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 4 February 2022

Time:                                    9.30am

Venue:                                 Held by Audio/Visual Link

Under the current provisions of the Covid-19 Protection Framework (the Traffic Alert system) meeting attendance is only possible via an Audio/Visual link.  Please request access details from simone.gordon@ccc.govt.nz for the Audio/Visual link.

 

 

Membership

Chairperson

Deputy Chairperson

Members

Councillor James Gough

Councillor Phil Mauger

Chief Executive Dawn Baxendale

Mr Paul Coleman

Mr Bevan Killick

Councillor Sam MacDonald

 

 

31 January 2022

 

 

 

Acting Principal Advisor

Lynn McClelland

Assistant Chief Executive, Strategic Policy & Performance

Tel: 941 8595

 

Simone Gordon

Committee and Hearings Advisor

941 6527

simone.gordon@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 February 2022

 

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

 

 

Chair

Councillor Gough

Deputy Chair

Councillor Mauger

Membership

Councillor MacDonald

Chief Executive Dawn Baxendale

2 External Members:

Mr Bevan Killick

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 February 2022

 

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

C        3.       Confirmation of Previous Minutes Te Whakaāe o te hui o mua................................................ 7

B        4.       Public Forum Te Huinga Whānui.................... 7

B        5.       Deputations by Appointment Ngā Huinga Whakaritenga................................................ 7

B        6.       Presentation of Petitions Ngā Pākikitanga..... 7

Staff Reports

C        7.       Health, Safety & Wellbeing Quarterly Report October-December 2021.......... 13

C        8.       Resolution to Exclude the Public.......... 67

 


Health, Safety and Wellbeing Committee

04 February 2022

 

 

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.   Confirmation of Previous Minutes Te Whakaāe o te hui o mua

That the minutes of the Health, Safety and Wellbeing Committee meeting held on Friday, 19 November 2021  be confirmed (refer page 8).

4.   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.

 

There were no public forum requests received at the time the agenda was prepared

5.   Deputations by Appointment Ngā Huinga Whakaritenga

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

6.   Petitions Ngā Pākikitanga  

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


Health, Safety and Wellbeing Committee

04 February 2022

Unconfirmed

 

 

Health, Safety and Wellbeing Committee

Open Minutes

 

 

Date:                                    Friday 19 November 2021

Time:                                    9.31am

Venue:                                 Council Chambers, Civic Offices,

53 Hereford Street, Christchurch

and by Audio/Video Link

 

 

Present

Deputy Chairperson

Members

Councillor Phil Mauger

Mr Bevan Killick

Councillor Sam MacDonald

 

 

 

 

 

 

 

Principal Advisor

Miles McConway

General Manager Resources

Tel: 941 8999

 

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/the-council/meetings-agendas-and-minutes/

 


Part A          Matters Requiring a Council Decision

Part B         Reports for Information

Part C          Decisions Under Delegation

 

Secretarial Note:

This meeting was held in-person for members and staff only in the Council Chambers, with members of the public able to attend via audio/visual link on the Zoom platform to ensure physical distancing due to the South Island being under Covid 19 Alert Level 2 restrictions. These minutes provide a detailed written summary of the meeting proceedings.

 

Deputy Chairperson Councillor Mauger assumed the chair for the meeting, having received an apology for absence from the Chairperson, Councillor Gough.

 

The agenda was dealt with in the following order.

1.   Apologies Ngā Whakapāha

Part C

The Deputy Chairperson called for apologies. Apologies for absence were received from Councillor James Gough, Mr Paul Coleman and Chief Executive Dawn Baxendale. Councillor MacDonald moved that the apologies be accepted. The motion was seconded by Mr Killick and when put to the vote was carried unanimously.

 

Committee Resolved HSCM/2021/00010

That the apologies for absence received from Mr Paul Coleman, Councillor James Gough and Chief Executive Daw Baxendale be accepted.

Councillor MacDonald/Mr Killick                                                             Carried

 

2.   Declarations of Interest Ngā Whakapuaki Aronga

Part B

The Deputy Chairperson called for declarations of interest. Mr Killick declared his appointment as a trustee of the NZUK Link Foundation (though not specifically relating to an item on the agenda).

 

3.   Confirmation of Previous Minutes Te Whakaāe o te hui o mua

Part C

The Chairperson asked members to confirm that the minutes of the previous meeting held on 26 August 2021 were a true and accurate record of the meeting. No issues or matters concerning the accuracy of the minutes were raised. Councillor MacDonald moved that the minutes be confirmed. The motion was seconded by Mr Killick and when put to the vote was carried unanimously.

In respect of site visits undertaken by members between meetings, it was requested that these be referenced as ‘site visits’ rather than ‘walk-abouts’, and that such interactions and workshops involving members more generally be separately recorded elsewhere as having occurred.

 

Committee Resolved HSCM/2021/00011

That the minutes of the Health, Safety and Wellbeing Committee meeting held on Thursday, 26 August 2021 be confirmed.

Councillor MacDonald/Mr Killick                                                             Carried

4.   Public Forum Te Huinga Whānui

Part B

There were no public forum presentations.

5.   Deputations by Appointment Ngā Huinga Whakaritenga

Part B

There were no deputations by appointment.

6.   Presentation of Petitions Ngā Pākikitanga

Part B

There was no presentation of petitions.

 

7.   Health, Safety & Wellbeing Quarterly Report July - September 2021

 

The Manager Health & Safety, Duncan Sandeman, presented the Health, Safety and Wellbeing (HSW) Quarterly Report to the Committee, and canvassed updates to the report and developments since the previous quarter, including an increase seen in manager training. It was also noted that consideration was being given to booster training and to planning for management champions.

Staff noted that steps were being taken to address the timely sign off of events to enable prompt entry into the system. Responding to a question whether streamlining of the system is being progressed, this was confirmed with note of a review undertaken that indicated a need to ultimately consider moving to a more streamlined system. 

Staff indicated an intent to consult with the relevant General Manager about organising the next site visit for the Committee to be to a council pool facility.

Committee Consideration

The Committee queried the incidence of abuse of staff by citizens and the strategy for dealing with this. The prominence of this type of event was acknowledged with note that the severity of incidents varies, and it is an ongoing journey of making continuous steps to manage abuse. The training in de-escalation that parking officers receive was discussed as an example.

The Committee discussed the risk to staff in terms of potential abuse from citizens around monitoring for public compliance with Covid 19 public health requirements in council facilities. Staff noted the consideration being given to such matters by the Council’s Incident Management Team (IMT), including consideration of whether this role should be shifted to security staff and what educational approaches might be taken.

The Committee asked if feedback was being obtained from staff on the front line with the public dealing with the Covid 19 requirements, and officers referred to a survey of staff including a question around anything else staff thought the organisation should be doing in terms of Covid 19 measures. The feedback from this had been considered, and it was agreed that the IMT could attend the next Committee meeting for their perspective.

The Committee asked if the IMT could engage with the front line staff for their feedback before finalising solutions. 

Councillor MacDonald moved that the Officer Recommendation to receive the information in the HSW Quarterly Report be accepted, and that the Committee requests an update from the IMT at the next Committee meeting on staff interactions with citizens in respect of Covid public safety requirements. The motion was seconded by Councillor Mauger and when put to the vote was carried unanimously.  

 

 

Officer Recommendations Ngā Tūtohu

That the Health, Safety and Wellbeing Committee:

1.         Receive the information in the Health, Safety & Wellbeing Quarterly Report July – September 2021.

 

 

Committee Resolved HSCM/2021/00012

Part C

That the Health, Safety and Wellbeing Committee:

1.         Receive the information in the Health, Safety & Wellbeing Quarterly Report July – September 2021.

2.         Requests an update from the IMT at the next Committee meeting on staff interactions with citizens in respect of Covid public safety requirements.

Councillor MacDonald/Councillor Mauger                            Carried

 

 

 

8.   Resolution to Exclude the Public

 

The Deputy Chairperson moved the adoption of the resolution to exclude the public for the consideration of the public excluded item and attachment. The motion was seconded by Mr Killick and when put to the vote was carried unanimously.

 

Committee Resolved HSCM/2021/00013

Part C

That at 10.05am the resolution to exclude the public set out on pages 20 to 22 of the agenda be adopted.

Councillor Mauger/Mr Killick                                                                                                                                          Carried

 

The public were re-admitted to the meeting at 10.27am.

Meeting concluded at 10.28am.

 

CONFIRMED THIS 4th DAY OF FEBRUARY 2022

 

Councillor PHIL MAUGER

DEPUTY Chairperson


Health, Safety and Wellbeing Committee

04 February 2022

 

 

7.     Health, Safety & Wellbeing Quarterly Report October-December 2021

Reference Te Tohutoro:

22/35602

Report of Te Pou Matua:

Duncan Sandeman, Manager Health and Safety, duncan.j.sandeman@ccc.govt.nz

General Manager Pouwhakarae:

Miles McConway, General Manager Resources

 

 

1.   Brief Summary

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 for the period 1 October to 31 December 2021.

2.   Officer Recommendations Ngā Tūtohu

That the Health, Safety and Wellbeing Committee:

1.         Receive the information in the Health, Safety & Wellbeing Quarterly Report October – December 2021.

3.   Health, Safety & Wellbeing Dashboard

3.1       The HSW dashboard for the quarterly period 1 October – 31 December 2021 is included at Attachment A.

3.2       Key items to note:

3.2.1   Health & Safety Training:

·     89.80% of staff have completed the mandatory online health and safety assessment.  This is a decrease of 1.9% over the previous period.  The target for this assessment is 90%;

·     93.86% of managers have attended the Managers’ Responsibilities course.  This is an increase of 2.67% over the previous period.  The target for this training is 95%.

3.2.2   There were a total of 631 events reported over the period.  This represents a 64.75% increase over the last period.  This can be attributed to the COVID-19 lockdown in August and September as well as the introduction of the COVID Protection Framework in December.  The events reported were as follows:

·     Events with a confirmed high potential severity:  26 (4.12% of all events, a decrease of 4.24% over the previous period);

·     Events with a confirmed medium potential severity: 109 (17.27% of all events, an increase of 0.83% over the previous period);

·     Events awaiting review:  209 (33.12%, an increase of 18.5% over the previous period);

·     Events reported that are classified as sensitive: 207, a 120.21% increase over the previous period.  These events were categorised as follows:

·   Abuse:  176

·   Assault:  Nine

·   Harassment:  22

·   Stress:  Zero.

4.   COVID-19 Vaccination Policy

4.1       Over the reporting period extensive work was undertaken in developing the organisation’s COVID-19 Vaccination Policy.  An initial draft of the policy was presented to workers for feedback in early November and we received 120 submissions.  Once the Government had enacted the COVID-19 Protection Framework we were able to finalise the draft strategy and release the document for consultation with workers and unions.  The level of response was large with 427 submissions being received.  Of the responses received 71% indicated they wanted greater protection in the workplace.  As a consequence of the responses to the consultation, a public health risk assessment, as well as the changing dynamic of the COVID-19 pandemic the Chief Executive decided to require workers at all work places to be fully vaccinated against COVID-19.  The COVID-19 Vaccination Policy is included at Attachment B and the Public Health Assessment at Attachment C.

5.   ACC Accredited Employers Programme Audit

5.1       ACC conducted the Accredited Employers Programme Annual Audit over the period 17-18 November.  As we had already met the requirement for biennial safety management practices (SMP) audits we were not required to undergo the SMP section of the audit.  This means that this year’s audit only focused on injury management.

5.2       The injury management audit comprise focus groups and case study interviews.  The focus group interviews included health and safety and injury management questions and the auditor will address any health and safety issues that come out of these interviews.  The auditor also interviewed three employees who have sustained an injury.

5.3       The audit has recommended to ACC that the Council continue in the Accredited Employers Programme at the tertiary level.  The auditor has reported that the Council and WellNZ (our third-part injury management administrator) were well prepared for the audit and were able to demonstrate a high level of compliance with the requirements of the programme. 

 

 

Attachments Ngā Tāpirihanga

No.

Title

Page

a

HSW Dashboard October - December 2021

16

b

Christchurch City Council COVID-19 Vaccination Policy

18

c

Christchurch City Council COVID-19 Risk Assessment

25

 

 

Additional background information may be noted in the below table:

Document Name

Location / File Link

Not applicable

Not applicable

 

 

 

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

Duncan Sandeman - Manager Health and Safety

Approved By

Nicholas Hill - Head of Risk & Assurance

Dawn Baxendale - Chief Executive

  


Health, Safety and Wellbeing Committee

04 February 2022

 



Health, Safety and Wellbeing Committee

04 February 2022

 








Health, Safety and Wellbeing Committee

04 February 2022

 










































 


Health, Safety and Wellbeing Committee

04 February 2022

 

 

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

04 February 2022

 

 

 

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 - 19 November 2021

 

 

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

 

10.

Health, Safety and Wellbeing Events October-December 2021

s7(2)(a), s7(2)(g)

Protection of Privacy of Natural Persons, Maintain Legal Professional Privilege

This report contains details of health and safety events where individuals could be identified.  Additionally there are events detailed in this report that remain under various investigations.

31 January 2025

Once all investigations have been completed and released and relevant information is redacted.