Health, Safety and Wellbeing Committee

Agenda

 

 

Notice of Meeting:

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

 

Date:                                    Wednesday 4 December 2019

Time:                                   9am

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

 

 

Membership

Chairperson

Members

Councillor James Gough

Councillor Sam MacDonald

Councillor Phil Mauger

Mr Murray Harrington

Mr Paul Coleman

 

 

29 November 2019

 

 

 

 

Principal Advisor

Brendan Anstiss

General Manager Strategy & Transformation

 

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

04 December 2019

 


Health, Safety and Wellbeing Committee - Terms of Reference / Ngā Ārahina Mahinga

 

 

Chair

Councillor Gough

Membership

Councillor MacDonald

Councillor Mauger

 

2 External Members:

Mr Murray Harrington

Mr Paul Coleman

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

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:

·         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.

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

·         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.

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

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

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

·         Monitor compliance with policies and relevant legislation.

·         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.

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

·         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.

·         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.

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

·         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.

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

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

·         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:

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

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

·         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.

·         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

·         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

04 December 2019

 

Part A           Matters Requiring a Council Decision

Part B           Reports for Information

Part C           Decisions Under Delegation

 

 

TABLE OF CONTENTS

 

C          1.        Apologies / Ngā Whakapāha........................................................................ 7

B         2.        Declarations of Interest / Ngā Whakapuaki Aronga......................................... 7

B         3.        Public Forum / Te Huinga Whānui................................................................ 7

B         4.        Deputations by Appointment / Ngā Huinga Whakaritenga............................... 7

B         5.        Presentation of Petitions / Ngā Pākikitanga.................................................. 7

Staff Reports

C          6.        Health, Safety and Wellbeing Quarterly Report............................................. 9

C          7.        Health, Safety and Wellbeing Dashboard Report.......................................... 39   

 

 


Health, Safety and Wellbeing Committee

04 December 2019

 

 

1.   Apologies / Ngā Whakapāha  

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

2.   Declarations of Interest / Ngā Whakapuaki Aronga

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.   Public Forum / Te Huinga Whānui

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.

4.   Deputations by Appointment / Ngā Huinga Whakaritenga

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

5.   Petitions / Ngā Pākikitanga  

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

 


Health, Safety and Wellbeing Committee

04 December 2019

 

 

6.     Health, Safety and Wellbeing Quarterly Report

Reference / Te Tohutoro:

19/1331467

Presenter(s) / Te kaipāhō:

Manager Health and Safety – Sharon Butt

 

 

1.   Purpose of Report / Te Pūtake Pūrongo

1.1       The purpose of this report is to inform the Health, Safety and Wellbeing Committee of health, safety and wellbeing (HSW) matters at Christchurch City Council.

 

2.   Staff Recommendations / Ngā Tūtohu

That the Health, Safety and Wellbeing Committee:

1.         Receive the Health, Safety and Wellbeing Quarterly report.

3.   Mental Health Awareness Week

3.1       Good mental health and overall wellbeing is worth treasuring.  Supporting this goal, the Council Wellbeing Group organised various activities throughout September and encouraged staff to explore their way to wellbeing (culminating with Mental Health Awareness week in late September).   The HSW Newsletter – (Attachment B) includes a number of highlights of the activities and opportunities providing for our staff during this period.  The week was extremely successful and the group received very positive feedback.  Attendance at the various activities / sessions was as follows;

3.1.1   Mindfulness – 130 people

3.1.2   Learn and Flourish – 21 people

3.1.3   Exercises are fun – not recorded

3.1.4   Photos to connect - 14 teams

3.1.5   Tai Chi – 15 people

3.2       Prior to Mental Health Week the Wellbeing Group also organised and implemented the “Improve your wellbeing 6 week challenge”, which covered issues such as nutrition, hydration and good sleep.  52 staff members participated in the programme.  The success of the programme is currently being evaluated. 

3.3       The Wellbeing Group is committed to promoting continuous Mental Health and Wellbeing initiatives and opportunities, and will continue to promote the “it is okay to ask someone if they are okay” and other national programmes and initiatives. 

 

 

 

 

 

 

4.   Health Hazards - Health Monitoring & Vaccinations Policy – (Attachment A)

Background

4.1       Many Council employees are involved or in the vicinity of a diverse range of work activities including construction, repair, maintenance or demolition, working by/in waterways and may be in contact with contaminants that are physical, biological or chemical related hazards that have a potential risk to their health.  Council as a good employer has a core responsibility to identify and mitigate any of these potential hazards.

4.2       A review of roles and tasks across the Council has recently been concluded - inclusive of discussions with staff, Heads/Leads and General Managers - to ensure as many as possible health hazards and risks (associated with specific roles) were identified.  Following the consultation period the Health and Wellbeing Advisor developed a table of work tasks, potential hazards and health issues, and identified the appropriate controls, testing, vaccinations and monitoring regime required.   The information was then reviewed by an Occupational Physician and confirmed correct and appropriate for Council’s environment.

4.3       This activity supports leaders’ responsibility to assess and consider roles and associated potential hazards/risks in the work environment; to ensure that appropriate controls are in place to eliminate or minimise the risk; and finally, to carry out health monitoring to check if an employee’s health is being harmed by the work they do.  The purpose of the health monitoring is to detect early signs of ill-health or disease.  Health Monitoring also determines if Council has in place effective risk management practices.

4.4       Alongside the above review, the Human Resources team have also re-examined the Council’s pre-employment health check process.  The pre-employment health check processes have been re-developed, aligned to role position, and also aligned with this Policy.  This will mean more role specific pre-employment testing for known issues – rather than a blanket testing of all staff. 

4.5       The Health Hazards - Health Monitoring & Vaccinations Policy (Attachment A) has been approved by the Executive Leadership Team and is now being implemented. It will assist and guide managers and employees with information on potential health hazards in the work environment and information related to control measures and the associated health monitoring process that Council has in place.  Inclusion of new information, such as the type of vaccination that different business units should provide (given exposure to particular communicable and preventable diseases), now sits alongside and is integrated with appropriate monitoring of the work environment, monitoring of employees’ health, and provision of PPE measures and other interventions to reduce exposure or impact of risks and hazards.  Units will remain responsible for identical, provision, funding and support to employees given the specific work nature of their tasks.  The Health Safety and Wellbeing team, including the dedicated Health and Safety Advisors will continue to work closely with key groups to monitor the effectiveness of this Policy and any future improvements.

4.6       The detailed content will be reviewed and continue to evolve as new roles, tasks or hazards are identified, and appropriate controls and mitigations put in place.  

Benefits of Health Monitoring

4.7       Early detection of potential health issues during the recruitment process allows the Council to identify risks and ensures that early and appropriate decisions are made;

4.8       Identification of issues that might otherwise not be detected;

4.9       Better access to healthcare;

4.10    Peace of mind and daily assurance;

4.11    Improved support, education and feedback;

4.12    Reduction of absenteeism;

4.13    Raise employee morale;

4.14    Increase productivity and quality;

4.15    Improved job satisfaction.

5.   Claims and Injury Management Review

5.1       In July 2018 Council reviewed its Claims and Injury Management administration, internal and external associated costs. At that time, Council shared the management of Claims, Injury Management administration and support with Wellnz, our Third Party Administrator (TPA). 

After considering the personnel, procedural and financial benefits of the review, it was agreed it was appropriate to move claims and injury management administration to Council’s current (TPA), Wellnz, under full management.

         Council has maintained Accredited Employers Programme (AEP) Accreditation at Tertiary Level (the highest level) – and as a result has realised financial savings, administrative benefits and improvements to the support staff received through timely administration and support programmes.   Through these achievements, Council has also continued to effectively manage and achieve its legislative requirements while continuing to support staff in their recovery efficiently and effectively.

Summary of benefits realised

5.2       Below is a summary of the benefits and savings realised under the new Full Claims and Injury Management Contract:

·    Claim numbers are consistent

·    Claim acceptance timelines have not been impacted

·    Accredited Employer Status retained at Tertiary for Safety Management Practices and Claims and Injury Management

·    Reallocation of the budget from the vacancy was used to recruit a Change Manager for the Enterprise Software and Process improvement project

·    The balance of Council’s Claims and Injury Management administration has been successfully absorbed into other HSW team roles

·    Claims costs have decreased by 19.82%

·    Weekly Compensation total costs have decreased by 15.13% on the 2017/18 year

·    Weekly compensation costs per claim show a reduction of 17.98% over a 4 year average of per claim

·    The average cost per claim has reduced under the management of Wellnz , a 39.35% decrease on the 4 year average

·    Anticipated Service Fee costs aligned with the proposed savings documented in the Claims and Injury review paper 2018

·    Direct management of employees’ workplace injuries

·    Return to work outcomes are 4 x greater than ACC’s current results

·    Ready access to rehabilitation, health and wellness providers throughout New Zealand.

6.   Enhancement of the ACC Accredited Employer Programme (AEP) – Update

Background

6.1       The Accredited Employers Programme (AEP) was developed in 2001 to allow financially secure businesses to take on the role of ACC for workplace injury claims and rehabilitation.

The intention was businesses would provide a better experience for injured workers at a lower cost. This would encourage workplaces to drive health and safety improvements.

Around 23% of the New Zealand workforce (about 500,000 people) have their work injuries managed through AEP.

The Programme has had little development over the last 18 years, and ACC is currently engaging with AEP employers to understand the key challenges with the existing programme to determine how to enhance it. 

6.2       Council has participated in the “Help Shape Your ACC” workshops and meetings over the last 2 years.  The focus is to build a culture of continuous improvement.  The goals of the review are to improve:

·    Workplace health and safety accreditation

·    The Certification process

·    Performance monitoring

·    Accredited employers performance

·    Worker influence, satisfaction and experience

6.3       Last month ELT received a progress update on the proposal changes in the ACC Accredited Employers Programme.  ACC confirmed on the 23 September 2019 following the update that there is further delay in the decision from the Minister and ACC Board on the future focus and programme.  This means the Council will not know what the future will look like until early 2020.  In the meantime the HSW Team continue to prepare for the proposed changes as much as practical.

7.   Accredited Employers Programme (ACCAEP) – Annual Audit 2020

Note: this is the final audit under the current Accredited Employers Programme, unless otherwise decided by the Minister and ACC Board

7.1       As part of the biennial audit, the Council was audited in January 2019 against the full Safety Management Practices and Injury Management criteria.  The Council retained its Tertiary Accreditation.    In January 2020 the Council will be audited against the Injury Management section of the audit only; this is ACC’s normal auditing process for the programme.  

7.2       The auditor will carry out:

7.2.1   Focus group sessions with staff and  Managers 

7.2.2   Case study interviews of staff who have sustained injury 

7.2.3   An audit of claims files

7.3       In making the final decision,  ACC consider the following:

7.3.1   the auditor’s recommendation and the information supplied in the audit report

7.3.2   the outcome of any monitoring visits during the previous year

7.3.3   notifiable events (death, injury, incident) during the previous year which have resulted in investigation and/or prosecution by WorkSafe or other regulatory body

7.3.4   injury trends

7.3.5   review outcomes

7.3.6   formal and informal complaints

7.4       Audit results:

7.4.1   ACC will decide the outcome of the Council’s audit within four weeks of receiving all the audit documentation and the auditor’s report.  Sometimes this response period is delayed by the need to complete an annual financial review.

8.   Project Updates

Health Safety & Wellbeing Software

8.1       The software vendor is now implementing the solution to the issues regarding privacy of employee information identified during our user acceptance testing (UAT) phase. Based on the timelines they have provided us, we will be able to restart UAT testing in November.  We will be retesting all functionality and will confirm go-live dates after this stage.  Based on the existing schedule, and taking into consideration Christmas leave requirements, business needs and support, below is an early indication of our new timeline expectations:

8.1.1   Visible Leadership – available from 1 December 2019

8.1.2   Event Reporting, Discomfort & Pain – available from 1 February 2020

8.1.3   Equipment Register, Health Monitoring, HSW Meetings – available from 1 February 2020

8.1.4   Contractor Management pilot rollout (Includes Site Assessments and KPI Reporting) – from 1 March 2020

This timeline is dependent on testing outcomes and will be confirmed following testing. 

 

 

Attachments / Ngā Tāpirihanga

No.

Title

Page

a

Health Hazards, Health Monitoring and Vaccinations Policy

15

b

Mental Health Awareness Week Newsletter

34

 

 

Confirmation of Statutory Compliance / Te Whakatūturutanga ā-Ture

Compliance with Statutory Decision-making Requirements (ss 76 - 81 Local Government Act 2002).

(a) This report contains:

(i)  sufficient information about all reasonably practicable options identified and assessed in terms of their advantages and disadvantages; and

(ii) adequate consideration of the views and preferences of affected and interested persons bearing in mind any proposed or previous community engagement.

(b) The information reflects the level of significance of the matters covered by the report, as determined in accordance with the Council's significance and engagement policy.

 

Signatories / Ngā Kaiwaitohu

Author

Sharon Butt - Manager Health and Safety

Approved By

Justine Scott - Manager HR Shared Services

Brendan Anstiss - General Manager Strategy and Transformation

  


Health, Safety and Wellbeing Committee

04 December 2019

 

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04 December 2019

 

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Health, Safety and Wellbeing Committee

04 December 2019

 

 

7.     Health, Safety and Wellbeing Dashboard Report

Reference:

19/1336137

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 Council of health and safety events or risk affecting Council staff and contractors; and

·     Provide the Committee with oversight of the Council’s Health, Safety and Wellbeing (HSW) Dashboard - (Attachment A)

 

2.   Staff Recommendations

That the Health, Safety and Wellbeing Committee:

1.         Receives the Health, Safety and Wellbeing quarterly report and quarterly dashboard (Attachment A).

 

3.   Health, Safety and Wellbeing Dashboard October 2019 – (Attachment A)

·    Health Safety & Wellbeing Training for Managers is at 90% completion.  Staff Health Safety and Wellbeing Induction training is at 87% completion. Overall training stands at 88% completion.

·    There were 283 events reported in this quarter with a monthly average of 88, compared to 61 last year.

·    There were 6 LTI’s in the last quarter resulting in a current LTIFR 12 monthly average of 1.01.

·    The Business Leaders Health & Safety Forum released their latest benchmarking report with an LTIFR of 1.48 for 2018.

 

Attachments

No.

Title

Page

a

HSW Quarterly Dashboard - October 2019

41

 

 

Confirmation of Statutory Compliance

Compliance with Statutory Decision-making Requirements (ss 76 - 81 Local Government Act 2002).

(a) This report contains:

(i)  sufficient information about all reasonably practicable options identified and assessed in terms of their advantages and disadvantages; and

(ii) adequate consideration of the views and preferences of affected and interested persons bearing in mind any proposed or previous community engagement.

(b) The information reflects the level of significance of the matters covered by the report, as determined in accordance with the Council's significance and engagement policy.

 

Signatories

Author

Sharon Butt - Manager Health and Safety

Approved By

Justine Scott - Manager HR Shared Services

Brendan Anstiss - General Manager Strategy and Transformation

  


Health, Safety and Wellbeing Committee

04 December 2019

 

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