Health and Safety Committee

Agenda

 

 

Notice of Meeting:

An ordinary meeting of the Health and Safety Committee will be held on:

 

Date:                                     Friday 30 June 2017

Time:                                    1pm

Venue:                                 Committee Room 1, Level 2, Civic Offices,
53 Hereford Street, Christchurch

 

 

Membership

Chairperson

Deputy Chairperson

Members

Councillor Jamie Gough

Councillor David East

Councillor Aaron Keown

 

 

26 June 2017

 

 

 

Principal Advisor

Emma Davis

Head of Human Resources

 

Mark Saunders

Committee and Hearings Advisor

941 6436

mark.saunders@ccc.govt.nz

www.ccc.govt.nz

Note:  The reports contained within this agenda are for consideration and should not be construed as Council policy unless and until adopted.  If you require further information relating to any reports, please contact the person named on the report.
To view copies of Agendas and Minutes, visit:
https://www.ccc.govt.nz/the-council/meetings-agendas-and-minutes/

 


Health and Safety Committee

30 June 2017

 

Health and Safety Committee - Terms of Reference

 

 

Chair

Councillor Gough

Membership

Councillor East (Deputy Chair), Councillor Keown, 2 External Members

Quorum

Half of the members if the number of members (including vacancies) is even, or a majority of members if the number of members (including vacancies) is odd.

Meeting Cycle

Meetings will be held at least quarterly

Reports To

Council

 

Purpose:

Maintain and continually improve Health, Safety & Wellbeing by promoting consultation, co-operation and coordination between Management and Council. Ensuring active engagement in the ongoing development of a health, safety and wellbeing programmes.

 

Objective:

The role of the Health and Safety Committee of Council (Committee) is to assist Council to provide leadership in discharging its health and safety management responsibilities within the organisation.

 

Secretarial and Meetings:

1.      The committee may have in attendance such members of management, including the Chief Executive and such other persons as it considers necessary to provide appropriate information and explanations.

2.      Meetings shall be held at least quarterly. Further meetings will be arranged on an as-needed basis.

3.      The Chair of the Committee will report all recommendations, key issues and findings to the Council.

 

Responsibilities:

To assist the Council in discharging its due diligence responsibilities as a Person Conducting a Business or Undertaking (PCBU), by taking reasonably practicable steps to understand the health and safety risks, and ensure that they are managed so that the organisation meets its legal obligations.

1.      Review and monitor the robustness of the organisation’s health, safety and wellbeing risk management framework.

2.      Seek assurance that the organisation is effectively structured to manage health and safety risks.

3.      Review progress with completion of organisational Health and Safety Plan objectives.

4.      Monitor compliance with policies and relevant legislation.

5.      Seek assurance that systems used to identify and manage health and safety hazards and risk are fit for purpose, effectively implemented, regularly reviewed and continuously improved.

6.      Ensure that the Council is properly and regularly informed and updated on matters relating to health and safety risks.

7.               Enquire as to the steps management have taken to embed a proactive culture through engagement with workers and provide reasonable opportunities for workers to participate in health, safety & wellbeing.

8.      Seek assurance that Council are working in partnership so far as reasonably practical with other PCBU’s as a primary duty of care to ensure the health and safety of workers.

9.      Seek advice periodically from internal and external auditors regarding the effectiveness and completeness of the health and safety systems.

10.             Ensure management are keeping the Committee fully appraised of all independent sources of assurance, via the health and safety framework including any internal or external audits undertaken.

11.   Consider whether appropriate actions are being taken by management to mitigate Council’s significant health and safety risks.

12.   Ensure that management is kept appraised of the Council’s governance body’s views on health and safety issues.

13.   Any other duties and responsibilities which have been assigned to it from time to time by the Council.

Appointment Process for External Members:

Principles:

The following principles guide the appointment process for External Members of the Committee:

1.      The Head of Human Resources will provide candidates to the Chief Executive and GM Strategy & Transformation Office for consideration.

2.      The Chair of the Committee and Chief Executive will endorse the nominations, if appropriate.

3.      Candidates will be contacted at the appropriate time to confirm their willingness to serve for the term for which External Members are appointed as set out below. If they are willing to serve, independence and confidentiality requirements and a background check will be conducted. They will also be informed of Council policies.

4.      The Chair of the Committee and the Health and Safety Manager or Head of Human Resources will review the candidates to develop a shortlist by assessing the following:

o    Professional credentials and relevant experience

o    Their understanding of current Health and Safety legislative requirements

o    Experience with prevention, and response to compliance risks; education, auditing and monitoring concepts

o    Experience overseeing or assessing the performance of organisations with respect to their health and safety compliance or risk function

o    Understanding implications for compliance and culture in a changing regulatory environment

o    Potential conflicts for the candidate

o    Affiliations or connections with the Council and its related entities

o    Reference and background check reports

5.      The results of the review of the candidates will be reported to the Committee’s External Members Appointments Panel, who will select from the shortlist which External Members are appointed to the Committee.

Term:

·      External Members of the Committee will be appointed for a term of three years (subject to the terms their contract and the Council failing to resolve anything that would by implication necessarily shorten that term).  The term for External Members shall, unless the Chief Executive specifies otherwise, begin on 1 April following the Triennial elections and end on 31 March three years later to provide continuity for the Committee over the initial months of a new Council.

 

·      External Members are eligible for re-appointment by the Committee’s External Members Appointments Panel for one further term. However, the Council may approve the re-appointment of External Members for any number of subsequent terms to ensure continuity of knowledge.

 

Delegations

 

External Members Appointments Panel:

 

·         The Committee delegates to its External Members Appointments Panel (Panel) the authority to consider shortlisted candidates for appointment as the External Members of the Committee and to appoint 2 External Members.

 

·         The Chair of the Panel shall be the Chair of the Committee, and the further members of the Panel shall be the elected members of the Committee.

 

·         The quorum of the Panel shall be half of the members if the number of members (including vacancies) is even, or a majority of members if the number of members (including vacancies) is odd.

 


Health and Safety Committee

30 June 2017

 

Part A        Matters Requiring a Council Decision

Part B         Reports for Information

Part C         Decisions Under Delegation

 

 

TABLE OF CONTENTS

 

C       1.       Apologies.......................................................................................................................... 6

B       2.       Declarations of Interest................................................................................................... 6

C       3.       Confirmation of Previous Minutes................................................................................. 6

B       4.       Deputations by Appointment........................................................................................ 6

B       5.       Presentation of Petitions................................................................................................ 6

STAFF REPORTS

C       6.       Quarterly Health, Safety and Wellbeing Update........................................................ 11   

 

 


Health and Safety Committee

30 June 2017

 

 

1.   Apologies

2.   Declarations of Interest

Members are reminded of the need to be vigilant and to stand aside from decision making when a conflict arises between their role as an elected representative and any private or other external interest they might have.

3.   Confirmation of Previous Minutes

That the minutes of the Health and Safety Committee meeting held on Friday, 24 March 2017 be confirmed (refer page 7).

4.   Deputations by Appointment

There were no deputations by appointment at the time the agenda was prepared. 

5.   Presentation of Petitions

There were no petitions received at the time the agenda was prepared.  


Health and Safety Committee

30 June 2017

 

 

 

Health and Safety Committee

Open Minutes

 

 

Date:                                     Friday 24 March 2017

Time:                                    9:06am

Venue:                                 Committee Room 2, Level 2, Civic Offices,
53 Hereford Street, Christchurch

 

 

Present

Chairperson

Deputy Chairperson

Members

Councillor Jamie Gough

Councillor David East

 

 

24 March 2017

 

 

 

Principal Advisor

Emma Davis

Head of Human Resources

 

Mark Saunders

Committee and Hearings Advisor

941 6436

mark.saunders@ccc.govt.nz

www.ccc.govt.nz

To view copies of Agendas and Minutes, visit:
www.ccc.govt.nz/Council/meetingminutes/agendas/index

 


Part A        Matters Requiring a Council Decision

Part B         Reports for Information

Part C         Decisions Under Delegation

 

 

 

The agenda was dealt with in the following order.

1.   Apologies

Part C

Committee Resolved HSCM/2017/00001

That the apology from Councillor Keown be accepted.

Councillor East/Councillor Gough                                                                                                                         Carried

 

2.   Declarations of Interest

Part B

There were no declarations of interest recorded.

 

3.   Deputations by Appointment

Part B

There were no deputations by appointment.

4.   Presentation of Petitions

Part B

There was no presentation of petitions.

 

5.   Health and Safety Committee - Terms of Reference

 

Committee Comment

1.         The Staff Recommendations were accepted by the Committee.

 

Committee Decided HSCM/2017/00002

Committee

Part A

That the Health and Safety Committee recommends that the Council:

1.         Receives the information in this report.

2.         Adopts the Terms of Reference for the Council as set out in Attachment A.

3.         Notes that Council staff will work with the Chair of the Committee to carry out the Committee’s responsibilities and activities as per the Terms of Reference.

4.         Approves the establishment of an External Members Appointments Panel in accordance with the delegations set out within Attachment A.

5.         Notes that Council staff will work with the Chair of the Panel to carry out the Panel’s responsibility to appoint external members to the Committee as per the Committee’s Terms of Reference.

Councillor East/Councillor Gough                                                                                                                         Carried

 

 

   

Meeting concluded at 9:17am.

 

CONFIRMED THIS 30th DAY OF JUNE 2017

 

Councillor Jamie Gough

Chairperson

   


Health and Safety Committee

30 June 2017

 

 

6.        Quarterly Health, Safety and Wellbeing Update

Reference:

17/563706

Contact:

Sharon Butt

Sharon.butt@ccc.govt.nz

941 5472

 

 

1.   Purpose of Report

1.1       The purpose of this report is to inform the Health and Safety Committee of Council of Health, Safety & Wellbeing matters at Christchurch City Council.

 

2.   Staff Recommendations

That the Health and Safety Committee:

1.         Receive and consider the information in this report.

 

 

3.   Key Points

3.1       Christchurch City Council’s Executive Leadership Team are committed to leading the Health, Safety & Wellbeing of staff, contractors and visitors with a focus on putting in place consistent practices and approaches across the organisation to ensure our commitment to create “a safe and healthy workplace”.  Council have developed a framework, providing clear health, safety & wellbeing (HSW) objectives and a performance criteria for its HSW risk landscape to be governed by Council’s Health, Safety & Wellbeing Charter (Attachment A), Policy (Attachment B), Roles and Responsibilities (Attachment C), and the 5 year Health, Safety & Wellbeing Plan (Attachment D).

3.2       The 5 Year Health, Safety & Wellbeing Plan was signed off by ELT early 2017.  It is based on five key elements that form our framework.  They are:

·   Leadership & Culture requires visible and engaged leadership, inclusive of a caring culture. This leg of the journey encourages personal responsibility and corporate action.

·   Competent, engaged people ensures that all employees, contractors and community partners have the skills, knowledge and experience to carry out their roles/tasks in a healthy safe manner.

·   Managing risks through the implementation of a health and safety management system will rationalise our organisational procedures and processes to create systems of work that are risk-based and pragmatic for our workforce and community.

·   Measuring Performance through the use of our framework and assurance programme, data collected will be used to check the validity of our risk controls and inform our risk management strategies.

·   Engaging Partners including Persons Conducting a Business or Undertaking (PCBU) and Community Event Partners.

ELT have sponsored the five key risk element objectives and a defined priority of milestone deliverables will be reported on a quarterly basis to ELT to monitor the progress of actions.

3.3       ELT receive weekly and monthly updates on the progress of current HSW risk issues and the progress of HSW Risk projects e.g. Community Events, Contractor Management, Asbestos, Wellness and Software, Process and Procedure development.  A dashboard of key performance indicators is published monthly to ELT. Options for reporting will be discussed with the Committee.

 

Attachments

No.

Title

Page

a

HSW Charter

13

b

HSW Policy

14

c

HSW Roles & Responsibilities

15

d

5 Year HSW Plan

16

 

 

Signatories

Author

Sharon Butt - Manager Health and Safety

Approved By

Emma Davis - Head of Human Resources

Brendan Anstiss - General Manager Strategy and Transformation

  


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