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 13 September 2024

Time:                                   9.30 am

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

Membership

Chairperson Deputy Chairperson Members

Councillor Tim Scandrett Councillor Kelly Barber Councillor Melanie Coker Councillor Mark Peters Mr Chris Jones Ms Helen Sadgrove

6 September 2024

Principal Advisor

Bede Carran

General Manager Finance, Risk & Performance / CFO

Tel: 941 8999

Simone Gordon

Democratic Services Advisor

941 6527

simone.gordon@ccc.govt.nz

www.ccc.govt.nz

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

Chair	Councillor Scandrett
Deputy Chair	Councillor Barber
Membership	Councillor Coker Councillor Peters Mr Chris Jones Ms Helen Sadgrove
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.

· 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 that 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.

Part A           Matters Requiring a Council Decision

Part B           Reports for Information

Part C           Decisions Under Delegation

TABLE OF CONTENTS NGĀ IHIRANGI

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 and Wellbeing Framework.................................................... 11

C          8.        Resolution to Exclude the Public................................................................ 32

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, 7 June 2024  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

Open Minutes

Date:                                    Friday 7 June 2024

Time:                                   9.31 am

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

Present

Chairperson Deputy Chairperson Members

Councillor Tim Scandrett Councillor Kelly Barber Councillor Melanie Coker Councillor Mark Peters Mr Chris Jones  - via audio / visual link Ms Helen Sadgrove - via audio / visual link

Principal Advisor

Bede Carran

General Manager Finance, Risk & Performance / CFO

Tel: 941 8999

Simone Gordon

Democratic Services Advisor

941 6527

simone.gordon@ccc.govt.nz

www.ccc.govt.nz

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 Ngā Whakapāha

Part C

There were no apologies received.

2.   Declarations of Interest Ngā Whakapuaki Aronga

Part B

There were no declarations of interest recorded.

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

Part C

Committee Resolved HSCM/2024/00003

That the minutes of the Health, Safety and Wellbeing Committee meeting held on Thursday, 7 March 2024 be confirmed.

Councillor Scandrett/Councillor Barber                                                                                                          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 and Wellbeing - Committee Update

Committee Resolved HSCM/2024/00004 Officer recommendation accepted without change Part C That the Health, Safety and Wellbeing Committee: 1.         Receives the information in the Health, Safety and Wellbeing - Committee Update Report. Councillor Barber/Councillor Peters                                                                                                                 Carried Secretarial note: The Committee requested that the reports for the next meeting have a focus on critical risk and near misses.

8.   Resolution to Exclude the Public Te whakataunga kaupare hunga tūmatanui
	Committee Resolved HSCM/2024/00005 Part C That at 10.00am the resolution to exclude the public set out on pages 57 to 58 of the agenda be adopted. Councillor Scandrett/Councillor Peters                                                                                                             Carried

The public were re-admitted to the meeting at 10.30am.

Meeting concluded at 10.30am.

CONFIRMED THIS 13^th DAY OF SEPTEMBER 2024.

Councillor Tim Scandrett

Chairperson

7.     Health, Safety and Wellbeing Framework
Reference Te Tohutoro:	24/1489644
Responsible Officer(s) Te Pou Matua:	Mike Marr, Manager – Health, Safety and Wellbeing
Accountable ELT Member Pouwhakarae:	Bede Carran, General Manager Finance, Risk & Performance / Chief Financial Officer

1.   Purpose and Origin of the Report Te Pūtake Pūrongo

1.1       The purpose of this report is to provide the Health, Safety and Wellbeing Committee with an overview of the Council’s Health, Safety and Wellbeing (HSW) Management Framework, including what are identified as the HSW critical risks.

2.   Officer Recommendations Ngā Tūtohu

That the Health, Safety and Wellbeing Committee:

1.         Receives the information in the Health, Safety and Wellbeing Framework Report.

2.         Provides the below feedback on the Health, Safety and Wellbeing Framework:

·    [insert text here]

3.   Background/Context Te Horopaki

3.1       The current Health and Safety Management system was initially implemented in the early 2000s, with an overhaul in 2016/2017 to align with the Health and Safety at Work Act 2015.

3.2       This system was initially aligned with the ACC Workplace & Safety Management Practices and ACC Accredited Employer Programme and based on audit standard AS/NZS4804 – Occupational Health and Safety Management Systems.

3.3       Since the ACC Workplace and Safety Management Practices is no longer available, the Council maintains accreditation with the ACC Accredited Employer Programme and is in a state of continuous improvement with the intent to align the system to ISO45001 by end of financial year 2026.

3.4       To provide context to the current Health, Safety and Wellbeing system operating across the Council, the attached flow charts are intended to provide context to how legislation, audit standards and the Council's Health, Safety and Wellbeing Management system align with each other (Attachment A) and how Council’s critical health, safety and wellbeing risks are identified (refer Attachment B).

·     Note: the attachments are living documents that are undergoing continuous improvement to further refine processes to ensure clarity.

3.5       The framework is designed to provide a high-level overview from a Governance perspective and does not go into the specifics of micro-steps to achieve the outcome.

3.6       The budget for the direct costs for the HS&W function is approximately $1.6M, broadly allocated as $900k as salaries (comprising a team of 9 including the HS&W Manager), $390k for medical services and examinations and 429k for ACC related costs.  

Attachments Ngā Tāpirihanga

No.	Title	Reference	Page
a ⇩	Health, Safety and Wellbeing Framework at CCC	24/1495590	13
b ⇩	Draft - Critical Risk Management	24/1517611	25

In addition to the attached documents, the following background information is available:

Document Name – Location / File Link

Not applicable

Signatories Ngā Kaiwaitohu

Authors	Kurt Scoringe - Senior Health & Safety Advisor Mike Marr - Manager Health, Safety & Wellbeing
Approved By	Nicholas Hill - Head of Risk & Assurance Bede Carran - General Manager Finance, Risk & Performance / Chief Financial Officer

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:

ITEM NO.	GENERAL SUBJECT OF EACH MATTER TO BE CONSIDERED	SECTION	SUBCLAUSE AND REASON UNDER THE ACT	PLAIN ENGLISH REASON	WHEN REPORTS CAN BE REVIEWED FOR POTENTIAL RELEASE
9.	Public Excluded Health, Safety and Wellbeing Committee Minutes - 7 June 2024			Refer to the previous public excluded reason in the agendas for these meetings.
10.	Health, Safety and Wellbeing Report	s7(2)(a)	Protection of Privacy of Natural Persons	To protect the privacy of individuals.	1 October 2024