Lesson 3 – Company Policies

PERFORMANCE APPRAISAL SYSTEM:

Definition:

Performance appraisal may be defined as:

• A structured formal interaction between a subordinate and supervisor, where work performance of the subordinate is examined and discussed, to identify weaknesses, strengths, and opportunities for improvement and skills development, that takes place at least once a year.

Appraisal Process:

INDIVIDUAL COMPETENCE FOR COMPLIANCE:

Key Performance Areas – all employees

• Health and Safety
• Productivity
• Saving costs
• Personal time keeping
• Personal house keeping
• Personal quality of work
• Personal quantity of work
• Personal technical ability
• Personal team contribution
• Personal motivation, commitment and adaptability.

EVANDER GOLD MINE DISCIPLINARY CODE & GRIEVANCE PROCEDURES:

A disciplinary code is a system of rules designed to promote orderly conduct:

• In any organization, disciplined behaviour is essential for the well being of the individual and the successful achievement of the organization’s objectives.
• A disciplinary code must be both just and uniformly administered to ensure that all individuals are treated in a fair and consistent manner.
• The maintenance of discipline is strictly a function of line management.

Action by supervisor when an offence is committed or reported:

Initiate investigations and:

• Either dismiss the case
• Reprimand or give a verbal warning, or
• Lay a formal disciplinary charge in writing
• Inform the employee of the charge at the time the complaint is being made out
• Report to Human Resource Department

EVANDER DISCIPLINARY PROCEDURES:

Forms of disciplinary action-

The following disciplinary measures may be taken against an alleged accused:

• Verbal warning
• Written warning (valid for 6 months)
• Specific final written warning (valid for 12 months)
• Comprehensive final written warning (valid for 12 months and issued for repeated unacceptable offences)
• Summary dismissal

Schedule of offences – Possible dismissal:

• Dishonesty
• Theft
• Arson
• Accepting gifts or favours from external companies trading or contracted by Evander Mines
• Extortion
• Fraud and misrepresentation
• Forgery
• Failing to give account of company property
• Unauthorised possession of company property
• Accepting bribes
• Making false statements
• Moonlighting

Schedule of offences – Other very serious offences (Dismissal):

• Assault
• Deliberate violation of safety rules
• Deliberate abuse of company property
• Desertion
• Operating equipment whilst intoxicated
• Fraudulent time keeping
• Gross insubordination
• Gross incompetence in performing work assigned
• Gross negligence
• Instigating other employees to unruly behaviour
• Indecent assault
• Intimidation
• Participating in unprotected strike
• Refusing to perform lawful work
• Sabotage
• Sexual harassment
• Smoking where it is prohibited
• Threatening violence
• Use of racist expressions
• Reckless driving of company vehicles
• Unauthorised possession of weapons
• The above list is exhaustive and may include other offences

General nature of offences:

• Absent without permission
• Failing to clock
• Late arrival/early departure
• Extended breaks
• Failing to wear PPE
• Littering
• Failure to obey instructions
• Poor performance
• Sleeping on duty
• Speeding

EVANDER GOLD MINE GRIEVANCE PROCEDURE:

• The aim is to prevent and resolve conflict in the workplace and to protect the interest of the business and the employees
• Any employee that is dissatisfied with any matter concerning the work situation or conditions of employment shall have the right to lodge a grievance.

EVANDER GOLD MINE GRIEVANCE PROCEDURE – PRINCIPLES:

• Any grievances lodged will be attended to as speedily as possible and will not be unreasonably delayed
• Management will consider all grievances lodged in a fair and just manner
• During the process, the following will be permitted:

-Use of an interpreter

-Permit witnesses to testify

-Question witnesses

-Cross examination

• Aggrieved party must be present during proceedings
• Aggrieved party may be accompanied by a colleague of his/her choice
• No victimisation of persons who have lodged grievances
• Proceedings to take place during normal working hours

EVANDER GOLD MINE GRIEVANCE PROCEDURE – PROCESS:

Step 1: Formally lodge verbal grievance with immediate supervisor. If not resolved then lodge written grievance (to be resolved in 2 days)

Step 2: If not resolved in 2 working days, lodge grievance with section supervisor. HOD to attempt resolving the grievance within 2 days

Step 3: Failure to resolve with section supervisor. Lodge grievance with HOD within 2 days.

Step 4: Failure to resolve at HOD level. Committee constituted of;

  – Dissatisfied employee

  – Representative

  – Senior company official

  – Representative of company

  – Will attempt to resolve the matter within 5 days

Step 5: Failure to resolve will permit either party to persue in terms of the recognised agreement.

QUALITY POLICY AND OBJECTIVES:

DEFINITION OF QUALITY:

Degree to which a set of inherent characteristics fulfils requirements.

• From a business point of view:

-Quality is the satisfaction of customers requirements and expectations.

QUALITY ASSURANCE:

Part of the Quality Management focusing on increasing, providing confidence that quality requirements will be fulfilled.

QUALITY POLICY:

The Quality Policy of the Company is to produce and supply gold conforming to the contractual specifications of its customers in every respect.

Evander Gold Mines aims to achieve world-class standards of safety, operations and financial management in order to deliver value for all stakeholders.

The Company also strives for continual process improvement benefits and thereby give a positive return for all stakeholders.

QUALITY OBJECTIVES:

Quality objectives are established to support our organisation’s efforts in achieving our quality policy and reviewed periodically for suitability. Objectives have been established for each certified site in the organisation. Quality objectives are measurable, and reviewed against performance goals at each management review meeting. Each certified site has defined its measurable quality objectives.

BENEFITS OF THE QMS:

QUALITY OBJECTIVES:

• The company is assured of producing a quality product which can sell easily on the global market or access to international markets.
• Improve customer satisfaction levels
• Improve internal efficiency.
• Improve employee involvement in the running of business.
• Transparency.

12. CONTRAVENTION OF THE POLICY

Pan African Resources regards any contravention of this Policy as a serious matter which will be investigated and which may lead to disciplinary and/or criminal action. At the same time, any suspected or alleged contravention under investigation must be treated with utmost confidentiality.