Equis - CMT - Structure and Position Descriptions

STRUCTURE AND POSITION DESCRIPTIONS

CMT STRUCTURE

PURPOSE OF THE CRISIS MANAGEMENT

A Crisis is a disruptive event with impacts that can affect Equis operations and can have an impact on either an external party or the environment and requires a strategic response It can occur as a single incident or as an accumulation of a series of matters.

he Crisis Management Team (CMT) will have several roles that will effectively manage the Crisis Management (“CM”) process These roles will interact throughout the CM process

THE STRUCTURE OF THE TEAM

ISSUE DATE: 05/2024

DATE TO BE REVIEWED: 05/2025

DUTYCARD:CMTLEADER

YOUR ROLE

The team leader is responsible for supervising the activities of the CMT, developing objectives and approving strategies The role interacts with high level stakeholders as appropriate The team leader can delegate authority to team members to act on their behalf, but retain the final responsibility for CMT actions and decisions

PRE-CRISIS:

Resources - Ensure the CMT is adequately staffed, trained and ready to carry out its roles and responsibilities

Training - Support and attend all crisis or scenario training organised for the CMT

Role - Ensure that you are familiar with crisis management requirements and the roles and responsibilities of each of the CMT members.

FIRST STEPS:

Assess - Obtain a current situation update on the incident/issue from the project manager (if a project incident), or from the person reporting Confirm:

Facts of the incident e.g. what, where and when?

Is the incident contained?

Has anyone been injured? What property has been damaged?

What is the potential for escalation?

Call out - Call deputy team leader, instructing them to activate the call out notification requirements. Call the relevant operational EGM, GM safety, health, environment and quality (SHEQ) GM corporate affairs & communication (CA&C), general counsel and MD to advise of crisis situation

Notify - Notify systems set-up & support and confirm crisis command centre location

Contact - Establish communication protocols with the project manager

Brief - Fully brief the GM CA&C who will advise Equis spokesperson.

Log - Start and maintain personal log to record all decisions and conversation outcomes.

Mobilise - Proceed to the crisis command centre

Lead - Chair initial CMT briefing, confirm the CMT appointments required for the crisis and set CMT objectives, ensuring that the welfare of people are put first

Teleconference - If appropriate, hold video/telephone conference with emergency response team and CMT.

Resources - Authorise any additional resources or specialist advisors required

Messaging - Work with communications to decide on position that CPB should adopt and approve initial message in consultation with the GM CA&C

Approve – Approve initial media statement for escalation to Equis

Employees - Brief P&C on the level and nature of required employee communications.

Family - If appropriate, notify your family

DUTYCARD:CMTLEADER

DURING CRISIS:

Plan - Consider the worst-case scenario.

Stakeholders - Determine/confirm key stakeholders and responsibility for notification and ongoing liaison with communications

Confirm - With CMT, consider the issues arising across: People, Client, Health and safety, Environment, Community, Commercial partners affected, Reputation/brand, Media, Financial exposures, Business continuity, Regulators, and Legal obligations and exposures.

Liaise - Liaise with high level stakeholders as appropriate.

Messaging - In consultation with communications, establish broad parameters of ongoing message strategy

Schedule - With deputy team leader, establish schedule for regular team briefings/updates Obtain a briefing from the project manager via telephone, just before CMT briefing

Brief - Brief CMT members on your expectations whilst maintaining and reviewing an issues and actions board to ensure that they are met and reported

Review - Periodically review and revise CMT objectives

Approve - Approve major expenditure requests

Record - Ensure all actions, decisions and events are accurately recorded and documented in the CMT log.

Alternate - Identify and alert alternate team leader/deputy in protracted crisis.

De-escalation - Decide when the CMT should be stood down, in conjunction with the CMT members and corporate representatives

POST CRISIS:

Investigate - Identify post-crisis actions and allocate responsibilities and deadlines (e.g. investigations).

Lead - Chair the CMT post-crisis review, record all lessons learnt

Report - Review and approve the post-crisis report

DUTYCARD:DEPUTYTEAMLEADER

YOUR ROLE

Deputy team leader reports to the team leader and provides information on site responses in relation to health, safety and environment and ensures the smooth running of the crisis command centre and its communications through the crisis co-ordinator The deputy team leader schedules CMT meetings and assumes the responsibilities of the CMT leader in their absence. The deputy team leader also serves as a process checker to ensure that important CMT functions are not overlooked.

PRE-CRISIS:

Training - Attend all crisis and scenario training organised for the CMT.

Confirm - Ensure regular CCC functional checks through the crisis co-ordinator.

Role – Ensure you are familiar with your role and responsibilities of the CMT, including other team members

FIRST STEPS:

Call out – SMS and/or call all CMT members as per the call out requirements advising activation of CM and they are required to mobilise to the CCC within one hour

Log - Start and maintain personal log to record all decisions and conversation outcomes

Setup - Ensure swift set up of CCC with the crisis co-ordinator.

Contact - Obtain briefing and advise team leader on any specialist advisors required and activate as directed

Mobilise - Proceed to the CCC

Team - Obtain names of other responding team members (project, corporate, Equis) activated and post in the CCC.

Brief - Facilitate the initial team brief for the CMT Leader.

Family - If appropriate, notify your family

DURING CRISIS:

Assist - Assist team leader to manage CMT and assume responsibility of the team leader in their absence.

Lead - Coordinate activities of safety & health and environment, and ensure the smooth running of the crisis command centre to allow the team leader to focus on developing strategic response/recovery objectives and undertake key stakeholder liaison duties

Phones - Ensure telephone response is in place and responders are briefed

Log - Ensure adequate log keeping is undertaken and that accurate and up-to-date status boards are maintained.

Schedule - Establish schedule and facilitate regular team briefings/updates with the team leader Ensure all CMT members are present and mobile phones are switched off Agenda for briefings should overview/confirm:

Current situation,

Impact on company/commercial partners/client, Status of response/recovery effort, Current media/stakeholder message content, Possible worst-case/best-case consequences, Intended next steps for each team member

POST CRISIS:

Support – Support post-crisis actions on behalf of the CMT Leader.

Review - Coordinate the post-crisis review Report - Coordinate the development of the post-crisis report

DUTYCARD:COMMUNICATIONS

YOUR ROLE

Reporting directly to the team leader and working closely with the Equis spokesperson, the role has three important aspects: development of the message strategy for internal and external stakeholders, dealing with relevant stakeholders and ensuring the protection of the company brand

PRE-CRISIS:

Policy - Maintain awareness of company policy regarding the drafting/release of statements to the media

Facts - Have fact sheets and company information available to provide useful references on the company/operation to the media.

Contacts - Develop/maintain list of up-to-date government contacts

Training - Attend all crisis and scenario training organised for the CMT.

Protocols – Ensure that you are familiar with the CM requirements and your role

FIRST STEPS:

Log - Start and maintain personal log to record all decisions and conversation outcomes

Strategy - Determine initial communication strategy in conjunction with Equis and advise CMT leader.

Approval - Obtain approval for holding statement and all media releases Approvals are required by the CMT team leader, legal, corporate affairs and Equis

Briefing - Receive briefing with team leader, confirm appointment of Equis spokesperson

Mobilise - Proceed to the crisis command centre if possible or join via VC or teleconference.

Family - If appropriate, notify your family.

Resources - Mobilise any additional resources (PR company) or specialist advisors required (approved by Equis)

Advise - Advise the CMT team leader on potential media-related issues.

Set up – Determine set-up/approach to respond to media inquiries

DURING CRISIS:

Briefings - Attend CMT briefings and inform of communication and media issues

Plan - Develop the stakeholder approach in consultation with the team leader.

Internal - Work with P&C to develop approved statements for internal communication

Contractors/clients- If a contractor or client is involved in the incident, work with the contractor’s/clients corporate affairs to ensure consistent media releases and internal messaging

Liaise - Liaise with police/emergency services media units as appropriate.

Monitoring - Ensure that media monitoring is in place and brief the CMT team leader on current media/social media tone and coverage

Sharing - Ensure proper distribution of all approved press releases and fact sheets as directed by the CMT team leader.

Advise - Provide advice to all CMT members on communication and media issues

Interviews - Prepare media spokesperson for interviews

Enquiries - Ensure that external calls are being handled appropriately.

Media - If media conference is required, identify and set up location in conjunction with Equis

Conference - Coordinate media conferences and interviews on behalf of spokesperson.

Alternate - Identify and alert alternate in protracted crisis

POST CRISIS:

Follow up - Identify and complete any follow-on actions required

Review - Record outcomes and take part in the CMT post-crisis review.

Report - Contribute to the post-crisis report.

Recovery - Assess whether a reputation recovery strategy is required and if so, carry out in partnership with CMT team leader and Equis

DUTYCARD:LEGAL

YOUR ROLE

Reporting to the CMT team leader, the legal role advises the CMT on legal ramifications The advice of specialists from third party service providers may also be required.

PRE-CRISIS:

Training - Attend all crisis and scenario training organised for the CMT

Protocols - Ensure that you are familiar with crisis management requirements and your role.

FIRST STEPS:

Log - Start and maintain personal log to record all decisions and conversation outcomes.

Mobilise - Proceed to the crisis command centre if possible or participate via VC or teleconference

Briefing - Participate in the initial CMT briefing.

Engage - Engage external providers as required

Family - If appropriate, notify your family

DURING CRISIS:

Identify - Identify all legal obligations and liabilities across the business.

Advise - Provide all necessary legal advice and counsel to CMT on: Legal obligations, Legal exposures

Strategy - Provide advice on legal risk management strategies.

Contracts - Advise on client contract and provide copy to CMT

Communications - Liaise closely with communications regarding the communications strategy and content of media releases and/or other stakeholder communications

Finance - Work with finance to advise on possible costs in relation to liabilities, compensation, claims, penalties, fines, legal fees, other legal costs or external investigations.

Alternate - Identify and alert alternate in protracted crisis

Records - Ensure that all role actions, decisions and events are accurately documented and recorded in the CMT log.

POST CRISIS:

Follow up - Complete any follow-up action as appropriate

Report - Contribute to the post-crisis report

DUTYCARD:PEOPLEANDCAPABILITY(P&C)

YOUR ROLE

Reporting to the team leader, Equis is responsible for the identification and tracking of all people involved in the incident They oversee next-of-kin notification (working with the project and police/emergency services as appropriate), welfare, rehabilitation and the provision of counselling services. With communications they coordinate staff/contractor communications and advise the CMT on union/industrial relations issues.

PRE-CRISIS:

Access - Ensure continual (24/7) access to employee/contractor records and emergency contact/next-of-kin details

Support - Ensure suitable area for family support is available in the office

Training - Attend all crisis and scenario training organised for the CMT.

Protocols – Ensure that you are familiar with crisis management requirements and your role

FIRST STEPS:

Log - Start and maintain personal log.

Mobilise - Proceed to the crisis command centre

Briefing - Participate in the initial CMT briefing

Notify – Notify the EGM people

Counselling - If required, activate counselling services and advise communications of contact details

Assess - Casualty details: numbers, identities, location, medical status etc as advised/confirmed by the team leader

Collate - Gather emergency contact/next-of-kin details of those affected.

Resources - Mobilise any additional resources, specialists or advisers as required and determine whether to send a representative to scene of incident.

Family - If appropriate, notify your family.

DURING CRISIS:

Assist - If contractor personnel are involved engage with contractor management to provide any assistance required

Update - Ensure casualty status board is accurate and up-to-date.

Counselling - Ensure appropriate next-of-kin notification, employee rehabilitation and trauma counselling

ISSUE DATE: 05/2024

Next of kin - If a next-of-kin death or serious injury notification is required, in consultation with the team leader and police as appropriate Develop/confirm family contact strategy and select appropriate notifier if required

Communications - Work with communications to develop message strategy for internal communications (if required)

Support - Provide support for families –consider: Transportation to hospital or point of arrival, Accommodation,Child care, Financial support, and Grief counselling Emergency Services - Confirm destination (hospital) of evacuated casualties and consider mobilising liaison officer.

Support – Maintain close contact with nextof-kin as appropriate

Consider - Consider workforce issues and payroll implications in the event of a protracted operational disruption

Advise - Advise the CMT on issues relating to industrial and employee relations

Alternate - Identify and alert alternate in protracted crisis

POST CRISIS:

Follow up - Complete any follow-up actions, particularly with respect to ongoing support to employees and their next-of-kin.

Assist - In the case of a death, assist family with funeral arrangements

Counselling - Ensure that counselling continues to be made available for a suitable period after the event.

Compensation - Ensure compensation matters have been dealt with

Review - Advise on P&C/IR issues at the CMT post-crisis review

Report - Contribute to the post-crisis report

DATE

DUTYCARD:SAFETYANDHEALTH

YOUR ROLE

Reporting to the deputy team leader, safety & health is responsible for assessing actual or potential health or safety issues from the incident and recommend appropriate response strategies.

PRE-CRISIS:

Training - Attend all crisis and scenario training organised for the CMT Protocols – Ensure that you are familiar with crisis management requirements and your role.

FIRST STEPS:

Log - Start and maintain personal log to record all decisions and conversation outcomes.

Mobilise - Proceed to the crisis command centre

Briefing - Attend the CMT initial briefing Family - If appropriate, notify your family

DURING CRISIS:

Advise - Advise on health and safety issues and areas of possible escalation.

Response - Monitor response and recovery activities on site to demonstrate compliance with health and safety legislation, policies, procedures, industry codes and national/international standards.

Contact - Maintain ongoing communications with the relevant health and safety authorities/regulators as appropriate

Alternate - Identify and alert alternate in protracted crisis.

POST CRISIS:

Collate - Collect and file all health and safety documentation

Follow up - Ensure that post-crisis follow-up actions are completed.

Review - Advise on health and safety related issues at the CMT post-crisis review

Report - Contribute to the development of the post-crisis report.

DUTYCARD:CRISISCO-ORDINATOR

YOUR ROLE

The crisis co-ordinator reports to the CMT deputy team leader This role is responsible for managing and equipping the crisis command centre, ensuring everything is in working order and overseeing the management of CMT information The role manages the record keeper and administrative and logistical requirements of the CMT. They are also responsible for the telephone response and the training of responders.

PRE-CRISIS:

Setup - Equip and maintain the crisis command centre

Audit - Conduct regular audits and tests of the crisis command centre equipment. Ensure all crisis materials, logs, contact sheets are up-todate and ready for immediate use

Phones - Provide a telephone response capability for the CMT and train telephone responders and runners.

Update - Regularly check the contact directories/lists

Training - Attend all crisis and scenario training organised for the CMT

Protocols – Ensure that you are familiar with crisis management requirements and your role.

FIRST STEPS:

Log - Start and maintain personal log to record all decisions and conversation outcomes

Mobilise - Proceed to the crisis command centre.

Setup - Oversee the crisis command centre and telephone response set up and advise deputy leader when operational

Distribute - Provide team members with crisis materials (check lists, protocols and log forms).

Record - Ensure status boards are cleaned and add known information (record keeper)

Log - Ensure the CMT log has commenced (record keeper)

Briefing - Attend the CMT initial briefing.

Family - Remind CMT members to phone home regarding their situation

Communications - Establish conference call facilities as appropriate

DURING CRISIS:

Maintain - Keep operational displays (status boards) in the crisis command centre up-todate

Manage - Ensure that telephone responder/s have current media release, that calls are being handled appropriately and that important calls are being put through to the relevant team member

Oversee - Oversee the monitoring of the freecall number (if activated) including the provision of feedback to the CMT on the nature of the calls.

Assist - Provide assistance to the record keeper in maintaining a chronological log of events, pay special attention to times of significant activities and events

Support - Provide logistical and administrative support to the CMT as required e g printing, accommodation, transport, travel, IT and catering

Brief - Ensure reception/security and support staff are briefed on what to tell visitors and where they are to be directed.

Monitor - Monitor health, fatigue, morale and stress levels of the CMT group and advise the deputy as required

Alternate - Identify and alert alternate in protracted crisis.

POST CRISIS:

Collate - Oversee collection and filing of documentation from all team members

Review - Participate in post-crisis review.

Report - Contribute to the development of the post-crisis report

ISSUE DATE: 05/2024

Update - Refurbish the crisis command centre back to a ‘ready’ state

DUTYCARD:ICTSYSTEMS

YOUR ROLE

ICT Systems reports to crisis coordinator and advises on any IT malfunctions resulting from the incident. IT oversees the implementation of the IT disaster recovery plan when required and acquires and distributes IT equipment, resources and infrastructure in support of the CMT They also support the crisis command centre

PRE-CRISIS:

Training - Attend all crisis and scenario training organised for the CMT Protocols – Ensure you are familiar with your role and responsibilities within the CMT.

FIRST STEPS:

Log - Start and maintain personal log to record all decisions and conversation outcomes.

Mobilise - Proceed to the crisis command centre if possible or participate via VC or teleconference

Briefing - Participate in the initial CMT briefing

Family - If appropriate, notify your family.

DURING CRISIS:

Advise - Advise the CMT on issues relating to ICT and assist with IT equipment procurement or advice as requested

Manage - Oversee the implementation of the IT disaster recovery plan if needed.

Alternate - Identify and alert alternate in protracted crisis

POST CRISIS:

Follow up - Complete any follow-up action as directed

Review - Contribute to the services group postcrisis review

Report - Contribute to the post-crisis report

DUTYCARD:FINANCE

YOUR ROLE

Reporting to the CMT team leader, finance is responsible for all finance, insurance and risk aspects of the crisis.

PRE-CRISIS:

Training - Attend all crisis scenario training organised for the CMT.

Protocols – Ensure that you are familiar with crisis management requirements and your role

FIRST STEPS:

Contact - Upon activation by the CMT team leader, put appropriate finance personnel on standby and engage any specialist advisors as required.

Log - Start and maintain personal log to record all decisions and conversation outcomes

Mobilise - Proceed to the crisis command centre

Briefing - Attend the CMT initial briefing.

Family - If appropriate, notify your family

DURING CRISIS:

Advise - Advise the team leader on insurance and/or risk management ramifications of the crisis and advise group insurance manager.

Record - Ensure that financial records of crisisrelated costs are being properly documented

Access - Make arrangements for emergency funds, cash, etc as required

Confirm - Work with corporate legal and ascertain possible costs in relation to liabilities, compensation, claims, penalties, fines or external investigations

Liaise - Provide financial information and liaise with the CPB and Equis CFOs as required

Support - Attend CMT meetings to inform of financial aspects of the crisis

Log - Oversee that all financial actions and decisions are accurately recorded in the CMT log and documented appropriately.

Notify - Notify and liaise with relevant insurers in consultation with legal

Alternate - Identify and alert alternate in protracted crisis

POST CRISIS:

Follow up - Follow up on financial actions/insurance claims and issues required post-crisis

Review - Attend the CMT post-crisis review Report - Contribute to the post-crisis report

DUTYCARD:ENVIRONMENT

YOUR ROLE

Environment reports to the deputy team leader and assesses actual or potential damage to the environment from the incident and recommends response strategies to contain and remediate, as appropriate

PRE-CRISIS:

Training - Attend all crisis and scenario training organised for the CMT.

Protocols – Ensure that you are familiar with crisis management requirements and your role

FIRST STEPS:

Log - Start and maintain personal log to record all decisions and conversation outcomes

Mobilise - Proceed to the crisis command centre.

Briefing - Attend the CMT initial briefing.

Family - If appropriate, notify your family

DURING CRISIS:

Advise - Advise on potential environmental issues and areas of possible escalation.

Response - Monitor response and recovery activities to demonstrate compliance with the relevant environment legislation, policies, procedures, industry codes and national/international standards.

Contact - Maintain ongoing communications with the relevant environment authorities/regulators

Communications - Assist in the development of any communications relating to environmental issues.

Alternate - Identify and alert alternate in protracted crisis

POST CRISIS:

Follow up - Ensure follow-up actions are completed including environmental clean up/restitution

Review - Advise on environment-related issues at the CMT post-crisis review.

Report - Contribute to the development of the post-crisis report

DUTYCARD:STAKEHOLDER&COMMUNITY

YOUR ROLE

Reporting to communications, stakeholder and community are responsible for informing and updating any stakeholders that are not the responsibility of the team leader, spokesperson or the project They will contribute to the message strategy and disseminate messages to appropriate stakeholders; monitor media reportage; and liaise with third-party external affairs representatives and NGOs to ensure a common/consistent communication with stakeholders

PRE-CRISIS:

Contacts - Develop and maintain a list of upto-date stakeholder contacts

Training - Attend all crisis and scenario training organised for the CMT

Protocol – Ensure that you are familiar with crisis management requirements and your role

FIRST STEPS:

Log - Start and maintain personal log to record all decisions and conversation outcomes

Mobilise - Proceed to the crisis command centre.

Briefing - Attend initial CMT briefing.

Strategy - Assist communications with developing initial communications strategy

Family - If appropriate, notify your family

DURING CRISIS:

Communications - Assist communications in managing the timely preparation and release of information, both internally and externally

Support - Act as required by communications

Log - Document all personal actions and decisions in a personal log.

Issues - Advise the CMT team leader and communications on the potential community or stakeholder issues

Alternate - Identify and alert alternate in protracted crisis. ISSUE DATE: 05/2024

POST CRISIS:

Support - Act as required by communications

Review - Attend CMT post-crisis review

Report - Contribute to post-crisis report

Recovery - Assist with post-crisis communications to affected stakeholders.

DUTYCARD:RECORDKEEPER

YOUR ROLE

The record keeper reports to crisis coordinator and is responsible for maintaining an accurate, up-todate record of the decisions and actions of the CMT, establishing and maintaining status boards and assisting with administrative requirements of the CMT

PRE-CRISIS:

Training - Attend all crisis and scenario training organised for the CMT.

Protocols – Ensure that you are familiar with crisis management requirements and your role

FIRST STEPS:

Mobilise - Proceed to the crisis command centre and assist the crisis coordination team

Log - Start the CMT log and establish status boards.

Briefing - Attend the CMT initial briefing.

Family - If appropriate, notify your family

DURING CRISIS:

Log - Maintain a chronological log of events, actions and decisions as directed, paying special attention to times of significant activities and events

Minute - Take minutes of CMT meetings and distribute to team members

Collate - Manage the flow of hard copy communications and ensure that copies are retained for the permanent log

Update - Keep relevant status boards up-todate.

Communicate - Regularly collate the information from CMT members into the CMT log

Support - Alert deputy team leader to major changes, issues and outstanding actions.

Monitor - Proactively monitor all communications and record pertinent points as they arise

Record - Ensure that all group actions, decisions and events are accurately recorded and documented, and also recorded in the CMT log

Alternate - Identify and alert alternate in protracted crisis

POST CRISIS:

Collate - Assist with the collection and filing of all documentation from all CMT members

Review - Participate in post-crisis review

Update - Assist with refurbishing the crisis command centre back to a ‘ready’ state.

DUTYCARD:OPERATIONSANDRECOVERY

YOUR ROLE

Operations and recovery advises the CMT on how to support the on-site effort with technical, geotechnical, plant, machinery issues resulting from the incident and business recovery Their role is to assist the deputy team leader look at alternatives and strategies to consider for disaster recovery. If necessary, operations and recovery should pull in additional resources from equipment/plant and consultants

PRE-CRISIS:

Contacts – Regularly check the currency of contact directories/lists

Training – Attend all crisis and scenario training organised for the CMT

Protocol – Ensure that you are familiar with crisis management requirements and your role

FIRST STEPS:

Log – Start and maintain personal log to record all decisions and conversation outcomes (this must be handed to the log and record keeper at shift change or on departure from the crisis command centre, as a reference point for the alternate CMT member)

Briefing – Attend initial CMT briefing Family – If appropriate notify your family

DURING CRISIS:

Log – Maintain personal log

Advise – The CMT on technical issues relating to the incident, such as plant specifications, geotechnical data

Assist – With equipment procurement or advice, as requested.

Resources – Organise additional resources, as required

Identify – Alert alternate in protracted crisis

POST CRISIS:

Follow up – Complete any follow-up action as directed

Review – Attend CMT post crisis review Report – Contribute to post crisis report

ISSUE DATE: 05/2024

MOVING TOWARD A SAFER TOMORROW

SITUATIONAL REPORT (SITEREP) FORM

The sitrep form should be used to update the crisis communication team on what activities you have been undertaking and provide a status update. You can find a link to the form on the SharePoint site, or use a mobile device to scan the QR code below.