Weekly Director / HSQE Compliance Call — Standing Agenda & Capture Record¶
Document Information
| Field | Value |
|---|---|
| Document Reference | FORM_WCC_01 |
| Issue Number | 1 |
| Issue Date | 4 September 2026 |
| Next Review | 4 September 2027 |
| Controlled By | Sean Ashton (HSQE Consultant) |
| Approved By | Aaron Mason, Director |
| Attendees | Sean Ashton (Onyx) + Leanne Mason, with Aaron Mason as available |
Closes two open CARs
This single form is the capture mechanism for CAR-2026-001 (Clause 4.1 context monitoring — light-touch monthly capture in the weekly-call notes) and CAR-2026-007 (Clause 9.3 worker-consultation roll-up for the September Management Review).
Both findings pointed at the same thing: the weekly call is where the evidence is generated, and nothing was capturing it. One form, used weekly, produces both records — rather than two separate processes for a five-person management team.
How to use this¶
Run the call as normal. Fill the boxes that have something in them and leave the rest blank — a blank box is a valid record, and a form padded with "nothing to report" is worse evidence than an honest gap.
The context and consultation sections only need attention once a month; the rest are weekly. The roll-up at the bottom is compiled from the year's forms ahead of the September Management Review.
Weekly record¶
Week commencing: __ Present: __
1. Operational and HSQE matters arising¶
Free text — what came up this week.
2. Open CARs and actions falling due¶
| CAR / action | Owner | Target | Movement this week |
|---|---|---|---|
3. Certificates and statutory dates inside 90 days¶
Anything from APP_13, APP_18 or the training matrix falling due in the next three months.
| Item | Person / asset | Due | Booked? |
|---|---|---|---|
Why this box exists
CAR-2026-003 was closed in May 2026 on the evidence of a certificate that expired in July 2026, and nothing re-tested it. A closure resting on a future expiry date needs a forward diary entry, not just a tick. This box is that diary entry.
Monthly record — complete once a month¶
4. Context monitoring — ISO 9001 / 14001 / 45001 Clause 4.1 · closes CAR-2026-001¶
Has anything changed in the operating environment this month? One or two lines is enough. If nothing has changed, write "no change" — that is itself the record that monitoring happened.
| Prompt | This month |
|---|---|
| Customers and frameworks — new work, changed expectations, contract terms | |
| Legal and regulatory — anything spotted that affects APP_10 | |
| Sector and economic — AMP8, water company behaviour, supply chain, cost pressure | |
| Environmental conditions — weather, water stress, biodiversity or ecosystem issues on live sites (ISO 14001:2026 clause 4.1 names these explicitly — see APP_25) | |
| People and capability — resourcing, competence, turnover | |
| Technology and information security | |
| Action needed? — does anything above require an APP_01, APP_04 or APP_05 entry rather than just a note? |
5. Worker consultation and participation — ISO 45001 Clause 5.4 · closes CAR-2026-007¶
What did workers raise, and what happened as a result? This is the clause auditors probe hardest at SME scale, because most small businesses consult constantly and record none of it.
| Prompt | This month |
|---|---|
| Raised by operatives — toolbox talk feedback, site conversations, WhatsApp Works group | |
| Raised through the Site Supervisor | |
| Near misses or safety concerns reported (and if none, say so — the reporting rate is itself the signal, see CAR-2026-009) | |
| Wellbeing or MHFA contact (numbers only, no names or detail — see POL_HSQE_29) | |
| What changed as a result — RAMS amended, kit bought, method changed, TBT topic added | |
| What was raised and not actioned, and why |
Keep this box impersonal
Record the theme and the outcome, not the individual. Anything disclosed in confidence to an MHFA stays with the MHFA. A count of contacts is evidence that the route is used; a name is a confidentiality breach.
Annual roll-up — compiled before the September Management Review¶
Compiled by the HSQE Consultant from the year's weekly forms and tabled at agenda items 3c and 5.
A. Context — what changed over the year¶
| Theme | Movement across the year | IMS response |
|---|---|---|
| Customers and frameworks | ||
| Legal and regulatory | ||
| Sector and economic | ||
| Environmental conditions | ||
| People and capability | ||
| Technology and information security |
B. Worker consultation — what the workforce raised¶
| Theme | Times raised | Outcome |
|---|---|---|
Near-miss and safety concern reporting rate: _ over the year. MHFA contacts: _ (count only). Changes made as a direct result of something a worker raised: list them — this is the single most persuasive piece of Clause 5.4 evidence AMWS can produce.
C. Themes for the Management Review¶
Two or three lines. What the year's notes say that the registers do not.
Related documents¶
- APP_01 — Context and Interested Parties
- APP_04 — PESTLE Analysis
- APP_05 — Risk & Opportunity Log
- APP_25 — ISO 14001:2026 Transition Plan
- SOP 6.4 — Management Review
- POL_HSQE_29 — Mental Health
- Toolbox Talk Programme (TBT_PROG_01)
Audit trail¶
| Issue | Date | Approved By | Summary |
|---|---|---|---|
| 1 | 04/09/2026 | Aaron Mason, Director | Initial issue. Created to close CAR-2026-001 (Clause 4.1 context monitoring) and CAR-2026-007 (Clause 9.3 worker-consultation roll-up) with a single proportionate capture mechanism at the forum where the evidence is already generated. |
This document forms part of A M Water Services Limited's Integrated Management System. Paper copies are uncontrolled when printed.