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WHS Committees

Bringing Workers and Management Together​

A WHS committee brings together workers and management to assist in development and review of health and safety policies and procedures for the workplace.

[!important] Committee Membership At least half of committee members must be workers not nominated by management.

When WHS Committee Required​

WHS Act does NOT require WHS committee unless requested.

PCBU must establish committee within 2 months after request by:

  • Five or more workers at the workplace, OR
  • One HSR for those workers

PCBU may also:

  • Establish committee on own initiative
  • Establish committee for workplace or part of workplace

Reference: WHS Act Part 5 Division 4, s.71-77

Benefits of WHS Committee​

Regular, planned, structured discussions about WHS matters

Encourages:

  • Cooperative approach to health and safety
  • Bringing together worker and business representatives from across business
  • Collaborative discussion and development of WHS systems
  • Development and retention of corporate knowledge on WHS

Particularly effective when:

  • Workers reluctant to take on HSR role but willing to participate on committee
  • Business needs to consult on matters same across multiple work groups or workplaces
  • Formal structure suits business size and complexity

Establishing a Committee​

Negotiation of Membership and Operation​

Membership determined by agreement between PCBU and workers.

If agreement cannot be reached: Anyone involved can ask regulator to appoint inspector to assist. Inspector's decision is taken to be decision of PCBU and workers.

Committee may include workers across:

  • Multiple businesses
  • Multiple workplaces (If parties agree)

Committee Composition​

Membership Requirements​

At least half members must be workers not nominated by management.

May include:

  • Health and Safety Representatives (entitled to be members, but not obliged)
  • Worker representatives from different work groups
  • Management representatives
  • Supervisors
  • Officers (e.g., directors, managers)

Typical structure:

  • 6-12 members
  • Equal or majority worker representation
  • Representation from different areas of business

[!example] Construction Site Committee Large construction project establishes WHS committee:

  • Worker members (6): 4 HSRs (carpentry, concrete, services, plant), 2 worker representatives (apprentices, FIFO workers)
  • Management members (5): Project manager, site manager, WHS coordinator, 2 supervisors
  • Chair: Elected by committee (alternates between worker rep and management rep every 6 months)

Committee Functions​

Committee assists with:

  1. Development of WHS policies and procedures

    • Site-specific policies
    • Consultation procedures
    • Issue resolution procedures
    • Emergency procedures

  2. Review of WHS policies and procedures

    • Effectiveness
    • Currency
    • Continuous improvement

  3. Monitoring WHS performance

    • Incident trends
    • Hazard reports
    • Inspection findings
    • Audit results

  4. Facilitating cooperation between PCBU and workers

  5. Assisting in resolution of WHS issues at workplace

  6. Any other functions agreed by PCBU and committee

Committee does NOT:

  • Replace management's WHS responsibilities
  • Remove PCBU's duty to consult
  • Replace HSR functions for specific work group issues

Committee vs. HSR Roles​

If workplace has both committee and HSRs:

Health and Safety Representatives:

  • Involved with specific WHS issues relevant to their work group
  • Represent work group members
  • Can be committee members (but not obliged)

WHS Committee:

  • Forum for consultation on management of WHS across whole workforce
  • Considers development, implementation, review of policies and procedures for organisation's WHS system
  • Strategic and system-level focus

Clear distinction between roles.

If no HSRs: Committee may agree to consider issues HSR would be consulted on.

Committee Meetings​

Meeting Frequency​

Committee must meet:

  • At least once every three months, AND
  • At any reasonable time at request of at least half of committee members

Practical approach: Many committees meet monthly or bi-monthly (more frequent than minimum).

Meeting Procedures​

Effective meetings have:

  1. Agreed agenda circulated ahead of meeting

    • Standing items (incident review, hazard reports, inspection findings, training)
    • Specific items raised by members

  2. Meeting minutes recording:

    • Key points of discussion
    • Decisions made
    • Action items (who, what, when)
    • Circulated soon after meeting

  3. Action tracking:

    • Follow-up on previous actions
    • Status updates
    • Completion verification

  4. Paid time:

    • Meetings during work hours
    • Members paid for attendance

Committee Constitution​

Important details documented in committee constitution:

Constitution developed and agreed by PCBU and committee.

Typical contents:

  1. Committee role and functions

    • What committee will do
    • What committee will not do (clarify limits)

  2. Membership:

    • Number of members
    • Worker/management balance
    • How members selected/elected
    • Term of membership

  3. Chair:

    • How chair decided (election, rotation, appointed)
    • Chair's responsibilities

  4. Meetings:

    • Frequency
    • How meetings scheduled
    • Quorum requirements
    • How decisions made (consensus, majority vote)

  5. Administration:

    • Who provides secretarial support
    • Agenda process
    • Minutes distribution
    • Record keeping

  6. Review:

    • When constitution reviewed
    • How changes made

Practical Construction Examples​

Example 1: Medium Steel Fabrication Business​

Background:

  • Already has 1 HSR and deputy HSR
  • Owner wants more formal arrangements as business grows
  • Particularly wants worker input on procedures

Establishment:

  1. Owner suggests committee to HSR and workers
  2. Owner and HSR meet with workers to discuss membership and operation
  3. All workers invited to express interest
  4. Committee members: HSR, deputy HSR, team leaders (worker reps), owner, manager, assistant manager
  5. At least half are workers not nominated by PCBU

Constitution developed and agreed:

  • Role, membership, chair election, meeting frequency (monthly during paid time)
  • Manager provides secretarial support

Meeting process:

  • Manager sends email calling for agenda items (2 weeks before)
  • Agenda circulated (1 week before)
  • Manager takes notes and circulates action items list after meeting
  • Meeting dates displayed on tearoom notice board

Outcomes:

  • Improved consultation on procedures
  • Worker engagement in WHS decisions
  • Systematic approach to WHS management

Example 2: Large Construction Site​

Background:

  • Principal contractor, multiple subcontractors
  • 150+ workers on site
  • 5 work groups with elected HSRs

Establishment:

  1. Principal contractor establishes committee (own initiative)
  2. Consultation arrangements documented in WHS Management Plan

Committee membership:

  • Worker reps (7): 5 HSRs, 2 elected worker reps (apprentice, FIFO representative)
  • Management reps (6): Project manager, site manager, WHS coordinator, 3 subcontractor representatives

Meetings:

  • Monthly (first Monday, 1pm, paid time)
  • Agenda includes:
    • Incident and hazard review
    • Inspection findings
    • Training needs
    • SWMS reviews
    • Specific issues raised

Functions:

  • Develop site-specific procedures
  • Review incident trends
  • Coordinate multi-contractor WHS issues
  • Monitor SWMS compliance
  • Plan toolbox talk topics
  • Review emergency procedures

Outcomes:

  • Effective coordination between principal contractor and subcontractors
  • Worker input into site-level policies
  • Trend identification and proactive improvements
  • Strong WHS culture

Example 3: Manufacturing Facility​

Background:

  • 80 workers across 3 shifts
  • Complex hazards (machinery, chemicals, noise)
  • Previous poor WHS record

Committee established: Request by 12 workers for committee.

Membership:

  • Worker reps (6): 2 per shift (day, afternoon, night), including HSRs
  • Management reps (5): Operations manager, production supervisor, WHS officer, maintenance supervisor, HR manager

Chair: Elected by committee, rotates every 6 months between worker rep and management rep.

Meeting approach:

  • Bi-monthly meetings
  • Rotating meeting time to accommodate all shifts (alternates day/afternoon times)
  • Video link for night shift representative
  • Detailed minutes emailed to all workers and posted on noticeboards

Focus areas:

  • Machine guarding improvements
  • Chemical risk management
  • Noise control
  • Training programs
  • Incident investigations

Outcomes:

  • Lost time injury rate decreased 60% in 2 years
  • Worker engagement in WHS increased
  • Systematic hazard identification and control
  • Improved relationship between workers and management

Issue Resolution Through Committee​

Committee can assist in resolving WHS issues at workplace.

Approach:

  • Issues raised in meetings
  • Discussion between workers and management
  • Options considered
  • Agreement sought
  • Actions implemented

If unresolved: Default issue resolution procedures apply (WHS Act s.80-82).

Sharing Consultation Arrangements​

If multiple PCBUs at workplace: WHS committee may be effective way of consulting:

  • With workers
  • Between duty holders

Example: Multi-tenanted office building. Building owner, tenants, cleaning contractor form joint WHS committee to address building-wide issues (fire safety, maintenance, access, amenities).

Reviewing Committee Effectiveness​

Monitor and review committee:

  • Is it functioning effectively?
  • Are meetings productive?
  • Are actions completed?
  • Is worker engagement high?
  • Are WHS outcomes improving?

When to review:

  • Annually
  • After significant workplace changes
  • If committee not achieving objectives

Adjustments may include:

  • Changing meeting frequency
  • Revising constitution
  • Improving meeting process
  • Training for members