Chairperson and Committee Members AUDIT AND RISK COMMITTEE 28 FEBRUARY 2019

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1 CE Chairpersn and Cmmittee Members AUDIT AND RISK COMMITTEE 28 FEBRUARY 2019 HEALTH AND SAFETY QUARTERLY REPORT 1 OCTOBER DECEMBER 2018 PURPOSE OF REPORT Meeting Status: Public Purpse f Reprt: Fr Infrmatin 1 This reprt presents a Health and Safety reprt fr the perid 1 Octber December DELEGATION 2 The Audit and Risk Cmmittee has delegated authrity t cnsider this reprt under the fllwing delegatin in the Gvernance Structure, Sectin B.3: Ensuring that the Cuncil has in place a current and cmprehensive risk management framewrk and making recmmendatins t the Cuncil n risk mitigatin; Assisting elected members in the discharge f their respnsibilities by ensuring cmpliance prcedures are in place fr all statutry requirements relating t their rle; Gvernance rle in regards t the Health and Safety Leadership Charter and Health and Safety Plan. BACKGROUND 3 This quarterly Health & Safety Perfrmance Reprt is intended t prvide the Cuncil with insight int initiatives and activities, and their prgress, as part f ur rganisatins cmmitment t prviding a safe and healthy place t wrk. The cntents and any subsequent discussins arising frm this reprt can supprt Cuncil fficers t meet their due diligence bligatins under the Health & Safety at Wrk Act (HSWA) Between July and September 2017 the Simpsn Griersn Health and Safety team were engaged t review hw the Cuncil was prgressing with changes and planned initiatives fllwing the intrductin f the Health and Safety at Wrk Act (HSWA) The findings were presented back t this Cmmittee in Nvember This review identified areas fr imprvement, in particular where we can imprve sme current prcesses t further strengthen ur ability t mre effectively mnitr and verify. 5 A draft Health and Safety Plan was prvided t the Cmmittee at the meeting 13 September 2018 and has since been adpted by the Senir Leadership Team. 6 Prgress n the Health and Safety Plan will be incrprated int quarterly reprts ging frward. Page 1 f 2

2 CE ISSUES 7 Prgress n the Health and Safety Plan initiatives is currently n track hwever business as usual activities d have the ptential t absrb resurces and as such, sme time lines may be extended and this will be updated thrugh the reprting cycle. CONSIDERATIONS Plicy cnsideratins 8 There are n Plicy cnsideratins. Legal cnsideratins 9 There are n legal cnsideratins. Financial cnsideratins 10 Budget has been prvided fr implementatin f the actin plan initiatives as part f the Lng Term Plan. Tāngata whenua cnsideratins 11 There are n tāngata whenua cnsideratins. SIGNIFICANCE AND ENGAGEMENT Significance plicy 12 This reprt des nt trigger the Cuncil s Significance Plicy. Publicity 13 There are n publicity cnsideratins. RECOMMENDATIONS 14 That the Audit and Risk Cmmittee ntes the Health and Safety Quarterly Reprt fr the perid 1 Octber December 2018 attached as Appendix One t Reprt CE That the Audit and Risk Cmmittee nte and endrse the Health and Safety Leadership Charter which will prvide a cntinuus transparent platfrm in preparatin fr the new triennium, attached as Appendix Tw t Reprt CE Reprt prepared by Apprved fr submissin Dianne Andrew Organisatinal Develpment Manager Wayne Maxwell Chief Executive 1 Appendix One Health and Safety Quarterly Reprt 1 Octber December Appendix Tw 2019 Health and Safety Leadership Charter Page 2 f 2

3 KĀPITI COAST DISTRICT COUNCIL Health and Safety Quarterly Reprt t the Audit and Risk Cmmittee 1 Octber - 31 December 2018 Fllwing the recmmendatins frm the Simpsn Griersn review we cntinue t make steady prgress n the wrk prgram. The Health and Safety Plan was presented t this cmmittee at the September 2018 meeting. The plan is split int three high level areas: Leadership; Health and Safety Management Systems, and Cntractr Management. Underlying these there is a particular fcus n: skill and capability f ur peple managing ur critical risks, and leadership and engagement N areas f cncern r indicatins that Cuncil are failing t meet its bligatins under HSWA were identified in this reprting perid. LEAD INDICATORS 1. CORPORATE HEALTH AND SAFETY TRAINING COMPLETED ( ) indicates n. f attendees TASK RELATED: Chemical Handling & Spill Management (3) Cnfined Spaces & Gas Detectin (1) GROWSAFE Intrductry Curse (2) GROWSAFE Apprved Handler (2) Guidelines fr the use f Magnatxin 2007 (2) Operatin & Maintenance Training Fr Trjan UV Swift (1) Safety Traffic Management 1 (1) ROLE RELATED: First Aid Cmprehensive (55) O First Aid training review in cnjunctin with the wrk t be undertaken n jb task analysis cntinues. Currently nly rles which require a cmprehensive level f first aid cmpetency are undertaking the certified first aid curses. Other rles acrss the rganizatin will be prvided with CPR and Defibrillatr (AED) training which is scheduled fr March Advanced Fire (2) Apply Health & Safety Risk Management (1) CDEM Training (23) Disability Respnsiveness & Awareness Wrkshp (35) Emergency Assistance Centre Training (16) Health & Safety Rep Stage 1 Training (4) Open Space Mwing (26) TU5300 Turbidimeter (5) CRITICAL RISK RELATED: Hazardus Substance Inventry training n the use f the new database and the revised prcedures regarding prcurement f hazardus substances has been rescheduled t cmmence early March This is due t resurce availability. Asbests Awareness nil this quarter O Training t raise awareness f the dangers f wrking in and arund asbests will be nging as required fr thse staff and cntractrs wh are required t wrk in and arund asbests in accrdance with ur Asbests Management Plan. HEALTH AND SAFETY RELATED: Persnal Safety in the Wrkplace training fr all frnt line staff will cntinue t be available t Library, Aquatics, Regulatry and Custmer Services staff within the crprate training schedules.

4 Training fr staff n the use f the new Hazardus Substance Inventry and prcurement f chemicals fr the wrkplace is scheduled t cmmence week cmmencing 11 March EMERGENCY EVACUATION DRILLS n emergency evacuatin drills were scheduled this quarter. 3. EMPLOYEE HEALTH AND SAFETY INDUCTIONS 11 inductins cmpleted this quarter. 4. WELLNESS INITIATIVES ( )indicates n. f attendees Eye Examinatins (10) Ergnmic Wrk Assessments (2) EAP Services hurs utilized (40) 5. DRUG AND ALCOHOL MANAGEMENT ( ) indicates n. f attendees Drug and Alchl Tests pre emplyment (58) Nn negative (1) 6. STANDARD OPERATING PROCEDURE (SOP) REVIEW The SOPs currently in place are in use but are cntinuing t be updated in cnjunctin with the Hazardus Substance Inventry. (see als belw sectin 8 Risk Management) 7. CONTRACTOR MANAGEMENT As at 18 December a ttal f 209 Cntractrs were listed as apprved n the Cntractr Register. Nine new cntractrs were added this quarter. A number f existing cntractrs have been renewed. One cntractr was std dwn during this quarter. Significant wrk cntinues in the area f cntractr management in cnjunctin with the recmmendatins frm the Simpsn Griersn health and safety review. This wrk stream is cntained under the Cntractr Management sectin f the plan and is n track. 8. RISK MANAGEMENT As part f the draft wrk prgram, three rganizatinal critical risk areas have been identified as current: Asbests Management, Hazardus Substance Management, and Driving. Wrk has cmmenced in each f these areas. Cmpilatin f a centralized Hazardus Substance Inventry fr all f cuncil was cmpleted last quarter. There are apprximately 700 unique substances with ver 1200 line entries. The next phase f this wrk stream will be t review and align the SOPs. (see als abve sectin 6 SOP Review) Critical risk bwtie analysis pilt wrkshps with SLT and prject/cntract managers are scheduled fr 23 and 24 January 2019 and fllwing that the wrkshps will be rlled ut t all managers and the Health and Safety Cmmittee will be included in this training. An asbests management plan has been develped which ging frward will include prvisins detailed in sub plans fr prperty, infrastructure and peple. In simple terms hw we identify where asbests is present, hw we wrk with it, and what we d with the infrmatin. Review f prgress n each sub sectin is scheduled t cmmence during the next quarter. Driving remains an nging critical risk fr any emplyer wh has vehicles and staff regularly n the rad. We have revised ur training plan t include a regular refresher/training cycle fr all cuncil staff wh are required t regularly drive a cuncil vehicle. Jb specific training fr specialist vehicles (pump trucks, bulldzers etc) is already in place. Nt nly is safety an issue but als rganizatinal reputatinal risk as all vehicles are clearly cuncil lged.

5 As at 31 December Care Register entries, n new additins this quarter. 9. HEALTH AND SAFETY COMMITTEE (HSC) The HSC and the Operatins Wrking Grup have cntinued t meet mnthly where pssible. The HSC met this quarter with SLT. This was ne f the initiatives cntained in the Leadership sectin f the plan and was the first f such meetings which will be scheduled n a quarterly basis. Due t internal staff mvements int leadership psitins and ne resignatin, current vacancies n the cmmittee are in the prcess f being filled. 10. HEALTH AND SAFETY POLICY REVIEW PROGRESS The health and safety plicy review wrk prgram cntinues t be a wrk in prgress with 12 key prcedure dcuments drafted and under review this quarter. The health and safety plicy statement has been reviewed and updated and is scheduled n the SLT agenda fr 11 February This wrk stream is cntained under the Health and Safety Management Systems sectin f the plan and is n track. Fllwing implementatin f the Wrking Alne Plicy, the next stage t supprt this plicy in actin is t implement a cnsistent technical applicatin t assist safety f wrkers wh g ff site alne. The trial f the app GetHmeSafe prved uneventful and a different app VeriSafe has been identified which is mre user friendly. This app will be trialed by staff with the aim t implement in the early new year. The updated Health and Safety Tlkit n the new intranet HubKap is being built up as dcumentatin is updated. LAG INDICATORS 11. INCIDENTS, INJURIES AND NEAR MISS 1 OCTOBER 31 DECEMBER 2018 Incident/Injury Ntifiable Near Incident / Injury Miss Ttal Cmmunity Services 9 9 Infrastructure Services Crprate Services Regulatry Services Strategy & Planning 1 1 Chief Executive Third Party Cntractr Ttal There were n ntifiable incidents this quarter. Ntifiable Incident: an unplanned r uncntrlled incident in relatin t a wrkplace that expses the health and safety f wrkers r thers t a serius risk, arising frm immediate r imminent expsure. Ntifiable Injury: suffers a serius injury as a result f wrk, fr example requires admittance t hspital immediately r treatment frm a registered medical practitiner within 48 hurs f expsure t a substance.

6 Ttal Cuncil Reprted Incidents July - Sept 2017 Oct - Dec 2017 Jan - March 2018 April - Jun 2018 July - Sept 2018 Oct - Dec 2018 All reprted incidents were investigated and crrective actins identified and actined where required. Of 82 ttal incidents,: 10 wrker injuries: including sprains, freign bdies, bruising. A trip/fall resulted in a minr ft bne fracture, which was nt a ntifiable injury as it did nt result in lss f functin. 1 wrker illness feeling faint 29 wrker nn injuries including 5 near misses 1 cntractr incident, 41 third party incidents Ttal Third Party Reprted Incidents Ttal Third Party Reprted Incidents July - Sept 2017 Oct - Dec 2017 Jan - Mar 2018 Apr - Jun 2018 July - Sept 2018 Oct - Dec 2018 Third Party is defined as a persn wh des nt hld emplyee status r cntractr wrker status This quarter Third Party events cntinue t be predminantly Aquatics (30) and Libraries (10) Cuncil s public spaces. (Waikanae summer pl seasn cmmenced this quarter) Mnitring f third party events is cntinuus and dealt with directly by each site and escalated where risk is identified. Ttal Reprted Incidents by Grup 1 July - Sept 2017 Oct - Dec 2017 Jan - Mar 2018 Apr - Jun 2018 July - Sept 2018 Oct - Dec Cmmunity Services Regulatry Services Infrastructure Services Crprate Services Chief Exec Grup Strategy & Planning This will be the last quarterly reprt t prvide Grup cmparisns in the abve frmat due t the rganisatinal restructure which will take effect frm January The next quarter will reprt n the new Grup structure and the next quarter fllwing that will begin in the new cmparisn by Grup frmat. Reprting will cntinue t advise f any significant incidents despite the gap in Grup cmparisn fr the transitin perid.

7 Appendix 2 CE KAPITI COAST DISTRICT COUNCIL 2019 HEALTH AND SAFETY LEADERSHIP CHARTER 1. Visin Statement Kāpiti Cast District Cuncil will wrk t achieve a vibrant, diverse and thriving cmmunity by being pen fr business and delivering ur services in a caring, dynamic and effective manner. This will be underpinned by an rganisatinal culture that supprts and encurages a healthy and safe wrking envirnment achieved thrugh effective and inspired senir leadership, influence and shared learning. 2. Health and Safety Leadership Charter Under the Health and Safety at Wrk Act, Elected Members and the Chief Executive are the Officers f ur rganisatin. As Officers, Elected Members subscribe t the principle that nthing is mre imprtant than the health and safety f its wrkers, and thse that culd be affected by the wrk being undertaken by, r n behalf f, the Kāpiti Cast District Cuncil. Elected Members, as Officers f the Kāpiti Cast District Cuncil, acknwledge their respnsibility t exercise due diligence, taking reasnable steps t understand the Cuncil s peratins and health and safety risks, and t use this knwledge t influence health and safety utcmes by ensuring thse risks are managed effectively thugh an effective health and safety framewrk. This Leadership Charter is the key t enabling the effective implementatin f the Health and Safety Plan fr Kāpiti Cast District Cuncil. All Officers (Chief Executive and Elected Members) cmmit t fulfilling their due diligence requirements t supprt the cntinuus imprvement f health and safety functinality in ur wrkplace. This cmmitment is funded n the principle that the effective management f health and safety is essential t the peratin f a successful and thriving rganisatin. Specifically, Kāpiti Cast District Cuncil Elected Members in their capacity as Officers cmmit supprt t the fllwing and take persnal respnsibility: T ensure as Officers they remain current in their knwledge f health and safety matters; T ensure the Cuncil has and uses, apprpriate resurces and prcesses t identify then eliminate r minimise health and safety risk; T strive fr cntinuus health and safety imprvement and t prvide leadership and supprt t the Chief Executive t achieve this; T ensure Cuncil is an envirnment that engages with wrkers n matters which will r are likely t affect their health r safety; T have wrker participatin practices that prvide wrkers with reasnable pprtunities t participate effectively in imprving health and safety; T take the pprtunity t verify prcesses that are put in place; and T extend health and safety effrts, wherever relevant, beynd the wrkplace recgnising and supprting related initiatives within the cmmunity. Page 1 f 1