PERFORMANCE AUDIT AND RISK COMMITTEE Thursday, 2 November 2017 Time: 2.00pm Venue: Council Chamber, 200 Tuam Street, Christchurch Performance, Audit and Risk Committee 2017-11-02 1 of 110 Performance, Audit and Risk Committee 2017-11-02 2 of 110 Performance, Audit and Risk Committee Membership Chair Rod Cullinane Environment Canterbury Councillors Claire McKay, Lan Pham, Peter Scott and John Sunckell Committee Champion Miles McConway Performance, Audit and Risk Committee 2017-11-02 3 of 110 Performance, Audit and Risk Committee 2017-11-02 4 of 110 ENVIRONMENT CANTERBURY PERFORMANCE, AUDIT AND RISK COMMITTEE TABLE OF CONTENTS 1. Apologies .........................................................................................................................6 2. Conflict of Interest...........................................................................................................6 3. Deputations and Petitions ..............................................................................................6 4. Risk ...................................................................................................................................7 4.1. Health and Safety Report .............................................................................................7 5. Performance...................................................................................................................15 5.1. Action List ...................................................................................................................15 5.2. Operations Report September 2017...........................................................................17 5.3. Financial Health Report September 2017...................................................................40 5.4. Public Transport PAR Report Sep 2017 .....................................................................47 5.5. CouncilMARK local government excellence programme............................................52 6. Audit..............................................................................................................................109 7. Public Excluded...........................................................................................................109 8. Notices of Motion.........................................................................................................110 9. Extraordinary and Urgent Business ..........................................................................110 10. Questions .....................................................................................................................110 11. Next Meeting ................................................................................................................110 12. Closure .........................................................................................................................110 Performance, Audit and Risk Committee 2017-11-02 5 of 110 1. Apologies 2. Conflict of Interest 3. Deputations and Petitions Performance, Audit and Risk Committee 2017-11-02 6 of 110 4. Risk 4.1. Health and Safety Report Performance, Audit and Risk Committee (PARC) Report Date of Meeting 2 November 2017 Author Matthew Bennett Health & Safety Advisor Endorsed by Miles McConway Director Finance & Corporate Services Purpose To ensure the Council continues to be informed on relevant health and safety matters. The attached report has been modified since the previous version, specifically focussing on improving graphs. We note that the report remains under development and have identified changes that have not yet come through in this format. We continue to appreciate any feedback that supports the development of this product. Recommendations That the Performance, Audit and Risk Committee: 1. Receive the attached Health and Safety Governance Report Attachments Health & Safety Governance Report – October 2017 Performance, Audit and Risk Committee 2017-11-02 7 of 110 Item 4.1 Attachment 1 8 of 110 Health & Safety Governance Report October 2017 Last data refresh: 25 October 2017 Performance, Audit and Risk Committee 2017-11-02 9 of 110 The Health & Safety Strategy OUR AIM: Everyone comes to a safe workplace and goes home healthy MEASUREMENT DESCRIPTION DUE DATE PROGRESS and safe Environment Canterbury takes responsibility to prevent harm that could 1. The Health and Safety Policy will be reviewed annually Dec 2017 On target occur to any of its staff or other people affected by its work activities. This 2. Close to completion; has taken Ten new protocols will be developed May 2017 is an extension of its legal duties under the Health & Safety at Work Act longer than planned 2015 (HSWA). 3. These have been developed and published and are currently Twelve ‘Critical Risk Rules’ will be implemented Mar 2017 OUR OBJECTIVES: To embed high quality safety awareness through a progressing through an programme of continuous improvement: implementation process • We will be actively engaged in making our workplace safer 4. All but one of the sections have a • Our equipment, plant, substances and processes of working will be safe Each section will have a H&S Action Plan relative to their activities Jun 2017 plan complete • Our systems of monitoring and reviewing will drive improvement 5. Each section will have H&S Training/Competency Plan Jun 2017 Draft training plans complete 6. All needs identified and SOP’s 50% of all high risk activities will have a current “Safe System of Work” Aug 2017 under development where absent HOW WE’RE GOING TO GET THERE: 7. 75% of high risk activities and 35% of moderate risk activities will have a current As above HEADS UP - STEP UP - STAY FOCUSED Nov 2017 “Safe System of Work” We will build our knowledge, skills and experience to 8. The organisation will be externally audited against a recognised H&S standard Aug 2017 Complete HEADS UP enhance awareness of hazards in our work and the 9. All events reported on time, follow All reported incidents of harm are investigated within appropriate timeframes Ongoing environment up is being addressed We will use good judgement and take positive action 10. 80% of improvement will be actioned within the agreed timeframe Ongoing On target STEP UP to improve standards and quality in the workplace 11. Programme of work underway to All contractors will be procured and managed as per the protocol Aug 2017 make improvements We will remain alert, reporting and taking action on STAY FOCUSED 12. A 5% improvement will be achieved every six months in the staff survey (H&S) On target new hazards and striving for continuous improvement Performance, Audit and Risk Committee 2017-11-02 Ongoing results 10 of 110 Risk Profiles In both of these graphs the upper number in each is a calculated risk score based on information provided in the Section Health and Safety Plans. Over the next quarter each section’s risk score will be moderated to ensure that this an accurate comparison, and focused work will be undertaken to lower the risk score through improved mitigation. (Note: We are working to remove the graph trace line and to reorder the Extreme, High, Moderate and Low ratings to the correct order). Performance, Audit and Risk Committee 2017-11-02 11 of 110 Activities by Section, with an associated health and safety risk The total height of each column represents the total number of risk activities. The red area represents the number of risk activities that do not have a documented procedure, yellow represents those that have a documented procedure and green represents the number that have a documented procedure and have been reviewed in the past twelve months. An all green column is good. Each section plans to review each procedure over the year ahead. Performance, Audit and Risk Committee 2017-11-02 12 of 110 Emergency Preparedness The ‘Health & Safety at Work Act 2015’ makes specific reference to developing and testing emergency responses for all work sites. In doing so, Environment Canterbury’s organisational resilience and recovery will improve, and we will be better informed on how to lower our overall risk profile. The emphasis over the medium term will be to test our preparedness. This table follows the same colour coding as the previous page. (Note: No emergency procedures have been exercised, and therefore no green area is showing). Performance, Audit and Risk Committee 2017-11-02 13 of 110 Analysis of Incidents These three graphs show the nature of Environment Canterbury’s incidents from January 2014 to present. 2017 is tracking down slightly on previous years, however the trend is erratic and any deeper insight is not possible. Transportation and environment continue to be the main event categories, however with the introduction of improved mitigations over the past six months the outcome has moved towards ‘insignificant’- down from injuries of greater impact. Since the last governance report there have been no significant incidents to note. Minor incidents included two minor first aid injuries and one minor transportation incident. Our response was effective in preventing further escalation. Steps are being taken to reinforce our existing mitigations. Performance, Audit and Risk Committee 2017-11-02 14 of 110 Section Health and Safety Plans The graph below shows that each section is developing a Health & Safety plan, progress is shown in green. There is currently a lag time in the data, and a number of section’s plans have progressed further than is indicated below. Performance, Audit and Risk Committee 2017-11-02 5.