Health, Safety and Wellbeing Committee

Agenda

 

 

Notice of Meeting:

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

 

Date:                                     Friday 14 September 2018

Time:                                    9am

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

 

 

10 September 2018

 

 

 

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, Safety and Wellbeing Committee

14 September 2018

 

Health, Safety and Wellbeing 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, Safety and Wellbeing 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, Safety and Wellbeing Committee

14 September 2018

 

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

C       7.       Health, Safety and Wellbeing....................................................................................... 11

C       8.       Resolution to Exclude the Public................................................................................. 20  

 

 


Health, Safety and Wellbeing Committee

14 September 2018

 

 

1.   Apologies

An apology has been received from Councillor Gough.

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, Safety and Wellbeing Committee meeting held on Thursday, 31 May 2018  be confirmed (refer page 7).

4.   Public Forum

A period of up to 30 minutes may be available for people to speak for up to five minutes on any issue that is not the subject of a separate hearings process.

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, Safety and Wellbeing Committee

14 September 2018

 

 

 

Health, Safety and Wellbeing Committee

Open Minutes

 

 

Date:                                     Thursday 31 May 2018

Time:                                    2pm

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

 

 

Present

Deputy Chairperson

Members

Councillor David East

Councillor Aaron Keown

Mr Paul Coleman

 

 

31 May 2018

 

 

 

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/2018/00009

That the apologies from Councillor Gough and Mr Murray Harrington be accepted.

Mr Coleman/Councillor Keown                                                                                                                             Carried

 

2.   Declarations of Interest

Part B

There were no declarations of interest recorded.

3.   Confirmation of Previous Minutes

Part C

Committee Resolved HSCM/2018/00010

Committee Decision

That the minutes of the Health, Safety and Wellbeing Committee meeting held on Friday, 9 March 2018 be confirmed.

Councillor Keown/Mr Coleman                                                                                                                             Carried

 

4.   Public Forum

Part B

There were no public forum presentations.

5.   Deputations by Appointment

Part B

There were no deputations by appointment.

6.   Presentation of Petitions

Part B

There was no presentation of petitions.

 

7.   Quarterly Health, Safety and Wellbeing Update

 

Committee Comment

The Committee considered the information in the Quarterly Health, Safety and Wellbeing Update report and accepted the staff recommendations without change.

 

 

 

Committee Resolved HSCM/2018/00011

Part C

That the Health, Safety and Wellbeing Committee:

1.         Receive the information in this report.

Mr Coleman/Councillor Keown                                                                                                                             Carried

 

 

 

8     Resolution to Exclude the Public

 

Committee Resolved HSCM/2018/00012

Part C

That at 2:22pm the resolution to exclude the public set out on pages 17 to 18 of the agenda be adopted.

Councillor East/Mr Coleman                                                                                                                                     Carried

 

The public were re-admitted to the meeting at 2:42pm.

 

   

Meeting concluded at 2:43pm.

 

CONFIRMED THIS 14th DAY OF SEPTEMBER 2018

 

Councillor DAVID EAST

DEPUTY Chairperson

 


Health, Safety and Wellbeing Committee

14 September 2018

 

 

7.        Health, Safety and Wellbeing

Reference:

18/848362

Presenter(s):

Sharon Butt – Health and Safety Manager

 

 

1.   Purpose of Report

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

2.   Staff Recommendations

That the Health, Safety and Wellbeing Committee:

1.         Receive and consider the information in this report.

3.   Key Points

3.1       Health, Safety and Wellbeing Software

3.1.1      The Health, Safety and Wellbeing (HSW) Team attended four design workshops with Noggin (the software Vendor) during July and August. Elements covered were:

Key Element

Key Element

Phase 1 delivery – Dec 2018/Jan 2019

Phase 2 delivery – June 2019

User requirements, security, assets and dashboard reporting

Contractor Management;

·      Worker Competency

Contractor Management, inclusive of;

·    Monthly KPI (Event) reporting

·    Site Assessments

·    Post contract evaluation

Hazard & Risk Management

Event Reporting (Accidents, Incidents, Near Misses and Illness)

Community Event Management

Visible Leadership - (Observations/Improvement Opportunities)

Permit To Work

Event Investigation (5 Whys & ICAM)

Job Safety Analysis (JSA)

 

 

PPE, First Aid and Hazardous Substance Registers

Ergonomic Assessments

Safety Alerts

Health Monitoring

ACCPP Self-Assessment Form

HSW Meetings

Office Checklist

Rehabilitation Plans

3.1.2      All of the above elements in Phase 1 are planned for go live in December 2018/January 2019, subject to milestones being met.  Phase 2 of the project, has a planned go live date of June 2019.

3.1.3      Development of Process Maps, procedures and collateral for the above features are on track, as per the above mentioned phased rollout.

3.2       Initiative - Reserve Management Committees

3.2.1   The Citizens and Community Health and Safety Advisor has been working with Parks Staff and Reserve Management Committee (RMC) members to create practical operational documentation to manage risk associated to working with Volunteers during field work.

3.2.2   The Advisor and Park Ranger presented to the Lyttelton Committee the principles, objectives and benefits of creating a safe system of work.  The Committee agreed to be a pilot group to improve their Health, Safety and Wellbeing practices. The objective is to ensure Committees have planned well to identify and manage the risks associated with their work environments, tasks, volunteer’s health, capabilities and competencies.  The presentation was well received and the following documents were drafted for review and implementation:

·     Project Process Flowchart

·     Safe Work Method Statements

·     Risk Assessments and Reporting and escalation processes

·     Volunteer Registration/Attendance Form

·     Volunteer Induction Guidelines

 

3.2.3   Recently the Advisor attended a Saturday planting day to assess how Health and Safety is managed by the Committee in the field.  Observations from this exercise will be shared with the Committee and improvement opportunities will be applied to the draft processes for implementation.

3.2.4   The Advisor and Parks Ranger have consulted with the Training and Safety Manager of Conservation Volunteers New Zealand (CVNZ) to align and integrate their principles with Council systems and the CVNZ training programme.  Once this is complete a programme for training will be implemented for the RMC members.

3.3       Initiative - Recreation and Sports Units

3.3.1   The Advisor and Recreation and Sports Unit Leaders have embarked on a review of their Health and Safety Risk Management.  The Advisor has provided coaching to team leaders on the benefits of risk management and how it plays a crucial part in improvement of operational activities and risk management.

3.3.2   RSU leaders have committed to a timeline to develop Health and Safety Risk Registers.  The first draft of these are completed and are under review. 

3.3.3   These risk registers will aim to be completed for uploading into the Hazard/Risk Management function of the new software.

3.4       Project - Asbestos Steering Group update

3.4.1   This project was an Executive Leadership Team (ELT) initiative sponsored by the GM of City Services

3.4.2   An Asbestos Management Protocol and Process maps have been developed for the following;

·     Reporting of Suspected Asbestos

·     Reporting of Suspected Asbestos in Soil

·     Develop an Asbestos Management Plan

·     Working With and In Areas containing Asbestos

·     Health Monitoring

·     Permit to Work

·     FAQ’s

 

3.4.3   Information is now live on the Hub (Intranet).

3.4.4   A communication plan is under development and an awareness forum for managers and staff on the new processes and the ongoing surveys and management plans will be completed in October.  This forum will also include a presentation on Asbestos, where it may be found and what it might look like by Hazardous Substance Specialists – Chemsafety.

3.4.5   An Asbestos Register has been incorporated in Council’s Systems, Applications & Products (SAP) asset database. 

3.4.6   Procurement documentation has been reviewed and updated to reflect purchasing rules.

3.4.7   Review of asset records is underway to establish what assets have existing asbestos records associated to them. 

3.4.8   An asset risk management approach has been applied to develop a prioritisation strategy for survey completion. The approach is based on:

·     Asset use

·     Construction/Refurbishment date

·     Known Asbestos presence

·     Regularity of use/how often is the asset accessed

·     Asset Condition

 

3.4.9   The project now in operational phase has been handed over to an operational working group led by the Facilities Team to implement the above processes/systems. This group will coordinate the completion of Asbestos Management Surveys based on the prioritisation strategy over an agreed period of time.  As the survey results are received, strategies will be put in place to manage associated risk dependent on the condition of the asbestos, if located. Asbestos Management Plans will be developed for each asset and held against the asset in SAP for the information of staff and contractors when work is to be carried out.

3.5       Project - Hazardous Substances Working Group

3.5.1   This project is also an ELT initiative sponsored by the GM of Corporate Services.

3.5.2   An organisational Hazardous Substances Working Group has been established to develop across Council approach to managing and monitoring hazardous substances.  It is anticipated it will follow a similar approach to the Asbestos Management risk planning and implementation of process.  Updates will be provided as the work programme progresses.

3.6       Project - Engagement and Participation

3.6.1   A nomination process was held during June and July, proposing a minimum of 35 Health Safety and Wellbeing Representatives (HSWR’s) nominated across Business Groups.  There were 47 HSWR’s successfully nominated who have now attended internal information forums and are registered to attend Stage 1 HSWR Training by the Chamber of Commerce in September and October.  The new committee structure is set up and a plan is in place to hold the first meetings under the new structure.  It is anticipated by the end of 2018 the 6 Business Group and the HSW Network Committees would have met.  They will focus on the objectives of the terms of reference requirements with a view of monitoring the achievements of the 5 Year HSW Plan and Business Group HSW initiatives and improvement opportunities.

3.7       Health, Safety & Wellbeing Newsletter

3.7.1   The July 2018 HSW Newsletter is attached for your information, (Attachment A).

 

 

Attachments

No.

Title

Page

a

Health, Safety & Wellbeing Newsletter - July 2018

15

 

 

Signatories

Author

Sharon Butt - Manager Health and Safety

Approved By

Prue Norton - Acting Head of Human Resources

Brendan Anstiss - General Manager Strategy and Transformation

  


Health, Safety and Wellbeing Committee

14 September 2018

 

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Health, Safety and Wellbeing Committee

14 September 2018

 

 

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, Safety and Wellbeing Committee

14 September 2018

 

 

 

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

Public Excluded Health, Safety and Wellbeing Committee Minutes - 31 May 2018

 

 

Refer to the previous public excluded reason in the agendas for these meetings.

 

10

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