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					                 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
                    Advisor),
                    Mrs Louise Mallon (Staff Rep), Mrs Shelagh Mason (UNISON
                    Rep),
                    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.


       NOTED


       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.


       NOTED


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
           summer refurbishment.
          Plastic cased toasters will be replaced by stainless steel toasters to avoid
           the possibility of overheating and reacting dangerously with trapped
           crumbs.
          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
           University.


       NOTED


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
site contacts.


Risk Assessment


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
       Student Building.


       Asbestos Management


       Most of the work related to this issue had been completed. There may be a
       need for a further asbestos awareness course.


       NOTED


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
       next year.


       NOTED


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
staff.


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
future.


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
regard.


NOTED


303.2 Review of Arrangements for Reporting Accidents and Incidents
          [Paper B170]


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
yearly review.


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
           reoccurrence’.
          4.20.6 add ‘if appropriate’ at the end of the sentence.


       RESOLVED:


              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.


       NOTED


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
process.


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.


NOTED
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
       Administrator’s role.


       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.


       NOTED


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.


       NOTED


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
       for information.


       NOTED


       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.
       NOTED


       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.


       NOTED


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
       Advisor.


       There was a meeting scheduled to address issues related to the Sports
       Centre.


       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.


       NOTED
       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.


       NOTED


       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.


       NOTED




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.


       NOTED


       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.


       NOTED


       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
       visits.


       NOTED


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.


       NOTED


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
       Committee.


       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
       safety matters.


       The Chairman added his appreciation of Dr Standing’s contribution and said
       she would be missed. He wished her well in the future.


       NOTED


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


       NOTED


The meeting closed at 4.25pm.

				
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