Health and safety committee meeting agenda and minutes

A health and safety committee is the formal mechanism for consultation between a PCBU and workers, and in many workplaces it must be established on request under the Health and Safety at Work Act 2015. The meeting is only useful if it tracks actions to completion. This template gives you the standing agenda, the minutes and the action register in one document.

Who it's for: Committee chairs and secretaries, health and safety representatives, and managers who attend as the employer representative.

Free to use and adapt · Last updated 2026-08-02 · No email required

Meeting details

Meeting date, time and location

Chair

Minute taker

Next meeting date Agree it before anyone leaves the room

Attendance and quorum

Record who represents whom. Composition rules, including the proportion of worker representatives, are set by the legislation that applies to you, so check the requirement with WorkSafe New Zealand and record your quorum below.

Quorum required, and its source

Quorum met (Y/N)

Name	Role	Representing (workers or employer)	Present, apology or absent

1. Previous minutes and outstanding actions

Take this first, not last. A committee that reviews actions only when time allows stops closing them.

Previous minutes accepted as accurate (Y/N)

Overdue actions, and the reason An action overdue twice needs a different owner or a different action

Action	Raised	Owner	Due	Status	Comment

2. Incidents, injuries and near misses since last meeting

Report by category and trend. Do not name injured workers in the minutes, since these are distributed widely.

Type	Number this period	Number last period	Trend	Notable themes	Actions arising
Injuries requiring treatment
Near misses
Work-related violence or aggression
Property or equipment damage
Notifiable incidents

3. Hazard reports and risk register

Hazard	Reported by area	Risk rating	Current controls	Decision	Owner and due date

4. Inspections, audits and testing

Scheduled inspections completed since last meeting, and findings tabled
Overdue inspections identified, with a date set
Emergency drill held or scheduled, with outcomes reviewed
Equipment testing current: alarms, extinguishers, emergency lighting, RCDs, plant
External audit or regulator visit outcomes tabled
Contractor safety performance reviewed

5. Consultation matters

The committee is a consultation mechanism, so this section is its core purpose rather than an add-on.

Changes proposed that may affect health or safety New equipment, layout changes, new work processes, restructures, roster changes

Worker feedback raised by representatives

Policies or procedures tabled for comment

Training needs identified

Matters escalated to management, and the response received

6. Psychosocial and wellbeing matters

Psychological health sits within the same duty as physical safety in a growing number of jurisdictions. Keep it as a standing item rather than raising it only after an incident.

Workload, staffing and fatigue concerns raised
Exposure to aggression, threats or traumatic events reviewed
Isolation and lone working arrangements reviewed
Bullying, harassment or conflict matters, handled at a policy level rather than naming individuals
Support arrangements reviewed, including access to employee assistance
Any psychosocial risk assessment tabled or due

7. New business and next meeting

New items raised

Items deferred, and to when

Agenda items for next meeting

Meeting closed at

New action register

Every action needs one named owner and a date. Actions owned by a committee are not owned by anyone.

Action	Owner	Due date	How completion will be verified

Distribution

Minutes are distributed to all workers, not just committee members, and displayed where workers can read them. A committee whose minutes are not visible does not function as consultation.

Distributed by, on what date, and by what method. Record it here.

How to use it

Getting the most out of this template

Send the agenda and previous minutes in advance so representatives can consult the people they represent before the meeting.
Start with outstanding actions. It is the single change that most improves committee effectiveness.
Keep names out of the minutes for incidents and interpersonal matters, since minutes get distributed widely.
Give every action one owner and one date, and state how completion will be verified.
Publish the minutes where all workers can see them, including workers without email or a desk.

This template is general information, not legal advice. Requirements differ by jurisdiction and industry; check the guidance published by WorkSafe New Zealand and seek advice for your specific circumstances.

Questions

Frequently asked

Do we have to have a health and safety committee?

In many jurisdictions a committee must be established on request by a worker or a health and safety representative, and sometimes automatically above a certain size. The specific trigger, the timeframe to establish one, and the required composition are set by the legislation that applies to you, so confirm the position with WorkSafe New Zealand.

How often should the committee meet?

Legislation in some jurisdictions sets a minimum frequency, commonly quarterly, and the committee can agree to meet more often. Quarterly is a practical baseline for most workplaces, with additional meetings called after a serious incident or a significant change.

Who should be on the committee?

It needs both worker and employer representatives, with the proportion of worker representatives typically prescribed by legislation, and the worker members chosen by the workers rather than appointed by management. Cover your different work areas and shifts, since a committee drawn only from day shift in head office will not surface the hazards elsewhere.

What is the difference between a committee and a health and safety representative?

A representative is an individual elected by a work group to represent them on health and safety matters, with specific powers under the legislation. A committee is a standing forum bringing worker and employer representatives together to develop and review policies and procedures. Many workplaces have both, and representatives commonly sit on the committee.

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