THE UNIVERSITY OF MELBOURNE EMPLOYEE HEALTH & SAFETY REPRESENTATIVE MEETING. MEETING NO 3/ th August 2017

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1 THE UNIVERSITY OF MELBOURNE EMPLOYEE HEALTH & SAFETY REPRESENTATIVE MEETING MEETING NO 3/ th August 2017 A meeting of Employee Health & Safety Representatives was held on Tuesday 15 th of August 2017 in the 5 th floor meeting room, Melbourne Dental School, University of Melbourne at am. PRESENT: Paula Mitchell (FMDHS Microbiology and Immunology) Chair Laurence Deam (Physics) Minutes Paulo Vaz-Serra (Architecture) Sioe See Volaric (Chemistry) Andres Diaz (Veterinary Sciences) Andrew Everett (University Services visitor) Janine Pritchard (Visitor FES ERMS) Brendan Chaplin (University Services) Darren Tucker (University Services) Geoff Duke (Mechanical Engineering) 1. FORMAL MATTERS 1.1 Welcome/Apologies Apologies were received from: Deanne Catmull (Melbourne Dental School), Heather Daykin (Pharmacology and Therapeutics), Matthew Grazia (RIC- Parkville) and Ashley Cross (VCA). 1.2 Minutes from last meeting Minutes not available, to be presented at the next available opportunity. 2. PRESENTATION: Janine Pritchard speaking about the ERMS Janine reported that students can report incidents through the ERMS as of July 6 th. Students can get information and log on through the student portal. Incidents are seen by the safety business partner (safety person at faculty level) and a peer review group, where the peer review group looks at every single report and decides whether it is being actioned appropriately. Any problems with the ERMS should be reported through Service Now (which goes to Janine) Students are slowly using the ERMS after being made aware of it. 1

2 3. PRESENTATION: Andrew Everett There is now an up-and-running HSR list, Andrew sends out Safety News s using it. Andrew spoke about the on-going development of TrainMe. TrainME is not yet available to students. This is because of incompatible systems between TrainME and StudentOne. Estimating ~12 months to get TrainME working for students. Interim modules are in place/being developed for students while TrainME is adapted for student use. E.g.: Chemistry have shared some training modules for Students and the Faculty of MDHS TrainME modules are replacing ALL in-person training, including warden training, chemical handling, etc. Response to modules has been good. One of the main aims of TrainME is to increase training compliance for casual staff members. At the moment this is less than 5%. Any suggestions/feedback for released or proposed courses, Andrew. Discussion about who needs to complete casual compliance : short answer is anyone signing a contract labelled casual. Visitors, contractors and honoraries are dealt with separately. 5. OCCUPATIONAL HEALTH AND SAFETY COMMITTEE (OHSC) 5.1 What s happening at the OHSC At the most recent OHSC Heather was acting deputy chair due to under-representation from management. The idea of taping the meeting was decided against as it is not standard University policy. Andrew Everett is now taking minutes. This has reduced turnaround time and improved clarity according to HSRs. Minutes from OHSC are very important as they are one of only a few official ways for HSRs to communicate to the University. Working in isolation policy discussed. Change from working after hours to working in isolation to better reflect different work styles. Working in isolation policy seems to tell people they must have procedures in place without much information about how to formulate procedures. Cyclic reports were given. HSRs would like to see reports broken down in to more areas, e.g.: psycho-social reports having more detail. Lecture theatre emergency information was raised. These seem to lack assembly point information. (See below for action item) Planter boxes used as barriers in Arts West were removed with no immediate solution. (See below for action item) MDHS have created their own host agreement for their staff and students visiting other institutes, as there isn t one provided by the University. This is being shared with other departments as requested. 2

3 5.2 Progress of items previously raised at the OHSC ERMS was mentioned, progressing along well. OHSC want to see more hazard reporting as well as incident reporting. Prior radiation concern in engineering was mentioned. Steve Guggenheimer attended and checked systems, no radiation leakage/problems. Worksafe audit has been finalised. HSR list has been created and is being used. HSRs have been added to the ERMS but only in the FAQ section, nothing with an immediate option to contact HSR/notify them. 5.3 Items to be raised at the OHSC Assembly point information in lecture theatres is there any movement to review and update these? Who is responsible? At least one building dates back to Solution for missing barriers in Arts West? The number of DWGs across the libraries at Parkville/Southbank campuses has been reduced from 5 to 1. The 5 previous HSRs all felt this was too large a group to manage with a single HSR. Any way to increase number of DWGs? 6. OTHER BUSINESS Discussion about HSRs in library, Deanne has been in contact with previous HSRs. Law says management cannot dictate the size of DWGs and that they must negotiate the size. No HSR representation currently. General feeling that management is more proactive with HSR nomination and support in areas with immediate risk (e.g.: Plant, dangerous goods) Action item table: Date Aug Item Action Person Responsible Safety data claims and reports from OHSC Radiation exposure Committee members (including HSRs) have requested that data from bullying/psychological/h arassment complaints be included in these documents PhD concerned over electronic radiation exposure from 30+ yo equipment Status Will check the next report that comes through OHSC Completed Andrew Short has reported that the student is satisfied with the outcome. An expert has been 3

4 organised to inspect machine. has offered to organise Steve Guggenheimer to assess situation and report to him and Andrew. All emitting plant is OK and the item in question is no longer in operation anyway. Aug MDF use A Casual staff member has raised concerns about the use of MDF particle boards and laser cutters that produce formaldehyde vapours and dust particles. Whilst there are extractors present in the room to clear the fumes, the extractors are known to fail at times. In addition, the Extractors over the cutting machine are not hooded to catch the dust. C&C Milling (Computer controlled drill) releases particles when the boards are cut spreading dust everywhere which is not in one isolated place. Linus Tan Mark Friedlander Linus Tan has left the University. Mark Friedlander provided an update. In Mark s area they cannot control the dust generated from the MDF so the MDF is substituted for other material. The extraction system in Linus area is not sufficient but there is a contact at RMIT with a proper extraction system where dust is collected externally into a container of some sort and the waste is taken away. MDF is banned in the US. Investigate? Areas can also order MDF with decreased amount of formaldehyde. The data Steve G. obtained from Linus area was deemed 4

5 inconclusive. Can this be repeated? Paulo Vaz-Serra (Architecture) will see if he can discover which Fab Lab staff member raised this issue. Mark F may know the student. Emergency Management Response Emergency Management Response Team issue. Procedures are not transparent and who to contact in emergency is unclear Brendan Chaplin Deanne Catmull Brendan Chaplin provided minutes from the US OHS committee meeting to Deanne. It stated that will meet with a local rep to try and clarify who is responsible for developing the Building emergency response manuals An increase in the number of Students presenting with anxiety and depression Requires a proactive approach Mental health focus in strategic plan of the University. This is happening although this is not being noticed at a local level. There is insufficient exposure to this information. It is published at higher level but staff not getting information. HSRs to raise these issues at a local level at OHS committees. Plans for HSR committee meeting 2017 Deanne to look at rescheduling meetings to avoid school holidays etc. Try to encourage more HSRs to attend meetings. Deanne Catmull Partially completed Deanne has rotated the days the committee meets. The timing is still not appropriate for 5

6 some who teach. Suggest moving 2018 meetings (half) to an afternoon timeslot. Review of afterhours processes Engineering have called to review their afterhours procedures and processes as they have been deemed unworkable. Engineering were to arrange a meeting with central OHS. Are there wider problems across campus? Would a phone app improve things? Engineering and Deanne is looking through Melbourne Policy Libraries. Matthew Grazia has had trouble finding any policies. Earth Sciences Health and Safety roles Concerns that an OHS officer in Earth Sciences who is leaving the position will have their roles distributed amongst several other staff. How will the dilution of this role affect Health and Safety change within that DWG. There are changes in the way the Health and Safety team communicates with staff causing issues.?? David Belton?? Update to follow No one was present to provide an update OHS communication The university webpage has great information but requires that employees regularly log onto the page to check for updates which they may not do. Need improvement in the way we are notified about Health and Safety information to increase awareness and improve communication and importance. All HSRs 6

7 Aug 2017 Assembly point information in lecture theatres Is assembly point information being updated in lecture theatres? Who is responsible for this? Aug 2017 Library HSR representation The number of HSRs across Parkville and Southbank libraries has reduced from 5 to zero. Is there any way to increase the number of DWGs to encourage HSRs to volunteer? Deanne Paula 7. NEXT MEETING: Wednesday 29 th ember am-12pm, 5 th floor meeting room, RMDH. 7