HSC45/1

MEETING ACTION POINTS

UNIVERSITY HEALTH AND SAFETY COMMITTEE
45th Meeting
Date of Meeting: 6th March 2008 – Octagon Board Room
Present: Chair: Neil Scott Secretary: Nigel Price
Nicky Adams, Omad Akbar, Diane Atkin, Lynda Aubrey, Elaine Bird, Allison Burgess,Yvonne Boyko, Diane Crook, John Dryer, Sharon Gwinneth, Janice Halpin, Emma Holdham, Steve Marsh, Tracey Proctor, Dave Stewart, Alan Tunnicliffe.
Apologies: Rick Boote, Janet Weaver, Fiona Roberts, Peter Gowland, David Glover, Audra Jones.
Non Attendees: Paul Jones, John Hendy, Fiona Roberts, Carol Sutton, Neil Ferneyhough.
ACTION POINTS / BY WHOM / BY WHEN
Neil Scott was welcomed to his first meeting as Chair of the Health & Safety Committee.
1 / Apologies
The Chair reminded members that it had previously been agreed that members unable to attend meetings would provide a replacement. The following points were agreed:
  • Apologies forwarded to LA must also include the name of the replacement.
  • LA to inform Deans/Directors of members regularly not attending meetings.
/ Advisors
LA / On-going
On-going
2 / Action Points
Action Points arising from the 44th meeting held on 30th October 2007 were approved.
3 / Matters Arising
Safety and Security of Blackheath Lane
NWP reported onthe on-going problemsat Blackheath Lane.Further problems had now arisen due toparents dropping children off near to the Sports Centreandchildren crossing University grounds. The Chair suggested that further discussions should take place with the School Head. The following pointswere noted and agreed.
  • Neil Scott and Paul Taylormeet with the School Head to discuss the problems and report back to the Committee.
  • Installation of the barrier completed and in operation.
  • Car parking management to be reviewed.
/ NS/PT
Estates
Estates / 10 June 2008
Complete
On-going
ACTION POINTS / BY WHOM / BY WHEN
3 / Cont’d
Health & Safety Advisor Training
NWP reportedonthe recently completed and forthcoming IOSH Managing Safely courses. The following points were noted:
  • Six Advisors had successfully completed the training.
  • Five Advisors to attend the June sessions at SOTCollege.
  • Eleven Advisors to complete the training (spaces available at SOTCollege).
  • LA to notify Advisors of future training dates, available after July 2008.
NB: The IOSH Managing Safely courseis mandatorytraining for Advisors.
Accident/Incident Reporting
The Committee received statistical analysis of accidents relevant to the Stoke and Stafford Campuses. NWP reported that there had been a decrease in accidents at both Sites and no serious accidents had been reported. The following points were noted:
  • The accident reporting period (Jan-Jan) had now been adjusted to bring the University in-line with USHA.
  • The mechanism for accidents reporting under RIDDOR had now changed. A student visit to the hospital, however minor, would be classed as ‘reportable’ and would therefore be reported to the HSE.
  • A statistical analysis of accidents had been included in the report to the BOG.
SG requested that information regarding recommendations made during accident investigations be shared with the Committee. It was felt that this would help with the investigation process and would also promote good practice.
NWP informed the committee that accident reporting and investigations were discussed in detail at Faculty/Service Health & Safety Group Meetings and the Health & Safety Forum was also a source for Advisors to use. However, in order to assist with the investigation process the following points were agreed:
  • Generic issues to be shared with Committee members in order to aid investigations.
  • Outcomes of investigations be reported to the Committee and information to be more widely circulated.
The Chair commented on the overall responsibility of the management of health and safety and suggested that those who held responsibility should attend the meetings.
ACTION POINTS / LA
Advisors
NWP
NWP
Comm’t Members
Comm’t Members
BY WHOM / July 2008
Ongoing
Complete
On-going
On-going
On-going
BY WHEN
3 / Cont’d
  • NWP to meet with NS, KS and SG to discuss this issue further.
Health & Safety Training
NWP reported that the on-line Fire Safety awareness programmehad commenced in January. It was hoped all staff would have received the training by the end of the year. The software would alsoenable Faculty/Services progress to be monitored.
NWP gave a summary of recent and forthcoming health and safety training as follows:
  • First Aid and Manual Handling workshops would continue to be carried out by external trainers ie Staffs Ambulance Service and St John. In-house training to re-commence when availability of trainersconfirmed.
  • Workshops delivered by in-house staff would be offered to delegates at areduced rate.
SG commented that many of the staff involved in manual handling accidents had not received any formal training. It was felt that it would therefore be beneficial if accidents were linked to training. NP confirmed that training requirements are often highlighted at investigation stage.
Fire Issues
The Committee received the document ‘Guidance on Furniture and Equipment on Fire Escape Routes’. NWP reported that the guidance had been produced in consultation with the Fire & Rescue Service. Members were asked to forward comments within the next two weeks, after which time the document would be issued to Deans/Directors. Members were reminded of the importance of keeping stairways sterile; the Chair reminded members that corridors were not to be used as office space. The following points were noted:
  • Photocopiers not to be sited in corridors.
  • Faculties/Services to carry out a reviewof furniture and fittings within the next three months. Furniture and fittingsthat are not fire retardant and do not display appropriate labels are to be removed.
  • Student Union posters to be allowed on walls during the election period only. Posters to be fixed to notice boards at any other time.
NWP reported that the recently prepared guidance on ‘Personal Emergency Evacuation Plan’ (PEEP) would shortly be issued to Deans/Directors. He gave a brief overview of the document and the procedures to be adopted by Faculties/Services. / NWP/KBGS/SG
HSEU
In-house Trainers
HSEU
HSEU
Faculties/Services
Faculties/Services
Students’ Union
NWP / Immediate
2009
As necessary
On-going
On-going
Immediate
June 2008
On-going
June 2008
ACTION POINT / BY WHOM / BY WHEN
3 / Cont’d
NWP further went on to explain that responsibility laywith Faculties/Services to manage their own PEEP’s. It was recommended that Advisors meet with Deans/Directors to discuss procedures.
NWP gave an update on the following issues:
- The proposed purchase of Fire Boxes.
- Identification of Fire Refuge Points.
- Signage for stairwells, car parks and fire assembly points. / Advisors / Immediate
4 / Fire Reports
The Committee received a fire drill report on Residences held during February 2008
YB reported on fire evacuation timings and false alarms. During this period there had been a decrease in false activations. It was noted that the Fire & Rescue Service may, in the future, make a charge of £350 for each false alarm attended.
5 / Smoking on Campus
Discussion took place on staff/students smoking on campus. The following points were raised:
  • Staff/Students ignoring the 5 metre rule and congregating outside entrances.
  • Increase in smoking debris, bins positioned 5 metres away from entrances were not being used.
  • Fire in litter bin caused by discarded cigarette stub.
  • Provision of smoking shelters. NWP to discuss with the Director of Estates.
  • Feasibility of smoking ban on all grounds.
  • Staff abuse.
NWP reported that Deans/Directors were responsible for managing their own areas. In order to manage the problems discussed above the Committee felt that it would be more advantageous if issues raised could be discussed at Faculty FMT’s. / H&S Advisors / Immediate
6 / Control of Contractors
SG reported on a number of issues concerning the management of contractors whilst on University Premises. In particular, problems had arisen during the construction of the Dolche Vita in the BrindleyBuilding. This raised concerns on Managerial responsibility and Project Management. After further discussion the following points were noted and agreed:
ACTION POINT / BY WHOM / BY WHEN
6 / Cont’d
  • It would be beneficial if the Head of Health, Safety & Environmental Services was included in the planning stages for any future projects.
  • Communications to be improved between Estates Personnel, Management Staff and Contractors to ensure that work was carried out in a planned and structured manner and that all relevant health and safety issues were taken into account.
NWP informed the Committee that the review of the Policy on Control of Contractors was on hold due to a number ofoperational changes taking place. / Estates
NWP / Immediate
On-going
7 / DSE Assessments
SG sought clarification of DSE assessment procedures. It was noted that Line Managers were not required to approve assessment forms and were in many cases not aware of current problems.
NWP reported that it was the responsibility of Deans/Directors to manage their areas and to ensure that assessments were carried out. The MDP training delivered some years agooutlined these roles and responsibilities. The following points were agreed:
  • DSE assessment form to be updated to include Line Manager’s signature.
  • Advisors to check that furniture and equipment complies with the regulations and DSE assessments have been carried out. Advisors to liaise with Line Managers regarding assessment issues in order to improve workstations.
/ NWP
Advisors / Immediate
Immediate
8 / Board of Governors
The Committee received (for information) the Board of Governors report. The following issues were raised:
SG expressed the view that the Committee should consider and discuss issues before submission to the BOG.
It was also stated that the report did not represent a true reflection of all issues. For example: A serious incident involving Contractors on University premises and, serious management issues were not included. NWP reported as follows:
The purpose of the report to the BOG was to provide an overview on various health and safety activities which had occurred during the previous twelve months, rather than to report on specific day to day operational matters which should, in any event, be discussed and resolved at local level.
ACTION POINT / BY WHOM / BY WHEN
8 / Cont’d
  • NS, SG and NWP to meet with Ken Sproston, in his capacity as University Secretary and Clerk to the BOG, to discuss issues outlined by SG.
/ NS/KGBS/NWP/SG / 10 June 2008
9 / Any Other Business
Car Parking Leek Road Campus
JH reported on a near miss incident on the Leek Road Campus that had occurred due to illegal parking on roadways etc. A number of issues concerning signage, management of barriers and overall management of car parking were further discussed by the Committee.
NWP reported on future developments of car parking on University Grounds/Car Parks:
  • It is hoped that a system would be introduced by the Autumn to control vehicle access to site.
Law Audit
The Law School Audit report was tabled at the meeting. NWP reported that Audit procedures and systems were to be reviewed following training on audit software. This would improve and update our procedures/systems and enable comparisons to be made between Faculties/Services and with other Universities.
Tim Mancell
The Committee would like to thank Tim for his hard work and dedication to health and safety during the past twenty one years and for his valuable contribution to the Health & Safety Committee and sub Committees. / Estates
NWP / On-going
Immediate
10 / Date, Time and Place of Next Meeting
The next meeting is scheduled to be held on Tuesday 10th June 2008 at 2.00pm in the Cadman Conference Room.

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