WATER UTILITIES CORPORATION

STRATEGY DOCUMENT ON THE IMPLEMENTATION OF SAFETY HEALTH AND ENVIRONMENT IN THE

WATER UTILITIES CORPORATION

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TABLE OF CONTENTS:

Table of Contents 2

List of Tables 3

List of Figures 3

Appendices 3

1.0 Introduction 4

2.0 Background 5

3.0 Existing Policies and Implementation Tools 7

3.1 WUC’s Policy on SHE 73.1.2 PPS on SHE 73.1.3 Staff Regulations on Occupational SHE 73.1.4 Standards and Safe Working Procedures 83.1.5 NOSA integrated Five Star System 83.1.6 Work Place Risk Assessment 93.1.7 Strategy on Disaster Preparedness and Management 113.1.8 PPS on PPE 113.1.9 Dams Safety Inspections 11

3.2 WUC’s Policy on Environmental Management 113.2.1 Environmental Impact Assessment (EIA) 113.2.2 Water Conservation 113.2.3 Amenity Development of Dams 123.2.4 Environmental Protection and Pollution Control 123.2.5 Sludge Management 133.2.6 Dams Management Master Plan 13

3.3 Legislation and Policies on Occupational Health, Safety, and Environment 133.3.1 Factories Act 1979 133.3.2 Public Health Act 143.3.3 Occupational Health and Safety Act 143.3.4 Smoking Control Act 143.3.5 National Conservation Act 143.3.6 Waste management Act 16

4.0 SHE Implementation Structures 16

4.1 SHE Structures 164.2 Legal Appointments 184.3 SHE Committees 18

4.3.1 Executive SHE Committee 184.3.2 Area SHE Committees 184.3.3 Dam Amenities Committee 18

5.0 Review of the SHE Implementation Process 18

5.1 Positive Trends 185.2 Negative Trends/Challenges 195.3 Publicity Strategy 205.4 SHE Implementation Training Requirements 235.5 Revised SHE Structures 25

LIST OF TABLES

Table 1: Awareness Campaign Action plan 22Table 2: Training Plan 23Table 3: SHE Action Plan 24

LIST OF FIGURES

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Figure 1: WUC SHE Organisation 26Figure 2: Executive SHE Committee 27Figure 3: Area SHE Committees 28

APPENDICES

Appendix 1 Workplace Risk AssessmentAppendix 2 Disaster Management StrategyAppendix 3 SHE Policy and Procedure StatementAppendix 4 PPE Policy and Procedure StatementAppendix 5 Dams Management Master Plan

1.0 INTRODUCTION

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The Water Utilities Corporation’s interest in the area of occupational health, safety an environment has grown and developed over the years. The growing importance of issues of occupational health, safety and environment has indeed prompted the Corporation to embrace the challenges of implementing occupational health, safety and environmental protection programmes.

The Safety, Health and Environment (SHE) concept is relatively a recent phenomenon in Botswana’s industrial organisations and as such the Corporation’s as well as employee interest in safety, health and environment in the context of the SHE initiative is expected to grow subject to efforts to sensitise and educate same. Water Utilities Corporation like other few companies in Botswana has accepted the challenge of implementing SHE programmes in the workplace, as well as the sustainable environmental management of its resources.

In the recognition of the need to keep abreast of changes in the issues regarding SHE, processes, technology and legislation that may in one way or the other affect employee welfare and the environment, the Water Utilities Corporation has committed itself to;

(i) providing a safe and comfortable workplace for all its employees in accordance with the established Occupational Health and Safety standards

(ii) cultivate a culture of appreciation for and compliance with the said standards, through organised educational campaigns

(iii) promote efficiency and reduce losses by continuously improving employee awareness of their health and safety to promote productivity

(iv) environmental conservation and sustainable development of water resources, and shall demonstrate such commitment by developing and implementing a sound environmental management programme

Although a comprehensive policy and procedure statement, which was first formulated in 1997, has yet to be finalised, an abridged version of the Safety, Health and Environment Policy, which makes a declaration of Management’s commitment and calls for personal duty responsibility to the safety of employees, protection and conservation of the environment, and the elimination of all occupational health hazards, is in force.

The success of this endeavour is expected to result in improved efficiency, high productivity, improved employee welfare, low labour disputes, low staff turnover and absenteeism, and reduced compensation costs, high eco-efficiency and sustainable development of resources, to mention just but a few.

Through the Occupational Health and Safety Act (OHSAct) of South Africa, the National Occupational Safety Association (NOSA) has provided guidelines for companies and organisations to formulate rules, regulations, policies and procedures governing them on occupational health, safety and environmental management. As a result of affiliation to NOSA, most companies such as WUC have had to adopt and change along the binding

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clause of this foreign act for compliance with the requirements of this independent and global association.

As earlier indicated the Water Utilities Corporation has committed resources to in pursuant of meeting the challenges of sustaining high standards for safety in the workplace and environmental protection.

In this regard, Safety, Health and Environment (SHE) Committees were established to co-ordinate safety and environmental upkeep in all the WUC areas of operation. These committees constitute of safety representatives, union and management representatives and a fair representation of all sections and or departments, in accordance with the NOSA requirements.

Furthermore, following the first NOSA audit, it was recommended that a committee, now referred to as the Executive SHE Committee be established to oversee, co-ordinate the implementation of the SHE programme, and the upkeep of standard procedures in all areas of operation for the whole Corporation on behalf of management as required by NOSA element 5.13.

Recently management realised that the co-ordination of implementation of SHE through a committee was not ideal, and as such decided to establish a section to deal with this aspect whilst the Executive Committee’s role remains that of formulating and administering policies and advising on the implementation of a standardised programme.

Of recent the NOSA Five Star System was upgraded to the new NOSA Integrated Five Star System, which will provide a generic world class Occupational Safety, Health and Environment risk management. As a result of this and in addition to the resuscitation of the almost defunct SHE establishment, which resulted in audits not being conducted in the past three years or so, the Corporation decided to forego this year's audit and schedule it for next year.

The NOSA audits are an annual event. Other milestones include the formulation of SHE incentives, which never really got off the ground, and the enhancement of the spirit of inter-area competitions through such initiatives such as Safety Days, in order to encourage employees’ involvement and commitment to the SHE programme. However these initiatives have to be resuscitated if any impact of educational campaigns has to be realised.

2.0 BACKGROUND

The Water Utilities Corporation first adopted the concept of and undertook to implement SHE in the early 90’s. The primary object was not only that of meeting the growing legislative requirements, but to enhance the spirit of occupational health and safety on employees in general. In this regard the pioneers of this initiative was the then Operations Department and notably not the Human Resources Department.

Safety awareness teams were established around 1992 to come up with a systematic and structured method of implementation and monitoring

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The Corporation subsequently affiliated to the National Occupational Safety Association, an independent body based in South Africa. A baseline audit was carried out in 1995 followed by the first NOSA five star audit in 1996, under the circumstances the results attained were relatively good and a sign of an overall above average work done on the implementation of the NOSA Five Star System. Of notable achievement were the training programme, whose target was 5 per cent per annum, establishment of committees, documentation of and training on some key safety hazards such as chlorine, fire etc.

Amongst the things that contributed to the shortcomings in the implementation of the NOSA Five star system that the audits identified, are the lack of proper documentation and the apparent failure of adequate participation by management on the implementation of the NOSA Five star System.

Management’s commitment to the implementation of a comprehensive SHE programme has however been inadequate right from the onset. This is demonstrated by its failure to establish an institution responsible for ensuring the implementation of the SHE programme, but instead depended on the services of a Safety Co-ordinator through out this process.

It will be noted further that some pro-safety initiatives such as safety incentives, water quality medical examinations, accreditation to ISO 9000, disaster preparedness initiative have either never really got off the ground or failed to be sustained, possibly due to institutional problems or just a mere lack of commitment by those responsible for spear heading them.

Following this relatively successful NOSA audit in 1996, a resolution was made by the then SHE Committee to restructure the safety organisation within the Corporation in order to address the following issues, to name just but a few;

(i) conformity with the NOSA requirements

(ii) inclusion of staff representatives through union representatives and JCC/ACC

(iii) inclusion of other WUC departments and sections which were not participating in the SHE initiative implementation committees

The above-mentioned committee invited some Section Heads and Union and JCC staff representatives to a meeting as observers to assist in these deliberations. A number of resolutions were made including the formation of the Executive SHE Committee with reforms such as involvement of more corporate management in the committee, the formulation of SHE policies and standards etc.

Area SHE committees were also re-organised and appointments made in accordance with Section 16 (20) of the OHSAct. It will be noted that an oversight has always been made of not making the Section 16(1) appointment of the Chief Executive Officer responsible for employee health and safety in the workplace.Terms of Reference for the Executive SHE Committee were formulated in 1997 and were later used to formulate the draft policy and procedure statement on Safety Health and Environment, which is still outstanding to date.

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Recently management gained momentum on the implementation of the SHE initiative, possibly due to internal, external or other mandated forces. A notable development and a remarkable one at that is the recent decision by management to institutionalise the section responsible for ensuring the implementation of the SHE programme, which resulted in a positive increase in skilled manpower in this respect.

It has also become apparent during the recent years when safety had “collapsed” that for a successful implementation and management of strategies it is imperative that safety does not become the domain of the person responsible i.e. SHE Manager, officer, or line Manager, but that the onus for a safe working environment is upon each an every individual. As a fundamental part of any business process and a core business function of any operation, the pertinence of occupational health and safety, and environmental conservation cannot be overemphasised.

Several internal audits have been conducted in the recent past, whose scope covered the Corporation’s complete premises, installations, dams, and major transfer schemes such as the North South Water Carrier Project. Occupational hygiene surveys and a couple of more internal audits, this time using the new NOSA Integrated Five Star System, are scheduled for the near future and incorporated in the action plan below.

3.0 EXISTING POLICIES AND IMPLEMENTATION TOOLS

3.1 WUC’s Policy on SHE

3.1.2 Policy and Procedure Statement on SHE

The Corporation attaches the greatest importance to the health and safety of its employees. It is the duty of management and equally the personal duty of every employee to do everything possible to prevent and avoid injury to self and the others and to minimise any other forms of loss, the elimination of all occupational heath hazards and the protection and conservation of the environment. To this end, any contravention of safety procedures shall be treated as a serious offence which shall constitute grounds for appropriate disciplinary action.

Some of the salient aspects of the draft SHE policy should inter alia;

(i) emphasise Management’s commitment to Occupational Health and Safety in the work place.

(ii) reflect the emphasis the Corporation places on efficient operations, with minimum incidents and losses.

(iii) reflect the intention to integrate SHE into all operations, including compliance with applicable standards.

(iv) emphasis the necessity for active leadership, direct participation and enthusiastic support of the entire organisation.

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(v) The second part of the policy should talk about “Organisation” (people and their duties) and should also demonstrate how accountabilities are determined, and how policy implementation is to be monitored.

(vi) The third part of the policy should talk about “Arrangements” (System and Procedures). This part should detail the practical arrangements in force to assist in the overall policy implementation. These include SHE training, SHE Audits/Inspections, Incidents Reporting, and Investigation, Safe Work Procedures, Access/Permit to work systems, Risk and Impact Assessments, Corporate Standards, SHE Objectives and Targets, SHE plan and SHE system review.

3.1.3 Staff Regulations on Occupational SHE

Under the Staff Regulations and Conditions of Service Occupational SHE is mentioned under the Code of Conduct 15.5.16 and it reads thus:-

“The Corporation attaches the greatest importance to the health and safety of its employees. It is the duty of management and equally the personal duty of every employee to do and others and to minimise any other forms of loss, the elimination of all occupational health hazards and the protection and conservation of safety procedures shall constitute grounds for disciplinary action.”

3.1.4 Standards and Safe Working Procedures

A few standards, which seriously fall short of covering the entire SHE system, have been formulated albeit not completely.

According to the new NOSA Integrated Five Star system there will be a complete booklet on standards. It is intended that this facility be used to review our existing standards, which to date have not been fully implemented.

Since 1997 the Corporation has been training people annually on Job Safety Analysis, in order that they are able to conduct job analysis, identify hazards and high risk tasks and come up with safe work procedures.

To this end some sections have managed to carry out Job Safety Analysis in its entirety as outlined above. However even these sections do not quite adhere to these procedures at all times. This calls for the need for departments to embark on job safety analysis of their entire job, produce safe working procedures and ensure that they are implemented.

4.1.5 NOSA Integrated Five Star System

The new NOSA integrated Five Star system is a risk management program, whose primary objective is to provide world class occupational safety, health and environmental risk management on international standard.This system covers areas like occupational health, occupational hygiene, risk management, safety management and environmental risk management. Its criteria include hazards identification and risk assessment, standards and procedures

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development, compliance with procedures, standards and national legislation compliance.

The Corporation’s affiliation to NOSA is of great importance in the light of the global trends on occupational safety, health and environmental management program. The affiliation will help the Corporation to cope with the up impending legislation, policies and the impact of globalisation in the SHE area. For example, International Labour Organisation convention 155, recommends that each member State formulates policies and legislation on occupational safety, and environment, and Botswana has ratified that convention, and SADC member States are currently pursuing a standard SHE policy and legislation. NOSA as an organisation with global experience will help the Corporation to absorb these kind of challenges.

To this end, WUC is a member of the Co-ordinating Committee on the Formulation of the National Occupational Health and Safety Policy, and as such must be exemplary in the development and implementation of a SHE program.

The new system implementation procedures are based on the following:

(i) Risk assessment.

(ii) Adherence to corporate policies and standards

(iii) SHE policy formulation.

(iv) Adherence to Corporate policies and standards

(v) Determination of realistic and achievable SHE objectives and targets.

(vi) She plan to meet objectives and targets

(vii) SHE system review by top management

3.1.6 Workplace Risk Assessment

Workplace risk assessment is a set of ongoing management and engineering activities of a business, aimed at ensuring that the safety, health and environmental risks of a business are effectively identified, understood and minimised to a reasonably achievable and tolerable level.

There are three types of workplace risk assessment, namely, “Baseline risk assessment” “Issue based risk assessment”, and “Continuous risk assessment”. These are inter-related, and should form an integral part of any risk management system.

i) Baseline risk assessment

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Baseline risk assessment is the process of determining the current risk profile of the place of work in order to determine the main focus areas of the risk assessment programme.

During this type of risk assessment the following should as a minimum be considered:

Legal requirements Processes in any given areas Activities in the geographical area Tasks making up the processes or activities

ii) Issue based risk assessment

The purpose of an issue based risk assessment is to conduct a detailed assessment study of the activities, occupations, tasks, and general operation of equipment identified during the baseline risk assessment as posing a significant risk e.g. occurrences of incidents, new equipment and processes.

iii) Continuous risk assessment

This is a continuous process of monitoring risks identified and their recommended controls. It involves activities such as:

Planned inspections Planned maintenance systems SHE audits Planned tasks observations

The assessment covers Safety (injuries, fire, machinery, buildings, damages), Health (occupational diseases, exposures, medical surveillance,) and Environment (waste management, environmental impact assessment, conservation, ground, air, and environmental protection and water pollution control). These must be carried out in collaboration with the national authorities on the protection of employee health and safety, and the protection, conservation and development of natural resources.

iv) Compliance with SHE System

SHE program implementation strategy must be documented. This is the program that shows how the organization implements and monitors its SHE program. The strategy must show how senior management is involved in the SHE strategy implementation, how the general employees are informed about the SHE program and standard, and what can be done through SHE talks and kept as records of proof. Internal audits and external audits must be carried to test the program implement.

3.1.7 Strategy on Disaster Preparedness and Management

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Water Utilities Corporation has for a long time maintained a Disaster Strategic Failure Scenario, which was mostly concerned with operational problems. Since 1999 the Corporation has been one of the leading role players in the National Disaster Management Initiative.

The Corporation is currently working at incorporating all other possible eventualities and emergencies into a comprehensive strategic plan in collaboration with the Government’s Directorate on Disaster Management.

3.1.8 Policy and Procedure Statement on Protective Clothing

The Corporation attaches the greatest importance to the safety

3.1.9 Dams Safety Inspections

The Corporation subjects its dams as a matter of policy to a rigorous safety inspection and evaluation on an annual bases, which makes recommendations for monitoring and remedial works as found necessary.

3.2 WUC’s Policy on Environmental Management

The Corporation has since carried out a research to assess existing situations at Water Utilities Corporation with regard to environmental issues in the areas of: Conservation, Pollution Control, Amenity Development of Dams, Waste Management, Existing Policies and Standards (at national level), Chemicals in use, and Health and Safety.

To this end specific policies and procedures have been developed for each area and are been administered at varying degrees of completion and success. However, it is It is imperative that a holistic environmental policy is adopted in terms of ISO 14001 guidance, within whose purview these policies can be properly administered and environmental management plans developed and implemented. The policy will guarantee management commitment, which is a critical aspect of environmental management systems, and set a conducive stage for ISO certification in future.

The PPSs are follows;

3.2.1 Environmental Impact Assessment (EIA)

The need for consideration of possible impacts on the environment has become more than just a requirement set by our financiers. The Corporation recognises the importance of environmental impact assessments and these have as an obligatory requirement been carried out on all our recent major projects.

3.2.2 Water Conservation

It is necessary to intensify our water conservation campaign, and to be proactive in sensitising customers to the benefits of reducing water usage and recycling practices. However it should be borne in mind that the more successful our save water campaign is, the less water we will sell. Similarly, the more it rains, the dirtier the water becomes

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and ultimately, the more expensive the water becomes to treat. These are just some of the paradoxes that any water provider must confront.

3.2.3 Amenity Development of Dams

In the light of the recent recommendations made in the environmental impact assessment (EIA) studies of the recently constructed dams, as well as the growing public interest in the development of dams for various amenity uses, the Corporation has since accepted that the use of its dams can be diversified to cater for recreational and other related activities, which are of a socio-economic benefit to both the public and the Corporation, while at the same time not compromising the quality of the water environment.

To this end, the Corporation has established the Dam Amenities Committee (DAC), comprising of internal and external members from stakeholder Governmental sectors, to give technical advice and policy guidance on matters relating to amenity development of dams and their environs.

The Corporation is currently in the process of reviewing the Dam Amenities Development Master Plan (DAMP), upon which the Corporation gave tenders for the amenity development of its dams in 1997, with the view to developing the Dams Management Master Plan. This has been necessitated by the past experience regarding the management of concession areas leased out for amenity developments as well as the high influx of applications for various development proposals, including tourism and boating activities for recreational purposes.

Close monitoring of the already awarded developments in its dams is to be carried out by the Corporation. The Corporation is confident that the safeguards built into our agreements with the developers will assist in ameliorating any negative impacts that may arise in the dams' environs.

3.2.4 Environmental Protection and Pollution Control

One of the aims of the water quality monitoring programme is to detect any pollution of our water sources at the earliest stages and ensure that the quality of water supplied, as represented by the results of routine monitoring comply with both international and WUC internal standards.

The basis for the development of the internal standards was the World Health Organisation Guidelines of 1993.

It is intended that the water quality-monitoring programme for the Corporation's water sources be, in conjunction with the Department of Water Affairs, extended to cover the entire catchment areas.

3.2.5 Sludge Management

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Sludge constitutes one of the areas of concern in the Corporation’s business. It is therefore the intention of the Corporation to implement controls to minimise water losses through sludge disposal and where feasible promote and optimise the water reclamation operations.

The Corporation also undertakes to monitor and record the impact of its sludge disposal on the environment and implement mitigation measures where the impact is deemed negative.

This endeavour shall be implemented through a comprehensive Sludge Management Programme that shall be appropriately designed in accordance with the provisions of the Waste Management Act.

3.2.6 Dams Management Master Plan (DMMP)

The Corporation has developed the DMMP through the means of integrating environmental issues i.e. social, bio-physical and socio-economic, into zoning, land-use management and development planning, a process known as Strategic Environmental Assessment (SEA). This strategy is aimed at determining the development opportunities the WUC dams offer and the constraints presented by the environment.

The main objectives for the DMMP study were:

i) To provide a sound and sustainable environmental management and planning tool where the Corporation dams can be used for various purposes.

ii) To review the DAMP and the proceedings of the “Stakeholders Workshop on the secondary use of Dams and Eco-Tourism”, develop and make recommendations for implementation of the DMMP and to peruse other relevant literature and examples with a view to producing a working document on the secondary use of dams and their applicability to the Botswana situation.

iii) To assess and use as reference the regional experiences, evaluate and document their success and failures.

3.3 Legislation and Policies on Occupational Health, Safety, and Environment

3.3.1 Factories Act, 1979

The Act makes provision for the regulation of the conditions in the factories and other workplaces as regards safety, health and welfare of employees

The Act requires certain equipment to be tested and inspected periodically to minimise risks, and the employer to provide safe working environment to employees and provide adequate personal protection to the workers. It requires adequate first aid facilities. All dangerous occurrences must be reported to the Chief Inspector of Factories within stipulated time.

3.3.2 Public Health Act, 1971

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The Act implores Employers to conduct medical surveillance of its employees, and ensure the protection of public health by protecting the Environment.

WUC is currently a member of the Reference Group co-ordinating the formulation of the National Occupational Health and Safety Policy, which will govern the protection and medical surveillance of workers, in three ways depending on the type of hazards. These are pre-employment, periodic, specific medical surveillances of workers health through the Occupational Health and Safety Act.

3.3.3 Occupational Health and Safety Act (OSHAct), 1993

Although NOSA emphasises compliance with national legislation and policies, where such legislation and policies do not exist this South African Act is used as a reference. In the case of Botswana, where national policies in this regard are either inadequate or still being promulgated, reference is made to the above Act for proper implementation of the SHE program.

The Act requires a SHE policy to be developed and that an abridged policy is displayed in a conspicuous place in languages that can be read by all employees.

Under the Act, SHE committees must be established, and duties be clearly outlined. SHE officers (Inspectors) responsibilities must be clearly outlined particularly in case of imminent danger and violation of the provisions of the Act and provided standards. It will be noted that this act has several regulations or clauses that have similar requirements as those of the Factories Act.

3.3.4 Smoking Control Act 1992

The Act controls the smoking of tobacco and tobacco products. It also requires that companies formulate workplace smoking control policies in consultation with employees, and designate smoking and non-smoking areas.

3.3.5 National Conservation ACT 1990

Botswana does not have an omnibus environmental legislation as yet. An examination of the foreign legislation shows that Botswana’s environmental law incompletely uncoordinated, and the country does not have a general Act on the environment and environmental impact assessment (EIA).

In view of the above the Government of Botswana has recently taken positive steps towards the enhancement of sustainable development and environmental management policy, thus providing an enabling environment for such sectors as the WUC who have an environmental obligation to realise their objectives.

The Government has so far expressed its commitment towards environmental conservation and sustainable utilisation of natural resources by approving the 'National Policy on Natural Resources Conservation and Development in 1990'.

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It was in the context of this policy that the Government undertook to co-ordinate the activities related to natural resources and carried out by different sectors, hence the establishment of the multi-sectoral National Conservation Strategy (NCS) Advisory Board under the MLGLH, and the NCS Co-ordinating Agency, a structure set up to implement the strategy.

To this end, the Government has in recent years submitted a Bill to the National Assembly, “The NCS Act" which includes amongst other things;

(i) The requirement that all sectoral Ministries, Departments, Local Authorities, Parastatals, etc., shall, in the course off their work, show due regard for the conservation and enhancement of the environment in the interests of achieving sustainable development.

(ii) The need for same sectors to work closely with the NCS Co-ordinating Agency in discharging their environmental responsibilities.

While The National Development Plan (NDP8) continues to place more emphasis on the need to guarantee the sustainable management of the environment, it is envisaged that the proposed EIA Legislation will be developed to cover amongst other things, “the necessity for new development projects to be accompanied by professionally prepared EIA reports” as a legally binding fundamental requirement.

Progress made to date at the national level includes the discussion on the following to name just but a few;

(a) EIA Legislation consultative process,

(b) The NCS Act, 1990

(c) The Waste Management Act, 1998

(d) Revision of the Water Act of 1968, which inter alia, lobbies for more statutory powers in environmental management,

(e) National Water Conservation Campaigns, and most importantly

(f) The formation of the Ministry of the Environment.

Notwithstanding the absence of a comprehensive environmental legislation, it has been possible to protect the water resources by means of, in addition to the above, the Water Act, Water Works Act etc. and regulations. However as water demands continue to increase rapidly so do conflicts for use and potential pollution problems.

However in many instances water conservation and pollution control measures have been effective due to good co-operation between various organisations and individuals rather than due to statutory powers or supporting regulations

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For example, even though the Water Act makes the pollution of water sources an offence, developers are not required by law to bring their wastewater disposal plans to the Water Apportionment Board for approval prior to construction. For example some industries and agricultural activities were found to be discharging tremendous amounts of effluent with unacceptable quality into the dam catchments, particularly Gaborone dam. Even though there is no sound legal backing, these matters are being amicably resolved through the Water Apportionment Board, Local Authorities and the Town and Country Planning Board.

It is hoped that the revised Water Act, which was reviewed during the first stage of the National Water Master Plan would, if enacted, amongst other things;

establish a framework for the licensing of hydraulic structures in watercourses and on other lands

allow for the declaration of the protected areas where certain activities might be prohibited by order of the Minister; where the discharge of certain wastes might be prohibited; and where the existing water needs to be protected or otherwise restricted;

establish much more serious penalties for pollution and enable the Government to recover the costs of major environmental damage from the polluters in a more meaningful way.

With regard to the first bullet above, a study was commissioned due to the serious concerns about the impact of the continued construction of small dams in major watercourses; e.g. there are over 200 small dams in the catchment area of Gaborone Dam with notable impact on the dam.

With regard to the second bullet a study was completed on the development of Protection Zones and Guidelines of Major Wellfields, Aquifers and Dams in Botswana, which provide regulations for the protection of water sources without necessarily impeding on the much needed economic and societal developments.

Enacting of the new Water Act would provide for the much needed and necessary statutory powers to make these protection zones and guidelines legally binding.

3.3.6 Waste Management Act

This act requires companies to formulate waste management policy stipulating how they are going to manage the waste they generate, and prevent environmental pollution.

4.0 SHE IMPLEMENTATION STRUCTURES

4.1 Safety, Health and Environment Structures

The Corporation has over the past years established and reviewed its SHE institutional establishment as well as both area and the Executive SHE Committees, in pursuant of

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workable and effective structures as well as compliance with the established standards.

The recent reforms in the SHE implementation have culminated in the establishment of a Section, which is responsible to the Deputy Chief Executive, comprises of a Section Head, the Safety and Environment Manager, a Senior Safety Officer, two Safety Co-ordinators for South and North respectively and an Environmental Officer

The section’s vision, mission and key objectives are as follows;

VISION

To be a leading provider of occupational safety, health and environmental management within WUC operational areas.

MISSION

To provide and maintain global standard on occupational safety, heath and environment within WUC.

OBJECTIVES

(i) To manage the implementation and enforcement of occupational health safety and environment programme appropriately designed to maintain a safe and healthy working environment.

(ii) To develop, plan, manage and ensure the implementation of an environmental management programme and sustainable development of water resources to safeguard the continuous supply of a quality water service

(iii) To conduct work place risk assessment and subsequently implement its outcomes and recommendations

(iv) To formulate and implement corporate SHE standards

(v) To formulate SHE policy that is based on risk management principles

(vi) To conduct two internal and one external audits

(vii) To maintain a sustainable environmental planning program so as to ensure a sustainable diversification of use of the Corporation water resources

(viii) To promote efficiency and reduce losses by continuously raising awareness among employees about the SHE program and procedures.

(ix) To conduct training on SHE program, and equip SHE representatives with adequate skill to carry out SHE activities

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4.2 Legal Appointments:

The 16(1) appointment of the Chief Executive as well as the rest of the 16(2) appointments of the line managers' responsibilities for occupational safety, health and environment have all by and large been done.

4.3SHE Committees

4.3.1 Executive SHE Committee

The Executive SHE committee comprises mainly of 16(2) appointees. The role of committee members is to co-ordinate SHE implementation within WUC operational areas and report on quarterly basis on progress of their respective areas.

4.3.2 Area SHE Committees.

Area SHE committees are established in all operational areas to facilitate the implementation of the SHE programme. The composition of these committees is management and staff representatives in a ratio determined by the legislation.

4.3.2 Dam Amenities Committee (DAC)

The Dam Amenities Committee is a multi-sectoral technical committee instituted to give policy guidance and technical advice to the Corporation on matters relating to the secondary use of eco-tourism in the Corporation dams and their environs.

5.0 REVIEW OF THE SHE IMPLEMENTATION PROCESS

A SWOT analysis of the Corporation’s status as regards the SHE implementation and sustainable management indicates that whilst the current situation is generally conducive for a workable program, there are some major challenges that have to be addressed in order to implement a comprehensive and sustainable SHE program.

Amongst other things the SHE section, plays the role of assigning, assessing and monitoring the functions and actions of SHE personnel and SHE related activities in the Corporation and is construed as a major breakthrough in this endeavour.

Some of the salient achievements to date include the commitment and ability by the Corporation to undertake a rigorous training programme which has resulted in a fair to good understanding of the system and its requirements by employees and a good knowledge of the benefits of implementing the SHE programme.

5.1 POSITIVE TRENDS

Below are some of the factors that are expected to provide an enabling environment for the development and implementation a comprehensive SHE program;

(i) The Corporation’s affiliation to NOSA will help a great deal to address global SHE issues, and attainment of international standards.

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(ii) The Internet provides instant global information on new technologies, strategies and techniques to employ on SHE issues.

(iii) Active participation and membership of the Corporation in a number of inter-sectoral associations and committees dealing with the various aspects of environmental management, and safety and health issues.

(iv) The National Disaster Preparedness initiative is an opportunity for Water Utilities Corporation to work hand in hand with other organisations and government departments.

5.2 NEGATIVE TRENDS/CHALLENGES

On the other hand some of the challenges that have to be overcome include but are not limited to the following;

(i) The culture of complacency and non-compliance to sets standards and procedures that prevails within Water Utilities Corporation.

(ii) Failure to conduct initial Risk Assessment from the onset has resulted in efforts not being risk based, hence duplication of efforts and or failure to address other risks.

(iii) Lack of a complete and working comprehensive SHE policy.

(iv) Inadequate commitment and drive from senior management team.

(v) Failure to integrate SHE into all operations, including compliance with applicable standards.

(vi) The government is currently in conjunction with other stakeholders working on formulating a National Policy on Occupation Safety. Health and the working environment. The completion of the policy will lead to the formation of an Act on Occupational SHE.

(vii) The Corporation has in the past till now failed to run a comprehensive Occupational Health programme. Hence it is likely to find that most of existing employees have contracted occupational diseases, which have not been found before and that might escalate compensation claims thereby affecting our workman’s compensation premiums. Some may have been employed with unnoticed disabilities.

(viii) The Globalisation factor might bring us into competition with other organisations getting into Water Treatment and Supply business. The Corporation is also likely to deal with organisations that demand that it attains international standards such as IS0 9000 for quality assurance and IS0 14000 for environmental management.

(x) There are International Labour Organisation Conventions and recommendations, which Botswana is about to ratify. For example, Convention No. 155

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concerning Occupational safety, Health and the working Environment – which gives staff plenty of rights and privileges on organisational SHE management.

(xi) Unions are currently working on standardising or demanding international standards on conditions of employment.

5.3 Publicity Strategy

The Publicity strategy is a continuous process of raising awareness, informing and evaluation of the SHE implementation program or the impact of the program implementation.

This process can be carried out through visual aids, short lectures(SHE talks), articles publication in the quarterly magazine, and through competitions, drama on designated day by the Corporation or set as a commemoration day for SHE.

The impact of the publicity can be evaluated through inspections and audits scheduled by the Corporation.

The publicity can be carried out using the following strategies:

(i) Display of SHE posters

SHE section shall provide departments and sections with SHE posters to be displayed in different offices.

SHE representatives shall be responsible to display the posters in their respective sections or departments.

Section and unit heads shall be responsible to ensure that posters talks are held and understood

Posters shall be rotated between sections at monthly basis.

Posters used shall be relevant to each section line of operation.

All those who saw and understood the poster shall write their names and sign for acknowledgement.

ii) SHE video shows

The SHE section shall maintain a pool of SHE videos to be used to promote awareness. These videos shall be used to address issues identified as posing significant risks to specific departments, sections, groups or categories of staff.

SHE videos shall be used in SHE training as training aids.

Video shows shall be shown to different departments at three months intervals.

Records of video show attendance shall be recorded.

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(iii) SHE toolbox talks

SHE talks shall be used as a tool to address work preparations, tools, equipment and personal protective equipment awareness.

SHE talks shall be held by each and every section supervisors to raise awareness about a job at hand equipment needed and used personal protective equipment and written safe work procedures.

Supervisors shall be required to hold SHE talks on daily basis.

On monthly basis the SHE section shall address each and every section on problem issues particular to the section.

All monthly SHE talks shall be recorded.

(iv) Submission of SHE articles to SEDIBENG newsletter.

Sedibeng newsletter shall be used by the SHE section to express certain views or publications pertaining to SHE management.

The SHE section shall submit articles on quarterly basis to the Sedibeng magazine on issues such as incidents, SHE structures, SHE policy, SHE risk profile, SHE problem areas etc.

(v) SHE reference library

A SHE reference library shall be maintained to help promote awareness and provide information on SHE programme requirements, issues and possible solutions.

The reference library shall keep articles such as SHE policy, SHE corporate standards, written safe work procedures, presentations from the NOSHCON conference, SHE magazines such as safety management, workers life, African newsletter on occupational health and safety.

The reference library shall be used as a source of information to address issues such as Topics of the month, incidents etc.

The library shall be open to all departments, sections and individuals interested in gaining or gathering information on SHE management.

(vi) She Publicity Day

A SHE publicity day shall be commemorated by each and every area

SHE publicity day shall be a designated day by the Corporation which shall be observed by all sectors of the Corporation and the day shall be reserved for Safety, Health and Environment activities.

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The activities shall be characterised by activities such as PPE usage, drama sessions, job observations, emergency procedures, incident investigations, fire fighting drills etc

The day shall be promoted by offering staff with T-shirts printed with the theme of the day.

TABLE 1.0: Publicity and Awareness Campaign Action Plan

Activity Desired result /objective

Responsibility Duration &frequency

Target Cost Evaluation

SHE video shows

To raise awareness among employees on SHE specific procedures or hazards

SHE section, SHE Reps, Area committees

30minutes, once a week

WUC employees as required by the risk existing in the line of operation

P2000.00To rent VCR, TV and purchase new videos

Inspections & audits

SHE talks To raise awareness to address a specific SHE problem that is of concern

SHE section, area committees

30 minutesonce a week on Mondays

employees Inspection & audits

SHE posters

To raise awareness among employees and the public

SHE section, area committees

Posters to be rotated or changed on monthly basis

Employees, the public

P5000.00Purchase new posters

Inspection, & audits

Articles To submit SHE articles to Sedibeng magazine to update employees on the SHE implementation progress

SHE section quarterly employees Inspection& audits

SHE publicity day

To raise awareness and inform employees about SHE activities

SHE section Once a year employees P15000.00Print T-shirts and develop posters with a theme for the activity

Inspection & audits

5.4 SHE Implementation Training Requirements

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The initial step in the system implementation is to conduct hazard identification and risk assessment. The key role players must be trained by September 2002.

The SHE internal auditors must be trained before the first internal audit scheduled for April 2003.

SHE management to be trained in safety management training course (SAMTRAC) before the external audit scheduled for March 2004.

Incident investigators must be trained before the internal audit scheduled for April 2003. Other key role players such as first aiders, and fire team must be trained before the external audit.

TABLE 2.0: Training Plan

COURSE OBJECTIVE TARGET DATE

DURATION & VENUE

PARTICIPANTS COST

WORK PLACE RISK ASSESSMENT

To equip key role players with the skill and knowledge of conducting hazard assessment

September,2002

3 days, Pretoria

5 P18700.00

Auditors course To equip internal auditors with the skill and knowledge of auditing new NOSA integrated system

March/April 2003

5 days , Pretoria

4 P20900.00

SAMTRAC To equip SHE section management with knowledge of implementing the new NOSA system

June, 2003 10 days, Pretoria

2 P18000.00

Incident investigation

To enable our investigators to investigate incidents as required by NOSA system

May 2003 3 days , WUC training centre

20 P16000.00

First aid course To have qualified first aiders in all WUC work areas

September, 2003

3 days 20 P2800.00

TOTAL COSTP76400.00

TABLE 3.0: SHE Implementation Action Plan

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Issue / Item Desired Result Action By Target Completion Date

SHE Strategy Document

A strategic working document on SHE implementation

SHE SECTION July 2001

Hazard assessment

Complete document of hazards status within WUC

SHE SECTION March 2002

NOSA integrated systems kit

To have a new NOSA systems kit and launched the system

SHE SECTION /ALL

June, 2002

NOSA kit implementation

To conduct a workshop on NOSA system implementation

SHE SECTION June, 2002

SHE appointments To appoint all key role players in the SHE program implementation

DCE/ SHE SECTION

October, 2002

Risk assessment proposal

Submit complete risk assessment proposal

SHE SECTION October, 2002

SHE restructuring Revised SHE implementation structures

DCE/ SHE SECTION

October,2002

SHE strategic document

Submit complete SHE strategy document

SHE SECTION October, 2002

Disaster Management Strategic Document

A strategic working document on disaster preparedness and management

DCE / SEMDec. 2002

SHE corporate standards formulation

WUC corporate standards are developed. launched and implemented

SHE SECTION October, 2002

Risk assessment Conduct risk assessment in all WUC AREAS

SHE SECTION May, 2003

Risk profile To develop profile of all risk identified based on their impact

SHE SECTION May, 2003

Incident investigation

To have comprehensive incident investigation and recording procedures

ALL May 2003

External audit(north & south)

To be graded based on new NOSA integrated system

ALL March, 2004

WUC internal audits (north & south

To conduct self internal SHE audits in preparation for external audit

SHE SECTION April & October 2003

Environmental Management

To develop a comprehensive Environmental Policy stating the Corporations aims and objectives

SEM/EO March 2002

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Dams Management Master Plan

A sound and sustainable environmental management plan of WUC Dams

SEM/EO December 2001

Environmental Education and Awareness Campaigns

Increased environmental awareness amongst staff.

EO/PRM March 2002

Water Conservation Campaign

Water Savings EO/PRM March 2002

Development of Environmental Standards

Compliance by WUC to national standards on environment, water quality and waste water

SEMJune 2002

Catchment audits and Biological Water Quality Assessments

Database on all developments in the dams catchment and constant analysis of pollution indicators

EO August 2002

Biological Water Quality Assessment Database

A comprehensive database on algae and establishment of trends

EO March 2002

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5.5 Revised SHE Structures

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