt book. Letter and photos are available for regenerating step. Preventive Step:
Conducted procedure socialization that is in line with task and responsibility for fresh fruit record staff.
Ensure that fresh fruit bunch record book always available in division office
A gradual examination on fresh fruit bunch record book by evaluator, division and assistant division staff.
Minor 4.1.2 CAR.2013.01 with Minor non conformance is closed
4.2 Practices maintain soil fertility at, or where possible improve soil fertility to, a level that ensures optimal and sustained yield.
Application practices in order to maintain soil fertility by AIP such as:
Conducted soil analyses every 5 years. Documentation on soil analyses result is available - Semi detailed soil map Legend PT Aneka Inti Persada, Sime Darby Plantations by research department (MRC) period 2009/2010.
Annual Leaf analysis as a recommendation basis for fertilizing. Leaf analysis report by MRC at 2 April 2013 (period 2012/2013, for example: - Pinang Sebatang Estate: Division= 01; Re block= C001; Ex. block= B0; LSU No= PSE-0101-A; Re Hectare=
87,93 Ha; Ex. Hectare= 25 Ha; cultivation year= 1998; soil type= mineral; analyses result (% n dry matter) for Ash= 6,54%; N=2,87%; P= 0,166%; K=0,993%; Mg= 0,264%; Ca= 0,548% and analyses result (PPM on Dry Matter) for B=20,9.
- Aneka Persada Estate: Division= 03; Re block= D024; Ex. block= D48; LSU No= APE-0304-B*; Re Hectare= 56,24 Ha; Ex. Hectare= 28,02 Ha; cultivation year= 1999; soil type= peat land; analyses result (% n dry matter) for Ash= 5,80%; N=2,52%; P= 0,147%; K=1,118%; Mg= 0,247%; Ca= 0,524% and analyses result (PPM on Dry Matter) for Fe=112.6; Cu= 3,7; Zn= 16,9; B=16,7.
Fertilization practice based on fertilizing recommendation. There is fertilizer recommendation document from MRC for period 2012/2013, such as: - Pinang Sebatang Estate, Division I: Based on recapitulation program and fertilizing realization per division
period 2012/2013 we knew that Rock phospate fertilizer application is 158.959 Kg (in line with fertilization recommendation) and fertilizer application realization is 158.959 Kg.
- Aneka Persada Estate, Division I: Based on recapitulation program and fertilization application per division for period 2012/2013 we knew that Kleserite fertilizer application is 107.946 Kg (in line with fertilization recommendation) and fertilizer application realization is 107.946 Kg.
Waste application such as empty fruit bunch and liquid waste is in line with the procedure. Interview with empty fruit bunch evaluator, shows that today’s application (29-8-2013) conducted in Block B011, Division IV, SPE amount 19.760 Kg (shown at weight card).
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Status: Full Compliance
4.3 Practices minimize and control erosion and degradation of soils.
Company has Semi Detail Soil Map of PT Aneka Inti Persada scale 1: 50.000 which described in details on deployment and diffusion of soil types according to the level of suitability for palm oil cultivation. This survey results reflected the distribution of land which categorize marginal such as land E (organic soil) covering 1424.8 ha (14.4%) were spread on the TSE (790.8 ha) and APE (634 ha). This soil comes from an organic material with limited subsidence and drainage. Soil management strategy to cultivate crop in a slop area with a certain slopping by PT. AIP such as:
Creating terracering, i.e: based on field trip result to certain slop area like Block D08, Division I, SPE known that cultivation was made with a terracering system.
Silt pit construction, i.e: based on visit result to Block B05, Division 2, SPE there is silt pit to reduce erosion and water’s run-off.
Cultivating soil cover crops. Company has road maintenance program and realization, i.e for 2012/2013:
APE: realization 296.230 meters and plan 292.957 meters
PSE: realization 121.100 meters in Division I, realization 58.600 meters in Division II, realization 155.218 meters in division III and realization 60.690 meters in Division IV.
Based on field visit to SPE and APE, road is in a good condition. Marginal soil (peat land) become a palm oil estate in PT. AIP by establish canals (drainage) and dike to maintain water resource. AIP also conducting peat land water level monitoring twice a week. In addition, PT AIP makes an additional fertilizing such as Cu, Zn, and B. On soil which identified as a critical soil for it low organic bacteria and high level of erosion will be maintenance with a frond stacking approach, empty fruit bunch application (target 40 tons/ha/year) and by cultivated Nephrolepis sp.
Status: Full Compliance
4.4 Practices maintain the quality and availability of surface and ground water.
PT AIP commitment on water flow has been explained in memorandum from the Head of Plantation Operation (HPO), Minamas Plantation Number POD-UM-061/IV/2010 date 8 March 2010. Based on field visit result along Pingai River, 50 meters from river not cultivated with palm oil crop however natural vegetation. In addition, company also provide ban board regarding poisoning and electrocute restriction in river PT. AIP water management program is protecting along river side, periodic monitoring on water quality which execute every 6 months on WTP water, valid water/air baku, monitoring well/sumur pantau, employee housing water, river and monthly monitoring on water waste, such as:
Parameter Unit Lab result, May 2013 Government regulation
No 82/2001
Remarks
Headstream Pingai River
downstream Pingai River
Phosphate as a P mg/L 0,007 0,008 0,2 Appropriate
NO3 as a N mg/L 11,66 3,969 10 Appropriate
Cuprum mg/L <0,008 <0,008 0,02 Appropriate
Monitoring on BOD at Raw Effluent and Effluent Treatment has been done regularly by Teluk Siak Mill in technical evaluation Laboratory, public work agency /Dinas Pekerjaan Umum, Riau Province. Evaluation result for example:
Parameter Unit Lab Result Environment ministry regulation/ PerMen LH
29/2003
Remarks
April 2013 May 2013 June 2013
pH - 7,73 7,67 7,87 6 – 9 Appropriate
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BOD mg/L 315,1 392,1 494,1 5.000 Appropriate
Recapitulation on water usage/ton fresh fruit bunch period 2012-2013 of Teluk Siak Mill is available. This document explains about water usage monitoring for daily usage and provide the monthly recapitulation. Based on 2012-2013 data, water usage for June 2013 amount 1,28 M3/ton fresh fruit bunch, water usage standard being set up by the company is 1.5 M3/ Ton fresh fruit bunch. Company has a chance to increase it accuracy in monitoring water use by improve water record tools (flow meter)
Status: Full Compliance
4.5 Pests, diseases, weeds and invasive introduced species are effectively managed using appropriate Integrated Pest Management (IPM) techniques.
AIP has a budget plan to control pest in a holistic way that stated on the Listing Budget of annual crop which explained:
Cultivation of Beneficial Plant program with 20 meters cultivation method that represent each ha cultivating block.
Addition on Barn Owl Box number with ratio 1 BOB for 20 ha palm oil cultivation area. Monitoring on holistic pest controlling activity by PT. AIP (APE and PSE) well recorded with some program implementation such as: a. Controlling pest (fire caterpillar and bag worm) onset by cultivating Beneficial Plant from Antigonon leptosus type,
Casia cobanensis, and Turnera subulata b. Controlling pest (rats) by rising and nurturing Tyto Alba. c. Aneka Persada Estate has an anticipation on oryctes pest Record on holistic pest controlling is available, such as: 1. Training on 5 June 2013 about fire caterpillar pest controlling and bagworm pest controlling was attended by 20
participants (foreman I, harvest foreman and maintenance foreman). 2. Training on Beneficial Plant development and Barn Owl Box at 26 March 2013 Field observation in Aneka Persada Estate (Division III block D-021) and Pinang Sebatang Estate (Division IV, Block C-012) know that AIP had cultivated Beneficial Plant such as Tunera Sulbulata and Antigonon Leptosus and conducting regular maintenance and nurturing Tyto Alba and facilitated with Barn Owl Box in a good condition. Toxicant monitoring records is available in a matrix that inform pesticide usage ratio per ton fresh fruit bunch, pesticide usage per ha and/50 per ha. Monitoring data shows the pesticide usage for 2012/2013.
Status: Full Compliance
4.6 Agrochemicals are used in a way that does not endanger health or the environment. There is no prophylactic use of pesticides, except in specific situations identified in national Best Practice guidelines. Where agrochemicals are used that are categorized as World Health Organization Type 1A or 1B, or are listed by the Stockholm or Rotterdam Conventions, growers are actively seeking to identify alternatives, and this is documented.
Based on observation in Aneka Persada Estate and Pinang Sebatang Estate Agrochemical storage, known that there are 5 types of herbicide and 3 types of Insecticides has been used and registered and approved by related agency. Company has a maintenance activity record on chemical material (pesticide). Recorded in program and maintenance realization at 2012/2013 and explain the applied location (division, block), application area, rotation application/interval, employee number, material being used, and cost. Some activities such as:
Weeding circle strip and harvesting path being made with 3 times interval within a year with a certain dosage.
Weed controlling twice a year. Evidence shows that agrochemical taken has been appropriate with a controlling targeted species. a. Aneka Persada Estate:
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Chemical material used by company for maintain ditch was active Isopropil Amina Glyphosate material with 0,25 ltr/ha dosage and Fluroksipir Mepthilheptil with 0,07 ltr/ha dosage for soft weed or shallow leaf.
APE did not use chemical material to control pest, however used natural material (cultivating beneficial plant and nurturing Owl)
b. Pinang Sebatang Estate:
Chemical material used by company for maintain ditch was active Isopropil Amina Glyphosate material with 0,284 Liter/ha dosage and Fluroksipir Mepthilheptil with 0,07 ltr/ha dosage for soft weed or shallow leaf
APE did not use chemical material to control pest, however used natural material (cultivating beneficial plant and nurturing owl)
Company had been shown training evidence for sprayer staffs like attendance sheet and photos. All training documentation filling well in AIP. Based on agrochemical storage observation, company shows that all MSDS are available in Indonesian language and can easily understand by all staffs and officers. Based on observation in Block Spraying System house, company has pesticide package maintenance that is in line with regulation, which is also comply the working instruction, such as pesticide package delivered to washing place, rinse (atleast 3 X of rinse, the package further being cut into small pieces and stored in a drum to be send to legal hazardous material lay stall in Teluk Siak Mill and hand over to the licensed third party (PT Primanru Jaya). Based on Sentral PT AIP storage record card, we found that 3 March 2009 was the last time for PT AIP using paraquat. There is a memorandum number POD-UM-127/X/2008 about the forbidden to use pesticide with a paraquat material. Medical record for operator is available such as function/ faal (SGOT and SGPT) examination and Thorax which has been done in Thamrin Pekanbaru laboratory clinic at 05 March 2013, which stated that all operators are fit to work. Company consistency on implementing female worker right and protection for their reproduction health. Based on field observation and interview with the sprayer staffs in Block D021 Division III Aneka Persada Estate, we have not found pregnant/lactating employees. Pregnant/lactating employees are understand about the distriction for pregnant and lactating employee to work with a chemical material such as spraying and fertilizing.
Status: Full Compliance
4.7 An occupational health and safety plan is documented, effectively communicated and implemented.
Company has an occupational health & safety regulation in sustainable estate management guidelines document (No. Policy 724/TQEM-SPMS/09) which approved at 1 April 2010 by Chief Executive Officer. However based on mill and estate operation observation, were found employee not used personal protective equipment, such as: a. At loading ramp staff in Teluk Siak mill not using glove during the lorry maintenance. b. Fresh fruit loaders not using personal protective equipment like boot, helmet and glove Major non conformance raised on CAR No. 2013.02
Observation at 10 September 2013. Problem Solving:
Personal protective equipment hand over (safe boot and helmet) to employee, last period 23 November 2012 and asking back the personal protective equipment to employee at 29 August 2013.
Socialization on personal protective equipment application for employee (stockers, fresh fruit record staff) in division IV (mechanic and operator) in Mill at 29 August 2013
Evidence on personal protective equipment is available on photos and document form Preventive Action:
AIP re socialization on personal protective equipment application to all employee.
Conduct assessment and record the personal protective equipment daily application when employees start to work (morning muster).
There is an administrative consequence for employee whom not implemented the personal protective equipment
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application Major non condormance CAR No. 2013.02 is closed
Personal that responsible for the occupational health & safety program has been appointed by company by establish occupational health & safety committee. There is also an organigram for every unit in estate and mill that has been endorsed by Siak District labor and transmigration agency; there is an evidence on occupational health & safety letters, such as:
Decision letter No. 566/SKP- occupational health & safety/DSTKT/2013/19 about PT. AIP occupational health & safety endorsement - TSF at 31 July 2013. M. Abadi is a secretary for occupational health & safety license expert based on decision letter No.KEP.1274/MDJPPK/V/2013 dated 27 May 2013.
Decision letter No. 566/SKP-P2 occupational health & safety /DSTKT/2013/20 about the PT.AIP P2
occupational health & safety endorsement at PT 31 July 2013, Pandjaitan N. E. is a secretary for occupational health & safety license expert based on decision letter SKP No.KEP.1263/MDJPPK/V/2013 dated 27 May 2013.
Decision letter No. 566/SKP-P2 for occupational health & safety license expert based on decision letter /DSTKT/2013/09 about the PT.AIP PSE occupational health & safety endorsement at 31 July 2013, Waldy Jan Edwin Saragih is a secretary for occupational health & safety license expert based on decision letter No. SKP.251/DJPPK/AL3-U/III/2010 dated 15 March 2010. SKP for the time being has been expired, however there is a letter No. IST/PSE/VII/2013 dated 03 July 2013 about decision letter extension on occupational health & safety expert.
Company had enrolled all employee on labour social assurance program (Jamsostek) which covered assurance for work accident/Jaminan Kecelakaan Kerja (JKK), Death assurance/Jaminan Kematian (JKM) and Pension Assurance/ Jaminan Hari Tua (JHT), whilst Health assurance/Jaminan Pemeliharaan Kesehatan (JPK) managed by company by providing clinic and medician whom assisted by nurse and midwife. There is a July payment receipt to PT Jamsostek that has been paid at 02 August 2013. Company conducting the audiometric examination for Teluk Siak Factory employee at 24 July 2012 that has been done by Syafira Hospital, amount 34 employees and there are no derivation on normal hearing ability. Further for 2013, examination at 26 August 2013 for 18 employee shift 1 and 36 employee shift 2, however examination result on second
surveillance is not exist (will verified during the third surveillance) Company has an identification procedure and risk evaluation (HIRAC) (Policy No. 7301/TQEM-ESH/10) that endorsed at 02 August 2010, which explained the diagram of risk evaluation process, such as identified the hazardous, evaluating the effect and hazard probability to set the risk, to choose risk controlling approach by decreasing the probability, effect, identification on hazard monitoring and work plan, and final evaluation for all work. Company has a risk analyses record for all type of work based on working
unit/location as the procedure implementation.
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Training on occupational health & safety has been done periodically for all staffs, there is a schedule on occupational health & safety training at each estate and mills working unit. In example, training on APAR application at 25 June 2013 which attended by Pinang Sebatang Estate warden, foreman, and emergency response staff. Documentation such as minutes of training is available in estate and mill office. There is a change on preparedness and emergency response procedure, such as:
SOP on emergency probability identification and evaluation (SPO/012/AIP-IEPD/V/13) endorsed at 4 May 2013 (second revision), procedure explain the emergency probability type, assessment on probability and consequence level, and further actions for the emergency response team to reduce the emergency probability.
SOP on fire prevention and suppression (SPO/015/AIP-PDPK/V/13) endorsed at 4 May 2013 (second revision), procedure explain the fire prevention by providing fire extinguisher and free-smoke area, and fire suppression by using APAR, fire suppression technique and suppression with hydrant.
SOP on evacuation (SPO/14/AIP-EVAKUASI/V/13) endorsed at 4 May 2013 (second revision), SOP explain the evacuation steps in an emergency situation.
Based on field observation, company providing first aid emergency tools in each working unit and other public facility. Such as: in Teluk Siak Mill, there are 6 first aid emergency boxes located in Laboratory, Post office, warden, hazardous material storage, Workshop and Mill office. Based on field observation in Aneka Persada Estate Division III Block D-021 and Pinang Sebatang Estate Division IV Block C012, Harvest foreman is completed with first aid emergency tools and in the interview foreman has been attending the first aid emergency training and understand on first aid emergency tools usage and handling Company consistently documented working incidents with working incident analysis in Safety Performance Report document that stored in each mill and estate working unit with monthly monitoring; such as working incident monitoring record in Teluk Siak mill in January – July 2013 shows there are 6 working incidents, without losing the work day.
Major 4.7.1 Status: CAR 2013.02 with Major non conformance is closed
4.8 All staff, workers, smallholders and contractors are appropriately trained.
There is a training identification matrix based on position and training program, such as:
Harvest, training on harvesting technique, selecting fresh fruit bunch and general occupational health & safety.
Warden, training on fire suppression, general occupational health & safety and first aid emergency.
Storage staff; training on fire suppression, general occupational health & safety and first aid emergency. Training for human resources development in Pinang Sebatang Estate period July 2013 – June 2014, such as :
July 2013 and March 2014, pruning technique (attended by foreman and harvesting staff), harvesting technique (attended by foreman and harvesting staff).
August 2013 and April 2014, fire suppression training (attended by foreman).
September 2013, spraying technique
November 2013, first aid emergency, healthy socialization, occupational health & safety (attended by all staff and foreman).
December 2013, training on HPT census (attended by all staff and HPT foreman).
January 2014, training on pest controlling (attended by HPT staff and foreman).
May 2014, training on leaf census (attended by LSU staff and maintenance foreman).
As an evidence for these trainings, company provide a training minutes which being well documented, such as pest and desease cencus at 19 January 2013 which located in Block D007 Pinang Sebatang Estate which attended by PT AIP census officers, training on beneficial plant and Barn Owl Box development for foreman in Block D-022 Aneka Persada Estate at 26 March 2013. To ensure that company hired an expert contractor, in contractor agreement stated some requirements such as No. PSE/LKL/IV/2013/0053-TBS named Panji Sumirat with fresh fruit bunch scope of work for 3 months (01 April 2013 until 30 June 2013), clause 2 requirement and technique, transporting using truck with a sufficient transportation, vehicle
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license and registration, driver has a driving license, mandatory to used personal protective equipment and register in worker social and health assuarance.
Status: Full Compliance
PRINCIPLE #5 Environmental responsibility and conservation of natural resources and biodiversity
5.1 Aspects of plantation and mill management, including replanting, that have environmental impacts are identified, and plans to negative impacts and promote the positive ones are made, implemented and monitored, to demonstrate continuous improvement.
PT. Aneka Inti Pesada environment responsibility documents, such as: 1. Environment impact assessment document endorsed by the agriculture ministry, Document No
007/ANDAL/BA/II/1995 dated 02 February 1995, covers 12.000 ha and development planning on palm oil mill 60 ton/hour capacity;
2. Environment management plan documentation (RKL) that endorsed by Bengkalis District development and planning agency No. 094/RKL-RPL/BA/V/1996 dated 15 May 1996;
3. Document on environmental monitoring plan (RPL) has been endorsed by Bapedal Kabupaten Bengkalis No. 094/RKL-RPL/BA/V/1996 dated 15 May 1996;
4. RKL-RPL implementation report for period I year 2013 (Jan-Jun 2013); 5. Replanting impact analysis. Replanting activity impact management and activity has been added to RKL-RPL
implementation report for period I year 2013 (Jan-Jun 2013). Hand over evidence and receipt letter on RKL-RPL reported in each semester to district and provincial environment agency/ Badan Lingkungan Hidup (BLH) which well recorded and stored by the company. Receipt letter on report delivery, such as:
Report delivery evidence to Siak environment agency/ Badan Lingkungan Hidup for RKL-RPL report for semester I year 2013 and accepted by environment agency/ Badan Lingkungan Hidup staff on date 26-8-2013.
Report delivery evidence to Riau environment agency/ Badan Lingkungan Hidup RKL-RPL report for semester I year 2013 and accepted by environment agency/ Badan Lingkungan Hidup staff on date 26-8-2013.
Status: Full Compliance
5.2 The status of rare, threatened or endangered species and high conservation value habitats, if any, that exist in the plantation or that could be affected by plantation or mill management, shall be identified and their conservation taken into account in management plans and operations.
Company has made HCV identification in PT AIP area. There is identification result documentation that shown the existence of protected species and HCV habitat within PT AIP working area. HCV documents developed based on HCV toolkit. HCV type exist in PT AIP are:
HCV 1 along Pingai River side amount 129 ha.
HCV 1 along Gasib River side amount 79 ha
HCV 5 along Gasib River side amount 28,5 ha
HCV 6 in TSE Block F19, G37, I22; PSE Block D4; APE Block C30, E29, G42 amount 1 ha. Some steps to protect rare and endangered species as well as their habitat such as:
Posters installation or information/ban board. During the field visit along Pingai River (HCV AREA) we found posters about protected species and ban board for haunt and electrocute fish in the river, etc.
Socialization to employee and community. i.e: there is an attendance sheet and HCV socialization documentation dated 17 September 2012. Socialization attended by company
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representative, head of neighborhood (RT/RW), head of village, head of sub village and community leader.
Cultivation on bare soil or enrich the species.
Monitoring of animals and vegetation type, i.e: there is a minutes on HCV monitoring on 27 June 2013. Observation location: Div III APE, Conservation area, Block H021. Monitoring evaluation including the animal and vegetation observation (14 species; Mammals, reptile and Aves). Observation used direct observation method and collecting information from the employee.
PT. Aneka Inti Persada has a specific and an expert officer for this HCV observation, which assist company to manage the HCV values. HCV officers such as: :
PSE: Based on letter No. 03/HCV/PSE/III/2013 dated 1 March 2013 that eligible until s/d 28 February 2014.
APE: Based on letter No. 01/APE/V/2013/S dated 1 May 2013 that eligible until 30 April 2014.
Status: Full Compliance
5.3 Waste is reduced, recycled, re-used and disposed of in an environmentally and socially responsible manner.
Company waste and agrochemical package management based on regulation which have no potency to pollute environment. Some activities and documentation regarding this issue such as:
Company consistently conduct identification for waste resources in mill and estate, such as: - Waste resource from mill (liquid waste, fiber, empty fruit bunch, waste combustion ash, used bulb, used filter) ;
generator (used oil waste and used filter); Boiler funnel (emission gas); - Waste resource from estate such as hazardous material waste (chemical material packaging, contaminated
water), domestic waste (used paper, used Plastic, used Bottle and organics waste). - Workshop (used accumulator. used Bulb, used majun fiber, used iron), Clinic (syringe, infuse bottle, drug’s
bottle), water machine house (used oil, used filter) generator port (used oil, used filter, emission resources), central storage (chemical material packaging)
Company has been documented the waste management plan based on identification result on existing waste in mill and estate. Implementation plan record such as: :
- Permit letter from ministry of environment / MenLH No. 260 year 2009 on hazardous material waste storage permit for PT. AIP endorsed at 10 June 2009 that still eligible for 5 years, (as long as the storage not exceeding from 90 days)
- Letter of agreement between PT AIP with PT Primanru Jaya on hazardous material waste hand over for oil, majun fiber, filter oil, TL bulb type No. TSF/SPK-LKL/VI/2013/001 and 02 PMJP/VI/2013 dated 27 June 2013. PT Primanru Jaya as a hazardous material waste collector based on ministry of environment decision /KepMenLH No. 234 year 2011 that still eligible.
- RKL-RPL periodic report (6 monthly) that reported some waste type management at PT AIP, including solid waste management.
- Periodic hazardous material waste scale and reported to related institution (3 monthly) - Company consistently shows the hazardous material waste management and agrochemical packaging on
below document: - Used oil handling procedure (No. 702/IK-
TQEM ESH/10), and SOP accepting and used oil storage, used accumulator, used majun fibre and used bulb 02 March 2009: accepted record, spill’s cleaning with sand, personal protective equipment application during work, weekly evaluation on storage that can be used when there is no activity.
- Procedure on handling pesticide packaging (No. 701/IK-TQEM-ESH/10). Pesticide packaging delivered to washing place, rinse at least at least 3 times. Package chopped into small pieces then put into the drum for further delivery to license hazardous material waste mill that located in Teluk Siak mill, and
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hand over to licensed (PT Primanru ’ Jaya - Procedure on handling clinic waste (No. 703/IK TQEM-ESH/10). Clinic waste handled by hand over it to third
party (RS Ibnu Sina).
Company has a documentation on waste management implementation such as waste monitoring management and transporting minutes:
Daily monitoring record on hazardous material waste in mill hazardous material waste landfills such as central storage card (recording on waste in and out).
Hand over minutes on hazardous material waste transportation by PT Primanru Jaya Pekanbaru at 15 January 2013 and 28 June 2013.
Cover letter No. 01/TRK/07/13/PSE dated 6 July 2013 on used agrochemical packaging waste transportation and oil to Teluk Siak Mill.
PT AIP Medical waste scale from January – June 2013.
Status: Full Compliance
5.4 Efficiency of energy use and use of renewable energy is maximized.
Gasoline and renewable energy (such as shell and fiber) has been well presented on matrix report. This record informs processed fresh fruit bunch volume, how long the machine being turn on, and how much energy have been used (fuel). there is data on renewable energy (such as shell and fiber) efficiency analysis result that presented on a matrix recapitulation form on generator efficiency for period July 2012 – June 2013 which describing fuel efficiency every month, salary/employee overtime, additional material cost and total efficiency value/month.
AIP conducting monitoring on gasoline fuel used for generator each month and there is a data on gasoline usage monitoring year 2012/2013 amount 1,39 liter/ton fresh fruit bunch. Gasoline usage can be minimize by optimize the fiber and shell usage for fuel.
Status: Full Compliance
5.5 Use of fire for waste disposal and for preparing land for replanting is avoided except in specific situations, as identified in the ASEAN guidelines or other regional best practice.
Working agreement No. 022/Replanting/AIP-PSE/IX/2012 dated 28 September 2012 PT Mitra Karya Jaya Perdana for replanting work amount 198 Ha in Pinang Sebatang estate of PT AIP. In working agreement, stated type of work such as uprooted and chopped / minced and digging and cover hole and land, establishment new road, land management, mechanic hole for planting, terracering on 20 meters interval and establish chamber on lower area. From the SPK known that company replanting activity done without burning. Field observation also shown that replanting activity was conducted mechanically using excavator, to make sure that company not using burning approach on it is replanting activity. Company consistently providing fire handling procedure (No. 7311/AIP-ESH/10) including preventive, curative and administrative activity. This procedure describing the preventive steps and fire handling activity. Preventive activity such as: mapping the fire spot area, conducting regular patrolling based on need, providing fire ban board on fire spot area, etc. As a procedure application, company make a fire extinguisher simulation in pinang sebatang estate at 25 June 2013 which attended by warden and emergency response team with following scenario: team preparation and personal protective equipment, briefing before fire extinguishing, establish fire isolation with blade, and shut the fire with traditional tool. Based on field observation in emergency response hut of Aneka Persada Estate, company consistently has been providing facility for fire extinguisher and as a preventive step, company install ban board about fire spot area and
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conducting fire monitoring by providing fire monitoring tower.
Status: Full Compliance
5.6 Plans to reduce pollution and emissions, including greenhouse gases, are developed, implemented and monitored.
There is hazard potential control (Hazard Identification Risk Assessment Control - HIRAC), processing for each station and AIP palm oil mill’s activity documentation, such as briefly describe the pollution and emission resource; potential danger (including pollution, emission and sound); and the handling mechanism. Pollution resource and mill’s emission type such as: gas waste from boiler funnel, WWTP and generator; noise, wave and illumination that comes from mill. Regular air emission quality monitoring every 6 (six) months, there is an air emission quality monitoring at 2012 report that has been done at 18 April 2012 by accredited laboratory of environment quality assessment. Boiler funnel was the location where the air emission quality sample taken from (boiler number 1 and boiler number 3) and generator ((generator number 1, 2 and 3), whilst ambient air quality monitoring took a sample inside mill (up-wind, down-wind, mill working space). Air emission quality analysis in boiler and generator with an appropriate test parameter with the regulation shows that comply the regulation. Pollution and emission reduction effort and planning stated on palm oil mill’s technical guidelines II No. Policy: 120/POD-FAC/07 which describing the dust collector cleaning including the explanation on cleaning steps and frequency. Guidelines also stated that dust collector cleaning should be made every 3 (three) hours. Pollution and emission reduction effort by PT AIP, such as: a. Regular maintenance on production machine in Teluk Siak Mill in order to reduce the emission level such as noise,
wave and particulate. b. Completed and ensure that operator in Teluk Siak Mill using ear plug to avoid hearing disorder c. Regularly clean the boiler stove to reduce particulate d. Based on field visit in APE; PSE and TSF there
are trap available on the gasoline refill station to prevent gasoline’s spill.
AIP has liquid waste management monitoring that inform the liquid waste volume generated from palm oil mill, and liquid waste applicated after conditioning through aerobe and anaerobe circulation in 9 effluent ponds (1 deolling pond, 1 cooling pond, 2 aerobic ponds, 2 anaerobic ponds, 2 application pond, 1 buffer pond/reserve). AIP has a palm oil industrial liquid utilization permit on Teluk Siak palm oil estate PT Aneka Inti Persada based on Siak District head of environment agency decision Number 03/BLH-S/KPTS/2010 dated 25 Januariy 2010. Land Application could be used into 200 Ha area in block F-27, F-28, H-29, F-22 and E-22. Monitoring on liquid waste application (land application) that has been done by AIP such as: 1. Industrial liquid waste monitoring (effluent treatment pond) each month and the analyses parameter is waste
volume, BOD, COD, pH, oil/fat, Pb. Cu, Cd, and Zn. 2. Well water monitoring which located in application block every 6 (six) month with analysis parameter such as BOD,
COD, pH, N, NH, Cd, Cu, Pb, Zn, Cl, SO42.
Land quality assessment on Land Application (rorak/flat bed) every 6 (six) months with deep control amount 0-20 cm, 20-40 cm, 40-60 cm, 60-80 cm, 80-100 cm, 100-120 cm with analyses parameter such as water pH, C-organic, N total, P-available, Kation change capacity, Kation change into Ka/Na/Ca/Mg, base saturation, heavy metal like Pb/Cu/Zn/Cd, texture sand/dust/loamy, oil/fat.
Status: Full Compliance
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PRINCIPLE #6 Responsible consideration of employees and of individuals and communities affected by growers and mills
6.1 Aspects of plantation and mill management, including replanting, that have social impacts are identified in a participatory way, and plans to mitigate the negative impacts and promote the positive ones are made, implemented and monitored, to demonstrate the continuous improvement.
There are an environmental impact assessment/ AMDAL (1995), RKL/RPL (1996); social impact analysis (2010) and replanting analysis (2012) that contain important social impact information (positive and negative) resulted from the estate operation and PT AIP palm oil mill. Company has a management and monitoring regular plan on social impact that involved community, such as:
Fresh fruit thievery being monitored by involving Maredan village young leader and head of neighborhood; being managed by hired community in Haji Crossroad.
Areal claim, monitored and managed by involving local government in Maredan Village Minor non conformance CAR.2012.06 is Closed. Environment management and monitoring being reported periodically with a schedule which stated on RKL-RPL implementation report. Delivery reports are available, such as:
Delivery report to Siak environment agency/Badan Lingkungan Hidup Siak for RKL-RPL report semester I year 2013 and has been accepted by environment agency staff at 26-8-2013.
Delivery report to Riau environment agency/Badan Lingkungan Hidup Siak for RKL-RPL report semester I year 2013 and has been accepted by environment agency staff at 26-8-2013.
Minor 6.1.1 Status: Minor non conformance CAR.2012.06 is closed
6.2 There are open and transparent methods for communication and consultation between growers and/or millers, local communities and other affected or interested parties.
Company has SOP for communication/consultancy with community No.Doc: 006/AIP-PKK/V/13, rev.02, dates: 4 May 2013 which completed with community complaint flow chart diagram. This procedure has been socialized along with HCV socialization at 17 September 2012 in TSE meeting room which attended by 25 participants; from company representative, head of village, head of BPD, Head of neighborhood (RT/RW) and community representative (material, minutes and attendance sheet are available). Based on internal memo from chairman SOU 17 Teluk Siak Estate date 2 August 2013, pointed KTU/Head of section PT Aneka Inti Persada as officer to represent company on communication and consultation with community, such as:
Aneka Persada Estate: Mr. Supriyanto Astono
Pinang Sebatang Estate: Mr Rahmat Wibowo. Community aspiration recorded on “records of communication with stakeholders” book and community near estate information request, for example:
Letter form teacher of basic school/SDN 10 Tualang at 27 July 2013 regarding the request to have a right as a PT AIP staff until he become a civil servant and his civil servant certificate issued. Company agrees to fulfill this request.
Charity proposal from Mosque No.006/BKM/VI/S/2013 at 15 July 2013. Company has respond this request by approved to release the budget (cash voucher is available)
Charity proposal from Christian service Number 01/Pos/PI/GM/PSE/XII/2012 at 24 November 2012 regarding the request for Christmas budget for God’s servers. Company has agree to release the budget (cash voucher is available)
Company also has PT AIP stakeholders list which updated at August 2013 and contain of local government (13 institutions), non-government organization (9 NGO), hospital/social assurance and bank (7 institutions), school (3 schools), PT AIP contractor (14 companies) and Supplier ( 14 companies). List contains of information on institution
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name, contact persons, address and phone number.
Status: Full Compliance
6.3 There is a mutually agreed and documented system for dealing with complaints and grievances, which is implemented and accepted by all parties.
Company has SOP for community complaint handling No. Doc: 005/AIP-PKM/VIII/10, Rev. 01, date 2 January 2012. Section V. point 5.3 mention that if the complaint still under unit manager capacity, the unit manager will gave a response to it. There is also community complaint handling Flow Chart. Response limit to this complaint is within 14 days. Based on observation regarding the incoming letters during the surveillance, there is no identification on community complaint to company, most of the incoming letters are charity request letter. Company has SPO for conflict resolution No. Doc: 007/AIP-PK/V/2013, rev. 02, at 4 May 2013 which explained that company had pointed PSD personnel whom in charge to handle the land claim, then manager will establish verification team to collect supporting data and further the personnel will deliver this decision to community representative.
Status: Full Compliance
6.4 Any negotiations concerning compensation for loss of legal or customary rights are dealt with through a documented system that enables indigenous peoples, local communities and other stakeholders to express their views through their own representative institutions.
There is a social policy in sustainable estate management guidelines No. Policy: 724/TQEM-SPMS/09, Rev.00, at 27 August 2010 page 13 point 3: Plantation Upstream Indonesia guarantee that each negotiation related to compensation on someone right is well documented and allowed local community and related stakeholders to pounder their point of view through their own representative body. SOP on conflict resolution (RSPO/2.2PK) No. Doc: 007/AIP-PK/2012, rev. 01, at 2 January 2012 on part V. Calculation system and resolution mechanism handled by PSD (Plantation Service Department) Pekan baru. Until the second Surveillance, there is no land acquisition by AIP.
Status: Full Compliance
6.5 Pay and conditions for employees and for employees of contractors always meet at least legal or industry minimum standards and are sufficient to provide decent living wages.
Riau Governor policy No. 16 year 2013 about minimum wage for palm oil and rubber agriculture/estate sub sector 2013 that has been set 01 April 2013 amount Idr. 1.509.000,- and come into effect start from 01 January 2013. As compliance to this regulation, PT AIP issued a memorandum No. 118/HRM-i3/III/2013 at 16 April 2013 about SKU daily wage and SKU monthly structure year 2013. Based on employee salary list on July 2013 in Teluk Siak Mill, Aneka Persada Estate, and Pinang Sebatang Estate, shown that PT AIP had been paid wage accordance with above policy Company has a collective bargaining agreement (PKB) based on Statue No. 13 year 2003 that set by Sumatra collective estate company body /BKPPS (Badan Kerjasama Perusahaan Perkebunan Sumatera) with centre of agriculture workers federation - worker union/ Pusat Federasi Serikat Pekerja Pertanian dan Perkebunan Serikat Pekerja Seluruh Indonesia (PP.FSP.PP-SPSI). Collective bargaining agreement/PKB has been enrolled based on Director of industrial relation decision and social assurance/ Keputusan Direktur Jenderal Pembinaan Hubungan Industrial dan Jaminan Sosial Tenaga Kerja No. KEP.191/PHIJSK-PKKAD/PKB/XII/2012 at 17 December 2012, effective until 13 November 2014. Collective bargaining agreement /PKB explain about company and employee’s right and obligation. Observation on Housing complex 1 (Division I and II) of Aneka Persada Estate, company provided public facility for employee such as permanent and semi-permanent housing, clean water access from reservoir and Block A018 Division I, electicity from generator with 100 KVA capacity, praying facility such as Al Mardhatillah Mosque, other public
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facility like child care service Kasih Ibu Pondok I, Employee hall and landfill waste in Block A019 Division II. There is an agreement with contractor that required the contractor to follow the labor regulation such as SPK No. PSE/LKL/IV/2013/0053-TBS on the name of Panji Sumirat with scope of work to transporting fresh fruit bunch within 3 months (01 April 2013 s/d 30 June 2013) period. In SPK clause 2, the requirement and technical implementation mentioned that contractor is mandatory to provide and applicate personal protective equipment based on jamsostek member standard.
Status: Full Compliance
6.6 The employer respects the right of all personnel to form and join trade unions of their choice and to bargain collectively. Where the right to freedom of association and collective bargaining are restricted under law, the employer facilitates parallel means of independent and free association and bargaining for all such personnel.
Company policy provide the right for employee to make a union which stated on point 5 from sustainable estate management guidelines No. 724/TQEM-SPMS/09 dated 1 April 2010, and signed by CEO (Chief Executive Officer). As an implementation on this policy, there is an agriculture and estate workers union that has been establish (PUK SPPP – SPSI) in each working unit, such as :
PUK SPPP-SPSI Pinang Sebatang Estate time of service 2010 until 2015, with record number from Siak District Labor agency, 568/DSTK/XII/2010/27 appointed at 30 December 2010.
PUK SPPP-SPSI Aneka Persada Estate time of service 2013 until 2018, with record number from Siak District Labor agency No. 568/DTK/III.2007/73 at 09 July 2013.
There is a minutes from this meeting, such as:
12 April 2013, with agenda: discussion on decreasing on purchase base from 1300 kg to 900 kg, the volume union of fresh fruit bunch (FFB) and brondolan, and employee bonus payment for 2013 From this meeting, we had an agreement pointed at 19 May 2013 with some dealing below:
- Purchase basis still 1.300 kg which is a union between fresh fruit bunch and brondolan, brondolan price change from Idr. 125/kg to IDR. 140/kg, this provision comes into effect at 01 June 2013.
- Bonus payment proposed to be paid at September.
04 July 2013, with agenda: discussion in establishing secretariat PUK SPPP SPSI covering PT AIP and socialization on jamsostek and Manulife benefit.
Status: Full Compliance
6.7 Children are not employed or exploited. Work by children is acceptable on family farms, under adult supervision, and when not interfering with education program. Children are not exposed to hazardous working conditions.
Memorandum from Head of Plantation Operations No POD-UM-052/III/2010 date 24 March 2010 on child protection, where company is prohibited to hire kids under age to work based on Republic Indonesia Labor Statue. Implementation of this policy stated on sign board (size 150 cm x 100 cm), prohibiton for kids under age to work in the field and to ensure that children care centre/Tempat Penitipan Anak (TPA) completed with standard facility and prioritize kids safety and keep hygiene, neatness and healthy around TPA. APE and PSE employee list, we did not found employee under 18 years old from the first time they work for the company. Minimum age for employee is 19 years old. Beside, based on interview, employee knew that minimum age to work is 19 years old and kids are not allowed to work, this is show the child protection regulation is well socialized.
Status: Full Compliance
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6.8 Any form of discrimination based on race, caste, national origin, religion, disability, gender, sexual orientation, union membership, political affiliation, or age, is prohibited.
Social policy is available on sustainable estate management guidelines No. Policy: 724/TQEM-SPMS/09, Rev.00, date 1 April 2010 point 1 / employee must been treated fair on recruitment, promotion, description of work without discrimination toward race, social status, ethnicity, sex, color, special need, sexual orientation, organization membership, political preference, religion and age. APE and PSE employee’s data for period August 2013 has information such as name, position, grade, sex, date of birth, race, religion, place of birth, hired date and division, shows that PT AIP’s employees come from different ethnicity such as Javaness, Batakness, Niasness, Minangness, Malay and from different religion such as Moslem and Christians. These findings also strengthening by interview with employee whom emphasized that PT AIP employee are coming from multi ethnicity and religion. The same working opportunity also shows on employee’s carrier promotion. Based on memorandum from Human Resources Management General/ General HRM Number 331/HRM-i3/VII/2013 dated 09 July 2013 regarding the promotion, company decided that the promotion based on evaluation criteria such as ability, responsibility, work performance, honesty, loyalty, hard working and self belonging.
Status: Full Compliance
6.9 Policy to prevent sexual harassment and all other forms of violence against women and to protect their reproductive rights is developed and applied.
Social policy is available in sustainable estate management guidelines No. Policy: 724/TQEM-SPMS/09, Rev.00, date 1 April 2010 point 4: Develop and implementation on policy to protect female workers from sexual assault and protecting their reproduction right. Gender policy implementation guidelines has been described in SOP Gender committee Number 028/AIP-KG/12 date 1 September 2012, one of them is gender committee establishment in each unit, such as:
Aneka Persada Estate Company has been established gender committee which led by Mrs. Juli Lombok Sitorus based on appointment letter No 001/APE/AIP/II/13 for period 1 February 2013 until 31 January 2014.
Pinang Sebatang Estate Company has been established gender committee which led by Mrs. Salbiar Number 02 PPKG/PSE/V/2013 for term of office 4 may 2013 until 04 May 2014.
This gender committee has been socialized on TSE meeting room at 25 July 2013 which attended by 25 representatives from PSE, TSE and APE. (Material, attendance sheet and photos are available). Based on field verification and interview with female worker (sprayer officer), they knew about this gender committee. Based on Interview with gender committee, gender committee socialization activity being executed through Posyandu program and development until the audit time. Nowadays, female workers brave enough to report the sexual assault they have experienced to gender committee. This can be shown from the sexual assault case recorded and victim has reported this case to PSE gender committee at April 2013, gender committee has follow up this case and conducted an investigation and set up a meeting for both parties (there is a complaint form, minutes meeting, chronology, minutes on complaint and attendance sheet). Company has gave penalty such a first warning letter (decision letter is available) at 13 May 2013 and transferred the perpetrator from water machine in housing complex 1 to civil engineering member. Gender commitee programme for period 2013 and 2014 such as :
Health Sector: Integrated health centre (Posyandu), pregnancy examination, immunization, additional nutrition administration
Education Sector: sewing training, cooking training and other skill training.
Committee meeting (within one unit) 2 times a year, once is at 05 January 2013 in APE meeting room which attended by 11 participants (attendance sheet and minute of meeting are available)
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Most of committee meeting been conducted in unit level. In order to increase female commission role in sexual assault policy and reproduction right protection implementation, it is suggested that gender committee meeting among PT AIP units should be scheduled more that 1 time a year. Hopefully, this arrangement will be able to increase gender committee’s knowledge, shared experience and increase gender committee socialization policy. Regarding female workers reproduction rights protection, there are agreements between gender committee with female workers, such as:
1. Administration of H1 (monthlies off) will be assessing in division or central clinic. 2. Administration of H2 (maternity leave) will be count based on the last H1 administration by physician/
paramedic 3. Female worker who is pregnant will be changing their work based on regulation and physician examination and
this pregnant worker is prohibited to work with chemical materials (spraying and fertilizing) 4. For newly delivery mother and lactating for 1 year are prohibited to work with chemical materials 5. Female workers should be protected from sexual assault, domestic violence and periodically examination for
spraying and fertilizing team at least 2 times a year. Based on field verification and interview with workers, gender committee and paramedic, these agreements has been known by all party, i.e: female spraying officer eligible to take leave H1 based on clinic and physician recommendation, they also have an H1 and H2 monitoring book in each division. Based on H1 monitoring book, for example in division II PSE, shows that all female workers have an opportunity to take H1 leave. This also strengthening by the daily attendance sheet that shows company gave an opportunity to take H1 leave and still eligible to get their salary. H1 policy is signed by warden 1, assistant and midwife recommendation. For H2 leave, leave application should be made at 7,5 months of pregnancy age, for example: reference from physician at PT AIP clinic No. 01/SK/KLNK/PT AIP/July/2013 named Rosda Sihotang, 36 years old, staff at BTP (maintenance) Division II PSE who submitted H2 leave request at 7,5 months of pregnancy age. Based on field visit, company also provided child care service for employee. Company has a complaint mechanism for community and employee, such as: 1. SOP on employee complaint mechanism No. Doc: 004/AIP-PKK/V/13, rev.02, date: 4 May 2013, completed with
employee complaint flow diagram which employee submitted written complaint and responded by the assistant, however if the case is not under assistant authority, this complaint will be delivered to management through head of section for the manager will gave his/her response to the complaint.
2. SOP on community complaint handling Doc. No: 005/AIP-PKK/V/13, rev.02, date: 4 May 2013 completed with community complaint flow diagram which community submitted complaint and head of section record and manager will gave a response upon head of department approval.
Incoming complaint will be recorded on record of communication for worker and contractor, such as :
10 October 2012, named Sadar; complaint on inner and outer septic tank damage, company respond by replacing the inner and outer septic tank with concrete material at 12 October 2012.
11 January 2013, named Sudarmadi; complaint on roof damage, company respond by replacing the roof with 2 pieces asbestos at 13 January 2013.
Based on interview, employee had been understood about complaint mechanism which they can submitted complaint to their direct supervisor (foreman) and then will be continued to assistant. Company also made an identification related to employee housing damage that has been recorded on employee facility monitoring book, which explain house number, employee name, type of damage, material, date of execution, employee signature and there are 20 houses that need to be repair and the repair will be made gradually.
Status: Full Compliance
6.10 Growers and mills deal fairly and transparently with smallholders and other local businesses.
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PT AIP only processing fresh fruit bunch from it main estate and not processing fresh fruit bunch from another estate.
Status: Full Compliance
6.11 Growers and millers contribute to local sustainable development wherever appropriate.
Company has been contributed to local development, such as:
From 2012 until 2013, PT AIP has been worked with 13 local contractors. From land clearing, school transportation, heavy equipment, nursery, compactor, bulldozer, fresh fruit bunch transportation, JJK and brondolan, silt pit establishment, road pit and pikul market, ditch cleaning and replanting activity such as cut off and take apart, hill’s cutting.
Operational budget assistance for head master, teachers, al-Qur’an reading teacher, preacher and government in village level.
Assistance is such an incidental one which claims as a CSR by the company, invoice and minutes of material hand over is available. Routine assistance such as during the Indonesia Independence Day, 17 August 2013, Qurban and MTQ.
The ongoing CSR program is not based on community need and priority identification. For this reason, Siak District government proposed a CSR program and PT AIP accept this proposal well and being focus on education such as school fence repair, school room, school office and laboratory. For community and general such as road repair, hand tractor, water waste disposal facility and food diversification technique training. This program is part of CSR plan in 3 sub districts that explain CSR program type, village/sub district and budget. Total budget for 2013/2014 CSR is following the CSR Siak District program.
Status: Full Compliance
PRINCIPLE #7 Responsible development of new plantings
7.1 A comprehensive and participatory independent social and environmental assessment is undertaken prior to establishing new plantings or operations, or expanding existing ones, and the results incorporated into planning, management and operations.
Company has environment impact assessment document which approved by ministry of agriculture No. 007/AMDAL/BA/II/1995 covering 12.000 ha (including the backup area for 478 ha in Pekan Baru municipality), company also make an analysis on replanting impact (2012/2013). In addition, company has a plan on environment monitoring and management work implementation (RKL/RPL) which has been endorsed by Bapedal of Bengkalis District No. 094/RKL-RPL/BA/V/1996 date 15 May 1996. There is no new estate development; PT AIP only did replanting activity.
Status: Full Compliance
7.2 Soil surveys and topographic information are used for site planning in the establishment of new plantings, and the results are incorporated into plans and operations.
Company has Semi Detail Soil Map PT Aneka Inti Persada scale 1: 50.000 that describe in detail on soil deployment and deployment regards to suitability level for palm oil crop. Based on survey findings, known that marginal soil deployment is in soil group E (organic soil) about 1.424,8 ha (14,4%) which spread in TSE (790,8 ha) and APE (634 ha). There is no new estate development; PT AIP only did replanting activity.
Status: Full Compliance
7.3 New plantings since November 2005, have not replaced primary forest or any area required to maintain or enhance one or more High Conservation Values.
Company has a result on area identification and HCV deployment map. Company has been shown HCV management work plan on HCV area management SOP Number 700/PAH/AIP/10 date 1 August 2010. Details of program presented on matrix covering management work plan information, program description, timeline, responsible party and HCV
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location. Based on desk review and field visit to PT.AIP, we neither found cultivation activity in a new area nor replanting on HCV area.
Status: Full Compliance
7.4 Extensive planting on steep terrain, and/or on marginal and fragile soils, is avoided.
Company has a Semi Detail Soil Map of PT Aneka Inti Persada scale 1: 50.000 which picturing in detail on soil type deployment and deployment based on suitability with palm oil crop. There is also a map which shows soil deployment and soil slope level. Land management that has been implemented by PT AIP for cultivation on fragile and marginal area such as:
Establishing terracering, for instance: based on field visit to slope area lie Block/ known that the cultivation made with a terracering system.
Silt-pit establishment, for instance: based on field visit to Block B05, Division 2, SPE has a silt-pit to reduce erosion and spill/runoff water.
Drainage establishment and tank; to control water availability. AIP also conducting monitoring for peat land water level 2 times a week. Besides, there is also an additional fertilizing application such as Cu, Zn, and B.
Status: Full Compliance
7.5 No new plantings are established on local peoples’ land without their free, prior and informed consent, dealt with through a documented system that enables indigenous peoples, local communities and other stakeholders to express their views through their own representative institutions.
PT AIP did not cultivate in new area, only replanting on it operational area. AIP has made (aksenta) replanting research on Social Environment Impact Assessment made from 28 November 2012 until 4 November 2012. That research has explain some impact, such as the negative impact identification (Community’s negative perception toward river superficiality because of land erosion, Land Cover’s loss, The increasing of erosion level, Habitat loss for some species) and the positive impact identification (Decreasing superficial abundance and increasing land uptake, Local community employment,Increasing community income).
Status: Full Compliance
7.6 Local people are compensated for any agreed land acquisitions and relinquishment of rights, subject to their free, prior and informed consent and negotiated agreements.
Based on observation there is no traditional right on AIP operational areas. Until the second surveillance, there is no land acquisition made by PT. AIP
Status: Full Compliance
7.7 Use of fire in the preparation of new plantings is avoided other than in specific situations, as identified in the ASEAN guidelines or other regional best practice.
Agreement letter No. 022/Replanting/AIP-PSE/IX/2012 date 28 September 2012 PT Mitra Karya Jaya Perdana for replanting works on 198 Ha in Kebun Pinang Sebatang PT AIP. The SPK mentioned about type of work such as cut off and chopped as well digging and closing the land, new road contraction, soil management, mechanic planting holes, terraccering establishment with wall with 20 meters interval and establish chamber on low area. There is no fire during the replanting activity based on SPK and from field observation in Aneka Persada Estate Division I, replanting was mechanically done by using heavy equipment such as excavator. This finding strengthening the conclusion that company not using fire approach on conducting replanting activity.
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Company consistently provides area for fire handling procedure (No. 7311/AIP-ESH/10) covering preventive, curative and administration. This procedure has described sufficient fire preventive and curative steps. Preventive steps such as fire spot area mapping, monitoring based on need, establish information board on fire spot area, etc. as an implementation of this procedure, company conducting fire extinguisher simulation in Pinang Sebatang Estate at 25 June 2013 which participated by wardens and emergency response team with these scenarios: team preparedness and personal
protective equipment, briefing before action, establishing fire isolation with blade, fire suppression with kepyok. . Based o field observation in Aneka Persada Estate emergency response housing complex, company consistently provided fire extinguisher facility. As a preventive way to avoid fire, company establishes “watch fire” ban board and monitored fire spot by build fire monitoring tower.
Status: Full Compliance
PRINCIPLE #8 Commitment to continuous improvement in key areas of activity
8.1 Growers and millers regularly monitor and review their activities and develop and implement action plans that allow demonstrable continuous improvement in key operations.
AIP have done an action plan to improve it operational activity, such as: 1. Establishing water management on lower area in Aneka Persada Estate by build Bund up to 16.4 Km and Water
Gate amount 5 units in order to manage water so the lower area and peat land would be logged. 2. Teluk Siak mill establish Empty Bunch Press to reduce EFB loss and increasing Oil Extraction Rate.
Improvement on replanting activity in AIP by Voile installation modification for planting spot on terrace in order to make similarity on planting density in waving area. Company also committed to use paraquat, based on Memorandum Number POD-UM-127/X/2008 about discontinuance on using active paraquat in pesticide. Observation on PT. AIP Agrichemical storage, we found the information that the last time paraquate application is 3 March 2009.
Status: Full Compliance
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The facility shall have written procedures and/or work instructions to ensure the implementation of all the elements specified in these requirements. This shall include at minimum the following:
a) Complete and up to date procedures covering the implementation of all the elements in these requirements.
b) The name of the person having overall responsibility for and authority over the implementation of these requirements and compliance with all applicable requirements. This person shall be able to demonstrate awareness of the facilities procedures for the implementation of this standard.
a) Teluk Siak mill SPO is based on palm oil technical guidelines 1,2 and administration that appropriate with memorandum from Head of Plantation Operation No.POD-UM-154/VII/2010 at 26 July 2010, such as:
Fruit receipt No. 110/POD-FAC/07, Boiling (sterilization) No. 110/POD-FAC/07, Striping No. 110/POD-FAC/07, Digesting No. 110/POD-FAC/07, Pressing No. 110/POD-FAC/07, Purification No. 110/POD-FAC/07, separation of seed and coir No. 110/POD-FAC/07, Kernel Station No. 110/POD-FAC/07, palm oil storage No. 110/POD-FAC/07.
Teluk Siak mill has segregation product supply chain system, on SOP Number 027/AIP-SCCS/12 which endorsed at 1 September 2012 by mill’s Manager and Estate Manager that explain product traceability is segregated.
b) Officer in charge to ensure this requirement being implemented are:
- Factory Manager
Store and manage all documents and record on raw material being used, supporting material on production process and final product quality.
Conducting verification on product that has been send by buyer to ensure that the product is inline with invoice, delivery order, sales contract and sign product delivery memo.
Provide sufficient training on supply chain requirement for all staff that involved on row material receipt value chain, production process, and storage and product delivery to consumer.
Fresh fruit bunch quality check in mill and daily recapitulation. Monitoring on palm oil product dispatch. Row material and product quality analysis in a whole production process. Storage, maintenance and distributing analysis result, row material and product quality check to related
parties.
- Assistant/Senior Assistant/Bulking Manager is responsible on crude palm oil (CPO) and PKO product transportation from mill to bulk station.
Status: Full Compliance
1.2
The facility shall have documented procedures for receiving and processing certified and non-certified FFBs.
Driver who transported fresh fruit was obligated to show fresh fruit delivery memo from each estate and contractor as a
company fresh fruit receipt mechanism. Fresh fruit delivery memo consist of fresh fruit quantity and source.
Teluk Siak POM, AIP has documented system to receive and processing the certified FFB:
a. FFB delivery ticket b. Weight ticket
SIME Weight program application to support the traceability of FFB
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Mill’s SOP endorsed by Mill Controller at December 2011 which covering SOP for weighbridge stations, loading ramp, boiler
Kernel Silo Station, CPO Dispatch, Palm Kernel Dispatch, Boiler House, Power Plant. Also working instruction for laboratory
assessment endorsed by mill’s senior manager at 1 April 2011.
Teluk Siak Mill, AIP has a documented procedure from received fresh fruit through processed fresh fruit to separate RSPO certified product with uncertified one by mill’s product identification through number/ label identification on each part.
Status: Full Compliance
2 Purchasing and goods in
2.1
The facility shall verify and document the volumes of certified and non-certified FFBs received.
The processed of fresh fruit bunch in teluk siak mill is coming from AIP main estates which has RSPO certificate, this is ensure that the output from this process can be claim as a 100% RSPO certified palm oil. Teluk Siak mill, AIP has a documented and computerized program for fresh fruit bunch acceptance, such as: 1. SPB fresh fruit bunch delivery memo and weight card which explained number of weight ticket number, SPB serial
2. SIME program in order to know fresh fruit bunch acceptance, crude palm oil kernel, kernel and other product. 3. Mill’s acceptance report; explain that the product has been accepted, acceptance date, estate resource, vehicle number,
4. FFBGS program (Fresh Fruit Bunch Grading System) which explained incoming fresh fruit bunch quality to estate based on fresh fruit bunch grading and provide information on fresh fruit bunch, crude palm oil production and kernel from each suppliers.
Status: Full Compliance
2.2
The facility shall inform the CB immediately if there is a projected overproduction.
Teluk Siak Mill, AIP has a right to claim certified product for a whole 1 (one) year for crude palm oil product amount 43,864
ton and Palm Kernel amount 10,124 ton from period 11 October 2012 to 10 October 2013.
When audit surveillance, Teluk Siak production on CPO and kernel from 11 October 2012 until 28 August 2012 for CPO
amount 36,553.907 ton and Palm Kernel amount 7,827.833 ton
Until the surveillance audit, CPO and kernel production that can be claim as a certified product not able to reach the
projected amount, however Teluk siak Mill, AIP management committed to provide information to Mutuagung Lestari if it
happens.
POM-AIP Teluk Siak, Minamas Plantation make a registration on RSPO certified product such as CSPO and CSPK through
e-trace- UTZ.
Status: Full Compliance
3 Record keeping
3.1
The facility shall maintain accurate, complete, up-to-date and accessible records and reports covering all aspects of these requirements.
Record and completed report can be shown by company in below documents:
All record and report has been made and completed storage by company. Document storage in soft copy is within the System Application Program (SAP), Sime-Weight Program for fresh fruit bunch weighing, CPO and Palm Kernel, FFBGS (Fresh Fruit Bunch Grading System) to know fresh fruit bunch quality while document in hard copy (print out) storage in Teluk siak mill administration room. Teluk Siak mill has daily production repot which explain all aspect records such as in and processed FFB, CPO quality and capacity, Kernel quality and capacity, crude palm oil and kernel deliverance, CPO and Kernel production stock.
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Status: Full Compliance
3.2 Retention times for all records and reports shall be at least five (5) years.
Teluk Siak mill, AIP has been decided minimum storage time is 5 years and showing records on fresh fruit bunch acceptance to oil storage in storage tank such as daily report, incoming and processed fresh fruit bunch data, mill’s utilization, CPO and kernel quality and capacity, oil quality in storage tank, CPO and kernel Delivery Order and Process Control Report document being set for 5 years. 5 years old document that still stored such as: 1. Deliverance memo number 544/06/08/IIA/TSE and weight ticket number TBS17366RCO date 14 June 2008 which
explain harvest date, fresh fruit bunches were coming from Teluk Siak estate, block H-33 (250 bunch), FFB weight 2.130 kg, vehicle number and weight bridge officer approval
2. Palm oil deliverance memo dated 10 June 2008 which explain contact number, netto, dirt, supplier and product name.
Status: Full Compliance
3.3 The facility shall record and balance all receipts of RSPO certified FFB and deliveries of RSPO certified CPO, PKO and palm kernel meal on a three-monthly basis.
a. Teluk Siak Mill-AIP has a computerized monthly and 3 months certified and non certified FFB record and acceptance balance mechanism in Segregation SOP document by Weight bride System Program.
b. All certified and non certified product volume has been prepared through Weight Bridge System computerizing program for calculation.
c. Segregation Sale from positive stock monitored by Weight Bridge program.
Status: Full Compliance
3.4 The following trade names should be used and specified in relevant documents, e.g. purchase and sales contracts, e.g. *product name*/MB or Mass Balance. The supply chain model used should be clearly indicated.
Teluk Siak Mill, AIP has shows Sales Contract document as below: 1. CPO product with Sales Contract Number 00208/AIP/KTR-MKS/LOK/V/2013 at 1 May 2012 which explain trade name
is CPO (Crude Palm Oil) with Free Fatty Acid (As Palmitic) quality, maximum 3,5%, Moisture and Impurities maximum 0,5%, Quantity 2.000.000 kg
2. Kernel product, Sales Contract Number 00140/AIP/KTR-IKS/LOK/VI/2013 at 12 June 2013 which explain trade name is Palm Kernel, quantity 100,000 kg, with Moisture, Impurities, Sales dirt quality, maximum 16%.
Based on documentation review, known that Sales Contract document explain segregation model chain and explain that sold product had an RSPO certificate, this is inline with Teluk Siak Mill SOP.
Status: Full Compliance
4 Sales and goods out
4.1
The facility shall ensure that all sales invoices issued for RSPO palm oil delivered include the following information:
(a) The name and address of the buyer
(b) The date on which the invoice was issued
(c) A description of the product, including the applicable supply chain model (Segregated)
(d) The quantity of the product delivered
(e) Reference to related transport documentation
Teluk Siak POM, AIP ensure all issued invoice for palm oil deliverance stated required information; for instance number DN/00208/AIP/VII/2013 for CPO product stated: a) Buyer name is PT.Pacific Indopalm Industries which addressed at Jalan Raya Dumai-Bsailam baru KM.14, Lubuk
Galing-Sungai Sembilan, Dumai, Riau. b) Invoice issued at 14 July 2013 c) Product description; is Crude Palm Oil, explain product type which has RSPO segregation certificate. d) Total product delivered amount 1.994.495 Kg
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e) Deliverance and agreed transportation is FRANCO (Buyer drop back to her/his place)
Status: Full Compliance
5 Processing
5.1
The facility shall assure and verify through clear procedures and record keeping that the RSPO certified palm oil is kept segregated from non certified material including 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.
Transportation and storage of certified product by AIP-Teluk Siak has a system to ensure product (CPO and Kernel) has no contamination. Beside, AIP Teluk Siak POM processed FFB from certified main estate only.
Status: Full Compliance
5.2
The facility shall provide documented proof that the RSPO certified palm oil can be traced back to only certified segregated material.
Teluk Siak Mill able to show systematic documentation which explain that product can be trace to raw material resource through Weight Bridge System Teluk Siak only processes from main estate area (certified estate) and rejecting FFB from other source.
Status: Full Compliance
5.3
In cases where a mill outsources activities to an independent palm kernel crush, the crush still falls under the responsibility of the mill and does not need to be separately 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
Teluk Siak Mill, AIP only sold Palm Kernel to third party whom has no cooperation with Kernel Crushing Plant management,
Status: Full Compliance
6 Training
6.1
The facility shall provide the training for all staff as required to implement the requirements of the Supply Chain Certification Systems
Teluk Siak Mill, AIP conducted RSPO supply chain certification system training at 7 July 2012, with resource person from department of Plantation Sustainability Quality Management (ESH Manager) and participated by 17 staffs from estate and mill.
Status: Full Compliance
7 Claims
7.1 The facility shall only make claims regarding the use of or support of RSPO certified oil palm products that are in compliance with the RSPO Rules for Communications and Claims.
Teluk Siak Mill, AIP can show usage claim to support RSPO certificated palm oil is in line with RSPO Guidelines for Communication and Claims which stated in Sales Contract, Delivery Order and Invoice.
Status: Full Compliance
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3.3. Conformity Checklist of Certificate and Logo Use
1. Evidence of permission or approval certificate and logo from Certification Body which submitted by Client
X or√
S-2 AIP has logo and certificate approval/permit number MUTU-RSPO/007
Status: Full Compliance
2. Implementation of certificate and logo used by Client comply with size and type (shape) against Guideline of Logo Use
X or√
S-2 The Company does not use the logo both on-product and off-product within the scope of PT.Aneka Inti Persada
Status: Full Compliance
3. Implementation of Certificate and Logo is not used on product
X or√
S-2 The Company does not use the logo both on-product and off-product within the scope of PT.Aneka Inti Persada
Status: Full Compliance
4. Controlling of Certificate and Logo, including withdrawing inappropriate logo.
X or√
S-2 The Company does not use the logo both on-product and off-product within the scope of PT.Aneka Inti Persada
Status: Full Compliance
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3.4. Summary of RSPO Partial Certification.
The Management Unit name, under subsidiaries: 1. PT Mitra Austral Sejahtera
2.1
There is compliance with all applicable local, national and ratified international laws and regulations.
X or√
The entire units operating under the SIME DARBY organization (subsidiary) carry out the certification process according to TIME BOUND PLAN.
√
2.2
The right to use the land can be demonstrated, and is not legitimately contested by local communities with demonstrable rights.
X or√
The entire units operating under the SIME DARBY organization (subsidiary) carry out the certification process according to TIME BOUND PLAN.
√
6.3
There is a mutually agreed and documented system for dealing with complaints and grievances, which is implemented and accepted by all parties.
X or√
The entire units operating under the SIME DARBY organization (subsidiary) carry out the certification process according to TIME BOUND PLAN.
√
6.4
Any negotiations concerning compensation for loss of legal or customary rights are dealt with through a documented system that enables indigenous peoples, local communities and other stakeholders to express their views through their own representative institutions.
X or√
The entire units operating under the SIME DARBY organization (subsidiary) carry out the certification process according to TIME BOUND PLAN.
√
7.3
New plantings since November 2005, have not replaced primary forest or any area required to maintain or enhance one or more High Conservation Values.
X or√
The entire units operating under the SIME DARBY organization (subsidiary) carry out the certification process according to TIME BOUND PLAN.
√
7.5
No new plantings are established on local peoples’ land without their free, prior and informed consent, dealt with through a documented system that enables indigenous peoples, local communities and other stakeholders to express their views through their own representative institutions.
X or√
The entire units operating under the SIME DARBY organization (subsidiary) carry out the certification process according to TIME BOUND PLAN.
√
7.6
Local people are compensated for any agreed land acquisitions and relinquishment of rights, subject to their free, prior and informed consent and negotiated agreements. X or√
The entire units operating under the SIME DARBY organization (subsidiary) carry out the certification process according to TIME BOUND PLAN.
√
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3.5 Identification of Findings, Corrective Action, Observations, Opportunity for Improvement and Noteworthy Positive Components.
3.5.1 Identification of Findings, Corrective Actions and Observations at Surveillance-1 Assessment
CAR No
Ref Std Finding Area Grade Time
Limits Corrective Action Observation Status
Closing Date
2012.04
Minor
4.7.2
Periodic examination for high risk employee There is an examination for mill’s staff at June 2011, covering regular blood examination, SGPT and Thorax, however specific examination for operator who work in a high noise environment not been made.
Mill
and
estate
Minor S2 There is regular examination result documentation such as audiometric examination result for employee whom works in factory with a high noise environment.
Root of problem: There is no identification being made on medical examination for certain high risk work. This is lead to no audiometric examination for employee who work in high noise environment Corrective action: Company should make a regular audiometric examination for teluk siak factory officer through Syafira Hospital, Pekanbaru on July 2012. Preventive action: Company set medical examination schedule for employee, period 2012 – 2013 (September 2012 and March 2013) and period 2013 – 2014 (September 2013 and March 2014) Auditor Observation 26 August 2013 Company conduct the audiometric examination for teluk siak factory officers on 24 July 2012 by Syafira Hospital, amount 34 officers and the examination result show that there are no decreasing in normal hearing ability.
Closed 28 August
2013
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2012.06
Minor 6.1.1
Social impact management and monitoring plan by involving community’s periodic participation. RKL/RPL document, period II (July-December 2011) has been reported to Province and Siak District environment hall at 5 April 2012, however company has no sufficient evident on local community involment on the RKL/RPL forming. Based on interview with villagers, there is no evident on periodic meeting has been conducted between AIP and local community on Social impact management and monitoring plan
AIP minor S2 Company must conduct Social impact management and monitoring plan by involving community’s periodic participation.
Root of problem: Company not documented all social impact management and monitoring plan by involving community’s periodic participation Solution: undertake documentation on Social impact management and monitoring plan by involving community’s periodic participation, such as: local community involvement on estate activity shown in SPK No: PSE/LKL/2013/V/123 dated 1 July 2012 due to palm oil cultivating and replanting by hired local contractor named Sukari who lived at Simpang Meredan RT 03/RW 01, Pinang Sebatang Tualang Sub district, Siak District, Riau Province. Preventive Action: Company has community involvement on social impact management and monitoring, such as FFB thievery monitored by young people in Maredan village community and head of neighborhood, social impact manage by hired community from simpang haji (Maredan Village)
Closed 30 August
2013
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3.5.2 Identification of Findings, Corrective Actions and Observations at Surveillance-2 Assessment
CAR No
Ref Std Finding Area Grade Time
Limits Corrective Action Observation Status
Closing Date
2013.01
Minor 4.7.3
Implementation of risk identification and risk control document. Based on field observation to Sukamandang POM found non-conformance: 1. Worker is stand on the operate
wheel loader bucket, that was unsafe condition and high risk accident potential.
2. At workshop found woker do not use PPE (safety glove) when performing iron drilling.
Sukamandang POM
Minor S-3 Companies must implement hazard identification documents.
KLR has shown evidence of risk improvement for the non conformance: 1. Statement letter of the related worker
who stand in the operate whell loader bucket explaining for not doing the same mistake
2. Safety briefing of for non conformance conducted on 12 April 2013 on Sukamandang POM by safety officer and staff, explaining to workers hav to follow the safety instruction and monitoring by safety officer of the work area.
All the evidences given by KLR have been shown to auditors in form of photograpic, wokrker statement, safety monitoring and safety briefing document; However the status of non conformance will be an observation objects during the next surveillance. (CAR.2013.01 is closed with observation)
Closed With
Observation
13 April 2013
2013.02
Major 4.7.1
Regulation on Occupational health & safety regulation implementation. Based on observation in mill’s operation and estate, we found that employee not applicated personal protective equipment, such as: a. Loading ramp officer in Teluk Siak
mill not using glove during repairing lorry.
b. FFB loading officer not using
Teluk Siak Mill &
Block E-19 Division IV
Aneka Persada Estate
Major 30 October 2013
Company is mandatory to show evidence on Occupational health & safety regulation implementation in overall operational activity.
10 September 2013. Root cause:
Employee’s minimum understanding on personal protective equipment application importance
Inconsistence on personal protective equipment application
Monitoring on personal protective equipment application by supervisor is required.
Observations
10 September
2013
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CAR No
Ref Std Finding Area Grade Time
Limits Corrective Action Observation Status
Closing Date
personal protective equipment, such as safety boot, helmet and glove.
Corrective action:
Last personal protective equipment hand over (safety shoes and helmet) from company to employee at 23 November 2012 and re request for personal protective equipment at 29 August 2013.
Socialization on personal protective equipment application to employee (stocker, FFB record officer) in Division IV and (Mechanic and operator) in mill at 29 August 2013
Evidence on personal protective equipment fulfillment from company to employee is available in documentation and photos.
Preventive Action:
AIP has conducting re socialization regarding personal protective equipment application to all employees in every unit management.
Conducting daily personal protective equipment application monitoring and recording in morning muster
Enforcement and penalty should be set up for employee who is not consistently applicated personal protective equipment.
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3.5.3 Opportunity for Improvement
No Ref Std Descriptions
1 Major 2.1.1 Plantation Business Permit – for Mill AIP allowed capacity based on Plantation Business Permit (SPUP) is 30 tons FFB/hour), which currentl not inline with Teluk Siak Mill real processing which is 45 tons FFB/hour.
2 Major 2.2.2 Operational boundary mark maintenance. AIP could increase operational boundary mark (land use title point /patok HGU) in overall operational location based on valid coordinate.
3 Minor 4.4.1 Water resource maintenance Water resource located in Aneka Persada Estate Division I field-A-18 which has been used by community/ company employee as a drinking water resource not including on AIP water resource maintenance.
4 Minor 4.4.3 Water usage monitoring Monitoring on water usage can be supported by functioning flow meter
5 Major4.7.2 SMK3 Organization. Company has a chance to increase P2K3 performance by reporting P2K3 activities to related institution on schedule.
6 Minor 4.7.2 Periodically medical examination. Periodically medical examination realization based on budget and stated period will become an observation material.
7 Minor 4.7.5 Implementation on Emergency Response Procedure. Emergency response tools not fully completed; such as emergency shower/ eye wash installation has been installed in Teluk Siak mill B3 waste landfill
8 Minor 4.7.6 First Aid Emergency Tools completeness First Aid Emergency Tools completeness on each operational activity is not inline with Company physician recommendation.
9 Major 5.1.2 Environmental management and monitoring report Company has a chance to increase it performances by adding management and monitoring parameter that has been monitored into RKL/RPL report.
10 Minor 6.9.3 Gender Committee. Women committee roles on sexual assault and reproduction right protection not maximally implemented.
11 Minor 6.9.5 Employee’s complaint. Complaint from employee should be consistence recorded.
PT. MUTUAGUNG LESTARI
ASSESSMENT REPORT
SPO – 4006a.5 Page 49 Prepared by Mutuagung Lestari for Teluk Siak POM, PT Aneka Inti Persada – Sime Darby
3.5.4 Noteworthy Positive Components
No Ref Std Descriptions
1 Company commitment on sustainable palm oil management principles implementation.
2 5.2 Has a well managed HCV area with a natural ecosystem;
3.6 Summary of Arising Issues from Public, Management and Auditor Response
Public Issues (Institution/ NGO/Community)
Management Responses Auditor Responses
Labor and Social Agency.
Company is obeying labor regulation
Company makes a regular report on occupation health &
safety and labor report obligatory.
Company will maintain and coordinate with social and labor agency on industrial relationship.
Company meet labor regulation compliance and
submitted report peridocally.
PT. MUTUAGUNG LESTARI
ASSESSMENT REPORT
SPO – 4006a.5 Page 50 Prepared by Mutuagung Lestari for Teluk Siak POM, PT Aneka Inti Persada – Sime Darby
4.0 CERTIFIED ORGANISATION'S ACKNOWLEDGEMENT OF INTERNAL RESPONSIBILITY
4.1 Formal Sign-off of Assessment Findings
Hereunder sign by management representative from inspected company to acknowledge a field assessment and agree for all content explained in this assessment report, included of non-compliance findings.
Signed on behalf of:
PT Aneka Inti Persada, Sime Darby Sdn Bhd
Mutuagung Lestari
Head of PSQM
Lead Auditor
Mohamad Pirabaharan
Octo HPN Nainggolan
Tuesday,10 September 2013
Tuesday,10 September 2013
PT. MUTUAGUNG LESTARI
ASSESSMENT REPORT
SPO – 4006a.5 Page 51 Prepared by Mutuagung Lestari for Teluk Siak POM, PT Aneka Inti Persada – Sime Darby
Appendix 1. List of Stakeholder Contacted in the RSPO Certification Process
No Institution/NGO/Community Address Phone/Email Form of Contact
