ISO 22000: 2018 FOOD SAFETY MEETING

MEETING DATE: 27/05/2025

TIME: 0940HRS

MEETING ROOM: FACTORY BOARDROOM

ORGANIZER & CHAIRPERSON: FOOD SAFETY OFFICER

ATTENDANTS:

SN FULL NAME TITLE

1 Mrs. ATUGONZA PHINIAS PROCESS MANAGER
2 Mrs. MWANAHARUSI KHALID QA MANAGER
3 Mrs. QUEEN PETER WATER CHEMISTRY
4 Mr. JOHNSON STEVEN FOOD SAFETY
LEONARD OFFICER

APOLOGIES

SN FULL NAME TITLE

1 Ms. MWANAMINA MKEY SHEQ MANAGER
2 Mr. GOODLUCK KISELU ASS. FRONT END OPERATION
MANAGER
3 Mr. PHILIP LAURENT ENVIRONMENTAL ENGINEAR
4 Mr. MARTIN CHIRENGENDE AGRIC TRAINING MANAGER
5 Mr. HABIBU W. MGOWELA INTERNAL AUDITOR
 AGENDA:

I. Opening the meeting

Welcome all Members

II. ISO 22000:2018 Food safety management system documents review

S/N Documents Name Action recommended by consultant Action required by KSL Action required by Time frame
KSL
O1 ● Food Safety 1.To ensure training of workers 1. Agric training Immediately after
1. Train 100% of farm a. Procedure has been
Management System manager the objective
workers on safe prepared
(FSMS) Objectives, chemical handling and b. Training program 2. Agronomy approval by CEO
residue limits (ISO in place
number 01: Reduce
22000 Clause 7.3.2). c. Evaluation will be
pesticide and chemical 2. Implement soil and done as per
irrigation water testing procedure
residue levels in raw quarterly to prevent 2. Testing of soil and irrigation
sugarcane to match heavy metal and water quarterly by Agronomist
pesticide contamination need to be implemented
Maximum Residue
Limits (MRL) as set by
the Codex
Alimentarius monthly
through integrated
pest management
 (IPM) and Good
Agricultural Practices
(GAP).

● Food Safety 1. Calibrate processing 1. Process manager in 1. Process Immediately after

Management equipment monthly
collaboration with the E & Manager the objective
System (FSMS) (ISO 22000 Clause
Number 02: 8.5.2). I manager to ensure 2. Quality approval by CEO
Achieve 100% 2. Validate thermal
monthly calibration of assurance
compliance with processes annually to
critical control point eliminate microbial processing equipment and manager
(CCP) parameters hazards records will be kept
(e.g., temperature, pH) (e.g., Salmonella).
during juice 2. Quality assurance manager
clarification, will send samples to
evaporation, and
crystallization. accredited lab for microbial
analysis
● Food Safety 1. Install metal 1. Metal detector has been 1. Process Immediately after
Management detectors/X-ray
installed at the sugar manager the objective
System (FSMS) machines at
Number 03: Reduce packaging lines packing area 2. Food approval by CEO
foreign material (ISO 22000
a. Inspection and safety
incidents (e.g., metal, Clause 8.5.4).
plastic) in packaged 2. Conduct daily calibration of metal officer
sugar to 0.1% of sanitation audits detector will be done
total batches monthly. of packaging
areas. by the section to ensure
it working effectively
 and records will be
maintained
2. Sanitation audit will be
done at the packing section
as established checklist to
ensure compliance to
hygiene standards
● Food Safety Management 1. Conduct annual 1. supplier audits will 1. Food safety Immediately after
System (FSMS) Number supplier audits (ISO
be done team the objective
04: Ensure 100% of 22000 Clause 7.1.6).
sugarcane suppliers and 2. Develop a supplier a. sugar cane 2. Purchase approval by CEO
other consumables certification program
suppliers will Manager and
suppliers (processing aligned with ISO
chemicals, sugar bags, 22000 requirements. be audited Food safety
processing equipment’s) to
annually or team
ensure they meet food
safety criteria (e.g., no biannually by
banned pesticides) annually.
Food safety tem
b. other suppliers
such as process
chemicals,
equipment’s
and agric
chemical and
equipment
 supplier will be
audited
annually
2. Approved supplier
list, selection
criterial, and
evaluation plan will
be developed
● Food Safety Management 1. Test recall 1. Testing of recall 1. QA Manager Immediately after
System (FSMS) Number procedures
biannually (ISO procedures will be done & Food the objective
05:Achieve full batch
traceability from farm to 22000 Clause biannually safety team approval by CEO
customer within XX 8.4.2).
hours by implementing 2. Map supply chain 2. The list and map of all 2. QA Manager
tracking systems stakeholders for
rapid incident
supplier chain stake
response. holders will be prepared

● Food Safety Management 1. Analyze complaint 1. Complaint analysis will be Finance Manager, Immediately after
System (FSMS) Number trends monthly to
identify root done as per complain QA manager and the objective
06: Decrease food safety-
related complaints causes. handling procedure and Food safety team approval by CEO
by 30% year-on-year 2. Implement
through proactive risk corrective actions QA will ensure allocation
management. within 48 hours of
incident reporting
of budget for employee’s
(ISO 22000 Clause sugar inspector at sugar
10.1).
pacing at every shift to
 ensure quality sugar are
packed
2. Corrective actions will be
implemented as per
complain management
procedure
 Food Safety Management 1. Develop role-specific 1. Hygiene training 1. Food safety Immediately after
System (FSMS) Number training modules aligned
a. Training procedure offer the objective
07: Train 100% of staff in with ISO 22000 Clause 7.2.
food safety protocols (e.g., 2. Conduct competency prepared 2. HR Manager approval by CEO
allergen control, hygiene) by assessments biannually.
b. Training program and
December 2025.
modules will be
prepared
c. Evaluation will be done
as per training bi
annually
2. External training
As the need arises external
training will be done under
the coordination of HR
● Food Safety Management 1. Conduct monthly 1. Internal audit will be done Food safety team Immediately after
System (FSMS) Number internal audits (ISO
monthly by Food safety the objective
08: Pass all internal and 22000 Clause 9.2).
external ISO 22000 audits 2. Update FSMS
 with zero major non- documentation team approval by CEO
conformities by 2025. quarterly based on
2. Updates of documents will
audit findings.
be done quarterly as per
audit findings

● Food Safety Management 1. Monitor wastewater 1. Monitoring of waste water 1. SHEQ However the
System (FSMS) Number quality to prevent
quality is done legally by Manager consultant need to
09: Reduce water contamination (ISO
consumption in processing 22000 Clause 8.5). the government 2. QA manager, advise on how to
by 15% and energy use 2. Invest in energy-
2. Investing in energy Process achieve this
by 10% by 2025, aligning efficient equipment
food safety with without sufficient equipment Manager, E objective as was not
environmental best practices. compromising
a. Flow meter will be & Manager, so clear to Food
hygiene.
installed to water Mechanical safety team
treatment area to check Manager members
the water receiving
from the river
b. E & I manager to
ensure measuring of
electrical energy and
advise on deviations
c. New Boiler project will
reduce the challenges
of electrical
 fluctuations
d. Process manager to
ensure the cooling
tower is working to
ensure all the
condensed water is
returned to the process
operations to avoid
water wastage

● Food Safety Management 1. Review regulatory Regulatory requirement review SHEQ Manager and Immediately after
System (FSMS) Number updates quarterly and
will be done quarterly and the Food safety team the objective
10: Maintain 100% update FSMS
compliance with national accordingly. report will be shared to CEO approval by CEO
and international food safety 2. Submit compliance
regulations (e.g., CODEX, reports to
TBS, GCLA, TARI, management
TPHPA). biannually (ISO
22000 Clause 5.2.2).

Comments added from the documents review

1. On objectives

The department names have been renamed from

 a. Growing & Harvesting to Agriculture department
b. Processing, packaging, quality control, quality assurance, Sustainability & Processing to Factory department
c.Human resource to Humana resource and Admin department
d. Customer service, Procurement and logistics to Finance department
2. Cleaning and disinfection PRP
The changes have been made to
a.Production manager to factory manager who is the in charge of factory and will be responsible to ensure hygiene in factory
b. Finance Manager has been added as the in charge of sugar stores and general stores and will be responsible to ensure hygiene in sugar
stores and general stores
c.Quality assurance manager role has been replaced by SHEQ manager who is responsible for Monitoring of cleaning and disinfection to
ensures it done as per required standard
d. Supervisor role has been replaced by section heads who they will responsible to ensure cleaning and disinfection in their respective
sections
3. SWATO
No comments have been recommended in the documents however agreed that, the documents will be shared to ISO members for
comments

DATE OF THE NEXT MEETING

Next meeting, 03/06/2025, 0930hrs

Prepared by: Reviewed by: Approved by:
Mr. Johnson Steven Leonard Miss. Mwanamina Mkey Mr. Sanjeev Mishra
Food Safety Officer Food safety team leader CEO