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 15 March 2019

Time:                                   1pm

Venue:                                 Committee Room 2, 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

 

 

9 March 2019

 

 

 

Principal Advisor

Prue Norton

Acting 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

15 March 2019

 


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

15 March 2019

 

Part A           Matters Requiring a Council Decision

Part B           Reports for Information

Part C           Decisions Under Delegation

 

 

TABLE OF CONTENTS

 

C          1.        Apologies................................................................................................. 7

B         2.        Declarations of Interest.............................................................................. 7

C          3.        Confirmation of Previous Minutes................................................................. 7

B         4.        Public Forum............................................................................................ 7

B         5.        Deputations by Appointment....................................................................... 7

B         6.        Presentation of Petitions............................................................................ 7

Staff Reports

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

C          8.        Resolution to Exclude the Public................................................................ 35  

 

 


Health, Safety and Wellbeing Committee

15 March 2019

 

 

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, Safety and Wellbeing Committee meeting held on Friday, 7 December 2018  be confirmed (refer page 8).

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

15 March 2019

 

 

 

Health, Safety and Wellbeing Committee

Open Minutes

 

 

Date:                                     Friday 7 December 2018

Time:                                    9am

Venue:                                 Committee Room 2, 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

 

 

7 December 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/2018/00015

Committee Decision

That the apology from Mr Paul Coleman be accepted.

Councillor Gough/Mr Harrington                                                                                                                          Carried

 

2.   Declarations of Interest

Part B

There were no declarations of interest recorded.

3.   Confirmation of Previous Minutes

Part C

Committee Resolved HSCM/2018/00016

Committee Decision

That the minutes of the Health, Safety and Wellbeing Committee meeting held on Friday, 14 September 2018 be confirmed.

Councillor East/Councillor Keown                                                                                                                         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.   Health, Safety and Wellbeing

 

Committee Comment

The Committee considered the information in the Health, Safety and Wellbeing report and accepted the staff recommendations.

 

 

 

Committee Resolved HSCM/2018/00017

Part C

That the Health, Safety and Wellbeing Committee:

1.         Receives the information in this report.

Councillor Gough/Mr Harrington                                                                                                                          Carried

 

 

 

8     Resolution to Exclude the Public

 

Committee Resolved HSCM/2018/00018

Part C

That at 9:20am the resolution to exclude the public set out on pages 14 to 15 of the agenda be adopted.

Councillor Gough/Councillor East                                                                                                                            Carried

 

The public were re-admitted to the meeting at 9:38am.

 

   

Meeting concluded at 9:39am.

 

CONFIRMED THIS 15th DAY OF MARCH 2019

 

Councillor Jamie Gough

Chairperson

 


Health, Safety and Wellbeing Committee

15 March 2019

 

 

7.        Health, Safety and Wellbeing

Reference:

19/178837

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.         Receives the information in this report.

2.         Receives the information in Attachment A to this report relating to refreshing the Committee members’ awareness of Visible Leadership.

3.         Notes the opportunity for the Committee members to attend Visible Leadership training to build skills for effective visible leadership.

4.         Receives the presentation in Attachment B to this report on “What’s new in Health, Safety and Wellbeing”.

5.         Receives the letter at Attachment C confirming that the Council has sustained Tertiary Status through the ACC Accredited Employer Programme Audit for Workplace Safety Management Practices and Injury Management.

 

3.   Key Points

3.1       ACC Payroll Weekly Compensation Monitoring – Claims Management

3.1.1   On the 6th of December 2018 ACC carried out a monitoring exercise on the Council’s payroll calculations for Weekly Compensation.  The purpose of the monitoring is to determine if weekly compensation calculations are accurate and consistent.  Also to determine if the overall approach to the assessment, provision and evaluation of the payment of weekly compensation was effective and repeatable.

3.1.2   Five staff payroll files were selected for review.  Various formulas are used to calculate payments during different periods of incapacity after an injury.   If an employee returns to work on light/alternatives duties there is an abatement formula used to calculate earnings at this stage. 

3.1.3   A meeting is scheduled for 1 March with the ACC Auditor to discuss the outcome of the ACC Payroll Weekly Compensation monitoring results.

3.2       ACC Accredited Employer Programme Audit

3.2.1   On the 23-25 January 2019 the Council participated in the biennial ACC Accredited Employer Programme Audit for Workplace Safety Management Practices and Injury Management with the intent of sustaining Tertiary status.  The Council are pleased to report that we met the annual audit requirements at Tertiary level again. Attached is the letter of confirmation for ACC (Attachment C).             

3.2.2   The standard of the Audit this year had changed with a focus on the lifecycle of Hazard Identification, risk assessment and management.  The auditor was seeking evidence of effective management of workplace hazards and risks that is central to creating a safer and healthier working environment through:

·     A systematic approach

·     Informed advice

·     Understanding of the workplace and its hazards and risks

·     Joint accountability between Council and staff

·     Consultation, cooperation, coordination and communication with other PCBU’s

·     Ongoing review and evaluation of risk

·     Measured Outcomes

3.2.3   The Council needed to evidence that they look beyond the obvious hazards and risks and have identified and managed hazards or risks in job design, work organisation and issues facing staff who work alone or off-site,  inclusive of consulting and collaborating with other PCBU’s – Industry and Community Partners. 

3.2.4   The two sites chosen this year for participation in the audit were:

·     Taiora; and

·     Beckenham South Library.

3.2.5   A full audit of all 17 key elements was carried out at Taiora as the primary site.  The secondary site was Beckenham South Library where the auditor checked if systems and processes could be demonstrated - in place and effective. 

3.2.6   The audit also consisted of:

·     Case study interviews of three employees who had sustained an injury at work;

·     A management focus group; and

·     Two employee focus groups.

3.2.7   Taiora, Beckenham South Library Management and Staff and the Health, Safety and Wellbeing Team worked extremely hard to prepare for the audit. The staff at the sites demonstrated total commitment to the organisation’s Health, Safety and Wellbeing and presented their facilities with great pride. We appreciate their hard work leading up to the audit and their commitment to hosting the auditor and our team. 

3.2.8   A significant amount of evidence was collated for this particular audit due to the transitional phase the Council is currently experiencing with the development of new process and the software implementation.  We presented current and future planning and process development to show we had considered current standards and had improvement planning underway to meet the 2015 legislation and the new audit standards.  

3.2.9   The auditor was pleased to see that the Council is reviewing and improving its Health Safety and Wellbeing (HSW) practices and commended us on this work. He was impressed that critical HSW risk was documented in the organisation strategic risk register with plans and projects underway to manage the risk and documented milestone progress reporting.  Site registers reflected operational risk showing control methods and individual responsibly for the ongoing management of the risk.

3.2.10 We have received the auditor’s report, the auditor has indicated he will recommend to ACC that Council stay in the ACC Accredited Employer Programme at tertiary level.  We now need to wait for the final decision from ACC once they have considered the following additional organisational information:

·     The outcome of any monitoring results

·     Event and investigation records

·     Interest from Worksafe

·     Injury trends

·     Review outcomes

·     Formal and informal complaints

3.2.11 The Auditor identified four Safety Management improvement recommendations.  These are minor and have been actioned:

·     Check the organisations risk matrix to determine if the risk score for minor injuries and fatal injuries are appropriate.  This has been reviewed and deemed appropriate based on the analysis of the likelihood and severity of each event.  Action Completed.

·     Beckenham South Library needs to ensure that Health Safety and Wellbeing meeting minutes are readily available for staff.  Action Completed.

·     Taiora – Shelving in the office areas needs to be secured to the wall or floor. A Works order has been raised for this.

·     Taiora – Some electrical appliances and leads in the pool storage room possibly owned by cleaning contractors need tested and tagged. Works order has been raised for this.

3.3       Health, Safety & Wellbeing Project

3.3.1   What’s new?

·     A logo has been created for the new HSW System - 

·     A presentation will be provided (Attachment B) on what is new in Health Safety and Wellbeing (HSW), including the scope for the launch of the new HSW HUB, processes and the new HSW Software.

3.4       Setting Expectations – getting involved

3.4.1   In March 2019 the Visible Leadership function of the software will be available to Council Senior Leaders/Team Leaders, including Elected Members.  This function will allow leaders to record and report positive observations, improvement opportunities and their attendance at HSW meetings and seminars.  Improvement opportunities will provide the ability to create actions.

3.4.2   Over a period of time we will work with the HSW Committee of Council members to develop a new Dashboard inclusive of the visible leadership analytics.       

3.4.3   Questions have been developed to support you when engaging with staff and contractors, these are prompts only, and you can choose which questions reflect the situation/environment that you are visiting.  Prompt cards are now available for you.

 

 

3.5       Building Skills for effective Visible Leadership

3.5.1   We would like to offer you the opportunity to attend a workshop that will enable you to be a visible and effective leader in HSW.  The workshop will show you how to complete meaningful walk-arounds.  It will take you through the circle of influence and control, how to coach for improvement, how to demonstrate behaviours that lead change through “walking the talk”.  You will be provided with tools, conversation starters and an understanding of your responsibilities as a good leader in HSW.

 

 

Attachments

No.

Title

Page

a

Visible Leadership Refresh your awareness

15

b

Health Safety  Wellbeing Committee of Council Presentation What's New 2019

16

c

AEP2018-2019 Chch CC Annual Audit Acceptance Letter

34

 

 

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

15 March 2019

 

PDF Creator


 


Health, Safety and Wellbeing Committee

15 March 2019

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Health, Safety and Wellbeing Committee

15 March 2019

 

PDF Creator 

 


Health, Safety and Wellbeing Committee

15 March 2019

 

 

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

15 March 2019

 

 

 

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 - 7 December 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