Report of HSL Manis Mata

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RSPO

Annual Surveillance

Assesment Report

PUBLIC SUMMARY

(PT. Harapan Sawit Lestari

–

Manis Mata Mill)

This public summary has been prepared in accordance with RSPO requirements and the information included is the result of a full RSPO assessment of the Mills and supply base as included in the scope of the certificate.

Prepared by: Nuzwardy Sjahwil (Lead Assessor)

Certification decision made by: Tuti Suryani Sirait (Technical Reviewer)

PT. SUCOFINDO (Sucofindo International Certification Services – SICS) Graha Sucofindo B1 Floor,

Jl. Raya Pasar Minggu Kav. 34, Jakarta 12780 Indonesia Contact Person : Tuti Suryani Sirait

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Sucofindo ICS FRM 14.05

List of Contents Page

A Scope of the Certification Assessment ... 4

A.1. National Interpretation Used ... 4

A.2. Assessment Type (Estate and Mill) ... 4

A.3. Location Map ... 4

A.3.1. Location Address of the Mill and Approximate Tonnages Certified (CPO and PKO) ... 4

A.4. Description of Supply Base ... 5

A.4.1. General Description ... 5

A.4.2. Location of Supply Base ... 5

A.4.3. Statistic of Supply Base ... 5

A.5. Other Certifications Held ... 5

A.6. Organizational Information and Contact Person ... 5

A.6.1 Audit Againstthe Rules for Partial Certification ... 5

A.7. Date Certificate Issued and Scope of Certificate ... 5

B. Assessment Process ... 5

B.1. Certification Body ... 5

B.2. Qualifications of the Assesment Team ... 6

B.2.1. Qualifications of the Lead Assessor and Assessment Team ... 6

B.3. Assesment Methodology ... 6

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B.4. Stakeholder Consultation ... 7

B.4.1. Summary of How Stakeholder Consultation was Organized ... 7

B.5. Date of Next Surveillance Visit ... 7

C. Assessment Findings ... 7

C.1. Lead Assessor’s Summary and Recommendation for Certification ... 7

C.2. Summary of the Findings by Criteria ... 8

C.3. Identified Non-conformances and Noteworthy Positive Components ... 30

D. Certified Organization’s Acknowledgement of Internal Responsibility... 30

D.1. Formal Sign-Off the Assessment Findings ... 31

D.2. Statement by the Certifier Body on Behalf of PT. Sucofindo SBU-SICS ... 32

List of Abbreviation ... 33

Appendix-1 Map ... 33

Appendix-2 NCR ... 33

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A. Scope of the Certification Assessment

A. 1. National Interpretation Used

See SGS Report No. 3933-ID-PT HSL-Manis Mata Mill SA2015-GP 7003A page 7 point 1.1.

A. 2. Assessment Type (Estate and Mill)

Certification Unit : PT. Harapan Sawit Lestari – Manis Mata Mill Desa Manis Mata Kecamatan Manis Mata Kabupaten Ketapang 78864 Kalimantan Barat Indonesia

A.3. Location map

See SGS Report No. 3933-ID-PT HSL-Manis Mata Mill SA2015-GP 7003A page 7 point 1.3, page 8 figure 1, page 9 figure 2, and page 10 figure 3.

A. 3. 1. Location address of the mill and approximate tonnages certified (CPO and PK)

Name of Mill

Location

Address GPS Reference

Annual Output

Actual (2014) Project (2015)

CPO PK CPO PK

Manis Mata Mill

Desa Manis Mata

Kecamatan Manis Mata Kabupaten Ketapang, Kalimantan Barat - Indonesia

Longitude 11101’4.79” E Latitude

02028’58.99” S _47,630.23 _10,621.01 _41,681.85 _8,943.13

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A.4. Description of Supply Base

A. 4. 1. General description

See SGS Report No. 3933-ID-PT HSL-Manis Mata Mill SA2015-GP 7003A page 7 point 1.3. A. 4. 2. Location of the supply base

See SGS Report No. 3933-ID-PT HSL-Manis Mata Mill SA2015-GP 7003A page 7 point 1.3 table 1. A. 4. 3. Statistic of supply base

A.5. Other Certifications Held

A. 6. Organizational Information and Contact Person

See SGS Report No. 3933-ID-PT HSL-Manis Mata Mill SA2015-GP 7003A page 12 point 1.8. A.6.1 Audit Againstthe Rules for Partial Certification

See SGS Report No. 3933-ID-PT HSL-Manis Mata Mill SA2015-GP 7003A page 13 point 1.9

A.7. Date Certificate Issued and Scope of Certificate

B. Assessment Process

B. 1.

Certification Body

The certification, surveillance 1 and 2 of RSPO was conducted by SGS as explained in SGS Report No. 3933-ID-PT HSL-Manis Mata Mill SA2015-GP 7003A page 12-13 point 2.1 before it was transferred to Sucofindo per 2016.

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Sucofindo ICS FRM 14.05 recognized nationally and international.Quality Management System Certification by SUCOFINDO ICS has obtained accreditation from National Accreditation Committee (KAN-Indonesia).

Lead Auditors and Auditors of SUCOFINDO ICS are trained professionals in the field of international standards, auditing and management systems and are registered in the IRCA (International Register of Certified Auditors) and IEMA (Institute of Environmental Management & Assessment), UK. SUCOFINDO ICS certification process is supported by experts at PT. SUCOFINDO who understand the industry sectors and services in Indonesia.

SUCOFINDO ICS Operational is supported by a network of branch and representative offices of PT. SUCOFINDO spread in 45 cities across Indonesia.

The services provided by International Certification Services Sucofindo are:  Quality Management System Certification

 Environmental Management System  ISO 22000 :2005

 OHSAS 18000 Certification

 Hazard Analytical Critical and Control Point (HACCP) Certification  Good Manufacturing Practice (GMP) Audit

 Product Certification

 Sustainable Forest Management Certification  Products Organic Food Certification

 RSPO certification  ISPO Certification

 Certification of Integrated Management System Certification (SMT)



Training

B. 2. Qualifications of the Assessment Team

B. 2. 1. Qualifications of the Lead Assessor and Assessment Team

Surveillance 2 to this company was conducted by SGS assessor team on 10, 11 & 13 November 2015 as explained in SGS report See SGS Report No. 3933-ID-PT HSL-Manis Mata Mill SA2015-GP 7003A page 13-15 point 2.2-2.3, before it was transferred to Sucofindo in 2016. Sucofindo assessors who review and prepare the report are :

Nuzwardy Sjahwil (Lead Auditor):

He graduated from Institutee Agriculture of Bogor (IPB), 1995.

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Ronald E Butar-Butar

S1 graduated from Catholic University Faculty of Agriculture. Work Experience (Best Practice Estates) in oil palm estates for 6 years. He has successfully completed Lead Auditor Training ISPO by Komisi ISPO. He has completion In House Training RSPO for 4 days.

Noor Rakhmat Danumiharja

He graduated from Academy of Forestry in Bandung in 1980 and Universitas Nusa Bangsa Faculty Of Forest Management in 1998.

He worked in Ministry of Forestry from 1982 – 2013 with the latest position as Section Head of investigation. He has successfully completed training of Wildlife Conservation and Management Training Program, basic of environmental impact analysis, wildlife captivity, wildlife conservation management, Lead Auditor Training by Komisi ISPO, Jakarta,

B.3. Assessment Methodology

B. 3. 1. General Overview

See SGS Report No. 3933-ID-PT HSL-Manis Mata Mill SA2015-GP 7003A page 13 point 2.2 B. 4. Stakeholder Consultation

B. 4. 1. Summary of How Stakeholder Consultation was Organized Stakeholders Consultation and Company Responses

B. 5. Date of Nexts Surveillance Visit

C. Assessment Findings

C. 1.

Lead Assessor’s Summary and Recommendation

continuing Certification

See SGS Report No. 3933-ID-PT HSL-Manis Mata Mill SA2015-GP 7003A page 16 point 3.1.1 At certification audit, the team issued 2 NC majors, 0 NC minor and 4 observations. Based on

SUCOFINDO’s reviews to SGS report and also reviewed of corrective action provided by client,

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Sucofindo ICS FRM 14.05 to PT. PT HSL - Manis Mata Mill and its estate.

Jakarta, 09 May 2016 Lead Auditor

Nuzwardy Sjahwil

C.2. Summary of the Findings by Criteria

1 COMMITMENT TO TRANSPARENCY

1.1 Oil palm growers and millers provide adequate information to other

stakeholders on environmental, social and legal issues relevant to RSPO Criteria, in appropriate languages & forms to allow for effective participation in decision making.

1.1.1

See SGS Report No. 3933-ID-PT HSL-Manis Mata Mill SA2015-GP 7003A page 16 criteria 1.1.1

Conclusion : conform

1.1.2

1.2 Management documents are publicly available except where this is prevented by commercial confidentiality or where disclosure of information would result in negative environmental or social outcomes

1.2.1

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transaction

1.3.1

See SGS Report No. 3933-ID-PT HSL-Manis Mata Mill SA2015-GP 7003A page 17criteria 1.3.1

2 COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS

2.1 There is compliance with all applicable local, national and ratified international laws and regulations.

2.1.1

2.1.2

2.1.3

2.1.4

2.2 The right to use the land can be demonstrated, and is not legitimately contested by local communities with demonstrable rights

2.2.1

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Sucofindo ICS FRM 14.05 See SGS Report No. 3933-ID-PT HSL-Manis Mata Mill SA2015-GP 7003A page 19 criteria 2.2.2

2.2.3

2.2.4

2.2.5

2.2.6

2.3 Use of land for oil palm does not diminish the legal rights, or customary rights, of other users, without their free, prior and informed consent.

2.3.1

2.3.2

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2.3.4

3 COMMITMENT TO LONG-TERM ECONOMIC AND FINANCIAL VIABILITY

3.1 There is an implemented management plan that aims to achieve long-term economic and financial viability

3.1.1

See SGS Report No. 3933-ID-PT HSL-Manis Mata Mill SA2015-GP 7003A page 20-21 criteria 3.1.1

3.1.2

4 USE OF APPROPRIATE BEST PRACTICES BY GROWERS AND MILLERS

4.1 Operating procedures are appropriately documented and consistently implemented and monitored

4.1.1

See SGS Report No. 3933-ID-PT HSL-Manis Mata Mill SA2015-GP 7003A page 21-22 criteria 4.1.1

Corrective action conducted by the company is considered agree with the SOP Pemupukan No. .EST-SOP-ASD.37-R.03 therefore this major non conformity can be closed out.

4.1.2

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Sucofindo ICS FRM 14.05 4.1.3

4.1.4

4.2 Practices maintain soil fertility at, or where possible improve soil fertility to a level that ensures optimal and sustained yield

4.2.1

4.2.2

4.2.3

4.2.4

4.3 Practices minimize and control erosion and degradation of soils. 4.3.1

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4.3.2

4.3.3

4.3.4

4.3.5

4.3.6

4.4 Practices maintain the quality and availability of surface and groundwater 4.4.1

4.4.2

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Sucofindo ICS FRM 14.05 Conclusion : conform

4.4.3

4.4.4

4.5 Pests, diseases, weeds and invasive introduced species are effectively managed using appropriate Integrated

4.5.1

4.5.2

4.6 Agrochemicals are used in a way that does not endanger health or the environment. There is no prophylactic use of pesticides, except in specific situations identified in national Best Practice guidelines. Where agrochemicals are used that are categorised as World Health Organisation Type 1A or 1B, or are listed by the Stockholm or Rotterdam Conventions, growers are actively seeking to identify alternatives, and this is documented 4.6.1

4.6.2

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4.6.3

4.6.4

4.6.5

4.6.6

4.6.7

4.6.8

4.6.9

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4.6.11

The company has conducted medical check up as reported by HIPERKES Provinsi Kalimantan Barat on 15 December 2015. There were indications that some workers affected by chemical and experience hearing deficiency and the company has made some action plans to follow up the result of medical check up. The result of action plan will be evaluated again in the next surveillance audit

Conclusion : based on documented corrective action proposed by Company to this major nonconformity, the status of this criterium is degraded to observation as a point of attention for next surveillance audit.

4.6.12

4.7 An occupational health and safety plan is documented, effectively communicated and implemented

4.7.1

4.7.2

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4.7.4

4.7.5

4.7.6

4.7.7

4.8 All staff, workers, smallholders and contractors are appropriately trained. 4.8.1

4.8.2

5 ENVIRONMENTAL RESPONSIBILITY AND CONSERVATION OF NATURAL

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Sucofindo ICS FRM 14.05 5.1 Aspects of plantation and mill management, including replanting, that have

environmental impacts are identified, and plans to mitigate the negative impacts and promote the positive ones are made, implemented and monitored, to demonstrate

5.1.1

5.1.2

5.1.3

5.2 The status of rare, threatened or endangered species and high conservation value habitats, if any, that exist in the plantation or that could be affected by plantation or mill management, shall be identified and their conservation taken into account in management plans and operations

5.2.1

5.2.2

5.2.3

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5.2.4

5.2.5

5.3 Waste is reduced, recycled, re-used and disposed of in an environmentally and socially responsible manner

5.3.1

5.3.2

5.3.3

5.4 Efficiency of energy use and use of renewable energy is maximized 5.4.1

5.5 Use of Fire for Waste Disposal and for preparing land for replanting is avoided except in specific situation, as identified in the ASEAN guidelines or other regional best practice

5.5.1

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Sucofindo ICS FRM 14.05 Conclusion : conform

5.5.2

5.6 Plans to reduce pollution and emissions, including greenhouse gases, are developed, implemented, and monitored.

5.6.1

5.6.2

5.6.3

6. RESPONSIBLE CONSIDERATION OF EMPLOYEES AND OF INDIVIDUALS AND COMMUNITIES AFFECTED BY GROWERS AND MILLS

6.1 Aspects of estate and mill management that have social impacts are identified in a participatory way, and plans to mitigate the negative impacts and promote the positive ones are made, implemented and monitored, to demonstrate continuous improvement

6.1.1

6.1.2

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6.1.2

6.1.3

6.1.4

6.1.5

6.2 There are open and transparent methods for communication and consultation between growers and/or mills, local communities and other affected or interested parties

6.2.1

6.2.2

6.2.3

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Sucofindo ICS FRM 14.05 6.3 There is a mutually agreed and documented system for dealing with

complaints and grievances, which is implemented and accepted by all parties

6.3.1

6.3.2

6.4 Any negotiations concerning compensation for loss of legal or customary rights are dealt with through a documented system that enables indigenous peoples, local communities and other stake holders to express their views through their own representative institutions

6.4.1

6.4.2

Conclusion : conform 6.4.3

6.5 Pay and conditions for employees and for employees of contractors always meet at least legal or industry minimum standards and are sufficient to provide decent living wages

6.5.1

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6.5.2

6.5.3

6.5.4

6.6 The employer respects the right ofs all personnel to form and join trade unions of their choice and to bargain collectively. Where the right to freedom of association and collective bargaining are restricted under law, the employer facilitates parallel means of independent and free association and bargaining for all such personnel

6.6.1

6.6.2

6.7 Children are not employed or exploited. Work by children is acceptable on family farms, under adult supervision, and when not interfering with education programmes. Children are not exposed to hazardous working conditions

6.7.1

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Sucofindo ICS FRM 14.05 6.8 Any form of discrimination based on race, caste, national origin, religion,

disability, gender, sexual orientation, union membership, political affiliation, or age, is prohibited

6.8.1

6.8.2

6.8.3

6.9 A policy to prevent sexual harassment and other forms of violence against women and to protect the reproductive rights is developed and applied 6.9.1

6.9.2

6.9.3

6.10 Growers and mills deal fairly and transparently with smallholders and other local businesses.

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6.10.2

6.10.3

6.11 Growers and millers contribute to local sustainable development wherever appropriate

6.11.1

6.11.2

6.12 No forms of forced or trafficked labour are used 6.12.1

6.12.2

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6.13 Growers and millers respect human rights 6.13.1

7 RESPONSIBLE DEVELOPMENT OF NEW PLANTINGS

7.1 A comprehensive and participatory independent social and environmental impact assessment is undertaken prior to establishing new plantings or operations, or expanding existing ones, and the results incorporated into planning, management and operations

7.1.1

7.1.2

7.1.3

7.2 Soil surveys and topographic information are used for site planning in the establishment of new plantings, and the results are incorporated into plans and operations

7.2.1

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7.2.2

7.3 New plantings since November 2005, have not replaced primary forest or any area required to maintain or enhance one or more High Conservation Values 7.3.1

Conclusion : Based on the email of RSPO Technical Director (Salahudin Yaacob) dated 27 May 2016 to Client, here with the statement : 1.) The certification process of the unit shall proceed. 2.) The completion of the compensation process shall be evaluated at the next surveillance.

7.3.2

7.3.3

7.3.4

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7.4 Extensive planting (to be determined by SEIA) on steep terrain, and/or on marginal and fragile soils, including peat, is avoided

7.4.1

7.4.2

7.5 No new plantings are established on local peoples land where it can be demonstrated that there are legal, customary or user rights, without their free, prior and informed consent. This is dealt with through a documented system that enables these and other stakeholders to express their views through their own representative institutions

7.5.1

7.6 Local people are compensated for any agreed land acquisitions and relinquishment of rights, subject to their free, prior and informed consent and negotiated agreement

7.6.1

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7.6.3

7.6.4

7.6.5

7.6.6

7.7 No use of fire in the preparation of new plantings other than in specific situations, as identified in the ASEAN guidelines or other regional best practice

7.7.1

7.7.2

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Sucofindo ICS FRM 14.05 7.8 New plantation developments are designed to minimize net greenhouse gas

emissions 7.8.1

7.8.2

8 COMMITMENT TO CONTINUOUS IMPROVEMENT IN KEY AREAS OF

ACTIVITY

8.1 Growers and millers regularly monitor and review their activities and develop and implement action plans that allow demonstrable continuous improvement in key operations

8.1.1

C.3 Identified Non-Conformances and Noteworthy Positive Components

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D.2. Statement by the Certifier Body on Behalf of PT. Sucofindo SBU-SICS

We, the undersigned declare that the information and conclusions included in this report have been prepared in accordance with rule and standard of RSPO, P&C, and that the certification decision has been based upon this information.

Verified and Reviewed by:

Name Tuti Suryani Sirait

Position Senior Lead Auditor

Signature

Date 09 May 2016

Technical Reviewer

Name Tuti Suryani Sirait

Position Senior Lead Auditor

Signature

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List of Abbreviation

See SGS Report No. 3933-ID-PT HSL-Manis Mata Mill SA2015-GP page 6 table list of abbreviation

APPENDIX -1

MAP

See SGS Report No. 3933-ID-PT HSL-Manis Mata Mill SA2015-GP 7003A page 8 and 9 Figure 1 and Figure 2.

APPENDIX- 2 NCR

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No. Category Clause Std Auditor Description Root Cause Investigation* Corrective Action & Evidence* occasionally due to operational reason. The fertilizers stock quantity at the time was

cumulative. This application was considered urgent to be done to avoid deterioration of fertilizers quality. However, this special case is not regulated in the SOP. 2. This finding occurred due to

failure to update SOP. Changes in operational that have been decided is not added to SOP.

1. a). Internal

management will issue non-conformity with action plan as necessary.

b). If similar urgency is recurrence, adequate will be included in SOP for Manual Manuring (EST-SOP-ASD.37-R.03).

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3 Major 7.3.1 RSPO LTB See SGS

PT. HSL will conduct Land Use Change to identify primary forest and HCV area in the area cleared without HCV assessment since November 2005.

PT. HSL will develop HCV compensation plan based on Land Use Change Analysis and will submit to RSPO.

Based on the email of RSPO Technical Director (Salahudin Yaacob) dated 27 May 2016 to Client, here with the statement :

1. The certification process of the unit shall proceed. 2. The completion of

the compensation process shall be evaluated at the next surveillance.

CPO tank truck has been checked prior to loading CPO. However, this is not recorded by Manis Mata Mill.

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Sucofindo ICS FRM 14.05 APPENDIX - 3

RSPO SUPPLY CHAIN CHECKLIST MODULE E

See SGS Report 3933-ID-PT HSL-Manis Mata Mill SA2015-GP7003A page 47 point 3.1.2

D.6.1

The site shall ensure and verify through documented procedures and record keeping that the RSPO certified palm oil product is kept segregated from non certified material including during transport and storage

Evidence

The company does not ensure that the RSPO certified palm oil product is kept separated from material from other certified mils, including during transport. Lack of evidence that CPO tank truck has been checked its condition prior to loading CPO to ensure that CPO/IP is not contaminated with material from other certified mill

Corrective action taken by company as recorded in the table in appendix 2, is considered adequate to close out this major non conformity