Health and Safety Committee

Agenda

 

 

Notice of Meeting:

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

 

Date:                                     Friday 15 December 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

Mr Murray Harrington

Mr Paul Coleman

 

 

15 December 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

15 December 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

15 December 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.       Public Forum.................................................................................................................... 6

B       5.       Deputations by Appointment........................................................................................ 6

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

STAFF REPORTS

B       7.       Quarterly Health, Safety and Wellbeing Update........................................................ 11

C       8.       Resolution to Exclude the Public................................................................................. 19  

 

 


Health and Safety Committee

15 December 2017

 

 

1.   Apologies

At the close of the agenda no apologies had been received.

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, 15 September 2017 be confirmed (refer page 7).

4.   Public Forum

There will be no public forum at this meeting

5.   Deputations by Appointment

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

6.   Petitions

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


Health and Safety Committee

15 December 2017

 

 

 

Health and Safety Committee

Open Minutes

 

 

Date:                                     Friday 15 September 2017

Time:                                    9:02am

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

 

 

Present

Chairperson

Deputy Chairperson

Members

Councillor Jamie Gough

Councillor David East

Councillor Aaron Keown

Mr Murray Harrington

Mr Paul Coleman

 

 

15 September 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

There were no apologies.

2.   Declarations of Interest

Part B

There were no declarations of interest recorded.

3.   Confirmation of Previous Minutes

Part C

Committee Resolved HSCM/2017/00005

Committee Decision

That the minutes of the Health and Safety Committee meeting held on Friday, 30 June 2017 be confirmed.

Councillor Keown/Councillor East                                                                                                                         Carried

 

4.   Deputations by Appointment

Part B

There were no deputations by appointment.

5.   Presentation of Petitions

Part B

There was no presentation of petitions.

 

6.   Quarterly Health, Safety and Wellbeing Update

 

Committee Comment

The Committee considered the information in the report and requested a briefing on the Asbestos Project to its next meeting.

 

Staff Recommendations

That the Health and Safety Committee:

1.         Receive and consider the information in this report.

 

Committee Resolved HSCM/2017/00006

Part C

That the Health and Safety Committee:

1.         Receive and consider the information in this report.

2.       Requests a briefing on the Asbestos Project to its next meeting.

Councillor East/Councillor Keown                                                                                                                         Carried

 

 

 

7     Resolution to Exclude the Public

 

Committee Resolved HSCM/2017/00007

Part C

That at 9:20am the resolution to exclude the public set out on pages 18 to 19 of the agenda be adopted.

Councillor Gough/Councillor Keown                                                                                                                      Carried

 

The public were re-admitted to the meeting at 10:11am.

   

Meeting concluded at 10:12am.

 

CONFIRMED THIS 15th DAY OF DECEMBER 2017

 

Councillor Jamie Gough

Chairperson

 


Health and Safety Committee

15 December 2017

 

 

7.        Quarterly Health, Safety and Wellbeing Update

Reference:

17/1335086

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

Asbestos Management Project

3.1       Council is currently developing a framework, process and procedure for managing asbestos containing materials (ACMs) in buildings and structures.  Council controls 2282 buildings and structures and recognises that some sites, and/or plant equipment within the sites are more likely to contain ACMs than others.  Council recognises that it does need to know the specific locations of ACMs and the condition and risk presented by the ACMs.  Council aims to carry out surveys in a cost effective way to gather the appropriate level of information to allow it to:

3.1.1   comply with legislation

3.1.2   ensure users, staff and maintenance providers are adequately informed of risks; and

3.1.3   develop management plans for identified ACMs

To achieve this Council requires:

3.1.4   a scope for the approach to survey all its built assets

3.1.5   funding to undertake asbestos surveys of all Council buildings including plant and equipment located within the buildings

3.1.6   development of a prioritisation matrix to carry out asbestos surveys over a five year period

3.1.7   development of a plan for the completion of asbestos surveys

3.1.8   once the buildings are surveyed a plan will be developed to manage the assets identified as posing an asbestos risk.

A further update will be provided at the meeting from members of the Asbestos Management Steering Board.

Council Wellbeing Group

3.2       To increase awareness of Wellbeing at Council a Wellbeing Group has recently been formed to ensure a successful and sustainable wellbeing programme, enabling staff to be more involved in designing and implementation of wellbeing activities that are important to them.  The group is made up of volunteer staff across business groups with a wide variety of skills, enthusiasm and passion for wellbeing.    The group will liaise with the People and Culture committee and the Health & Safety Committees along with health organisations and external advisors in Canterbury.

3.3       The Mental Health Awareness Week from 9 – 15 October was promoted to staff via posters, screen savers and communications from Karleen Edwards.  The focus of the week was “Nature is Key – unlock your wellbeing”.

3.4       Refer to the attached Health Safety and Wellbeing Newsletter attached for further information related to Wellbeing for our staff.

Health, Safety and Wellbeing Software procurement and process update

3.5       Pre-design workshops with the H&S team, IT services and the potential software supplier took place from 24-26 October to work through the requirements and details of the key features.

3.6       Contract negotiations are underway before the project can proceed to delivery and implementation of the new software.

3.7       Promapp process mapping for health, safety and wellbeing processes and procedures is underway with 20 draft process maps/procedures developed out of the 41 identified for development and implementation.  These process maps, procedures and associated protocols will align with the implementation of the health, safety and wellbeing software and an update of the Hub information.  The project roll out has been prioritised and will be completed in phases.  The first phase functions to be rolled out will be Incident Reporting, Investigation, Hazard/Risk Management, Visible Leadership, Hazardous Substances and Safety Alerts.

Health, Safety and Wellbeing Engagement and Participation

3.8       Following consultation with ELT, Unions and the Health and Safety network – the Health, Safety and Wellbeing (HSW) Participation and Engagement Protocol is expected to be formally signed in December.  The purpose of the protocol is to maintain and improve HSW at Council by promoting consultation, co-operation and co-ordination between Council, staff members, volunteer workers, unions, and other industry and community partners conducting a business or undertaking (PCBU’s). It is to ensure that all staff members and other workers are provided so far as reasonably practicable the opportunity to be actively engaged in the ongoing development of a healthy and safe workplace. The principle is that each of us is expected to share in the commitment to Health, Safety and Wellbeing, with consultation being a two way process.

3.9       The existing structure of health and safety committees will continue with current committee members becoming Health, Safety and Wellbeing Champions.  New to this current committee structure will be the proposed nomination or election of 35 Unit Health, Safety & Wellbeing Representatives.  These representatives will be provided with the opportunity to formalise their role by attending training (NZQA unit standard 29315) for the role and functions of the HSW Representative.   The Unit HSW Committees will report into Group HSW Committees and then to the Council Health, Safety & Wellbeing Network Committee.  The nomination process for Unit Health, Safety & Wellbeing representatives will be started in the New Year.

Engaging with Industry and Community Partners

3.10    Council continues to engage with the Business Leaders’ Health and Safety Forum, Canterbury Safety Charter, Canterbury Councils HSW Advisors Group and Christchurch City Holdings Limited (CCHL) safety forum.  A new initiative is underway with the Citizens & Community Group and Reserve Management Committees to support the members with the development of HSW documentation and provision of training.  Lyttleton Reserves Management Committee are willing to pilot the developed process/procedures.

 

 

 

 

 

Attachments

No.

Title

Page

a

Health, Safety & Wellbeing Newsletter - December 17

14

 

 

Signatories

Author

Sharon Butt - Manager Health and Safety

Approved By

Emma Davis - Head of Human Resources

Brendan Anstiss - General Manager Strategy and Transformation

  


Health and Safety Committee

15 December 2017

 

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Health and Safety Committee

15 December 2017

 

 

8.    Resolution to Exclude the Public

Section 48, Local Government Official Information and Meetings Act 1987.

 

I move that the public be excluded from the following parts of the proceedings of this meeting, namely items listed overleaf.

 

Reason for passing this resolution: good reason to withhold exists under section 7.

Specific grounds under section 48(1) for the passing of this resolution: Section 48(1)(a)

 

Note

 

Section 48(4) of the Local Government Official Information and Meetings Act 1987 provides as follows:

 

“(4)     Every resolution to exclude the public shall be put at a time when the meeting is open to the public, and the text of that resolution (or copies thereof):

 

             (a)       Shall be available to any member of the public who is present; and

             (b)       Shall form part of the minutes of the local authority.”

 

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public are as follows:


Health and Safety Committee

15 December 2017

 

 

 

ITEM NO.

GENERAL SUBJECT OF EACH MATTER TO BE CONSIDERED

SECTION

SUBCLAUSE AND REASON UNDER THE ACT

PLAIN ENGLISH REASON

WHEN REPORTS CAN BE RELEASED

9

Health and Safety Dashboard Report

s7(2)(a)

Protection of Privacy of Natural Persons

To protect the privacy of natural persons affected by health and safety incidents

Private details of natural persons affected by health and safety incidents should never be released