Health, Safety and Environment Committee

 

 

Minutes of the Eighty-sixth Meeting of the Health, Safety and Environment Committee held on 19 November 2003.

 

                                                            Mr J Blood (Chair)

Mrs K Bedwell               Dr E D Brown                Mr M C Brown

Ms E Carter(ab)            Mr M Clarson(ab)          Dr S E Dann (ab)         

Mr M J Ellis                   Mr A R Eyre                  Mr M Harris                  

Dr R A Haskins              Mr R A Hill                     Mrs W Jones               

Mr D Jordan                  Mr R Kirkwood               Mrs W E Llewellyn (ab) 

Mr T M Neale                 Mr H M Pearson            Professor I Reid                       

Mrs L Sands                  Mrs G Scholes               Dr B L Sharp (ab)         

Mr M Stringfellow           Mr J M Town (ab)          Mr D W Wilson            

Mr R A Wilson                          

 

In attendance: Mr C Dunbobbin, Committee Secretary

 

Apologies for absence were received from: Ms E Carter, Mr M Clarson, Dr S E Dann, Mrs W E Llewellyn, Dr B L Sharp, Mr J M Town,

 

03/33    Minutes

 

The Minutes of the Eighty-fifth meeting of the Committee held on 11 June 2003 were confirmed and signed by the Chair.

 

03/34    Matters Arising from the Minutes

 

i)                 Spin off companies and radiation safety

 

The Radiation Protection Officer (RPO) reported that Estates Services had liased with all existing spin-off companies on campus, and all had confirmed that they were not using radioactive material. New procedures would be introduced to ensure that all new tenant companies would be asked if they intended to use ionising radiation, and periodic checks would also be carried out.

 

ii)                Building and Engineering Service Infrastructure – Intrusive and minor work undertaken in Departments

The Health, Safety and Environmental (HS&E) Officer reported that a review of the procedures approved in December 2002 had been completed and no significant practical or health and safety problems were apparent. Two engineering departments had elected not to nominate a representative to oversee the procedures mainly because those nominated did not feel competent to fulfil the role, despite having attended the central training courses. The HS&E Officer confirmed that failure to nominate a coordinator debarred departments from undertaking small works affecting the fabric, and confirmed that he would evaluate whether further formal training would help resolve the position. A further report would be submitted to the February 2004 meeting of the Committee following discussions with Estates Services and Departments.

 

iii)              Union Safety Notices

 

UNISON representatives had raised the issue of whether Union Safety Notices were appropriate. The HS&E Officer noted that discussions had taken place on this issue, but that there were no further developments to report. The HS&E Officer was willing to discuss this issue with representatives from the campus Unions, but felt that he would be unlikely to change his view that the existing system should be sufficient without the need to adopt Union Notices.

 

iv)              Mail Room Deliveries – Manual handling hazards

 

The Director of Media Services was not able to attend the meeting, but the HS&E Officer reported significant progress in addressing concerns that had been raised relating to manual handling issues in dealing with mail deliveries. The new Post Room Supervisor had introduced a number of best-practices from the Post Office, and the main issues had now been resolved, with the exception of installing a new automatic door. The HS&E Officer would take steps to progress this with Estates Services.

ACTION: MJE

 

v)               Occupational Health Provision

 

The Occupational Health Adviser (OHA) noted that she had seen 33 people in the current academic year, compared with 15 at the same stage in the previous year. This was felt to be a reflection of an increased awareness of the OHA's role, and concern was expressed as to whether the existing provision of two days per week would continue to be sufficient. However, budget limitations were an issue here. The OHA was still based at Holywell Park, but appropriate premises on the main campus were being sought urgently.

 

vi)              Fire Safety

 

The new Fire Consultant was now in post. The main initial target of the post-holder would be to update the risk assessments in the main University buildings.

 

vii)             Placement of Students

 

Council had approved the policy and guidance on the placement of students in principle, but had recommended that HS&E Committee give further consideration to the implications for non-UK placements, and seek further input from the Business School. The Business School had produced a document on this issue, but the HS&E Officer had felt that it contained too many references to legislation, and that this might have put off prospective employers. It was therefore proposed to use the simplified version produced for the 85^th meeting of the Committee. The HS&E Officer would agree guidance on overseas placements with the Chair.

ACTION: MJE, JB

 

It was suggested that the health and safety implications of staff visits abroad on University business should also be reviewed. The Bursar noted that the University has comprehensive insurance cover for staff travelling overseas, but that this did not cover travel to a location that was considered to be a war-zone.

 

viii)           Display Screen Equipment

 

The Energy Manager and the HS&E Office were keen to progress the gradual replacement of traditional CRTS monitors with flat panel display screens (LCDs). The Energy Manager had submitted a paper to the HS&E Officer to be presented to senior management. Concerns remained about the cost implications of moving to the more expensive LCD screens. It was also noted that it would be important to ensure that old CRTS monitors were disposed of, rather than maintained in a downgraded role, as this would negate the energy savings and other benefits associated with introducing the new monitors.

ACTION: MJE

 

ix)              Safety Footwear (Residential Organisation)

 

The Committee noted that this issue had been resolved.

 

03/35    Asbestos Update

 

The Deputy Health, Safety and Environmental (DHS&E) Officer reported continued progress in identifying asbestos containing materials in buildings, assessing its condition, and the risk posed, and prioritising actions. An Asbestos Working Group had been established by the Director of Estates Services, and all University buildings had been surveyed for asbestos. Cost estimates were being obtained for priority removal work, but it was anticipated that existing budgets would not meet the requirement for the major works, and some of the medium-sized works. A case for additional funding would therefore need to be made.

 

The greatest concern was the old sports hall swimming pool. Deterioration of the sprayed coating on walls and ceilings had continued, and there were many examples of exposed fibres. Regular visual and air monitoring was taking place to guard against any significant release of airborne fibres, but the removal of the asbestos material in this location was deemed to be essential, and it was noted that the longer this was delayed, the greater the potential for an incident that could result in significant fibre release. The basement in the old swimming pool was also a priority as it was categorised as a contaminated area, and any access for maintenance had to be undertaken by licensed asbestos removal contractors. However, the cost of asbestos removal in the old sports hall swimming pool had been estimated at around £100,000, and the project had not been included in the current years budget proposal, because at the time of budget preparation, the deterioration had not been so advanced. Since the swimming pool had been closed in July 2002, deterioration had occurred more quickly than had been anticipated. It was noted that removing the asbestos immediately would not affect the long-term plan to knock down the building, as the asbestos would have to be removed before demolition work took place in any case.

 

The Committee noted the DHS&E Officer's comments on the old sports hall swimming pool with concern, and recommended that he liaise with Estates Services staff to obtain a competitive tender for the work, before making a submission for funding to the Operations Sub-Committee.

ACTION: MH

 

Concern was also raised as to what steps would be taken to identify and remove asbestos in equipment within buildings. It was agreed that this would be treated as a separate item at the next meeting of the Committee.

 

The Director of Estates Services noted that the possibility of asbestos being present in buildings was considered when the Holywell Park site was purchased. However, it was clear that no asbestos would be found, as asbestos was discontinued from building processes during the 1970s, and the main Holywell site was constructed during the 1990s. The only asbestos on the whole Holywell site was in the roof of the tenanted farm, and the removal of this material was being pursued.

 

03/36    Environmental Update / Higher Education Partnership for Sustainability

 

The Committee received a paper from the DHS&E Officer relating to the University’s environmental management system, and concerns about its effectiveness in dealing with the demands of legislation in this area, and meeting the requirements of the University’s business activities. Over the coming years, there would be many new obligations that the University (along with other business organisations, and in some cases, households) would have to meet in accordance with various EU Directives on energy, waste, solvents and water quality.

 

The paper concluded that the University should aim to progress towards an accredited environmental management system, and that in order to do so, it would be necessary to appoint an Environmental Co-ordinator. Fifty percent of similar institutions had full-time Environmental Co-ordinators or Managers. However, the Committee noted the Vice Chancellor’s comments that he would be wary of such an appointment without a clear business case capturing quantitatively the added value which such a post would deliver. 

 

The Committee was generally in agreement with the proposals outlined in the DHS&E Officer’s paper, and felt that despite the excellent efforts of Estates Services, the University needed to do more in this area. The DHS&E Officer tabled an executive summary of a report on Leeds University’s requirements which provided useful parallels. It was noted that the Operations Sub-Committee had agreed to release a sum of around £4,000 to pay for a consultant to carry out a fact-finding project to benchmark the University’s position in relation to these environmental issues. It was anticipated that a report would be available in the new year. It was agreed that the HS&E Office, along with Professor Reid would examine the outcome of the consultant’s report and submit a costed proposal on the most appropriate ways forward to the next meeting of the Committee.

ACTION: MJE, MH, IR

 

03/37    Code of Practice on Fixed Plant Structures and Buildings

 

            This item was covered under 03/34(ii).

           

03/38    Health and Safety Induction for Heads of Departments and Support Services

 

The Committee received a paper from the HS&E Officer outlining concerns that despite various initiatives to ensure that newly appointed Heads of Departments and Sections were updated on legal responsibilities and managerial duties relating to health and safety, there remained a lack of awareness in this area. It was felt that the University was not currently in a position to clearly demonstrate that all Heads of Departments and Sections had been formally made aware of the requirements of health and safety legislation and the specialist support available.

 

The HS&E Officer was mindful of avoiding the creation of excessive health and safety bureaucracy, but felt nonetheless that short compulsory briefings should be endorsed by Council as an integral part of the conditions of employment for Heads of Departments and Sections, to ensure that all individuals were better placed to manage health and safety in their areas of responsibility.

 

The Committee agreed to recommend the five proposals contained in the paper to Council, and added additional recommendations that the proposed briefing sessions should be compulsory for all existing as well as new Heads of Departments, and that compulsory tri-ennial updates should be established.

 

03/39    Fumes from Combustion Rig (Aeronautical Engineering)

 

The Committee received papers from the DHS&E Officer, and from UNISON on problems caused by exhaust fumes from the Aeronautical and Automotive Engineering jet engine combustor, located close to the General Office of the Chemical Engineering Department. The fumes had caused distress and discomfort to staff in the Chemical Engineering Department on at least 2 occasions, most recently on 24 October 2003, when staff had complained of headaches and nausea, and had been granted permission to leave early. Following the first incident in February 2003, the HS&E Office had advised that the rig should only be used after 4.30pm or at weekends, with favourable weather conditions, such that the wind was blowing away from S building. However, this made meeting the obligations required for the research project involved very difficult, and it was apparent that this advice had not always been followed.

 

There was some debate as to whether the fumes constituted a health risk or a nuisance, and it was noted that the levels of output created by the rig varied depending on the settings being used, and that the dispersal of the fumes varied depending on the prevailing weather conditions. However, it was agreed that even if the gases and vapours concerned were likely to be below occupational exposure standards set by the Health and Safety Executive (HSE), the rig retained the potential to cause a nuisance and possibly a health risk to persons working close by, and as such the existing situation was unacceptable.

 

Discussion followed on the matter of how the rig came to be relocated in its existing unsuitable site. It was felt that it should not be the role of the Committee to investigate why the rig was located in the wrong place, or seek to apportion responsibility in any way. However, it was noted that it would be important to learn from the current difficulties, and to ensure that expert technical advice was taken on re-locating the rig if this was decided to be the long-term solution.

 

The Committee noted UNISON’s recommendation that the rig should be closed down until the matter was properly investigated and resolved. However, it was felt that the Committee was not empowered to enforce such a directive. Rather, the Committee agreed to ask that the Dean of the Engineering Faculty consider the issue as a matter of urgency, and draw together final proposals in consultation with the Director of Estates Services and the Health and Safety Office, to resolve the problems being experienced in time for the next meeting of the Committee on 25 February 2004 at the latest.  In the meantime, the Committee endorsed the interim actions proposed by Mike Harris, and in particular recommended that the previous advice from the Health and Safety Office on the timing, and appropriate wind conditions for use of the equipment should be re-established immediately in order to minimise the potential for causing further health problems and disruption.

ACTION: Secretary

 

03/40    Implementation of Stress Policy

 

The Committee received a paper from the OHA on the implementation of the University’s Stress Policy. A large proportion of senior managers had now attended a half-day course on Managing Occupational Stress. The next stage was for managers to carry out risk assessments within their departments (by the end of February 2004), and to put into action a ‘cascade’ process to ensure that all staff were aware of, and understood the policy. Training sessions for managers and supervisors would be provided on request, then supervisors would be responsible for briefing all employees and issuing them with paper copies of the policy and associated guidance. Manager/Supervisor training had already been carried out for the Security Office, and had been arranged for Estates Services and the Residential Organisation. No academic departments had yet requested the training, and a joint note reminding Heads of Department of their responsibilities in regard to the policy was to be circulated by HS&E Office and Personnel Services.

 

03/41    Terms of Reference for Radiological Protection Sub-Committee

 

The RPO presented a proposal to change the terms of reference of the Radiation Sub-Committee. Specifically, it was proving difficult to arrange three meetings per year that could be attended by all members. It was also felt that email communications allowed the RPO to maintain good communication links with the Radiation Protection Supervisors, and deal with matters effectively on a day to day basis. It was therefore proposed to hold meetings of the Radiation Sub-Committee just once each year. The Committee noted and agreed with this proposal, and the proposal to extend the Sub-Committee’s membership as stated in the paper.

 

03/42    Ethical Advisory Committee / Approval and Monitoring of Uses of Ionising Radiation

 

The Committee received a paper from the RPO noting concerns that a research proposal which involved the use of medical x-rays had been approved by the Ethical Advisory Committee and undertaken on campus, without the project being brought to the attention of the RPO or the Radiological Protection Sub-Committee. This constituted a breach of University policy and a breach of the Ionising Radiations Regulations 1999. In order to prevent such an infringement occurring again, a number of recommendations were outlined, and it was suggested that the Secretary to the Ethical Advisory Committee should arrange for the need to consult with the RPO in relation to any proposal involving the use of ionising radiation to be explicitly flagged on the standard Ethical Clearance Checklist form. The Bursar expressed concerns regarding clinical trials, prompted by tighter insurance and liability issues. It was suggested that a review of the approval mechanisms and awareness of these was required. The Committee agreed to endorse these recommendations.

            ACTION: Secretary, HMP, MJE

 

03/43    Health, Safety and Environmental Officer’s Report

 

The HS&E Officer noted that the HS&E Office would be running a workshop on the investigation of accidents on campus in January or February 2004. A half-day health and safety course would also be run in January 2004 for all health and safety representatives, and Departmental Safety Specialists. The Modular Health and Safety Programme would run as usual early in 2004 as part of the Professional Development Programme.

 

The HSE was promoting a campaign on working at heights, and the HS&E Officer would be integrating the HSE information into the University’s health and safety guidance, and raising awareness of the campaign across campus.

 

03/44    Accident Statistics

 

            The analysis of accidents for the period July to September 2003 was received and noted.

 

03/45    Risk Improvement Task Group

 

The Minutes of the Risk Improvement Task Group (RITG) of 17 October 2003 were received and noted. This item had been unstarred prior to the meeting to note that a Risk Management Review for the University had been prepared to assess risks that impacted on the University’s business, and then to agree with service providers on how to reduce or eliminate the risks. The absence of formal emergency and disaster plans had been identified as a major gap in the University’s procedures, and RITG had therefore recommended to the Executive Management Group that a draft procedure should be in place by the end of the calendar year.

 

03/46    Constitution, Terms of Reference and Membership 2003-04

           

The Constitution, Terms of Reference and Membership of the Committee for 2003-04 was received and noted.

 

03/47    Date of Next Meeting

 

            Wednesday 25 February 2004

 

Author: C. Dunbobbin

Date: November 2003

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