<Insert workgroup name>

Safety Committee Charter

In accordance with the Occupational Health and Safety (OHS) Act NSW (2000), OHS Regulation NSW (2001) and the WorkCover NSW OHS Consultation Code of Practice (2001).

1.   Represented workgroup

(a)  The <Insert workgroup name> workgroup comprises all employees who <describe the work location or team composition>.

2.   Objectives

(a)  To make sure that all members of the <Insert workgroup name> workgroup have the opportunity to provide input to occupational health and safety and operational safety matters.

(b)  To make sure that timely safety information is provided to workgroup members.

(c)  To manage the safety committee in accordance with:

(i)        this Charter

(ii)       RailCorp Safety Policy

(iii)      OHS Regulation 2001

(iv)      WorkCover NSW OHS Consultation Code of Practice (2001).

3.   Committee membership

(a)  This Safety Committee will have <Insert total number of committee members> members, comprising:

(i)        <Insert number of elected employee representatives> elected Employee Representatives

(ii)       <Insert number of management representatives> Management Representatives.

(b)  At least one Management Representative will have decision‑making powers.

4.   Function of the Safety Committee

The Safety Committee will:

(a)  Be consulted by management before decisions are made that could affect the health, safety or welfare of:

(i)        workgroup members

(ii)       visitors to workplaces

(iii)      contractors at workplaces.

(b)  Investigate any situation that may be harmful to health, safety or welfare if the situation has been brought to the attention of:

(i)        the committee, and

(ii)       the relevant manager or supervisor, and where appropriate action has not been taken.

(c)  Keep records of committee business, including:

(i)        meeting agendas and minutes

(ii)       committee member details

(iii)      correspondence sent and received by the committee.

(d)  Help develop a safer workplace and safer work practices by:

(i)        regularly inspecting workplaces to identify changes and potential hazards

(ii)       regularly reviewing work practices to identify changes, potential hazards and risk management

(iii)      assisting the implementation and review of the Safety Management System.

(e)  Monitor the incident investigation process by:

(i)        monitoring and providing feedback on incident investigation findings, proposed controls and incident trends

(ii)       acting as an observer during any formal in-house investigations of incidents requiring Notification to WorkCover

(f)   Accompany a WorkCover Inspector as an observer on an inspection

5.   Issue resolution

(a)  If a workgroup member becomes aware of a safety issue, the issue resolution process outlined in the System procedure: Managing safety consultation arrangements will be implemented.

6.   Meeting attendance

(a)  The number of Management Representatives at a meeting must not exceed the number of Employee Representatives.

(b)  Meetings will not proceed unless there is:

(i)        a quorum of at least <Insert the minimum number of members that would make a 60% attendance> members and deputy representatives

(ii)       at least 1 management representative.

(c)  A non‑member may be invited to a committee meeting if:

(i)        that person can contribute to discussion on an agenda topic

(ii)       agreed by a majority of Safety Committee members

Non‑member meeting attendees must not be present for discussions about other matters, unless invited to do so by the Committee.

7.   Absences and casual vacancies of committee members

(a)  If agreed by the workgroup, the workgroup may elect alternate employee Committee member(s) during initial employee Committee member elections to act on the Committee in the event of an employee representative’s absence. The alternate Committee member(s) will:

(i)        Be elected in accordance with the System Procedure – Conducting Safety Committee and Safety Representative Elections

(ii)       Act on the Committee only during the absence an elected employee Committee member

(iii)      Undertake the WorkCover accredited OHS Consultation Committee training course as soon as practicable if permanently appointed to the Committee to fill a vacancy

(b)  If there are no alternate employee Committee members, employee Representatives may nominate a Deputy Representative to represent them at a single meeting (this arrangement however should extend for a maximum of one consecutive meeting).

(c)  If a Management Representative will be absent from a meeting, management may nominate a replacement representative.

(d)  If an Employee Representative position becomes vacant mid-term, and there are no alternate employee Committee members, an election must be held to select a replacement for the remaining term of office.

(e)  If the Chairperson will not be present for a meeting, an employee representative will be selected as the replacement Chairperson for that meeting:

(i)        if possible, before the meeting by the Chairperson, or

(ii)       if the Chairperson did not select a replacement Chairperson, by the Employee Representatives of the committee.

8.   Terms of office

(a)  An Employee Representative’s term on the Safety Committee is 2 years.

(b)  Employee Representatives can be re-nominated for subsequent terms.

(c)  Management will determine Management Representatives’ terms of office.

9.   Election of Chairperson and Secretary

(a)  Employee Representatives will elect an Employee Representative as Chairperson:

(i)        at the first meeting of a new committee

(ii)       if the Chairperson position becomes vacant, at the first meeting thereafter.

(b)  The committee will elect a Secretary:

(i)        at the first meeting of a new committee

(ii)       if the Secretary position becomes vacant, at the first meeting thereafter.

(c)  If the Chairperson cannot attend a meeting, a temporary stand-in will be elected from and by Employee Representatives.

(d)  If the Chairperson or Secretary cannot attend a meeting, a stand-in will be elected from and by the committee.

10.    Agenda

(a)  The Chairperson will develop meeting agendas with the Secretary’s assistance, and in consultation with the workgroup manager.

(b)  Meeting agendas will be prepared using the Standard Safety Committee Agenda Form

(c)  Workgroup members may submit items for inclusion in an agenda. Such items must:

(i)        be written

(ii)       have been presented to the employee’s supervisor or manager for resolution.

(iii)      be related to safety.

(d)  Agenda items must be given, in writing, to a Safety Committee Member or Chairperson at least 7 days before a meeting.

(e)  If asked to include an agenda item by an employee they represent, Committee members must record the request and ask the Chairperson to add the item to the agenda.

11.       Meetings

(a)  Regular meetings will be held:

(i)        <insert preferred meeting frequency e.g. monthly> for the first <insert initial period e.g. 3 months> after a committee is formed, and

(ii)       <insert preferred meeting frequency e.g. every 3 months> thereafter.

(b)  The Chairperson may call an emergency meeting at any time, with management’s approval, provided a quorum is available.

(c)  Meeting minutes will be taken by an <select one of – management-provided non-committee member/employee representative/management representative >.

(d)  Meeting minutes will be:

(i)        presented using the Safety Committee Minutes Form

(ii)       placed on the workgroup’s safety noticeboard.

(e)  Minutes will be distributed to all committee members and relevant deputies as soon as practicable after meetings.

12.       Removal from office

(a)  If because of their actions or inaction, the committee determines a member is compromising the committee’s credibility, integrity or viability the committee may request that member’s resignation.

(b)  If a committee member, asked to resign by the committee, does not resign the committee may declare that member’s position vacant, and an election must be held to select a replacement for the remaining term of office.

13.       Confidentiality

(a)  The Committee will observe the requirements of RailCorp’s Privacy Policy and Code of Conduct.

14.       Workplace inspections

(a)  The Safety Committee will conduct inspections of the workgroup’s workplaces:

(i)        with management’s permission, every <insert preferred frequency e.g. every 3 months>. Supervisors of workplaces will be given 1 week’s notice of inspections.

(ii)       as soon as practicable if an accident or a hazardous situation has been reported to the committee, and failure to remedy the situation could result in injury.

(b)  Inspections will be conducted and reported using either:

(i)        a checklist developed for the workplaces and work processes

(ii)       a report.

(c)  If a WorkCover inspector is inspecting workplaces or work processes, an employee representative may accompany the inspector.

15.       Committee member training

(a)  Untrained people may be elected to the committee.

(b)  Representatives who are untrained must attend a WorkCover accredited OHS Consultation Committee training course as soon as practicable.

(c)  Management must arrange for this training, as soon as practicable after being told that the training is needed.

16.       Changing the Charter

(a)  If the committee determines that this Charter is lacking or no longer reflects current workgroup needs, the Charter may be altered by a unanimous decision by the committee.

(b)  After a new Safety Committee is formed, they will review this Charter and all members will sign their agreement to the terms and conditions herein.

17.       Declaration

(a)  The members of the <Insert workgroup name> workgroup Safety Committee have read this Charter and have agreed to accept it as their official Charter.

Technorati Tags: Safety, Training