2017 qldc workplace health and safety management system€¦ · the purpose of the queenstown lakes...

Workplace Health and Safety Management System Te Pūnaha Whakahaere: Oraka me te Haumarutaka ki te Wāhi Mahi

Doc ID of 38 April 2018 Revision:

CONTENTS

1 Introduction Whakatakika ................................................................................................................................................. 4

1.1 Objective .................................................................................................................................................................. 4

1.2 Relevant Documentation and Links.......................................................................................................................... 5

1.3 WorkSafe NZ – Powers Under The Act ..................................................................................................................... 6

2 Leadership and Worker Participation Te Whakauruka ā-Hautūtaka ā-Kaimahi ................................................................ 7

2.1 Objective .................................................................................................................................................................. 7

2.2 Key Guiding Principles .............................................................................................................................................. 7

2.3 Workplace Health and Safety Policy Statement ....................................................................................................... 7

2.4 Duties and Responsibilities ...................................................................................................................................... 8

A Person Conducting a Business or Undertaking ............................................................................................................... 8

Specific Health and Safety Roles and Duties ...................................................................................................................... 9

2.5 Injury Rehabilitation Responsibilities ..................................................................................................................... 11

2.6 Visitors .................................................................................................................................................................... 11

2.7 Participation and Consultation ............................................................................................................................... 11

3 Plan He Mahere ............................................................................................................................................................... 13

3.1 Objective ................................................................................................................................................................ 13

3.2 Particular Hazardous Work (Notifiable Works) ...................................................................................................... 13

3.3 Health and Safety Action Plan ................................................................................................................................ 14

3.4 Legislative Change .................................................................................................................................................. 14

3.5 Annual Health and Safety Activity Schedule .......................................................................................................... 15

3.6 Hazard Identification and Risk Management ......................................................................................................... 15

3.7 Specific High Risk Work Identified .......................................................................................................................... 17

3.8 Occupational Health Risks ...................................................................................................................................... 17

3.9 Hazardous Substances ............................................................................................................................................ 17

3.10 Hazardous Substance Handling .............................................................................................................................. 17



3.11 Reporting Hazards and Risk .................................................................................................................................... 19

3.12 Vehicle Use (QLDC Fleet Vehicles and Grey Fleet) ................................................................................................. 19

3.13 Psycho-Social Hazards ............................................................................................................................................ 19

3.14 Managing Hazards and Risk.................................................................................................................................... 19

3.15 Control Hierarchy ................................................................................................................................................... 20

3.16 Health and Safety Risk Register .............................................................................................................................. 21

3.17 Risk Reduction Strategy – Strengthen Existing Controls ........................................................................................ 21

3.18 Specialist Advice ..................................................................................................................................................... 21

4 Resource Kā Rauemi ........................................................................................................................................................ 22

4.1 Objective ................................................................................................................................................................ 22

4.2 Identification of Training Needs ............................................................................................................................. 22

4.3 Induction Training .................................................................................................................................................. 23

4.4 Ongoing Training .................................................................................................................................................... 23

4.5 Technical Competencies ......................................................................................................................................... 24

4.6 First Aid Training .................................................................................................................................................... 24

4.7 Periodic Training..................................................................................................................................................... 24

4.8 Competency ........................................................................................................................................................... 24

4.9 Experienced Employees ......................................................................................................................................... 24

4.10 Subject Matter Experts ........................................................................................................................................... 25

5 Operation (Do) Te Whakamahika .................................................................................................................................... 25

5.1 Objective ................................................................................................................................................................ 25

5.2 Procedure Development ........................................................................................................................................ 25

5.3 Procurement .......................................................................................................................................................... 26

5.4 Contractor Management ........................................................................................................................................ 27

5.5 Emergency Preparedness and Response ............................................................................................................... 28

5.6 Emergency Equipment ........................................................................................................................................... 29

6 Performance Evaluation (Review) He Arotakeka ............................................................................................................. 29



6.1 Objective ................................................................................................................................................................ 29

6.2 Monitoring, Measurement, Analysis and evaluation ............................................................................................. 30

6.3 Key Performance Indicators ................................................................................................................................... 30

6.4 Occupational Health Measurement and Monitoring ............................................................................................. 30

6.5 Inspections/ Internal Audit..................................................................................................................................... 31

6.6 Audit Findings Communicated ............................................................................................................................... 31

6.7 External Notices and Infringements ....................................................................................................................... 31

6.8 External Audit ......................................................................................................................................................... 31

7 Improvement (React) He Whakawhanaketaka ................................................................................................................ 32

7.1 Objective ................................................................................................................................................................ 32

7.2 Incident, Non-comformity and Corrective Action .................................................................................................. 32

7.3 Accidents, Incidents and Near Miss Events ............................................................................................................ 33

7.4 Notifiable Events .................................................................................................................................................... 33

7.5 Health, Safety and Wellbeing Recognition – Promoting Pro-Active Behaviour ..................................................... 36

7.6 Continuous Improvement ...................................................................................................................................... 36

8 Glossary of Terms He Kuputaka ....................................................................................................................................... 37



1 INTRODUCTION WHAKATAKIKA

1.1 OBJECTIVE

The purpose of the Queenstown Lakes District Council (QLDC) Workplace Health & Safety Management System (WHSMS) is to demonstrate how we comply with the relevant legislative and regulatory health and safety requirements whilst matching the organisation’s goals for health, safety and wellbeing in the workplace. It is also intended as a central location for the storage of, or links to all health, safety & wellbeing information for QLDC.

QLDC, from a health and safety perspective is structured as below:

Related References:

> Health & Safety at Work 2015; and subsequent regulations;

> AS/NZS 4801:2001 Occupational Health and Safety Management System;

> Hazardous Substances and New Organisms Act 1996;

> Asbestos Regulations 2016;

> Electricity Act 1992;

> The Injury Prevention, Rehabilitation and Compensation Act 2001;

> QLDC Workplace Health & Safety Management System.

Worker

Officer

PCBU QLDC

Chief Executive

Chief Executive, Executive

Leadership Team

Employees, Contractors, Sub-Contractors, Temp- Workers,

Volunteers



1.2 RELEVANT DOCUMENTATION AND LINKS

The diagram below demonstrates how both legislation and leading practice feed into the QLDC WHSMS:

The QLDC WHSMS has been separated into the six distinct categories identified above:

> Section 2: Leadership & Worker Participation

> Section 3: Plan

> Section 4: Resource

> Section 5: Operation (Do)

> Section 6: Performance (Review)

> Section 7: Improvement (React)



1.3 WORKSAFE NZ – POWERS UNDER THE ACT

WorkSafe’s functions include:

> Monitoring and enforcing compliance with work health and safety legislation;

> Providing guidance, advice and information on work health and safety;

> Fostering a co-operative and consultative relationship between the people who have health and safety duties and the persons to whom they owe those duties and their representatives;

> Collecting, analysing and publishing statistics and other information relating to work health and safety.

WorkSafe NZ Inspectors’ powers under HSWA include the power to, at any reasonable time, enter any workplace and:

> Conduct examinations, tests, inquiries or direct a PCBU to do these;

> Take photographs or measurements, and make sketches and recordings;

> Require the workplace (or a specified thing at the workplace) to not be disturbed for a reasonable period pending inspection;

> Require PCBUs or the person who appears to be in charge to:

> produce information about the work, workplace or workers;

> produce information relating to the PCBU’s compliance with relevant health and safety legislation;

> permit the Inspector to examine or make copies of the information;

> Require a PCBU or the person who appears to be in charge to make or provide a statement.

WorkSafe NZ can appoint medical practitioners who can request medical examination of staff and issue written notice that staff are to cease work in situations, which can cause them to be exposed to hazards.

WorkSafe NZ Inspectors can issue the following notices:

> Improvement Notice - usually a warning with a timeframe for an aspect to be improved.

> Prohibition Notice - a direction that an activity cease or item of equipment be shut down until the Inspector is satisfied that appropriate actions have been taken to eliminate or minimise a risk.

> Non-disturbance Notice – an instruction to preserve the site at which a notifiable event has occurred for a specified period (not exceeding seven days).

> Suspension Notice – an immediate suspension of work on location or entire operation.

It is a requirement of the PCBU that full co-operation is given to WorkSafe NZ Inspectors or any agency appointed by WorkSafe NZ when carrying out their duties.

References:

Document Title Electronic Link

WorkSafe NZ website http://www.worksafe.govt.nz/worksafe

http://www.worksafe.govt.nz/worksafe



2 LEADERSHIP AND WORKER PARTICIPATION TE WHAKAURUKA Ā-HAUTŪTAKA Ā-KAIMAHI

2.1 OBJECTIVE

QLDC recognises that good health and safety is about having effective, honest and open channels of communication. As such QLDC have developed worker engagement and participation practices that:

> Engage with our workers on issues which will or are likely to affect health and safety; and

> Provide reasonable opportunities for our workers to participate effectively in improving health and safety.

2.2 KEY GUIDING PRINCIPLES

The following workplace key guiding principles form the basis of good health and safety practice:

> Safety and productivity go hand in hand, not in competition.

> All injuries are preventable, none are acceptable.

> Unsafe acts and conditions are never acceptable.

> All of our people are empowered to prevent and correct unsafe acts and conditions.

> No one will be directed to do anything that they genuinely believe is unsafe.

> Contractors and suppliers are part of our business and their health and safety is our concern.

> Everyone is responsible for ensuring no other person comes to harm.

> All employees will be fit for work and unaffected by drugs or alcohol.

2.3 WORKPLACE HEALTH AND SAFETY POLICY STATEMENT

QLDC is committed to continuous improvement to ensure that all our activities take place under a balanced allocation of organisational resources, aimed at achieving the highest level of safety performance.

Our objective is to not only minimise our contribution to the risk of an accident as far as is reasonably practicable, but to also provide a safe and healthy working environment for employees and contractors.

We have a formal, explicit and proactive approach to safety management based on a fair and just culture, open communication, publication of safety information and a cultural environment which encourages and supports full and open reporting of safety information.

Our policy promotes commitment to:

> Ensuring individual employees’ awareness and acceptance of accountability and responsibility for safe conditions and proactive safety behavior.

> Enforcing the management of safety as a primary responsibility of all managers and employees.

> Establishing hazard identification and risk management processes to effectively mitigate the safety risks of hazard consequences to a point which is as low as reasonably practicable.

> Ensuring that no action will be taken against any employee who discloses a safety concern through the hazard reporting system, unless such disclosure indicates, beyond any reasonable doubt, an illegal act, gross negligence or a deliberate or wilful disregard of regulations or procedures.

> Complying with and wherever possible exceeding legislative, regulatory and company requirements and standards.



> Ensuring that sufficient skilled and trained senior leaders are available to implement safety strategies and processes.

> Establishing and measuring our safety performance against realistic safety performance indicators and safety performance targets and ensuring that safety actions taken are appropriate and effective.

> Recognising employees who demonstrate safety excellence.

> All workplace injuries, incidents and near miss/hits will be reported, recorded and investigated, accurately and in a timely manner.

> Injured workers will be provided with the necessary support for a safe and structured early return to work.

The active participation and safety commitment of all QLDC employees, contractors and suppliers, supports our own health and safety as well as the safety of our assets, our business and the wider community.

2.4 DUTIES AND RESPONSIBILITIES

A PERSON CONDUCTING A BUSINESS OR UNDERTAKING

Everybody at work has a part to play ensuring that work is done in a safe and healthy way. QLDC as a Person Conducting a Business or Undertaking (PCBU) has a primary duty of care and must, so far as is reasonably practicable, provide a safe and healthy workplace for workers or other persons who enter the PCBU’s places of work.

The primary duty of care requires all PCBUs to ensure, so far as is reasonably practicable:

1. The health and safety of its workers or those workers who are influenced or directed by the PCBU (for example its workers and contractors)

2. That the health and safety of other people is not put at risk from work carried out as part of the conduct of the business or undertaking (for example its visitors and customers).

Practicable: if it is possible or capable or being done.

Reasonably: doing what other businesses would reasonably do in the same situation.

The PCBU’s specific obligations, so far as is reasonably practicable:

> Providing and maintaining a work environment, plant and systems of work that are without risks to health and safety;

> Ensuring the safe use, handling and storage of plant, structures and substances;

> Providing adequate facilities at work for the welfare of workers, including ensuring access to those facilities;

> Providing information, training, instruction or supervision necessary to protect workers and others from risks to their health and safety;

> Monitoring the health of workers and the conditions at the workplace for the purpose of preventing illness or injury.

PCBUs must have meaningful and open consultation about work health and safety with its workers. A PCBU must also consult, cooperate and coordinate with other PCBUs with whom it shares duties.



SPECIFIC HEALTH AND SAFETY ROLES AND DUTIES

Health, safety & wellbeing form part of every employee’s role at QLDC. QLDC has developed a schedule of responsibilities that work in conjunction with the health, safety & wellbeing key performance indicators to ensure employees at each level maintain a focus on good health, safety and wellbeing management.

General health, safety & wellbeing responsibilities are outlined annually in employee Performance Review documents. The schedule of responsibilities is reviewed annually, and the schedule for 2018 is outlined below:

Role Duties

Officers:

QLDC Chief Executive and Elected Members

> Know about work health and safety matters and keep up-to-date; > Gain an understanding of the operations of the organisation and the hazards and

risks generally associated with those operations; > Ensure the PCBU has appropriate resources and processes to eliminate or minimise

those risks; > Ensure the PCBU has appropriate processes for receiving information about

incidents, hazards and risks, and for responding to that information; > Ensure there are processes for complying with any duty, and that these are

implemented; > Verify that these resources and processes are in place and being used.

Workers:

Senior Management

> Provide leadership in all matters pertaining to Health and Safety – encourage employee and employee representative active participation;

> Provide organisation planning, direction, control and resources to employees to maintain a safe workplace;

> Review and approve policies, procedures, plans, systems for work procedures for the identification and management of health and safety risk, legislative compliance and to meet other QLDC requirements;

> Oversee action plans for health and safety improvement; > Participate in, and contribute to company-wide initiatives for health and safety

improvement; > Ensure the accurate and timely reporting of all accidents and investigations plus the

rehabilitation and early return to work process for anyone who suffers harm; > Ensure regular appraisals of the workplace are carried out, to identify hazards and

risks; > Ensure there are appropriate control plans for any hazards and medium or above

risk activities identified; > Ensure all new employees and contractors have received an appropriate induction

prior to commencement of work; > Meet the requirements of the WHSMS; > Ensure obligations relating to contractor health & safety management are met.

Workers:

Contract Managers

> Convey Health and safety expectations to contractors and sub-contractors; > Provide assistance (as required) to the contractor to resolve health and safety

issues; > Regularly monitor QLDC and contractor health and safety activities, performance

and results;



Role Duties

> Direct the contractor as appropriate, or implement remedial action, when contractor health and safety performance falls below expectations. This may include directing the contractor to cease work in extreme cases;

> Conduct post-contract evaluation of contractor performance. Workers:

Employees and Contractors

> 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, so far as reasonably able, with any reasonable instruction that is given to

them by the PCBU to allow the PCBU to comply with the law; > Cooperate with any reasonable policy or procedure of the PCBU relating to health

or safety at the workplace that has been notified to workers; > Accurately report all accidents, incidents and near miss/hits on the appropriate

QLDC forms as soon as possible; > Assist in the investigation of all accidents, incidents and near miss/hits so that

effective controls can be implemented to prevent recurrence; > Take an active role in the management of hazards and risks making sure they are

identified, assessed, controlled, monitored and reviewed; > Use assigned protective clothing or safety equipment provided for appropriate

tasks at all times; > Keep work areas clean and tidy; > Report for and undertake work in a fit condition and not under the influence of

alcohol or non-prescribed drugs; > Understand that performance will, in part, be measured against these health and

safety responsibilities; > Report any early warning symptoms of discomfort or pain to your manager; > Ensure any visitors brought into the workplace are informed of emergency

procedures and any hazards relevant to them and guide them if an emergency alarm sounds.

Workers:

Health & Safety Representatives

> Attends health & safety training as required > Acts as a role model for safe work practice in the workplace > Works with their manager and work colleagues to identify and record new hazards

and risks > Being available to answer questions on Health, Safety and Wellbeing > Works with their manager and work colleagues to pro-actively develop controls for

new and existing hazards and risks in the workplace > Health, Safety & Wellbeing knowledge sharing:

> Being available to answer questions on Health, Safety & Wellbeing, or direct staff to where they can find the answer;

> Sharing the knowledge they hold on Health, Safety & Wellbeing; > Facilitating Health, Safety & Wellbeing communication - to staff and from staff

as appropriate. This includes monthly reporting. > Maintains Health & Safety registers (where appropriate)



Where key task or role specific health, safety and wellbeing responsibilities exist, these are detailed in the position description. Position descriptions are reviewed at minimum every 3 years.

QLDC recognise that it is the responsibility of all staff to keep each other safe. QLDC also have a duty to communicate, consult and engage with all levels of staff so we can all participate and contribute to achieving our goal of being a safe workplace. It is for this reason that QLDC have established an organisational wide Health and Safety Representative (HSR) structure to help achieve our objectives for health, safety and wellbeing. Specific responsibilities for Health and Safety Representatives are captured in the Health and Safety Representative Guidelines Document.

A list of current Health and Safety Representatives can also be found on YODA (QLDC’s intranet site).

2.5 INJURY REHABILITATION RESPONSIBILITIES

General duties in relation to employees under rehabilitation following a workplace injury:

Managers

> Encourage prompt and accurate reporting of work related injuries and incidents.

> Where possible provide alternative duties or working arrangements with input from the individuals Medical Examiner.

> Maintain regular contact with injured employees who are off work and facilitate their early and safe return through provision of alternate duties, to allow rehabilitation in the workplace and prevent loss of earnings.

Employees

> Are required to participate actively in their rehabilitation.

> Carrying out alternative duties arranged by their manager Keeping contact with their manager throughout rehabilitation.

> Providing relevant information and co-operating with the development of their Return to Work Plan.

> Complying with their Return to Work Plan (not disrupting recovery through private activities such as sport).

2.6 VISITORS

It is a requirement of QLDC WHSMS and The Act that all reasonably practicable steps are taken with visitors and the public to safeguard them from harm resulting from any hazards and risks generated by the company activities. Contractors, suppliers and visitors to a QLDC place of work must sign in as visitor and undergo the appropriate induction. Refer to the Contractor Type Matrix for further clarification.

2.7 PARTICIPATION AND CONSULTATION

QLDC aims to engage, so far as is reasonably practicable, with our workers, key stakeholders and those likely to be affected by QLDC operations. To have effective practices that allow for opportunities to participate in improving work health and safety on an ongoing basis.

QLDC has various processes to encourage the participation of employees and contractors in activities which encourage improvements in Health and Safety performance. These include their appropriate training and involvement in:

> Hazard identification, risk analysis and determination of controls;

> Incident investigation and opportunity for joint involvement in injury prevention;

> The development and review of the health and safety policy and objectives;

> Workplace inspections and audits;

> Workplace suggestion schemes;

> Input gained through reporting, toolbox and health and safety meetings;

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> Representation in the WHSMS annual review;

> The nomination and elections of fellow employee representatives for participation in the Health and Safety Committee and other duties (including the attendance of formal recognised external training; at least 2 days per year).

Contractors must be informed about their participation arrangements for the workplace, including:

> Who is their representative(s) or contact person while they are on location in relation to health and safety matters (This is generally the nominated QLDC Contractor Manager);

> Time and resources necessary to participate in QLDC health and safety activities;

> Access to information that is relevant to current or planned WHSMS and general improvement activities.

QLDC have processes for communicating about the management of health and safety. This includes, but is not limited to:

> Internal communications (formal and informal) to raise awareness about performance, changes and improvements;

> Monthly update of health & safety performance, including against agreed objectives, through Health & Safety Representatives;

> Awareness of the health and safety risks via induction, e-learning and ongoing training;

> Workplace safety meetings, toolbox or safety briefings for sharing experiences, lessons learned or raising awareness about health and safety risks;

> Sharing knowledge and lessons learned from around the industry (external to the organisation or place of work); such as relevant incidents, hazardous conditions or suggested practices;

> Workplace noticeboards;

> Monthly performance reporting to the Executive Leadership Team and Council.

When appropriate, relevant external subject matter experts are consulted about relevant health and safety matters.

This may also occur following a significant incident to share learnings with other similar operations.

The following is a summary of the formal health and safety meetings, frequency and attendees for QLDC operations:

Meeting Frequency QLDC Attendees Purpose

QLDC Health & Safety Committee Meetings

Monthly All Monthly review of health, safety & wellbeing information, including monthly performance reports, accident, incident reporting and key information.

Employee/ Manager Performance Reviews

Annual All QLDC Employees Review of individual performance against agreed key performance indicators and objectives.

Department Specific Health & Safety Meetings

Monthly All Update on key information from organizational Health & Safety meeting, including monthly performance report.

Toolbox Pre-shift/ Handover Meetings

Daily All Inform of planned activities for the day, promote hazards, review previous days’ performance.



Meeting Frequency QLDC Attendees Purpose

Audit, Finance & Risk Committee Meeting

Quarterly Governance Quarterly health & safety performance update, including key risks, to Governance.

Executive Leadership Team (ELT) Meetings

Weekly ELT, Health & Safety Committee Chair, Director of People & Capabilities

Senior Managers are consulted with and informed about Health & Safety items.

References:

No. Document Title

2.1 Workplace Health and Safety Policy Statement

2.2 Health & Safety Committee agenda and minutes template

2.3 Performance Review Form – Health, Safety & Wellbeing section (2018 version to be issued by May)

2.4 Department Health & Safety Meeting Agenda Template

2.5 Return to Work Plan Template

2.6 Dr’s Kit – Return to Work Pack

2.7 Health & Safety Representatives information – available on Health & Safety Committee YODA page (QLDC intranet site)

3 PLAN

HE MAHERE

3.1 OBJECTIVE

Establish processes, safe systems of work, plans to schedule and manage health and safety functions, and to provide for continual system improvement.

3.2 PARTICULAR HAZARDOUS WORK (NOTIFIABLE WORKS)

Under the Health and Safety in Employment Regulations 1995, QLDC shall notify WorkSafe NZ if any of the following types of work are being undertaken at least 24 hours before the work commences:

> Any restricted work defined in the Asbestos Regulations 2016.

> Logging or tree felling undertaken for commercial purposes.

> Construction work with a risk of falling 5 Metres or more, excluding work on a two-storied house, power or telephone lines, work carried out from a ladder only, or maintenance and repair work of a minor or routine nature.

> Erecting or dismantling scaffolding with a risk falling 5 metres or more.

> Use of a lifting appliance where the appliance has to lift a mass of 500 kilograms or more a vertical distance of 5

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metres or more, excluding work using an excavator, forklift, or self-propelled mobile crane.

> Work in any pit, shaft, trench, or other excavation in which any person is required to work in a space more than 1.5 metres deep and having a depth greater than the horizontal width at the top.

> Work in any drive, excavation, or heading in which any person is required to work with a ground cover overhead.

> Work involving the use of explosives, or storage of explosives for use.

> Work that in which a person breathes compressed air, or respiratory medium other than air (not diving).

> Work that in which a person breathes compressed air, or respiratory medium other than air (diving).

Any contractor performing notifiable work on QLDC’s behalf must first seek approval from the QLDC Contractor Manager authorising the work and provide evidence that the Notification process has been completed.

Further information related to High Risk Work is outlined in QLDC’s High Risk Work Guideline document.

3.3 HEALTH AND SAFETY ACTION PLAN

QLDC have developed an improvement plan to monitor and drive health and safety performance within the

business. Each year (and when significant change occurs) the QLDC Health and Safety Action Plan will be updated by QLDC management incorporating all activities identified to sustain the continuous improvement of the WHSMS and maintain a sustainable health and safety environment in line with QLDC’ policies.

It is envisaged that a reasonably practicable approach will be taken to developing strategic objectives in line with company needs involving views of workers through various employee participation and consultation processes (see Section 6 to this document – Performance Evaluation and Review.

The following areas represent the common focus areas of the plan, which correlate with QLDC’s identified Key Risk Areas:

> Contractor Activities

> Workforce Participation

> Volunteer Worker Activities

> Fitness for Work

> Compliance

> Vehicle/Fleet Operations

> Public Interaction

> Isolated/Remote Workers

> Reporting

> Training

Goals must reflect the general need for improvement in safety performance, it is expected that these are aggressive and challenging. As part of the action planning process, SMART (Specific, Measurable, Achievable, Realistic, Time- bound) objectives are also set annually, and documented clearly (see section 6 – Performance Evaluation and Review).

3.4 LEGISLATIVE CHANGE

QLDC management shall subscribe to and monitor relevant legislation updates and develop plans to assess and achieve any required change.

External resources that may be used for assistance in the ongoing monitoring of legislation and general hazard/risk



management process include:

Resource Electronic Link

WorkSafe NZ http://www.business.govt.nz/WorkSafe NZ

Australia/ New Zealand Standards http://standards.co.nz/

New Zealand Legislation http://www.legislation.govt.nz

External Expert Consultation http://www.advancedsafety.co.nz/

3.5 ANNUAL HEALTH AND SAFETY ACTIVITY SCHEDULE

QLDC have developed a WHSMS Annual Activity Schedule. This schedule covers a rolling 12 month period and details all the specific functions required to be performed by QLDC to comply with the items detailed in the WHSMS.

The following items form part (but not all) of the schedule:

> Building Evacuation Exercise/s planned

> Health and Safety Committee Meetings

> On-going Training Requirements

> Training and competency register review

> WHSMS self-assessment and internal audits

> Safety Improvement Plan reviews

> Contractors audits/reviews required

> Health and wellness initiatives

> Workplace inspections

> Register(s) review such as: first aid supplies, risk register, etc.

3.6 HAZARD IDENTIFICATION AND RISK MANAGEMENT

There are a number of potential sources of information that can provide valuable input to the workplace or project wide hazard identification and risk assessment process.

Sources of information include:

> Hazards identified/referenced in legislation

> Industry hazard databases

> Industry and local area incident history/experience

> Company incident history/experience

> Industry and local area information from industry and environmental authorities

http://www.business.govt.nz/worksafe

http://standards.co.nz/

http://www.legislation.govt.nz/

http://www.advancedsafety.co.nz/



Typical hazards encountered at QLDC include:

Physical Hazards Traffic Hazards

> Caught in or by machinery > Slippery/uneven walking surfaces > Falling objects > Confined spaces > Falling from Height

> Speed > Poor visibility > Road surfaces > Passing vehicles > Weather

> Failure to follow road rules > Traffic flow > Loss of control > Mechanical failure > Blind spots

Noise Hazards Visitor/ Contractor Hazards

> Short exposure to loud noise > Noise at 85dBA or greater > Noise that interferes with communication and/or

concentration

> Unfamiliarity with place of work > Failure to conform with local procedures > Unauthorised access

Electrical Hazards Worker Hazards

> All forms of electrical energy > Overhead lines > Damaged cables

> Behaviours that may cause harm to themselves or others

> Incorrect operation of machinery > Inadequate PPE > Failure to follow work procedures > Inattention

Chemical Hazards Vibration Hazards

> Solvents > Dusts > Fumes > Mists

> Whole body vibration (truck drivers) > Segmental vibration (hand tools)

Ergonomic Hazards Environmental Hazards

> Manual handling > Inadequately designed equipment and or

workstation

> Extremes of hot or cold > Dark working environment > Bright sunlight > Inadequate lighting > Air pollution

Psycho-social Hazards General

> Drugs/alcohol > Personal health problems > Fatigue

> Hazards created by members of the public



3.7 SPECIFIC HIGH RISK WORK IDENTIFIED

In reviewing the risks faced by QLDC workers, the organisation has identified the following specific high risk work activities:

> Confined spaces

> Working at Heights

> Vehicle Use

> Volunteer Management

> Contractor Management

> Lone/Isolated Worker

Guideline documents have been developed for each of the above.

3.8 OCCUPATIONAL HEALTH RISKS

Risk scenarios that involve known and suspected carcinogens, mutagens and reproductive toxicants must be controlled to as low as reasonably practicable (ALARP) and meeting an Occupational Exposure Limit (OEL) or the Environmental Control Limit (ECL). Action plans for treating these risks must be reviewed at least annually by the hazard/risk owner.

3.9 HAZARDOUS SUBSTANCES

Based on the Health and Safety at Work Act 2015 and Health and Safety at Work Regulations (Hazardous Substances) 2017 requirements, QLDC shall develop procedures and maintain a register of all hazardous substances used, to assess the potential for substances to cause harm, to implement controls to manage potential harm and to monitor controls to ensure their on-going effectiveness.

Hazardous substances include:

> Explosives

> Flammable materials

> Corrosive materials

> Toxic substances

The register must be readily available in the workplace and should be provided to the local emergency services for fixed locations (if the substance meets HSNO thresholds as defined in the regulations) as a preventative measure to ensure they are aware of what hazardous substances are stored and their location for any response required to an emergency event.

The register should also be listed on the Annual Health and Safety Activity Schedule for regular review.

All staff required to handle chemicals must understand the correct handling, storage and use of those chemicals, and be aware of the potential hazards created if they are used incorrectly. Information will be available and training provided to ensure that chemical hazards are minimised. All chemical containers will be adequately labelled and all waste chemicals and containers no longer required must be disposed of safely and appropriately.

Appropriate Personal Protective Equipment (PPE), as per the Safety Data Sheet for the product must be worn when handling chemicals. They must be stored in a safe manner and segregated where relevant so as not to react with anything nearby.

3.10 HAZARDOUS SUBSTANCE HANDLING

QLDC ensures that every worker who uses, handles or stores a hazardous substance (including hazardous waste) is provided with the necessary information, training and instruction, before the worker can carry out work involving those



substances.

The objective is to keep each worker safe by ensuring risks associated with hazardous substances are managed.

Current safety data sheets (or condensed information of the key information) is provided for every hazardous substance in use.

(This does not apply if it is a consumer product in a QLDC workplace and is used at the place of work in quantities and in a way that is consistent with household use).

Training includes:

> The physio-chemical and health hazards associated with the hazardous substances the worker uses at work.

> The procedures (if applicable) for the safe use, handling manufacture, storage, and disposal of the hazardous substances (including personal protective equipment).

> Practice in the safe use of plant necessary to manage the hazardous substances.

> The worker’s obligations under the HSW (Hazardous Substances) Regulations 2017.

> Requirements for packing of decanted or transferred substances if transferred from a container in the workplace for use within that workplace.

> Labelling and signage requirements and why they are necessary.

> Familiarisation with the company’s Site-Specific Emergency Response Plan for hazardous substances that may arise from a breach or failure of the controls for any hazardous substances present or likely to be present at work.

> Testing and revision of the Emergency response plan every 12 months or within 3 months to demonstrate the new person can perform his or her functions under the plan and/or the new procedure or action is workable and effective.

Adequate Supervision:

QLDC provides worker supervision that is necessary to protect the worker from risks to his or her health and safety arising at work if the worker;

> Uses, handles, manufactures, or stores hazardous substances at the workplace;

> Operates, tests, maintains, repairs, or decommissions plant used in the use, handling, manufacture, or storage of hazardous substances at the workplace;

> Is likely to be exposed to hazardous substances at the workplace.

The supervision provided takes into consideration the nature of the risks associated with the hazardous substances; and the knowledge and experience of the worker.

Certified Handler:

QLDC has reviewed regulation requirements to see if a certified handler qualification is necessary (or not) for the handling hazardous substances and to provide guidance and assistance to other people handling substances in the work environments.

QLDC does not currently require a certified handler for their work operations.

Emergency Response Plan:

QLDC has reviewed requirements under ‘Schedule 5 Threshold Quantities for Emergency Response Plan’, Hazardous Substances Regulations 2017. The threshold has not been exceeded.

If a threshold was superseded in future an Emergency Response Plan will be prepared and implemented.

QLDC does not currently require a Site-Specific Emergency Response Plan for hazardous substances held on site.



3.11 REPORTING HAZARDS AND RISK

Hazard and risk management is everyone’s business, and we are all responsible for noticing and reporting hazards and risks. This could be during a scheduled check, through an annual survey, when there has been some change in the workplace, or from general observation.

Report hazards and risks to your manager and/or supervisor. Where possible make the situation safe by controlling the hazard and risk. A specific hazard report form is available to document identified hazards so they can be addressed and recorded formally.

QLDC has also developed “Before Sh*t Happens” forms, which can also be used to report hazards. These are intended as readily available, easy to use forms that are available in each area of the organisation.

Hazards that cannot be eliminated must be controlled and, if located away from the office, (such as a construction site or other place of work) recorded on the location’s hazard/risk register.

The responsibility of making safe, reporting and recording hazards and risk is everyone’s and must be performed in a timely and accurate manner.

As part of an employee’s general (legal) responsibility every employee has the right to refuse to do any work that they believe is likely to cause them serious risk. At this point they must notify their manager.

The Health & Safety Officer will act in an advisory role where needed to assist areas in management of their hazards/ Risks.

Please refer to the Hazard and Risk Management YODA page for more information.

3.12 VEHICLE USE (QLDC FLEET VEHICLES AND GREY FLEET)

QLDC recognises that vehicle use is a key risk for many QLDC workers. The organisation will continue to take all reasonably practicable steps to ensure the safety of the fleet, and drivers. This requires active engagement and participation from QLDC workers, including reporting, vehicle checks, and adherence to agreed maintenance programmes (for those workers responsible for maintenance).

Workers will only become eligible for driving a QLDC vehicle on receipt of a signed, dated Vehicle Use Policy, and current, valid New Zealand Drivers’ license.

3.13 PSYCHO-SOCIAL HAZARDS

The hazards within the work environment includes psycho-social hazards. This comprises of, but is not limited to, overcrowding, deadlines, work arrangements (i.e. the effects of shift-work or overtime arrangements), and impairments that affect a person’s behaviour, such as work-related stress and fatigue, and drugs and alcohol. The QLDC induction process and ongoing health and safety activities include psychosocial identification, controls and monitoring.

Bullying and Harassment is also identified as a workplace hazard. QLDC is committed to a zero tolerance approach to behaviour that constitutes bullying or harassment, and has robust processes in place to assist staff and managers address any concerns. This includes maintaining a schedule of trained Contact People for staff to contact on an anonymous basis. For more information please refer to the Bullying & Harassment Policy.

3.14 MANAGING HAZARDS AND RISK

The identification of workplace hazards and the management of risk is an integral part of good business practice at QLDC. Learning how to manage risk effectively enables management to improve outcomes by identifying and analysing the wider range of issues. Risk management provides an efficient method for making informed decisions.

For each identified hazard and risk, the causes and existing controls are identified and recorded in the Risk Register. Each hazard and associated risk is considered in turn according to:

> Consequence

https://qldc.sharepoint.com/PoliciesProceduresForms/HSW/Forms/QLDC%20Hazard-Risk%20Reporting%20Form.doc

https://qldc.sharepoint.comb/g/EctdGLGWxu5DgTpWywXNzaUBbeJzM_EkhR_K8k6u2zqm-w?e=Vu8C7f

https://qldc.sharepoint.com/SafetyAndWellbeing/Pages/Hazards/Hazard-Risk-Management.aspx

https://qldc.sharepoint.comb/g/ESSK8tVchptIhovop9bMNNEBxX-LwlekMKuT1PvwK_KSDg?e=d2h3Yr



> Likelihood

The QLDC Health & Safety Risk Matrix is used to assign ratings for consequence and likelihood to each identified hazard for both inherent/initial and residual risk.

If the hazardous event is recurring (e.g. if the loss is most likely to be damage to health or the environment) the cumulative effect over an appropriate period is taken into consideration where applicable.

Risks must be eliminated as far as reasonably practicable.

QLDC are committed to the integration of risk management within all organisational processes at all levels (that is, at the organisation, business unit, team and individual level) and to the cultivation of a risk management philosophy at all management levels. The correct management of risk however involves each one of us. No-one is excluded.

Risk can be considered, formally or informally for any decision. The formal risk management process must be applied when planning and making decisions about significant issues. For example, when considering changes in policy, introducing new strategies and procedures, managing projects, expending large amounts of money, managing internal organisational differences or managing potentially sensitive issues.

Managers are accountable for the application of risk management and procedure within their influence. It is importantwe all constantly think risk management.

3.15 CONTROL HIERARCHY

In general terms risk, can be managed in several ways. Within QLDC the options (in order of effectiveness) are:

> Elimination – completely eliminating the hazard

> Substitution – replacing the material or process with a less hazardous one

> Engineering/Design – design of protective barriers or improvement of process design to minimise exposure of people

> Administration – providing administrative controls (e.g. training, standards)

> Personal Protective Equipment – using properly fitted equipment where other controls are not practical.

Hierarchy of Control Relationship:



3.16 HEALTH AND SAFETY RISK REGISTER

The QLDC Health & Safety Risk Register is used to assess the hazards and associated risks for the whole business. The primary objective of the Risk Register is to undertake a structured and systematic assessment process to enable critical and objective assessment of all QLDC Operations.

The QLDC Risk Register is supported by the Health & Safety Risk Register, which is a subset of the larger register, focused on health and safety risks and hazards. The Health & Safety Risk register is formally reviewed on an annual basis or when major operational changes occur, or are planned to occur during a project. As hazards and risks are identified that cannot be eliminated, they shall be added to the register at the soonest possible opportunity.

The Health & Safety Hazard registers can be found on the Hazard & Risk Management YODA page.

3.17 RISK REDUCTION STRATEGY – STRENGTHEN EXISTING CONTROLS

Existing controls (where these exist) are examined for the significant risks and an evaluation of the effectiveness of current controls is made. Where the risk assessment participants consider that additional controls are warranted for any particular hazard, the nature of these additional controls are listed in the further actions to be taken column of the risk register, the action owner, date due and target risk (after actions and current controls) are also documented.

Note: that particularly in the case of risks identified as significant, the ‘new controls’ may simply refer to the fact that a specific operating procedure or control plan is to be developed or that an investigation to eliminate or substantially reduce the risk is to occur. To assist with action planning, these are listed on the QLDC Safety Improvement Plan and assigned to the person responsible for management of the risk.

3.18 SPECIALIST ADVICE

Some hazardous situations/risk will require evaluation and development of controls with the assistance of specialist advice.

If situations arise such that internal resources are not satisfied that they have the specific knowledge or expertise, external specialised support will be sought. This decision is made jointly between the Director of Human Resources, Health & Safety Committee Chair and the respective area manager.

References:

No. Document Title

3.1 Health & Safety Action Plan 2018

3.2 Hazard/Risk Report Form (Before Sh*t happens)

3.3 Before Sh*t happens form (short-form hazard report)

3.4 Hazard/Risk Register

3.5 Hazardous Substances Register

3.6 Risk Assessment Matrix

3.7 Vehicle Use Policy

3.11 Vehicle Incident Reporting form (Accident/Incident Report Form)


https://qldc.sharepoint.comx/g/EenaNZHtxeNKpfZ5Km9KPeEBdKCL6N1mpLq7HDHLNq3YLA?e=aZa0LQ

https://qldc.sharepoint.com/PoliciesProceduresForms/HSW/Forms/QLDC%20Hazard-Risk%20Reporting%20Form.doc

https://qldc.sharepoint.comb/g/EctdGLGWxu5DgTpWywXNzaUBbeJzM_EkhR_K8k6u2zqm-w?e=4TyO9k


https://qldc.sharepoint.com/SafetyAndWellbeing/HazardRegister/QLDC%20Chemical%20Registry.xlsx

https://qldc.sharepoint.comw/g/EVq65AvAJmtKgw1QztPeBnUBPscUPWq5Y9jYMCYWfNiX6g?e=UjoQ10

https://qldc.sharepoint.comb/g/EeNlKSCTb3ZIncFpYxQjoiwB_qq8vyeRwPsWSrQFLen2Ew?e=AUGH03

https://qldc.sharepoint.comw/g/EcQUm0GKsi9OjRChs4AM0kkBr7EgorD2xqyfi-2GnC8Rsw?e=eQeevH



No. Document Title

3.12 Vehicle pre-start check form (available in all QLDC fleet vehicles)

3.13 Contractor Vehicle Induction Checklist

3.15 Smoke Free Policy

3.16 High Risk Work Guidelines (and associated documents)

3.17 Confined Space Policy

3.18 Contractor Management

3.19 Lone/Isolated Worker Policy

3.20 Volunteer Management

3.21 Working at Heights

3.22 Workstation Assessment resources available on YODA

3.23 Personal Protective Equipment Guidelines

3.24 Personal Protective Equipment Registers

Notification of Particular Hazardous Work: Notifiable Works (Worksafe Website)

4 RESOURCE

KĀ RAUEMI

4.1 OBJECTIVE

Resources, duties and responsibility are appropriately allocated for the maintenance and continual improvement of QLDC Health and Safety Management. All QLDC personnel will actively demonstrate positive safety leadership in the pursuit of achieving our health and safety objectives through the development of a culture of working safely, working responsibly and working together.

4.2 IDENTIFICATION OF TRAINING NEEDS

QLDC have developed a competency and training process for the delivery and maintenance of awareness and/or competence based training associated with the WHSMS and the organisation’s managed workplace health and safety risks. The training needs process includes:

> Identification of the health and safety training requirements for all persons working under its control (ensuring it caters for those with differing levels of ability, language skills and literacy). Assisted with the use of a Training Requirements Matrix, Appendix 4.1;

> Ensure the delivery of health and safety training and its currency;

> Evaluate the effectiveness of health and safety training delivered to ensure necessary competency is achieved;

https://qldc.sharepoint.comb/g/Ec6yqpgIyO1Eq07_42bf7a8By1H1YPrhCj5n0TKkQjkNuA?e=zqE315

http://intranet/HR/Documents/QLDC%20forms/Smoke%20Free.pdf

https://qldc.sharepoint.com/SafetyAndWellbeing/PublishingImages/Forms/Video/videoplayerpage.aspx?ID=27&FolderCTID=0x0120D520A80800D3B610CDAB171747B41AC7BB16623F40&List=f5856a5c-9b84-4a51-a9d4-30b1bf96543c&RootFolder=%2FSafetyAndWellbeing%2FPublishingImages%2FWorkstation%20Training%20Chairs%2C%20Desk%2C%20Office%20Equip%2FAdditional%20Content&RecSrc=%2FSafetyAndWellbeing%2FPublishingImages%2FWorkstation%20Training%20Chairs%2C%20Desk%2C%20Office%20Equip

http://intranet/HR/Documents/PPE%20Guidelines.pdf

https://qldc.sharepoint.comx/g/Ed0OVnXx6SxElvrGX-vHOzsBMWXuqp98BD7DNvyENcslSg?e=qWF17S

http://www.worksafe.govt.nz/worksafe/notifications-forms/particular-hazardous-work



> Retain appropriate records of health and safety training.

Training and adequate supervision are key elements in working towards a safer working environment.

4.3 INDUCTION TRAINING

All new employees, contractors and visitors must undertake relevant induction training. As a minimum, induction training must include reference to the health and safety hazards and risks identified at the place of work.

No employee will begin work at QLDC without having successfully completed the induction. There will also be adequate instruction and on-the-job training provided so that all new staff are aware of known hazards, their controls, acceptable work methods and procedures, and any safety equipment or personal protection that must be utilised when performing various tasks.

At the successful completion of the QLDC employee induction training, all training records must be retained in each individual’s personal file. These are maintained in a secure location and controlled by QLDC HR team. QLDC will maintain a Health, Safety & Wellbeing Handbook, for the purposes of induction, which will be reviewed and updated on a regular basis.

For Contractors, in conjunction with the QLDC Contract Manager, it will be determined what training shall be required for the role being performed in addition to the standard induction. The QLDC Contract Manager is responsible for ensuring that induction training is performed and that training records are reviewed to assess competency and currency of the training. Where this is not in place, contractors must be taken through the visitor’s induction (if one off/low risk or non-manual tasks are to be completed) or the full company induction process (depending on the nature and frequency of work if performing high risk activity or to be frequently left unsupervised).

Key Areas to be covered in QLDC Induction Training are:

> Health and Safety Policy

> The importance of everyone’s contribution to the effectiveness of Health & Safey Management

> Duties and responsibilities

> Hazard and risk control

> Hazard, near miss/near hit and accident reporting

> Emergency procedures

> Consequences of departure from specified procedures or standards

> Injury rehabilitation process

4.4 ONGOING TRAINING

Following general induction training, ongoing training will be provided depending on the role/occupation of the inducted personnel and legislative requirements. Types of training delivered include:

> First aid

> Internal safety training

> On the job training

> Machine and equipment operation

A record of all training will be stored on the employee’s personal file. New employee training will be delegated and carried out as required under the approval of their Manager.

Company management must ensure that all training performed is of a quality and standard that it achieves its required objective. This may mean routine audits need to be performed to confirm this.



As a minimum the QLDC personnel training and competency register will be reviewed annually to ensure all training requirements are kept up to date and so further training can be organised or booked in advance of requirements. The prompt to review this will be flagged in the annual health and safety activity schedule.

4.5 TECHNICAL COMPETENCIES

All roles requiring technical certification, registration or licensing are documented. The requisite qualification(s)/ competencies must be filed and maintained for all personnel performing such roles and their associated work activities. This includes, but is not limited to work at heights, confined spaces and electrical high voltage.

4.6 FIRST AID TRAINING

First aid training requirements shall be determined for each place of work. It is desirable to have at least one fully trained senior first aid representative in each work area, per shift (where shift work is applicable). A record of this training shall be maintained on the employees personnel file. Trained first aiders shall also be listed on the Emergency Response Plans which will be displayed on all company notice boards for reference.

First Aid Kits: Fully provisioned first aid kits are strategically placed around QLDC work areas.

4.7 PERIODIC TRAINING

Whenever any training requires periodic refreshment or recertification an electronic reminder system will be utilised to ensure that this training occurs as required. This includes:

> Induction

> First Aid

> Contractor and visitor induction

> Emergency Wardens

> Site Safe

4.8 COMPETENCY

All health and safety training shall be delivered in such a way that it is clearly understood and competency shall be assessed at the completion of each training session. This will be achieved by using:

> Practical task assessments in the workplace

> Certificates/Licenses

> Written/Oral Tests

> Hands-on observation/Buddying new employees with experienced employees, etc.

4.9 EXPERIENCED EMPLOYEES

Employees involved in training new employees shall have the experience and skills to train new employees effectively. Criteria for selection of internal trainers includes:

> Skills and experience at performing the job

> Formal qualifications

> NZQA Registered Workplace Assessors/Adult Trainers

> Specific expertise



Any person required to deliver training, whether formal or “on the job” shall be formally appointed to this training role by their manager.

4.10 SUBJECT MATTER EXPERTS

External training consultants may be used to deliver NZQA Unit Standard level training and other Health and Safety training from time to time when this expertise is not available in-house. The criteria for selection of external trainers includes:

> Skills and experience

> Qualifications

> References from other organisations/employers

> Expertise in the subject being trained

> Other criteria that may be relevant

References:

No. Document Title

4.1 Preferred Training Supplier Register

4.2 Take 5 (short-form reporting - risk assessment)

4.3 Safe Work Observation Form

4.4 QLDC Health & Safety Induction Checklist

4.5 Site Specific Induction

4.6 Received Site Specific Safety Plan (SSSP) Checklist

4.7 First Aider Register

4.8 Health, Safety & Wellbeing Handbook

5 OPERATION (DO)

TE WHAKAMAHIKA

5.1 OBJECTIVE

QLDC shall plan, implement and control the processes needed to meet the requirements of the WHSMS and to manage the health and safety risks associated with the company’s work activities. QLDC’s procedures outline the way in which our operations are conducted and the behaviours that are required of our people.

5.2 PROCEDURE DEVELOPMENT

QLDC procedures must be relevant, well communicated, made available to the appropriate users, and followed. The diagram below reflects the hierarchy of documentation that QLDC, our officers, workers and visitors are expected to adhere to at all times.

https://qldc.sharepoint.comw/g/EeN6mLHeKl1NkZ07vYoWZHUBC163Atq8IEKDEpc5X9S7QA?e=zZIx5l

https://qldc.sharepoint.comb/g/ESUQfasdVbxJm5uvH8YLqkAB3kEDncoAr-ztWxYx0vB8Zw?e=2z3pId

https://qldc.sharepoint.comb/g/Ed_Ihs34Qo5Fn9Je0JNGUywBxxb94SwNFay440dfVFeL5w?e=YiHBXk

https://qldc.sharepoint.comw/g/EXAm_7LncjtGqeS4s6612xwBO6JxDAJlfmjupdIjSqWIvA?e=4vExiq

https://qldc.sharepoint.com/SafetyAndWellbeing/ReferenceDocuments/INDUCTION%20Health%20and%20safety%20checklist%20TEMPLATE.xlsx

https://qldc.sharepoint.comw/g/EVLSjr0RmoxMrt6tTwQMu_0BtV5nx3aHomdi4yDKkVsefw?e=YLkBno

https://qldc.sharepoint.comx/g/EW2hPA1vEi9GnNYCCgNP2ucBbWKnfrcrxJ3h47jaBdXCfQ?e=3ROcMw

https://qldc.sharepoint.comb/g/EZi8Qj4zJ3BKksndHIcVcpIBbhjIoUZeVDxOjblGMrnPyw?e=Gjh4YP



Hierarchy of Documentation:

Where new or non-routine tasks and activities are to be conducted and there is not an appropriate existing procedure, such as a Safe Work Plan or Standard Operating Procedure, the specific controls identified during the pre-task hazard/risk assessments must be implemented and adhered to.

Any deviation from company approved processes must be approved by the most senior manager. Where there is an absence of a documented process, a Safe Work Plan, or equivalent shall be conducted. It is noted that for minor jobs/tasks QLDC has also developed a “Take 5” short-form safe work plan, which is acceptable to use for lower-risk and less complex work also.

Where contractors are involved, the processes they are required to follow shall be made available to them, minimum training requirements made known and credentials verified, records retained and a system of monitoring put in place. The methodology shall be discussed and agreed to by all parties directly involved.

5.3 PROCUREMENT

QLDC recognises the potential health and safety risks associated with the purchase of new equipment, plant and materials. QLDC shall, wherever necessary, implement controls to ensure the procurement of goods and services conform to the WHSMS requirements.

The purchase and procurement of safety-sensitive goods, services and equipment will adequately take into consideration health, safety and wellbeing implications. This includes but is not limited to vehicles and other equipment for high-risk activities, and the procurement of contracts for service. A number of processes and policies in this regard are already in place. For further information, please refer to:

> Health & safety requirements for procurement of contracts for service: See Contractor Management

> General Plant, Equipment and PPE Purchase: See Purchasing form

> Procurement general: See Procurement Policy

https://qldc.sharepoint.com/SafetyAndWellbeing/Pages/Duties/Contractor-Management.aspx

https://qldc.sharepoint.com/SafetyAndWellbeing

https://www.qldc.govt.nz/assets/Uploads/Council-Documents/Policies/Procurement/QLDC-Procurement-Policy-2016.pdf



5.4 CONTRACTOR MANAGEMENT

Any contractor engaged by QLDC shall comply with the QLDC WHSMS requirements as a minimum. It is the responsibility of the Contractor Manager that has engaged the contractor, on behalf of QLDC to ensure the contractor and the contractor’s workers are given adequate opportunity to consult, coordinate and cooperate during the life cycle of a shared project.

Contractors are classified based on the frequency of engagement and the risk profile of the work ahead. They are either Major or Minor Type Contractors and each requires a different level of tender assessment, induction, monitoring and post contract evaluation.

The QLDC Contractor Type Matrix (Appendix: 5.4) demonstrates the classification process.



5.5 EMERGENCY PREPAREDNESS AND RESPONSE

QLDC strives to ensure that the appropriate resources and incident response plans are prepared, practiced and available. The emergency plans provide an effective response for the mitigation, control and recovery from incidents, which can impact or disrupt, the company’s operations and activities.

All identified potential emergency scenarios are listed on the QLDC Risk Register. These include (but not limited to):

> Workplace fire, gas leak or security threat

> Earthquake, flood, or other weather related event

> Employee serious harm injury or fatality

QLDC has developed an emergency response plan to aid in the management of the:

> Building Evacuation

> Incident Management

> First Aid Management

> Earthquake

The plans are periodically tested and reviewed; as listed on the Health and Safety Activity schedule.

The effectiveness of the plans are reviewed immediately after a drill scenario or occurrence of an emergency situation. Any findings and suggested actions are documented in team meeting minutes and once agreed, tracked within the QLDC Safety Improvement Plan.

Within the Fire Safety and Evacuation of Buildings Regulations 2006:

> Part 1 of these Regulations applies when there are 10 or less employees on location. This section of the Regulations requires most buildings to have an evacuation procedure for the safe and efficient evacuation of occupants to a pre-determined assembly point in the event of a fire emergency. This is verified by evacuation procedures on or near exits. Records of six monthly drills are to be maintained for audit purposes.

> Part 11 of these Regulations applies when there are 11 or more full time employees or where 100 or more persons may gather for any reason. This section of the Regulations requires many buildings to have an evacuation scheme approved by the New Zealand Fire Service. This scheme must be submitted on an FSC 418 Evacuation Scheme Application form.

Once the application has been approved by the NZ Fire Service, they will send a letter of confirmation.

This letter must be maintained to provide external proof of compliance with legislative requirements. For further information about Approved Evacuation Scheme requirements, refer to the Evacuation Scheme Application Guide on the NZ Fire Service’s Website at www.fire.org.nz

All emergency plans shall contain an emergency contact list for critical and local emergency resources and key staff. This shall be displayed in prominent areas of the workplace for employee reference in the case of an emergency.

Senior Management will ensure that individual team members are provided with the relevant training for their required roles. This training is listed on QLDC Training Needs Matrix and records of completed training securely stored on the employee personnel file. Refresher training will be required to relevant staff in the following areas on at least a bi-annual basis for the following roles:

> Fire Wardens

> First Aid Provider

A register of trained staff in both areas will be available on the intranet.

http://www.fire.org.nz/



5.6 EMERGENCY EQUIPMENT

QLDC maintains first aid kits and fire extinguishers within relevant areas of the business. The routine review and maintenance of the equipment is identified in the QLDC Annual Activity Schedule.

References:

No. Document Title

5.1 Safe Work Plan

5.2 Job Safety Analysis

5.3 Workplace Inspection Checklist

5.4 Site Specific Safety Plan Checklist

5.5 Contractor Type Matrix

5.6 Contractor Management Information Sheet

5.7 Post Contract Evaluation

5.8 Emergency Evacuation Plan

5.9 NZ Safety First – Fire Evacuation providers website

5.10 Contractor Management Information Pack

5.11 Purchasing Form

5.12 Procurement Policy

5.13 Procurement Guidelines (including H&S)

5.14 Take 5

5.15 Trained First Aider Register

5.16 Emergency Fire Warden Register

5.17 Standard Operating Procedure (SOP) Template

6 PERFORMANCE EVALUATION (REVIEW)

HE AROTAKEKA

6.1 OBJECTIVE

To measure the impact of our activities and evaluate the effectiveness of our controls.

https://qldc.sharepoint.comw/g/Eb0esLDmg3NEn8Qow5T8iKYBdyxJEfeIafZG4_Vp9LCfvA?e=Tmcu5H

https://qldc.sharepoint.comw/g/EbqLTPw7CrNIjFKDNMhBscMBEfv4WuNgMyQk7Tu5ueXgKQ?e=Jssdsx

https://qldc.sharepoint.comw/g/ESeaSxlJTw9Ikk6hAQRyoqEBxuMUq0PtezdEGJYHAXCV1g?e=ewsjAK

https://qldc.sharepoint.comw/g/EVLSjr0RmoxMrt6tTwQMu_0BtV5nx3aHomdi4yDKkVsefw?e=dT9caB

https://qldc.sharepoint.com/SafetyAndWellbeing/ReferenceDocuments/Contractors/Contractor%20Type%20Matrix.docx

https://qldc.sharepoint.com/SafetyAndWellbeing/ReferenceDocuments/Contractors/Contractor%20Management%20Info%20Sheet%20V2.0.pdf

https://qldc.sharepoint.comb/g/EaYsNMaymQpJm3CMZ00fL1UBtOHR_XAvsMSnjAl7AOYpew?e=ncEi77

https://qldc.sharepoint.comb/g/EZimLE2jyF9Pk1sn0qoxNoEBc6R0z4rNrP0z2l7DsjQU9w?e=V5nwHh

https://www.safetyfirst.co.nz/

http://intranet/HR/Documents/Health%20and%20Safety/QLDC%20Contractor%20Health%20and%20Safety%20Info%20Pack%20V2.pdf

https://qldc.sharepoint.com/PoliciesProceduresForms/HSW/Forms/HS%20Purchasing%20Checklist%20Form.docx

https://qldc.sharepoint.com/PoliciesProceduresForms/HSW/Policies/QLDC-Procurement-Policy-2016.pdf

https://qldc.sharepoint.com/PoliciesProceduresForms/HSW/Procedures%20and%20Guidelines/QLDC-Procurement-Guidelines-2016.pdf

http://intranet/HR/Documents/Take5.pdf

https://qldc.sharepoint.comx/g/EW2hPA1vEi9GnNYCCgNP2ucBbWKnfrcrxJ3h47jaBdXCfQ?e=RJP27m

https://qldc.sharepoint.com/SafetyAndWellbeing/Pages/Health%20and%20Safety%20Committee/Emergency%20Wardens%20and%20First%20Aiders.aspx

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6.2 MONITORING, MEASUREMENT, ANALYSIS AND EVALUATION

QLDC will regularly measure and monitor the key characteristics of its work activities that may have significant health and safety risks. Procedure(s) to control those processes identified must be implemented where significant risk/s are identified.

6.3 KEY PERFORMANCE INDICATORS

Establishing agreed targets enables QLDC to track the company’s performance in implementing strategy and policy.

The targets must provide clear direction, focus and clarity of expectation. They are:

> Measurable

> Challenging but realistic

> A mix of lead and lag indicators, with a greater weighting toward lead indicators which focus on prevention.

Lead and Lag Indicators

Lead indicators measure activities designed to prevent harm and manage and reduce risk, whereas lag indicators measure performance results. QLDC observes caution when using lag indicators due to the potential encouragement of perverse outcomes such as the non-reporting of incidents, near miss/hits and injuries.

QLDC Key Performance Indicators for 2018 are below:

Result Area Objective

Compliance > Health & Safety audit conducted and passed

Unsafe Events > Total Recordable Injury Frequency Rate 9 by December 2018 > Lost Time Injury Frequency Rate 2 by December 2018 > Reduce speeding events by 20% on 2017 results. Overall downward

trend for “red” events Prevention > 15% of total headcount Lead indicators reported every month

> 100% of all hazards and risks actions are acknowledged and resolved each month

Improvement > 100% of Health & Safety Committee actions completed on time > 12 planned HSW projects delivered in 2018

Behaviour > Behavioural self-assessment: 2 times more A’s are reported monthly than C’s.

Wellbeing > At least 50% participation across wellbeing activities for 2018

6.4 OCCUPATIONAL HEALTH MEASUREMENT AND MONITORING

Whenever a hazard is identified that has the potential to negatively impact employee heath, procedures for measuring and monitoring occupational health exposure shall be developed. These include:

> Detail of what is to be measured and monitored, based on a risk analysis or identified legal and/or other requirements

> The frequency of measurement and monitoring

> Necessary equipment



> Data quality requirements (including details on the sample size for statistical validation and any rejection criteria)

> The sampling and analysis method(s) including any laboratory certification requirements

> Training and competency requirements for relevant personnel (including contractors) who undertake workplace and environmental monitoring

> Relevant information about the potential risks to personnel associated with (performing or receiving) the monitoring or testing

6.5 INSPECTIONS/ INTERNAL AUDIT

QLDC conduct inspections/internal audits on a regular interval to provide information on whether the WHSMS:

> Conforms to:

> QLDC’s own WHSMS, policy and WHSMS objectives and requirements

> The requirements of the relevant legislation, regulations and standards

> Is effectively implemented and maintained.

Health and safety inspections and internal audits are organised by senior management and team leaders, making use of the agreed QLDC Key Performance Indicators, Health and Safety Improvement Plan, discussions with the workers, and workers’ representatives and workplace observations.

Audit reports conducted and received are reviewed by senior management. The reviews are looking for quality, trend analysis and action tracking. The senior managers and team leaders shall ensure responsibility is assigned to address any problems or recommendations within the report. Any corrective actions will be recorded and tracked through to completion, making use of the hazard report process.

Examples of internal inspections and audits include:

> Pre-start checklists for heavy plant and equipment

> Work area inspection checklists

> Personal Protective Equipment distribution registers and scheduled checks

> Work Activity Observation checklists

Examples of routine performance reviews include the use of:

> Employee Annual Performance Review

> Manager Annual Performance Review

6.6 AUDIT FINDINGS COMMUNICATED

Non-conformances and significant findings will be reported using the Report a Hazard form. The findings shall also be communicated to the relevant workers, and where they exist workers’ representatives, and relevant interested parties to ensure lessons learned and potential hazards and required controls are implemented effectively.

6.7 EXTERNAL NOTICES AND INFRINGEMENTS

All action requirements detailed from external enforcement notices and or infringements are to be placed in the event register to record and monitor completion.

6.8 EXTERNAL AUDIT

It is good practice for companies to periodically seek independent and objective assurance from an external audit and/or



system review. An external audit can bring a fresh pair of eyes or new way of thinking. QLDC make use of external health and safety consultants to help ensure the conformity of;

> The QLDC’s own WHSMS, policy and WHSMS objectives and requirements

> The requirements of the relevant legislation, regulations and standards

References:

No. Document Title

6.1 2018 Health & Safety Objectives

6.2 Pre-Start Workplace Inspection

6.3 Workplace Inspection Checklist (a)

6.4 Workplace Inspection Checklist (b)

6.5 PPE Register

7 IMPROVEMENT (REACT)

HE WHAKAWHANAKETAKA

7.1 OBJECTIVE

QLDC shall plan, establish, implement and maintain a process to manage incidents and nonconformities (the failure to meet accepted standards) including reporting, investigation and taking action.

7.2 INCIDENT, NON-COMFORMITY AND CORRECTIVE ACTION

When an incident or a nonconformity occurs QLDC shall:

> React in a timely manner to the incident or nonconformity, and in accordance with the QLDC Accident/Incident Reporting Process (Appendix 7.5):

> Take direct action to control or correct it

> Deal with the consequences

> Evaluate, with the participation of workers and the involvement of other relevant interested parties, the need for corrective action to eliminate the root cause(s) of the incident or nonconformity, in order that it does not recur or occur elsewhere, by:

> Reviewing the incident or nonconformity

> Determining causes of the incident or nonconformity

> Determining if similar incidents, nonconformities, exist, or could potentially occur

> Review the assessment of risks, as appropriate

> Determine and implement any action needed, including corrective action, in accordance with the hierarchy of controls and the Incident and Near Miss Required Investigation Level Matrix, Appendix 7.4

> Determine and implement any notification needed, in accordance with the Notification Requirements Matrix, Appendix 7.5

https://qldc.sharepoint.com/SafetyAndWellbeing/Pages/Training/Performance.aspx

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https://qldc.sharepoint.comw/g/ESeaSxlJTw9Ikk6hAQRyoqEBxuMUq0PtezdEGJYHAXCV1g?e=oetU41

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> Review the effectiveness of any corrective action taken

> Make changes to the WHSMS, if necessary.

Corrective actions shall be appropriate to the effects of potential effects of the incidents or nonconformities encountered.

QLDC shall retain documented information as evidence of:

> The nature of the incidents or nonconformities and any subsequent actions taken

> The results of any corrective action, including the effectiveness of the actions taken.

The company shall communicate this documented information to the relevant workers, and where they exist, workers’ representatives, and relevant interested parties.

7.3 ACCIDENTS, INCIDENTS AND NEAR MISS EVENTS

For the avoidance of doubt, these incidents constitute unsafe events (although reporting near miss events is essential for preventing future injury or illness). Please refer to the Accident/incident/near miss reporting procedure for more information

7.4 NOTIFIABLE EVENTS

QLDC have processes in place to inform WorkSafe NZ about notifiable events that arise from business operations. A notifiable event is when the following occurs as a result of work:

> A death;

> A notifiable injury or illness; or

> A notifiable incident.

Notification must take place immediately after the event (no later than 24hours). This will be managed by the Health & Safety Officer and therefore they should be notified as soon as possible of all Notifiable Event.

Notifiable Incidents

Defined under Section 24 of HSWA 2015.

A notifiable incident is an unplanned or uncontrolled incident in relation to a workplace that exposes the health and safety of workers or others to a serious risk arising from immediate or imminent exposure to any of the following:

> a substance escaping, spilling, or leaking

> an implosion, explosion or fire

> gas or steam escaping

> a pressurised substance escaping

> electric shock (from anything that could cause a lethal shock, for example it would not include shocks due to static electricity, from extra low voltage equipment or from defibrillators used for medical reasons)

> the fall or release from height of any plant, substance, or thing

> damage to or collapse, overturning, failing or malfunctioning of any plant that is required to be authorised for use under regulations

> the collapse or partial collapse of a structure

> the collapse or failure of an excavation or any shoring supporting an excavation

> the inrush of water, mud, or gas in workings in an underground excavation or tunnel

https://qldc.sharepoint.com/PoliciesProceduresForms/HSW/Procedures%20and%20Guidelines/Accident%20%26%20Incident%20Reporting%20May%202018.pdf



> the interruption of the main system of ventilation in an underground excavation or tunnel a collision between two vessels, a vessel capsize, or the inrush of water into a vessel

> any other incident declared in regulation to be a notifiable incident.

Notifiable Injuries or Illnesses

Defined under Section 23 of HSWA 2015.

Trigger Examples

An injury that requires or would usually require someone to be admitted to hospital for immediate treatment

> 'Admitted to hospital' means being admitted to hospital as an in-patient for any length of time.

> Being admitted to hospital doesn't include being taken to hospital for out-patient treatment by the hospital's A&E department, or for corrective surgery at a later time, such as straightening a broken nose.

The amputation of any part of the body that requires immediate treatment other than first aid

This would include amputation of: > A limb (e.g. An arm or leg); > Other parts of the body (e.g. Hand, foot, finger, toe, nose, ear).

A serious head injury that requires immediate treatment, other than first aid

> Fractured skull > Head injury that results in losing consciousness, Blood clot or

brain bleed, > Damage to the skull that may affect organ or facial function,

Temporary or permanent memory loss from a head injury. A serious eye injury that requires immediate treatment, other than first aid

> Injury that results in, or is likely to result in, the loss of an eye or vision - total or partial.

> Injury caused by an object entering the eye (e.g. Metal fragment or wood chip).

> Contact with any substance that could cause serious eye damage.

Does not include: > Exposure to a substance or object that only causes discomfort to

the eye. A serious burn that requires immediate treatment, other than first aid

> A burn that needs intensive or critical care such as a compression garment or skin graft.

Does not include: > A burn treatable by washing the wound and applying a dressing.

A spinal injury that requires immediate treatment, other than first aid

> Injury to the cervical, thoracic, lumbar or sacral vertebrae, including discs and spinal cord.

Does not include: > Back strain or bruising.

Loss of a bodily function that requires immediate treatment, other than first aid (eg, through electric shock or acute reaction to a substance used at work)

Loss of: > Consciousness (includes fainting due to a work-related cause e.g.

From exposure to a harmful substance or heat). Speech.



Trigger Examples

> Movement of a limb (eg long bone fractures). Function of an internal organ.

> Senses (e.g. Smell, touch, taste, sight or hearing). Does not include: > Fainting not due to a work-related cause. > A sprain, strain or fracture that does not require hospitalisation

(except for skull and spinal fractures). Serious lacerations that require immediate treatment, other than first aid

> Serious deep cuts that cause muscle, tendon, nerve or blood vessel damage, or permanent impairment.

> Tears to flesh or tissue - this may include stitching or other treatment to prevent loss of blood or bodily function and/or the wound getting infected.

Does not include: > Superficial cuts treatable by cleaning the wound and applying a

dressing. > Lacerations that only require a few stitches. Minor tears to flesh

or tissue. Skin separating from an underlying tissue (de-gloving or scalping) that requires immediate treatment, other than first aid

> Skin separating from underlying tissue where the tendons, bones, or muscles are exposed.

Contracting a serious infection (including occupational zoonoses) to which the carrying out of work is a significant contributing factor including any infection due to carrying out work: > with micro-organisms > that involves providing treatment or care to

a person > that involves contact with human blood or

bodily substances > that involves handling or contact with

animals, their hides, skins, wool or hair, animal carcasses or waste products or

> that involves handling or contact with fish or marine mammals.

> diseases caught from animals (for example, leptospirosis) or > E. coli infectionsLegionnaire’s Disease caught from working with

soil, compost or potting mix.

An injury or illness that requires (or would usually require) medical treatment within 48 hours of exposure to a substance (a natural or artificial substance in any form for example, solid, liquid, gas or vapour)

> Burns from skin exposure or inhalation of toxic chemicals that require medical treatment.



Trigger Examples

An illness or injury declared in regulations to be a notifiable injury or illness

> Any illness or injury listed in Schedule 5 of the Health & Safety at Work (Mining Operations and Quarrying Operations) Regulations 2016.

7.5 HEALTH, SAFETY AND WELLBEING RECOGNITION – PROMOTING PRO-ACTIVE BEHAVIOUR

QLDC will continue to support and encourage excellence in health & safety management, one avenue of which is to ensure the recognition of those who have demonstrated exceptional safety behaviour, and/or delivered great safety outcomes.

Health & Safety recognition will be a regular item on Health & Safety Committee meeting agendas, and QLDC’s “Awesomeness Awards” will include a Health, Safety & Wellbeing category for nominations. Awards are made on a quarterly basis.

Leaders will also be committed to recognising and acknowledging great safety behaviour/outcomes as and when they come up in the course of day-to-day work.

7.6 CONTINUOUS IMPROVEMENT

QLDC shall continually improve the suitability, adequacy and effectiveness of the WHSMS to:

> Prevent occurrence of incidents and nonconformities

> Promote a positive health and safety culture

> Enhance health and safety performance

The organisation shall ensure the participation of workers, as appropriate in the implementation of its continual improvement objectives.

QLDC shall plan, establish, implement and maintain a continual improvement process which takes into account the outputs of the activities described in the WHSMS.

The company shall communicate the results of continual improvement to its relevant workers, and where they exist, workers’ representatives.

QLDC shall retain documented information as evidence of the results of continual improvement.

References:

No. Document Title

7.1 Near Miss, Incident and Injury Report Form

7.2 Near Miss, Incident and Injury Register

7.3 Near Miss, Incident and Injury Reporting Procedure

7.4 Investigation form

https://qldc.sharepoint.comw/g/EcQUm0GKsi9OjRChs4AM0kkBr7EgorD2xqyfi-2GnC8Rsw?e=eLF3BR

https://qldc.sharepoint.com/SafetyAndWellbeing/HazardRegister/QLDC%20Event%20Register-Accidents-Incidents-Near%20Misses.xls

https://qldc.sharepoint.com/PoliciesProceduresForms/HSW/Procedures%20and%20Guidelines/Accident%20%26%20Incident%20Reporting%20May%202018.pdf

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8 GLOSSARY OF TERMS HE KUPUTAKA

Term Legal Definition or Brief Explanation

Control Measure A way of eliminating or minimising risks to health and safety.

Duty Holder A person who has a duty under HSWA. There are four types of duty holders – PCBUs, Officers, Workers and Other Persons at workplaces.

Hazard Includes a person’s behaviour where that behaviour has the potential to cause death, injury or illness to a person (whether or not that behaviour results from physical or mental fatigues, drugs, alcohol, traumatic shock, or another temporary condition that affects a person’s behaviour).

Health and Safety at Work Act 2015 (HSWA)

HSWA is the key work health and safety law in New Zealand. This covers nearly all work and workplaces.

Health and Safety Committee (HSC)

Supports the ongoing improvement of health and safety law in New Zealand. This covers nearly all work and workplaces.

Health and Safety Representative (HSR)

HSRs are elected members of their work group to represent them in health and safety matters. Refer them to: Worker Engagement, Participation and Representation Regulation 2016.

Health Monitoring Involves testing workers’ health to identify potential signs of harm to their health arising from work and any changes on an ongoing basis.

Notifiable Event Refer to Section 7.3 of the WHSMS.

Officer Refer to Section 2.5 of the WHSMS.

Other Person in the Workplace

Examples include visitors and casual volunteers.

PCBU Person Conducting a Business or Undertaking. Refer to Section 2.5 of the WHSMS.

Personal Protective Equipment (PPE)

Anything used or worn by a person (including clothing) to minimise risks to the person’s health and safety; and includes air-supplied respiratory equipment.

Plant Includes – any machinery, vehicle, vessel, aircraft, equipment (including PPE), appliance, container, implement or tool.

Reasonably Practicable Refer to Section 2.5 of the WHSMS.

Regulator Is WorkSafe NZ or the relevant designated agency.

Risk Risks arise from people being exposed to a hazard (a source of harm).

Union Is an organisation that supports its membership by advocating on their behalf. The Employment Relations Act 2000 gives employees the freedom to join unions and bargain collectively without discrimination.

Upstream PCBU’s Refer to Section 1.4 of the WHSMS.



Term Legal Definition or Brief Explanation

Volunteer Means a person acting on a voluntary basis.

WHSMS Workplace Health and Safety Management System

Worker Refer to Section 2.5 of the WHSMS.

Workplace A place where work is being carried out, or is customarily carried out, for a business or undertaking; and includes any place where a worker goes, or is likely to be, while at work.

WorkSafe NZ The government agency that is the work health and safety regulator.