HEALTH SAFETY & WELFARE COMMITTEE
Minutes of the meeting held at 10.00 am 25th February 2009
Venue Lloyd Board Room, Gipsy Lane
Present:
Mr B Price, Director Human Resources, ChairMs C Rainbird, Senior Occ. Health Advisor
Mr T McGill, University Health and Safety Officer
Mr B Martin, UNISON, School of Life Sciences
Mrs L Frances Head Student Disability Service
Mr S Simpkins, Deputy Director, Prop Services
Mr A Wright, Catering, Support Manager
Mr T Peacock, S.U. General Manager / Mr S Clark, Head of Campus Services
Mr A Glass, School of Built Environment
Mrs E Mitchell, School of Life Sciences
Mrs K Brockington, Health and Social Care
Mr P Phillips, School of Technology
Mr G Bailey, Safety Officer, Property Services
Ms H Waters, Sustainability Manager
Mr G Langford, Assistant Safety Officer, Secretary
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LF / 1. Membership and Apologies for Absence
Apologies were received from
Mr R Knight, Deputy Vice Chancellor
Dr T Bradshaw, School of Life Sciences
Mr R Beresford, UCU, Business School
Mr A Friend, UNISON, Computer Services
Miss L Mughal, Students’ Union President
It was noted that since Sue Johnson now works for the Directorate of Estates and Facilities Management, there is a vacancy on the committee for representation from Westminster Institute of Education. Tim McGill agreed to invite the Dean of School to attend, or to send a representative, and to ensure that health and safety issues are being addressed locally within the School by a newly appointed Safety Advisor.
2. Minutes of the Meeting held on 14th October 2008
The minutes were agreed to be an accurate record.
3. Matters Arising
3.1 (3.2) Progress of new signage for fire assembly points
Stephen Clark, Head of Campus Services, confirmed that quotations have been obtained for assembly point signage at all campuses. Additional funding needs to be sought as the amounts exceed the existing budgets for such projects
3.2 (3.3) Flashing lights at building entrances to indicate alarms sounding
The proposal for alarm indicator lights for the exterior of buildings will be incorporated into the Campus Master Plan.
3.3 (3.5) Risk assessment for liquid nitrogen by School of Technology
Peter Phillips gave a summary of the process for receipt and distribution of liquid nitrogen as a result of the reassessment of its use, following a recent safety inspection of the School of Technology. Rather than use an enclosed shed, the liquid nitrogen Dewar is now to be stored securely within a cage located in the open air at the rear of the Technology building. This method will eliminate the risk of oxygen depletion within an enclosed storage space. The storage facility is intended to be functional by April 2009.
3.4 (5) Business School action plan in response to H&S Audit
Tim McGill, University Safety Officer, confirmed that he has been monitoring the School’s response to their recent Health and Safety audit and reported that he is satisfied that they are making good progress. He had recently received their action plan, which is appended to these minutes.
3.5 (13) Response to UCEA’s Leading Health and Safety at Work
Following a request to do so at the last meeting, Rex Knight, Deputy Vice Chancellor, had prepared a report which was circulated to the committee prior to the meeting, covering the University’s reaction to the USHA’s (Universities Safety and Health Association) recent publication entitled ‘Leading Heath and Safety at Work, leadership actions for Vice Chancellors and members of university Governing Bodies’. The committee thanked Rex for the thorough report. It was noted that the reference made to a health and safety officer in each school and directorate should be described as advisor (rather than officer), to demonstrate the level of responsibility of the role.
Bob Price confirmed that the Board of Governors do take an active interest in health and safety within the University and do make enquiries into these matters with Rex Knight. It was noted that if high level health and safety issues should arise, these should be drawn to the attention of the Board of Governors promptly, prior to the issuing of an annual report.
Bob Price confirmed that the University and individual Schools and Directorates do have Major Incident Response and Business Continuity Plans which would be actioned in the event of a catastrophic event such as a fire. These plans are regularly reviewed by UMAL, the University’s insurance company.
4 University Annual Health and Safety Report
Tim McGill, University Health and Safety Officer, gave a brief summary of the 2007-2008 Health and Safety Report. It was noted that although there had been an increase in the number of accidents, on the whole the severity was lower, with fewer needing to be reported to HSE, in compliance with RIDDOR, compared to last year. Success in the campaign to encourage the reporting of accidents is believed to be the reason for the greater number in this period, compared to the last.
There has been a significant increase in the number of accidents relating to sporting activities, however it was noted that these were not due to faults with the University’s equipment or facilities, but came about as a result of participation in the sporting activities. In order to minimize the risk of injury, Tim McGill agreed to ensure that the University’s sporting facilities at Headington and Harcourt Hill have suitable induction processes in place for the use if their equipment.
In common with other workplaces the most frequent cause of accidents was slips, trips and falls. Tim McGill agreed to analyse the data, look for commonality and determine actions with the aim of to reducing their occurrence.
It was noted that significantly fewer accidents than in previous years had been reported from the Students’ Union. Tony Peacock, Students’ Union General Manager, reported that this was likely to be because of a general reduction of activity in the Union in recent times. He confirmed the he would ensure that accidents are being properly reported.
Barry Martin, UNISON, enquired about the University’s strategy for training personnel in the hazards associated with asbestos. It was confirmed that staff who are identified as being in occupations in which their activities may expose them to asbestos are given relevant training, and that a review and update of the training process is currently underway.
5 Proposed new Working at Heights Safety Notice
Prior to the meeting, a draft safety notice, OBUHSN-42 Working at Heights had been distributed to committee members. It was confirmed that domestic type ladders should not be used within the University. The permitted types, Class I or EN1312 (formally Class II), as described in section 8 of the Safety Notice, are the types which are permitted to be used.
The committee agreed that the Safety Notice be approved, and that a cross reference be included to the inspection of ladders and lifting equipment carried out by Zurich.
6 Proposed update to Travelling and Working Overseas Safety Notice
Christie Rainbird, Senior Occupational Health Advisor, gave details of proposals for an updating of the Safety Notice, OBUHSN-38 Travelling and Working Overseas. She explained that the notice, which currently focuses on safety, will have to be enhanced to take more account of aspects of the health of those travelling overseas. MASTA, a travel advice firm, have been engaged by the University to offer advice and proposals on how the procedures should be revised. It was noted that many of the Schools, including Built Environment and Technology, include overseas travel in connection with their teaching activities and that it is important that wide consultation is undertaken before changes to procedures are put in place. Christie Rainbird will bring an update to the next meeting.
7 Proposal for Revision or Updating of University Safety Notices
There is a need to make updates and reissue a number of the University’s Safety Notices in order to ensure that they carry the signature of the current Vice Chancellor, comply with current legislation and make use of current University nomenclature for departments, roles and buildings. It was agreed where the changes are minor, and do not change the spirit of a Safety Notice, they should be permitted without further consultation of the Safety Committee; it was agreed that approval of the changes from the trade union safety representatives will be sufficient.
8 Safety Inspections of Harcourt Hill Hall and Estates Workshops
Prior to the meeting, reports of the safety inspections of Harcourt Hill Hall of Residence and of Estates and Facilities Management Workshops had been distributed to committee members. Tim McGill reported that in both cases the workplaces and facilities were found to be in good order, and that no major concerns had been noted.
It was confirmed that signage is now in place within the workshops to indicate the location of acetylene cylinders.
9 School of Arts and Humanities Safety Audit
Prior to the meeting, the report of the HASMAP Safety Audit of The School of Arts and Humanities had been distributed to committee members. It was noted that the majority of the scores were below the target score of 3, indicating that there is a need for improvement in many of the themes within the audit. The committee expressed concern that the School has displayed weaknesses in the management of health and safety.
A key observation was a higher level of standards within the Arts section of the school, the department where more potentially hazardous activities tend to take place.
It was confirmed that the School have produced an action plan which addresses the weaknesses which were discovered in the audit and that good progress is being made to put corrective measures in place, within a reasonable timescale.
10 2008 Annual UCEA Health and Safety Annual Report
Prior to the meeting, the Universities and Colleges Employers Association (UCEA) 2008 Annual Health and Safety Report had been distributed to committee.
It was agreed that it is a useful document, with topics including the Corporate Manslaughter and Corporate Homicide Act 2007, information about training and advice provided by UCEA, and accident statistics across the university sector. The target for the reduction of accidents had been fairly well achieved, with the exception of slips, trips and falls. It was noted that we contribute our accident data to these statistics.
11 Concerns Regarding Out of Hours Security
Concern was expressed that if an incident were to occur at any of the Headington campuses, which require attention between the hours of 9pm and 7am, the single security guard may be called away from the security office, possibly leaving the sites vulnerable to other occurrences. It is increasingly the case the University is active, to some extent, twenty four hours a day. It was noted that the forthcoming building work, which will affect access routes across the Headington Campus, will have an impact on the delivery of security. Stephen Clark, Head of Campus Services, stated that a review of security across all University premises was currently underway, with proposals intended to be put in place over the coming months. Stephen will report to the committee at the next meeting.
12 Progress of Stress Awareness Training for Managers
A Stress Management Action Plan had been submitted to Executive Board in May 2008. The Board agreed that all staff who manage people (supervisors and managers across the University) should attend the Stress Awareness Training for Managers course by July 2009. To date approximately one quarter of the line managers within the University have undertaken the training, with considerable variation in uptake, ranging from 5 - 50% across Schools and Directorates. It is intended to run the training sessions twice per month with the objective of meeting the target completion date of July 2009. It was agreed that members of the committee should be circulated with the names of these who need to be trained, with the objective of having them encouraged to attend.
It was confirmed that the role of the Occupation Health Team is to act in an advisory capacity. In relation to an employee who presents with stress issues, they may make recommendations to a line manager, which the manager may or may not choose to take up. It was confirmed that the line manager will have responsibility for the consequences of their actions or inactions.
13 Proposal to equip sites with defibrillators
The subject of defibrillators was brought to the meeting on behalf of a first aider, who would like the committee to consider if the University should have such equipment available. This person is willing to undertake training and utilise the equipment should there be call to do so. Christie Rainbird, Senior Occupational Health Advisor, reported that as a result of similar suggestions from other members of staff, consideration is currently being given to this topic. Advice in the use of defibrillators provided by the HSE and the Resuscitation Council is being considered. Those present were unaware of incidents at the University in the last ten years in which a defibrillator may have been utilised. Training in their use needs to be undertaken on a six monthly basis. Christie agreed to report back with her findings and recommendations at the next meeting.
14 Progress of no smoking policy at Harcourt Hill
Prior to the meeting, a report on the progress of the no smoking policy at Harcourt Hill, prepared by Sue Johnson, Campus Manager, Harcourt Hill had been distributed to committee. The report stated that a dedicated shelter for smokers had been installed and is utilised. The banning of smoking elsewhere on the campus is enforced, giving rise to a much tidier, litter free site and offices being free of incoming cigarette smoke.
The committee are in favour of applying the same policy to all other of the University sites, and Bob Price reported that senior managers were supportive of moving in that direction.
Stephen Clark agreed to prepare some proposals for the installation of smoking shelters and associated enforcement of the policy at all sites.
15 Any Other Business
Linda Francis, Head of Student Disability Services, raised the subject of how to ensure that students who have reported a disability or medical condition, which may from time to time need external attention, such as diabetes or epilepsy, are known to all staff with whom they have contact. There is evidence that in some cases the information is not disclosed to all who may need to know. The committee agreed that systems need to be in place to ensure the information is distributed appropriately to staff who have a regular contact , but that where a University first aider attends to such a student, it would be very difficult to ensure that he/she had prior knowledge or access to such information. The first aider would be expected to deal with the symptoms that are presented at the time of the event.
16 Date of next meeting
10 am Wednesday 17th June 2009, Venue to be confirmed
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