AGENDA ITEM 5.2.1 OPERATIONAL HEALTH AND SAFETY GROUP Minutes of the Meeting held at 9:00am on Thursday 5 th September 2013 in the Boardroom, Whitchurch Hospital Present: Alison Gerrard Wendy Bridges Steve Careless Charles Dalton Ian Wile Gina Gwynne Stephen King Rachael Sykes Caroline Murch Jon McGarrigle Peter Welsh Andrew Hynes Andrea Aquilina Rhian Brake Clare Wade Apologies: Karen Elcock Frank Barrett Karen Lewis Rachael Daniel Geoff Earlam Rod Hill Yvonne Hyde Martyn Peel Neil Paul Linda Walker In Attendance: Zoe Brooks Board Secretary Chair Staff Representative Staff Representative Head of Health & Safety Head of Operations & Delivery Mental Health Directorate Manager, Haematology, Clinical Immunology and Medical Genetics (for Carys Fox) Staff Representative Health & Safety Adviser Health & Safety Adviser Estate Asset Manager Hospital General Manager, UHL Solicitor Directorate Manager Head Of Corporate Services Senior Nurse Head of Operations & Delivery, Dental Services Fire Safety Adviser Claims Manager Health & Safety Adviser Health & Safety Adviser Business Manager Workforce & OD Senior Nurse for Infection Prevention and Control Occupational Health Consultant Head of Patient Environment Clinical Board Nurse Health & Safety Senior Departmental Administrator Page 1 of 8
13/31 13/32 13/33 13/34 Minutes of the Meeting Held on 6 th June 2013 The minutes of the meeting held on the 6 th June 2013 were accepted as a true record. Action Log The Group received and noted the Action Log from the previous meeting. The following issues were raised: 13/19 It was agreed in the previous meeting Mr Dalton to circulate a report to all Clinical Boards showing areas where there are delays in incident reporting. Mr Dalton confirmed that this report has not yet been distributed, however, will be circulated shortly. Feedback from Health & Safety Committee The report was received and noted by the Group. Mr Dalton informed the group that at the last Health & Safety Committee it was agreed that Clinical Board Health & Safety Leads will be invited to attend the Health and Safety Committee on a rotational basis, to provide assurance that they are managing Health & Safety within their Clinical Boards. Proposed Changes to Incident Forms Mr Dalton informed the Group that as a result of forms not being sent to the H&S department in a timely manner, there has been delays in the reporting of RIDDORS to the Health & Safety Executive. ACTION Page 2 of 8
Mr Dalton suggested some proposed changes to the incident form to try and improve this. Currently, the Incident form is a carbonated copy, Mr Dalton suggested that the form to be a single copy. Once the form has been completed by the reporting person, the form is sent directly to H&S Department. Mrs Aquilina raised concerns in relation to management having no knowledge of incidents if the form is sent directly to Health & Safety. Mr Dalton stated that he was happy to continue to use the carbonated copy until the implementation of E-DATIX. However, managers should pass the top copy immediately through to the Health and Safety department, with the copy being raised internally within the department. Mrs Gerrard informed the group that she will give an update at December s meeting in relation to the progress of E-DATIX. 13/35 Clinical Board H&S Advisory Arrangements Mr Dalton informed the Group that Mr Geoff Earlam H&S Adviser based at Llandough is retiring at the end of October and his position will not be replaced. As a result the remaining Advisers will cover his Clinical Boards. Mr Dalton highlighted the importance of sight presence under the Coroners Rule 43 and as a result the Adviser based at Whitchurch will work at Llandough one day per week supported by an Assistant Adviser who will also be based at Llandough one day a week. As the services transfer from Whitchurch to Llandough, the Adviser will also relocate. Page 3 of 8
13/36 HSE Priority Action Plan Mr Dalton confirmed that the Action Plan has been updated in-line with the findings of the audit and any progress made during the period. Mrs Gerrard informed the group the No Smoking Policy has been approved by the Board. Mrs Gerrard also updated the group on the use of E-Cigarettes and stated that the Board did not support the use of E-Cigarettes and therefore they are banned from being used internally Smoking shelters will be removed, and as from the 1 st October smoking will not be allowed at any of Cardiff and Vale University Health Board s sites. Mrs Gerrard stated that patients who smoke will be offered smoking cessation support. Mr Welsh queried whether the Health Board will employ Enforcement Officers to manage and enforce the No Smoking Policy. Mrs Gerrard reported that this was a debate for further discussion at the next Board meeting. 13/37 Lone Worker Alert System The report was received and noted by the Group. Mr Dalton updates the group on the current situation with regards to lone worker usage. Low staff usage continues to be of concern; however usage has improved since the previous reports to the Committee. A rationalisation of issued devices to areas where there is low or no events. Page 4 of 8
Where devices are not justified to staff in the community, the local area will put in place a system based on the mobile phone, pad or buddy approach, to ensure the risk is adequately controlled. Those staff that have valued their device and regularly use the system even in low risk areas will retain their devices. The Company will work with the Health Board to improve the regular usage from its current 13% to 50% within the next 12months. The Health Board will not renew the 3year contract but will extend the contract for 1yr. If the above usage is not met it will further review downwards or cancel without any cancellation fees. OHSG 13/38 Tidy Campaign Document for discussion was circulated and noted by the group. Mrs Gerrard reported that the Chief Executive fully supported the campaign. A long discussion ensued regarding implementing the tidy campaign. It was noted that many members felt that the campaign should be about empowering staff and applying housekeeping into daily routines. Page 5 of 8
13/39 CCTV A report was circulated and noted by the group. Mr Dalton gave an overview of the report. Concerns were raised in relation to the number of non operational cameras within the UHB. Mr Dalton informed the group that this has been added to the Risk register as a priority. Mr Dalton highlighted that due to the change to the hospitals over the years and new builds, although specific cameras may not be operational, the area maybe covered by another camera in an adjacent location. Mr Dalton asked Senior Managers to risk assess their areas, to identify high risk areas where there is no or limited coverage. 13/40 Needle Stick Injuries Report A report was circulated and noted by the group Mr Dalton updated the group on the progress and gave an overview of the report. 13/41 Fire Safety Report Mr McGarrigle highlighted the current compliance figure for fire safety training was 63%. Mr McGarrigle informed the group that there have been 510 unwanted fire alarms, of which 20% were as a result of leaks. 41 were down to contractors although due to the Contractor Control Policy now in place, the UHB should see an improvement in these numbers. Page 6 of 8
Mr McGarrigle stated that since the last meeting there had has been 4 fires. 13 June Contents of a wardrobe at Whitchurch. 18 June At Llandough. 30 July At Rookwood, Ward 7 Fire Service was called. 2 September Lift Motor room overheated. The group were informed of the impending Fire Service industrial action. Mr McGarrigle informed the group that a contingency Plan was being progressed. 13/42 Personal Injury Update A report was circulated and noted by the group Due to time restriction, it was agreed that Mrs Gerrard and Mr Hynes meet outside of the Operational Group Meeting, to discuss any concerns in relation to the report 13/43 Issues Raised by Divisions (i) UHW Mr P Welsh informed the group that enforcement notices for illegal parking will come into force on the 14th October at Llandough Hospital. Anyone found parking illegally will be issued with a penalty notice. Page 7 of 8
13/44 Health & Safety Related Procedures Schedule The schedule was received and noted by the Group. For Consultation Mr McGarrigle presented the Safe working with Electricity Policy. The group were informed that the policy was an update of the existing policy and had been updated to reflect organisational changes. The policy is to be reviewed in three years. The Group were happy to recommend submission to the Health & Safety Committee for approval. For Approval (i) Reliance Lone Worker Alert Procedure Procedure was approved by the Group. (ii) Care of Adults (over 18) with Capacity who are violent or Abusive. The procedure has been updated to reflect the current arrangements. A line has been inserted to cover 16 18 year olds. Procedure was approved by the Group. 13/45 Date & Time of Next Meeting The next meeting will be at 9.00am on Thursday 5 th December 2013 in the Boardroom, University Hospital Llandough Page 8 of 8