CANTERBURY CHRIST CHURCH UNIVERSITY
MINUTES OF THE MEETING OF THE HEALTH AND SAFETY COMMITTEE HELD
ON 20 MAY 2010 IN ROOM RH3.06 AT ROCHESTER HOUSE
Present: Mr David Kemp (Chairman), Mr Paul Bogle (University Solicitor
and Clerk to the Governing Body), Miss Becky Cripps (Students’
Union General Manager), Mr Don Cross (Health & Safety
Mrs Louise Mallon (Staff Rep), Mrs Shelagh Mason (UNISON
Mr Lloyd Morgan (Fire Safety Advisor), Mr Liam Preston
(Students’ Union President), Dr Mooi Standing (UCU Rep)
In Attendance: Mr Robert Melville (Assistant University Secretary)
Mr Anthony McAllister (External Consultant)
Mr Simon Wright (Assistant Director, Human Resources)
Mrs Heather McCulloch (Committee Officer)
295. Apologies for Absence
Apologies were received from Mrs Kristin Wade.
296. Declarations of Interest
There were none.
297. Chairman’s Communications
The Chairman advised that no decision had yet been made with regard to
filling the Governor vacancy on the Committee. The issue was under
consideration by the Chairman’s Committee.
298. Minutes of the Meeting held on 4 February 2010
The Minutes of the Meeting held on 4 February 2010 were agreed and signed
as a true record.
299. Matters Arising not appearing elsewhere on the Agenda
299.1 Follow Up Report [Paper B166]
Members of the Committee received Paper B166, a Follow Up Report, which
updated the Committee with regard to the following issues.
Assembling a training package to provide ongoing support for trainers
running manual handling courses had proved challenging. A course had
now been developed and it was expected that Staff Development will run
the first course in the next 2 – 3 weeks.
A new fire risk assessment had not yet been completed for St Paul’s, but a
meeting had been arranged for 25 May to discuss matters further. There
had been a general improvement in fire safety awareness in the building
as a result of advice offered by the Fire Safety Advisor.
The review of first aid was ongoing. The Health and Safety Advisor will
present his recommendations relating to management arrangements to
the Responsible Persons Group in July 2010.
Advisors continued to be involved in the health and safety arrangements
for the Summer Ball.
299.2 Security Staffing [Oral Report]
At the last Health and Safety Committee meeting the proportion of qualified
female first aiders among staff was under review. As Security staff were in
the front line for first aid provision, the University Solicitor had met with the
Security Manager to discuss the lack of female Security staff. The Security
Manager advised that the quality of female applicants for Security positions
was not of the standard required. Consideration would be given to the
possibility of stating in future job advertisements that ‘applications by
females with relevant experience would be particularly welcomed’ as a means
of encouraging more female applicants.
300. Report of the Fire Safety Advisor [Paper B167]
Members of the Committee received Paper B167, the Report of the Fire Safety
Advisor, and the following points were highlighted.
The fire alarm detection system at Augustine House was now working
reliably. It was anticipated that the premises will be used for some non-
core activities in the future; with appropriate management controls in
place this should not pose any undue difficulties.
The fire alarm detection system at Somerville and Laud was also operating
effectively. Issues over ventilation remained outstanding and were being
addressed by the contractor.
Work on the server room at Rochester House was due to be completed
within 28 days. Rochester House was regarded as a safe environment as
far as fire risk was concerned.
With regard to the St Gregory’s project, a cost effective solution for fire
ventilation control had been found without recourse to ‘sprinklers’. The
University’s DDA consultant will be consulted with regard to the
evacuation of disabled people from the lower levels of the auditorium.
The Fire Safety Advisor had been consulted with regard to the student
accommodation refurbishment programme scheduled for summer 2010.
There had been only two fire incidents in student accommodation within
the reporting period. Most incidents occurred in the first term of the year
when students had newly arrived, and the Fire Safety Advisor will target
his main message next year to new students.
There had been a small fire connected to a light fitting in Lang student
accommodation. It was a rare occurrence attributed to the age of the
light fitting and all similar lighting units will be replaced as part of the
Plastic cased toasters will be replaced by stainless steel toasters to avoid
the possibility of overheating and reacting dangerously with trapped
There were 48 fire alarm actuations during the reporting period and none
of these were malicious, which was a tribute to the student body at the
301. Report of the Health and Safety Advisor [Paper B168]
Members of the Committee received Paper B168, the Report of the Health
and Safety Advisor, and the following points were highlighted.
Control of Contractors
Much of the Health and Safety Advisor’s recent focus had been directed
towards the Control of Contractors Policy and its implementation. He had
conducted a ‘gap analysis’ and the results were used to inform the
development of a training programme which was in progress.
The Health and Safety Advisor estimated a further 70 staff required training,
mostly Security and Reception staff, who would not be directly involved with
contractors but needed to know how the Policy operated as they might act as
Arising out of issues raised in a disciplinary appeal involving a former
member of staff, an external company had been engaged to produce risk
assessments within Facilities. The Health and Safety Advisor was concerned
to avoid duplication as a number of departmental risk assessments had
already been completed. He was also concerned that the hard work that had
been undertaken with regard to the preparation of risk assessments might be
undermined by a lack of understanding around implementation.
The Committee discussed the distinction between risk assessment and risk
management. The University Solicitor stated that there was a good
understanding of risk management amongst senior staff at the University,
but it was probably not as consistently embedded across the organisation.
To this end he would be conducting a series of risk management workshops
this term, together with the Internal Auditors, with the specific aim of
embedding good practice.
The Committee emphasised the need for a robust auditing regime as a check
that management systems were operating effectively. The Assistant
University Secretary commented that management systems were only as
effective as those managing them. The identification of risk had a fairly high
profile at the University, but more guidance and training were needed to
enable staff to progress from risk assessment to risk management.
With regard to risk management, the Committee acknowledged the varying
needs of different departments and that within departments there was a
further need for individual training. The workshops will provide a generic
overview of the risk management process, but more consideration might be
given to identifying specific training needs.
Legionella Management Plan
The Management Plan had not yet been prepared as further consultation was
necessary, but the Policy was in place and appeared to be working.
Departmental Health and Safety Representatives
Work on clarifying the identity and role of departmental Health and Safety
Representatives was ongoing.
Noise at Work
A Noise at Work risk assessment had been completed at Salomons on 19
May. Two further assessments remained outstanding at Folkestone and the
Most of the work related to this issue had been completed. There may be a
need for a further asbestos awareness course.
302. Report on the Progress on E-Training [Oral Report]
The Assistant University Secretary reported that the programme of e-training
health and safety packages for staff and students had commenced. Initially
support staff had been targeted, and that had now been extended to
encompass those involved with the Control of Contractors Policy and Building
Wardens. It was intended to extend the e-training to academic departments
303. Accidents and Incidents
303.1 Termly Report of Accidents and Incidents for the period 1 February
2010 to 30 April 2010 [Paper B169]
Members of the Committee received Paper B169, the Termly Report of
Accidents and Incidents for the period 1 February 2010 to 30 April 2010.
The Assistant University Secretary noted a general increase in the figures
compared with the previous year. He attributed this to an overall increase in
the number of students reporting accidents and incidents, many of which
related to personal health issues but required the attendance of University
Slips, trips and falls continued to be monitored closely, with particular regard
to the location of the incidents.
The Committee noted the report of a small number of incidents of
threatening behaviour toward staff, and regarded this as a cause for concern.
The Committee wished to send out a clear message that the safety of staff
was paramount, and incidents of this nature would be taken very seriously.
A number of public institutions used signage to convey the message that
assaults on staff could lead to prosecution; whilst the number of incidents of
threatening behaviour was relatively low, the University should bear this
option in mind should there be a significant increase in their number in the
The University Solicitor thanked the Assistant University Secretary for the
effort he had put in to analysing the statistics and his continuing work in this
303.2 Review of Arrangements for Reporting Accidents and Incidents
Members of the Committee received Paper B170, a Review of Arrangements
for Reporting Accidents and Incidents. The arrangements were approved by
the Committee in 2005 and revised in 2006 and were now due for a three
The Assistant University Secretary advised that he had removed some of the
operational detail but otherwise the arrangements remained the same. The
Health and Safety Advisor remained responsible for oversight of the Policy.
There was provision to refer more serious incidents to Human Resources
where an individual may require after care and support.
The Chairman suggested the following amendments to the Policy.
4.20.4 ‘to prevent reoccurrence’ should become ‘to seek to prevent
4.20.6 add ‘if appropriate’ at the end of the sentence.
that, subject to the above amendments, the Policy be approved.
303.3 Slips, Trips and Falls [Paper B171]
Members of the Committee received Paper B171, Slips, Trips and Falls,
prepared by the Health and Safety Advisor. It was currently a high profile
area of health and safety as far as the HSE was concerned, and one that the
University will need to monitor closely.
304. Health and Safety Policy Statement [Paper B172]
Members of the Committee received Paper B172, the Health and Safety Policy
Statement, which was presented for annual review.
Subject to amending point 3.6 from ‘health and safety system’ to ‘health and
safety management system’ the Committee
RESOLVED TO RECOMMEND:
that the Governing Body approve the Health and Safety Policy
Statement for a further year.
305. Corporate Manslaughter: Management Response [Paper B173]
Members of the Committee received Paper B173 on Corporate Manslaughter:
Management Response. The Paper contained an evaluation report of the
Health and Safety Consultant’s recommendations regarding the University’s
legal responsibility to comply with the Corporate Manslaughter and
Corporate Killing Act 2007. The principal conclusions of the review of the
Consultant’s recommendations, undertaken by Mr Mike Salmon, Director of
the Occupational Safety, Health and Environment at the University of Cardiff,
were outlined in the Paper.
The Report was discussed at the Responsible Persons Group, where it was
agreed to take forward a number of proposals. A key conclusion of Mr
Salmon’s review was the need for the Senior Management Team to
demonstrate commitment to health and safety issues. The Group proposed
to change its current advisory role to a more strategic role, with a direct
reporting line to the Senior Management Team through the Strategic Director
(Resources) who also chaired the Group. In addition, it was proposed that
the University Solicitor become a member of the Responsible Persons Group,
thus strengthening the link to the Senior Management Team.
The University Solicitor stated that the proposed arrangements mirrored
those that had been introduced for equality and diversity issues. In the case
of health and safety arrangements, the Health and Safety Committee would
adopt a more strategic role, and the Responsible Persons Group would have
responsibility for dealing with operational issues. There would be reports to
the Senior Management Team on a regular basis.
The Assistant University Secretary expressed a wish to see the Senior
Management Team receive information on Key Performance Indicators
related to health and safety. He acknowledged that there will be resource
constraints and there will be a need to prioritise resources towards those
departments at higher risk in terms of corporate manslaughter legislation,
for example Estates and Infrastructure.
Another proposal was to enhance existing auditing arrangements that had
already been put in place by the External Consultant, the internal Advisors
and the departments themselves. A member of the Committee suggested
that Departmental Annual Reviews could form part of the enhanced audit
The Assistant University Secretary emphasised the significance of the
changes and the importance of their role in the University’s effort to attain
the standard set by the health and safety management system HSG65.
306. Progress Report on the Control of Contractors [Paper B174]
Members of the Committee received Paper B174, a Progress Report on the
Control of Contractors. This had been a major project and work on it will
continue for some time into the future. The Consultant observed that as a
desk top exercise it should work effectively with no obvious gaps; he
suggested a sampling exercise to test this, and the Health and Safety Advisor
advised that there will be a review of arrangements in September. The
Project Board established to oversee the project will continue.
A member of the Committee noted a gap in the arrangements for
Contractors in terms of where they should park on site, and the Health and
Safety Advisor indicated that this will be covered in the Contract
The Report listed a number of areas of future work and the Chairman
suggested that these could be more time bound. He requested a timetable
be drafted and brought to the Committee meeting in October.
307. Progress Report on the Management of Asbestos [Paper B175]
Members of the Committee received Paper B175, a Progress Report on the
Management of Asbestos. The Asbestos Management Plan had been
finalised, with the arrangements closely aligned with those for the control of
contractors. There would be a need to alert contractors regarding locations
for the existence of asbestos.
Asbestos awareness training had been completed and there were plans for
periodic refresher training. All new staff in departments such as Estates and
IT will receive training, and it was the responsibility of managers of these
departments to periodically check that all new staff had been trained.
308. Report of the Health and Safety Consultant on
308.1 Security, Canterbury, Canterbury Christ Church Sports Centre; and
Arrangements for the implementation of the Control of Contractors
and Permits to Work policies (October 2009) [Paper B176]
Members of the Committee received Paper B176, Security, Canterbury,
Canterbury Christ Church Sports Centre; and Arrangements for the
implementation of the Control of Contractors and Permits to Work policies
308.2 Control of Noise at Work Regulations 2005; and Control of
Contractors (February 2010) [Paper B177]
Members of the Committee received Paper B177, Control of Noise at Work
Regulations 2005; and Control of Contractors for information.
308.3 Medway Campus; Estates and Infrastructure, Canterbury; and
Augustine House (March 2010) [Paper B178]
Members of the Committee received Paper B178, Medway Campus; Estates
and Infrastructure, Canterbury; and Augustine House for information.
309. Management Responses to the Report of the Health and Safety Consultant
309.1 October 2009 Report [Paper B179]
Members of the Committee received Paper B179, the October 2009 Report.
There were a number of recommendations in the Consultant’s Report relating
to the control of contractors. The Security Manager was working on
addressing the issues and was meeting regularly with the Health and Safety
There was a meeting scheduled to address issues related to the Sports
Work to address issues raised by the Consultant relating to asbestos had
been completed. Arrangements for the management of asbestos will be
formally reviewed in January 2011.
309.2 February 2010 Report [Paper B180]
Members of the Committee received Paper B180, the February 2010 Report.
The Consultant was being consulted at every stage regarding the work to
address issues raised by him around the control of contractors.
309.3 March 2010 Report [Paper B181]
Members of the Committee received Paper B181, the March 2010 Report. A
new Assistant Facilities Director (Estates and Infrastructure) had been
appointed. He appeared to take a serious approach to health and safety
issues and had already identified staff for training.
The Consultant’s recommendation that he visit Augustine House on a three
yearly cycle will be presented for approval to the Responsible Persons Group
in July 2010.
310. Oral Report by the Health and Safety Consultant on visits to
310.1 Salomons (19 May 2010)
The Consultant met with Mark Savory who was Acting Estates Manager at
Salomons. The Consultant highlighted the need for care around dangerous
substances and the need for high levels of hygiene in the kitchens but overall
he was impressed with the health and safety culture at the campus.
310.2 Rochester House, Canterbury (20 May 2010)
The Consultant indicated that ‘snagging’ issues at Rochester House were
being managed. There were outstanding issues such as the safety of the
receptionist in an emergency, and the need to have documentation in place
and these issues will be addressed.
310.3 Arrangements for the Implementation of the Risk Assessment Policy
(20 May 2010)
There was not sufficient time for the Consultant to look at this area, and
arrangements would be made for it to be addressed in the next round of
311. Consultant’s Visits 2010/11 [Oral Report]
The Assistant University Secretary reported that the Responsible Persons
Group wished to be consulted with regard to the Consultant’s schedule of
visits for the next academic year. It will be discussed at a meeting of the
Group in July.
The annual visits made by the Fire Safety Advisor and the Health and Safety
Advisor, in between the Consultant’s three yearly cycle of visits, will be
placed on a more formal basis.
312. Any Other Business
Dr Mooi Standing announced that she would be standing down from the
Committee at the end of the academic year after twelve years’ service. An
election will be held for another member of staff to represent UCU on the
Dr Standing said that serving on the Committee had been a learning
experience for her and a rewarding one. She wished to thank the Assistant
University Secretary for his work on behalf of the Committee.
The Assistant University Secretary thanked Dr Standing for her support over
the years and for her constructive suggestions with regards to health and
The Chairman added his appreciation of Dr Standing’s contribution and said
she would be missed. He wished her well in the future.
313. Date of next meeting
To note that provisional dates have been set for meetings of the Health and
Safety Committee in 2010/11 as follows:
Thursday 14 October 2010
Thursday 27 January 2011
Thursday 19 May 2011
The meeting closed at 4.25pm.