PALMERSTON NORTH CITY
COUNCIL
Audit and Risk
Committee
MEETING
15 May 2017
Order of Business
(NOTE: The
commencement time for this meeting coincides with the commencement time for the
Finance and Performance Committee meeting. The format for the meeting will be that the Audit and Risk
Committee meeting will open, take apologies and adjourn immediately to allow
the Finance and Performance Committee to consider its business. At the conclusion of the Finance and Performance Committee meeting
the Audit and Risk Committee meeting will resume to consider its business.)
1. Apologies
2. Notification of Additional Items
Pursuant to Sections 46A(7) and
46A(7A) of the Local Government Official Information and Meetings Act 1987, to
receive the Chairperson’s explanation that specified item(s), which do
not appear on the Agenda of this meeting and/or the meeting to be held with the
public excluded, will be discussed.
Any additions in accordance with
Section 46A(7) must be approved by resolution with an explanation as to why
they cannot be delayed until a future meeting.
Any additions in accordance with
Section 46A(7A) may be received or referred to a subsequent meeting for further
discussion. No resolution, decision or recommendation can be made in
respect of a minor item.
3. Public Comment
To receive comments from members of
the public on matters specified on this Agenda or, if time permits, on other
Committee matters.
(NOTE: If the Committee wishes
to consider or discuss any issue raised that is not specified on the Agenda,
other than to receive the comment made or refer it to the Chief Executive, then
a resolution will need to be made in accordance with clause 2 above.)
4. Confirmation
of Minutes Page 7
“That the
minutes of the Audit and Risk Committee meeting of 20 February 2017 Part I
Public be confirmed as a true and correct record.”
5. Health
and Safety Report Jan - Mar 2017 Page 13
Memorandum,
dated 4 May 2017 from the Human Resources Manager, Wayne Wilson.
6. Management
Agreed Audit Corrective Actions - March 2017 Progress Status Page 21
Memorandum,
dated 20 April 2017 from the Senior Internal Auditor, Vivian Watene.
7. Two
New Audit Reviews - Development Contributions and Fuel Card Management Page 35
Memorandum,
dated 20 April 2017 from the Senior Internal Auditor, Vivian Watene and the Internal
Auditor, David Osborne.
8. Committee
Work Schedule Page 77
Report, dated 3
May 2017 from the Committee Administrator, Rachel Corser.
9. Exclusion
of Public
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To be moved:
“That the
public be excluded from the following parts of the proceedings of this
meeting listed in the table below.
The general
subject of each matter to be considered while the public is excluded, the
reason for passing this resolution in relation to each matter, and the
specific grounds under Section 48(1) of the Local Government Official
Information and Meetings Act 1987 for the passing of this resolution are as
follows:
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General
subject of each matter to be considered
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Reason for
passing this resolution in relation to each matter
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Ground(s)
under Section 48(1) for passing this resolution
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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 the
relevant part of the proceedings of the meeting in public as stated in the
above table.
Also that the
persons listed below be permitted to remain after the public has been
excluded for the reasons stated.
Chief Executive
(Paddy Clifford), Chief Financial Officer (Grant Elliott), General Manager,
City Enterprises (Ray McIndoe), General Manager, City Future (Sheryl Bryant),
General Manager, City Networks (Ray Swadel), General Manager, Customer
Services (Peter Eathorne), General Manager, Libraries and Community Services
(Debbie Duncan), Human Resources Manager (Wayne Wilson) and Strategic
Communications Manager (Mark Torley) because of their knowledge and ability
to provide the meeting with advice on matters both from an organisation-wide
context (being members of the Council’s Management Team) and also from
their specific role within the Council.
Legal Counsel
(John Annabell), because of his knowledge and ability to provide the meeting
with legal and procedural advice.
Governance and
Support Team Leader (Kyle Whitfield) and Committee Administrators (Penny
Odell and Rachel Corser), because of their knowledge and ability to provide
the meeting with procedural advice and record the proceedings of the meeting.
< add officers who are authors of reports or
their substitutes
> because of
their knowledge and ability to assist the meeting in speaking to their report
and answering questions, noting that such officer will be present at the
meeting only for the item that relate to their respective report.
<add third parties, e.g. authors of third party reports being
considered>, because of their knowledge and ability to assist the meeting in
speaking to their report/s [or other matters as specified] and answering
questions, noting that such person/s will be present at the meeting only for
the items that relate to their respective report/s [or matters as specified].
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PALMERSTON NORTH CITY
COUNCIL
Memorandum
TO: Audit and Risk Committee
MEETING DATE: 15 May 2017
TITLE: Health and Safety Report Jan - Mar 2017
DATE: 4 May 2017
AUTHOR/S: Wayne
Wilson, Human Resources Manager, Headquarters
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RECOMMENDATION(S) TO Audit and Risk Committee
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1. Report
This report covers the period 1 January to
31 March 2017. The information included in this report is discussed at
the appropriate H&S Committee, the Main H&S Committee and Management
Team.
1.1 Risks
and Control Plans
A new Health and Safety Policy (Attached)
has been adopted and a strategic plan has been presented to Management Team for
adoption. Work has continued with identifying and assessing the significance of
the risks present at Council worksites and updating our Health and Safety
Manual.
1.2 Hazards,
Incidents and Near Misses Reported
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Quarter
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Jun 15
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Sep 15
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Dec 15
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Mar 16
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Jun 16
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Sep 16
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Dec 16
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Mar 17
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Hazards
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6
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3
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12*
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15
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21
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15
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10
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Incidents
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10
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14
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12*
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40
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45
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31
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56
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Near Misses
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7
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5
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5*
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21
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67
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24
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24
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Lost Time (days)
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122.2
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102.7
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52.5
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32.6
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67.3
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154.6
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215.0
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215.6
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L.T. Injuries
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6
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8
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2
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5
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10
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11
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14
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13
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*Introduction of new system.
In the first quarter of 2016 we
transitioned from a paper system to an electronic one. Reporting
increased after this.
The top 10 injuries accounted for 70% of
the lost time. Six injuries relate to shoulders, 2 back, 1 knee and 1
bird bite. City Enterprises Operations accounted for all but 2 of the
injuries that were in the Library.
None of the hazards or
incidents in the quarter were identified as requiring notification to Worksafe.
1.3 Investigations
None completed this quarter. The two improvement
notices from Worksafe relating to the Asbestos incident have been lifted as the
Council has met all of the requirements of the notices.
1.4 Previous Investigations
Number of Recommendations 24
Number of Recommendations Completed 22
The 2 outstanding recommendations relate to a formal
external review of our H&S processes and procedures which is planned for
next financial year.
2. General
Experience Rating: When
comparing the Council’s performance to other organisations in the same
ACC categories, the Council is charged an additional 12.91% loading in
experience rating. To mitigate this, the Council receives a 20% discount
for our WSMP rating.
H&S Training: All
new staff receive induction training when they commence. The percentage
of staff that have completed H&S induction training is currently 99%.
ATTACHMENT
Introduction
People are our most valuable
asset. Supporting an environment where the safety, wellbeing, and health
of employees, volunteers, contractors, and visitors to Council places of work
are of paramount importance to the Palmerston North City Council.
The effective delivery of this policy
requires everyone to accept a personal responsibility for health and safety.
The Council will provide professional and competent support and advice where
needed.
The Palmerston North City Council is
committed to complying with the Health and Safety at Work Act 2015, government
regulations, NZ Standards and Approved Codes of Practice and Safe Work
Instruments.
Definitions
PCBU – Person Conducting
Business or Undertaking. In terms of Council, Palmerston North City Council as
an entity is the PCBU.
Officer – in regards to the
Council this includes members of the elected Council and the Chief Executive.
Worker – a person who carries
out work in any capacity for the Council, including Council staff; contractors;
subcontractors and their employees; and others as stipulated in the Health and
Safety at Work Act 2015.
Workplace – any physical
location in which work-related activities are performed under the control
of, influenced by, or where overlapping duties exist with the Council.
Policy Statement
The Council as the Person Conducting
a Business or Undertaking (PCBU) will:
· Demonstrate commitment and
excellent health and safety practice with legal compliance as a minimum
· Implement policy and
procedural requirements within a system of continuous review of performance and
improvement
· Implement effective
consultation and communication systems for health and safety
· Consult and actively
promote participation with staff and contractors to ensure they have the
commitment, training, skills, knowledge and resources to maintain a healthy and
safe environment
· Engage with workers
(including union and worker representatives) and maintain strong work
participation processes and structures, including several health and safety
committees that meet regularly
· Ensure that emergency
plans and procedures are in place and all staff, visitors and contractors are
made aware of these and how to respond to all emergencies and critical
incidents
· Work together with other
PCBUs to consult, coordinate and cooperate to ensure optimum health and safety
results
· Have mechanisms in place
to accurately record, report, investigate (where necessary) and continuously
improve health and safety performance and learn from any reported injury,
work-related illness or incidents
· In the event that an
employee is injured or becomes ill and cannot assume their full duties, the
Council will proactively work with the employee, their health care
professional, and ACC Case Manager (where applicable) to ensure that the
employee is able to return to work in a managed and safe manner as soon as
possible.
· Ensure all plant,
substances and equipment are managed and maintained to ensure they pose no risk
to health and safety of workers or the public with a system in place to monitor
and assess these items;
· Ensure all staff have the
required training to safely carry out their roles, with particular attention
given to training and competency in the use of plant, substances and equipment.
· Monitor
the health of workers and the conditions at the workplace for the purpose
of preventing injury or illness of workers arising from the conduct of the
business or undertaking
Legal Duties, Duty Holders, Roles and
Responsibilities
The Health & Safety at Work Act 2015 installs
legal Duties throughout a Business or Undertaking:
PCBU: Primary
Duty of Care
Officer: Due
Diligence
Worker: Comply
and Co-operate
Every person associated with the Council in a work
capacity has a responsibility to maintain excellent health and safety
practices; this responsibility increases incrementally through the levels of
the line management structure.
Person Conducting or Undertaking
Business (PCBU) Responsibilities
Palmerston North City Council, the entity, has the
following Duties under the Act:
· Providing
and maintaining a work environment that is without risks to health and safety
· Providing
and maintaining safe plant and structures
· Providing
and maintaining safe systems of work
· Ensuring
the safe use, handling and storage of plant, structures and substances
· Providing
adequate facilities for the welfare of workers when they are doing work for
your business, including ensuring access to those facilities
· Providing
any information, training (including H&S induction), instruction, or
supervision that is necessary to protect all persons from risks to their health
and safety arising from the work of the business
· Monitoring
the health of workers and the conditions at the workplace for the purpose
of preventing injury or illness of workers arising from the conduct of the
business or undertaking
· Providing
healthy and safe worker accommodation.
Officers’ Responsibilities
The Chief Executive has the following Duties as an
Officer under the Act:
· Acquire and keep up-to-date knowledge of health and safety matters for
the Council
· Understand the nature of the Council’s operations and of the
associated hazards and risks
· Ensure the Council has appropriate resources and processes to
eliminate so far as is reasonably practicable, or minimise so far as is
reasonably practicable, risks to health and safety
· Ensure that the Council has appropriate processes for receiving and
considering information regarding incidents, near misses, hazards, and risks
and for responding in a timely way to that information
· Ensure the Council has, and implements, processes for complying with
any duty or obligation
· Verify the provision and use of the above resources and processes
through reviews and audits
Managers / Supervisors
Responsibilities
Managers/Supervisors are responsible for the safety
and health of all workers under their control and will:
· Provide information on
safety and health matters to employees through education and training.
This includes ensuring that employees are made aware of the hazards and risks
in their work areas and are adequately trained so they can carry out their
duties in a safe manner. This will be reflected in the annual staff competency
reviews
· Follow up all matters
concerning health and safety in a prompt manner (e.g. where issues have been
raised at Toolbox Meetings)
· Analyse and mitigate work
hazards and risk as they are observed or reported through elimination or
minimisation
· Investigate all reported
injuries, work-related illness and incidents to identify all contributing
factors and, where appropriate, formulate plans for corrective actions with the
required timeframes
· Actively encourage the
early reporting of any pain or discomfort
· Encourage employee
consultation and participation in all health and safety matters
· Ensure that all health and
safety documentation is completed accurately and in a timely manner
· Monitor and review through
regular audits and formal observations with corrective actions applied where
deficiencies have been identified
Workers’ Responsibilities
Council staff and contractors (including
sub-contractors and volunteer workers) have the following responsibilities:
· Take reasonable care for his or her own health and safety
· Take reasonable care that his or her acts or omissions do not
adversely affect the health and safety of other persons
· Comply as far as he or she is reasonably able with reasonable
instructions given by the Council in relation to health and safety
· Cooperate with the Council’s policies and procedures relating
to health and safety
· Observe and practice safe
work methods
· Wear or use Council issued
PPE (such as sunblock, hi-vis etc.) and safety equipment in a correct manner at
the required times. Council issued gear needs to be used rather than
non-Council equipment / safety wear. Employees have a responsibility to
ensure that their issued gear is fit for purpose. Employees are required
to report faulty or damaged gear to their supervisor / manager so that it can
be replaced
· Report pain or discomfort
as early as possible
· Take an active role in
treatment and rehabilitation plans to ensure an early and sustainable return to
work
· Accurately report all
incidents (including near misses), injuries, and hazards to the appropriate
person within the required time frames, particularly in relation to any plant,
substances or equipment.
Health and Safety Committees include representatives
from senior management, Human Resources, unions, and elected health and safety
representatives as nominated by their worker groups . The Committees support
the ongoing improvement of health and safety by discussing and working together
to ensure worker health and safety. Part of this process will be the
implementing, monitoring, reviewing and planning health and safety policies,
systems and practices.
Duties of other persons at workplace
Other people at the workplace must:
· Take reasonable care for his or her own health and safety
· Take reasonable care that his or her acts or omissions do not
adversely affect the health and safety of other persons
· Comply, as far as he or she is reasonably able, with any reasonable
instruction that is given by the Council in relation to health and safety
References:
Applicable legislation and
Regulations:
· Health and Safety at Work Act 2015
· Health & Safety at Work (General Risk and Workplace Management)
Regulations 2016
· Health and Safety at Work (Worker Engagement, Participation and
Representation) Regulations 2016
· Health & Safety in Employment Act 1992
· Hazardous Substances and New Organisms Act 1996
· Accident Compensation Act 2001Policies, Guidelines, and
Procedures:
· Employee Code of Conduct
· Drug and Alcohol Policy (MT85)
· PNCC Health and Safety Manual
· City Enterprises Safe Systems of Working (SSW)
· Various Standard Operating Procedures (SOPs), Industry Regulations,
and Codes of Practice as they relate to the type of work being performed
For further information contact
· Health and Safety Representatives / Health and Safety Committee
members
· Supervisor / Manager
· Human Resources
This Policy will be reviewed biennially.
Attachments
Nil
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Wayne Wilson
Human Resources Manager
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