Engage Premises, Health and Safety Meeting
Minutes
Wednesday 16th March 2016 @ 1630
Pinetree School, Staniforth Road, Thetford IP24 3LH
Attendees
Des Reynolds (DR) / Stefan Rider- (SR) / Trevor Cockburn- (TC)
Sue Grant- by invitation (SG) / Andriana Sneddon - TA/Clerk
Meeting commenced at 1635
No / Item / Action
1.0 / Apologies and Absence
Apologies were received and accepted from Andy Lamb and Phil Harris
2.0 / Declarations of Interest
There were none
3.0 / Previous Minutes
3.1 / The Minutes of Trust Premises Health and Safetymeeting 16/03/16 were accepted as a true and accurate record of the meeting and were signed off by the Chair with amendment of (point 10)Fire Log Book ;
SG advised that awaiting contract at Belton to be reinstated by TP Fire as it had not been signed. / TA
4.0 / Matters arising
Update on previous actions as follows:
TC confirmed that he had met with Phil Palmer, Premises Project Lead and a Monitoring report had been completed.
SG advised that PP will now be reviewing the order of DEC’s
SR advised that audit still outstanding due to heavy personal workload; it is hoped this can be achieved with a change in work patterns,
SG advised that Legionella survey had taken place at Belton on 14/01 and was awaiting report; the installation of new toilets and boiler will alleviate some issues. DR confirmed that new boiler costs had been met by NCC.
SG confirmed quote of Fire Extinguisher covers at £10 each. All members agreed that appropriate equipment should be provided at Belton and The Pinetree School; SG to action
SG confirmed that schedule for window installation at DBS now extended into term time; DR warned that this could possibly run to September 2016.
DR advised that alternative Grounds Maintenance contracts would be followed up at Premises meeting on Monday 21-03-16 and will revert to next PHS Committee.
DR to follow up ownership of gym equipment at Belton; clearance of storage area is ongoing.
DR confirmed that as not a statutory requirement for an intruder alarm at Lingwood and other sites he was disinclined to provide; members agreed not to install.
SG confirmed that PP will carry out appropriate training for Pinetree Caretaker and ongoing for staff.
Earthsea extension – response form LA expected by Easter for summer work
Harford Community Centre- not yet available
No update on Hunstanton Primary School leasing
Free School Bid submitted and awaiting response for next stage; sites possibly Stowmarket or Needham
Locksley mosaic has been removed
Exterior lighting at Locksley to be rectified; DR to meet Premises team there in dark to ascertain requirements. / SG
SR
SG
DR/SG
DR
DR/SG
5.0 / Premises Manager Report
Previously circulated and attached; clarification of points as follows:
- SG advised that Mark Lee would start as Locksley caretaker during Easter holidays and would also cover Earthsea.
- Applicants for Rosebery Caretaker vacancy will be shortlisted
- SR queried how far behind General buildings and perimeter assessments were; SG advised that at worst case, assessments were 2/3 months behind schedule; SG/DR to follow up at Premises meeting.
- Building control/Regulations had been referred to PP
- Fume cupboard at Belton had been serviced
- Redecoration at Belton had been deferred to Summer
- Quotes had been received for underfloor heating at Brooklands
- SG to update Caretaking/Site management training grid with Refresh/renewal dates.
DR/SG
SG
6.0 / DDA and H&S Checklist
6.1 / See attached report
7.0 / Capital Expenditure
DR advised that;
- £200k had been received from LA for toilet and boiler refurbishment.
- Awaiting funds for converting hall space to class rooms at Earthsea; possible answer for summer work.
- Pinetree still awaiting quote for conversion of gym store to office space.
- Pott Row; additional office space was required for Therapy team.
8.0 / Policies
Health and Safety Policy review; adjustments to be made by SG/TA and revert to next PHS for ratification.
SG to consult Paul Commins regarding union appointed safety representatives. / SG/TA
SG
9.0 / BCP
DR/TA to liaise with RPA insurance to ascertain what stipulations under current scheme there are about duration of continuity planning. / DR/TA
10.0 / Folder Scrutiny
In response to query regarding whether folders had been checked/were available at all sites, SG advised that this was now a priority for PP.
In response to queries previously raised at Earthsea SG confirmed:
- All Legionella checks had been completed and better monitoring systems were now in place
- Only one alarm company was being used
- Availability of Hose reels had been checked and confirmed as not present
- SR advised of NCC recommendation of quarterly premises inspection; SR to provide template to SG for consideration
- SG confirmed that all remedial work had been done
- March temperature reading checks and flushing records missing
- Complete
- SR advised that Local Fire Services Station Manager had recently witnessed a drill evacuation and determined all satisfactory
- SG confirmed that all removal work had been done and awaiting certificate.
- TM to confirm contractors reading and signing asbestos register
- Colour copy of Asbestos RAG rating needed
- Clarification of photograph- subsequent to meeting SG confirmed that it is the school building – it is the back of the science room.
SG
TM
SG
11.0 / Governor Training
No training had been undertaken; SR advised that he was awaiting outcome of recent NEBOSH training / SR
12.0 / AOB
Clerk advised unable to attend next meeting 20/04/16- SG to minute.
DR advised the following:
- ICT project during summer 2016 to improve infrastructure and internet connectivity across 9 sites with facility to incorporate newcomers. In Touch had won contract
- ICT hardware update via leasing (150PC’s and 4 servers) to be installed over Summer 2016
- Recruitment of Network Manager after Easter as liaison and resolution of issues generated by project.
CHALLENGE
SG
Next meeting: 20th April 2016, The Rosebery School at 16.30.
Meeting closed at 1800
Signed……………………………………………….
Position……………………………………………..
Date………………………………………………….
Engage MAT PHS Meeting16TH March 2016
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