Minutes of the Meeting of the Health and Safety Committee held on 8 March 2012 in the Committee Room

Transcription

1 HARPER ADAMS UNIVERSITY COLLEGE Health and Safety Committee Minutes of the Meeting of the Health and Safety Committee held on 8 March 2012 in the Committee Room Present: Apologies Dr C E Baxter (Chairman) Miss L Chapman Dr V Talbot Mr D Nuttall Mr M Southall Mr J Wood Mr S Kirby Mr K Broe Professor P Mills Mr P Moran Dr P Hand Mrs M Pryce Dr N W Hall Mr D Nuttall Mrs J Walker Mr D White Dr L McIntyre Mr C Wells (from Item 5) In attendance: Mrs E L Powell Miss L Rogers 11/11 Welcome Welcomed: Miss Rebecca Freer, Mr James Wood and Miss Louise Rogers to their first meeting of the Committee. 11/12 Minutes Approved: the minutes of the meeting of the Health and Safety Committee held on 13 October /13 Matters Arising Noted: i) that the University College Secretary would discuss the introduction of a health and safety induction for Visiting Professors and Visiting Lecturers with the Vice Principal and members of College Executive; CEB/PRM that a check had been made with the contractor engaged to conduct works on Large Marsh and it was confirmed that there were no implications for the University College. 11/14 Risk Management a report from the University College Secretary on risk areas monitored by the Committee. Noted: i) that the University College was still awaiting confirmation from DEFRA about whether the University College might be used as a site for a DEFRA emergency planning exercise. The University College Secretary would contact DEFRA to check whether any further decisions on this take place had been made; CEB that a new protocol for TB had been discussed by the Governors' Farm Strategy Committee; 1

2 i that that the new virus 'Schmallenberg' was known to be affecting sheep in a number of areas in the UK and was known to be spreading. The University College Secretary confirmed however that whilst the zoonotic transmissions of Schmallenberg could not be completely excluded, as mutation of viruses could occur over time, it was considered very unlikely at the moment. The situation would continue to be monitored closely by the Farm Manager and the Governors' Farm Strategy Committee. 11/15 Report by the Health and Safety Officer i) an oral report by the Health and Safety Officer; an update from UCEA on the UCEA Annual Report for Noted: i) that there had been limited feedback on training videos from staff. It was thought that it might be useful to remind staff via the Weekly Diary especially as there had recently been publication of some new titles; i that there had been several reports of students fainting during tutorials in the laboratories. The Laboratories Manager had reminded staff responsible for students who used the laboratories of the correct protocols should a student feel sick/faint, and that all such incidents would need to be reported formally on an accident/near miss form. The Laboratories Manager confirmed that whilst food and drink was strictly prohibited within the Laboratories she would explore with Catering and Estates the possibility of providing water stations at appropriate areas in the Laboratories; that a point was raised that incidents of poor driving had been witnessed, particularly on Wednesday evenings. The Student Services Manager confirmed that she would speak to the local Police; that the University College Secretary would be taking up the issue of speed restrictions signs at the College crossroads with Telford and Wrekin Council; v) that the Health and Safety Officer was currently working with colleagues in IT to produce an in-house video for new student induction and also new staff members to include 'talking heads' as a way to inform all new students and employees of health and safety policies; vi) that the UCEA document gave a summary update on health and safety issues in the HE sector. Agreed: i) that the Health and Safety Officer would remind staff of the availability of Health and Safety training videos; JW i that the Laboratories Manager would investigate suitable space in the Laboratories Department for water stations; VT that the Student Services Manager would speak to the local Police about driving especially on Cheyney Hill on Wednesday afternoons/evenings. RF 2

3 that the issues of speed restrictions signs would be investigated with Telford and Wrekin Council by the University College Secretary. CEB 11/16 Radiological Safety Officer Report a report from the Radiological Safety Officer, Dr Nigel Hall for the period October 2011 to February Noted: i) that there were no incidents or reported security issues. A check with the University College's security had confirmed no specific observations; i that the neutron probe had been used several times in the time period above for teaching with no matters arising; the neutron probe was now considered to be mature in age and, as a result, testing would need to be carried out more frequently; the Vice Principal would need to be alerted of the need for replacement of the probe although it was acknowledged that replacement probes at this time were not now generally available; NWH/PRM that the gas chromatographs (GC) had been in use in the main laboratory block with no matters arising; that radiation monitoring had been in effect since February 2011 and this had been a continuous and ongoing programme. To date, the film monitoring results had always been nil; however, in this monitoring programme, and for the first time, and in line with Radman Associates advice, one pair of film monitoring devices had been worn by the neutron probe user. The tests were undertaken when Dr Hall had used or checked the instrument. At other times, the monitors were stored in the key safe in the RPO's office. These results had come back as nil above background for neutron or gamma. The instrument had been used 5 times in teaching work at the CERC Weather Station during the measurement period; that checks had been made on water levels in shielding tanks at CERC. This would be repeated in the autumn; v) that the damages ratescaler had been sent off to Wallingford for a damage assessment and estimate of the repair costs. In the meantime, the University College was using a spare CEH ratescaler for research and teaching; vi) v vi that other recommendations and general housekeeping to be achieved before the autumn included that an updated version of the radiation advice notice should be mounted on or beside the inner store room door having been obtained from Radman Associates; NWH that the University College should obtain certification that the neutron source is a special form source; certification of the neutron probe box was up to the specification required for the neutron probe; Dr Hall had this action in hand; NWH that consideration was being given to purchasing a hand held radiation measuring device for the instant measuring of any radiation. It was hoped that the University College could avoid this cost which was estimated to be c 800, by inheriting Open University equipment that included such devices; NWH 3

4 ix) that the Assistant RPO, Dr Ivan Grove, would be undergoing a refresher course with the RPO on the neutron probe with the SOP and radiation monitoring systems; x) that the next Environment Agency inspection would take place on in February 2012; xi) that the University College had soil research programmes involving overseas material from: a) Thailand under the British Council Project, AIT, Bangkok. b) Argentina c) Turkey (Pistachio post doctorate/msc research project) d) Norway x xi x ix) that projects a)-c) had been completed in the period and material from this work was in storage in the lockup fridge as reference materials and/or the data was successfully in print ; that the project from Norway would be completed by September 2012; that a small amount of reference material would be kept from these projects, amounting to less than 2kg of soils; that the next importation was scheduled for materials from China and Japan in early April, 2012, as reference material for teaching and research purposes. 11/17 Biological Safety Officer Report a report from the Biological Safety Officer, Dr Lynn McIntyre for the period October 2011 to February Noted: i) that no activities with GMOs or food borne pathogens were conducted in this reporting period; food borne pathogens would now be referred to as Category 2 organisms; i that nine new isolates of Fusarium langsethiae and Fusarium sibiricum which came from Iran, Norway, Finland and Russia (Siberia and Far East) had been received; that the refurbishment of Category 2 laboratory was now complete; the Class 2 cabinet had been fumigated and tested, a centrifuge with biosafety buckets had been purchased and the room was now ready for use. Thanks were expressed to staff in the Estates Department for their assistance with this work; that Room S28 had now been converted into an additional Category 1 project area following the reallocation of Rooms TF7 and TF8 to laboratory usage and the consequent transfer of the internal consumable store from Room S28 to Room TF8; v) that in Room D1, a second-hand bench-top waste autoclave had been purchased. This had been validated and calibrated by a firm of autoclave engineers. Waste for autoclaving that was generated in this room should be put through this machine. An instruction manual was currently awaited; 4

5 vi) vi) v vi that a new microbiology technician has been appointed; that the Laboratories Manager had attended a Biological and Microbiological Safety Course in December at the University of Durham; that, as the University College would shortly be appointing staff involved in entomology work, it would be important to understand the correct protocols for laboratory work; the University College Secretary would discuss this further with the Vice Principal; CEB/PRM that the culture collection information had now been updated in a new excel database. 11/18 Health and Safety Plan the draft Health and Safety Plan Noted: i) that the plan had been revisited and updated; i that the University College was progressing well with the majority of actions listed on the plan; that the target date for the audit programme to address incident patterns needed to be revised; JW that work had started, in liaison with the Marketing Department, on reviewing the layout of marketing stands especially at external events and also protocols for training ambassadors and other helpers. There had been a recent incident of an accident at an external event whereby a banner had fallen onto a member of the public. The individual had made a personal injury claim against the University College which was being handled by insurers; 11/19 Shropshire Fire Officer Visit v) that accident reports forms were in the process of being revised to enable enhanced data collection. JW an oral report from the Assistant Facilities Manager. Noted: i) that the fire safety audit had been conducted by Shropshire Fire and Rescue Service on 11 November 2011; i that it was pleasing to note that the outcome had been positive and the University College was found to be broadly compliant with the audit; Mr Southall confirmed that the next visit would concentrate on residential buildings in two years time and that non-residential buildings would be subject to inspection every five years. 11/20 Internal Audit an oral report by the Assistant Facilities Manager on recommendations made by internal auditors arising from their audit of current arrangements against the UUK Code on Student Housing/Accommodation. Noted: i) that keys findings from the report included that the Code is not currently publicised on the University College's website or included 5

6 as part of the induction process for students who were accommodated on campus. However, the website was under review. The Code is also not referred to within key documents such as the Student Handbook or Accommodation Handbook and this would be addressed by Student Services; RF i that a number of fire doors had been propped open in some Flatt Road houses; this would be monitored by staff in Domestic Services who visited the houses on a daily basis and who would be reporting incidents where fire doors were being regularly propped open; CEB/MP that there was no current policy for PAT testing although this was in the process of being drawn up; MS 11/21 Accidents and Near Misses that the snow and ice policy needed to be updated. JW/MS Considered: Noted: a report from the Health and Safety Officer on accidents and misses that had occurred since the last meeting including a departmental breakdown of accidents and misses. that the majority of accidents reported had occurred in the Domestic Services and Catering Departments. Specific training had been provided to try and avoid future accidents. 11/22 Governors' Health and Safety Policy Statement Noted: for information, a copy of the Governors' Health and Safety Policy Statement to be approved by the Board of Governors at its meeting on 20 April that a small number of changes were required to reflect staff name changes. JW 11/23 Any Other Business Noted: i) that the blue folder Health and Safety system for postgraduates should now form part of the postgraduate induction; i that the Biological Safety Officer would make arrangements to attend a forthcoming 5-day Biological Safety course with the HR Department; LMcI that the Assistant Head of Estates and Facilities would shortly be conducting a security review of the campus and any comments or suggestions from committee members to help with the review would be welcomed; that the timescale for RIDDOR reporting had been changed from 3 days to 7 days with effect from 4 April 2012; v) that Ianto Guy would shortly be holding defibrillator refresher courses and bespoke first aid training for staff who wished to attend. 11/24 Date of Next Meeting - 24 May 2012 at 9.30 am 6