RSPO P&C Audit Report Template

RSPO Principles & Criteria Annual Surveillance Assessment Report

Report Number CU813184

RSPOPC-SUM-REPORT.F01 (3.0) January 2016

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Control Union (Malaysia) Sdn. Bhd. B-3-1, Prima Klang Avenue, Jalan Kota KS/1,41100, Klang, Selangor. Malaysia.

Tel: +603-3377 1600 / 1700

RSPO PRINCIPLES & CRITERIA PUBLIC SUMMARY REPORT

ANNUAL SURVEILLANCE ASSESSMENT 1

Indonesia

BERKAT SAWIT SEJATI POM PT. Berkat Sawit Sejati

2016

Report prepared by: Muhd Jamalul Arif (Lead Assessor)

Certification decision by: Simon Selvaraj (Certifier)

Certifying Office

Control Union (Malaysia) Sdn. Bhd. B-3-1, Prima Klang Avenue, Jalan Kota KS/1,

41100 Klang, Selangor, Malaysia [email protected]

Tel: +603-3377 1600 / 1700

Control Union Certifications Control Union Certifications is a member of the Control Union World Group - an international

inspection and certification body. CUC performs assessments and certification in many agricultural

based fields such as FSC, RSPO, and Organic production, Sustainable Textile Production, Organic

Exchange, GLOBALGAP, HACCP, BRC, GMP and GTP.

CUC is accredited by the Dutch Council of Accreditation (RVA) on the European quality standard EN 45011 for the inspection and certification of CUC Organic program (according to the EU regulation 2092/91) and GLOBALGAP program. When requested a copy of the accreditation certificate can be

obtained from CUC.

Control Union (Malaysia) Sdn Bhd is a registered affiliate member of RSPO and is a private limited company owned by the Control Union World Group based in Malaysia. Control Union (Malaysia)

Sdn Bhd is authorized to conduct and issue certification on behalf of RSPO and Control Union Certifications.

RSPO Membership Number 8-0025-06-000-00

RSPO Approval Date 12/01/2006

Affiliate Membership http://www.rspo.org/en/member/339

mailto:[email protected]

http://www.rspo.org/en/member/339




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Table of Contents

PART 1: SCOPE OF THE CERTIFICATION ASSESSMENT AUDIT .............................................................. 4

1.1 COMPANY AND CONTACT DETAILS ...................................................................................................... 4 1.2 RSPO MEMBERSHIP & CERTIFICATION DETAILS .................................................................................... 4 1.3 ANNUAL SURVEILLANCE ASSESSMENT DETAILS ...................................................................................... 4 1.4 ASSESSMENT TYPE ............................................................................................................................ 4 1.5 LOCATION OF THE PALM OIL MILL ....................................................................................................... 4 1.6 PALM OIL MILL OUTPUT AND APPROXIMATE TONNAGES CERTIFIED ........................................................... 5 1.7 GENERAL DESCRIPTION OF SUPPLY BASE .............................................................................................. 5

1.7.1 Location of the Supply Base ............................................................................................... 6 1.7.2 Statistics of the Supply Base and Estimated Tonnes of FFB produced per year ............... 6 1.7.3 Conservation and HCV Area (Ha) ....................................................................................... 6 1.7.4 Percentage of Planted Oil Palm by different Age Ranges ................................................ 6 1.7.5 Calculation of the Number of Production Units (N) to Sample for the Mill ..................... 7

1.8 PROGRESS OF ASSOCIATED SMALLHOLDERS OR OUT-GROWERS, IF APPLICABLE TO THIS ASSESSMENT ............. 7 1.9 LOCATION MAP FOR THIS CERTIFICATION UNIT (SEE APPENDIX 1) ........................................................... 7

PART 2: PARTIAL CERTIFICATION ........................................................................................................ 7

2.1 MANAGEMENT STRUCTURE ............................................................................................................... 7 2.2 NON-COMPLIANCE IDENTIFIED WITH 2.1 ABOVE ................................................................................... 7 2.3 SUMMARY OF THE TIME BOUND PLAN ................................................................................................. 8 2.4 UN-CERTIFIED UNITS OR HOLDINGS .................................................................................................... 9 2.5 SUMMARY OF THE FINDINGS FOR PARTIAL CERTIFICATION ..................................................................... 10 2.6 PARTIAL CERTIFICATION AUDIT AGENDA ............................................................................................ 10

PART 3: AUDIT PROCESS.................................................................................................................... 11

3.1 ABOUT THE CERTIFICATION BODY ..................................................................................................... 11 3.2 AUDIT TEAM ................................................................................................................................. 11

3.2.1 Qualifications of the Lead Auditor ......................................................................................... 11 3.2.2 Qualifications of the Assessment Team ................................................................................. 12

3.3 AUDIT METHODOLOGY.................................................................................................................... 14 3.3.1 General Overview ............................................................................................................ 14 3.3.2 Assessment agenda for this Audit ................................................................................... 14

PART 4 ASSESSMENT FINDINGS ........................................................................................................ 16

4.1 LEAD ASSESSOR’S SUMMARY AND RECOMMENDATION FOR CERTIFICATION ............................................. 16 4.2 SUMMARY OF THE FINDINGS BY PRINCIPLES AND CRITERIA .................................................................... 17

Principle 1: Commitment to Transparency ..................................................................................... 17 Principle 2: Compliance with Applicable Laws and Regulations .................................................... 18 Principle 3: Commitment to Long-Term Economic and Financial Viability ..................................... 20 Principle 4: Use of Appropriate Best Practices by Growers and Millers ......................................... 20 Principle 5: Environmental Responsibility and Conservation of Natural Resources and Biodiversity ........................................................................................................................................................ 25 Principle 6: Responsible Consideration of Employees and of Individuals and Communities by Growers and Millers ........................................................................................................................ 28 Principle 7: Responsible Development of New Plantings ................................................................ 33 Principle 8: Commitment to Continuous Improvement in Key Areas of Activity ............................. 33

4.3 NON-CONFORMITY RAISED DURING THIS AUDIT AND ANY FROM THE PREVIOUS YEAR, IF APPLICABLE ......... 34 4.3.1 Non-Conformities Identified during this Audit ...................................................................... 34 Non-were raised during this audit. ................................................................................................. 34 4.3.2 Non-Conformity Identified during the last ASA, not applicable for MA ................................ 35 Non-were raised during the last audit as this is the Main Assessment.......................................... 35




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4.3.3 Observations Raised During this Audit .................................................................................. 35 No observation found in this audit. ................................................................................................ 35

4.4 ISSUES THAT WERE RAISED DURING THE STAKEHOLDER CONSULTATION, IF ANY ......................................... 35

PART 5: RSPO SUPPLY CHAIN CERTIFICATION ................................................................................... 37

5.1 POM INCLUDED IN THE SCOPE OF THE AUDIT ..................................................................................... 37 5.2 CONFIRMATION OF THE COMPANY’S SUMMARY OF ANNUAL CERTIFIED VOLUME OF RSPO CERTIFIED PALM

OIL AND PALM KERNEL OVER A SPECIFIED PERIOD ...................................................................................... 37 5.3 SUMMARY REPORT INCLUDING A BRIEF DESCRIPTION OF THE SCOPE OF CERTIFICATION ............................. 37 5.4 MONTHLY RECORDS OF CERTIFIED AND UNCERTIFIED FFB RECEIVED SINCE THE LAST AUDIT ........................ 37 5.5 MONTHLY RECORDS OF CERTIFIED FFB, CPO AND PK SINCE THE LAST AUDIT ........................................... 38 5.6 RECORDS OF CERTIFIED CPO & PK SOLD UNDER GREENPLAM TO BUYERS SINCE THE LAST AUDIT, IF ANY....... 38 5.7 RECORDS OF CERTIFIED CPO & PK SOLD UNDER UTZ ETRACE TO BUYERS SINCE THE LAST AUDIT, IF ANY ...... 38 5.8 NON-CONFORMITIES IDENTIFIED DURING THIS AUDIT ............................................................................ 40 5.9 DESCRIPTION OF THE ORGANIZATIONAL MANAGEMENT SYSTEMS ............................................................ 40 5.10 FINAL CERTIFICATION DECISION BY CONTROL UNION FOR THE RSPO SCCS AUDIT OF THE POM .............. 40

PART 6: CERTIFIED ORGANISATION’S ACKNOWLEDGEMENT OF INTERNAL RESPONSIBILITY ........... 41

6.1 DATE OF NEXT ASA ........................................................................................................................ 41 6.2 DATE FOR CLOSURE OF NON-CONFORMITIES ...................................................................................... 41 6.3 SIGNING BY THE CLIENT ................................................................................................................... 41 6.4 SIGNING BY THE LEAD AUDITOR ........................................................................................................ 41 6.5 SIGNING BY THE CERTIFIER ............................................................................................................... 41

PART 7: APPENDICIES ........................................................................................................................ 42

APPENDIX 1: LOCATION MAP FOR THIS CERTIFICATION UNIT .......................................................................... 42 APPENDIX 2: LIST OF ABBREVIATIONS ........................................................................................................... 45




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PART 1: SCOPE OF THE CERTIFICATION ASSESSMENT AUDIT

1.1 Company and Contact Details

Company Name: PT. Berkat Sawit Sejati

Business Address: Spring Tower 03-31, Jl. K.L. Yos Sudarso Tanjung Mulia, Medan 20241, Indonesia.

Contact Person: Dr. Gan Lian Tiong

Office Telephone: +62 61 661 5511

E-Mail: +62 61 661 7386

Web Site: [email protected]

Other Certifications Held: RSPO SCCS, ISCC, ISPO

1.2 RSPO Membership & Certification Details

RSPO Membership Number: 1-0055-08-000-00 [old number: 030-08(O) 28 May 2008]

Registered Client Name: PT. Berkat Sawit Sejati

Certificate Number: CU-RSPO-813184

Start Date Of Certificate: 08/04/2015

End Date Of Certificate: 07/04/2020

Date Of Original Certification: 08/04/2010

Scope: Certification of the Palm Oil Mill and Supply Bases

Type Of Certification: Single site

Duration Of Certificate: 5 Years from date of certification

1.3 Annual Surveillance Assessment Details

Dates Of This Audit: 25th – 29th January 2016

Audit Number: ASA1

1.4 Assessment Type

This is an annual surveillance assessment 1, assessment based on Principles and Criteria (2013) for the Production of Sustainable Palm Oil - Endorsed by the RSPO Executive Board and accepted at the Extraordinary General Assembly by RSPO Members on April 25th 2013 (Including Major Indicators endorsed by RSPO Board of Governors on 15 November 2013) was used as audit standard.

1.5 Location of the Palm Oil Mill

Name Palm Oil Mill

Mill Capacity

Location GPS Reference

(POM) MT/Hour Address Longitude Latitude

Berkat Sawit Sejati Palm Oil Mill

90

Desa Tampang Baru, Kecamatan Bayung Lencir, Kabupaten Musi Banyuasin, Propinsi Sumatera Selatan, Indonesia.

103° 42’ 41.9” E 2° 19’ 9.4” S

mailto:[email protected]




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1.6 Palm Oil Mill Output and Approximate Tonnages Certified

Figures below are from:

Only from certified supply bases (Y/N). NO

Combining certified with uncertified supply bases (Y/N). YES

If the Mill is receiving FFB from uncertified supply bases outside the audit scope, such uncertified sources is highlighted under the following sections as seen applicable:

a. PART 1, Section 1.7 – General Description of Supply Base, b. PART 2: Partial Certification, Section 2.4 – Uncertified Units or Holdings, c. PART 5: RSPO Supply Chain Certification of this report

Projected Production from the last 12 Months (MT)

Apr’15 – Mar’16

Actual Production for this Audit Year March 2015 – February 2016 (MT) *

Projected 12 Months (MT) Forecast in this Report Apr’16 –

Mar’17

FFB CPO PK FFB CPO PK FFB CPO PK

300,609 82,668 18,037 331,280.58 85,754.12 19,251.24 281,749 76,915 19,018

* Actual certified production from March 2015 to December 2015 & Estimated certified production from January 2016 to February 2016

1.7 General Description of Supply Base

The mill receives FFB from 2 own estates namely Estates Sei Berau, Estate Sei Tungkal and from Kas Desa (estate that fully manage by PT. BSS based on CSR programme). Evidence sighted of “Surat Perjanjian Kerjasama” between Desa Pangkalan Tungkal & PT. Berkat Sawit Sejati (Doc no. 001/MoU/HMS – BSS/XII/2010). Currently, the mill is processing through MB model as there is a mix of outside crops. There are 24 external suppliers being registered as but they send their FFB on occasional basis. Sei Tungkal Estate with a total planted area of 5,393.87 HA and matured area of 5,393.87 HA meanwhile Sei Berau Estate has a total planted area of 5,438.29 HA and matured area of 5,438.29 HA. Total HGU area has been captured in table 1.7.1 as below.




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1.7.1 Location of the Supply Base

OPP

Oil Palm Plantation

Location GPS reference Area Summary (Ha)

Name Address Longitude Latitude Total (HGU)

Mature

OPP 1 Sei Tungkal Estate

Desa Pangkalan Tungkal, Kecamatan Tungkal Jaya, Kabupaten Musi Banyuasin, Propinsi Sumatera Selatan, Indonesia.

103o 44’ 53.3” E

2o 21’ 02.5” S

5,681.2 5,393.87

OPP 2 Sei Berau Estate


103o 41’ 57.0” E

2o 19’ 12.0” S

5,857.6 5,438.29

OPP 3 Kas Desa Pangkalan Tungkal

Desa Pangkalan Tungkal, Kecamatan Tungkal Jaya, Kabupaten Musi Banyuasin, Propinsi Sumatera Selatan, Indonesia.

103o 50’ 41.9” E

2o 23’ 37.2” S

5 5

TOTAL 11,543.80 10,837.16

1.7.2 Statistics of the Supply Base and Estimated Tonnes of FFB produced per year

OPP Oil Palm Plantation Estimated FFB/Year (MT) Planting Years Cycle (Years)

OPP 1 Sei Tungkal Estate 141,228.44 1998-2011 25

OPP 2 Sei Berau Estate 140,458.50 1999-2011 25

OPP 3 Kas Desa Pangkalan Tungkal 61.90 2012 25

TOTAL 281,748.84

1.7.3 Conservation and HCV Area (Ha)

OPP Oil Palm Plantation Conservation Area (Ha) HCV Area (Ha) * HCV part of Conservation

OPP 1 Sei Tungkal Estate - 111.41 -

OPP 2 Sei Berau Estate - 108.63 -

OPP 3 Kas Desa Pangkalan Tungkal - - -

TOTAL 220.04

* Indicate if HCV area is part of the Conservation Area. If the HCV area is part of the Conservation Area, then “YES” otherwise, “No”

1.7.4 Percentage of Planted Oil Palm by different Age Ranges

OPP Planting Years by 5 year Ranges

1998-2000 2004 -2005 2006 – 2009 2011 – 2012 Total

OPP 1 1,015.09 3,027.70 1,349.31 1.77 5,393.87

OPP 2 681.29 2,084.73 2,658.77 13.50 5,438.29

OPP 3 - - - 5 5




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1.7.5 Calculation of the Number of Production Units (N) to Sample for the Mill

N = 0.8√Y, where “Y” is the number of units, with the result always to be rounded “up” to the next whole integer. Where only a sample of the supply base is assessed, units not previously assessed, or assessed earlier in the certification program, are to be preferred over those more recently assessed

For the Mill, how many units make up the production base?

Owned estates (Y) N = 0.8√Y Smallholders (Z) N = 0.8√Z

2 2 1 1

Explanation as to the selection of estates sampled

Both estates has been audited

1.8 Progress of associated Smallholders or Out-growers, if applicable to this assessment

Progress of associated Smallholders or Out-growers towards Compliance with relevant Standards - should be in accordance to the 3 year implementation plan, if applicable to this assessment

There is no an associated smallholder. The company has included a Kas Desa where total area is 5ha as associated smallholder during last re-certification assessment.

1.9 Location Map for this Certification Unit (See Appendix 1)

PART 2: PARTIAL CERTIFICATION

The rules for partial certification allow organizations that have a majority holding in and / or management control of more than one autonomous company growing oil palm to certify individual management units and / or subsidiary companies subject to certain rules.

2.1 Management Structure

Section Criteria Yes/No If “Yes” If “No”

2.1.1 Is the certified operation (POM and supply base as detailed above) a stand-alone operation and there are no other plantations or mills owned by the same company?

No Section 2 is N/A

Go to 2.1.2

2.1.2 Is the certified operation part of a simple structure of operations owned by one company?

Yes Go to 2.1.5 Go to 2.1.3

2.1.3 Are there statements of the ultimate controlling shareholders and directors in the managing agency company/companies:

a. Explaining the legal relationship and the management arrangements with the subsidiary companies and / or with any operating groups?

- Go to 2.1.4

Go to 2.2.1

2.1.4 b. A statement of commitment to complying with the spirit of the RSPO for all companies and subsidiaries involved with the growing of oil palm and for the production of palm oil?

- Go to 2.4 Go to 2.2.2

2.1.5 Is there a time bound plan in place for all subsidiaries, estates and palm oil mills?

Yes Go to 2.3 2.2.3

2.1.6 Is the parent company or one of its majority owned and / or managed subsidiaries a member of RSPO.

Yes

2.2 Non-compliance Identified with 2.1 Above

Section Non-compliance findings NC raised Category

2.2.1 There is no explanation as to the company’s structure and therefore it Is not possible to conduct an effective audit against the rules for partial certification.

- Major

2.2.2 There is no statement of commitment to complying with the spirit of the RSPO for all companies within the company structure.

- Major




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2.2.3 There is no time bound plan in place for the certification for all subsidiaries, estates and mills.

- Major

2.2.4 No applicable membership of the RSPO. - Major

2.3 Summary of the Time Bound Plan

Section Requirement Findings and any action required Compliance

2.3.1 Does the plan include all subsidiaries, estates and mills?

The newly acquired PT Guntung Idamannusa is the subsidiary of PT Berkat Sawit Sejati which has attained RSPO certification on 1 June 2015 for POM 1. POM 2 is under construction and scheduled for certification in 2017

Yes

2.3.2 Is the time bound plan challenging? Age of

plantations. Location. Mill

development. Infrastructure. Compliance

with applicable law.

The time stipulated to certify PT Guntung Idamannusa is appropriate as the entity was bought over on 17 July 2013. PT GIN has attained RSPO certification on 1 June 2015 for POM 1.

Yes

2.3.3 Have there been any changes since the last audit? Are they justified?

No changes been addressed. Yes

2.3.4 If there have been changes, what circumstances have occurred?

No changes been addressed. Yes

2.3.5 Have there been any stakeholder comments?

No comments since took over the property from 17/07/2013 Yes

2.3.6 Have there been any newly acquired subsidiaries?

No Yes

2.3.7 Have there been any isolated lapses in the implementation of the plan?

No Yes

2.3.8 Has there been any systematic failure to proceed with the implementation of the plan?

No failure noted Yes

2.3.9 General statement as to progress made since the last audit?

Kas Desa Pangkalan Tungkal been added and the 1st harvesting was done in Jan 2015

Yes




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2.4 Un-Certified Units or Holdings

NOTE: Companies may demonstrate compliance by clear evidence of a self-audit (i.e. an internal audit for all subsidiaries, estates and Palm Oil Mills)

Section Requirement Findings and any action required Compliance

2.4.1 Did the company conduct an internal audit? If so, has a positive assurance statement been produced?

PT GIN has attained RSPO certification on 1 June 2015. Yes

2.4.2 No replacement after dates defined in NIs Criterion 7.3 of:

Primary forest.

Any area identified as containing High Conservation Values (HCVs).

Any area required to maintain or enhance HCVs in accordance with RSPO criterion 7.3.

The Land use change data for PT. Guntung Idamannusa based on Landsat satellite imageries from 1989 – 2005 is evident that the PT GIN concession has been extensively land cleared and cultivated since 1989 with more agricultural activities from 2000. The concession was planted with oil palm since year 2002 and about 202 Ha has been identified as HCV 1 & HCV 4. The status of the identified HCV area has been clearly defined in the HCV assessment report conducted by PT. Remark Asia in August 2013 and based on the consultant’s analysis, there was no replacement of forest or HCV area.

Yes

2.4.3 Any new plantings since January 1st 2010 must comply with the RSPO New Plantings Procedure.

PT. Guntung Idamannusa has planted since year 2002. Yes

2.4.4 Any Land conflicts are being resolved through a mutually agreed process, e.g. RSPO Grievance procedure or Dispute Settlement Facility, in accordance with RSPO criteria 6.4, 7.5 and 7.6.

The company has external grievance procedure in place Yes

2.4.5 Any Labor disputes are being resolved through a mutually agreed process, in accordance with RSPO criterion 6.3.

The company has internal grievance procedures in place. Yes




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2.4.6 Any Legal non-compliance is being resolved in accordance with the legal requirements, with reference to RSPO criteria 2.1 and 2.2.

The company has mechanism in place. Yes

TIME BOUNDP PLAN FORECAST FOR RSPO CERTIFICATION OF ALL PALM OIL MILLS & SUPPLY BASES

Palm Oil Mill Country Supply Bases (estates,

plantations, associations)

Targeted RSPO Certification

Year

Current Certification Status as per this Audit

Guntung Idamannusa Palm Oil Mill 2

Batam, Indonesia.

Estate I Estate II Estate III

2017 -

With reference to time bound plan, the following issues were reviewed openly with the Control Union audit team during the assessment and which may be in conflict with the rules for partial certification, if applicable

Name of Mill or Plantation *Area of concern (See examples below)

N/A

Include any known concerns, media reports and major issues both present and from the past covering, for example:

Replacement of primary forest or any area containing HCV’s since November 2005.

Evidence of non-compliance with the law

Legal issues

Compensation payments

Social relations

Burning

Labor disputes

2.5 Summary of the findings for Partial Certification

The audit team assessed compliance with the above requirements during this audit. Failure to address any non-compliance identified may lead to certification suspension.

Time bound plan are found still on track based on last year information. PT. GIN has been certified on 01/06/2015 by CUC.

2.6 Partial Certification Audit Agenda

Date Location Agenda

26/01/2016

PT. Berkat Sawit Sejati Document review




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PART 3: AUDIT PROCESS

3.1 About the Certification Body

Control Union Certifications is a member of the Control Union World Group – an international inspection and certification body. CUC performs Audits and certification in many agricultural based fields such as FSC, RSPO, and Organic production, Sustainable Textile Production, Organic Exchange, GLOBALGAP, HACCP, BRC, GMP and GTP. CUC is accredited by the Dutch Council of Accreditation (RVA) on the European quality standard EN 45011 for the inspection and certification of CUC Organic program (according to the EU regulation 2092/91) and EUREPGAP program. When requested a copy of the accreditation certificate can be obtained from CUC.

Control Union (Malaysia) Sdn Bhd is a registered affiliate member of RSPO and is a private limited company owned by the Control Union World Group based in Malaysia. Control Union (Malaysia) Sdn Bhd is authorized to conduct and issue certification on behalf of RSPO and Control Union Certifications.

3.2 Audit Team

Lead auditor: Muhd Jamalul Arif Bin Hamid

Team member 1: Baskaran Sankaran

Team member 2: Md Jefri Sharaai

Team member 3: Rasyid Abdilah

3.2.1 Qualifications of the Lead Auditor

Requirement Qualifications

A minimum of post high school (post-secondary school) training in either agriculture/forestry, environmental science or social sciences;

Post graduated in Plantation Management and Cargo Surveying from local university.

At least 5 years professional experience in area of work relevant to the assessment (e.g., palm oil management; agriculture/forestry; ecology; social science);

Experience in auditing since 2011 in RSPO P&C, SCCS, GMP B2 & B3, ESCAS Animal Welfare RSPO P & C and Global Gap standards. Working experience in handling Q&Q survey for agricultural products such palm oil.

Training in the practical application of the RSPO criteria, and RSPO certification systems;

Involved in RSPO assessment since 2011. Member of CUC RSPO audit team. Involved in audits for P&C and SCCS conducted in Malaysia, Indonesia and middle east country.

Successfully completion of an ISO 9000:19011 lead auditors course;

Completed ISO 9001:2008 Lead auditor in 2011, ISO 19011 & 17021 in 2014.

Training in the practical application of RSPO certification systems.

Involved in RSPO assessment since 2011. Member of CUC RSPO audit team. Involved in audits conducted in Malaysia and Indonesia.

A supervised period of training in practical auditing against the RSPO criteria or similar sustainability standards, with a minimum of 15 days audit experience and at least 3 audits at different organizations.

Involved in RSPO assessment since 2011. Involved in audits conducted in Malaysia and Indonesia for more than 5 companies.

RSPO endorsed lead auditors course. Yes, successful passed on 2013.

Signed code of conduct. Yes

General knowledge of: Yes RSPO P&C standards. Yes CUC organizational structure. Yes CUC quality systems. Yes Lead auditor role. Yes




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Report writing. Yes Stakeholder consultation. Yes Certification decision process. Yes RSPO SCCS program manual. Yes CUC filing systems. Yes Correct use of RSPO trademarks. Yes History and objectives of RSPO. Yes CV available. Yes Completion of CUC RSPO lead auditor training. Yes

3.2.2 Qualifications of the Assessment Team RSPO Requirement Team Member Name Qualifications

Fluent in main local languages and English.

Baskaran Sankaran Fluent in English and Bahasa

Md Jefri Sharaai Fluent in English and Bahasa

Rasyid Abdilah Fluent in English and Bahasa

Field working experience in the palm oil sector, or a demonstrable equivalent.

Baskaran Sankaran Degree in Business Administration. Over 15 years conducting 2nd and 3rd party auditing for various industries.

Md Jefri Sharaai Auditing experience in ISO 9001:2008 QMS for past 5 years. Trained in Quality Management System and environmental ISO 14001.

Rasyid Abdilah Master degree on Seed Technology (Agriculture). Auditing experience in UTZ Certified CoC Auditor for Coffee, Cocoa and Tea Commodities. Organic EU, USDA-NOP and JAS. Common Code for Coffee Community (4C) Textile (GOTS, GRS, OCS, RCS and RDS)

Good agricultural practices (GAP), integrated pest management (IPM), pesticide and fertilizer use.




Health and Safety auditing on the farm and in processing facilities. (For example OHSAS 18001 or occupational. Health and safety assurance system).

Baskaran Sankaran Degree in Business Administration. Over 15 years conducting 2nd and 3rd party auditing for various industries. Trained in Occupational Safety and Health such ISO 18001.


Rasyid Abdilah Master degree on Seed Technology (Agriculture).




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Auditing experience in UTZ Certified CoC Auditor for Coffee, Cocoa and Tea Commodities. Organic EU, USDA-NOP and JAS. Common Code for Coffee Community (4C) Textile (GOTS, GRS, OCS, RCS and RDS)

Workers welfare issues and social auditing experience. (For example with SA8000 or related social or ethical accountability codes).



Environmental and ecological auditing. (For example experience with organic agriculture, ISO 14001 or environmental management systems).




Economic issues. Baskaran Sankaran Degree in Business Administration. Over 15 years conducting 2nd and 3rd party auditing for various industries.






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3.3 Audit Methodology

3.3.1 General Overview

The Audit was carried out in conformity with the procedures as laid down in the CUC Procedure Manual and the RSPO Program Manual for the auditors and Certifier. During the Audit the qualified CUC auditors used the Generic RSPO P&C 2013 and recorded their findings. Workers and local communities were interviewed and evidence sought to confirm ongoing compliance to include:

Chemical stores. Storage, MSDS leaflets, Herbicide mixing areas, PPE, Ventilation, Security.

Field inspections. Herbicide application programs. Harvesting sites and efficiency. Fertilizing operations. SOP’s. Soil maps. Land preparation. Ground cover. IPM. First aiders and boxes. Ground cover. Soil erosion. Field observations of all operations.

Worker interviews. OSH. Sexual, religious, racial harassment. Pay and contracts. Child labor. First aid. Awareness.

Re-planting sites. Zero burn.

HCV’s. Identification. Management plans. Environmental Impact Assessments. Implementation.

Riparian zones. Width. Current and future management. Non maintenance regimes.

Water management. Water courses. Water monitoring.

Road maintenance. Run off.

Social amenities. Social Impact Audits.

Local communities. Contributions made. Employment opportunities. Social impacts. Complaints procedures.

Workshops. Oil traps. Safe working environment. PPE. Diesel tanks. Environmental waste management.

Line sites. Interviews with householders. Inspection of water discharge points. Water improvement plans. Waste disposal.

Documentation review. The Palm Oil Mill audit verification included the following activities:

Mill and workshop inspections. Documentation review & worker interviews.

Mill. SOP’s. Safe working environment. Gen sets. Walk ways. Signs. EFB. POME treatment. Emissions. Mass balance. Diesel tanks. PPE. Fire extinguishers. First aiders and boxes. Fuel and water usage.

OSH. Training. Management structure. First aiders.

Full document review. Completion of the checklist. Review and documentation of evidence. All aspects of RSPO P&C’s applicable.

Worker interviews. OSH. Sexual, religious, racial harassment. Pay and contracts.

Compliance against the RSPO SCCS certification scheme. Verification: Verification of implementation was done through field observations, workshop and chemical store inspections, worker and community interviews and mill inspections as summarized above.

3.3.2 Assessment agenda for this Audit




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Date Location Main activities

25/01/2016 Sei Tungkal Meeting room

15.00 Opening meeting Chaired by the audit team leader

Introduction by team leader

Presentation by respective managers

Presentation of Palm Oil Mill source of FFB by respective managers

Document Review

Commitment to Transparency

Compliance to Applicable Laws and Regulations

Commitment to Long Term Economic and Financial Viability

Use of Appropriate Best Practices

Environmental Issue

Social Compliance

Continuous Improvement Plan


Partial Certification Review with client representatives Document review

Commitment to Transparency

Compliance to Applicable Laws and Regulations

Commitment to Long Term Economic and Financial Viability

Use of Appropriate Best Practices

Environmental Issue

Social Compliance

Continuous Improvement Plan

27/01/2016 PT. BSS POM Sei Tungkal

Estate

Sei Berau Estate

Kas Desa

Pangkalan Tungkal

Supply Chain Certification Assessment of the POM (RSPO SCCS) Mill inspection

Workshops

Stores

POM application

Document review Field operations inspection

Best agricultural practices

Manuring, Spraying, Harvesting,

HCV / Conservation Area

Safety and Health

Waste Management / Environment

Legal compliance / boundary

Chemical / Pesticide / Fertilizer Stores

Document review [EIA, SIA, CIP, Business Plan]

Training

Complaint mechanism / Request & respond

Worker interviews / Human Rights / Transparency Worker’s facilities (housing, pay, etc)


Document review (as above)




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29/01/2016 Preparation for closing meeting Additional field visits and meetings with managers as necessary Closing meeting Chaired by the audit team leader

Welcome and introduction by the team leader

Presentation of findings by the audit team

Questions and answers

Final summary by team leader End of assessment

PART 4 ASSESSMENT FINDINGS

4.1 Lead Assessor’s Summary and Recommendation for Certification

The mill and supply bases visited (as per the above Tables 1.5 and 1.7.1) and were assessed at field, office, facilities, stores and a document review was carried out in accordance to the RSPO principles and criteria. The subscribed RSPO management system’s documentations seen with minor changes that due to internal external influenced factors that in relation to scope of certification. Specific evidence was recorded for estates and mill. Interviews with Estate Managers, Mill Manager, members of workers union and committee took place in both formal and informal environments and worker interviews were conducted at the supply base and the mill. The management is highly committed in maintaining the RSPO system by adopting to continuous improvement programs. There was no complaint or feedback received during the audit or during the field assessment when interviewing with the external stakeholders. The management continually monitoring the established KPI / objectives that significantly rules the achievement of company’s corporate policy on RSPO. The mill is fully verified for RSPO SCCS system verification and it is found to be in full compliance. See PART 5 below.

It is therefore the recommendation of the lead assessor that:

A certificate of compliance is maintained. Signed:

Name: Muhd Jamalul Arif Date: 11th February 2016




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4.2 Summary of the findings by Principles and Criteria

Over the 5 year period of the life of the certificate, there will be 4 annual surveillance audits

Identified Non-Conformities and noteworthy Positive and Negative Observations.

The RSPO require that this report contain findings by each principle and some example criteria. Please see table below.

Principle 1: Commitment to Transparency

Criterion by Audit

Summary

The company has all the copies of requests & responses which are more to internal request and local authority bodies. Such records are kept and available for viewing. As a whole, the Humas team has common system with parent company on publicly available documents which have been listed in their SOP. Requests made by stakeholder were responded to and all these are well documented. Adequate information available for confidential information that being listed as publicly available.

ASA1 1.1 Company is updating the stakeholder list every 3 months. SOP BSS-SOP/03.01/3.26.1 describe details on SOP of Consultation Meeting and Stakeholder involvement. Mr. Henry Sitepu, Humas Manager is responsible in updating and providing the information. Responses to the request are within two weeks from the date and all information is maintained following the procedure BSS-SHC/02.02/1.1. As for 2015, 9 requests were recorded on “Rekapan Permintaan dan Respons” Logbook period March 2015 to Dec 2015. All of the request were timely responded.

ASA1 1.2 PT BSS has a mechanism (SOP and/or Policy Document (POD) to record the important documents and have timeline to update the documents periodically. List Legal Correspondences Permit from Humas Division is updated in each three month. The land title/user right is verified through “Buku Tanah, Guna Usaha No. 07/MUBA”. Sighted Occupational Health and Safety Plans OSHA manual is available in order to comply the requirements such as Occupational Safety and Health, Factories and Machinery, Pesticides, Scheduled Waste Disposal, Code of Practice on Prevention and Eradication of Sexual Harassment in the Workplace, and Principles and Criteria of RSPO relating with Occupational Safety and Health. This has been translated in “Kebijakan Keselamatan, Kesehatan & Kebersihan Kerja, Medan” Revision 1 on Feb, 2011. The training programme for year 2016 has been established in the “Program Kerja P2K3 Tahun 2016, Estate Sei Tungkal, Estate Sei Berau, PKS , 9 Jan 2016” On complaint matters, the company has procedure in handling complaint and grevience, the procedure BSS-SOP/01.01/5.1 Estate Dept and BSS-SOP/03.01/3.9.0 Processing Department , Keluhan & Komplain Eksternal” dated 21 Nov 2015 was sighted. All information of complainant is recorded in the “Eksternal C&G Book”. Also seen the continual improvement plan which is part of the management plan for 2016 has been established and more than 30 items of improvement have been identified. Negotiation procedure in PT BSS is available on procedure for land compensation (SOP Ganti Rugi Lahan). The procedure and/or policy document for continual improvement plan, certification assessment and human rights policy are available.

ASA1 1.3 There is written policy for Code of Conduct BSS-POD/01.01/1.2.8 Estate Department no BSS-POD/01.01/1.2.19 code of ethical dated on 2 May 2014 by Lim Teong Kwee, Director of Strategy & Planning. The policy is communicated as sighted in the Laporan Sosialisasi , 24 Nov 2015 and 7 Jan 2016 and it is in Indonesia language.




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Principle 2: Compliance with Applicable Laws and Regulations

Criterion by Audit

Summary

PT BSS has a mechanism to comply with relevant laws or policies (both national and international) and also they have well documented system to make sure that the relevant laws is well delivered from HO (Head office), Leader to staffs and workers. They have SOP and list legal correspondences for updated laws implementation and the mechanism for updated law/policies'.

ASA1 2.1 Copy of legal permit documents and Government regulation list are kept and Accessible. Once they get information about new rules or policies, PIC in HQ will make an analysis about the laws/policies before distributing to each location unit. Evidence sighted of SOP with the title ‘List/Rekap Undang-Undang/Peraturan yg Berlaku’. All necessary update is managed under Henri Sitepu (Public RelationManager). Sampled docs: Izin Mendirikan Bangunan (sample: 644.2/24/IMB/PU.CK./22/200), Pendaftaran Perjanjian Kerja Bersama (updated every 2 yr), Izin lokasi, Kepemilikan lahan. List of legal correspondences permit is signed by Humas Manager (Henry Sitepu) and signed by GM PT BSS (Yusni Abd. Ghani), Triwulan: I Tahun 2016 [Period: January – April 2016]. ILO ratified and UU no.21 year 1999 about the elimination of all forms of racial discrimination 1965 is implemented through Kebijakan Hijau, about the elimination of discrimination and works' equal opportunity. Title: Kebijakan Larangan Diskriminasi dated 13th March 2012. Kebijakan Kesetaraan Kesempatan dated 13th March 2012. Also, there is a SOP for non-discrimination and equal opportunities in No. BSS-POD/01.01/6.7 last issued in 15 April 2015

ASA1 2.2 PT BSS has conducted annual stakeholder consultation for discussing and consulting their related programs to relevant stakeholders. According to the Indonesia Laws, the plantation permits (IUP) after 2007 have obligation to give 20% of their area to the local people/society. IUP and HGU of PT BSS is 2001, it means that PT BSS is not obliged to give their 20% HGU area to local people (KKPA). But, as part of CSR program, they have established a MoU with Desa Pangkalan Tungkal in helping them to cultivate, maintain, and harvest 5 ha of palm oil plantation in their "Kas Desa" land. PT BSS has complete legal ownership of their land, according to Henri Sitepu (Public Relation Manager), the land area of PT BSS is outside of forest area so it doesn't need HPK permit from Ministry of Forestry. Sighted the legal permit:

• Location Permit from National Land Agency is available – Keputusan Kepala Kantor Pertanahan Kabupaten Musi Banyuasin nomor: HGU Doc.No.07/ MUBA/2003. Signed by Head of Musi Banyuasin Land Agency, H.Suhally Syam, for total Areal 11.538,8 Ha.

• Plantation Business Permit (IUP-P) No. 0816/KPTS/IUP-P/DISBUN/2013 dated 17 July 2013 for Estate and POM. Total area is 11,538.8 ha and POM with production capacity 90 tons FFB/hour.

• Hak Guna Usaha no.07/MUBA date 19th February 2003. • PT BSS has done boundaries monitoring and maintenance every 3

months by survey staffs and they create report and "Berita Acara" (minutes) after they complete their monitoring activities. PT BSS also has participatory mechanism in determining their HGU boundaries; PT BSS involve and invite relevant stakeholders for determining the boundaries

• Mechanism in resolving any land dispute/conflict: stated in ’SOP-Keluhan Lahan & Komplain Eksternal’ All are managed under Mr.




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Henri Sitepu (Public Relation Manager) but there is no land dispute so far.

Evidence: boundary inspection report: ‘Laporan Monitoring Tanda Batas HGU (Patok/Tugu HGU) PT. Berkat Sawit Sejati’ -report scheme-. Report has been updated four times a year, with last sighted period is October – December 2015. Every report book describing one Estate (BSS POM is described under report book Sei Tungkal and Sei Berau Estate). According to boundary inspection record and Mr. Henri Sitepu (Public Relation Manager) there is no land conflict among PT BSS and all stakeholders. But, PT BSS has some SOPs regarding if the land conflict or land disputes present in PT BSS. From the SOP, we can see that they have clear mechanism how to handle particular land conflict/disputes, inside the SOP there is no prohibition for community or society or local people using third party (other institution) as their representative or their legal counsel. PT BSS also commit to solve the conflict with FPIC principle. Evidence sighted during audit:

• Standard Operating Procedure for land compensation ‘SOP Tahapan Pelaksanaan Persetujuam Bebas, Didahulukan dan Diinformasikan’ and SOP-Ganti Rugi Lahan No.BSS-SOP/01.01/1.0.

• SOP for external complaints and grievances - Keluhan dan Komplain Eksternal dated on April 2014 ‘SOP-Keluhan dan Komplain Eksternal’ No.BSS-SOP/01.01/5.1. This mechanism is separated in to two ways, Individual & Public complaint

• Standard Operating Procedure for handling land conflict - Penanganan Permasalahan Lahan - No: BSS-SOP/01.01/1.3 dated on 15 April 2014.

• Cooperation scopes between PT.BSS and CSR smallholders (Kas Desa Pangkalan Tungkal) are written under official letter (signed by Regency Head –Bupati Musi Banyuasin). It covers: Establishment, Management, Maintenance, Harvesting and its delivering in the area, for area of 5 ha (‘Surat Perjanjian Kerjasama antara Kepala Desa Pangkalan Tungkal dan PT.Berkat Sawit Sejati’, December 2010). Doct. No.593.02/PT-XII/2010

ASA1 2.3 PT BSS has demonstrated evidences that their land does not violate the legal or customary rights with FPIC mechanism. They have clear SOP for handling land problems/conflicts/ land disputes, SOP for land compensation and SOP in facing external complaints and grievances. They also have evidence when they determine HGU boundaries; they involve local people and related stakeholders to determine the boundaries. In participatory way, PT BSS has annual stakeholder consultation to socialize and consult their related program such as CSR programme, RSPO P&C, SIA (Social Impact Assessment), HCV and so on. All the SOPs, evidences are in well understood Bahasa Indonesia which is easy to understand. Also, they have clear maps of PT BSS area with stakeholders around it and clear maps of estate Sei Berau and estate Sei Tungkal. Evidence seen for POM Maps Position in HGU - Peta posisi PKS di HGU - No.07/MUBA year 2003. Boundaries maps of estate Sei Tungkal done by staff surveyor, date 12th December 2015. Stakeholder consultation has been conducted. Company conduct stakeholder consultation with local communities at least once a year. Implementation:




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Desa Banjar Jaya, 10 December 2015

Desa Sinar Harapan, 11 December 2015

Desa Sumber Harum, 14 December 2015

Desa Sido Mulyo, 18 December 2015

Desa Tampang Baru, 16 December 2015

Desa Pangkl. Tungkal 17 December 2015 Evidence: Attendance list for each meeting is available along with its discussion summary, photo, etc. Document title: ‘Laporan Program Konsultasi Berkala Dengan Pemangku Kepentingan (Stakeholder Consultation 2015)’. The agendas were HCV, P&C RSPO, P&C ISCC , P&C ISPO, CSR program, POD-SOP and so on.

Principle 3: Commitment to Long-Term Economic and Financial Viability

Criterion by Audit

Summary

A documented business plan (10 years) available both at estate and mill. The annual budget includes of FFB yield/ha, OER, CPO yield/ha and cost of production. Seen the top management able to demonstrate attention to economic and financial viability through long-term management planning.

ASA1 3.1 As per the initial assessment, PT Berkat Sawit Sejati has an annual budget and projection/forecast for a period of 10 years for the estates and mills. Annual budget is used as guidance by the manager to ensure management plans in the budget are implemented to achieve the economic financial outcome. This budget is well captured in “Master Copy Verifiers” PT. Berkat Sawit (Table 4&5 – Indikator Ekonomi untuk Kebun & PKS PT. BSS – CPO & PK) includes operational cost and revenue, production and target, cost of production, OER, capital expenditure and allocation for the continuous improvement plans. There will be no replanting activities until 2023. The forecast will be for 110.35 HA [1998] Div A and B. Seen the Replanting program, area statement and 10 years management plan. In year 2023 sighted reduction in FFB production from 142,791 MT to 138,806 from previous year.

Principle 4: Use of Appropriate Best Practices by Growers and Millers

Criterion by Audit

Summary

The company has established the relevant SOPs for all stages of operations in the estates and mill and there was evidence that these have been implemented. Risk assessments are conducted and the necessary attention to OSH is given. Training is conducted for all workers and contractors.

ASA1 4.1 The company has established documented procedures for the mill operations. Documented procedures have been classified into 3 different levels namely Policy Document (POD), Standard Operating Procedure (SOP) and Work Instructions (WI). Policy Document (POD) is higher level documents which governs mill operations. There are 121 PODs been established with latest policy established on 01/11/2015 titled “Assistant Operational and Maintenance Biogas”. The documented policy, procedures and work instruction has adequately covered all key activities of mill operations. There are total of 221 SOPs and 35 Work Instruction established for the mill operations. All documents are written in Indonesian language that can be easily understood by all level of employees of the company. Records of monitoring on Internal Control Audit findings and Certification Audit findings are maintained by the mill. Sighted latest Internal Control audit report done from 20 to 30 May 2015 and Internal Certification Audit done from 9 to 13 November 2015. For receiving of third party FFB the mill has established procedure # BSS-SOP/03.01/2.2.0 Penerimaan TBS Dari Luar. The approved external supplier list consists of 8 external independent smallholders.




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Some of mill’s SOP sighted are : i. BSS-SOP/03.01/1.0.0 FFB receiving station procedure

ii. BSS-SOP/03.01/1.14.19 Effluent sampling procedure; iii. BSS-SOP/03.01/2.0.0 Incoming FFB of owned plantation procedure iv. BSS-SOP/03.01/2.38.0 Traceability check points for palm products; v. BSS-SOP/03.01/4.0.0 Laboratory procedure.

As in estates, documented procedures have been classified into different levels namely Corporate Policies (POD) / Group Agriculture Policy (GAP), Standard Operating Procedure (SOP) and Work Instructions (WI). Corporate Policy (POD) and Good Agriculture Policy (GAP) are higher level documents which governs estate operations. There are 90 PODs have been established with latest policy established on 21/11/2015 on FPIC. The documented policy, procedures and work instruction have adequately covered all key activities of the plantation. Sighted records for daily inspection on SOP for harvesting - Report for December 2015 which contains summary for field condition, frond staking, accessibility of harvester movement, wild oil palm seeding, pruning standards, crop loses, unharvest branches, harvesting standards. Also sighted daily inspection summary for December 2015 for workers’ productivity, return of empty fertilizer bag to the store, application of fertilizer dosage and location, condition of the fertilizer, usage of proper PPE by workers etc. Monthly and quarterly inspection record done by General Manager and Estate Manager for period of July – August 2015 by General Manager and Estate Manager for cross block inspection on harvesting standards, crop losses, pruning, etc. Last RSPO internal audit was done by company’s Audit and Certification staffs from HQ from 14/12/2015 to 19/12/2015. Audit report titled “Laporan Internal Audit Sertifikasi” dated 23/12/2015 which has covered all the elements of RSPO P&C and as well on housekeeping of the operating unit. All the inspection records sighted evident of the strict implementation of the estates SOPs in all levels. Sighted Kas Desa Pangkalan Tungkal managed in accordance with BSS Standard Operating Procedures by BSS Management (Second Party). Interview held with BSS General Manager and Sei Tungkal Estate Manager confirmed that Kas Desa is managed by Sei Tungkal Estate Management staff and their workers in accordance with the company SOP. Since Kas Desa Pangkalan Tungkal is managed by Sei Tungkal Estate; As such, Standard Operating Procedure (SOP) and Work Instructions are applicable to Kas Desa Pangkalan Tungkal. Site visit to Kas Desa Pangkalan Tungkal noted the 5 Hectares land is well managed by BSS Management.

ASA1 4.2 The estate has established documented procedures for the estate operations. Documented procedures have been classified into different levels namely Corporate Policies (POD) / Group Agriculture Policy (GAP), Standard Operating Procedure (SOP) and Work Instructions. There is a procedure # GAP/01.01/2.7.1 Aplikasi Pupuk Mineral Pada Tanaman Kelapa Sawit which specifically addresses on soil fertility. Soil fertility analysis and recommendation for fertilizer was done by Agronomist Mr. Saw Eng Keong through Leaf Sampling Report Ref # S&P/R&D/330/I/2016 dated 04/01/2016. Based on the result, fertilizer recommendation is developed and sent to the operating units. Company has a program for application of POM by-products such as Dry Decanter Solid (DDS) and Boiler Ash. DDS & boiler ash in the field to replace potassium, moisture retention and as supplement from inorganic




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fertilizer. Example of recommendation sighted for Sei Berau Estate: Division A /Block AB/ Sub-block E3/ Ha 20.98/ Feb Urea= 1.50 kg/palm.

ASA1 4.3 The company has established Good Agricultural Practices procedure # GAP/01.01/2.3.1 updated on 02/02/2015 to manage slope areas in the estate. The procedure has stated slopes > 25o are prohibited from planting of palm trees. During site visit did not detect any planting on slopes > 25o . Slope areas are planted with Vertivae grass to prevent soil erosion. Sighted record of Vertivae grass planting in Block I 43, & I 44 a total of 450 plants. Soil map for Sei Tungkal Estate (5,393.87 Ha) and Sei Berau Estate (5,438.29 Ha) with scale of 1:70 000 is available. The map indicates 100% mineral soil for both estate (no fragile or peat soil identified for the estate). There is a road maintenance programme established for the estate. Estate has planned for grading agriculture road for 549.34 Km. However, it has completed grading for 566.06 Km as of December 2015, excellently exceeding the target.

ASA1 4.4 Water management plan sighted in the SOP BSS-SOP/01.01/9.5 (Pengelolaan dan Pemantauan Lingkungan) date on 02/01/2012 and POD/01.01/5.4.0 Pengelolaan Air di Perkebunan dan Pabrik. Mill water is coming from Berau River near to the mill area. Water is treated and used for processing operation. The plan has identified programme, objective, action plan, location, frequency and person in charge. Clean water sampling is done twice a year. Last water sampling was done on 08/01/2016. Sighted water analysis report by Laboratory Baristand Industri Palembang, a nationally accredited laboratory. The analysis results shows all parameters identified under the Indonesian Legal requirement for clean water (Peraturan Mentri Kesehatan RI No. 416 tahun 1990) have been complied. Mill effluents are treated as per SOP # BSS-SOP/03.01/1.110. The mill has valid license from government for mill effluent treatment. Sighted License # 732 Year 2011 issued by local authority Bupati Musi Banyuasin. Mill effluent parameters are monitored and measured once every month. Last sampling was done 02/12/2015. The result shows test results are in compliance with Indonesian law.

Table 1: Sample of result sighted for sampling done on 02/12/2105

Para-meter Legal Req. Actual

Biological Oxygen Demand (BOD) < 5,000 68.9

Chemical Oxygen Demand (COD) - 100.4

Total Suspended Solid (TSS) - 44.8

Oil & Grease - 12

Sighted water usage record for 2015 titled “Ringkasan Tahunan Pemakaian Air - 2015” prepared by Lab Assistant Mr. Rio and acknowledged by Mill Manager Mr. Suwandi.

Table 2: July – December 2015 water usage per Tonne / FFB




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Month M3 / FFB (MT)

July 0.75

Aug 0.78

Sept 0.71

Oct 0.85

Nov 1

Dec 0.74

ASA1 4.5 The estate IPM has been described in its Group Agricultural Policy (GAP). These procedures include POD/01.01/2.6.1 Handling of Termite, POD/01.01/2.6.2 Handing of Caterpillar attract, POD/01.01/2.6 .4.1 Rat Control by Using owl and POD/01.01/2.6 .4.2 Rat Control. All estates has conducted census for larva attack on monthly basis. Sighted report of Census for the month December 2015. The result shows there are larva attack exceeding 5% for December2015. The estate has responded by fogging Centatine 200 EC; dosage 300ml/Ha in accordance to BSS-POD/01.01/2.6.2 Pengendalian Hama Pemakan Daun Kelapa Sawit Main road and field road are planted with beneficial plants (Cassia cobanensis, Tunera subulata and Antigonan leptopus) to control leaf eating pest. The record for year 2014 show that beneficial plant planted was 125,468 seeds in Sei Berau Estate. Monitoring of barn owl in Berau Estate (190 units with 74% occupied) & Tungkal Estate (315 units with 63% occupied). Sighted IPM training provided on 27/11/2015 for 15 estate workers by Mr Leo, staff P&D (Sei Tungkal Estate) & on 02/01/2015 for 5 estate workers by Mr Neor Prastya Herry, Field Assistant (Sei Berau Estate). Attendance sheet and pictorial report is available.

ASA1 4.6 Full list of approved chemicals and WHO classifications was prepared by the R&D department. File number MM-OSH/02.02/1.6 – “Penaksiran Resiko Kesehatan Bahan Kimia” dated on 03/08/2015 [Ref No: SED/DED/001/VIII/ 2015] approved by Deputy Estate Director. Since 31/12/2010 PT Berkat Sawit Sejati is not using the Paraquat. (POD 01.01/2.5.5 Rekomendasi Herbicide Untuk Pengendalian Gulma Tanpa Menggunakan Paraquat 03/01/2011). Herbicide application records seen for circle spraying and selective spray. Seen records for Jan – Dec 2015 in all blocks with details of man-day, labour cost, hectarage treated, labour cost per ha, a.i. (lit), material cost and total cost, with status (Berita Acara Perhitungan Pemakaian Pupuk & Racun (Rekomendasi) & Realisasi). Application of any chemical products in the estate is under control and only can be carried out by qualified workers which have attended certain training. Sighted latest record of training provided to sprayer on 05/12/2015 attended by 25 workers conducted by Mr Hendra, Sr. Field Assistant. During site visit, seen the storage of chemical is in appreciating manners and well ventilated, lockable, appropriately labelled and MSDS displayed effectively in accordance to "Peraturan Pemerintah No 101 Tahun 2014 tentang Pengelolaan B3" which enforcing the operator who purchase / store / deliver shall maintain relevant MSDS.




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All the medical reports from panel clinic, Focus Clinical Laboratory (Reg No. 26.661/DH-1/11) will be reviewed by both estate and mill managers before proceeding to safety officer to acknowledge. Sighted the individual workers medical report filing system. Last medical surveillance was done on 6th & 7th October 2015. No pregnant or breast-feeding women assigned for chemical handlings works.

ASA1 4.7 Sighted the "Occupational Safety & Health Policy" for PT Berkat Sawit Sejati dated on 01/02/2011 which was approved by Group Plantation Director. The company has appointed Mr Januar Irawan as Safety and Health Officer. He is Licensed as “Occupational Health and Safety Expert” by the Ministry of Human Resources and Trans Migration of Indonesia. The latest OHS plan for year 2015 is sighted for all operating units. A scheduled time table was prepared for health and safety risk assessment that based on hazard identification, decision on current practice and risk control where action taken for the issues. Every operating unit have conducted hazard identification, risk analysis and risk control measure taken for high risk activities. Sighted the HIRARC for all operating units based on SOP # BSS-OSH/01.01/2.3 Identifikasi Bahaya dan Penilaian Risiko dated 01/05/2012. Also sighted annual training plan on OSH effectively covers the high risk work area and necessary training records available. During field and mill visit, sighted the PPE storage and after-use cleaning area, first aid kit box, spillage kits, fire extinguishers, eye washing area, sanitation room for workers and emergency shower adequately made available and maintained well. The company has procedure # OSH/01.01/2.2 Work Accident reporting and Investigating. The procedure has covered industrial accidents and natural disasters such as fire, tsunami, earthquake, etc, in SOP # BSS-OSH/01.01/2.4 Penanganan Keadaan Darurat. Sighted sample at Sei Tungkal Estate accident Investigation report dated 2/12/2015 on an incident where Mr. Selamet R (34 Years Old Harvester) was injured on his right foot during harvesting activity in the estate. The report has investigated the cause of the incident and proposed corrective measures to prevent reoccurrence. The report also has been submitted to Department of Human Resources of Kabupaten Musi Banyuasin. He was given medical leave and all medical treatments are paid by estates and reimbursed by BPJS. All workers are covered with government group insurance, BPJS under Indonesian Law No.24 year 2011. Sighted Insurance Registration No. : GG002659 dated 31/08/1999.

ASA1 4.8 After conducting Training needs analysis on 31/12/2015, the mill has established training Plan for year 2015 which also includes RSPO and ISCC Training. Sighted records of RSPO training conducted on 06/01/2016 which was attended by 68 mill employees and conducted by Mr. Hendra. The training evidence is supported with pictorial report and attendance sheet of participants. RSPO training for external stakeholders was held on 17/12/2015 and attended by 12 stakeholders including head of villages. Records of training kept in individual file which management will be able to trace training received by each worker. This record also will be referred to conduct Training Need Analysis (TNA) on annual basis.




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Principle 5: Environmental Responsibility and Conservation of Natural Resources and Biodiversity

Criterion by Audit

Summary

The BSS management has demonstrated its commitment towards pollution prevention by its effective implementation of its environmental management programme. This evident from the assessment done from site visit and document management.

ASA1 5.1 The company has conducted EIA which is known as AMDAL (Analisis Dampak Lingkungan Hidup), AMDAL Pembangunan Perkebunanan Kelapa Sawit PT Berkat Sawit Sejati Kecamatan Bayung Lencir, Kabupaten Musi Banyuasin based on Indonesian legal requirement. The AMDAL consist of three following document:

Analisis Dampak Lingkungan (ANDAL) – Environmental Impact Analysis

Rencana Pengelolaan Lingkungan (RKL) – Environmental Management Plan

Rencana Pemantauan Lingkungan Hidup (RPL) – Environmental Monitoring Plan

AMDAL covered 1 mill and 2 estates with land areas of 11,538.8 Ha with CPO production capacity of 45 MT FFB/hours which was completed in July 2008. In June 2013, addendum was made to the AMDAL due to increase of CPO production capacity to 90 MT FFB/hours through document Ref. No.: 015/BSS/HM-Plant/VI/2013. It includes all three ANDAL, RKL & RPL. The significant environmental impacts listed below have been taken into consideration.

5.1.1 Impacts to air

5.1.2 Impact to surface water quality

5.1.3 Impact to Soil

5.2 Impact to Biodiversity

5.3 Impact to social economy, cultural and health There is environmental management plan in place for the estate. The Environmental Management Plan and Environmental Monitoring Report were last dated on 2 Jan 2016 covering plan for Jan - June 2016 period. It was reported by Henry Sitepu (Humas PT. BSS) but as overall the General Manager, Mr. Yusni is responsible in the implementation of the environmental management. The environmental management plan has identified that there is no negative impact.

ASA1 5.2 Internal HCV assessment was conducted on 2 June 2007. External HCV assessment was conducted and documented in document titled “Identifikasi HCV” in May 2008 by Aksenta Consulting, a third party assessment body and participated by PT.BSS staff. HCV assessment is done using methodology of "Rainforest Alliance dan ProForest (2003)". The assessment done for HCV1 - HCV6 based on RSPO criterion for HCV. In the assessment report observed wildlife and their status according to the IUCN, CITES, and government regulation of Republic Indonesia. However no wildlife are classified according to the IUCN, CITES, and government regulation of Republic Indonesia. The assessment results being use as a guideline for annual review. The entire HCV monitoring activities by the Sustainability Staff [Pak Lis Sutrisno]. Sighted meeting minutes of management team and sustainability members as to review the HCV areas and habitats. Sighted the interview record sheet and photos as evidences for participation and consultation process for managing and monitoring of HCV. The company has established SOP # BSS-




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SOP/01.01/9.2 title “Pengelolaan Dan Pemantauan Nilai Konservasi Tinggi di Perkebunan Kelapa Sawit” for the protection of HCV and RTE species. The management has developed action plan titled “Rencana Perlaksanaan Periode 2016” which includes RTE education for its workers. Cited HCV training titled “Sosialisasi kepada staff dalam Penerapan Rencana Pelaksanaan HCV” plan in March and August 2015.

ASA1 5.3 Mill's waste management plan has been be identified and documented in document titled “Identifikasi Sumber Limbah Pabrik & Domestik PKS PT. BSS’. The document was last updated on 05 January 2016 has 9 columns for station, process, input, machine / equipment, output, waste/pollutant, waste/pollutant source, category and monitoring. The mills wastes and source pollutants well identified. There are total 18 stations (Main processes) identified and their waste and source of pollutant are recorded adequately. Sample of identification in the above mentioned document:

Station ->Process -> Input -> Machine / Equipment -> Output -> Waste/Pollutant -> Waste/Pollutant Source

Boiler -> Steam -> Fibre, EB fibre, Shell. Air -> Boiler -> Boiler ash, steam, Flue Gas, Smoke -> Boiler ash, Smoke, Noise -> Boiler, chimney & blower.

The waste products and sources of pollution identification has also included the mill office as well as the workers and staff quarters area. The company has established procedure identifying hazardous waste (B3) and sources of pollution in SOP # MM-OSH/01.01/11.1 Titled “Pengendalian Limbah B3” dated 2 May 2015.

Chemical containers

Lubricant/oil

Oil filter

Oil/lubricant containers

Fuel container

Florescent lamp

Used batteries

Contaminated container of oil/PPE/paint

The above waste was collected by Indonesian government registered waste collector PT. Primanru Jaya. (Polisi # DB 8087 CZ). The Indonesian Environmental Ministry Approval certificate number 234 Tahun 2011 is sighted which is valid for 5 years. Hazardous waste manifests (Dokumen Limbah B3) document # BC 0014929 available for the disposal. For medical waste, the disposal is done by Badan Penyelenggaraan Jaminan Sosial; Medicines and Waste of Medicines Control (BPJS) following the Indonesian law. The same agency also supplying medicine to PT BSS.

ASA1 5.4 Since January 2014 the mill does not use any fossil fuel for its operation. Sighted Management Of Change document titled “Modifikasi Unit Operasi Atau Process Operasi “, document reference no. 004/MoC/PKS BSS/VI dated 09 June 2014 which was accepted by Chief of Operation.

Sample of 2015 record as follow:




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Table 3: PME fuel usage is being recorded on monthly basis.

Month CPO(Mt) PME (l)

Jun 10,649 1,211

July 10,248 1,200

Aug 8,241 2,541

Sept 7,690 1,200

Oct 7,028 1,000

Nov 6,152 1,250

Dec 6,280 1,280

ASA1 5.5 According to replanting procedure dated 19 June 2012, company has zero burning policy. No evidence for burning during field visit. No burning for replanting activity (zero burning policy), however procedure for emergency response to land burning is provided (SOP no. BSS-OSH/01.01/2.4 date 21 November 2015). Training for fire fighting and emergency response was provided. Fire extinguisher and other facilities (water pump, fire clothing, nozzle, fire fighting car) are well managed.

ASA1 5.6 Mills polluting activities have been identified in document titled “Identifikasi Sumber Limbah Pabrik & Domestik PT. Berkat Sawit Sejati” (Identification Mills & Domestic Waste) and Management and Monitoring Plan 2015 – Kelestarian Lingkungan been established this includes emissions and effluent discharges. As for water quality analysis, sample test was done by Badan Pengkajian Kebijakan Iklim dan Mutu Industri - Balai Riset dan Standarisasi Industri Palembang, Laboratorium Baristand Industri Palembang (Accredited) as per Semester II Tahun 2015 monitoring report.

Table 4: Final discharge analysis result for period of June – Dec 2015.

Month pH BOD COD

June 6.05 92.30 102.40

Jul 6.80 71.90 104.20

Aug 6.20 97.80 102.00

Sep 6.50 76.80 100.20

Oct 6.20 79.00 101.20

Nov 6.00 67.20 99.20

Dec 6.00 68.90 100.40

The air quality emission for Boiler and Genset reading following the report no. 035/LHU/SJ/PK3/X/15 sighted. The test result is regularly reported every 6 month to “Pemerintah Provinsi Sumatera Selatan” and the acknowledgment is sighted on 22 Jan 2016. In Sei Tungkal Estate / Kas Desa, the waste products and sources of pollution has been be identified and documented in document titled “Identifikasi Sumber-Sumer Limbah Dan Risiko". The estate waste management plan has identified location, waste generated, category of waste, potential risk, action plan. A total 20 plantation activities been identified in the waste management plan. For example activity no.4 has identified mixing chemical as source of pollution, water contaminated with chemical empty chemical as waste product and water pollution as potential risk and to collect waste water to reuse as action plan. The waste management plan is being reviewed and updated every 6 months.




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Sighted Sustainability team has submitted GHG emission report for BSS POM and its supply bases to RSPO Secretariat for review.

Principle 6: Responsible Consideration of Employees and of Individuals and Communities by Growers and Millers

Criterion by Audit

Summary

The mill and estate have conducted the social impact assessment. The relevant policies are in place and are fully implemented across the board. Communication and consultation as well complaints and grievances procedure are well communicated and adhered to. There are evidences of workers not been discriminated against in any way and all are being paid their fair wages.

ASA1 6.1 The Social Impact Assessment (SIA) report last conducted in April 2008 by independent consultant, Aksenta. PT. BSS have yearly monitoring (Rencana Pengelolaan dan Pengawasan SIA) report which is support document based on the initial assessment. Initial assessment has identified aspect and impacts of the PT BSS to the community including positive issues, need improvement issues and which stakeholders circumstances. SEIA document with complete assessment format including introduction, method, result (correspondent, negative & positive impact) result analysis, action plan to improve social improvement & summary. Document has been signed by Musi Banyuasin Regency Head/ Bupati No. 0791/ 2013 Positive finding:

Increasing job vacancies

Increasing economic activity and livelihood,

Increasing income

Better education

Better health services

Better transportation facilities

More access to entertainment SEIA report assessed the impact in:

Biological Environment (Habitat, Fauna, Flora)

Physical Environment (Climate, Water, Soil, Air)

Social Aspect (Community Participatory, Health and Safety, Risk, Security and welfare, job opportunity)

Legal Aspect (Permission) This assessment includes 4 stages which are social impact assessment, Social strategy and management development, management implementation & monitoring evaluation and feedback. Key impacts are identified from human assets, physical asset, social asset, financial asset and natural asset. Assessment also to identify and updating stakeholder list which is affected by PT. BSS including internal & external. However, stakeholders list will be updated every three months in the SIA monitoring report. SIA monitoring assessment was conducted and participated by 30 stakeholders. Plan to avoid and mitigate negative impacts was established and monitored on yearly basis. All impacts were well corrective by management and implementation continued to be monitored. The monitoring plan is reviewed every year.




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ASA1 6.2 PT. BSS have list of stakeholders. Last updated in January 2016. Total of stakeholders in PT. BSS is 42 stakeholders. The stakeholders consists of:

Local communities

Government

Non-government organization

Worker union

Supplier

Bank

Hospital

Contractor PT BSS also has SOP for Consultation with Stakeholder in No. BSS-SOP/01.01/8.8. Last issued on 5 March 2015. Mr. Henry Suranta Sitepu, the HUMAS Manager is responsible to handle any communication and consultation regarding stakeholders. The role as stated in BSS-SOP/01.01/6.11.1.4.7. - Role and Responsibilities of HUMAS Manager. Stakeholder list available which is divided into 9 types of stakeholders. The list will be updated every 3 months according to continuous consultation with surrounding stakeholders.

ASA1 6.3 PT. BSS has SOP to deal with complaints and grievances ‘SOP-Keluhan dan Komplain Eksternal’ No. BSS-SOP/01.01/1.3. Socialization on the SOP, POD, HCVF, SIA, CSR and so on from the plantation to stakeholders. Agreed mechanism statement signed by stakeholders. SOP to issue internal labour complaint. BSS-SOP/03.01/3.10.0. SOP external complaints and grievances BSS-SOP /03.01/3.9.0. In every meeting or socialization, there will be an open discussion session to ensure that every attendee understand about the meeting material. All the complaints and grievances were handled under Public Relation Manager (Mr. Henry). There are 2 options for delivering the complaints and grievances. First they can deliver it directly to the management through filling the complaints books. Second they can deliver it through the worker union then later summed and delivered to the management. The complaint or grievance will be discussed in the HUMAS Department, and then later will be brought to the affected department. Matrix and time table to resolve the complaint will be made to ensure the complaint were taken care and resolved. In the complaint SOP, stated that the complainants will be protected and if requested, the identification will be anonymous.

ASA1 6.4 PT. BSS has SOP to identify and handle compensation and land right (SOP-Ganti Rugi Lahan) in no. BSS-SOP/01.01/1.0 last revised on 15 April 2014. This procedure clearly mentioned steps and mechanism to identify, communicate & consult and financial compensation. No barter systems are allowed. Compensation only on land with valid certificate from local statutory body. Record of meeting. Company conduct stakeholder consultation with local communities at least once a year. Implementation:

Desa Banjar Jaya, 10 December 2015

Desa Sinar Harapan, 11 December 2015

Desa Sumber Harum, 14 December 2015




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Desa Sido Mulyo, 18 December 2015

Desa Tampang Baru, 16 December 2015

Desa Pangkl. Tungkal 17 December 2015 Evidence: Attendance list for each meeting is available along with its discussion summary, photo, etc. Document title: ‘Laporan Program Konsultasi Berkala Dengan Pemangku Kepentingan (Stakeholder Consultation 2015)’. The agendas were HCV, P&C RSPO, P&C ISCC, P&C ISPO, CSR program, POD-SOP and so on. Nevertheless, company will assist the individual a proper documentation to have land certificate. Next process is company will appoint land surveyor to get the exact hectarage and land location as per original land certificate. All the negotiation process will base on FPIC elements. As per above procedure, the entire outcome from the land compensation process will be documented and made publicly available document. From the period of January 2015 – December 2015, no compensation land has been made by PT. BSS.

ASA1 6.5 Pay rate for workers has been determined every year by Regional Minimum Wages (UMSP). Decision letter no. 217/KPTS/Disnakertrans/2015 by South Sumatra's Governor in February 2015 have approved minimum wages for 2015 which is Rp. 2.100.000, - for agriculture sector. All workers will receive payslip on monthly basis that stated all the information and details individual workers. The information includes daily pay rate, working hours, working days, holiday and medical leave. Also total salary income with type of deduction for every month. Total basic salary for all workers is Rp. 2.100.000,-. All workers have a work contract that contains details such as position, working hours, deductions, overtime, sickness, holiday entitlement, maternity leave, reasons for dismissal, period of notice, etc. The contract was in local language and counter signed by worker as acknowledgement. Company provided worker with adequate housing including its electricity (provided internally by the company), clean water (provided by water drill), medical services (each estate have its clinic), school (company provide until elementary school, for advanced education, the company provide shuttle bus to the nearest junior and senior high school) and another welfare facilities such as sport court, praying building, etc. Housing amount are 587 for Sei Tungkal, 518 for Sei Berau and 96 for POM.

ASA1 6.6 PT. BSS has a SOP about freedom of association in No. BSS-POD/01.01/1/3/3 last issued in 2008. There is one worker association: Serikat Pekerja Berkat Sawit Sejati. Based on verification through the interview all of the workers are able to form or join the worker union. Total members are 937 people for Sei Tungkal, 971 people for Sei Berau, and 120 people for POM. The policy is in local language (Bahasa Indonesia). This SOP is according to Undang - Undang Dasar (UUD) 1945, Undang - Undang Ketenagakerjaan no. 13 year 2003.

ASA1 6.7 Policy of minimum age was well maintained and displayed. Also sighted SOP no. BSS-POD/01.01/1.2.17 - Requirement of the staff and employee recruitment. Verified workers database no underage workers were employed.

ASA1 6.8 PT BSS has a Policy for non-discrimination and equal opportunities in No. BSS-POD/01.01/6.7 last issued on 15 April 2015. The document were kept in administration office, and already socialized and understood by affected stakeholders. Last training was conducted on 05 January 2016. Attended by 60 workers.




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Sighted implementation of the policy above from salary level between male and women workers is at equal level. Furthermore, workers position promotion is according to the work performance. Interview with workers verified policy is well implemented. From the interview there’s no such evidence of breaches which mean the policy well implemented.

ASA1 6.9 PT BSS has "Kebijakan Perlindungan Reproduksi Manusia" (Policy of Human Reproductive Protection). Implementation is according to the policy where all the case was treated as confidentially among the Gender Committee. Any abuse case will be reviewed internally and brought up to top management of company. Management will give support such as counseling and advice to the victim, if necessary. Last training regarding gender committee was held on 8 December 2015, to explain to workers role of gender committee in the estate, explanation on company policies and discussion. Entire workforce has understood the topic. There’s a SOP related No. BSS-POD/01.01/6.7. Last issued on 21 October 2013. Sexual harassment prohibition training was held on 2 November 2015. The company formed a Gender Committee consist of several different type of worker. Documented in No. BSS-SOP/01.01/5.4. Last issued on 04 March 2015. The list of members is in place. The Terms of reference are compiled to (according to the document provided). The SOP was only made once and will be revised when needed. Annual report on the committee sighted. Committee Gender activity programme also available includes activity such as regular meeting – Every 3 month, Socialization of gender committee to staff, workers and housewife – every 4 month (issue brought up includes sexual harassment, violence and reproductive protection), Socialization of reproductive disease and others. House to house visit also implemented to distribute Gender Committee flyers which contain information such as contact number, complaint procedure and issues that can be reported to gender committee.

ASA1 6.10 Current prices of FFB are published at Kas Desa office on monthly basis. A past price is publicly available when requested. Pricing mechanism strictly follow the Dinas Perkebunan prices to determine FFB prices for Kas Desa. Contract of agreement available for each contractor. This contract is counter signed by both parties as evidence that both parties have understood and agreed with the term and condition of contract. Contract contains type of work, contract price, date of work commence & complete and term condition.

Contractual agreement which stated about buying FFB. The document is ‘Surat Perjanjian Kerjasama antara Kepala Desa Pangkalan Tungkal dan PT.Berkat Sawit Sejati’, December 2010). Doct. No.593.02/PT-XII/2010. In the agreement also mentioned the pricing and payment mechanism between PT BSS and KAS DESA.

Sample document is the FFB sourced from KAS DESA Pangkalan Tungkal (December 2015). Total FFB produced 9,580 kg. Mechanism for FFB in No. BSS-SOP/01.01/8.3.3 Last issued on 2 January 2008. Contract of agreement available for each contractor. This contract is counter signed by both parties as evidence that both parties have understood and agreed with the term and




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condition of contract. Contract contains type of work, contract price, date of work commence & complete and term condition.

ASA1 6.11 CSR programme is combined for all operating units in PT. BSS. CSR budget is developed every year with implementation recorded within 3 months period. As mentioned in the SOP (No.BSS-SOP/01.01/8.1.1 (last issued in 2 January 2008), the program is based on the needs of the local communities. Document sample in the last year: there are four batch CSR report on the last year:

Batch 1: 262,920,000

Batch 2: 488,768,500

Batch 3: 370,250,000

Batch 4: 903,038,700 Total fund given for this program in 2015 is 2,024,997,200 rupiah. Some of the program are:

Religious and cultural events (Ramadhan, idul fitri, Maulid Nabi Muhammad SAW, independence day, Christmas)

Education (scholarship)

Health (celebrating Healthy Month)

Infrastructure (build a mosque)

Economy (Loans)

Anwar Karim Foundation

In order to maximize the employment opportunities, the company held:

- Internship - Agronomy and agricultural training for surrounding

village - Regular recruitment

Company has annual CSR programme which is included in annual budget. The programme will be prepared based on the stakeholder consultation feedback done by visiting surrounding community.

ASA1 6.12 PT. BSS has a SOP for forced labour in No. BSS-POD/01.01.1.2.10 last issued on 2 May 2014. As stated in the SOP “Company do not use any work from forced or trafficked labour”. Forced or trafficked labour is defined as worker who illegally trafficked and works not as their own. PT BSS recruitment is handled by Human Resources Department (HRD), led by the head of Administrative in each mill/estate. There is a SOP for resigning in Mutual Agreement. The resign letter should be proposed at least 1 month before. No such penalties for workers and also no genuine identification card were kept by the company. Genuine identification card (KTP or passport) were kept by the work themselves.

ASA1 6.13 PT. BSS has a POD for human rights on No. BSS-POD/01.01/1.2.10 Last issued on 2 May 2014. Last training was held in 8 December 2015 for Sei Tungkal Estate, 2 November 2015 for Sei Berau Estate and also 7 January 2016 for POM by the Audit and Certification Staff PT BSS. The task of communicating the policy internally and externally has been conducted under Public Relation (Humas) Department and also Field assistant. Based on interview to the worker and verification through checking




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the complaint books and interview, there is no outstanding cases of human rights violations

Principle 7: Responsible Development of New Plantings

Criterion by Audit

Summary There were no new plantings carried out.

ASA1 7.1 The initial Environmental Assessment which known as "AMDAL" for the PT. Berkat Sawit Sejati mill and plantations covering 11,538.8 Ha with CPO production capacity of 45 MT was completed in July 2008. In June 2013, addendum was made to the AMDAL due to increase of CPO production capacity to 90 MT FFB/hours through document Ref. No.: 015/BSS/HM-Plant/VI/2013.

ASA1 7.2 There is no new land surveyed for the growing of oil palm. However there are sufficient SOPs available for the soil and land type that being implemented at all operating units.

ASA1 7.3 There was no forest areas converted since November 2005. There was no new planting and those earlier plantings were on land purchased from the local communities land planted with rubber, cash crops and shrub land etc. The company has carried out HCV assessments internally and external by Aksenta consultant. HCV maps are available.

ASA1 7.4 SOPs are in place to protect fragile and marginal soils. Field inspection confirmed on the implementations.

ASA1 7.5 AMDAL report will be available, where positive impacts will be promoted and negative impact will be taken action. The compensation policy and procedures based on FPIC will be enforced. Procedure of negotiating includes land valuation, company set values, and negotiation protocol between two parties will be manage by the Humas (Industrial Relation) Dept.

ASA1 7.6 No Customary and legal rights identified. The company has a procedure to identify the people who may be entitled to receive compensation and also maintains records and details of any negotiations with details of any compensation or settlements made.

ASA1 7.7 The company has a zero burning policy for preparing land for planting and has a procedure in place to respond to land burning on neighboring properties.

ASA1 7.8 No new planting applicable.

Principle 8: Commitment to Continuous Improvement in Key Areas of Activity

Criterion by Audit Summary

There are many improvement programs as mentioned in respective principles published in their annual company presentation. Both mill and estates has sufficient records and documents to justify the achievements.

ASA1 8.1 Mill and estates has an action plan for continuous improvement so called “Project of Continuous Improvement Plan 2016” that consist of identification, objective, target, action plan to achieve, time frame and who is person responsible. Document was last updated in 04/01/2016 by Mr. Hendra. Main component of the CIP is from social aspect, OSHA, economic and environment. Last year CIP action plan has been verified. All targets were successfully achieved according to time frame given. Some example of continuous improvement plan at mill sighted as:

Maintain the BOD for final discharge below 100ppm, compare to legal requirement is 5,000ppm.

Dry solid produced from mill were be applied in field as intention to reduce the waste.

GHG emission reduction:




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Minimise the usage of diesel in mill operation by using substitute as PME, fully using biogas plant to produce electricity instead of genset and using of mill processing by products such as fibre and shell use in boiler also to produce electricity for processing.

Installation of window awning at workers house to protect rain water. Project will start in July 2015 and to be completed in the same month.

Mill has a plan to install “Dynabond System” to ensure sterilizing process more efficient through stabilized the steriliser within 2.7 – 3.0 bar. Project has started in July 2015 and target to be completed in February 2016.

Estate Sei Tungkal & Sei Berau:

Estate has action plan for continues improvement so called “Management Plan in Social, Environment & Economic 2016” that contains identification, objective, target, action plan to achieve, time frame and who is person responsible. Document was last updated in 02/01/2016 by Mr. Januar Irawan.

Sighted plan to reduce pesticide usage by improving the beneficial plant area and maintain barn owl population in estate. Record of Tunera and Cassia plant are well recorded and monitored. Monitoring of barn owl number in Berau Estate (190 units with 74% occupied ) & Tungkal Estate(315 units with 63% occupied)

On environment aspect, estates well manage “Moisture Conservation Pit” to maintain moisture content in soil. Additional 2 units of “Fire Monitoring Tower” in field to improve fire control. Hotspot monitoring using MODIS and NOAA satellite by survey, sustainability dept & A&C team.

Economy aspects, Estate Sei Berau replace current wooden bridge into permanent (concrete) by 2020, 837 units. In progress until Jan 2016, 503 units have been completed. Estate Sei Tungkal replaces current wooden bridge into permanent (concrete) by 2018, 764 units. In progress until Jan 2016, 623 units have been completed

Maintain of Mucuna species in field. In Jan 2016, new beneficial plant to avoid erosion called “Vertivae Grass” started been planted in field. To date 27/01/16, approximately 138 plants has been planted.

4.3 Non-conformity Raised During this Audit and Any from the Previous Year, if applicable

This section gives an over view of new or revised non-conformities raised during this audit and of action taken to close out non-conformities raised during the previous audits, if applicable

If a minor-non-conformity raised at the last audit, is not closed out, then this will be raised to Major status and the company given 60 days to close this out.

The NC number is comprised of 2 parts to include the year in which the NC was raised as well as a sequential number.

4.3.1 Non-Conformities Identified during this Audit

Non-were raised during this audit.




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4.3.2 Non-Conformity Identified during the last ASA, not applicable for MA

Non-were raised during the last audit as this is the Main Assessment.

4.3.3 Observations Raised During this Audit

No observation found in this audit.

4.4 Issues that were raised during the Stakeholder Consultation, if any

Stakeholders were either informed by the client or by Control Union via the RSPO website.

For Main Assessments, a 30 day Stakeholder consultation announcement is published on the RSPO website

prior to the audit. The same announcement is circulated by the client prior to the audit

For subsequent Annual Assessments, it is based on stakeholders reading the approved public summary

reports available on the RSPO website, the client’s procedures in receiving on-going feedback or if feedback

was sent directly to Control Union prior to an audit or thorough RSPO complaints procedures.

During each assessment, the audit team will review the company’s implemented procedures in receiving

feedback and will execute field visits and interviews. Not limited to the following questions, any feedback

received is reviewed and summarized in this summary report for either Part 2 – Partial Certification or Part 4 –

Assessment Findings above or noted below, if applicable:

1. Do you have any remarks on the RSPO standard?

2. What is your relation with the applicant?

3. Are there any plantation or mill management practices that affect you?

4. Do you consider any management is in conflict with the RSPO principles and criteria?

5. Do you have any suggestions for management?

6. Are you aware of any HCV in the plantations or in adjacent land?

7. Are you aware of any endangered or rare species?

8. Are there any adverse (or positive) effects on local communities?

9. Additional comments?

11. Do you have any comments about the assessment team and would you like to meet with them?

12. Do you have any comments for the client’s management of any other plantations?

Subject raised Company response and proposed action to be taken

Audit team findings

Employee Name: (Sprayers team)

B.Frengki

Januar Irawan

Kartiwi

Sanis

Jayamandasari

Harlina 1. No plantation and mill

practices that may affected the employee interest

2. Currently employee satisfied with the management.

3. Yes. Aware on the HCV 4. Yes. Employee aware on the

endangered or rare species. 5. Providing school, housing,

improve facilities and job opportunities.

6. Additional comments;

NO action require. All positive fidings Noted on positive finding Noted on positive finding Noted on positive finding Noted on positive finding Noted on positive finding Noted on positive finding

All responses are classified as positive findings

Positive findings

Positive findings

Positive findings Positive findings

Positive findings

Positive findings




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Employee aware and committed on the plantation and mill policy of “zero burning”

Sprayer aware on the use of PPE for spraying.

Employee aware on the using of PPE for preparation hazardous chemicals.

Sprayers are appreciated with the periodic medical examination/ check-up conducted to them.

Kartika (Administrator)

1. Comfort and lovable residence has been provided by PT. BSS

2. I am very easy to buy and get foods for my family here.

3. Salary was upgraded in every year if the local minimum wages has assigned by the government. My current salary is IDR 2.290.500.

4. I have got a leave yearly and maternity leave.

5. I have never seen discrimination and sexual harassment here.

Idah (Housekeeping)

1. Salary is paid at least the applicable minimum wages. My current net salary is IDR. 2.125.000

2. All worker’s right according to contract of employment has been provided by PT.BSS

3. I were used a Personal protective equipment when I work.

4. I works every day from 7’o clock am to 3o’clock pm and also got a 1 hour break.

5. I have never seen discrimination and sexual harassment here.

Noted on positive finding Noted on positive finding Noted on positive finding Noted on positive finding Noted on positive finding Noted on positive finding Noted on positive finding Noted on positive finding Noted on positive finding Noted on positive finding Noted on positive finding Noted on positive finding Noted on positive finding

Positive findings

Positive findings

Positive findings

Positive findings

Positive findings

Positive findings

Positive findings

Positive findings

Positive findings

Positive findings

Positive findings

Positive findings

Positive findings




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PART 5: RSPO SUPPLY CHAIN CERTIFICATION

The palm mill mentioned in the scope of the audit was audited against the requirements of the following: RSPO Supply Chain Certification Systems. November 2014 RSPO Supply Chain Certification Standard. November 2014

5.1 POM Included In The Scope Of The Audit

Name Palm Oil Mill

Mill Capacity

Location Supply Chain Model

(POM) MT/Hour Address (IP or SG or MB)

Berkat Sawit Sejati POM

90


MB

5.2 Confirmation Of The Company’s Summary Of Annual Certified Volume Of RSPO Certified Palm Oil And Palm Kernel Over A Specified Period

Product CPO (MT) PK (MT) Specified 12 month period

CU Code

POM 1 76,915 19,018 Projected volumes from period of 01/04/2016 to 31/03/2017.

5.3 Summary Report Including A Brief Description Of The Scope Of Certification

A full RSPO SCCS certification audit was used during this annual assessment and the findings support the certification based on supply chain model listed above. Refer to table 5.5 below, mill have reached limit of PK volume allocated during past audit on February 2016 due last year volume was under projected. However, CB has been informed to request extension 2,715 MT of PK volume and RSPO approved on 4th Feb 2016.

5.4 Monthly Records of Certified and Uncertified FFB Received Since the Last Audit

No MONTH-YEAR Certified Supply Bases (MT)

Uncertified Supply Bases (MT), if any

Total (MT)

1 March 2015 21,523.44 1,156.08 22,679.52

2 April 2015 25,873.71 1,251.76 27,125.47

3 May 2015 31,466.57 1,458.93 32,925.50

4 June 2015 39,627.37 1,633.04 41,260.41

5 July 2015 37,636.94 1,176.03 38,812.97

6 August 2015 30,440.42 952.62 31,393.04

7 September 2015 27,936.97 759.37 28,696.34

8 October 2015 27,239.06 873.55 28,112.61

9 November 2015 25,723.18 823.62 26,546.80

10 December 2015 23,003.16 737.39 23,740.55

11 January 2016 * 19,044.93 942.13 19,987.06

12 February 2016 * 21,764.83 1,076.72 22,841.55

TOTAL 331,280.58 12,841.24 344,121.82

* Estimated




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5.5 Monthly Records of Certified FFB, CPO and PK since the Last Audit

No MONTH-YEAR Certified CPO (MT) Certified PK (MT)

1 March 2015 5,351.65 1,388.67

2 April 2015 6,613.77 1,545.84

3 May 2015 8,143.53 1,639.13

4 June 2015 10,225.50 2,088.62

5 July 2015 9,938.51 2,007.13

6 August 2015 7,994.01 1,604.47

7 September 2015 7,487.15 1,545.75

8 October 2015 6,810.70 1,688.78

9 November 2015 5,958.90 1,579.10

10 December 2015 6,089.80 1,409.13

11 January 2016 * 5,198.95 1,285.49

12 February 2016 * 5,941.65 1,469.13

TOTAL 85,754.12 19,251.24

* Estimated

5.6 Records of Certified CPO & PK Sold under GreenPlam to Buyers since the Last Audit, if Any

No Buyers Name GreenPalm Trading No Certified CPO

(MT) Sold Certified PK (MT) Sold

1 No GreenPalm sales

5.7 Records of Certified CPO & PK Sold under UTZ eTrace to Buyers since the Last Audit, if Any

No Buyers Name UTZ eTrace Trading No Certified CPO

(MT) Sold Certified PK (MT) Sold

1 PT. IBP - DUMAI TR-71d5c5bc-4f7f 1,100.08 -

2 PT. IKI TR-bc402b9f-64c9 1,000 -

3 PT. IKI TR-06309e5f-ab1d 1,000 -

4 PT. IKI TR-ea85c907-1e0f 1,000 -

5 PT. IKI TR-4d0f6c03-13aa 1,000 -

6 PT. IKI TR-d800f245-e339 1,000 -

7 PT. IKI TR-f86e2950-aeca 1,000 -

8 PT. IKI TR-9169e64b-8433 1,000 -

9 PT. IKI TR-e7a5362f-3b45 1,000 -

10 PT. IKI TR-c18c4a77-30f1 1,000 -

11 PT. IKI TR-912e193a-ad85 1,000 -

12 PT. IKI TR-dd4e8396-9676 1,000 -




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13 PT. IKI TR-4fe69b11-d641 1,000 -

14 PT. IKI TR-f7235ec6-045a 1,000 -

15 PT. IKI TR-5670798a-e864 1,000 -

16 PT. BSS - TAA TR-567c58aa-64ef - 500

17 PT. BSS - TAA TR-c6a492c6-6191 - 500

18 PT. BSS - TAA TR-9c97897a-baa5 - 500

19 PT. BSS - TAA TR-a65fedab-661a - 500

20 PT. BSS - TAA TR-9d8e2046-28bf - 500

21 PT. BSS - TAA TR-36902342-d270 - 500

22 PT. BSS - TAA TR-d3634121-6c98 - 500

23 PT. BSS - TAA TR-5dd8d2a5-051a - 500

24 PT. BSS - TAA TR-fc94d329-6b72 - 500

25 PT. BSS - TAA TR-79d992e7-b1e0 - 500

26 PT. BSS - TAA TR-c2786208-c331 - 500

27 PT. BSS - TAA TR-8ba48b0e-f298 - 500

28 PT. BSS - TAA TR-f7f5ee67-9511 - 500

29 PT. BSS - TAA TR-4f8bee6a-8145 - 509.96

30 PT. BSS - TAA TR-fa4d4fbb-cdbc - 500

31 PT. BSS - TAA TR-0437e007-9aa3 - 153.68

32 PT. BSS - TAA TR-a10c5c38-789b - 500

33 PT. BSS - TAA TR-3dd746b8-eead - 500

34 PT. BSS - TAA TR-5ed586c8-7714 - 500

35 PT. BSS - TAA TR-84a25a95-10b4 - 499.98

36 PT. BSS - TAA TR-bef1dcd6-7b05 - 500

37 PT. BSS - TAA TR-c846fc6e-e8d7 - 500

38 PT. BSS - TAA TR-5398e428-c2b5 - 500

39 PT. BSS - TAA TR-b262a013-240a - 500

40 PT. BSS - TAA TR-9603197f-3e4c - 500

41 PT. BSS - TAA TR-ee28d13b-c037 - 500

42 PT. BSS - TAA TR-5e8f0e89-d71e - 500

43 PT. BSS - TAA TR-9d1b2096-48f4 - 500

44 PT. BSS - TAA TR-f3ae8f9a-cea3 - 500

45 PT. BSS - TAA TR-795d4776-cadd - 500

46 PT. BSS - TAA TR-a30edcce-f15b - 500




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5.8 Non-Conformities Identified during this Audit

Timeline for compliance: 1. All non-conformances observed during an audit shall be classified as ‘major’ since all requirements for

Supply Chain certification have to be met before granting certification. 2. For Main Assessments, all non-conformances shall be addressed satisfactorily by the operation before

certification may be granted by the certification body. If non-conformances are not addressed within three (3) months of the audit, a full re-audit shall be required. The certification body shall assess the effectiveness of the corrective and/or preventive actions taken before closing out the non-conformances.

3. For Annual Surveillance Assessments, non-conformances raised after the certification are serious (i.e. must be considered as a major) and the integrity of the RSPO Supply Chain Certification is at risk. A maximum of one month is to be given to the certified client to satisfactorily address the non-conformance. The certification body shall assess the effectiveness of the corrective and/or or preventive actions taken. Should the nonconformance not be addressed within the one-month maximum timeframe, a suspension or withdrawal of the certificate and a full re-audit may be necessary.

4. If no non-conformances are observed at an audit or when the corrective action plan has satisfactorily addressed raised non-conformance(s), the client shall be recommended for (re-) certification.

Non-were raised during this audit.

5.9 Description of the Organizational Management Systems

Including organizations, management and operational systems to ensure compliance with the RSPO Supply Chain Certification Systems and Standards as detailed above

Actual quantities of certified and non-certified FFB delivered to the mill are entered into a central computer system and the actual quantities of CPO and PK produced are also entered and the OER is known. The quantities of certified CPO and PK are shown in real time and summarized each day on a spreadsheet as are the quantities of non-certified CPO and PK. Sales of CPO/MB and PK/MB are made in real time and the quantity of sales never exceeds that shown in the spreadsheet. A full RSPO SCCS certification audit was used and the findings support the certification based on supply chain model listed above.

5.10 Final Certification decision by Control Union for the RSPO SCCS Audit of the POM

Recommendations made: Yes

Summary of non-compliances:

No non-conformities found.

Certification status of client: The POM included in the scope of this audit demonstrated full compliance with the RSPO SCCS. With effect from the certification date given in the RSPOPC certificate, this POM mentioned in the scope of this report is considered to be certified in accordance with the RSPO SCCS.




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PART 6: CERTIFIED ORGANISATION’S ACKNOWLEDGEMENT OF INTERNAL RESPONSIBILITY

6.1 Date of next ASA

The provisional date for the next ASA is: ASA 2 (January 2017)

6.2 Date for Closure of Non-Conformities

See sections above for details of NC’s, if any

All major NCs to be closed by: Not applicable

All minor NCs to be closed by: Not applicable

6.3 Signing by the Client

I the undersigned, being the most senior relevant management representative of the operation seeking or holding certification, agree with the contents and audit findings as presented in this document . I also confirm:

Acceptance of liability in execution of the instructions given.

That this company was made aware that the findings of the audit team are tentative; pending review and decision making by the duly designated representatives of Control Union Certifications.

That during the closing meeting all agenda items was covered by the Lead Auditor.

Acknowledged by:

Name: Dr. Gan Lian Tiong

Position: Director of Sustainability

Date: 25/02/2016 Signature

6.4 Signing by the Lead Auditor

I the undersigned, being the Lead Auditor, confirm that this report is an accurate record of the findings and of the closing meeting. I further confirm that the summary of the findings as presented in this report are a true representation of the actual findings of the audit team.

Acknowledged by:

Name: Muhd Jamalul Arif

Position: Lead Auditor


6.5 Signing by the Certifier

I the undersigned, being the Certifier, confirm that the information and conclusions included in this report have been prepared in good faith and that the certification decision has been based upon this information.

Acknowledged by:

Name: Simon Selvaraj

Position: Certifier





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PART 7: APPENDICIES

Appendix 1: Location Map for this Certification Unit

From 1.9, the location map(s)

LOCATION OF PT. BSS IN INDONESIA




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LOCATION OF PT. BSS IN SUMATRA SELATAN




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LOCATION OF SUPPLY BASES




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Appendix 2: List of Abbreviations

AMDAL Analisis Mengenai Dampak Lingkungan

BOD Biological Oxygen Demand

BRC British Retail Consortium

CHRA Chemical Health Risk Assessment

CoC Chain of Custody

COD Chemical Oxygen Demand

CPO Crude Palm Oil

CSR Corporate Social Responsibility

CU Control Union

CUC Control Union Certifications

DOE Department of Environment

EFB Empty Fruit Bunch

EIA Environment Impact Assessment

ERT Endangered Rare or Threatened species

EU European Union

FFB Fresh Fruit Bunch

FSC Forest Stewardship Council

FSC COC Forest Stewardship Council Chain of Custody

FSC FM Forest Stewardship Council Forest Management

GGL Green Gold Label

GMP Good Manufacturing Practice

GOTS Global Organic Textile Standard

GTP Good Trading Practice

GPS Global Positioning System

HACCP Hazard Analysis and Critical Control Point

HCV High Conservation Value

HCVF High Conservation Value Forest

HGU Hak Guna Usaha

IPM Integrated Pest Management

JAS Japanese Agricultural Standard

MSDS Material Safety Data Sheet

NC Non Conformity

OE Organic Exchange

OER Oil Extraction Rate. (CPO as a % of the mass of FFB).

OSH Occupational Safety and Health

OSHAS Occupational Safety and Health Assessment Scheme

P&C Principle and Criteria

PEFC Programme for the Endorsement of Forest Certification

PET Polyethylene Terephthalate

PK Palm Kernel

POM Palm Oil Mill

POME Palm Oil Mill Effluent

PPE Personal Protective Equipment

RKL Rencana Pengelolaan Lingkungan Hidup

RPL Rencana Pemantauan Lingkungan Hidup

RSPO Roundtable on Sustainable Palm Oil

RSPO NI Roundtable on Sustainable Palm Oil National Interpretation

RTE Rare, Threatened, and Endangered




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SA8000 Social Accountability 8000

SEIA Social Environmental Impact Assessment.

SIA Social Impact Assessment

SOCSO Social Security Organisation

SOP Standard Operating Procedure

UKL/UPL Upaya Pengelolaan lingkungan (UKL) / Upaya Pemantauan Lingkungan (UPL)

USDA/NOP United States Department of Agriculture – National Organic Program

MT Metric Tonnes

WHO World Health Organization

RSPO P&C Audit Report Template

Documents

Transcript of RSPO P&C Audit Report Template